UMSC Meeting AgendaSaturday January 19, 2019

HOST SITE: Urbana (WebEx only)Breakfast @ 9:30 AM; Meeting begins @ 10 AM

University Medical Student CouncilGeneral Board Meeting Agenda, Meeting 3/4 AY 2018-2019

January 19th, 201910:00 AM, Urbana Campus

WebEx Meeting InformationMeeting link:

https://uichicago.webex.com/uichicago/j.php?MTID=m6e16ac2ffe47c08c94dbccaba42cc131Meeting number:

807 494 340Password:JAu34w9B

To join the video meeting, click this link: https://meet.google.com/pac-ackt-rdbOtherwise, to join by phone, dial +1 978-261-7319 and enter this PIN: 193 336 878#

1. Roll Call (Attendees, please put your names here):

Alex Martelski, Jonathan Jou, Craig Kym, Dean Kashima, AJ Heaps, Ben Kay, Meg Van Der Bosch, Matthew Durst, Josh Baalman, Joan Marc, Petra Majdak, Ajit Augustin, Marty Schaeffer, Ryan Dahlberg, Dean Hall, Shresht Iyer, Kyler Shin, Stephanie Grach, Christina Tsai, Anne Williams Darrow

2. Opening and Introductions (10 min):

Medical Student Learning Environment, Dr. Tim Lacy

Compiling a report for April. Dr. Lacy may join later in the meeting, TBD. We will definitely hear from him in March closer to the completion of the report.

3. Updates: Campus President Updates (60 min):

1. Chicago (Joan)1. 1/30 - Dialogue with the Deans on Academic and Career Advising. We plan to

host this as a WebEx so that other campuses can join the discussion since it is highly relevant following the LCME visit.

2. 1/31 - Focus groups to follow-up discussion from the fall’s Issues that Matter forum on advising and financial aid.

3. 2/27 - Hosting Chicago campus Leadership Retreat4. At our recent Dean’s Meeting, Leila Amiri (Director of Admissions) discussed

having UMSC send out an email to admitted students sometime in the spring to welcome them in an effort to expose them to our community early on.

1. Further in the application cycle, campus presidents are encouraged to provide a correspondence to students admitted to their respective campus. We did this this past year at Chicago about a week before the deadline to accept an offer of admission and it was received really well.

5. Natasha (secretary) is going to start sending out a feedback form prior to meetings for students to send in comments or concerns about happenings on campus.

1. GOAL: make meetings more productive and helpful, increase efficiency2. This idea came from Josh Baalman at Rockford (thanks guys!). 3. Is there a potential to debrief on broad comments from each campus at

UMSC meetings as to identify potential systems problems?6. Our most recent edition of The Medical Messenger is in the publication stage

and will be distributed to students this coming week.7. Several student leaders from various student groups (LMSA, SNMA, SDIC, CCA)

met with Leila Amiri to discuss the apparent decrease in diversity representation in the Class of 2022 in an effort to coordinate initiatives to increase representation to a level

1. SNMA, LMSA, and other minority groups will reach out to underrepresented students throughout the application process to facilitate conversation and exposure

2. Leila plans to continue working with student leaders to continue increasing diversity involvement.

8. We are in the process of restructuring the allocation of funding for student organizations in order to maximize the amount accessible to organizations that do not have supplemental funding. Using a tiered system, we will be able to award more money to organizations that have trouble hosting events for lack of departmental support.

1. Especially to optimize funding for groups that have departmental support

2. Groups that do not receive $ from departments or dues would have commensurate adjustments in CMSC funding

9. Questions/Concerns1. JJ: UMSC email to the accepted students - should this email represent

the sender as “Student Govt” or just “a student” with the aim of not intimidating students

1. JM: showing that student government is involved and engaged with campus, and showing that the message is coming from the overarching body for all the campuses would be good things

1. Finding other connections for post-admission pre-acceptance emails

2. JJ: When would Dr. Amiri be rolling this out? I think new board should write this to make the continuity better. Next meeting is March 9th.

1. JM: Second look day will be March 26th, so March 9th leaves sufficient time to make it the new board that connects

3. AM: questions about getting students from Rockford/Peoria involved in the Diversity & Inclusion efforts to connect with applicants/accepted students. How can students get assigned applicants to connect with and are the emails going to be templated to reduce the barrier to entry.

