West Virginia Rural Health Education Partnership Advisory Panel Meeting Minutes April 29, 1996 Days Inn, Flatwoods, West Virginia Dr. Weston welcomed everyone and opened the meeting by having everyone introduce themselves and state who they represented. Dr. Weston asked for a motion to approve the consent calendar. On the motion by Dr. Ferrari and the second of Dr. Spratto, the panel voted to approve the consent calendar as presented. Clarke Ridgway presented information concerning the WVU School of Pharmacy degree programs for the Board members’ continuing orientation to health professions education. He gave an overview of the pre-pharmacy curriculum, admissions, pharmacy curriculum and placement of students. Roughly 75% of Pharmacy clinical education is occurring in a rural environment.. Over the last twelve years or so the average graduate retention rate has been about 75%. Forty-five percent of the students remained in RHEP counties in 1994 including 6 students in the Kellogg program. In the 1995 class 1/2 went to RHEP counties (7 being Kellogg students). Of this year’s graduating class 60% responded that they will be working in RHEP counties (12 are Kellogg students). No one was present to give the Curriculum Committee report. They will be electing their chair at their meeting on April 30, 1996. Rudy Filek reported for the Research and Community Service Committee. The committee met last month for the first time in about 6 months. It was decided that Rudy and Gary Kulkulka would co-chair the committee. Gary’s background is strong in the research aspect and Rudy’s strength lies in community service. Gary accepted responsibility for assisting the committee in reviewing the IRB policy drafted by Hilda Heady and reviewed by the IRB staff member at each of the participating schools. Once the committee has reviewed this policy draft, it will be presented to the Panel for final approval. The committee discussed the process as far as advocating research and community service to be focused involving students in these activities. They feel that a manual should be the major document for following the research process and training the students and orienting them to the research at the sites. They are also developing a document for doing community service. Rudy addressed the board with several questions that were raised by the committee: Who is responsible for initiating research and involving the Health Science students in that process at the site level? Are field professors responsible for research, their own professional scholarship and providing a research process for students? If faculty are in the rank and tenure system of a health science school they need to accomplish research. Are RHEP Site Coordinators responsible for involving students in research or is this a shared responsibility between the field professor and site coordinators? Some members feel health science students should be oriented and prepared with a research plan at the institution prior to coming to the site. Site coordinators would assist students with the implementation process. Some other serious questions still exist such as: 1. Is research intended to be interdisciplinary or discipline focused? 2. Should sites (field professors and site coordinators) plan year long research and try to fit students into the process as they arrive? 3. Should health science schools prepare students with a research plan to be implemented on site? Which brings us back to the question “What research and service process will assure a quality rural health experience for health science students? 4. How can involvement of field faculty in the research process at sites be achieved? The perception is that individual faculty are interested, but not all. 5. Should there be a research person from each institution to serve as a liaison to assist the field faculty in the research process? The Research Committee feels that a Research and Community Service RHEP document that operates as guidelines is very needed. But before it can be developed these guidelines, they need answers to these questions. How much time is expected for the student to be involved in research and community service? Our perception is that 10-20% should be available to do research and service. T. Whittier questioned what the committee thought their answers would be to these questions. Rudy responded that if the board would like, the committee will bring back their recommendations. The committee wasn’t sure whether the board was aware of these questions and wanted to bring them before the board first. Dr. Weston stated that the research experience has to come out of identified needs. He doesn’t think we need to create a research experience just to have a research experience. He stated that he thought it would be worthwhile for the committee to look at it. Dr. Weston requested that the committee make their recommendations and he also requested that the school committee make recommendations to the committee as well. Hilda R. Heady gave the report from the Finance Committee. The committee met today and voted to approve all the consortia budgets with a continuing hold on the Boone Consortia budget pending their report of their carryover funds. At the March 11 meeting, the committee had asked Hilda and her staff to develop target budgets and send these with the budget form to each Lead Agency for them to complete with their budget estimates for each line item and return. This therefore would replace the formulary method used earlier that had presented problems. She reported that there were consortia, when these