Calendar Scheduling Policy

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IUSM-PO-EDU-EMR-0001

Full Policy Contents

Scope
Policy Statement
Reason for Policy
Procedures
Definitions
Sanctions

ADDITIONAL DETAILS
Additional Contacts
Forms
Related Information
History

Effective: 11/21/2011
Last Updated: 06/29/2017

Responsible University Office:
Medical Student Education

Responsible University Administrator
Senior Associate Dean for Medical Student Education

Policy Contact:
Director of Curricular Operations

RESPONSIBLE Medical Student Education,
Curriculum Council Steering Committee
ACCOUNTABLE Bradley Allen, MD, PhD, Curriculum Council Steering Committee Co-Chair, 317-278-7788, bradalle@iu.edu
SUPPORT Educational Policy Sub-committee members
CONSULT Medical Student Education
INFORM Students, Course/Clerkship/Elective Directors, Course Management Teams, instructors, preceptors,

LCME Standards

6.3, 8.8


Scope

This policy is designed to set the standards and process for developing a schedule for medical student education at IUSM. All faculty, educational staff, residents, fellows, and volunteer clinical faculty are expected to follow this policy, but does not apply to other medical school learners (health professions, PhD students).


Policy Statement

All campuses within the IU School of Medicine will follow standardized academic calendars, approved by the Curriculum Council Steering Committee, for courses, clerkships, and electives in all Phases of the undergraduate medical curriculum. Academic calendars will be standardized to provide comparable duration, contact hours, and unstructured time for students at all educational sites for a given course, clerkship, or elective.


Reason for Policy

This policy is intended to standardize the curricular time across all campuses at the Indiana University School of Medicine in an effort to maximize student learning opportunities while balancing students’ need for unstructured independent learning time.


Approval

Approved by the CCSC on 11/29/2016


Procedures

The Curriculum Council Steering Committee (CCSC), with input from the Executive Associate Dean for Medical Education and the Office for Medical Student Education, will review and approve the start and stop dates that all IUSM campuses follow.

Scheduling of the start and end dates, as well as holiday considerations for each academic year will proceed two years in advance, beginning in June with finalization expected in by July 31st of each year. Revisions to upcoming academic year calendars must be approved and finalized by no later than August 31st to ensure adequate time for scheduling (Phase 2 and Phase 3 begin in April; Phase 1 begins in August).

Changes to any parameters or scheduling expectations outlined below will require approval by the CCSC.

Phase 1 (MS1 & MS2)
Calendar Parameters
The statewide orientation will begin the academic year at all locations. No campus may begin local orientation activities until after the conclusion of the central orientation.

  • Phase 1, Year 1: each semester, regardless of campus location, is 19 weeks in duration. Each semester will consist of 18 weeks of instruction/assessments and 6 days of vacation/holidays. Fall holidays will include Labor Day, fall break (the Monday and Tuesday of the 10th week of the semester), Thanksgiving break (the Wednesday, Thursday, and Friday of Thanksgiving week). Spring holidays will include Martin Luther King Jr. Day and Spring Break (the week following the conclusion of Host Defense). Winter vacation is a minimum of three weeks. Summer vacation is a minimum of 11 weeks to allow sufficient time for summer research opportunities.
  • Phase 1, Year 2: the fall semester, regardless of campus location, is 19 weeks in duration, consisting of 18 weeks of instruction/assessments and 6 days of vacation/holidays. Fall holidays will include Labor Day, fall break (the Monday and Tuesday of the 10th week of the semester), Thanksgiving break (the Wednesday, Thursday, and Friday of Thanksgiving week). The spring semester, regardless of campus location, is 6 weeks in duration, consisting of 6 weeks of instruction/assessments and 1 holiday (Martin Luther King Jr., Day). Winter vacation will be a minimum of three weeks in length.

Course scheduling
Individual courses must abide by their scheduled number of weeks and maximum contact hours, as listed below:

Name of Course [credit hours]

Length (weeks)

Maximum Contact Hours

Transitions I [3]

2

52

Foundations of Clinical Practice Yr 1 [10]

10

204

Human Structure [8]

9

180

Molecules to Cells & Tissues [10]

7

140

Fundamentals of Health & Disease [6]

6

120

Host Defense [6]

6

120

Neuroscience & Behavior [6]

6

120

Foundations of Clinical Practice Yr 2 [7]

7

144

Cardiovascular & Hematology [6]

6

120

Renal & Respiratory [6]

6

120

Gastrointestinal & Nutrition [6]

6

120

Musculoskeletal & Dermatologic [2]

2

40

Endocrine & Reproductive Biology [4]

