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TABLE OF CONTENTS

Other Policies & Resources for Rules, Regulations, and Policies

In This Section:

 

Tuition Policy

For Medical Students in the University Program (exclusive of MSTP and other MD/PhD programs)

Students enrolled in the MD program or specified dual degree programs within the SOM (e.g., MD/MPH, MD/MA Bioethics, MD/MS) will be assessed four consecutive years of annual tuition or eight semesters, beginning with Year 1, as a requirement of graduation. There are instances when students can be required or may elect to take a fifth year:

Research and/or Academic Enrichment (additional graduate coursework)

  1. Students matriculating before Fall 2013 who take a fifth year to complete additional graduate school coursework or combined master/MD degrees within the SOM will be assessed four consecutive years of full MD tuition and will pay a Continuation Fee* in lieu of tuition during the fifth year.
  2. Students matriculating in Fall 2013 or later who take a fifth year to complete additional graduate school coursework or combined master/MD degrees within the SOM will be assessed four consecutive years of full MD tuition and will pay 25% of the then-current MD tuition rate during the fifth year.
  3. Students who elect to extend their MD program by a fifth year to complete a research project or who participate in academic enrichment will be assessed four consecutive years of full MD tuition and will pay a Continuation Fee* in the fifth and final year.
  4. Students enrolled in a dual degree program outside the School of Medicine (e.g., Dentistry, Law, Management) will have different tuition requirements based on the specified program. The semesters in which students are required to take a leave of absence from the medical school in order to complete program requirements in another school will not be assessed a Continuation Fee or medical school tuition.

Remediation

Students who must repeat Years 1 and/or 2 for academic reasons will be assessed four consecutive years of full tuition and will pay 50% of the then-current tuition for each additional year. Students who must repeat any year for any other reason (e.g., Disciplinary) must pay full tuition for the additional year and for all subsequent years until graduation at the then-current rate.

Tuition Refunds

Students who have withdrawn (or been dismissed) from the curriculum will receive tuition refund in accordance with Case Western Reserve University policy, https://www.case.edu/registrar/dates/withdraw/

Other

Tuition adjustments related to personal or health issues for the student or their spouse/domestic partner will be determined on a case-by-case basis.

* The Continuation Fee is 5% of the then-current annual MD tuition and maintains a full-time student enrollment status, malpractice insurance coverage and eligibility for health insurance. Tuition rates subject to annual review by the Office of the Dean.

Effective July 1, 2013

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Student Records

FERPA POLICY

The Family Educational Rights and Privacy Act of 1974 (FERPA) contains several provisions that are important to medical students. First, the university, including the medical school registrar, may not release personally identifiable student records to a third party, with certain specific exceptions, unless the third party has requested the information in writing and the student has consented, again in writing, to its release. The university may release directory information about a student, however, unless the student submits a written request that any or all such information not be released. Second, a student may request, in writing to a school official such as the Society Dean or School of Medicine Registrar, an opportunity to inspect and review the student’s official files and records maintained by the School of Medicine Registrar and may, if appropriate, challenge the accuracy of those records. The university is permitted a reasonable time, not to exceed 45 days, to respond to such a request. Third, a student may file with the Family Policy and Regulations Office of the U.S. Department of Education a complaint concerning what he or she believes to be the university’s failure to comply with FERPA. Finally, a student may obtain from the School of Medicine Registrar or University Registrar a copy of this policy, which the university has adopted to meet the requirements of FERPA. The information below is presented in compliance with the provisions of FERPA, which require the university to notify students annually of their rights and the university’s policies and procedures. Medical students are encouraged to contact their own Society Dean or the School of Medicine Registrar if any questions arises.

ACCESS TO FILES

A student may request, in writing to the Society Dean and School of Medicine Registrar, an opportunity to review the contents of the student’s educational file. The request will be reviewed and an appointment will be made within a reasonable period of time (not to exceed 45 days) for the student to review the file in the presence of a member of the office staff so as not to interfere with the daily operations of the office (i.e. not longer than 15 minutes).

The student may request copies of those records to which he or she has access under the terms of FERPA.

The student will be charged a nominal fee per page for these copies and the copies should also be provided within a reasonable period of time (within 1-3 business days).

