Minutes

WVRHEP Evaluation Committee

November 17, 2003

Members Present: Helen Baker, Jodie Jackson (Chair), Judy Koehler, Debra Riggs, Ken Shannon

Members Absent: Mike McCarthy, Sheryll Tennant

Others present: Hilda Heady

Helen Baker discussed her recent attendance of a committee meeting for the Society of Teachers of Family Medicine, and her conversation with Mindy Smith, MD, MPH, associate editor of the Family Medicine journal. Helen learned that the way that Michigan State and other universities are addressing their institutions’ IRB concerns in relation to student feedback on curriculum is that 1) student feedback is required from all students (and therefore they have 100% return rate for internal decision making) BUT 2) students have the option of whether or not their program evaluation results are included in data used for “research” and publication in national journals. At the end of the evaluation form, students check YES or NO as to whether they want their evaluation utilized in research. (IRB approval is still needed of the project in order for results to be published, but a different paradigm is involved.)

Furthermore, Helen noted that RHEP and AHEC Field Faculty and trainees may not able to publish the results of their rural interventions because they do not have a clear understanding of how to obtain and expedite IRB approval. If the IRB chairs could provide case-based examples of what kinds of field research studies met all human subjects protections and therefore could expect to be approved quickly. The needs of WV’s citizens would be better served because our interventions might well be of higher quality, and we could share successes and failures with other AHEC/RHEP projects that might adopt successful models and avoid less successful strategies. Furthermore, WV would have a higher publication rate for AHEC and RHEP projects, and be more likely to be successful in obtaining external grant funding for continuing education and community service.

Helen expressed interest in getting the HEPC involved in an expedited review process for RHEP/AHEC research projects. Hilda Heady suggested having Dr. Smith (or someone Dr. Smith recommends) from Michigan State University come to West Virginia to address the IRB chairs at WVSOM, WVU and MU and, possibly, address HEPC staff. Hilda said that AHEC has consultation dollars that could be used for this purpose. Helen agreed to draft an “issues” document on this topic for Hilda. Hilda will then contact the IRB chairs to ascertain their interest and availability.

Jodie Jackson announced the 6 winners for the RHEP student drawing for the '02/'03 academic year. Eligible students were those who had completed all requested evaluation forms. The winners are:

Aaron Scaife, MU, School of Medicine, Class of 2003

Margaret Janer, WVSOM, Class of 2003

William Gammill, WVSOM, Class of 2003

Robert Acciavatti, WVU School of Physical Therapy, Class of 2003

Maria DiBias, WVU School of Pharmacy, Class of 2003

Cheryl Clutter, Mountain State University, NP Program, Class of 2004

Jodie reported that IRB approval for the changes to the SERFE and the addition of the AHEC questions has now been obtained from the WVU, WVSOM and MU IRB. The new evaluation forms were implemented October 3 & 4, 2003. AHEC questions will only be seen by those students who have been checked as AHEC in TRACKER.

Jodie reported that analysis of the data of the recent survey of RHEP graduates practicing in rural areas has commenced and reported an overall response from 196 of the 345 surveyed for a response rate of 57%.

Percentage of TOTAL respondents by discipline was as follows:

DDS 27/196=14%

DH 8/196=4%

DO 27/196=14%

MD 24/196=12%

[DO or MD 51/196=26%]

NP 26/196=13%

PA 32/196=16%

PT 16/196=8%

Pharm 36/196=18%

Analysis of this survey should be completed in December.

Jodie Jackson discussed the possible need for another category of students other than RHEP, IN, OUT, EXTERN, and Other Rural to accommodate those students who are meeting their RHEP requirement through a community based urban rotation. At this point in time, the only students doing this are PT students because PT has not been able to identify enough rural sites that meet their accreditation requirements. These students don’t fit into any of the 5 categories listed above. Helen Baker moved and Judy Koehler seconded a motion to create a new category called “Approved Exception”. The definition would be as follows:

“Approved Exception”: Any student-rotation whose school has obtained a special variance from the Executive Director of WVRHEP for utilization of a non-RHEP preceptor IN A RESTRICTED CITY for RHEP credit. The sites for these “Approved Exception” rotations will be listed under the school consortium (i.e., the WVU, MU, WVSOM or WVU-Chas consortium) as the sites for “Other Rural” rotations are currently listed. Students who utilize a non-RHEP preceptor in a rural city will be classified, as before, as “Other Rural”. As before, in TRACKER, if the school is the same as the Consortium, the rotation is automatically classified as "Other Rural" unless the Campus Coordinator selects "Approved Exception".

Hilda Heady said that the creation of this new category of student is a decision of the Evaluation Committee and does not need to go before the other committees. Someone will need to educate the site coordinators and campus coordinators about this designation. Hilda also requested that we refer to “Forbidden Cities” as “Restricted Cities”.