Elective Clerkship Policies
It is the student's responsibility to develop his/her elective program. The curriculum of the Loyola University Chicago Stritch School for Medicine requires satisfactory completion of a minimum of 26 weeks of approved elective clerkships to fulfill the requirement for the M.D. degree. Within the time allotted in the curriculum for elective study, a student is also responsible for fulfilling the graduation requirement for the Bioethics & Professionalism program (see Section F.)
It is the responsibility of each student to keep track of their individual schedule as it relates to the fulfillment of elective requirements. Students may view their schedule online through the myLUMEN website. Students should check their schedule periodically to verify that applications for elective clerkships have been properly processed and as a reference for additional schedule planning.
Refer to the specific regulations, policies, and procedures sections which follow for complete information on elective clerkships. Students are responsible for adhering to the strictly enforced regulations which are set forth in this catalog.
Intramural clinical and/or research oriented electives are offered by all teaching departments of the Stritch School of Medicine. In addition, a limited number of weeks of extramural electives (up to 12) can be incorporated into a student's fourth year clinical elective program.
For the fourth year, you should do your elective program planning in consultation with a faculty advisor and/or a Student Affairs dean.
Also available to assist you in planning elective course options is the SPECIALTY ELECTIVE GUIDE, which provides lists of elective courses recommended for medical students with a career interest in a particular specialty.
Students should plan their elective program in accordance with the following guidelines:
It is expected that clinical students will be in compliance with the above policies. Students wishing permission to deviate from the above policies must petition in advance to the Associate Dean for Student Affairs and/or her designate.
A medical student must have fulfilled the prerequisite course work specified in an elective description to be considered for the elective. A student must have a grade of Pass or better for each required or elective course attempted prior to the start of any extramural elective.
Failure to make satisfactory progress toward the M.D. degree according to the student's track schedule may result in administrative modification of the student's course schedule. This modification may include, but is not limited to, a change in the content, timing or location of the student's elective program.
1. Elective credit: One week = 35 clock hours = 1 week of elective credit
2. Intramural / Extramural
In the clinical years, students are required to complete an ethics case paper and attend two ethics grand rounds (total of four required; two should be completed in the second year and two should be completed in the third year).
The Bioethics & Professionalism website provides detailed information regarding the requirements and relevant dates.
Students should refer to the current TIMETABLE FOR ELECTIVE REGISTRATION for the earliest date that an elective may be registered in specific time periods. The timetable provides all students with an equal opportunity to secure intramural elective rotations. The timetable permits students to register for intramural electives about 5 months before the scheduled starting date. Students are not permitted to have a supervisor or coordinator to hold a spot for them in an elective prior to the opening registration date of the period.
Students who inappropriately request supervisors to hold a spot in an elective prior to the date and time specified in the timetable for registration of the period will forfeit the spot to any student(s) who requests the spot on or after the acceptable registration date and time.
Electives should be officially registered in the Office of Registration and Records at least four weeks in advance of the starting date. This allows departments and faculty to properly prepare and plan for student rotations, and also to determine if visiting medical students can be accommodated. Credit will not be awarded for any elective for which an application is submitted after its scheduled starting date.
Extramural elective registration is not governed by the timetable for elective registration. Since some programs have limited elective positions, it is suggested that students attempt extramural registration a minimum of three to six months ahead of the desired starting time.
The student should:
Only electives approved by the elective coordinator through our online registration system will be added to the student's schedule and the official department rosters by the Office of Registration and Records.
The student should:
Loyola students may enroll in elective clerkships and courses offered by other approved institutions during their fourth year. These extramural electives may be taken to strengthen one's medical education and to take advantage of opportunities for special training. Fourth year students are permitted to enroll in a maximum of one quarter (12 weeks) of extramural electives. A student must have a grade of Pass or better recorded for each required or elective course attempted prior to the start of any proposed extramural elective.Students should decide upon extramural elective experiences in consultation with their faculty advisor and other faculty at Loyola and a Student Affairs Dean.
Students are most frequently approved to take extramural electives listed in other accredited U.S. medical school catalogs. Students occasionally may be approved for educational activities offered outside of a medical school or the United States. Students should refer to Section P for details regarding the application process for any elective sought which is not listed in a U.S. medical school catalog.
Extramural elective registration is NOT governed by the Timetable for Registration published by the Office of Registration and Records and may be registered in accord with the timetable proposed by the other institution. However, electives will not be approved more than one year in advance of the starting date for the course.
The registration process requires completion either an online application through the Visiting Student Application Service (VSAS) or, for institutions who do not use VSAS, completion of a paper application packet. Follwoing the proper registration procedure for your extramural elective is very important since it confirms the following:
It is anticipated that most extramural electives suitable for academic credit will be offered under the auspices of another U.S. medical school or its affiliates. With proper format and and supervision, community based electives may be approved. (See Section P.)
When To Apply: Applying in a timely fashion, far enough in advance to enhance your chances of securing the spot you desire, is essential. In general, this means about three months before the starting date desired. Be aware, however, that occasionally some institutions or departments within institutions may encourage submission of applications further in advance than that. Students would be wise to make inquiry as to the application time frame recommended by a specific institution and department. A good starting point for this information is the AAMC EXTRAMURAL ELECTIVE COMPENDIUM. This compendium of information about all U.S. medical schools that offer electives to visiting students lists the earliest date applications are accepted at each school, as well as when they will report a decision on applications. The name and address of the contact person is also shown along with any fees required. Extramural electives may not be registered at Loyola more than one year in advance of the start date.
