Minutes 10.12.11

Minutes 10.12.11

University of Virginia School of Medicine
Systems Leadership Community
October 12, 2011


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

(underlined) were:  Dela Alexander, Brian Behm, Alan Binder, Robert Bloodgood, Elizabeth Bradley, Megan Bray, Mary Bryant, Chris Burns, Addeane Caelleigh, Randy Canterbury, Eva Casola, Anne Chapin, 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, Barbara Rogers, 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 ) 

Convener:  Chris Burns


  1. Remediation Policy for SMD2014.   A remediation policy has been developed for SMD2014.  (A separate policy will be developed for SMD2015 and afterward.)  The procedures for handling cases of students who fail a system, or multiple systems, is outlined, including the roles of the System Leaders, the Assistant Dena for Records, the College Deans, and the Academic Standards and Achievement (ASA) Committee—see details in attachment. 

  2. Process for CSL meetings.  CSLs (Core Systems Learning Groups), which were previously called Student Advisory Groups, are created to help System Leaders get feedback about students’ response to their systems.  A process has been set up for holding CSL meetings, including ordering food and managing the invoices—see details in attachment.    

  3. Microphones for auditorium.  Installation of microphones in the auditorium has been delayed until the Winter break.  They will be available for the start of classes in January 2012.

  4. Online app for setting up TBL questions.  A free online app is available to make it easier to set up questions for TBLs to match the assigned IF-AT scratch card for the activitysee details in attachment

  5. Discussion Boards.  John Jackson has made a video tutorial about Discussion Boards, and System Leaders are strongly encouraged to watch the relevant part of the video—see details in attachment.  Various system leaders discussed how they had used Discussion Boards to handle the large flow of student questions during their systems.  The general conclusion was that System Leaders need to persuade and/or require students to use Discussion Boards rather than send individual email questions.  The primary persuasion should be to reply to questions about curriculum content only on the discussion boards and not in individual email replies. 

  6. Group emails to SMD2014 and SMD2015.  John Jackson explained that there are two technical problems with sending messages to all students in a class.  One is that some students, against the School’s advice, forward their email from their university accounts to their private accounts, and the forwarding process can take several hours.  Another is that some group messages are going to spam.  Students need to be reminded to put the group list into their contacts list so that messages will not go to spam.

  7. Role and responsibilities of College Deans.   Meg Keeley presented an overview of the role and responsibilities of the four College Deans. One of their major roles is to make decisions about excused absences (or alternate arrangements) for summative assessments, the only part of assessments and assignments that they are involved in.  She distributed a copy of the official policies about absences (from the School’s website).  She emphasized that the College Deans are not the “professionalism police” and that System Leaders are to step forward to deal with students’ unprofessional behavior

    This led to a brief discussion of the need to take attendance in order to know which students are not participating in required activities.  The primary example was declining attendance at patient interviews in the morning curriculum.  This discussion is to be continued later. 

  8. Demo of TBL.   The University President and the Provost have asked the School of Medicine to offer a demonstration of TBL in the medical curriculum so that faculty across Grounds can observe.  On November 15, Mary Kate Worden and others will offer the demo in the Learning Studio.

  9. New staff member for curriculum support.  Kim Joyce introduced Melanie Tomlin, who has joined the staff as an instructional support coordinator.

  10. Coding policy for patient interviews.  System Leaders should all review item 2 in the handout for a clarification of the policy on how to code patient interviews in the curriculum.  (Note:  This item was not discussed during the meeting.)

  11. Next meeting.  The next scheduled meeting is Wednesday, November 9, 2011, at 4:00, in the Learning Studio of the Medical Education Building.


Attachment:  Handout prepared by Chris Burns