1. JM: Will have to follow up on this4. SI: We discussed in Chicago the idea of having student admission boards

from each campus involved with UMSC 1. KK: have an existing group of UMSC student representatives to

the Committee on Admissions and will want to make sure that they are connected with interested students at their respective campuses to develop structure and process.

2. JJ: every campus already has one student that sits on the admissions committee within UMSC

3. KK: there is now an assistant director of admissions at Rockford, at Peoria and at Chicago, who are part of the college’s admissions office.

5. UMSC Roster: https://docs.google.com/spreadsheets/d/17b7qZ8k4NqiJDrHn4zK_4xe0KUyc4OL5vH8lHNu8_Js/edit?usp=sharing

6.2. Peoria (Matt & Austin)

1. Campus Events1. Welcome Back Party, Variety Show, Blood Drive

1. Working to increase number of casual events that student can come to to take a break from studying and socialize

2. Numbers from Blood Drive still pending, Matt to f/u locally2. SnowBall 2/9

1. East Peoria Embassy Suites 2. Registration Form has been provided to Urbana...PM confirms

2. LCME Student Satisfaction1. Peoria has decent satisfaction scores → bring data to students for

transparency1. Working with Dean Doherty to improve student access to

information1. Perception: vocal minorities who are overtly

satisfied/dissatisfied, so we want to give people the real zeitgeist of the campus

2. M1s/M2s having regular student forums at the end of blocks - completely informal and student-directed

1. Share thoughts/comments/concerns about what’s happening on the campus and in the curriculum

2. No current forums exist for M3s/M4s with similar parameters

1. Working to try to establish the same process for M3s and monitor impact on ability to communicate with admin/SGA

2. Possibly including in already mandatory M3 events (Longitudinal Skills Sessions)

2. CK: I’ve attended several of these student-led forums, often over lunch; effective in allowing people to share satisfaction as well as concerns

1. Current satisfaction level higher now than it has been in a while - I believe that this environment has contributed to overall satisfaction

2. M1s and M2s have regular student forums without admin; trial for M3s and M4s this spring

3. Interview with Dean Candidate (3 students in attendance (thanks!): Christine Pak M2, David Jackson M2, Matt Schaeffer M3)

1. Goal: improve student attendance, poll outside the attendees for questions for the candidate

2. Impression: qualified and personable4. Good stewardship of campus funding → slower burn rate than last year

1. We may have extra funding available toward the end of the academic year; no rollover, would plan better events

5. Working on local SGA Constitution changes1. Change election cycle: earlier in spring so that the execs have more time

to do team-building and professional skills over the summer before M1s arrive on campus

2. Vote on these language updates and other updates at the next SGA meeting in February

3. AM: leadership development course/curriculum as requirement of the elected officers?

1. MS: Dean Doherty has led such courses at the undergrad level, she and the elected execs will decide what is most appropriate

4. JJ: may want to make sure that this is aligned with UMSC election cycle 5. MD: formal handover of power doesn’t take place until end of AY and

switchover in the summer1. Thus, you can mirror this: keys to the kingdom don’t get handed

down until some months after the election2. KK: remember summer term starts at the end of April now

6. Concern about grading in Phase II Electives (P/F or graded?)1. Students and faculty have all expressed concern regarding this

1. Faculty have noted preference for a graded Elective system2. CK: M2s have no information on whether Electives will be

graded and Optimizer schedules are due soon

1. Students also have a very strong preference for maintaining the traditional 4-point grading scale

2. What are the optics when PDs look at “Pass” on an application?

3. In summary: students want to know what direction we’re headed so they can make Optimizer decisions

3. JJ: My understanding is that the M2s across campuses will enter clerkships with a new grading system: Honors/High-Pass/Pass/Fail

1. PDs need to differentiate quickly who worked harder, scored higher, etc.

2. The 4 point scale will exist for the core clerkships3. Ongoing debate on Electives

4. JH: I sit on the CCIA and it is not final yet what the clinical grades will be; the OAP replacement with HHPP system is NOT finalized, still a proposal

1. Encourage students to bring these concerns and comments to the attention of that committee

7. Need to schedule follow-up Issues that Matter session with Dean Kashima8. JJ: For M1/M2/M3 feedback forums; Chicago does something similar with

student curricular boards, being folded into CCIA?1. Student involved in this is Sarah Russell - may want to reach out to her

to get her input/strategy9. JH: CCIA meeting is always the first Wed of the month; please refer comments

through the CCIA Representatives (check the roster for contact information)10. JB: Another point of tension is the idea of comments on the MSPE - on a

changed grading scale, how will that affect the comments and reflect changing expectations for new students

