Minutes 09.19.02

Minutes 09.19.02

University of Virginia School of Medicine
Curriculum Committee

Pediatric Pathology Conference Room, 4:00 pm

Present (underlined) were: Reid Adams, Robert Bloodgood, Victoria Camerini, Anita Clayton, Lisa Coray, Gene Corbett, Donald Innes (Chair), Vern Juel, Howard Kutchai, Jerry Short, Bill Wilson, Nikhil Rao, Debra Reed (secretary)

  1. The following Evaluation/Grading Policy - Clerkships drafted by Pearson, A. Innes, Short and D.Innes was discussed and endorsed by the Curriculum Committee:

    Evaluation/Grading Policy - Clerkships

    Evaluation of Students: The performance of students on clerkships is evaluated by the 2002 evaluation instrument, which includes narrative comments from faculty and residents, and grades.

    Summary of Evaluation Instrument (2002): A copy of the evaluation summary must be completed for each students and sent to the office for Student Affairs for inclusion in the permanent student record. Clerkship directors are responsible for keeping supporting documentation until a student graduates.

    Performance Feedback: Clerkship Directors are responsible for releasing feedback, i.e., evaluation and/or grades to students. The method for releasing information is at the discretion of the clerkship director. Feedback is a valuable part of the educational process and must be provided in a timely manner

    Grading Options: A+YF and incomplete; P/F (Neurology). An "incomplete" may be assigned only for an excused absence for health, personal or family reasons with approval of the Office of Student Affairs.

    Grade Determination: The weighting of individual components (e.g., clinical evaluations, written and oral examinations, etc.) used to determine the final grade is at the discretion of the relevant department. Each clerkship should determine a minimum standard for each component. These standards should reflect adequate knowledge, clinical skills, and professionalism on the part of the student. However, a student cannot pass (C- or better) a clerkship having failed (D or F) a single component. The distribution of grades is left to the department and should accurately reflect student relative performance.

    Recording of Grades: Grades must be reported to the Office for Student Affairs within 5 weeks of the close of a Period. Grade sheets must be signed and dated by the clerkship director. A summary sheet must be provided for each student based on the 2002 evaluation instrument as well as a coherent narrative of the students performance which accurately reflects and incorporates observations from residents and attendings.

    Grade Changes: Grades are not negotiable. Grade changes needed because of human error can be submitted to the Office of Student Affairs for processing. Grade correction forms will be handled by the Office for Student Affairs in accordance with the guidelines set by the University of Virginia Registrar.

    The Curriculum Committee expects that students who fail a required clerkship oral examination, will be offered a second oral examination by another faculty evaluator prior to assigning a grade for the clerkship.

    The Curriculum Committee endorses the use of UCMLE shelf examinations in all clerkships if funding can be arranged. These tests should not necessarily replace current in-house examinations but act as a supplement. Comparisons with the national benchmark averages would be beneficial to the School of Medicine.

    The Committee stressed that grades must be reported to the Office for Student Affairs within 5 weeks of the close of a Period. To adhere to this policy, Course Directors and Chairs, if necessary, must contact faculty who are delinquent in returning student evaluations. The 5 week grace period to furnish grades to the Office for Student Affairs was deemed reasonable by the Committee.

    Grading instruments and grading assignment within clerkships must be consistent at all sites. Grade distribution charts from all clerkships are distributed to the Clerkship Directors for comparison by Dr. Wilson. While grade assignment among the clerkships is variable in the proportion of A's, B'c, etc., mandatory cross-clerkship assignment proportions for each letter grade appears unfair to the students.

  2. Deans Innes and Short will hold open invitation meetings with all second year students on 9/24/02 and all first year students on Thursday, 9/26/02. These are arranged by Lisa Coray.

  3. Medical Instrument Sale. The Curriculum Committee was advised of delays in delivery of the medical instruments to the first year students this year. It was recommended to Dr. Short that alternate vendors should be appraised prior to next year and a more standard "kit" be recommended. He will pass this to Drs. Bargmann and Gazewood.

  4. Agenda for October 26 1) review of the Cell & Tissue (Bob Bloodgood) and 2) Pharmacology interim report (Carl Creutz). 
-Don Innes