Examination Policies

Purpose 

To uphold the integrity of grading and assessment by clearly defining:

• Policies for administering computer-based and clinical examinations
• Procedures for requesting exam delays, reviews, and retakes
• Guidelines for exam accommodations
• Standards for exam conduct and environment

Definitions 

• (2a) Objective Structured Clinical Examination (OSCE) 
  An Objective Structured Clinical Examination is a performance-based assessment of clinical skills where students demonstrate competence in areas including but not limited to doctor/patient communication, physical examination, medical procedures, and interpretation of labs.
• (2b) NBME Examination 
  Multiple choice examination comprised of questions developed by the National Board of Medical Examiners and conducted under the strict exam administration protocols as required by NBME. NBME exams include the Comprehensive Basic Science Subject Exam (CBSE), Customized Assessment Services (CAS) and Core Clerkship NBME specialty specific shelf exams.
• (2c) Pitstop Computer Exam 
  Pre-clerkship exam comprised of questions developed by Foundations of Medical Science (FoMS) educators.
• (2d) Anatomy Practical 
  Pre-clerkship anatomy practical developed by Foundations of Medical Science (FoMS) educators.
• (2e) Clinical Performance Examination Exam (CPX) 
  Standardized patient examination administered during core clerkships. The exam is a standardized patient-based clinical skills assessment. During their Clerkship Year, students are required to complete and pass a Clinical Performance Examination (CPX) which consists of eight clinical cases portrayed by standardized patients. Each case requires a focused work up and is followed by a written exercise. Individual feedback is provided for purposes of improving history taking, physical examination, information sharing, and patient/doctor relationship skills. 

Policies 

• (3a) General Policy for Exam Administration
  1. (3a.1) Students must take exams on the scheduled date and time unless prior approval is granted. Lack of preparation is not a valid excuse for rescheduling an exam.
  2. (3a.2) Students approved to take an examination on an alternative date are required to complete and submit an Examination Integrity Attestation Form prior to sitting for the exam.
  3. (3a.3) Once an exam is started or completed, the score is final
  4. (3a.4) Students on a leave of absence may not take exams.
  5. (3a.5) Students cannot take exams while on leave of absence from the university.
  6. (3a.6) NBME Shelf Exams may only be taken after completing the corresponding clerkship. 
  7. (3a.7) Non-emergent rescheduling requests will be denied.
  8. (3a.8) To receive an exam accommodation, students must meet with the DGSOM Director of Disability Services and receive temporary or full approval. See Documented Disabilities and Exam Accommodations section for full policy.
• (3b) Exam Environment
  1. (3b.1) To ensure optimal student performance and to ensure exam integrity, Proctors are responsible for maintaining a quiet, calm, and secure testing environment.
  2. (3b.2) Proctors may:
     • Remove or delay entry for disruptive students
     • Refer students to Student Affairs
  3. (3b.3) If a student is removed or delayed due to disruptive behavior:
     • They have 10 minutes to resolve the disruptive behavior (exam clock continues)
     • If resolved, they may begin or resume the exam
     • If unresolved:
       • If the exam hasn’t started: reschedule for the next available date
       • If the exam has started: outcome determined by Student Affairs, Curricular Affairs, and Course Chair
  4. (3b.4) Disruptive students may receive a Professionalism Concern Report (PCR) and/or be referred to the Academic Performance Committee (APC)
• (3c) Exam Tardiness
  1. (3c.1) Students must arrive on time
  2. (3c.2) Exam room doors close 5 minutes before the start
  3. (3c.3) Students arriving within 10 minutes after the start may enter quietly
  4. (3c.4) Students arriving more than 30 minutes late will not be allowed to enter, will be marked as a no-show, and must contact Student Affairs
  5. (3c.5) Tardy students may receive a PCR and/or be referred to the APC
  6. (3c.6) No additional time will be granted for late arrivals
• (3d) Unapproved Exam Absence
  1. (3d.1) Students who miss an exam without prior approval from Student Affairs or Curricular Affairs will receive a failing score
• (3e) Urgent Requests to Reschedule an Exam 
  DGSOM recognizes circumstances may arise that may preclude a student from sitting for an examination. 
  1. (3e.1) Students must notify:
     • An Assistant or Associate Dean for Student Affairs
     • The Curricular Affairs Office (for Phase 1 exams)
     • The Student Affairs office (for Phase 2 NBME exams)
     • And submit the Exam Absence Form
  2. (3e.2) Approved reasons to reschedule an exam include:
     • Illness or Injury 
       Any student unable to take an examination due to illness or injury (self or loved one) must provide appropriate documentation confirming the student was unable to take the examination on the scheduled date. 
       For students registered with DGSOM Disability Services, contact Grace Clifford to verify accommodations as appropriate documentation in the event of a disability-related episode. Students not submitting a supporting letter to the Student Affairs Office will be given a failing grade for the missed examination.
     • Bereavement 
       Students who experience the death of a loved one are permitted to postpone the examination if they choose.  However, students must consult with an Assistant or Associate Dean of Student Affairs as well as the Curricular Affairs Office for approval to postpone their examination.
     • Other Extenuating Circumstances 
       If there is a significant situation that precludes you from taking an exam on the scheduled date and time, please consult your Associate and/or Assistant Dean as well as the Curricular Affairs Office to discuss options.
  3. (3e.3) Frequent (>1 per semester) urgent requests to reschedule exams will be reviewed by the APC and may require additional documentation
  4. (3e.4) All rescheduled exams must be documented using the Exam Reschedule Form
  5. (3e.5) Make-up exams will be scheduled by the APC and Curricular or Student Affairs
• (3f) Religious Observances
  1. (3f.1) Faculty are encouraged to avoid scheduling exams on major religious holidays
  2. (3f.2) Students must submit a rescheduling request to the Course Chair and Curricular Affairs in advance
• (3g) Examination Standards 
  DGSOM follows National Board of Medical Examiners (NBME) standards for exam delivery.
  1. (3g.1) Exams will be administered in a fair, consistent, respectful, and quiet environment
  2. (3g.2) Proctors are responsible for maintaining exam integrity and managing technical or environmental issues. 
• (3h) Exam Room Integrity & Permitted Items
  1. (3h.1) Permitted Items (must be shown at check-in)
     • UCLA ID Badge or photo ID
     • External mouse
     • Disposable earplugs
     • Certified laptop and charger
  2. (3h.2) Prohibited Items
     • Cell phones, smartwatches, Fitbits, headphones
     • Laptop cases/sleeves, iPads/tablets
     • Hats/caps (unless for religious purposes)
     • Food or snacks
     • Beverages (except water for internal exams; NBME exams require accommodation approval)
     • Backpacks, luggage, purses, bags
     • Notes or study materials
     • Outerwear (must be removed from the room if taken off)
     • Suspicious items
     • Note: Analog and simple digital watches are allowed; smartwatches are not.
  3. (3h.3)  Items Provided (if approved by Course Chair)
     • Scratch paper (FoMS exams)
     • Laminated note board and dry erase marker (NBME exams)
• (3i) Disputing Exam Scoring
  1. (3i.1) Students may request a review of their exam score by submitting a written request to the Course Chair within 14 days of grade posting
  2. (3i.2) Course Chairs may establish additional review procedures
  3. (3i.3) Per UCLA Academic Senate policy, only the instructor of record may assign final grades. Students disputing a grade must provide written evidence that the grade was assigned for non-academic reasons.
• (3j) Examination Retake Policy
  1. (3j.1) Students who do not meet the required threshold score may be required by the APC to retake the exam.