1. KK: Comment for CCIA Reps and UMSC as a whole, in the current core clerkship evaluation form, there are two sections, one for feedback to student and one for comments to be included in the MSPE

11. JJ: do M3s have any idea what the MSPE actually looks like? ( Link to information on theAssociation for Medical Colleges website <https://www.aamc.org/members/gsa/54686/gsa_mspeguide.html>)

1. JB: Nope.2. JJ: Dean’s letter at the beginning, very flattering, then the 3 things you

think you are (self-submitted), then it shows the OAPF curve with an arrow indicating where you stand, then comments from the clerkship fall below the graph

3. Encourage students to communicate with student affairs deans to share MSPE template earlier in education

3. Rockford (Josh)1. Dialogue with Dean Stagnaro-Green (DSG) January 9th

1. Discussed curricular changes and potential expansions at the health sciences campus.

1. Higher level things coming down the road (e.g. social work)2. Back to School Social January 9th in place of monthly RMSC Meeting. Next RMSC

meeting is February 6th.

1. I am expecting student feedback regarding Block 8 of the new curriculum, as well as the upcoming overlap. Specifically for the Block 8 - the mandatory component is one that concerns students.

2. Going through the normal channels of feedback for curricular changes, important to M2s.

3. RMSC Exec Meeting with DSG January 16th1. Followed up on punctuality concerns (for providers) and student

mistreatment.1. Certain providers being “persistently, consistently, egregiously

late” 2. New business included:

1. Discussions about elective transparency and scheduling as electives are housed in a third different office in the last 7 months.

1. Students are uncertain who to turn to for information.2. Updated information regarding the upcoming overlap

1. Most of the rotations do have a game plan in place2. Have pressed the clerkships on delivering information

to students swiftly4. Without the White Coat Initiative

1. Social media connection highlighting medical students’ talents, interests, and experiences outside studying to become a physician.

1. Foster inter-campus connections as well. 2. Contact Aisha Bhatti (abhatt32@uic.edu ) if you are interested!3. https://www.instagram.com/withoutthewhitecoat/?hl=en

5. Winter Formal is February 9th1. The theme is the Yule Ball :)2. Ticket form - reach out to Josh or Christina for the information, open to

all other campuses6. Questions/Comments

1. JJ: Does it feel like things are in flux from creating the electives or that students are not being told in timely manner?

1. JB: We’ve been given several different lists and there is no clarity about how to engage a clerkship (e.g. some students have reached out ahead of time to “reserve” a slot)

1. The most recent information distributed has clarified things by sharing M4 schedules so that students have a better idea of what is available (M4s have selection priority)

2. JJ: is students reaching out “early” a problem at Rockford? Because it happens in Peoria but has not yet become a problem

1. Want to avoid professionalism issues that might cause problems with ERAS

3. JB: No malicious intent on the part of students; no one was barred from reaching out but not everyone was aware of this option; students are encouraged to find their own opportunities

1. JB: Tension between student and administrative definitions of Electives:

1. Students - I want to try this to see if I like it2. Administrators - We want students to expand

their knowledge base 3. JJ: both are right in some regard, and this may

reflect the divide between M3 and M4 elective selection criteria

2. JJ: we will connect this feedback on electives to the college executive committee, who are definitely actively discussing the process and content of electives

1. JB: Christina and I are drafting a document to provide to DSG

7. PRO-TIP (Brought to you by UMSC ©): DO NOT PUT ANYTHING ABOUT MEDICINE IN YOUR HOBBIES SECTION ON ERAS

4. Urbana (Ben)1. Spring formal

1. Thanks to Peoria for inviting our students, we will invite our students1. We’re disseminating the info to the student body

2. Most students still interested in doing something local, planning for Mar 8, date still not set in stone

1. Dinner at a nice place, something a little less extravagant than the snow ball

2. Graduation questionnaire1. We are reviewing results from 2016-2018 to characterize trends and

ensure that proper steps are taken to remedy situations1. What graduating M4s have thought (impressions, experiences)

about their experience2. Goal is to optimize experience for students completing their

time in Urbana as well as providing info to Carle2. This year’s students being encouraged to fill it out.

