West Virginia Rural Health Education Partnerships/
Area Health Education Centers
Rural Health Advisory Panel
Schools Committee
March 10, 2008
9:30 AM – 12:00 PM
Days Inn- Flatwoods, WV
Meeting Minutes
Members in Attendance: Nannette Van Dyke-McDonald, David Bowyer, Richard Meckstroth, Brenda Michael, Norman Ferrari, Ralph Utzman, Kathleen Bors, Rose McCluskey, JoAnn Raines, Patricia Crawford, Haylee Heinsberg and Carla See (by phone conference)
Staff: Hilda Heady, April Vestal, Sandra Pope and Jacki Novacich
Facilitator: Hilda Heady
Meeting Called to order: 9:40 AM by Hilda Heady
Review of past minutes from January 27, 2008 and overview of Agenda.
Unfinished Business:
Clarity of Goals:
The Committee discussed that due to the higher number of students rotating in consortia and the decreases in site coordinators due to the mergers and consolidations several years ago, that many times site coordinators do not have contact with every student doing a rotation in their consortium. This is a concern and issue that needs discussion and brainstorming and a topic that should be explored as we discuss clarity of goals.
Some additional discussion brought up for Clarity of Goals were:
- What is a realistic best practice?
- What is something a site coordinator can realistically handle at his/her site?
Members reported that they encourage their students to make contact with the Site Coordinator on their first day or prior to their first day. Students are then reporting back that they emailed the Coordinator and never physically met them or talked with them. Members indicated they have seen an increase in students communicating more with consortia support staff. The educational impact when a student does not see or speak with a Site Coordinator was discussed. School Committee members indicated they are noticing that community service experiences are decreased and students are without direction in the rotation, which could lead the students to being lost as to how to accomplish requirements for the rotation. Hilda indicated the committee’s need to understand if this is a statewide problem, if the problem is localized in certain regions, or if it may be due to changes at a consortia level.
The committee needs to look at the quality of Community Service Learning, since the student numbers are increasing and economical issues do not allow us to expand the number of Site Coordinators. Decreasing the amount of students in a rotation may allow the Site Coordinators time to schedule additional community service-learning opportunities for students.
There was discussion on taking advantage of the work done to develop the Secure On-Line Learning Environment (SOLE) modules or other forms of technology to help site coordinators to schedule quality service learning projects that have learning objectives already developed for students. SOLE would also be a good tool to utilize when face to face interdisciplinary sessions cannot take place, as long as these modules are not being totally substituted for live interdisciplinary sessions during the rotation.
Update- Policy on Community Service/ Service Learning
April Vestal reported that at the last meeting there was discussion about the need to look at the policy developed around community service parameters or items within the policy that may require an update. When researching for a policy, it was discovered that there was no specific policy already in place. The last document found that pertained to service learning parameters, was from 2000 and titled Final Report of the Schools Subcommittee on the parameters of Community Service (See Appendix 1). This document indicates that it was developed as an addition to the RHEP/AHEC Community Outreach Manual. April indicated there is a need to update the Community Outreach Manual and the parameters document should also be updated. For example, the Final Report document holds websites in its appendix that are no longer accessible. This document was provided to the committee as a starting point for work to be accomplished.
If the purpose of this committee is to look at parameters about service learning and community service to give to Site Coordinators, Center Directors, or others in the partnership, then there needs to be clear procedures and it needs to be recommended as a policy statement and procedure to the Rural Health Advisory Panel.
Some questions arose about the policy dictating what the Site Coordinators or Center Directors are allowed to do for their Service Learning/Community Service Learning experiences.
April explained that she felt the policy should be a guideline for service learning programs and projects. April reminded committee members about discussions in past Schools Committee meetings about Service Learning and Community Service that could have been inappropriate for students. For example, if students were performing invasive procedures and their preceptor could not be present, or if they were scheduled to do procedures and the preceptor could not attend at the last minute, what protocols should be in place. April urged the committee to develop a document to give some parameters and guidance. The Faculty Development Committee is working to link Service Learning with Clinical Objectives within the SOLE Module, and that has helped the process immensely.
Hilda Heady stated that the problem lies in procedure and having a policy in place that requires learning objectives developed for Service Learning Activities. If a statement is not implemented, it impacts the curriculum.
Members agreed that there is a fine line between providing medical verses community services. A licensed health care professional is required to be there, or it cannot happen.
Hilda stated the policy could state what the WVRHEP/AHEC definition is of Community Service, Service Learning, and Community Service Learning. The policy would help immensely in prioritizing the time and effort of the Site Coordinators and Center Directors.
