West Virginia Rural Health Education Partnerships/Area Health Education Centers

RHEP Site Coordinator Meeting

Days Hotel, Flatwoods, WV

August 11, 2008

 

 

The meeting was called to order by Kathryn Greenlief. 

 

Those attending in addition to Greenlief were RHEP staff Elizabeth Richmond, Carla Campbell, Anna Reno and Terri Lilly, Crystal Welch,  Chuck Conner, Sonnie Strader, Georgianna Tillis and Tina Whitt, Lora Adkins, Dalena Riggs, Malinda Turner and Kendra Sullivan; and ORH staff April Vestal.

 

Minutes were approved from the November meeting.

 

Since the next steps were so old they were not reviewed. 

 

Committee Reports

 

Evaluation:  Dalena reported that WVU SoN is beginning to use a baseline survey like the medical schools this fall.  Physicians are also being surveyed (rural vs non-rural).  SERFE evaluations have recently been sent out as well.

 

Joint Outreach/Curriculum:   -  Kendra and Carla reported on the Service Learning projects within SOLE.  There is an online form to complete/add projects using the format.  You can get help from members of the committee to develop standards/objectives for your projects. 

 

Finance:  Malinda reported on the 07 audit status and 09 grant process.  She said that Suttle and Stalnaker are doing a review of policies.  Dr. Friedland will be reviewing the policies and procedures with the schools and that is different that the Suttle/Stalnaker policy review.    August 15 is the deadline for the FY 08 final reports.  Policy 2008-02 require the 3 Quarterly Reports and the final report.  The 4^th quarter report has been eliminated.

 

Schools:  Malinda reported that she was invited to attend the Schools Committee meeting to discuss her "out of state" students.  The Schools Committee would like to survey the FF on when they would like to take students, etc.  Chuck requested that the SCs be allowed to facilitate that survey process so FF are not confused by the whole process.  Kathryn indicated she surveys her field faculty on when they can take students.  She will email her form to April for review.  The DRAFT Service Learning Policy is currently being reviewed as well and April will send this out to the group as there were several suggested changes to the version handed out in June by the Schools, Joint Outreach and Coordinator groups.  Carla volunteered to attend the Schools Committee as the SC representative since this group has split off again. 

 

Legislative:  Carla reported that this committee had met very briefly earlier to discuss fundraising and develop a planning calendar.  She reported that the ERT Award form is available and due back August 23.  See the WVRHEP website for application and details.

 

 

New Business -  There were several topics discussed that resulted in Next Steps and those included:"

o       MOUs discussion led by Anna.  SC's agreed that it would be helpful if there was a standard format for the agreements being signed by preceptors/sites.  It would help to define who is listed on the Appendix A of the HEPC site agreement as well.

 

o       IDS discussion led by Kathryn with particular attention to the gas issue related to the number of IDS held in a month and the expectations being placed on both students to attend and sites to hold those IDS.  Creative ideas are being used to offer projects and opportunities to students within regions. 

 

o       Advocacy Effort are on-going and April said that Lew Holloway is heading up this effort.  Everyone was reminded that the September joint meeting will be a (face to face meeting) held here at Days Hotel.

 

o       IDE reporting was discussed by Malinda.  She is concerned that those "experiences" are not being captured in the annual report.  This was noted and the concern will be passed along to the Program office.

 

o       SOLE implementation was discussed by April.  There is still an issue with facilitators to take this statewide.  Several Coordinators would like to have their students participate but feel that they are not familiar enough with SOLE to assist students if needed.  April agreed to speak with Derrick about holding some AT Conference Trainings (at least 2) in September to familiarize Coordinators with SOLE and then she agreed to ask current facilitators to open cases up state-wide and see how it goes.

 

Office of Rural Health

 

April discussed the advocacy issue a bit more.  She reminded everyone that March 2, 2009 is the date for the annual awards dinner and legislative day in Charleston.  She said the Legislative Session is later this year.  It will be held at the Embassy Suites in Charleston, WV.

 

Next Steps:

1.      Georgianna will send out next steps from the January 2008 meeting via email.

 

2.      April will obtain clarification on evasive screening procedures for students doing service learning activities from the schools committee.

 

3.      April will send out draft service learning policy.

 

4.      Everyone is to send April your letter and copy of your memo of understanding/ agreement for preceptors by August 18^th - also include when you send them and how you use them.

 

5.      Jody will email the RHEP field faculty list for the sc group to review.

 

6.      Malinda and Carla will represent the sc group on the school committee. Please send your comments about the draft levels document that Jodie presented at the meeting by August 22^nd.  Everyone also needs to comment on whether or not the free clinic and health rights need to be included.

 

7.      April will send out possible dates for web training on SOLE implementation of service learning modules.

 

8.      Jodie will contact Rose about setting up 1-3 possible dates for conference call trainings for the staff on R&R verification.

 

9.      Send Derrick feedback on the draft web site ASAP.

 

10.  Everyone needs to sign up for web conference trainings to be held August 13^th and 21^st.

 

Malinda shared a Service Learning form that she uses with everyone.  Dalena reminded everyone that the next meeting is a joint AHEC/RHEP meeting at Days Hotel on September 9, 2008.

 

The meeting adjourned about 11:43 AM.  (SC's got lunch on their own and reported back to Days Hotel for the afternoon CARDIAC Training session for the 2008-2009 school screening project)

 

 

Submitted by:

Georgianna Tillis
Officer Selections to begin in January 2008 were:

 

            Facilitators     July-December             Kathryn Greenlief

            Agenda Maker                                   Dalena Riggs

            Minute Taker                                     Georgianna Tillis

            Next Steps                                          Penny Asbury

            Group Agreements                            Carla Campbell

            Critique                                               Chuck Conner

            Committees    Faculty Development    Sonnie Strader

                                                                        Penny Asbury

                                    Advisory Panel Lora Adkins

                                    Curriculum                    Kendra Sullivan

                                                                        Elizabeth Richmond

                                    R/R                              Anna Reno

                                    IT                                 Kathryn Greenlief

                                                                        Carla Campbell

                                    Evaluation                     Dalena Riggs

                                    Schools                        Carla Campbell

                                    Finance                        Malinda Turner

                                                                        Chuck Conner

 

Upcoming Meetings:

 

            Sept 9              Joint RHEP/AHEC meeting at Flatwoods

            Oct 14             Site Coordinator meeting at Braxton

            Nov 11                        Joint RHEP/AHEC meeting at Flatwoods

            Dec 9               Site Coordinator meeting - TBA