1. AAMC opens it up in Mid-Feb, will be encouraged to fill it out at one of the mandatory meetings

1. Cap and gown covered by administration if students fill it out

3. Legacy1. Still coordinating with CICOM for activities and support to make sure

their and our students are integrating well1. Some tension still exists despite mingling and mentorship taking

place2. Want to make sure that attendings allocate their time

appropriately and provide resources for the Urbana students in their clerkship/hospital experiences

2. Concerns exist among students that Urbana isn’t and won’t receive the same amount of attention going forward with the campus closing

4. JH: Combined medical student bowling night between CICOM and UICOMUC1. CICOM students can also participate in our research day, many have

already submitted abstracts2. JH: periods when CICOM and UICOMUC have students that have the

same level of medical school training

1. PM: key will be to be responsive 2. BK: working with CICOM to make sure UICOMUC

4. Executive Board Report: (60 min)

1. President1. All-Campus Field Day Summary

1. Held on December 1st, 2018, Student Recreation Facility (Chicago)2. Total attendance: 38 students, plus 4 spectators3. Total cost: $2,000 (budget estimate $2,500)

1. Cost can cover increased participation without dramatically greater need for funds

1. If it got much larger, may need bigger space (this is the primary cost)

4. 6 events, 6 gaming stations5. Catered Portillo’s and Giordano’s

1. Winner: Chicago by 121 points, Peoria 120, Rockford 746. Formal feedback being finalized to be presented at final UMSC meeting

1. Feedback form based on FMS template1. Should allow us to gauge overall success and make

some objective decisions about its future7. Discussion: Should we begin seeking a committee to plan next year’s

event or wait until post elections to let new administration decide?1. MD: wait until the feedback comes back, discuss during AY

Meeting #4 in March and then make a decision regarding committee vs new board

2. JM: were there thoughts about getting buses for the other campuses to bring students up to Chicago?

1. JJ: Yes it was discussed, the decision was ultimately made not to use the buses because the student/cost ratio was high, the cost for buses in Peoria is higher, and student timing would be restricted by a bus

1. But perhaps makes better sense if students are coming from Chicago and traveling to the outside campuses/third party location

2. Treasurer1. Pins = In -- I was going to give them to the Peoria and Urbana representatives

this weekend, but winter apparently hates school spirit. BOO WINTER.1. Coming to Peoria next weekend, can give Peoria and Urbana pins then

1. Peoria: Dean Doherty or Jaymi Belcher1. Stephanie to come to Peoria the weekend of 1/262. Ben Kay can maybe get them from Peoria when he is in

closer proximity 2. Student affairs deans having a retreat in Chicago on 1/20 and can

deliver pins there and SA deans can bring the pins back to their campuses

3. Pins to be distributed at each campus and followed with an email from UMSC on meaning and context

1. Executive Board to review drafts4. Who should get it from Chicago? Can be dropped off at Chicago OSA

and distribution determined by CMSC.

2. Budget for reference3. Vice President

2. UMSC “satisfaction” survey - Will be sent out in early Feb to all UMSC members to get feedback on the group to see what we can do better to make sure your time is well-used

1. Med students first and want to make sure UMSC is respectful of that3. I will be reaching out to all college committee reps individually to see if they will

stay on for next year, so we have a clearer picture of which positions our sites need to recruit for next year

1. At the next meeting, Matthew Durst will try to supply a list of positions that need to be filled so that campus presidents can plan over the summer and start recruitment

4. ELECTIONS will be held next UMSC meeting1. We need an elections chair (someone not running for UMSC exec board) 2. If you would like to run for any of the office, please see the constitution

for office descriptions/duties, and feel free to reach out to current E-board for information about each position.

3. Nominations followed by balloting will proceed through the offices in the following order: President, Vice President, Treasurer, Secretary, and Historian. The same person may be nominated for more than one position.

4. Students wishing to run for President will submit a written platform to the Elections Chair at least 7 days prior to the final UMSC meeting.

5. The Elections Chair, in consultation with the UMSC Advisor, shall determine if submitted nominees fulfill the requirements to run for UMSC President, including:

1. Currently serving or having served as a UMSC member in good standing prior to taking office.

2. Ability to carry out duties for one full term.5. Other people running for any position can also write a platform and send to the

elections chair 7 days before the next meeting to be distributed with the president platforms.

