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An extended academic schedule entails a student taking additional time to complete his or her required coursework for the MD degree. Students are required to discuss the topic of extending with one of the Student Affairs Deans, the CCOM Registrar, and Financial Services to assure that he/she has a complete understanding of the financial, academic, and other ramifications of that decision. In addition, when considering an extended academic schedule, it is strongly advised that the student discuss such a schedule with their course directors and staff in the Medical Student Counseling Center.
An extended schedule may be requested by a student or mandated by the College acting on the recommendation of the Student Promotions Committee. Extended schedules are generally undertaken for academic or personal reasons. Extended schedules based on personal circumstances are requested by the student and considered on an individual basis. In the first three semesters, such requests will be considered at any time from acceptance into the College until the published drop date of the course, or courses, in question. Extended schedule requests made by M1 or M2 year students will not be granted after the date in the semester when students may no longer drop a course. M1 and M2 students should check their exam schedules for this important date. Exceptions to this policy can be made due to extenuating circumstances.
In the clinical years, an extended schedule may be requested at any time by contacting the College’s Registrar to request a schedule change or leave of absence. Attempts should be made to undertake such a schedule change following the completion of a clerkship and with at least four weeks notice.
Tuition assessment issues should be considered in determining the start date for an extended schedule. Usually students on an extended schedule pay approximately 4.7 years of medical school tuition. It is recommended that students discuss the decision with staff in OSAC’s Financial Services unit for advice relative to the financial consequences of an extended academic schedule.
Federal regulations require the Carver College of Medicine and the Office of Student Financial Aid to monitor the academic progress of students receiving federal financial aid. Satisfactory Academic Progress (SAP) is defined as the successful completion of coursework toward a degree within a reasonable time period (see below). Medical students’ academic progress is monitored by the Financial Services department with information on academic progress shared by the Registrar staff following each Student Promotions Committee meeting in which student performance is reviewed for academic difficulty or behavioral concerns.
Academic Requirements & Review Process
Standards apply to medical students who wish to establish or maintain financial aid eligibility. Academic progress data provided by Registrar staff is reviewed at the end of each semester to determine student compliance. There are three components to these standards:
Dean’s scholarships are dependent on maintaining satisfactory academic progress. For this purpose, SAP is defined as not being reviewed by the Promotions Committee more than once. Students retain the Dean’s scholarship if they encounter academic difficulty and are reviewed by the Student Promotions Committee following one semester. However, a second failure or review by the Student Promotions Committee for new academic and/or behavioral issues results in the loss of that scholarship.
Students are eligible for financial aid for a limited number of years. Transfer hours and withdrawal semesters are included in the duration of eligibility. Eligibility for medical students is in accordance with the Federal regulation which allows aid eligibility for 150% of the normal intended degree program (a maximum of 6 years for regular MD students; up to seven years for combined degree students; and up to 10 years for MSTP students (MD/Ph.D. students).
Students have two options to regain financial aid eligibility:
The Carver College of Medicine understands that some students may benefit from being granted a leave of absence from the College for a specified period of time. A leave of absence must be requested by meeting with one of the Deans for Student Affairs or the College of Medicine Registrar. All leaves must be arranged in advance of the student’s absence. If a student is not in good academic standing (e.g., on probation or in failing status in a course), requests for a leave of absence may be reviewed by the Student Promotions Committee. If a student is on leave for health reasons, the student must provide a note from their provider to one of the Deans for Student Affairs or the College of Medicine Registrar indicating they are ready to return to courses or clerkships. A leave of absence is generally limited to one year. Students should consider the tuition assessment deadlines when determining the start date for a leave of absence.
Students desiring a leave of absence to pursue another academic program such as a research experience, Pathology externship, or a combined degree program should make an official request for the leave and should consider the tuition assessment deadlines when deciding on the start date for the leave. In some cases, students may be able to maintain their student registration while on leave if the experience meets the registration requirements.
Medical student are not permitted to drop a course after the deadline established by the Deans of the Office of Student Affairs and Curriculum of the Carver College of Medicine unless that student has received the permission of one of the Deans or the College's Registrar. Students who discontinue attending or participating in small group activities in a course without obtaining the permission of the dean shall receive a failing grade in the course.
Students in the M3 and M4 years must allow four-weeks notice when asking to drop or add a clinical clerkship or making any other schedule changes.
A student may withdraw from the Carver College of Medicine upon approval of a written request submitted to one of the Deans in the Office of Student Affairs and Curriculum or the College’s Registrar. The Financial Services unit should be consulted regarding the financial ramifications of such a withdrawal.
Students who voluntarily withdraw or who have been dismissed from the College may apply for reinstatement. Requests for reinstatement that are made within the first five years of the student’s separation from the College must be received in writing in the Office of the Dean of Student Affairs at least four months prior to the requested date of readmission. For example, any student desiring to re-enroll in the College in August must make that known by April. Applications for reinstatement will be considered by the Medical Student Promotions Committee and will usually be heard at the May meeting of the Medical Student Promotions Committee. Reinstatement requests usually involve a personal interview with the Committee. The Promotions Committee’s recommendations will be forwarded for action to the Faculty Co-Chair of the Medical Education Council. Denials of a request for reinstatement cannot be appealed. One year must elapse before a subsequent request for reinstatement will be considered by the Student Promotions Committee.
Students who voluntarily withdraw or who have been dismissed from the College more than five years prior must reapply for admission through the regular admission process.
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