Committee for Academic Promotion Bylaws

1. Charge

In order to successfully complete their studies at the Washington University School of Medicine, students must demonstrate the ability to become safe and effective physicians by the attainment of competency in the WUSM Medical Student Program Objectives, which are organized into six domains:  

  1. Foundational knowledge for practice
  2. Patient care
  3. Systems-based practice
  4. Practice-based learning and improvement
  5. Interpersonal and communication skills
  6. Professionalism

Students are also expected to adhere to university and School of Medicine policies, including the Washington University Student Conduct Code. The Committee for Academic Promotion is charged by the Academic Affairs Committee. This document describes the bylaws and procedures of the Committee for Academic Promotion (CAP) in support of the policy for Review of Student Attainment of Competency. Please note that the bylaws for the Competency Attainment and Clerkship Committees are separate.

2. Responsibilities

2.A. The CAP is responsible for the following: 

2.A.1. Review of the recommendations made by the competency committees at times of adverse student actions (i.e., remediation without promotion, sanctions, or academic dismissal), at the time of promotion to each phase of the curriculum, and at graduation.

2.A.2. Review and adjudication of cases referred by the Student Success Team in which there are reported alleged violations received from and/or disciplinary action has been taken against a medical student by another university office or body or Student Conduct Administrator to determine whether additional action may be necessary with respect to the student’s status in the medical program. In the case of reported alleged violations, the CAP is responsible for deciding the case and imposing disciplinary sanctions, if any.

2.A.3. Review any request for leave of absence greater than one year, not inclusive of those students enrolled in a dual degree program, or leave of absence less than one year at the behest of the Student Success Team.

2.B. The CAP will follow the procedures for each review as described below:

2.B.1. Students will be notified at least 10 days prior to such reviews.

2.B.2. Students who are being reviewed by the CAP for an adverse competency committee outcome or policy violation will be given the opportunity to present themselves and respond, in person, via Zoom, and/or in writing, as determined by the CAP Chair.

2.B.3. For students whose adverse competency committee recommendation is under review, the CAP will consider any relevant information that the student provides in addition to minutes of the competency committee deliberations and additional relevant evidence as needed that led to the competency committee recommendation. Based on its review, the CAP will take one of the following courses of action: 

  • Ratify and uphold the competency committee decisions and recommendations 
  • Remand back to the original committee for reconsideration
  • Overturn the decision of the original committee

2.B.4. For students referred to the CAP for review following disciplinary action by another university body or Student Conduct Administrator, the CAP will review the disciplinary decision and give the student (“Respondent”) an opportunity to respond, either via Zoom or in writing, as determined by the CAP Chair. The CAP shall not substitute their own judgment of the facts and credibility determinations made in the underlying decision. The scope of the CAP’s review is limited to determining whether additional action should be taken by the School of Medicine with respect to the student respondent’s status and recommending what actions those should be. 

2.B.5. For student respondents referred to the CAP to review and adjudicate alleged violations of university or School of Medicine policies, the student respondent will be given notice of the alleged violation and the opportunity to respond and present themself in person or via Zoom to the CAP, as determined by the CAP Chair.  The CAP will consider available, relevant evidence and determine whether it is more likely than not that the student Respondent is responsible for the alleged violation(s).  The CAP may question the student Respondent as well as fact witnesses with knowledge of the alleged violation, as determined by the Chair of the CAP.  The CAP may also request information from additional sources needed to support the CAP’s ability to review and decide the incident of concern and the alleged violation.  The student Respondent will be given the opportunity to review the relevant documentary and electronic evidence prior to meeting with the CAP.  Additional procedures may be implemented as deemed appropriate by the CAP Chair. If a majority of the CAP eligible voters find the student Respondent responsible for the alleged violation(s), the CAP may impose any and all sanctions included in the University Student Conduct Code, up to and including suspension and expulsion. 

2.B.6. Appeals of such decisions of the CAP may be submitted in writing via email within 14 calendar days of the date of the Decision to the Dean or the Dean’s designee. The Dean’s or Dean’s designee decision is final.

3. Membership

3.A. Members will be appointed by the Dean or the Dean’s designee. There will be a minimum of five voting members of the CAP representing leadership of the Gateway Curriculum, plus a faculty member who represents the broader WUSM educational community. Each member will serve a three-year term with the possibility for two one-year extensions. If a voting member is temporarily unable to serve in this role during their term, the Dean or the Dean’s designee may appoint a faculty member to the CAP to fulfill that member’s responsibilities as needed.

3.B. CAP membership will include non-voting, ex officio members based on their broad understanding of the competency-based program of assessment and their role in student advocacy and support. These members will include the Associate Dean of Student Affairs, the Director of Student Success, the Assistant Dean for Assessment, the Associate Dean for Medical Student Education, and the Associate Dean for Admissions.

3.C. Faculty holding any of the following roles are excluded from membership on the CAP, unless as an invited guest:

  • Residency program directors
  • Gateway coaches
  • Members of any Gateway competency committee
  • Any person holding an Associate or Assistant Dean level position

3.D. Chair: The chair of the CAP will be a voting member selected by other voting members. The chair will serve a two-year term and may be reappointed for up to two additional terms.

3.E. Guests: Any faculty, administrator, student, or staff member may be invited as a guest, at the discretion of the Chair, if their presence is deemed important for providing additional evidence in support of decisions. Such guests will be present to provide said evidence and/or answer questions but will not be present during deliberations or voting.

3.F. During reviews related to decisions other than standard promotion decisions, the student may be accompanied by one faculty, administrator, student, or staff member to serve as a support person if they appear in person or via Zoom before the CAP. The support person is not an active participant in the proceedings and is not permitted to speak to the CAP.

4. Meeting Frequency and Quorum

4.A. CAP meetings occur at transitions in the curriculum (end of Phase 1, end of Phase 2, graduation) no sooner than 14 days following CAC meetings and no later than 21 days following student notification of competency attainment decisions.  CAP meetings will also occur on an ad hoc basis when adverse student outcomes are possible as a result of a CAC/CCC recommendation or when a student is referred to the CAP by the Student Success Team or for review of other disciplinary actions.

4.B. A quorum will constitute attendance, virtual or in person, of four of the five voting members, excluding those with conflicts of interest.*

4.C. Decisions of the CAP related to competency reviews must be supported by a majority of voting members, excluding those with conflicts of interest.*

4.D. In the rare situation where a quorum cannot be met because too many members have a conflict of interest*, an ad hoc committee will be appointed by the Dean or their designee.

*

The policy on conflicts of interest provides specific details.

5. Deliberations, Minutes, and Notifications of CAP Decisions

CAP deliberations and outcomes will be summarized in meeting minutes.

Students will be notified in writing by the Registrar of all decisions, generally within 14 calendar days of the review.

Decisions will be communicated with additional School of Medicine leadership and offices as appropriate to the circumstances.

6. Appeals

Further details of procedures related to contesting individual assessments, course credit, or the MSPE as well as procedures related to the policy for Student Promotion and Appeals can be found in separate documents in this Bulletin.

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