Others present:  Jacqueline Copenhaver, Norm Ferrari

Members Absent: Kathleen Bors, Alex Lubman, Joanne Raines, Ken Shannon

Evaluation Committee membership:  Teresa Richmond and Nancy Dunn, campus coordinators for WVSOM and WVU Tech School of Nursing, respectively, were introduced as new Evaluation Committee members.  Sonnie Strader is the new site coordinator representative for the Evaluation Committee.

Update on Electronic Evaluation:
Jodie reported on the upcoming drawing for 6 prizes of $250 each – 3 for medical students and 3 for other RHEP students who have completed and evaluated an RHEP rotation between 1/1/01 and 6/30/01.  Medical students also have to have completed the Medical Student Baseline Data Questionnaire to qualify for the drawing.  If MU’s email problems were corrected, Mike McCarthy was planning to send out an email on July 14 to all students who have not completed all RHEP evaluation paperwork and give them until July 30 to complete this (and qualify for the drawing).  The drawing is presently scheduled for July 31.  The date for the drawing may be pushed back if Mike was not able to send out this email on July 14.

The schedule of automatic reminder emails (to complete the RHEP evaluation) was discussed.  Currently, Campus Coordinators do not receive a copy of the reminder email sent to the student until 3 weeks after the rotation has ended, which is a copy of the 3rd reminder email sent to the student.  Campus coordinators would like to receive a copy earlier – a copy of the email sent to the student one week after completion of the rotation.  Jodie will follow-up on this with Mike McCarthy.

Evaluation Reports:  Jodie attended the Site Coordinator meeting on May 15, 2001 and discussed the need to delay reports because of difficulty getting student status information (“RHEP”, “IN”, “OUT”, “Other Rural”) from the site coordinator monthly reports in a timely fashion.   Site coordinators agreed to have their monthly student rosters completed by the 5th day of the following month and their monthly report completed by the 15th day of the following month.  Consequently, the 2001 proposed schedule for SERFE reports will be as follows:
 
 

Schedule for Reporting SERFE Open-ended Responses
Data Collection Period	Report available from Alex
January 1 - March 31	4th week of April
April 1 - June 30	4th week of July
July 1 - September 30	4th week of October
October 1 - December 31	4th week of January

 

Schedule for Distribution of Bar Chart Analysis of  SERFE close-ended questions
Data Collectgion Period	Report available from Alex
January 1 - June 30	4th week of July
July 1 - December 31	4th week of January

 

Schedule for IDS Reports
Data Collection Period for IDS	Report available from Alex
January 1 - April 30	June 15
May 1 - August 31	October 30
September 1 - December 31	February 15

Other Info:  Jodie reported on her attendance at the School Committee meeting on May 14, 2001 (after the Evaluation Committee meeting) where she handed out a copy of Policy 98-02 (Minimal Requirements for WVRHEP Student’s Status) and a copy of the Definition of Type of Student (RHEP, Extern, In, Out, Other Rural) along with the Evaluation Committee’s recommendation that RHEP follow these policy documents when defining Type of Student OR change the current policy, consistency being the key issue.  Jodie reported that the School Committee was agreeable to following the current policy.

As requested by the Evaluation Committee at the May 14, 2001 meeting, Jodie talked to Hilda regarding the suggestion by Kathleen Bors that student be required to have an exit interview with site coordinators before the end of their RHEP rotation.  Hilda emailed the site coordinators to get feedback from them and Jodie reported that feedback to the Evaluation Committee.  The feedback received was that most site coordinators are already doing this whenever possible but they were not in favor of requiring it.

Norm Ferrari discussed with the Evaluation Committee that medical schools are now moving towards more competency-based evaluations that include an area of “professionalism”.  He would like to see an evaluation by site coordinators of each RHEP student’s participation in RHEP and that this evaluation would include information on the student’s attitude, professionalism, and respect for teamwork.  Nancy Dunn would like to see “ability to maintain confidentiality” be part of the evaluation.  Norm would like to see this developed by the Evaluation Committee then sent to the site coordinators for input, and, finally, to the School Committee before adoption.  Norm sees an evaluation such as this as very helpful to faculty and administrators when filling out the narrative portion of the student’s evaluation.  The subcommittee members of the Evaluation Committee that worked on the revised SERFE and Baseline Data Questionnaire who were present agreed to take this on.

Norm Ferrari also feels that use of TRACKER has grown sufficiently that Mike McCarthy is in need of assistance.  Norm plans to talk to Hilda about this.  Jodie discussed the importance of this person working closely with Mike.