Minutes 10.22.12

Minutes 10.22.12

Clerkship/Post Clerkship Committee
October 22, 2012

Members Present: Bray, Cheng, Heald, Keeley, McGahren, Newberry, Potter, Solorzano, Wilson, A. Innes, Schroen, Hsu, Jackson, D. Innes, Ham

Guests: Leslie Thomas, Marge Sidebottom, Members of the Office of Emergency Preparedness

McDaniel, N, recorder of minutes


  1. Threat Assessment:

    a. Handout from Office of Emergency Preparedness was distributed. They are a University wide group that takes a team approach to threat assessment and situations that occur.

    b. If there are safety concerns related to a student, faculty member or staff member: first contact Dean of Students or Human Resources for that school or area

    c. If there are safety concerns related to former UVA person or person from the community, then the University Office can field the call.

    d. If threat is eminent 911 is the proper response.

    e. The office will take calls to discuss situation if not sure of the best first step.

    f.  The staff offered to do training or a more formal talk if requested.

  2. Technical Standards for LCME (Leslie Thomas): the LCME requires that all SOM have technical standards for admission, promotion and graduation. The UVA SOM adopted the AAMC standards for admission in the late 1970’s. These need to be reviewed, expanded and updated.

    a. This committee was requested to review the current document, the supplied documents from other SOMs policies.

    b. This committee is asked to submit a list of requirements necessary for clerkship skills, minimum pass for clerkship skills and promotion.

  3. Clerkship Grading: propose weighting of components across the clerkships was discussed. The weighting was presented as a draft from the Curriculum Management Committee:

    a. SHELF or summative examination 25%

    b. Professionalism 5%

    c. Mid-clerkship evaluations 20% (these must be linked to learning objectives)

    d. Clinical evaluation 50% (this could include evaluations such as OSCE, presentations or other assessments linked to clinical reasoning and decision making)

    There was extensive discussion which was eventually tabled due to time issues. Dr. Innes offered to discuss with each clerkship director as to the components and composition of the 20% mid-clerkship evaluations. James Martindale is available for consultation of assessment tools.

  4. Summary of clerkship changes for class of 2015

    a. Addition of Emergency Medicine

    b. Length change for OB/GYN, Pediatrics, AIM, Peri-operative

    c. Geriatrics in the 4th year

    d. Away rotations: on average this is less for the class of 2015 as there will be no away rotations at Roanoke/Carilion. For the class of 2015 the average away weeks 12.5, maximum 21, minimum 7, mode 10.

  5. XCREDit: single site for clerkship information

    a. Clerkship events are now in Oasis

    b. Clerkship learning objectives, learning materials will be uploaded into XCREDit.

    c. Learning objectives will need to be linked to key words such that curriculum items can be searched across 4 years.

    d. Michelle Yoon will be contacting Clerkship Directors to assist with the Learning Objective standardization for each clerkship.

  6. Other business

    a. Medical Student Duty Hours

    Clinical Service Work Hours
    Medical students rotating on clinical services (clerkships, selectives and electives) should be subject to the same principles that govern the 80-hour work week for mid-level residents (a maximum of 80 hours of required clinical duties per week averaged over a four week period, no more than 24 consecutive on duty hours with at least 10 hours off between shifts, and on average one day in seven free from all required clinical duties). Four additional hours for the handover of patients (no new patients) after 24 hours is allowed for feedback on clinical decisions and for continuity. Clerkship, electives and selectives directors are responsible for monitoring and ensuring that duty hours are adjusted as necessary. Student duty hours should be set taking into account the effects of fatigue and sleep deprivation on learning and patient care. In general, medical students should not be required to work longer hours than mid-level residents*. (Curriculum Committee 9/9/2004; modified 04/14/2011)                                                                                               * LCME Standard ED-38.

    Please communicate this to each department and the faculty who teach and supervise the medical students.

    b. Assessment of student performance on clerkship: the current OASIS form has limitations and differentiation of student performance is often lacking due to high rankings across the provided scale. A behavioral checklist (draft) was distributed for review. This would replace the current form if selected.

    c. Dr. Solorzano was recognized as the Neurology Clerkship Director. Dr. Potter was recognized for her service.

    d. Associate directors need to be identified for Psychiatry and Neurology clerkships.


Action Items for this committee and each clerkship director:

  1. Review Technical standards and make recommendations to Leslie Thomas.

  2. Clerkship directors to meet with Michelle Yoon to review clerkship learning objectives (She will be contacting you). Leaning objective revisions to be completed by December 15, 2012.

  3. Identify materials that support learning objectives also by December 15, 2015.

  4. Finalize assessment methods which are linked to learning objectives by January 15, 2013.

  5. Each clerkship (director and coordinator) will work with Medical Education Technology to have information/learning materials etc in standard format.

  6. Communicate the clinical service work hour standards for medical students to the faculty in your department.

  7. Align grading scheme as noted to start in March with class of 2015

  8. Review proposed draft clerkship behavioral checklist (will discuss at next meeting)


Next Meeting: November 26,2012 5:00 PM in the Pediatric Conference Room