Clerkship Committee Minutes 08/20/2018

September 1, 2018 by

­University of Virginia School of Medicine

Clerkship Director Meeting

Minutes – 8.20.18

MCBR, #2700, 5:00 p.m.

Present (underlined) were: Vaia Abatzis, Ashok Asthagiri, Jonathan Black, Elizabeth Bradley, Megan Bray, Catherine Casey, Huai Cheng, Katherine Fedder, Jeff Gander, Maryellen Gusic, Evan Heald, Pam Herrington, Molly Hughes, Katherine Latimer, Meredith Lee, John McNeil, Linda Martin, Jeremy Middleton, Alex Millard, Mark Moody, Yvonne Newberry, Binit Shah, Ryan Smith, Guillermo Solorzano, Annie Way, Heather Streich, Amita Sudhir, William Wilson, David Craig, Rebecca Hensley, LeAnn Hopkins, Lisa Morton, Debbie Perry, KarenMarie Smith, Jessica Tawney, Heather Trainum, Karen Ward, Kyle Williams, Nell Brooks-Harlow, Bobbi May.

Guests: None


  • Review of Documentation. Due to ongoing changes in curriculum including the EPA pilot project, and partnering with Inova, all Clerkship Directors are now asked to reply to emails which contain meeting minutes with the following: “I have reviewed all of the documents attached to this email, and I understand my responsibilities attached to those.”

Policy on Academic and Professional Advancement (Grading Policy). Dr. Megan Bray reminded the Members that this document is reviewed and approved annually by the Curriculum Committee. She reviewed the highlighted areas of change from the previous year and how those directly affect the clerkships. The policy is located at the following link.

Shelf Exam Processes/Makeup Dates. Dr. Bray detailed the process for shelf examination re-takes; when a student fails a shelf exam, the Clerkship Director  (CD) needs to review their clinical performance in a timely fashion.  If there have been no concerns in the clinical arena, then the CD should notify the student, their college dean and ASAC ( Katherine Yates as Registrar) with a recommendation for retaking the exam. If the student has shown clinical concerns in addition to failing the Shelf exam, a recommendation can be made to repeat the Clerkship in addition to repeating the exam.  ASAC will take the recommendation of the CD and discuss the circumstance as a committee and determine if the student should be permitted to re-take the shelf and or repeat the clerkship. ASAC will notify the student and the CD of their decision. The CD and or Clerkship Coordinator (CC) for the specific clerkship will then send an email to the student offering the dates available and informing the student that they must confirm the date they will re-take the exam no later than 3 weeks before the date they will take the exam. The coordinator will also include a statement that the student should discuss the timing with their college dean so that the dean can help the student plan given their upcoming schedule. The student’s college dean will be copied on this email.  A copy of the current Exam Retake Schedule was provided and reviewed.  This will be updated annually.

Conflict of Interest. Dr. Bray reviewed this policy with CDs and answered questions.  A list of FCM Coaches and their corresponding third-year students was provided to Directors and Coordinators in order to prevent students on clerkships from being assigned to their Coaches on clinical services.  The policy is located at the following link.

Use of Student Data. Dr. Elizabeth Bradley reviewed the use of student data and the information UVA collects throughout their time as a medical student. Each year, students are given the option to opt out if they wish not to have their information included. The policy is located at the following link.

Evaluations/Gradebook. Dr. Bray reminded the Members that it is imperative to continue to relay to faculty within each department that commentary within Oasis must be written with the students MSP in mind. Student’s Summative paragraphs continue to be lacking in substantive commentary. Dr. Bray is planning to meet with each Director to assist in this process and has created a document with suggestions for acceptable commentary. Lucille Bland will also meet with each Coordinator to ensure that their clerkship’s grade book is being completed correctly.

Evaluation Pilot. Dr. Elizabeth Bradley thanked Directors for their help with this new evaluation pilot. Several faculty have agreed to complete both the old and new evaluations to see how the evaluations compare. Dr. Bradley is pleased with the response since its inception in August and is excited to see there is some variation that is already forming with this new pilot. Additionally, the comments obtained on the new evaluation tool were exceptional. She will continue to report on this pilot as it progresses.

AAMC Project. Dr. Bray reminded the Directors about the information provided to the AAMC each year regarding clerkships on the Curriculum Inventory Tool. She is working on improving the accuracy of data provided.  As a result she asked Directors to provide a sample of a generic weekly schedule for a student on their clerkship. Lectures, rounds, time in ambulatory, inpatient and OR settings should be captured. These schedules will provide the basis on which additional information will be attached to provide to AAMC. This schedule will need to be completed by each CD/CC within the next 6-8 weeks.


Note: Next meeting, Joint Clerkship Meeting, Monday, September 26, 2018, in CMMEB.

Filed Under: Clerkship/PostClerkship Committee Minutes