Eastern Virginia Medical School is required to report monthly the status of all students enrolled in degree and certificate programs. Those reports are sent to the National Student Clearinghouse, an organization empowered by the U.S. Department of Education to collect and monitor selected data including student status. The majority of EVMS students are full-time, which is typically defined as being enrolled in 9 credit hours or more. The Doctor of Medicine program does not use credit hours, but with comparatively rare exceptions (e.g., completing the M2 curriculum but not passing Step 1 of the USMLE) EVMS medical students are full-time. Other status categories include half-time, less than half-time, leave of absence, withdrawn or graduated.
It is essential that the Registrar and Financial Aid be notified promptly when a status change occurs or when events suggest that a status change is likely. As such, key officials such as Program Directors, Course Directors, the Associate Dean for Education, the Associate Dean of Student Affairs, and selected others should notify the Registrar and the Office of Financial Aid if a student:
- Does not attend the first day of a required class/clerkship/elective or related activity mandated by the program, either with or without having contacted a program official about being unable to attend;
- Does not sit as scheduled for boards; or
- Expresses an interest or intent to withdraw, request a leave of absence, or drop one or more classes.
Program officials should always err on the side of caution and report immediately any action that they feel could result in a status change.