Medical Student Program

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Instructions for Student Directors:

Last updated 08/2022

1. Contact Curricular Affairs, David Rachleff and cc Amariah (Jacalyn) Flagg and [email protected]
2. Contact faculty advisor and former coordinators
3. Day/Dates/Times and Classrooms: Please note that classrooms must be reserved 4-6 MONTHS in advance, so we will automatically reserve a classroom for the same day and time as last year. If you want to change the day and time, you must contact Ida 4 months before the quarter starts.
4. Room Reservations: The Med Ed coordinators will adjust your room reservations based on the dates you give but please let them know if your dates have changed (before and during the elective). We need to cancel any dates you will NOT be using (at least 3 days in advance) or we will be charged $135 per room reservation that is not used.

1. Schedule lectures and create syllabus. Faculty need to be asked about 4-6 months in advance for their lecture date because they block out their patient schedules about 4-6 months ahead of time.

1. About one month before the course starts, provide the following information to Medical Student Program Coordinator Amariah Flagg and [email protected]
   1. Confirm Dates of the elective (usually we reserve the room for more dates than we actually need)
   2. Anticipated # of participants
   3. Listing of course topics, a syllabus, or description of course content
   4. List of anticipated expenses. Usually copies, equipment, parking passes, and maybe one lunch.
   5. Also, make an appointment with coordinator to review attendance system and how to handle expenses. One person should be in charge of this duty.

1. Advertise your course: in addition to the course catalog, you can make fliers, send an email to student list serves. Be sure to send David Rachleff an email asking him to post your course on the student web portal calendar. Please see below for contacts at other schools.
    
2. Two weeks before each lecture, send a reminder email to the lecturer. Send another reminder email to the lecturer one week before the lecture.

1. During the course, email scans of completed attendance sheets to Ida weekly, track attendance, coordinate lecturer’s technical needs, handouts, and parking stickers (see below for more info)

1. During the course, act as host to lecturers, thank them, help with setting up laptop, and give them parking stickers.

1. Distribute and communicate the following to the enrolled students:
   1. Syllabus or course description
   2. Grading and Attendance policy information included on weekly attendance sign-in sheet (please see template). Students must submit wet signature; electronic signatures for attendance are not permitted.
   3. Remind course director to send you the course roster list from the “UCSF Grade Reporting” site. Check attendance record and warn students if they need to add.
   4. Remind students they are responsible for adding or dropping the course.
   5. Warn students if they have not attended enough sessions to receive credit. They must attend 8 sessions.

1. At the end of course, request from Med Ed Coordinator the course roster and compare with your attendance sheet. Send final attendance sheet with P/NP grades to Med Ed Coordinator.
2. Recruit student coordinators to take over next year through OGIG.

Note for Surgical Skills Elective: You are allowed to recruit MS4 Life Stages teaching assistants to teach Pelvic Exam and Vaginal Delivery simulations (if faculty are not available to teach).

Grading and Attendance: Grading is on a pass/fail basis (or the equivalent in Nursing & Dentistry). Attendance is the only SOM requirement. Each course must offer 10 hours of lecture for 1 unit of credit. However, we recommend that you offer 11 lectures in case one lecturer needs to cancel. That way you will not be scrambling to fit in another lecture. Students must attend 8 hours of every 10-11 hours of lecture offered and complete any other requirements (field trips, etc) in order to Pass the course. If a student misses more lectures than allowed, the student must complete make up work in the form of a short paper or presentation to be assigned by the student coordinators and approved by the course faculty advisor.

Attendance Tracking:

The course student coordinators will receive a Google workbook with attendance tracking templates. Student coordinators are responsible for adding the student names to the attendance sheet,and making it available to the students to check in with. Alternatively, you may print out an attendance sheet and fill out the google sheet on a weekly basis. It is very important that you sort the students’ names on the list alphabetically. Your course faculty advisor can check your course roster online at http://saawww.ucsf.edu/admission/faculty.html.

At the end of the rotation please use the tracking worksheet to provide a complete list of make-up work assigned, completed, and approved by the course faculty advisor. The faculty advisor is then responsible for submitting the grades online with the registrar’s office.

Use these attendance sheet templates (request access from Amariah (Jacalyn) Flagg):

• • 170.02 - Syllabus Attendance Sheet
  • 170.04 - Syllabus Attendance Sheet
  • 170.06 - Syllabus Attendance Sheet
  • 170.08 - Syllabus Attendance Sheet
  • 170.14 - Syllabus Attendance Sheet
  • 170.13 - Syllabus Attendance Sheet
  • 170.03 - Syllabus Attendance Sheet

Handouts and copies: Due to remote work of UCSF staff, make arrangements for copies and print-outs with the Med Ed coordinator, Amariah (Jacalyn) Flagg several weeks in advance.

Parking stickers for lecturers: We provide parking stickers for lecturers. Please email Amariah at least three weeks before you need a parking sticker and provide the date of lecture and lecturer’s name. You can come to Mission Bay to pick up the parking stickers by arrangement, or the stickers can be sent via inter-office mail to the Student Lounge on Parnassus Campus, where you can pick them up from Dennis Chan. (Please note that inter-office mail can take at least 3 days to arrive so please give the Med Ed team as much advance notice as possible.)

Lunch and other expenses: Do NOT pay for anything yourself. We will NOT be able to reimburse you. Ask the Med Ed coordinator to make purchases for you with the dept account. This saves money and time for you, the Med Ed team, and the finance staff.

To advertise your course to other schools (info updated 7/25/17):

Send your announcement to the following and be sure to let them know who the message should be sent to (i.e. first and second year students or all students)

School of Nursing: https://nursing.ucsf.edu/content/course-advertisement

*You must complete the form on this website to advertise electives to nursing students. Flyers can be attached on this form.

School of Dentistry Student List Serve: email [email protected] or contact their Educational Services office, 415-476-1101.

*They also accept course flyers. Email is preferred but calling with questions is okay too.

School of Pharmacy Student List Serve: email [email protected] or contact their Curricular Affairs office, 415-502-5373.

*They also accept course flyers. Email is preferred but calling with questions is okay too.

 

At the end of the elective, OGIG year--please write Amariah Flagg and [email protected] for the new year student leaders.