6. Matthew Durst will send out information to select the Elections Chair between now and the meeting in March

4. Secretary2. No new updates or projects to discuss.3. Questions of efficacy or efficiency can always be directed my way!4. Additionally, please share ideas for UMSC bureaucratic improvements directly

with me, or through this link if you prefer anonymity: https://goo.gl/forms/2Ppzp5H9ICZWxnaB3

5. Webmaster/historian: 2. No new updates, continue to send me updated info about clubs/organizations

as needed3. Any specific questions about being webmaster/historian, please hit me up!

6. OSR2. Notes from OSR representatives Ushasi Naha, Robbie George about Learn Serve

Lead Conference in Austin: https://docs.google.com/document/d/1KuNFS6R1dwHLvjiQdDbhWxnnaU6aSq_jsvTYMDWj81A/edit

3. Idea: presenting on Synthesis weeks/Synthesis block at next LSL1. Interested in gaining access to student survey responses after synthesis

weeks/synthesis block 2. Possible to present within OSR (only medical students) or for general

conference (would it be possible to co-present with Deans? Any interest?)

3. KK: suggest reaching out to Dean Yingling and her Medical Education Data Group regarding this idea

4. Idea: Implementing Feinberg’s idea of an automatic appointment with school-associated social worker/therapist/counselor before the start of each clerkship

1. Is this a good idea? Do you think students would be receptive to this idea?

2. If there is interest, can reach out to Feinberg representatives for more info on how it works

3. RD: Resource limited, but possibly would be possible if scheduled on a less frequent basis: once per semester or something like that; important to lower the barrier to participation, which is key to changing behavior

1. AM: see the book Switch by Chip and Dan Heath2. MD: what is the status of opt-out M2 appts with counselors?

1. KK: There is discussion at a higher level (UIC Chancellor’s Task Force on Student Mental Health- Cory Reiter and Dean Kashima are members) about the idea of students training with more positive preventive options like resilience training. Information about

student interest at each campus in “opt-out” appointments would be helpful.

4. RD: we’ll try to get some student feedback across campuses on what they think

5. Idea: Inter-healthcare-professionals meeting or luncheon with medical students, nurses, technicians at the start of a clerkship

1. Student interest? Feasibility - would this work only at certain sites/campuses?

2. RD: what does each campus do in regard to this?1. JJ: last year we had longitudinal skills with an interprofessional

day; did cases with nursing/social work students from Bradley (local college)

1. Anecdotally helped me understand focus areas and vocabulary (e.g. PT vs OT)

2. JM: In Chicago we have something similar, a ½ day in M33. JJ: How can students get a better relationship with Techs, especially in

surgical specialties? Difficult to cultivate those relationships. 6. Question for UMSC

1. OSR committee on diversity & inclusion wants to compile student-driven diversity/inclusion initiatives that have been created, as a database for students to see what other schools are doing and potentially implement at their own school

2. What are some initiatives that UICOM students have created (on any of the campuses) in relation to diversity & inclusion?

3. If possible, provide contact info for who Ushasi could speak to in order to get more information about the initiative

7. Gold Humanism Faculty Tow Award1. Relatively poor response rate compared to in the past. No nominees

from Peoria. Should we move the voting for the award to the March UMSC meeting. Also, does a representative from Urbana want to distribute the nomination survey? (haven’t done this in the past due to no OSR rep there)

1. RD: in the interest of getting a better pool of nominees, we might be better off delaying voting until the March meeting

2. AM: Peoria uncertain that we received the surveyto nominate faculty1. RD: We’ll double check with local OSR rep and make sure it was

distributed2. JJ: Review process to see if helps with response rate to do

faculty survey at the same time as peer survey7. Advisor’s Report (Dean Kashima)

2. Executive Dean Search Update (Joan Marc UMSC representative to Search Committee)

1. JM: candidate met with 5 students in Chicago and via WebEx from outlying campuses. Interest from students in joining for candidate lunch - restricting to leaders and collected questions from other students.

1. For future meetings - is it feasible to open up the invitation to other students?

2. KK: as the student rep to the search committee, Joan can clarify by inquiring with the Office for the Vice Chancellor of Health Affairs (VCHA) for permission to open it up to interested students. Lists of student government leaders were provided by campus student affairs offices.

2. JM: the second finalist will be this coming week, information will be made available on the search website w/ another email on Mon.

