Evaluation Process

Over the course of your rotation you will be provided with several feedback sessions to report on your progress throughout the clerkship. Aside from the ongoing verbal feedback that you will receive from faculty and residents alike, you will also receive a midpoint review from your clerkship director. The midpoint evaluation allows the clerkship director to identify students who are struggling with the rotation. Once these students are identified, individual remediation plans are developed with the input of the Director of Medical Education (DME) to ensure a successful completion of the rotation.



Mid-Core Evaluation (SGU school requirement):

Occurs midway through the core rotation. The Clerkship office collects the midpoint evaluations for each rotation and only forwards the results of students who require remediation to the appropriate school for documentation.

Internal Medicine, Surgery: 6th or 7th week of rotation
Core Evaluation:

For Internal Medicine and Surgery* core rotations, students are allowed to choose up to three evaluators (not including the clerkship director). This allows the students to receive a composite report from several preceptors who may have served as team leads. All evaluation forms must be printed and distributed. SGU & NYIT-COM students please refer to link below for your evaluation. Medicine evaluations usually should be distributed every four weeks when the Attending changes. Surgery evaluations should start being distributed eight weeks after the rotation start date. Surgery core students are allowed to obtain evaluations from residents who they have worked closely with on their rotation.

Completed evaluations are either handed in by the evaluator and /or collected by the clerkship office. Rather than tracking down individual evaluators, the clerkship office recommends that students leave the evaluation forms in the Attending’s mailbox within the corresponding department (with a copy of your Lutheran-issued student ID attached). All evaluations are then compiled into an overall assessment for the rotation by the clerkship director who takes into account the preceptor evaluations, the oral exam, and written exam grades (i.e. NBME) to assign the final grade. Comments specific to the performance of each student are included in the final evaluation. The school refers to the comments provided on the final evaluation when assembling the MSPE (Dean’s letter for ERAS applications).

 SGU Core Evaluation 

NYIT-COM Evaluation


Elective Evaluations:

Each student must print out an evaluation form during the last week of his/her rotation. The attending can complete the form and hand it back to the student or return it directly to the MedEd office.  Once the MedEd office receives the completed evaluation, the Director of Medical Education reviews and signs the elective evaluation. A copy is kept in the student’s file and the original is mailed to the student’s school.

AUC and Ross students your evaluations must be sent to our office via email from your school before the start of your rotations.

SGU Elective Evaluation (This evaluation is for 4th year students ONLY. It is not to be used under 3rd year sub-specialties)


NYCOM Osteopathic Evaluation:

In addition to the standard elective evaluation form (as described above), each osteopathic student from NYCOM must also pick up an Osteopathic Musculoskeletal Examination form to be completed at the time of sign-out. The attending can complete the form and hand it back to the student or return the form directly to the MedEd office.



When is the oral exam administered and how can the student prepare?
Each core rotation requires that you record and maintain a patient case log (some schools also require submission of the patient logs). Between the mid-end of a core rotation the clerkship director will assign each student a date in which they are expected to give an oral present on 1-2 of their cases. This is an opportunity for the student to demonstrate a commitment to documentation by presenting their patient logs through a comprehensive discussion of the clinical encounter and treatment plan. In addition, the student is assessed on their interpersonal and communication skills while presenting.



When and how is the written exam scheduled?
The written (NBME) exam is currently only required by NYCOM and St. George’s University. The school schedules the exam for either a Thursday or Friday for 12-week cores and Fridays for 6-week cores.



Are the students allotted time off to study for the written exam?
The clerkship Directors will dismiss the students on the Tuesdays (12-week rotations) or Thursdays (6-week rotations) before the scheduled exam to allow for sufficient study time.



What does it mean to be placed on remediation?
A student is placed on a remediation status to alert the school that the student is struggling to meet the minimum requirements to complete the rotation. Once identified, an individual plan is devised by the clerkship director and hospital’s DME to provide the student with remedial work, reading resources and counseling. A student who commits to the remediation plan will succeed in completing the rotation and the remediation status will not be reflected in the final transcript.



How long does it take for a grade to be submitted to my school?
After the evaluations have been completed by the clerkship director, the evaluations are collected by the clerkship office. Each evaluation is reviewed to ensure consistency with each school’s grading policy. The evaluations are then forwarded to the DME to obtain a signature. After the DME approves each evaluation, the clerkship office stamps each evaluation with the hospital’s seal for authenticity. The evaluations are then sent to the school for submission of grades. This process from start to finish takes between 30-60 days.



What is the difference between an “A” grade and an “A+”?
Only students who have received an A grade in all the components of the evaluation are subject to an “A” grade. Exceptional students are given an “A+” if they have exceeded the requirements and received an A+ on the written (NBME) exam.



How do I dispute a grade?
Once your school has published the final grades, a student may dispute a grade if he or she feels that the grade does not reflect the performance. The student must make contact with their school to initiate the process. The school will then reach out to one of our coordinators to pull all documentation that was used in the student’s assessment. The paperwork is then forwarded to the clerkship director for reconsideration. If the clerkship director believes that the assigned grade is a true assessment of the student’s performance, the decision is reviewed with the DME. Once a consensus has been made, it is reported back to the school if a grade change is in order, or not.