WVRHEP Evaluation Committee Meeting Minutes November 15, 1999 Members Present: Kelly Blake, Jodie Jackson, Helen Baker, Karen Fahey Members absent: Ron Fleshman, Randy Lowe, David Martin, Annie McIntosh, Trisha Petitte, Jo Ann Raines, Penny Rose, Steve Thomas, Tom Whittier (Absent members were emailed and faxed for approval of minutes) The evaluation committee members discussed the distribution of the open-ended responses on the Student Evaluation of Rural Field Experiences in relation to confidentiality. Suggestions were made to change the wording of the letter that goes to students to ensure that the students understand that results are reported by discipline, school and site and that consortia board members are privy to results as well as administrators, site coordinators and campus and field faculty. Regarding the Student Evaluation of Rural Field Experiences, the Evaluation Committee recommends the following: 1. The letter to students should be changed as stated above. Student names will NOT be identified anywhere. 2. Means and frequencies for the responses of closed-ended questions should be available on-line quarterly for site coordinators, clinical coordinators, designated campus faculty, and designated administrators. Means and frequencies will be reported semi-annually until the survey is on-line. 3. Open-ended responses should also be reported quarterly on line with access only by site coordinators, on-site clinical coordinators, designated campus faculty representatives and the Director and Associate Director of WVRHEP. Open-ended responses will be reported semi-annually until the survey is on-line. In order to avoid harm to a specific field faculty's reputation, discussion regarding comments about specific sites and field faculty should only take place between those people with authorized access to this information. Discussion in public meetings, including WVRHEP meetings, should be on general terms specific sites or field faculty should not be mentioned. Failure to comply will result in revocation of these privileges. Open and closed-ended responses should not take the place of school evaluations of rural field faculty. Site Coordinators and on-site Clinical Coordinators would only have access to responses for their specific site, however, designated campus faculty and Director and Associate Director of WVRHEP would have access to all sites. 4. Responses should be reported by discipline, school and the 17 lead sites. 5. If comments regarding discimination and harassment based on age, color, disability ethnic origin, marital status, pregnancy, race, religious beliefs, sex, sexual orientation, socioeconomic status and veteran status are noted on the returned evaluation form by the Office of Health Services Research, the WVRHEP Executive Director should be notified immediately and the Executive Director should contact the site coordinator and the appropriate person at the student's and faculty member's affiliated school. The committee developed the following Guidelines for Sharing Information with Site Administrators and Board Members: 1. Confidentiality regarding identification of students should be maintained. 2. Site coordinators will omit the specific names of field faculty and site when sharing open-ended responses with their respective board. Report on Tracker Kelly Blake reported the following for Mike McCarthy: Data entry for evaluation of IDS will be available on TRACKER in January, 1999. Data entry of the Student Evaluation of Rural Field Experience will begin in January, 1999, and will be a work in progress for a while after that (i.e., Mike McCarthy and Trisha Petitte will be working out "bugs"). Jodie Jackson handed out a draft evaluation plan for the assessment of the financial incentive programs in the state. This evaluation will be funded through the Robert Wood Johnson Foundation (RWJF) initiative, Rural Health Access Program, received by the Center for Rural Health Development. This evaluation will include grant dollars for the development of a format for statewide, uniform data collection on current and past obligated scholarship/loan repayment recipients and data collection via survey and focus groups on past scholarship recipients' assessments of their financial incentive program(s). For more information, contact Jodie Jackson at 293-6999. Jodie also explained that funding was cut dramatically by the RWJF for the proposed statewide locum tenens program. The limited funds available will be applied to a pilot program currently being established by the Partners in Health Network, which serves 16 counties in south-central West Virginia (for more information contact Hilda Heady at 293-6753). Funding for the continuation (but not expansion) of the Recruitable Community Project was provided by this grant as is the development of a statewide placement system through WVBPH and medical schools. For more information on these two programs, contact Caryl Kramer (293-2895) and Linda Atkins (558-4382), respectively. Jodie Jackson handed out a copy of the Executive Summary of Ken Shannon's, (MD, WVU, Family Medicine) proposal for a formal evaluation of WVRHEP that was submitted as part of his RWJF Generalist Physician Faculty Scholars Program application that will provide some researcher support in the evaluation of RHEP, if funded. Funding announcements will not be made by RWJF until Spring, 2000. For copies of the Executive Summary, contact Jodie Jackson at 293-6999.