University of Virginia School of Medicine 
Systems Leadership Community
July 13, 2011

Medical Education Building, Learning Studio, 4:00 p.m.

Minutes

Present (underlined) were:  Dela Alexander, Brian Behm, Alan Binder, Robert Bloodgood, Elizabeth Bradley, Megan Bray, Chris Burns, Mary Bryant, Troy Buer, Addeane Caelleigh, Randy Canterbury, Eva Casola, Bobby Chhabra, Pam Clark, Bruce Cohen,  Eugene Corbett, Alan Dalkin, John Dent, Terri Ellison, Allison Innes,   Don Innes, John Jackson, Kim Joyce, Kambiz Kalantarinia, Karen Knight, Darci Lieb, Stuart Lowson, Jen Marks, Jim Martindale, Melanie McCollum, Veronica Michaelsen, Mo Nadkarni, Bart Nathan, Selina Noramly, Sabrina Nuñez, Dick Pearson, Chris Peterson, Sue Pollart, Ellen Ramsey, Mitch Rosner, Mark Russell, Neeral Shah, Allan Simpson, Nassima Ait-Daoud Tiouririne, Jonathan Truwit, Keith Underwood, Linda Wagoner-Fountain, Mary Kate Worden, Elizabeth Wright, Zhen Yan.  Student Representatives:  Richard Rueb (2012), Kaitlyn Snyder (2013), Michael Hrdy (2014 )

Note:  Attendance records were not kept for the meeting.

Convener:  Chris Burns

1. Reimbursement and Responsibilities for Clinician Systems Leaders.  Troy Buer has emailed to all clinician System Leaders a message with the revised statement of reimbursement for clinicians who serve as system leaders.  Drs. Canterbury, Innes, Nathan, and Burns reviewed the 2009 statement and revised it to reflect current practice and expectations.  Reimbursement is 0.1 FTE for whole year plus 0.7 FTE for the System period, divided among clinical System Leaders.  Bart Nathan highlighted the revised responsibilities for clinician system leaders:  be present for the whole morning session (at least one system leader be present); identify students with professional or academic problems and refer them appropriately; provide guidance for students (almost all of this is by email); maintain the website (review for accuracy, oversee changes); liaison with other system instructors; evaluate faculty; attend monthly meetings (minimum = 80% of all meetings); work with the Evaluation Community.  If a system leader does not meet the revised criteria, reimbursement may be reduced.
   
     Revised “System Leaders Job Description"
   
   
2. Oasis to be used for all education resources for a session.  John Jackson explained that each session (event) has a unique URL and consequently all resources for the session can be linked to that URL.  Bart Nathan commented that some sessions have similar names, which can confuse students; having the Oasis link removes that confusion and allows students to find all resources in a single place.  Also, the calendar (class schedule) will be kept only in Oasis; the schedule in Student Source is being eliminated.  All changes to the Oasis calendar will be made by the Medical Education Support staff; System Leaders must notify the staff to make the changes and review to see that they are correct.  The PowerPoint calendar (as previously used in the Student Source) can still be used for planning, but it must not be distributed to students.
   
   
3. Review of revised MCM system for SMD2015.  Selina Noramly and Linda Waggoner-Fountain revised the revised MCM curriculum.
   
   

   *	There will be 3 summative and 3 formative assessments.
   *	SIM and CPD sessions are scheduled at the same times each week.  Chris Burns said that the Microbes System will follow this same schedule for SIM and CPD.
   *	Admin time is built in for advising students, answering questions, etc.  An entire hour is included in the early weeks; by weeks 4 and 5, only 15 minutes is scheduled; no admin time is scheduled later.  They recommend that other systems use this approach.

   
   
   Several other issues were raised during discussion:  negotiating changes to the default schedule for use of the Learning Studio and the Lecture Hall; paying clinical faculty who prepare modules in Camtasia (for example); the difficulty of doing Camtasia modules well without an audience.  Also, John Jackson and Karen Knight noted that the sessions on managing in an electronic/paperless environment are scheduled two weeks into MCM.  They commented that SMD2014 students will speak during Orientation for SMD2015.  Six students have volunteered to speak.
   
   
   
4. Use of Discussion Boards.  Chris Burns said that a presentation/discussion about using Discussion Boards would be postponed because those with the most experience were not at the meeting.  After discussion, it was agreed that workshops about discussion boards would be held for faculty, principally in September and October.  In general, curriculum leaders want to discourage students from using Google Docs and encourage them to use discussion boards.  Although discussion boards require system leaders’ work to set up, they cut down considerably on email traffic.
   
   
   
5. Systems Leaders give feedback to system faculty.  Bart Nathan reported that Don Innes is working on ways to allow System Leaders to digest and transmit feedback to system instructors.  Chris Burns commented that it is a responsibility to the faculty both to improve teaching but also because some need peer evaluation for P&T.  He added that he takes notes during all presentations so he can later do a note for the faculty member if requested.  Bart Nathan said that he and Mary Kate Worden kept a running log of comments about sessions and teaching.
   
    
6. Medical Education Retreat.  The retreat, which focused on SMD2015, will be discussed in a future meeting.
   
    
7. Suggestion for organizing the time in monthly System Leaders Meetings.  The suggestion is to hold a short “business meeting” at the beginning, with the rest of the time used for focused discussions or training for interested subgroups.

Next meeting.  The next scheduled meeting is Wednesday, August 10, 2011, at 4:00, in the Learning Studio of the Medical Education Building.

Rev. July 2011