To ensure students have the ability to request deferred assessments for in-term exams, final exams, or supplemental exams in the Undergraduate Medical Education Program.

2. Principles:

3. Scope of this Policy:

3.1 Pertains to all Undergraduate Medical Education Students in the University of Saskatchewan, College of Medicine.

3.2 Includes all current sites in the province

3.3 This option for deferred assessment exists in conjunction with the current policies guiding both MD Program Attendance and Absence in regards to the in-term assessment; https://medicine.usask.ca/policies/pre-clerkship-attendance-and-absence-policy.php

3.4 Policy is to consider a deferred assessment for in-term exams, final exams, or supplemental exams (related to significant health issues and/or exceptional personal situations)

4.       Policy:

The UGME Program reserves the right to grant deferred assessment for in-term exams, final exams, or supplemental exams while maintaining expectations and rigors of a professional program.  There are two kinds of requests:

4.1. In-term Assessment – Deferred assessment may be granted due to a pre-approved absence (https://medicine.usask.ca/policies/md-program-attendance-and-absence-policy-overview.php#TypesofAbsences), significant health or personal issues. Requests must be accompanied by supporting documentary evidence.  Documentation may be submitted to the Office of Student Affairs to protect confidentiality if required.

4.2. Final or Supplemental Assessment – Deferred assessment may be granted due to significant health or personal issues. Deferral of final exams or supplemental exams may also be granted for other unforeseen exceptional circumstances, which will be adjudicated on case-by-case basis. Requests must be accompanied by supporting documentary evidence.  Documentation may be submitted to the Office of Student Affairs to protect confidentiality if required.

5.       Procedures:

5.1 Students will apply in writing (email is appropriate) to the Year Chair and/or Year Site Coordinator, with a cc sent to the UGME Administrative Staff, Module Director and Course Director to request a deferral. The student will be advised by the Year Chair or designate whether or not the deferral is granted as soon as a decision is reached.

5.2 The deadline to apply for deferred exam is 3 business days prior to the start of the exam. Exceptional and unforeseen circumstances that may require a shorter timeline for applications will be considered on an individual basis. These requests must be made as soon as the significant health issue and/or exceptional personal situation arises, whenever possible.

5.3 Students applying for deferral of a final exam or supplemental exam, will be charged a $40 non-refundable fee when the exam deferral is granted ($40/deferred exam if more than one final exam needs to be deferred). The requirement for the fee may be reviewed in exceptional circumstances. UGME Administrative Staff, Year Chair, Year Site Coordinator and Module/Course Director will consider all documentation and information in their decision to approve or deny a deferred exam.  The student will be advised as soon as a decision has been made whether the deferral request is approved, denied, or amended.

5.4 Consistent with the principles above, although deferred exams are available to students, they are intended for exceptional circumstances. Students requesting two or more deferred examinations within an academic year will meet with the Year Chair (or designate) and the Office of Student Affairs to ensure appropriate supports are available.

5.5 College of Medicine reserves the right to determine that a student may have to repeat portions of the program, if the deferral requested exceeds reasonable expectation for retaining required clinical knowledge and skills. The process for return to the program will be outlined in writing to the applicant.

5.6 The decision made by the Year Chair and/or Year Site Coordinator is final.

5.7 If a deferral is granted, the student will be required to complete a Declaration of Secrecy

6.  Contact:

Academic Director, UGME
Phone: 306-966-2750
Email: medicine.ugme@usask.ca

Responsibility: Associate Dean, Undergraduate Education, College of Medicine
Approval: Student Academic Management Committee
Date: Aug 1 2016, reviewed Aug 21 2018, reviewed Oct 232018, reviewed Jan 3 2019 (for implementation 2019-20 academic year)