Attendees:  Richard Meckstroth, Bill Shires, JoAnn Raines, April Vestal, Malinda Turner,
Jacquelynn Copenhaver, Clarke Ridgway, William McCutcheon, Patti Crawford, Ralph Utzman, Norman Ferrari, Kathleen Bors, Nancy Nedrow, Cindy Moats, Sandra Baker

Dr. Ferrari called the meeting to order at 11:35 AM.
 

Nepotism Policy
A draft copy of a nepotism policy (draft Policy 00-01) was passed out for review. A discussion followed and consensus was to adopt the nepotism policy and forward to the Advisory Panel, for approval as written, in July.

Review:  Recommendation of Schools Subcommittee on Parameters of Community Service
Jacquelynn Copenhaver passed out the Final Report of the Schools Subcommittee on the Parameters of Community Service. Four recommendations were made (see attached) in addressing concerns of the Partners. A review of “Attachment A” shows that schools are very informal with no uniform policies or procedures in place.  “Attachment B” shows everyone sharing responsibilities.  It was suggested that the WVRHEP community Service Overview and Guidelines (Attachment B deals with recommendation III) be put in writing for orientation and be presented to schools and students. The hope of this subcommittee is that this attachment will become a document at both the schools and the sites. A discussion on the supervision of a student was held (See “Attachment B #6”). A recommendation to present this document to the Advisory Board was made; but the committee decided to incorporate the document in the “Community Outreach Manual”. The supervising faculty person on sight allows the student to participate within the scope of the supervising person’s license.

Dr. Ferrari recommended that instead of generating a letter for each student regarding CPR certification and universal precautions training, change the wording to: “The schools are expected that students will have current CPR and universal precautions training prior to RHEP rotations”.  This will put the burden on the schools.  Everyone should use the OSHA video.  If this is not going to be a policy, it should be in the Community Outreach Manual. The Community Outreach/Curriculum Committee and Faculty Development Committee should take a look at this document. Jacquelynn will make the word changes to the attachment and submit this report to said committees.

Policy 97-02 “Definition of Primary Care”
Dr. Ferrari proposed that “Emergency Medicine” be added to the definition of primary care. If a consortium and school ratifies emergency medicine at a particular site as oppose to a blanket inclusion this change of definition is unnecessary regardless of whether or not the rotation is classified as a rural rotation or RHEP rotation. After some discussion it was decided that the site coordinator and the school will continue to work together as in the past instead of changing this policy to reflect “Emergency Medicine” as part of the definition of “Primary Care”.

Evaluation Data and Timely Evaluation Reports
General census is there is not any good evaluation data as it is difficult to get especially by discipline and in a timely manner.  Dr. Ferrari proposes that as a Schools Committee, we challenge the Evaluation Committee to fix this.  April passed around copies of information from Jodie Jackson regarding a new policy  regarding student evaluations.  After a discussion on whether to retrieve data quarterly or semi-annually, the Evaluation Committee suggests data be retrieved semi-annually in order to receive more complete data due to more student records being available.  As school coordinators, you will have the option to go into TRACKER and pull actual comments. Mike will set this up for retrieval with individual passwords.   Students will not be able to do evaluations online at this time. However, Dr. Ferrari reported that WVU is looking at new software that will allow our students to do all evaluations on line. This does maintain student anonymity and continues to send e-mail reminders until the evaluation is completed on each rotation they do and to evaluate the instructors.  Patti Crawford reported that WVSOM does this as well.  Some concerns of the committee is as follows:  How long will it take to get the evaluation process set up, who will pay the person to enter all data, will there be a six month or 12 month backlog of getting info entered as opposed to having students entering directly online.  This will eliminate the person entering data. The student will not receive credit for the rotation until the evaluation process has been completed, instead they will receive an incomplete until the student completes this evaluation.  The School Committee is recommending that the Evaluation Committee do online evaluations beginning in July 2000 and school coordinators have access to the data on a periodic basis under some kind of security code (password).

A discussion on RHEP rural rotations and plain rural rotations and how these rotations are counted and are they classified as primary care rotations or not.  The legislative mandate is three months of rural. Rotations vary as to whether they are RHEP or other rural.  Marshall says that the students have to do primary care but the other schools do not.  Malinda suggested that  Hilda be asked for her opinion.  Dr. Ferrari does not care if rotation falls under the definition of primary care as long as the rotation is feasible.   Marshall is going to move 2 months of experience to the senior year.  WVU will let students do whatever rural sites have to offer.

Patti Crawford suggested that pictures of field faculty or preceptors be put on the web page.

Due to lack of time, the following agenda items were tabled until the next meeting:
1. Streamlining Faculty Appointments
2. Policy 96-02 “WVRHEP Committee Structure” – Purpose of School Committee
3. Grant Proposal to Center for the Study of Oral Disparities – Dr. McCutcheon
4. 2000 Faculty Development Survey

Meeting adjourned at 1:05 PM.