Boston Medical Center is the primary teaching affiliate of the Boston University School of Medicine.

Collecting Evaluations in a Multisite Clerkship and Meeting LCME Grade Submission Guidelines

Christopher M Vaughan Chair, APGO Medical Education Coor Task Force

Medical Education CoordinatorClinical Coordinator, Orange Team

Boston University School of MedicineDepartment of Obstetrics and Gynecology

Boston Medical Center

Disclosure

• I have no relevant financial relationship with a commercial interest

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Learning Objectives

• Demonstrate working knowledge of the LCME Grade Submission Guidelines (ED-30)

• Appreciate the importance of positive relationships with the faculty and the clerkship

• Understand the administrative value of online evaluations.

OB/GYN CLERKSHIP @ BUSM

• 6 weeks with 8 academic blocks each year

• 19 – 24 Students per block

• Sites– Boston Medical Center (primary)– Metrowest Medical Center– Mount Auburn Hospital– Beverly Hospital– 4 Community Health Centers

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ED-30• The directors of all courses and clerkships must design and

implement a system of formative and summative evaluation of student achievement in each course and clerkship. An important element of the system of evaluation should be to ensure the timeliness with which students are informed about their final performance in the course/clerkship.

• In general, final grades should be available within four to six weeks of the end of a course/clerkship.– At BU they only give us 4!

Form Design

• Short – 1 -2 pp– Comprehensive

• Easy to read and complete

• Use very specific language on the form

• Downloads in appropriate format

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Feed Back Cards

• Puts responsibility on the students

• More immediate feedback is likely to be more accurate

• Needs to be well formatted and bound in some way

• Faculty could be annoyed by so many evaluations

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Electronic Evaluations

• They are an easy solution given the constraints of Multi-Site courses– Email has shown a decrease in turn around time

• New Innovations

• E-Value

• Online storage tools– SharePoint– Google Documents

Student Strategies

• Have students ask faculty directly for their evaluations

– Remind students that they are responsible for obtaining them

– Have students remind faculty of when they worked together• email

– Encourage them to use email too

– Have hard copies available for students in clinic and not clinic areas

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Resident Strategies

– PTRIME Lunch Evaluation Session

– Pictures and evaluations on web

– Find out what resident(s) students worked with

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Faculty Strategies

• Positive relationships with clerkship and faculty

– Encourage the use of email

– Offer to help them in any way with other admin tasks

– Have student script for soliciting evaluations

– Complete as much of the evaluation as possible

– Give them pictures of the students

– Send them out early

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In a Pinch…

• Ask Director to “remind” faculty at Faculty Meeting

• Attend grand rounds w forms

• Go to ambulatory clinics at home site

• Take verbal feedback and complete the form over the phone

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Tracking and Collecting Missing Evals

• Label on student’s file

• Develop a tracking form

• Email weekly reminders

• Greatly enhances response rate

• Text Page Reminders

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