Timeliness of Foundational Science Course and Clerkship Grade Submission Policy

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IUSM-PO-EDU-CUR-0023

Full Policy Contents

Scope
Policy Statement
Reason for Policy
Procedures
Definitions

ADDITIONAL DETAILS
Additional Contacts
Forms
Related Information
History

Effective: 11/1/2016
Last Updated: 01/31/2017

Responsible University Office:
Medical Student Education

Responsible University Administrator
Senior associate dean for medical student education

Policy Contact:

Dr. Bradley Allen, bradalle@iu.edu
Dr. Maureen Harrington, mharrin@iu.edu
Dr. Jennifer Schwartz, jeschwar@iu.edu
Dr. W. Graham Carlos, wcarlos@iu.edu

RESPONSIBLE Senior associate dean for medical student education
ACCOUNTABLE Associate dean for the foundational sciences (phase 1)
Assistant dean for phase 2
Assistant dean for phase 3
SUPPORT Clinical science curriculum specialist
IUSM registrar
CONSULT Senior business intelligence analyst
Curriculum data coordinator
INFORM Curriculum Council Steering Committee
Clinical Component Committee
Foundational Component Committee

LCME Standards

9.5 Narrative Assessment
9.8 Fair and Timely Summative Assessment


Scope

This policy applies to all campuses of the Indiana University School of Medicine and individuals who submit evaluations and grades for required foundational science courses and clerkships.


Policy Statement

It is the policy of the IUSM that written evaluations of student performance from all preceptors and instructors are due to the course/clerkship director via the school’s automated evaluation system two business days after the end of the required course or clerkship. Faculty members must certify with Medical Student Education that course and clerkship grades, including narrative comments, are final within 30 calendar days of the end of the course or clerkship.


Reason for Policy

The Liaison Committee on Medical Education states in accreditation element 9.8 that “A medical school has in place a system of fair and timely summative assessment of medical student achievement in each course and clerkship of the medical education program. Final grades are available within six weeks of the end of a course or clerkship.” Timely submission of written evaluations within two business days and grades within 30 days of the end of a course or clerkship provides medical students feedback in a more expedient timeframe and ensures adequate time to meet the LCME requirement.


Approval

Approved by the Curriculum Council Steering Committee 12/20/2016.


Procedures

Evaluation process:

  1. On the third business day after the end of the course or the clerkship, the Office of Medical Student Education contacts statewide directors, statewide coordinators, course coordinators, and regional campus clinical coordinators to inquire whether support is needed for the remaining instructor or preceptor evaluations.
  2. Ten days after the end of the course or the clerkship, the Office of Medical Student Education contacts statewide directors, statewide coordinators, course coordinators, and campus directors to offer support for the instructor or preceptor evaluations that have not been submitted.
  3. Fifteen days after the end of the clerkship, the Office of Medical Student Education will notify the senior associate dean for medical student education of any remaining preceptor evaluations and will ask him to engage the statewide director, statewide coordinators, course coordinator, and/or the campus director to offer assistance in resolving any remaining preceptor evaluations that have not been submitted.

Grades process:

  1. On the first day after the course or clerkship has ended, an automatic email is sent to the course coordinators, statewide coordinators, and campus coordinators informing them when the grade is due. 
  2. An automatic email is sent 21 days after the course or clerkship ends to the same distribution list used on Day 1 stating that the grade has not been submitted and that Medical Student Education leadership, including the senior associate dean for medical student education; the associate dean for the foundational sciences (phase 1); the assistant dean for phase 2; the assistant dean for phase 3; the registrar; the department chair; and the campus director, will be notified on Day 26. Emails are sent only to those who have not submitted grades. 
  3. An automatic email is sent 26 days after the course or clerkship ends to the same distribution list used on Day 21 plus the statewide director stating that the grade is due. Individuals listed in item 2 are copied. Emails are sent only to those who have not submitted grades. 
  4. During Days 28-30, the associate dean for the foundational sciences (phase 1), the assistant dean for phase 2, and the assistant dean for phase 3 review the grades that have not been submitted to determine whether personal contact is warranted. 
  5. On Day 30, the registrar contacts the department chair to remind him/her of the remaining grades to be submitted. In addition, the registrar emails the above-mentioned MSE leadership, the campus director, and the LCME accreditation director to inform them of the remaining grades.
  6. Starting on Day 31 after the clerkship ends, an automatic email is sent daily to the same recipients notified on Day 28 plus the department chair, the campus director, and the LCME accreditation director.
  7. Starting on Day 31, the associate dean for the foundational sciences (phase 1), the assistant dean for phase 2, and the assistant dean for phase 3again review the grades that have not been submitted to determine whether personal contact is warranted or whether the issue needs to be escalated to the senior associate dean for medical student education. The deans for phases 1, 2, and 3 should escalate the matter to the senior associate dean no later than Day 39.
  8. On Day 35 after the course/clerkship ends, the executive associate dean for educational affairs is copied on the automatic email in addition to the above-mentioned individuals.
  9. On Day 39, the senior associate dean contacts the department chair, campus director, and/or the executive associate dean to discuss next steps and submission prior to Day 42.

Day after Course or Clerkship Ends

 

Email Recipients

1

  • Statewide coordinator.
  • Campus coordinator.
  • Course coordinator.

21

  • Same recipients as Day 1.

26

  • Same recipients as Day 21 plus:
    • Senior associate dean for medical student education.
    • Associate dean for the foundational sciences (phase 1).
    • Assistant dean for phase 2.
    • Assistant dean for phase 3.
    • Statewide director.
    • Department chair.
    • Campus director.
    • IUSM registrar.
    • LCME accreditation director.

31+ daily

  • Same recipients as Day 26.

35+ daily

  • Same recipients as Day 31 plus:
    • Executive associate dean for educational affairs.

Definitions

The Liaison Committee for Medical Education is the accrediting body for medical education programs in the United States and Canada that lead to a medical degree.


Additional Contacts

Subject Contact Phone Email
Evaluation submission Neelum Safdar, clinical science curriculum specialist (317) 274-4742 nrsafdar@iu.edu
Grade submission prior to day 30 Amanda Ybarra, IUSM registrar (317) 274-1971 ajybarra@iu.edu
Grade submission after Day 30 for phase 1 Maureen Harrington, Ph.D., associate dean for foundational sciences (317) 274-7527 mharring@iu.edu
Grade submission after Day 30 for phase 2 Jennifer Schwartz, M.D., assistant dean of phase 2 (317) 274-4514 jeschwar@iu.edu
Grade submission after Day 30 for phase 3 W. Graham Carlos, M.D., assistant dean for phase 3 (317) 274-2042 wcarlos@iu.edu

Forms

Evaluation forms are electronic.


Related Information

Grading and Appeals Process: http://mse.medicine.iu.edu/student-affairs/handbook/student-evaluation.html.

LCME Standards (Functions and Structure of a Medical School): http://lcme.org/publications/#Standards.


History

Original policy approved by Curriculum Council Steering Committee 5/2012.
Policy revisions reviewed and edited 10/7/2016.
Policy revised and approved by the CCSC 12/20/2016.

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