The Registrar’s Office has the obligation to maintain and safeguard the students and alumni academic records, as well as to coordinate all matters related to the registration process. It also offers the services of sending grades, transcripts, recommendation letters, replacement and failure notices. The Registrar’s Office looks for the security and inviolability of information of academic records. No information whatsoever of the applicants or students academic record is disclosed without their written authorization. The San Juan Bautista School of Medicine complies with the requirements of the Buckley Act (Family Educational Rights and Privacy Act of 1974, as amended, FERPA), and ensures the privacy of all information of applicants and students.

Promotion and Grading System

The Year Curriculum Sub-committee is responsible for evaluating and recommending promotions of students throughout the different study stages. Promotions will be granted from year to year, and will be of an integral character. It will be necessary to have completed all requirements of the previous year before being eligible for promotion. The minimum cumulative grade average to be promoted from one year to other will be of 2.50.

Satisfactory Academic Progress Policy

In order to meet the federal government requirements and comply with the Federal Department of Education, as to allow our students to be eligible for Federal Students Aid, the San Juan Bautista School of Medicine has established a Satisfactory Academic Progress Policy.

The Federal Students Aid Programs of Title IV requires that every student receiving Federal Students Aid funds must meet the criteria established in the Satisfactory Academic Progress Policy. This policy will be revised periodically by the San Juan Bautista School of Medicine to ensure uniformity and consistency of this policy. This policy has six (6) important elements to comply with: Approved Credits and Minimum Grade Point Average, Maximum Timeframe in Credits, Maximum Chronological Time, Probation and Suspension, Veterans and Changes to the Academic Offer. A description of each element can be found in our catalog.

Third and Fourth Year Evaluations

For third and fourth year students, the final grade will be the result of the following formula:

Withdrawals, Leave of Absence, and Readmissions

Withdrawals
Students who wish to withdraw from the San Juan Bautista School of Medicine, must complete the withdrawal application and follow the established procedures.

Leave of Absence
Students may be granted leave of absence for justifiable reasons, including service in the United States Armed Forces. All leave of absence will be for a maximum of one year, except for students with Federal Financial Aid, who will not be allowed to take leave of absence for a time period exceeding six months.

Re-admissions
Any student interested in being readmitted to the School must request it in writing, and include a money order or certified check for $75.00 payable to the San Juan Bautista School of Medicine. This amount is not refundable. The Admissions Committee, based on the same criteria used for new applicants, will evaluate candidates for readmission to first year. The School will not consider readmission of any candidate who has been admitted two (2) previous occasions.

Degree Requirements
The Board of Trustees will grant the degree of Doctor in Medicine, after recommendation made by the Faculty. The requirements to obtain a Doctor in Medicine degree are:

1. Approval of the Basic Sciences courses established in the curriculum with a minimum grade average of 2.50.
2. Approval of the Clinical Clerkships established in the curriculum (both in the cognitive aspects as in the clinical skills) with a minimum point average of 2.50.
3. Taking Part I of the Puerto Rico Board of Medical Examiners licensure examinations.
4. Approve a Clinical Performance Examination during the fourth year of studies.
5. Demonstration, to the satisfaction of the Faculty, of acceptable moral and professional standards.
6. Completion of all financial obligations contracted with the School, including the return of all borrowed library resources and completion of all documents in the academic file.
7. Completion of all medical records.

Rules for the Expedition of Documents
The student academic record is a confidential document that only can be given to the student. No information is disclosed without a written authorization from the student. It is the School and the Registrar’s Office obligation to maintain in strict confidentiality these records. Any student that needs copy of their academic record should follow these rules:

1. If a student needs an official copy or a student copy of his/her academic records, he/she must complete the application form provided by the Registrar’s Office and pay a fee of seven dollars ($7.00) for each copy at the Bursar’s Office.
2. Official copies are sent directly by San Juan Bautista School of Medicine to the institution requesting them, and cannot be given to the student. Only student copies are given to students.
3. Student copies are only for personal use only, unless the student requests in written and authorizes that the copy be given to a specified person. In this case, the second person must show an appropriate identification.
4. Students that have financial obligations with the School will not receive copies of their academic records. The payment can be made in cash, money order or certified check payable to the School. To receive the copy it is necessary to present the payment receipt at the Registrar’s Office.
5. Students must have all their admission documents on file before the end of the first semester of their first year of study.
6. Students that have not submitted all the required admission documents cannot receive copies of their academic records, such as Official Transcripts, Students Copy Transcripts, Dean’s Letter, Study Verification Certificates, and Certificates to take Board Examinations, or Grades and other official documents.
7. Every application form must be completed in the Registrar’s Office at least three (3) working days before the documents are needed, to assure that deadline is met.
8. Credit transcripts and Study Verification Certificates will be sent by mail within five (5) working days. Dean’s Letters and Certificates to take Board Examinations will be sent within seven (7) working days.