Volunteers to work on a subcommittee to develop this policy were Carla See, Ralph Utzman, Richard Meckstroth, Kathleen Bors, JoAnn Raines, David Bowyer, and Nannette VanDyke-McDonald.
WVSOM data (See Appendix 2)
Hilda asked the Medical Schools Subcommittee to look at the possibility of trying to achieve a common time frame for scheduling their students and to review the WVSOM data for their discussion on the influx in student numbers for the impact on Rural Rotations. Currently, the common date for approving student rotation requests is still April 1.
Review and discussion of historical data
A small sample size of a data-run on the historical data of preceptors the committee asked Hilda to obtain from Rose McCluskey, was reviewed at the meeting. The information provided for Rose to present this run was determined by the Schools Subcommittee at the January 27, 2008 meeting in Charleston, WV. This sample run will not be provided to anyone electronically. Any questions about the sample run or historical data should be provided to Hilda directly by emailing hheady@hsc.wvu.edu or Rose McCluskey at rmccluskey@hsc.wvu.edu.
The committee was asked to take into consideration that the information provided at this meeting is of preceptors that have precepted at least 1 student over the last 2 years.
Another piece of the sample run was preceptors who have historically taken students broken down in month periods, over 10 years. We are calling this “Top 10 preceptors.”
The committee was asked to review the information, and indicate if this will help the scheduling process. The committee was also asked about other information they may need, or if there is information needing refined even further.
Questions arose regarding the column titled “Out of West Virginia.”
Rose McCluskey explained that this is rotations that are more commonly called “out rotations”. These are students that come from out of state or country to do a rotation in West Virginia.
This raised questions regarding why the program is accommodating “out of West Virginia” students if we are having a resource issue.
Hilda explained that the policy permits some sites/consortia to accept these students if they are not taking a rotation position away from a West Virginia state student and they want to accommodate an out of state or country student, most of which are West Virginia natives attending out of state/country schools, for recruitment purposes.
Members questioned how it would be known the site is not taking a position away from a West Virginia Student? Some members felt there was a need to investigate the out of state rotations and the preceptors who are accepting them.
The Committee agreed it would be meaningful for Rose to breakdown for each consortium, for 10 years, the total number of hours preceptors should have had within 10 years, versus their actual number per proportion. If the committee wants to investigate it further, they will have those preceptor’s names for the Site Coordinators, and would then be able to request more information on this type of rotation, as well as reasoning behind taking out of state students.
The Committee questioned the column on preceptors titled “Student Preference.” Rose explained that it is not really a preference but a frequency of schools from which the preceptor has taken students. The committee decided to change the column name to “Historical Frequency of Schools”.
The committee also agreed that breaking the information down into disciplines and moving the “Faculty Appointments” column closer to the “Historical Frequency of Schools” column would be helpful. Rose will do this and send the excel spread sheets to the appropriate disciplines.
Next Steps:
- 1) Rose Mcluskey’s Next Steps
- a. Will arrange a call with WVSOM Representatives Bob Foster and Stephanie to bring them up to date on the data run
- b. Will work with the Medical School representatives at looking at Medical Rotations per month
- c. Will work on a full list and a medicine list sorted by discipline, title, and name.
- d. Will look at “Out of West Virginia” data. If 40% of the students are “Out of WV” she will find their discipline and details of their rotations.
- e. Will check the number of years active in TRACKER on preceptors
- f. Will do a data run on capacity sorting by name, number of students per year, number of months they take students, and number per year divided by months to give a ratio
- g. Will also sort data by consortium, number of out of state rotations in consortium, and number of non out of state rotations, and all other data
- h. She will report back to Schools committee at the June 9, 2008 meeting
- 2) Medical Schools subcommittee needs to be brought together to discuss:
- a. Data supplied by Rose and how can we tailor it for medicine relative to the month by month capacity issue and whether or not there is some programming that needs done in that arena
- b. The impact of the increase in student enrollment at schools, and whether or not this discussion needs to continue
- c. April Vestal will contact medical schools representatives for a common date for conference call
- d. Will report to Schools committee at June 9, 2008 meeting
- 3) Service Learning Policy
- a. Volunteers to work on Policy with April: Carla See, JoAnn Raines, David Bowyer, Nannette VanDyke- McDonald, Kathleen Bors, Ralph Utzman, Richard Meckstroth
- b. April Will contact volunteers about date and time for discussions
- c. Will have draft of policy by June 9, 2008 meeting
Meeting Adjourned at 12:00 PM.