All medical student academic records in paper form are housed in filing cabinet and its own file room that is immediately adjacent to the School of Medicine Registrar on the fourth floor of Sears Tower T408. The filing cabinet is fire protected as are the walls and door of the file room. The filing cabinets and file door that are closed and locked at the end of every business day. All current student records less than five years old are kept in the filing room. Records older than five years old are kept securely at University Archives at Archives at 11000 Cedar Avenue where documents are released at the request of the School of Medicine Registrar. Additionally, student transcripts are stored electronically and protected by Central Computing in the Student Information System.

Certain materials are excluded from review as specified in FERPA. Among these are:

  1. Records maintained by the Office of Student Affairs and the Office of the Academic Societies. The records are in the sole possession of the Society Dean and documents are added to these files over the course of each student’s tenure at the School of Medicine. They include grades/evaluations, email correspondence with their Deans, copies of letters of recommendation, personal learning plans, Deans’ notes, and other records as appropriate. The files are kept confidential at all times and are available only to the Deans, faculty or administration on a need to know basis and may contain information about health and other non-academic matters. These are separate from the official academic records maintained by the School of Medicine Office of the Registrar and only Student Affairs personnel have access to these files.
  2. Records created and maintained by law enforcement units solely for law enforcement purposes that are not maintained by persons other than law enforcement officials.
  3. Records created and maintained by a physician, psychiatrist, psychologist, or other professional or paraprofessional acting in that capacity in connection with the provision of treatment to a student. Such records can, of course, be reviewed by a physician or other appropriate professional of the student’s choice.
  4. Employment records of a student made and maintained in the normal course of business. Such employment records may be obtained in the Student Employment Office or Human Resources under the policies applicable to those offices.
  5. Financial records of a student’s parents, or any information contained therein.
  6. Confidential letters and statements of recommendation.
  7. Records for which the student previously waived his or her right of access.

The contents of a medical student’s educational file are maintained by the School of Medicine Registrar and kept securely the School of Medicine Registrar’s Office Room T-408 Sears Tower. Student records older than five years are kept securely at University Archives at 11000 Cedar Avenue. The contents depend on the status of the student (active vs. permanent student or current vs. graduated student respectively) and consists of:

  1. Up-to-date name and address file for active records
  2. AMCAS Application (all contents of the application, except for letters of recommendation)
  3. Secondary (CWRU) Application
  4. Signed letter of acceptance
  5. Transcripts (all coursework prior to entrance to M.D. program)
  6. Official transcript of medical school coursework
  7. Official dates of enrollment in medical school (start/end dates of each academic year, dates of leaves of absence, and graduation date)
  8. USMLE Examination scores, USMLE ID #, exam date and notation of pass/fail
  9. Student’s clinical clerkship performance evaluations written by faculty members
  10. Medical Student Performance Evaluation (MSPE, formerly known as Dean’s letter)
  11. Documentation of grade changes
  12. Miscellaneous change of status forms and letters related to leave of absence, name change, etc. (active record only if properly documented on the MSPE).
  13. Documentation of any final action letters of withdrawal or dismissal
  14. Background release waiver and other documents, when available as signed by student related to other matters, e.g., health insurance, HIPAA compliance, etc.
  15. Personal ID – photo
  16. Extramural/international clerkships information – grades, written evaluations
  17. Letters of recommendation, notices of awards, research abstracts, publications, CV and other documents (letters are destroyed at the end of each academic year; all other documents pertain to active records only)
  18. International student document (I-20 form) – Maintained in the International Student Services Office
  19. Other than the student, the following individuals are authorized to examine or review student academic records: the Dean and Vice Dean for Medical Education of the SOM and the student’s Society Dean.

The School of Medicine also follows the AAMC Guidelines for Maintaining Active and Permanent Records which is available publicly from the AAMC website and used in the adoption of this policy.

FERPA affords students certain rights with respect to their educational records. Students may ask the university official responsible for the record to amend a record that the student believes is inaccurate or misleading. If the official decides not to amend the record as requested by the student, the student may appeal the decision to the Senior Associate Dean for Students or Executive Dean for a hearing. The Senior Associate Dean for Students or Executive Dean will make the final decision concerning whether the record should be amended. If the decision is made to not amend the records, the student has the right to place in his/her record a written statement contesting the information and/or giving reason for disagreement with the decision to not amend the record.

RELEASE OF PERSONALLY IDENTIFIABLE RECORDS

FERPA affords the student the right to consent to disclosures of personally identifiable information contained in the student’s educational records, except to the extent that FERPA authorizes disclosure without consent. One exception, which permits disclosure without consent, is disclosure to school officials with legitimate educational interests. A school official is defined as a person employed by the university in an administrative, supervisory, academic, or support staff position (including law enforcement unit and health staff); a person or company with whom the university has contracted (such as an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility.