4

80

  • Campuses may not schedule more than 26 hours of required activities for first and second year medical students in any week. Every hour of required activity is considered a contact hour, including lecture, small group discussion, laboratory, assessments, as well as online activities with faculty and student interaction.
  • Campuses must schedule at least two 4‐hour blocks of independent learning time (ILT) per week. The 4‐hour blocks of ILT must occur at the beginning (8 am – 12 noon) or end (1pm – 5pm) of the day.
  • Written or computer-based examinations are to be given simultaneously statewide on Fridays, with Year 1 exams taking place in the mornings and Year 2 exams taking place in the afternoons. Any alterations to this schedule must be approved by the associate dean for medical student education - foundational sciences 30 days prior to the exam date.
  • Courses will calculate the total hours of required out-of-class activities assigned to students. Required out-of-class activities are ones to be completed in preparation for in-class activities, including but not limited to reading and online modules and other required homework (see definitions section). The current guideline approved by the Foundational Component Committee is that students will spend an average of 2 hours in required preparatory activities for each hour of non-didactic class time. The specific amount of time spent in required out-of-class activities will vary by the activity and the individual student.

To ensure compliance:

  • IUSM campuses are required to submit or make available complete student calendars, including the number of ILT blocks, to the CCSC annually.
  • Statewide Course Management Teams are required to report both contact hours and estimated hours for required out-of-class activities to the CCSC annually

Phase 2 (MS3) and Phase 3 (MS4)
Calendar Parameters

  • Each calendar is built to minimally accommodate 12 four-week rotations. Wherever possible, Friday start dates are to be avoided. End of rotation exams will be scheduled on the last three weekdays of the rotations, with preference for the last weekday as can be accommodated.
  • Phase 2: each rotation is 18 weekdays and 24 - 26 days total (including weekends and not including holidays), with Campus Connection Days scheduled between multiple rotations. Campus Connection Days can be used for interprofessional education sessions, moving to a different campus, meeting with advisors, or personal wellness activities. Campus connection days are not to be used for examinations or for pre-rotation orientations.
    • Holidays include: Independence Day, Labor Day, Thanksgiving Break, Winter Break, Memorial Day. Thanksgiving Break will minimally include the Thursday through Sunday of Thanksgiving week, with clerkships resuming the Monday following Thanksgiving. Winter Break will minimally include December 23rd through the New Year’s Holiday, with clerkships resuming the next non-holiday weekday (typically January 2nd, 3rd, or 4th).
  • Phase 3: each rotation is 20 weekdays and 26 - 28 days total (including weekends and not including holidays), with Campus Connection Days scheduled between multiple rotations. Campus Connection Days can be used for interprofessional education sessions, moving to a different campus, meeting with advisors, or personal wellness activities. Campus connection days are not to be used for examinations or for pre-rotation orientations.
    • Holidays include: Independence Day, Thanksgiving Break, Winter Break(s), Match Day, and Memorial Day. Thanksgiving Break will minimally include the Thursday and Friday of Thanksgiving week. Winter breaks will minimally include December 23rd through December 26th, with clerkships resuming the next day; and December 31st through the New Year’s University Holiday, with clerkships resuming the day after (typically January 2nd or 3rd). In some years, students will have a continuous winter break due to the days of the week in which a holiday falls. Students rotating in IUSM electives will have holidays off. Students rotating in required clerkships or sub-internships may have clinical shifts on holidays.

Clerkship/Sub-Internship scheduling
Refer to the Student Clinical Duty Hour Policy for information on student scheduling, as well as reporting and monitoring of student hours.


Definitions

  • Independent Learning Time: Dedicated 4-hour blocks of time on the calendar for independent study, required out-of-class activities, personal care, etc.
  • Independent Study: Regular study or review, including recommended activities or recommended homework.
  • Required Out-of-Class Activity: Required activity to be completed in preparation for in-class activities, including but not limited to reading and online modules and other required homework. Does not include: Independent Study, Regular Study or Review, Recommended Activities, or Recommended Homework (e.g. pre-reading before lecture).
  • Self-Directed Learning: A Self-Directed learning (SDL) experience is defined as consisting of 4 sequential elements:
    1. Identify, analyze and synthesize information relevant to their learning needs.
    2. Assess the credibility of information sources.
    3. Share the information with their peers and supervisors.
    4. Receive feedback on their information-seeking skills.

Forms

Statewide Implementation Plan Example Forms (updated annually)


Related Information

Academic Calendar 

Credit Hour Assignments and Contact Hour Targets 

Student Clinical Duty Hour Policy 


Additional Contacts

Subject Contact Phone Email

Senior Associate Dean for Medical Student Education; Co-chair, Curriculum Council Steering Committee

Bradley Allen, MD, PhD

317-278-7788

bradalle@iu.edu

Director of Curricular Operations  

Sarah Lang, PhD

317-278-8471

langsa@iu.edu

Deputy General Counsel

Joseph Scodro, JD

317-274-5277

jscodro@iu.edu


History

CCSC Approved: 11/21/2011
Revised and CCSC Approved: 11/29/2016
Revised: 12/12/2016 Added policy number to document
Revised 06/29/2017 reflecting credit hour changes to Host Defense and Molecules to Cells and Tissues approved by CCSC on 03/14/2017.

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