Submitted by: Jacki Novacich
Appendix 1
FINAL REPORT of the Schools Subcommittee on
the Parameters of Community Service.
April 14, 2000
Subcommittee Members: Imogene Foster, Ralph Utzman, Norman Ferrari, Patti Crawford, Kelly Blake, Malinda Turner, and Jacquelynn Copenhaver, Chair
With additional assistance from: Kathryn Greenlief, Chuck Connor, and Sherri Payette.
In accordance with our original charge we make the following recommendations to the full Schools Committee for their consideration.
- I. RECOMMENDATION is for active use of the WVRHEP Community Service Manual, which defines more clearly this aspect of the program. Office of Rural Health should make the Manual available on the WVRHEP homepage, being sure the final version is posted (not the DRAFT) and that the link is user friendly. All site coordinators should promote use of the Manual to all field faculty as necessary.
- II. RECOMMENDATION is for all schools participating in WVRHEP (University System, state, private, etc.) to provide each consortium with their policies and procedures relevant to student involvement in community service. Please note the listing of information in ATTACHMENT A, School Rural/Remote Community Service Policies and Procedures complied by the subcommittee. Each consortium should make these items readily available in their Learning Resource Center(s) (electronic and /or hard copy)
- III. RECOMMENDATION is for field faculty, preceptors, campus faculty, site coordinators and students to share responsibility for engaging in the review and supervision of community service projects as outlines in ATTACHMENT B, WVRHEP community Service Overview and Guidelines.
- IV. RECOMMENTDATION is that campus faculty interested in being involved in community service projects at the rural sites be given the opportunity to participate whenever possible. Site Coordinators are encouraged to contact school coordinators when they are planning community service and need additional faculty support with the understanding that campus faculty support cannot guaranteed. Schools should encourage interested faculty to browse the WVRHEP webpage and
Appendix 1
contact appropriate consortia or WVRHEP Associate Director, April Vestal for additional information.
ATTACHMENT A
School Rural/ Remote Community Service Policies and Procedures
West Virginia University
School of Pharmacy
No formal school policy available at this time. Any time information pertains to an individual and his/her therapy RPh coverage is required. Students are permitted to talk in generalities about medicines and diseases without a RPh being present.
School of Physical Therapy
Online Clinical Education Handbook at http://education.hsc.wvu.edu/SOLE/cedhndbk/index.htm
Enter “rcbhsc” in the password box and click submit
For policy on student Supervision click MPT program.
School of Nursing
WVU School of Nursing Guidelines for Student Participation in Community Service and Research Activates Also see State of West Virginia “Criteria for Determining Scope of Practice for Licensed Nurses” and “WV State Code for Registered Professional Nurses”.
School of Medicine
No formal School policy available at this time. A licensed professional must supervise direct patient care activities for any student.
School of Dentistry
No formal school policy available at this time. Students are able to provide educational programs (oral health, tobacco education, etc.) unsupervised. Anytime students have “hands-on” (screenings and exams) there should be a supervising dentist on-site.
West Virginia School of Osteopathic Medicine
Clinical Training Manual at http://clined.wvsom.edu
Information concerning supervision and level of student involvement on clinical rotations can be found in tow sections:
http://clined.wvsom.edu/StudMan/supervison.htm and
http://clined.wvsom.edu/StudMan/StuManTmpl.cfm?RecordID=65000
Information concerning liability of student involvement on clinical rotations can be found at:
Http://clined.wvsom.edu?StudMan/StuManTmpl.cfm?RecordID=70000
Marshall University
Appendix 1
School of Medicine
No formal school policy available at this time.
ATTACHMENT B
WVRHEP Community Service Overview and Guidelines
With regard to student community service activities every student, site coordinator, field faculty and campus coordinator should be familiar with the following guidelines and reinforce their practice at each rotation site. This information should be shared with the students at their WVRHEP orientation on campus and again at the rural sites.
- Students must review the WVRHEP community Outreach Manual for Health Professions Students (http://www.wvrhep.org/)
- If a student has concern about potential limitations in performing community
service activities he/she should contact their campus coordinator for clarification
and share these concerns with the site coordinator and their assigned preceptor of record. When a supervising health care professional is not on–site for the activity, students should be aware that they are not permitted to participate in direct patient care activities including suggesting treatments. Students are strictly prohibited from practicing medicine without a license.