At the School of Medicine, the Dean and Vice Dean for Medical Education of the School of Medicine and the student’s Society Dean are the institution officials who are authorized to examine or review student academic records as maintained by the School of Medicine Registrar without the student’s consent. Institutional officials must contact the School of Medicine Registrar directly to request a review of the student file and the request should support a legitimate educational interest in order for the institutional official to fulfill his or her professional responsibility.

The SOM Registrar, as the official safe keeper and steward for the confidentiality of student academic records, cannot allow a medical student’s file to leave the premises and reviews and approves all requests to review a student record so that they are available only to those individual who are permitted to review the record.

The School of Medicine Registrar can also disclose education records without consent to officials of another school in which a student seeks or intends to enroll. The university can also discloses education records to organizations conducting studies for educational agencies or institutions under certain circumstances.

DIRECTORY INFORMATION

For the convenience of faculty and fellow students, FERPA provides for a category known as directory information which may be released without requesting the eligible student’s specific prior consent. Rather, the act requires that students be notified annually of the types of information included in this category and be given an appropriate period in which to express, in writing, any preference that such information about themselves not be released. For this purpose, directory information is defined to include:

  1. Name (including both maiden name and married name, where applicable)
  2. Address, telephone listing, and electronic mail address
  3. Date and place of birth
  4. Major field of study
  5. Anticipated graduation date
  6. Enrollment Status (undergraduate or graduate, full-time or part-time)
  7. Dates of attendance
  8. Degrees and awards received

Any student who would prefer that the university not release such information about himself or herself can update their FERPA Restriction by going to the Student Information System (SIS) Student Center homepage, selecting Self Service, followed by Campus Personal Information, then selecting FERPA Restrictions.

TRANSCRIPTS

Transcripts are protected by FERPA, and are only released with the written consent of the student or otherwise permitted under FERPA. Case Western Reserve University considers the grades earned by students and other information about performance at the University to be a private matter. Please complete and submit a transcript request form either in person, by mail or by fax to have a transcript of grades released. Transcripts will not be issued to, or on behalf of, students who have not discharged all delinquent obligations to the University. A $5 processing fee is charged for each transcript copy; $10 for each faxed copy. Faxed copies are not considered official documents. Please verify with the recipient that a faxed copy is acceptable.

It is the policy of Case Western Reserve University to include all academic information from all levels - undergraduate, graduate, and professional - on the official transcript.

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Criminal Background Checks

The Case Western Reserve University School of Medicine participates in the AMCAS sponsored criminal background check program for all accepted applicants. Acceptances are deemed contingent pending the results of the background check. A positive response on the background check will not automatically preclude admission, and all positive findings will be reviewed by an ad hoc committee on professionalism who will then make a recommendation to the Admissions Committee. Students are required to notify the Office of Admissions with any changes that may have occurred once the criminal background check is completed.

Matriculated students may undergo additional criminal background checks according to policies of the school and affiliated hospitals. Students should forward a copy of additional background checks to the School of Medicine Office of the Registrar. The School of Medicine Office of the Registrar houses a copy of the background check for all medical students and are valid only for a period of five years. Medical students are responsible for renewing a background check as needed and will be contacted annually by the Medical School Registrar when a background check has expired.

Any newly-discovered background check information may be reviewed by the Committee on Students as part of their ongoing student assessments as detailed in this handbook. All current students are required to notify their Student Affairs dean of any arrest, misdemeanor (other than traffic violations), or felony charge and/or convictions at the time of the occurrence as well as military dishonorable discharges since matriculation.

Please note that results of any of the Criminal Background checks may be shared with any of the affiliated hospitals at their request. Affiliated hospitals will use their discretion as to whether to permit students with positive findings on their criminal background checks to participate in clinical activities.

Individual State Medical Boards will also exercise their discretion as to whether to grant state licenses to applicants with positive findings on their criminal background checks. Successful graduation from the Case Western Reserve University School of Medicine does not guarantee licensure in all states.

