Evaluation Minutes May 2001
May 14, 2001
Evaluation Committee Meeting
Members Present: Helen Baker, Kathleen Bors, Jodie Jackson, Brenda Michael
Members Absent: Penny Asbury, Kelly Fritts, Alex Lubman, Joanne Raines, Anna Reno, Ken Shannon
Evaluation Committee membership: Brenda Michael and Kelly Fritts, campus coordinators for WVU 4th year medical students and for WVU-Chas medical students, respectively, were instated as new Evaluation Committee members. Jodie reported that April Vestal was to make a "pitch" for community member representation on the Evaluation Committee at the Community Outreach committee meeting today.
Update on Electronic Evaluation: Jodie informed the Evaluation Committee that the response rate for the electronic SERFE for the time period 1/1/01 - 4/30/01 was very similar to the response rate for the hard copy SERFE for the time period of 10/1/00 - 12/31/01: 71% compared to 72%. (see attached document). Kathleen Bors requested a response rate by institution. Helen Baker said that WVSOM has a limit of 100 incoming emails and that this could cause a problem for their students in receiving reminder emails. Jodie will email Helen the WVU email policy for comparison.
Jodie reported on the WVU Office of Rural Health's efforts to reach graduating students who had not completed a SERFE. In April, 2001, the Office of Rural Health composed a memo and emailed this memo to the appropriate person at each school and asked them to, preferably, mail (rather than email) the memo to their graduating students who had not completed a SERFE (list of students also emailed to the appropriate person) and have the memo be from someone with maximum authority at their school (example: memo to 4th year medical students from WVU was from Dr. D'Alessandri). Regular "snail" mail was suggested rather than email since all students with missing SERFEs already are on a schedule to receive reminder emails.
Some of the problems regarding the electronic implementation was discussed such as student ID numbers being entered incorrectly. This is a problem that can only be rectified by Mike McCarthy, and it involves identifying every piece of information in TRACKER affiliated with that student. Brenda Michael requested a print-out of the student ID numbers for upcoming 4th year medical students at WVU.
Kathleen Bors suggested that the student be required to communicate with the site coordinator one week before they leave the RHEP site. This would give the site coordinator an opportunity to request that the student complete the SERFE. Jodie will present this suggestion to Hilda and ask for direction to get this implemented.
Evaluation Reports: Jodie reported that it has been difficult getting evaluation reports out as scheduled because there is such a long delay in site coordinators verifying student status (RHEP, other rural, in, out) on their monthly reports. Jodie will discuss this with the site coordinators at their meeting on 5/15/01. Open-ended responses for the time period 1/1/01 - 3/31/01 were distributed to faculty representatives on 5/14/01 and site coordinators on 5/15/01.
New Business: a joint meeting between campus coordinators and
site coordinators, facilitated by Mike McCarthy was suggested. Jodie
will present this to Mike and site coordinators.
Response Rate Comparison of last Two "Quarters"
[note: one time period is 3 months; the latter time period is
4 months. The new electronic evaluation
was implemented on January 1, 2001.]
| SERFE Response Rate by Discipline | ||||
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01/01/01 - 4/30/01 | |||
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RHEP Rotations |
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Approved
RHEP Rotations |
Response Rate |
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01/01/01 - 4/30/01 | |||
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RHEP Rotations |
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RHEP Rotations |
Rate |
| Cabin Creek |
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| CHEC |
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| Country Roads |
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| EWV-Martinsburg |
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| EWV-Petersburg |
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| Little Kanawha |
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| MHC-Braxton |
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| MHC-Grafton |
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| MHC-St Josephs |
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| Rivers & Bridges |
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| ROVER |
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| Rural Mountain |
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| SCC-Madison |
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| SCC-Pineville |
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| Webster-Nicholas |
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| Western Counties |
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| Winding Roads |
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| RHEP Total |
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*The RHEP response rate of 68.2 percent was calculated based on data for 15 consortia. This compares to a response rate of 56.6 percent for January 1 - June 30, 2000, and 63.9 percent for July - September, 2000.
**Not calculated because this consortia had more evaluations than verified rotations in this time period, i.e., not all rotations had been verified.
***This figure includes all approved rotations at RHEP sites. There were 17 out of 350 rotations that were approved but not verified (by the site coordinator) as RHEP. It is possible that some of these 17 rotations may not be classified as RHEP when the site coordinator completes their April, 2001, monthly report.
±The 01/01/01 - 04/30/01 TRACKER data was downloaded on May
9, 2001. We expect that some outstanding evaluations will still be
forthcoming