- Schools will be responsible for providing the students with CPR certification and universal precautions training. For the appropriate disciplines, the schools will send a list of the “strictly prohibited” community service activities. At the rural site orientation, students will receive a refresher on universal precautions as they relate to community service activities.
- Students must discuss all community service activities with their site coordinator and at least one of the following faculty:
Field Faculty of record
On-Site Clinical Director
Campus Coordinator/Faculty
- School policies and procedures relevant to community service activities are readily available in the rural Learning Resource Center(s) (electronic and/or hard copy) for review by students, site coordinators, and field faculty, as needed.
6. If, for any reason the student, site coordinator or field faculty has any questions as to the appropriateness of an activity or the level of student competency, the student’s campus coordinator must be contacted to determine the appropriateness of the student involvement. Documentation of this contact should be made in the student’s file at the site and school, as appropriate.
Appendix 2
WVSOM Regional Campus Locations and Student Numbers
Information as of Dec. 14, 2007
Oak Hill/Summersville:
We anticipate having 1-2 students per month who may need housing in Summersville and 2 in Oak Hill. There is a possibility that we will not have this many for the dates of 12/15-1/9 or 6/8-7/3, since many students take vacation during this time.
Williamson/Welch/Logan:
WVSOM anticipates having 2 students per month at Williamson and 2 students per month at Welch. There is a possibility that they will not have this many for the dates of 12/15-1/9 or 6/8-7/3, since many students take vacation during this time. Students will be providing their own housing for all rotations at Logan.
** This will depend on where the students are living….for example, if the student is living in Beckley – then they would not need housing at Plateau; however, if they are living in Lewisburg then they would need housing at Plateau (Oak Hill). This would be a similar situation at Williamson…some will just commute there and others may not be able to do this but most of the students will not have their housing solidified until early spring. We anticipate needing housing for students who are scheduled at both Summersville and at Welch.
For the Family Medicine 1 rotations – 6/30/08-8/22/08:
WVSOM does not anticipate any increase in housing requests in any particular area for the Family Medicine 1 rotations. Many of the students are anticipating doing a FM1 rotation in their statewide campus area which means they will be providing their own housing. Our students requested RHEP rotations in every consortium last year for FM1 and it looks to be about the same this year. In reviewing all of the FM1 requests (as of Dec. 14), there doesn’t appear to be any greater housing needs than the requests last year.
WVSOM worked with the site coordinators to get several new preceptors added to their RHEP consortium last year and plan to do the same this year. WVSOM will schedule some RHEP rotations for FM1 that are in areas not directly in our Statewide Campus regions and therefore utilize some physicians that don’t get students frequently. These would most likely require housing.
Appendix 2
STATEWIDE CAMPUS BASE SITES AND AFFILIATES 2008 - 2009 |
1. South Eastern Region
- v Greenbrier Valley Medical Center, base site Southeastern Education Consortium
Gorge Connection
- v Princeton Community Hospital, base site Southeastern Education Consortium
Gorge Connection
- v Raleigh General Hospital, base site Gorge Connection
2. South Central Region
- Ø Charleston Area Medical Center, base site Kanawha Valley Health Consortium
- v Southern Counties/Logan RMC, base site Southern Counties Consortium
Kanawha Valley Health Consortium
Thomas Memorial Hospital, base site
Southern Counties Consortium
Kanawha Valley Health Consortium
3. South Western Region
- Ø Huntington Area , base site # 1 Western Valley Health Ed.Consortium
- Ø Huntington Area , base site # 2 Western Valley Health Ed. Consortium
MAP LOCATED ON BACK |
No Symbol = Schedule your WV Rural and RHEP during either FM1, FM2, 3rd year elective or during your 4th year. |
K E Y |
Appendix 2
4. Northern Region
Ohio Valley Medical Center, base site
Northern WV Rural Health Ed. – Region 1
Weirton Medical Center, base site
Northern WV Rural Health Ed. –Region 1
Wheeling Hospital, base site
Northern WV Rural Health Ed. –Region 1
5. East/West Central Region
- v St. Joseph’s Buckhannon, base site
Northern WV Rural Health Ed. – Region 3 & 4
- Ø United Hospital Center, base site
Northern WV Rural Health Ed. – Region 3 & 4
Parkersburg/ Marietta Area
Nothern WV Rural Health Ed. – Region 2
6. Eastern Panhandle
- v City Hospital, base site
Eastern WV Rural Health Ed. - Martinsburg
- v Grant Memorial Hospital, Petersburg
Eastern WV Rural Health Ed. - Petersburg
7. Northern/Southern Tri-State Programs
Appendix 2