How To Begin: A good elective program starts with an overall long range plan. Students are encouraged to consult their faculty advisor, career advisor(s) and deans for assistance in developing their program. Sources of information regarding extramural electives include:
Steps In The Application Process:
Unless otherwise noted in the elective description, electives will be graded according to the official grading system (Honors, High Pass, Pass and Fail). Note that occasionally extramural elective supervisors will use only their own institution's grading scale.
The Office of Registration and Records will provide an EVALUATION OF STUDENT PERFORMANCE ON AN ELECTIVE CLERKSHIP form directly to elective supervisors for all officially registered students. Only evaluations returned directly to the Office of Registration and Records by the faculty evaluator will be accepted. Elective grades should be reported within two weeks after the end of the elective. Upon receipt of an evaluation, the student's transcript will be updated to reflect the elective course grade and credit earned.
The evaluation form requires the elective supervisor to provide written comments related to the student's understanding, skill development, professional attitude, demonstrated competencies, and any other criteria which were specified to be met during the elective. Faculty and student are urged to discuss the evaluation prior to its submission to the Office of Registration and Records for the student's file.
Registration for any elective represents a commitment which the student is obliged to fulfill. If cancellation is unavoidable, it must occur a minimum of 4 weeks prior to the starting date of the elective. After this deadline, faculty are not required to release a student from an elective obligation. Petitions to cancel electives past the minimum requirement will be considered only if one of the following criteria is met:
Extramural institutions which have accepted Loyola students for electives may apply their own cancellation policies and are not obligated to release Loyola students once registration in their system is finalized. This is especially likely if it is not possible for the institution to refill the vacancy left by the Loyola student's cancellation. Any request for cancellation of a scheduled or pending extramural elective must be made in writing (typically via email) to the extramural institution's contact person for that elective. Cancellation of an extramural elective should be made at the earliest possible date (to free up that elective spot for another student) and at the very minimum at least 4 to 6 weeks in advance of the start date.
Students who fail to secure proper cancellation approval from an extramural institution may be prohibited from registering for any further extramural electives.
Students may not hold a spot in more than one intramural or extramural elective for the same time period in order to reserve elective positions. Occasionally, a student decides it is necessary to submit a number of extramural elective applications to various institutions for the same time period, since it is not known where a slot for a visiting student is available. Students are honor bound, once they have been accepted as a visiting student at their desired program, to officially cancel in writing all other extramural elective applications pending for the same time period. However, students are strongly discouraged from canceling an elective spot which they have accepted and held for any protracted length of time. Such action is unacceptable inasmuch as the program may not be able to refill the vacancy left very close to the expected start of the course. Also, future Loyola applicants may be denied access to electives at that institution if it is perceived that Loyola students do not honor their commitments. A student who fails to properly cancel extramural elective applications may be prohibited from registering for any further extramural electives.
O. DOUBLE CREDIT POLICY
Students are not permitted to participate concurrently in two electives listed as earning full-time elective credit. There are electives designated as part-time in this catalog. These allow students to earn partial credit and may be registered concurrently with a full-time elective provided the time requirement specified for the part-time elective does not conflict with that required for the full-time one. Students must secure the written approval of both supervisors prior to the starting date of the electives. (See Section I.)
A student wishing to undertake an intramural elective experience unique from those listed in this catalog or any other U.S. medical school catalog must secure the approval of a qualified sponsoring physician. A written statement describing the:
must be signed by the elective supervisor and submitted together with a signed intramural or extramural elective application form to Registration and Records for approval. (NOTE: A special elective under the supervision of a Stritch faculty member is an intramural elective.) Proper approval must be obtained prior to beginning the elective; retroactive approval will not be granted. If approved, the elective will be posted on the student's schedule and earn academic credit.
Attendance at professional meetings, conferences, or extracurricular activities is not considered to be appropriate for elective credit. Unstructured community or international experiences are not eligible for elective credit. Unique one or two week rotations are not encouraged.
There are 34 weeks available in the curriculum for elective clerkships. A minimum of 26 weeks of electives must be successfully completed to meet the requirements for the M.D. degree. Students are encouraged to utilize the extra 8 weeks for special interest electives, research, or other professionally enriching projects to complement those accomplished within the required time of electives. If desired, a portion of this time may be used as discretionary time.
Students who decide to take discretionary time must notify the Office of Registration and Records of this intent in advance. A Discretionary Time Form for this purpose is available online on the myLUMEN elective registration page. Students needing time for residency interviewing, travel to and from extramural electives, USMLE study time, clerkship remediation time, or time for personal or professional activities are expected to use their discretionary time or one of the regularly scheduled quarterly vacation breaks designated on the academic calendar for this purpose.
Students will not be permitted absences from required clerkships or electives except for medical or emergency reasons.
Students enrolled in other U.S. medical schools are welcome to apply for elective clerkships listed in this catalog. Loyola-Stritch students do have priority in registering for electives. (See Section S.) In order to be considered, a visiting student must meet the criteria outlined below.
Visiting Student Criteria:
A visiting student may register for no more than 12 weeks of electives offered through Loyola-Stritch.
Once accepted for an elective, the visiting student is expected to honor that commitment. Notification of withdrawal must be made in writing to the Loyola Office of Registration and Records and the appropriate department at least 4 weeks in advance.
Housing is not available for visiting students; parking is available for a modest fee.
Formal completion of a course in which a student has acquired clinical skill in history taking, physical examination and interviewing, is the minimal prerequisite for the majority of the electives listed in this catalog. Preclinical students who wish to register for a part-time intramural elective may do so if all of the following conditions can be met:
Preclinical students are not eligible to earn extramural elective credit.
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