Members Present:  Nancy Dunn, Jodie Jackson, Teresa Richmond, Sonnie Strader, Sheryll Tennant

Others present: Holly Hensley, Jane Horst, Judy Koehler, Michelle Kopf, Mike McCarthy

Members Absent: Helen Baker, Kathleen Bors, Kelly Fritts, Teresa Holshuh, Brenda Michael, Cindy Moats, Nancy Nedrow, Joanne Raines, Ken Shannon, Malinda Turner

Jodie gave an update on the status of the proposed “Site Coordinator Evaluation of RHEP Students”.  Site Coordinators have commented on it and it goes to the School Committee for review next.  The School Committee meeting was cancelled in March so it will be May before it is reviewed.  Jane Horst reported that the site coordinators would like to know 1) How is this evaluation data going to be used; 2) Is this going to give campus faculty more concise information about how students are doing? and 3) site coordinators don’t feel comfortable with evaluating “attitude” of students.

Jodie gave an update on SERFE response rates.  Sheryll Tennant calculated a new response rate on 3/15/02 for the time period 7/1/01 – 12/31/01 since Mike McCarthy was able to get the electronic student email reminders up and running in January, 2002 and many students responded by completing SERFEs for rotations completed between 7/1/01 and 12/31/01.  The response rate for that time period increased from a previously calculated 62% to 66%.  We will continue to monitor that time period for further improvement.

Jodie and Sheryll handed out a response rate by school and year of graduation for the medical student Baseline Data Questionnaire. Medical student response rates varied from a low of 12% to a high of 93%.  The 3 medical schools are continuing to explore ways they can increase student response.

Jodie handed out an example of a preceptor-specific evaluation report.  There have been a couple of requests by RHEP field professors for evaluation data that pertains to them.  By April 1, a new preceptor field will become part of the Site Coordinator monthly report.  Site Coordinators will indicate who the student’s preceptor was by using a drop down box created by Mike specifically for their consortium.  If the student had multiple preceptors during their rotation, the site coordinator will choose “multiple”.  The student will also have a place to type in the name of their preceptor for the rotation when they go to complete the SERFE for that rotation.  This will be used to verify that the student is referring to the same preceptor indicated by the site coordinator.  This will allow Sheryll to create preceptor evaluation data upon request by the preceptor or the site coordinator or campus faculty.

Jodie reported that Ken Shannon, MD, will be presenting results of a more indepth analysis of RHEP data (than is currently presented through our bar chart analyses twice per year) at the May or July RHEP meetings.

Nancy Dunn, nursing professor at WVUIT and RHEP Evaluation Committee member, asked the Evaluation Committee for permission to work on a draft of a Baseline Data Questionnaire for nursing students.  The Evaluation Committee felt that taking one discipline at a time would be the best approach and encouraged her to proceed ahead.

Mike McCarthy gave a demonstration of the SERFE as it appears on-line and explained to the Committee when email reminders are sent out and who receives them (other than students):

Email Reminder Plan:

1. ONE WEEK PRIOR TO START of a rotation:  site coordinator for the
upcoming rotation receives a message announcing impending rotation,
including start and end dates, housing requests, comments, etc.  Included in
this message is a note of whether the student has completed the baseline
data questionnaire (for medical students) and a list of any prior rotations
for which an evaluation has not been completed.

2.  ONE WEEK PRIOR TO CONCLUSION of a rotation:  student and site
coordinator receive a reminder to complete the evaluation of that rotation.

3.  ONE WEEK AFTER CONCLUSION of a rotation (e.g., 2 weeks after previous reminder):  student receives a reminder to complete the evaluation of that
rotation.

4.  TWO WEEKS AFTER CONCLUSION of a rotation, campus coordinator receives a notice that the student has not completed a rotation.

5.  THREE WEEKS AFTER CONCLUSION of a rotation (e.g., 2 weeks after reminder in #3, above):  student receives a final request to complete the evaluation of that rotation.