forms were returned, that had still requested additional funds over and above the target budgets they had been sent. The committee voted to have all the consortia with carryover funds to submit a budget of carryover funds to Hilda Heady’s office by June 1. The Nominating Committee presented their report and recommendation of Dennis McCutcheon and Tom Whittier as those nominated to chair the Panel. The committee further recommended that the Panel vote on these individuals today and that the top candidate be chair and the second be Vice Chair. The Panel voted by secret ballot and Dennis McCutcheon was elected to serve as chair and Tom Whittier as Vice Chair. Annie McIntosh reported on the Pew Commission Conference on Community Based Health Professions Education. Lynne Welch, Clarke Ridgway, and Annie McIntosh attended to give a presentation about the WV Kellogg Community Partnerships and the WVRHEP. Annie stated that she was surprised at the response from people wanting to know more about what each of our communities were doing and the role of the community members in the training of the students. Both team presentations were rated very highly. Hilda R. Heady gave the Executive Director’s Report. She reported that she has been attending Consortia Board meetings. Since the last Advisory Panel meeting she has attended two. She explained that during the meeting she presents the history of the two programs, mission, and responsibilities of local consortia boards. She is averaging two per month. She is also continuing to visit the sites and site coordinators. The Site Coordinator Liaison position is being interviewed for now. We have two candidates and the final decision should be made soon. Hilda referred to the Proposed Meeting Schedule for the remaining months of 1996 and 1997. The changes from the second to the third Monday in some months is because the Days Inn is not available on our regular meeting dates. She proposed that the panel meet every other month and the committee meetings would continue to meet every month. She asked for feedback for meeting in the smaller rooms to save on the cost of renting the rooms. It was agreed that meeting in the smaller rooms would be acceptable. The committees will be meeting on June 10 except for the site coordinators who will be meeting on Tuesday, June 11. The next meeting with the committees and Advisory Panel will be July 15th. It was agreed that all of the meetings, except for the Site Coordinator meeting, would be scheduled on this day. Hilda announced the Annual “Pig Pickin” picnic at the McIntosh Farm will be July 20, 1996. Extra flyers with maps were distributed at the meeting. The State Rural Health Conference is set for October 28-30 at the Marriott in Charleston. The Field Faculty Development Day is scheduled for the 28th and the Rural Health Conference the 29th and 30th. Sharon Boni has agreed to chair our fall faculty development session for us. Jim Welshonce is serving on the planning committee and representing the advisory panel. Dave Ellenwood presented the Performance Management Update. He handed out the monthly summary report for January. He stated that he tried to refine the report some for this calendar year. He only completed January’s data because he would like the panel to review it and if there are any changes they would like to have made in the format or information, they can let him know. A couple of changes Dave has made are 1) listed RHEP students (students meeting definition) 2) Reporting the community service summary data and will be working on research as well. In 1995, the record of total students was broken (around 94). If there are any changes, please let him know in the next week or so. Hilda stated the School Committee questioned how frequently the capacity reports were completed? Dave stated that he is doing the report quarterly unless it is unwarranted due to lack of changes. April Vestal, Site Coordinator from Rural Mountain Consortium, presented her report on their vision, values and mission. Their six month goals are: 1) Form Local Consortia Board and have initial board meeting - this goal was accomplished on April 10, 1996 and the first consortia -level meeting was held. 2) the Upgrade of Learning Resource Center - status of goal #2 - purchased new printer, satellite installation, and MDTV Access. 3) Development of an outline for the local Consortium Policy manual - status of goal #3 - Using RHEP Policy Manual as basis for development, Rural Mountain Consortium will begin development of several policies. 4) Development of Teaching Manual for Interdisciplinary/Problem Based Learning - status of goal #4 - Working with Committee which is developing the IDS Video for site use and 1st draft of IDS Manual scheduled for completion in July, 1996. 5) Increase Community Service and Research Activities for Students - status for goal #5 - Community Service and Research Activities increased. Their Six-month goals from May-October 1996: 1) continued Development of Pocahontas County Consortium 2) Development of Learning Resources for Pocahontas County 3) IDS/Problem Based Learning Manual 4) Development of Local Consortium Policy Manual. Attendee List Hilda R. Heady Arnold Hassen Don Weston Rudy Filek Randy P. Lowe Barbara Good Jim Welshonce Chuck Connor Steve Gavalchik Dianna Miller Heather McCutcheon Clarke Ridgway Dennis McCutcheon Anne Brown Jo Ann Raines April Vestal William McCutcheon Thomas Steele Norman Ferrari Jim Stookey George Spratto Tom Whittier Robert Digman Annie McIntosh Sharon Boni Elizabeth “Betsy” Degges Janet Frye David Ellenwood