3. Uncertain on final decision, but likely shortly after the final candidate completes the interview process; likely end of Jan; start date also uncertain as it depends on the candidate.

1. KK: VCHA hope is to have them start as early as April/May/June2. Also want to say: Joan did an excellent job representing the

student body. Thank you, Joan!3. LCME (accredited term yet to be determined) Action Plan

1. Upcoming dates 1. Four areas of noncompliance:

1. Strategic planning2. Academic advising3. Career advising4. Financial aid/debt management counseling

2. Consultation with LCME Secretariat February 5th and 6th1. An option available to all colleges actively engaged in

remediating noncompliant areas3. Deadline for submission of plan to LCME April 1st by

Accreditation Monitoring and Quality Improvement Committee2. College strategic planning process

1. Student representatives selected by UMSC Executive Committee- Alex Tang (Peoria- M3), Olivia Lanser (Chicago- M3), Saagar Pamulapati (Rockford- M2)

1. Jonathan Jou made the request for the 3rd student representative on behalf of UMSC, approved; now have one student from each campus

2. Outside consulting company is called ECG (also being used by the U of I Health and Hospital System)

2. JB: thank you for asking for an additional UMSC rep on that strategic planning committee, it is appreciated

3. Issues that Matter Follow-up: Financial aid, academic and career advising at each campus by student council and student affairs to be scheduled in February or March

1. KK: Work with student government reps and student affairs deans to schedule follow-up meetings with students at each campus.

1. Financial aid and debt management1. Clarification of financial aid office

responsibilities2. Financial aid and debt management syllabus3. Staff augmentation at Peoria (new position),

Rockford (Stephanie Williams), and proposed

new college-wide Associate Director for Scholarships, including finding external resources and working with Advancement office (submitted to campus Human Resources for review and approval of job description)

4. Contract with Association of American Medical Colleges for resources (e.g., virtual debt management webinar and individual appointment with M4s)

5. Individual appointments offered at all campuses 1. M4s are offered financial mgmt/debt

counseling. Can choose to participate or not. Students should know that these services are available.

6. Student assignment by last name to financial aid staff member

2. Academic and career advising1. New college-wide position, Senior Director for

Student Academic Support and Achievement to oversee academic support, to offer assessment skills, and to coordinate team of staff who provide services to students at campuses. Position description submitted to campus HR for review and approval.

2. Fill vacant staff positions in Chicago’s Office of Student Affairs

3. Review of current student affairs advisor job description and clarification of role, and creation of student affairs position descriptions with various levels of responsibilities; scheduled professional development activities

1. Based on a comment in LCME findings: that there has been a lot of turnover and that there should be some staff development

4. Review and clarification of faculty role in advising

1. Hopefully get a faculty advisor starting M1 year; be able to branch out from there as specialty preference and interests evolve

2. Make sure that students have this opportunity at every campus

5. Campus review of specialty guidance and advising and college-wide efforts to address gaps

6. Development of student tools (e.g., professional development map), and educational materials

7. Incorporation and support of student led efforts (e.g., specialty interest groups, peer mentoring) in department, campus and college efforts for improvement

1. Med Sib program/mentoring programs -- coordinate these so that they’re more aligned with goals of mentoring new students

8. Coordination of services with Professionalism Theme in Illinois Medicine curriculum

4. Student satisfaction (need to improve)1. Internal surveys to be conducted in collaboration by UMSC and

COM Medical Education Data Group2. AAMC GQ information sessions at each campus for M4s:

1. Understanding importance and impact of results for accreditation— rating scale with regard to national benchmarking (only very satisfied and satisfied considered acceptable)

1. Red flag for accreditation when students put responses of “neutral” “dissatisfied” and “very dissatisfied”

2. Understanding questions being asked3. UMSC online student feedback system-compliments and

concerns (Need assistance with feedback about form content)1. UMSC exec committee will take a look at this regularly

and decide how to assign responsibility2. The model is somewhat developed with the student

mistreatment form 3. MD: instead of it being anonymous, we can state that

“before this data is submitted, it will be deidentified” to avoid open links for trolls, bots, etc.

