Clerkship Committee Minutes 11/13/2017

November 20, 2017 by

­University of Virginia School of Medicine

Clerkship Director Meeting

Minutes – 11.13.17

Dining Conf. rms., #2, 3, 5:00 p.m.

Present (underlined) were: Vaia Abatzis, Ashok Asthagiri, Jonathan Black, Megan Bray, Catherine Casey, Huai Cheng, Katherine Fedder, Maryellen Gusic, Evan Heald, Pam Herrington, Molly Hughes, Eugene McGahren, John McNeil, Alex Millard, Mark Moody, Yvonne Newberry, Anneke Schroen, Binit Shah, Ryan Smith, Guillermo Solorzano, Heather Streich, Amita Sudhir, William Wilson, David Craig, Rebecca Hensley, LeAnn Hopkins, Freda McClung, Lisa Morton, Debbie Perry, KarenMarie Smith, Jessica Tawney, Heather Trainum, Karen Ward, Kyle Williams, Nell Brooks-Harlow, Bobbi May.

Clerkship Self-review Form Updated. Dr. Bray opened the discussion by noting the importance of comparability and uniformity of grading across clerkships and how vital this will be in the joint venture with the regional campus at Inova. The items on the self-review form are instrumental as part of an ongoing standardization of processes to ensure LCME compliance. In the spring, a survey monkey was created in a coordinated effort, to ensure faculty and residents received learning objectives, policies and mistreatment information. It was strongly suggested clerkships use this avenue as an efficient first step in the standardization of administrative requirements. Coordinators should review websites annually to ensure links are active and contact information is up to date. Dr. Bray then reviewed the current year’s Self-review form and highlighted new and important sections. Review information is being prepared and will be sent out to directors this week.  Curriculum Committee members will be contacting CD’s in next few weeks to make arrangements for one on one meetings to review the annual data and self-review forms for the clerkships.  She asked that CD’s be flexible in scheduling these meetings in a time efficient manner.

EPA Update – Gusic. Dr. Gusic stated the EPA assessment implementation is going well and success is directly due to the Clerkship Directors leadership and role modeling for residents and other attendings to be able to readily conduct student assessments. Students on this pilot have rotated on Internal Medicine, OBGYN and Pediatrics and they have been enjoying the feedback immensely. Several training sessions have occurred and offered many faculty and residents the flexibility and opportunity to complete the training which is ongoing.  The project will be rolling out to every clerkship over time.

Grading Update. Dr. Bray, Dr. Gusic and Dr. Bradely are currently working on a new student end of clerkship evaluation form to be ready to use in the new clerkship year beginning in March 2018.  The hope is that this will provide more of an individualized assessment of students and be more competency based. Dr. Bray reminded CD’s that final grades require 2 sets of eyes to ensure accuracy.  The final Oasis evaluation and grades should be entered by Clerkship Directors themselves and Clerkship Coordinators should be entering information into grade book.  Hopefully, with the new VMED system, this process will be more streamlined.  Until then, Dr. Bray reviewed an updated, 2-step process to assign and enter grades in OASIS and handed out visual aids to illustrate her discussion.  She explained what information went where in these forms. There was discussion about trying to normalize grading moving forward. Dr. Bray reiterated the importance of transparency in calculating grades and keeping grading rubrics similar across clerkships moving forward.  Final grade cutoffs for A’s/B’s/C’s will be discussed with this group once a new final student grading form has been created.  Dr. Jim Martindale, Director of Assessment,  will also have input as to how to calculate clinical grades from that final form.

Mid-clerkship Review Form. Dr. Bray asked for feedback on the most recent collective Mid-clerkship feedback form- last discussed at Spring Joint Clerkship meeting 2017.   The plan-if all directors can agree and approve it- would be for the form to exist within OASIS and be used to send mid-clerkship feedback electronically beginning in the next academic year.  The only caveats to this plan, are that any students receiving concerning feedback would be met with one on one mandatorily. Additionally, those who had questions upon seeing their feedback – would likewise have the opportunity to meet one-on-one with either one of the CD’s or a limited number of pre-designated faculty to discuss their concerns. It was recommended that each CD knew when their mid-clerkship point was and could proactively set time aside in advance to have a limited amount of office hours available for these meetings.

ACTION: Dr. Bray will have sent to directors electronically and request feedback.  


Note: Next meeting: Monday, December 11, in MCBR, 2700.

Filed Under: Clerkship/PostClerkship Committee Minutes