site coordinator minutes may 2007
RHEP Site Coordinator Meeting
Braxton LRC
Approved September 11, 2007
May 8, 2007
The meeting was called to order by Elizabeth Richmond.
Those attending in addition to Richmond were RHEP staff Lora Adkins, Kathryn Greenlief, Dalena Riggs and Rhonda , Malinda Turner, Chuck Conner, Sonnie Strader and Teresa Wilson, Georgianna Tillis, Carla Campbell, Malinda Turner, Georgianna Tillis and Crystal Welch as well as ORH staff Margaret Novacich, Kristi Pritt from HEPC and Lew Holloway, NWVRHEC.
Approval of March meeting minutes was passed on a fist or five showing with the addition of Lora Adkins to those attending.
Next Steps were reviewed by Carla.
- 1) If you have not submitted dates of your 07 board meetings to Hilda, please do so ASAP. (completed)
- 2) Contact Amy Holbrook at WVSOM prior to April 1, 2007 if you know of a special event or project within the year that you will need RHEP students to help with. She may be able to link rotations to months that have a lot of activity going on. (completed)
- 3) Please reply to Jody’s request, as to whether you like the new SERFE bar charts that she sent out via e-mail. (completed)
- 4) Send updated information about your site to Derrick Day for Tracker by April 1, 2007. This may include housing details, site directions, ect. (On-going—change deadline to June 1, 2007)
- 5) Tentatively block off the week of August 13, 2007 for the AHEC/RHEP Retreat. (completed)
- 6) Talk to your school nurses about the Cardiac Training in Flatwoods on August 6 & 7. More information will come. (On-going)
Service Learning Policy Draft – Elizabeth reported that the IT Committee is working toward a policy to set SL as our standard (to sub for community service). That committee consists of Lora, Chuck, Elizabeth, Jodie, Derrick and April. It is currently in white paper format and the committee hopes to submit it for approval by fall. Several SL projects (that all or most all sites) will be provided in a template format with the vital components included leaving some flexibility for local sites to customize if needed or use “as is”. It is hoped that this will help us in standardizing our projects and expectations of students while providing campus with a viable SL component to the clinical rotation in what we have formerly called the Community Service “piece” of the RHEP rotation.
Elizabeth also updated the SOLE status. There was some discussion and more details will be forthcoming. These SOLE modules are in SL format.
Orientation Powerpoint Presentation – Kathryn introduced the updated material on the orientation of Health Sciences students. It was noted that it was focused a bit more to AHEC and should be balanced w/ RHEP. Maps are needed to show consortia lines relative to counties. Pictures should be updated and entire program needs to be visual and not so much text. A committee of Chuck, April, Kathryn and Sandra are working on this. The committee will report back later.
Retreat Planning Committee – Dalena and Malinda reported the date is firm for August 15-17. It will be held at Canaan Valley and lodge rooms will be reserved. Malinda discussed the format a bit and will report back following the next meeting.
Office of Rural Health
Margaret Novacich reported on the Development Director position. She said that the ORH is working with WVU to post and hire that position. She reported that April will be hiring an assistant and that there has been discussion about the Development Director position being a shared one. More information will be forthcoming as details are available.
She reported that Kim’s mother is very sick and Kim is off to care for her through June 30th and longer if necessary. SCs should send their Board meeting schedules to her and if Hilda is needed to attend a specific meeting we should contact Margaret to set that up.
She reported that the Legislative Day is on the calendar for February 11, 2008 but that the dinner may be held at a different time to accommodate some special plans. As more is available information will be forthcoming.
Advocacy Training is set for June 12th following the June 11 Panel meeting at Flatwoods Days Inn. On July 6th, MUSOM will hold their annual Student Fair in the new Fairfield Building. SC meeting will be 9-11:30 with the fair from Noon to 2 PM.
AHEC Reports
Eastern – Malinda reported on a June rotation with a Harpers Ferry Resident.
NWVRHEC – Sonnie reported on an April rotation in Kingwood/Preston County. Kathryn reported that Region 3 will be working with rotations in Clay County at the Clay County Primary Care Center.
Southwestern – Georgianna reported on a split rotation in February and May with the team planning and assisting with a Women’s Health Fair in Putnam County.
