Minutes

WVRHEP Evaluation Committee

September 20, 2004

Members Present: Helen Baker, Jodie Jackson (Chair), Sara Miller, Dalena Riggs, Ken Shannon, Sheryll Tennant

Members Absent: Judy Koehler, Mike McCarthy,

Others present: Hilda Heady, Abira Roy

Jodie reported that the changes to the SERFE that were sent to the various IRBs back in the summer were approved and implemented via TRACKER on September 3, 2004. Copies of the latest versions of the SERFE and Baseline Data Questionnaire were distributed.

Jodie gave a synopsis of the statewide IRB meeting on August 23, 2004. Participants with IRB responsibility from WVU, WVSOM and MU agreed to work together to look at the following issues:

1. granting reciprocity for projects that have obtained IRB approval at one institution. Options for IRB approval using the reciprocity model include:
1. All rural sites/faculty/students could affiliate with one institution or
2. IRB responsibility could be assigned to the closest institution or
3. IRB responsibility could be randomly assigned to an institution
2. Develop a mutually agreed-upon IRB application form
3. Grant reciprocity for the HIPPAA training completed at other institutions or agree to use the same training instruments

Jodie informed those that the student designation of “IN” would be used for the WVSOM students who have completed their required 3 months of RHEP but want to do another rotation with an RHEP preceptor without participating in IDS or community service activities. “IN” students will not be prompted to complete a SERFE (or will not have access to a SERFE for an “IN” rotation.)

Jodie informed the Evaluation Committee of the suggestion for the SERFE made by the AHEC project officer on his recent site visit to West Virginia. He suggested adding a question to ascertain whether students were considering academia as a career. This question is already on the dental student SERFE but not the medical student SERFE. He also suggested adding a question that gives some preceptor evaluation information. Helen Baker said that preceptor evaluation was the responsibility of the individual school and does not belong on the SERFE evaluation tool. Ken Shannon said that we need a question regarding rural home town on the SERFE. This question is presently on the Baseline Data Questionnaire but not on the SERFE and, since medical and dental students are the only students who complete a Baseline Data Questionnaire, we do not have this information on other students. Jodie will work on adding the career question regarding academia and the rural home town questions and send them through the IRBs.

Jodie reported that the student drawing for RHEP students who have completed all requested evaluation tools and completed a rotation between August 1, 2003 July 31, 2004 (and medical and dental students who have completed the electronic Baseline Data Questionnaire as requested but have not yet had the opportunity to complete an RHEP rotation) will be held as soon as Mike McCarthy has a chance to download the names of the qualified students.