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OSHA, and HIPAA Training

OSHA:  An Occupational Safety and Health Administration (OSHA) presentation is provided during first-year Orientation by the CWRU Environmental Health and Safety (EHS) department. The presentation includes Hazard Communication and Biosafety Training.  Attendance at the initial in-person training is a requirement.  Students who miss the in-person training need to contact EHS to schedule an individual training session.  For questions regarding training requirements or to schedule a training session, call the EHS office at 216-368-2907.

CWRU medical students must remain current on all required OSHA trainings; re-training is required annually for Hazard Communication and Biosafety Training, but after the first in-person session, the re-training can be completed online. Go to the EHS website to register for online training modules.

Formaldehyde Training must be completed online by first-year students shortly after orientation and does not require annual re-training.

Medical Students who work in research laboratories must complete Laboratory Safety and Bloodborne Pathogen in-person training initially (and annual online re-training) as well as any other training required by the individual research group.  (This does not apply to Clinical Laboratories.) Medical school instructors are charged, under the OSHA standards, to provide additional training on the use of personal protective equipment and other methods to mitigate the risks of hazard exposures when students are working in these labs (such as gross anatomy) and other times as appropriate.

HIPAA Training:  HIPAA (Health Insurance Portability and Accountability Act ) training is provided to students as a part of new student Orientation. The training is valid for the students’ first two medical school years only.  Rotation coordinators can provide information about hospital-specific HIPAA training to students beginning their clinical years.

Medical Students who work in research laboratories must complete Laboratory Standard and Biosafety Training in-person training initially (and annual online re-training) as well as any other training required by the individual research group.  (This does not apply to Clinical Laboratories.) Medical school instructors are charged, under the OSHA standards, to provide additional training on the use of personal protective equipment and other methods to mitigate the risks of hazard exposures when students are working in these labs (such as gross anatomy) and other times as appropriate.

HIPAA Training:  HIPAA (Health Insurance Portability and Accountability Act) training is provided to students as a part of new student Orientation. The training is valid for the students’ first two medical school years only.  Rotation coordinators can provide information about hospital-specific HIPAA training to students beginning their clinical years.

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Severe Weather Policy

An important component of the education at Case Western Reserve University School of Medicine involves participation in clinical programs, for which responsibilities increase and take on unique characteristics as a result of severe weather conditions.  In recognition and support of these activities, the School of Medicine may remain open during severe weather conditions, even under conditions where the University closes.  This will apply to students, faculty and staff.

Should the onset of severe weather occur during regular operating hours, the decision may be made by individual departments to allow faculty, staff, or students to leave up to two hours early.  Should severe weather conditions adversely affect travel time, individual departments may allow faculty, staff, and students to arrive up to two hours late.

 

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Building Evacuation Policy

The School of Medicine is an active research center with many potential biochemical and other flammable hazards.  A system of alarms has been installed to warn and protect people in the building in the event of a chemical spill or fire.  Occasionally, the inherent hazards will result in the sounding of the fire alarms.  All students, faculty, and staff are required to exit the building when the fire alarms sound in their area.  There are no exceptions to this rule.  When fire alarms are sounded, exit the building as quickly as possible, using stairways instead of elevators.

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Smoke-Free Campus

The School of Medicine is committed to creating an environment that promotes general health and wellness for its students, faculty, staff, and visitors. As part of this effort, the medical school has partnered with University Hospitals Health Systems, and the other Health Sciences Schools at Case Western Reserve University (School of Dental Medicine and the Francis Payne Bolton School of Nursing) to adopt a smoke-free environment policy that took effect on November 17, 2005.  Smoking is banned both indoors and outdoors throughout the Health Sciences Campus.   As part of the promotion of health and creating a smoke-free campus, the SOM is offering opportunities for students and staff to enroll in smoking cessation programs which will be available through the School’s partnership with University Hospitals of Cleveland.

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Resources for Rules, Regulations, & Policies

Students who enroll in the School of Medicine are subject to all of the rules, regulations and policies of the School of Medicine and of Case Western Reserve University.  This Student Handbook is intended to provide a general overview, rather than an exhaustive description of student rights and responsibilities.  As such, it contains references to other sources of detailed information.  It is the responsibility of each student to become familiar with all appropriate policies of the University and the School of Medicine, which are subject to review and revision.

Other sources of information include:

For students in the School of Medicine, the Society Deans and other members of the administration monitor the policies and regulations that affect medical students.  More information on specific policies and regulations can be obtained through the Office of Student Affairs.

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Published and maintained by the Office of Student Affairs and the Academic Societies
Revised 3/03/17