Southeastern – Elizabeth and Lora reported that SEAHEC folks are working on a road trip to visit
nearby programs to see what they can learn from other state programs. They participated in the Minority Conference at Bluefield State College. They are working on a regional geriatric grant.
Winding Roads – Chuck reported that they are working on securing a 501c3 designation for his consortium. As of July 1, Winding Roads will have no lead agency.
Elizabeth introduced Kristi Pritt, CPA from the HEPC office. Kristi has been reviewing all the documents to make sure RHEP is in compliance with state law. She reminded everyone that she has sent a number of emails in the past few weeks. Many consortia have answered questions and a few outstanding items are being worked on by others. She reminded everyone that she can not process funding requests and Grant Agreements until the Sworn Statements have been signed. If all your “statements” are in then the FY 08 Grant Agreement has been mailed. All materials are due by June 1 to HEPC office. A number of questions were asked and a lengthy discussion ensued to bring everyone up to speed on the state law and how it affect record keeping.
Kristi said that she hopes to revise and standardize the Budget line items and make them much more user friendly. SCs agreed that that would be most helpful both in understanding the budget and getting it prepared and reported quarterly. She asked everyone to complete the list of equipment. There will no longer be an equipment addendum in the grant agreement; therefore a separate policy is necessary. Any items expensed of $1,000 or greater will have to be pre-approved by ORH/Morgantown office.
Any questions about the recent requests from Kristi may be directed to her. She is working to meet with everyone and welcomes all questions and comments. She passed around a schedule for the purpose of setting up meetings with each SC along with Lead Agency folks.
Finally, Kristi made a friendly request to keep current on the email FYIs and requests. If anyone needs additional assistance on an email request or to clarify the intent of the information, please call her. She is very willing to help in any way.
Other SC Concerns/Helpful Hints/Appreciations –
Malinda reported that when the conversion was completed in Tracker some “old stuff” was picked up so be sure to check your site information.
Kathryn reminded everyone that SEARCH deadline is coming up for projects to be completed in June, July and August.
Next steps were reviewed by Carla to include:
- Site Coordinators need to review web-site details and send updated information about your site to Derrick Day for Tracker by June 1, 2007. This may include housing details, site directions, ECT.
- Site Coordinators need to talk to your school nurse about the CARDIAC Training in Flatwoods on August 6 and 7. More information will come on this training.
- Site Coordinators need to send Elizabeth Richmond any concerns or questions about the service learning policy.
- Kathryn will ask Sandra to designate some assistance from AHEC to work on the Orientation Power Point Presentation by July 1, 2007.
- Site Coordinators need to send any comments or ideas to Kathryn that you may have about the Orientation Power Point.
- Lora will send out the Internet Safety Brochure to the group.
- Site Coordinators need to send Kristi Pritt a copy of any MOU’s (Memorandum of Understanding) or any MOA’s (Memorandum of Agreements) that you may have with sites by June 1, 2007.
- Site Coordinators need to respond to Kristi Pritt’s request for fiscal information in a timely manner.
Meeting adjourned at 2:20 PM.
Submitted by:
Georgianna Tillis
Site Coordinator Team Positions as of July, 2006
Facilitators July 06-December 06 Lora Adkins
Jan 07- June 07 Elizabeth Richmond
Agenda Maker Dalena Riggs
Minute Taker Georgianna Tillis
Next Steps Penny Asbury
Group Agreements/Phone List/etc Carla Campbell
Critique Crystal Welch
GASP Chuck Conner and Elizabeth Richmond
Advisory Panel Rep Penny Asbury (Anna Reno)
Curriculum Kathryn Greenlief (Amber)
Recruitment/Retention Anna Reno (Sonnie Strader)
IT Chuck Conner and Elizabeth Richmond
Evaluation Lora Adkins and Dalena Riggs
Schools Carla Campbell / Elizabeth Richmond
Finance Malinda Turner and Chuck Conner
Student Chuck Conner and Carla Campbell
Faculty Development Penny Rose and Crystal Welch
Meeting Schedule for 2007
July 6 MUSOM
August 15 Canaan Valley
September 11 Days Inn
October 9 TBA
November 13 Days Inn
December 11 TBA