4. JJ: will draft with assistance from SG for discussion and review at March meeting

4. Development of a journey map of student experience with advising in collaboration with M4s and UIC’s Institute for Healthcare Delivery Design (Interested? Communicate with campus SA dean)

1. Student Affairs Deans are having trouble with recruitment, scheduled for Friday Feb 8th, M4s will get release from clinical duties to participate, so please help spread the word

5. AM: any ability for remote participation? Infeasible for a Peoria student to make the 3 hour drive for one day

1. KK: needs to be in person from a design perspective according to the staff running the workshop

5. Committee Reports (60 min):

1. CCSP (College Committee on Student Promotions)1. CCSP is delighted to welcome the new student representatives Jissy Cyriac from

Chicago and Veronika Bozek from Peoria who join previous members Charlie Pierce from Rockford and Jenn Baldwin from Urbana. The addition of these representatives ensures that all four campuses have student representation on this committee and in its work.

2. CCSP met twice since the last submitted report. The next meeting is January 24th, 2019. As always, CCSP committee members observe a standard of confidentiality and the minutes of CCSP meetings are confidential. During these meetings, members work to ensure that students are progressing through the College of Medicine in accordance with our promotion policies. For students who fail to meet promotion policies and standards, the committee reviews individual circumstances to assess eligibility for granting exceptions to policy while ensuring equity for all students. There are no further issues or items that require review or discussion by UMSC membership at this time.

2. CCIA (College Committee on Instruction and Appraisal) 1. Dean Curry presented a draft of the SCEP proposal that outlines structure of

Phases 2/3, and another proposal will be needed next year to add Neurology as a required clerkship. Please correct if this is wrong, but Neurology is not currently a required clerkship for Class of 2021 due to difficulties in rolling the rotation out, particularly in Rockford where there are not enough preceptors available.

1. Committee for all UICOM has made this decision for the proposal for Neurology clerkship

2. Task Force is working on a longitudinal course that spans the core clerkship year, called “Clinical Connections and Competencies”, which allows consistent longitudinal assessment of competencies that develop over the year.

1. If you have questions, contact CCIA rep for your campus (see roster)3. Current discussion about Phase 2/3 grading structure includes making electives

potentially pass/fail and renaming the grading hierarchy for clerkships and sub-I’s. Further discussion on this topic on February 6 th at the next meeting. There was a question raised as to how a change to the new curriculum’s grading system would affect Urbana systems as program directors may be confused by 2 different grading systems from the same college.

4. Discussion and clarification regarding CCIA’s subcommittees, roles, and responsibilities

5. Dr. Yingling shared data from residency PD’s regarding our UICOM graduates as interns. Got 133 survey responses, overall PD’s rated our graduates well and would take them again as residents.

1. Training suggestions from PDs to our college:1. concern about interns fully understanding reqs of residency

training as opposed to expectations of med student environment, improve efficiency and organization in preparing to taking care of patient volume as an intern, systems level training (eg EMR), practice in prioritizing work and triage,

familiarize how to work in a clinical team environment and how to work in challenging patient situations

2. JJ: could the results of this survey be made available to graduating M4s?1. KK: would recommend going through CCIA reps for them to ask

for permission to share info3. CCA (College Committee on Admissions)4. CCSAS (College Committee on Student Awards and Scholarships)

1. Last meeting 01-10-19, next meeting 02-14. Committee is very motivated to finish review of applicants as early as possible. Currently the committee is waiting on financial aid information to be sorted out for all accepted students through the Banner system. This year there will be a major emphasis in offering scholarships to students with demonstrated financial need and selecting students who are underrepresented. Criteria for individual scholarships will not change this year due to need of approval by the college’s executive committee but will be one of the priorities for early next academic year.

2. KK: vacancies in advancement, both college and UIC, has made it more difficult to raise funds for scholarships. New position, Associate Director for Scholarships in college’s Financial Aid Office (see 4.7.2.3.1.1.3), will work on locating external scholarships for medical students and assisting students to apply for them.

5. HPSC (Health Professions Student Council)1. Nothing of note - Next meeting is this coming Thursday, 1/24; Need to check in

with executive board about available project and travel grant funding6. CTSF (Committee on Tuition and Student Fees)

1. Nothing to note, looking to meet post-Step and get updates on how the Strategic Planning and other projects are progressing

2. Process will be going in August and September, when we speak more at length with Dean Van Neck, get on top of the process early before decisions are made

3.

6. Old Business (5 minutes)

1.

7. New Business (5 minutes)

1.

8. Adjournment

1. Meeting adjourned by unanimity at 1:47 PM, 1/19/192. I affirm the accuracy of these minutes to the best of my knowledge, Alex Matelski,

Secretary.