Medical Student Site Directors

On the WWAMI Site Director–Job description, you will see the essential outline of what being a Site Director entails. All Site Directors are required to have a Clinical Faculty appointment in the University of Washington Department of Pediatrics.

Responsibilities:

  • All “Preliminary Final grade” forms must be entered into the evaluation system (E–Value) for all student rotations. All required student documentation will be uploaded into the Pediatric Tracker by the medical student.

  • Educate staff about the Goals and Objectives (see below) for the medical student program.

  • Ensure that site descriptions, directions, medical student information and that credentialing materials are kept current on the WWAMI Program medical student website.

  • Clinical faculty maintenance at your site is a year round task, not particularly a time consuming, but ongoing task. All new clinical faculty appointments can be submitted at any time, while, promotions and deletions only occur annually. (See Clinical Faculty Section).

  • Attend the annual WWAMI Pediatric retreat, typically held in June each year. Every other year it is held in Seattle and the other years we are out to a training site area holding our retreat. if you are unable to attend, please contact the WWAMI Program Director to discuss alternatives.

Medical Student Site Coordinators have several roles and each site has an established routine for the coordination of Medical Students.

Some variations of site coordination are:

  1. A "dedicated site coordinator" – coordinates the student(s), orientation, compliance, evaluation, is the go to person for the day to day activities and assists the Site Director with input into the E–Value system.
  2. An "orientation coordinator" – coordinates the credentialing and does the opening day orientation and guides hospital compliance meetings.
  3. A "credentialing coordinator" – works directly with the student solely focused on meeting all credentialing issues of the site and hospital(s).
  4. A "evaluation coordinator" – tracks and monitors the mentors of a student, provides evaluations and tracks the return of evaluations.
  5. A "go to coordinator" – is able to answer questions about schedules, orientation, housing, etc. but is not responsible for conducting and may or may not be participating in orientation activities.
  6. A "exam coordinator" – provides the exam to the student and proctors it.
  7. A "go between" coordinator works with the WWAMI coordinator preparing things directly for the site director, but has no participation.
  8. A "No" coordinator – the site director takes all responsibility for all student materials, credentialing, orientation, questions, evaluations, exam and final grade submission and is the primary contact for all communications between the WWAMI Program staff.

While each site has it's own way, there is no right or wrong way to do this at each site.

 

Goals and Objectives
 

Ensure that all faculty and teaching residents are knowledgeable of the Medical Student Pediatric Core Goals and Objectives. Which can be found in the student manual located on the Patient Care Phase page.

Curriculum

Curricular materials for every student in the pediatric clerkship are available on the medical student website for printing, reading and disseminating as needed.

It is suggested that you show the Clerkship Orientation Video for the student orientation.

Final Exam

The Final examination is an NBME shelf exam, administered and monitored by the University of Washington exam administration team.  The exam length is 2.5 hours, unless there is a student accommodation letter from the University of Washington Disabilities office.  All exams are on the last Friday of the clerkship.

NBME Shelf exam studying resources can be found on the above curricular materials page

Using the Pediatrics Tracker

Students will log in to the Pediatric tracker (using their UW Net ID) to record requirements completed during the clerkship. This is marking as complete or uploading documents into the tracker, where uploaded documents are retained for SOM records. Note: An educator is required to provide feedback on the review of the student write-up.  This feedback must be included in the students uploaded document. All items will be reviewed by the medical student office prior to grade being moved forward to clerkship directors for submission.

Grade Submission

All Preliminary Grade forms are to be submitted into the system, by 2 weeks following the end of the rotation.  Preference and goal is with in one week.

Using the E-Value Clinical Encounters

Students will log in to the E-Value system (using their UW Net ID) to record their required pediatric encounters.  There are 8 domains to be completed during the pediatric clerkship.

Aquifer Cases

Aquifer, is an online teaching too for the University of Washington located on the Med-U website..  To log in to MedU, click on the "Instructors' Area Login" in the top right corner and enter your email as your username and the password.

In the Instructors' Area, you'll find many resources to help you integrate the MedU virtual patient cases into your program. There are outlines of every case, a case search feature to find cases that cover specific topics, information about our exam offerings as well as access to the cases themselves.

To obtain your password, email medical.students@seattlechildrens.org including your name, e-mail address (no gmail or hotmail accounts).  You will receive a confirmation when the request is complete.

Evaluation System

The University of Washington School of Medicine uses the E-Value system for all student evaluations.

The Pediatric program leadership allows each site to choose the method of evaluation collection that works best for the site.  This may be through E-Value (electronic collection), by meetings or e-mail, or on paper evaluation forms.  No matter how the site collects the evaluative information, the site must keep records of the collection of the feedback from your preceptors in case a student challenges their grade. 

All site final grades for each student must be entered on the Preliminary Grade Form in E-Value.

Students must be allowed to evaluate each preceptor who they work with and provide feedback into their grade.  This is done by having all evaluators entered into the E-Value system, even if the evaluators are not completing any evaluation in the E-Value system. This is a requirement of the LCME (accreditation) for students to evaluate their evaluators.

All educators that provide feedback on the student will need a profile created in E-Value.  The information that is needed is:

  • Name (First, MI, Last):
  • E-mail address:
  • Level of practice (attending, resident, fellow, ARNP, etc.):
  • Area of practice (PEDS, FM, IM, etc.):
  • Date of birth (unique identifier):
Pediatric Tracker

When accessing the Pediatric Tracker, use the following URLs for you as the site director and to show students where they need to log in. All access is controlled by using your UW Net ID and passwords.

Remote Site Instructor View: Dashboard Report

https://courses.washington.edu/pedsclrk/dashboard/

Student View: Assignment Tracker

https://courses.washington.edu/pedsclrk/tracker/

All monitoring of completed assignments is done by the medical student clerkship administrators.