1. Year Three PEP Orientation Class of 2018
November 18, 2016
Welcome to the Year Three PEP Orientation.
We anticipate your excitement to being the next phase of your year three journey and want to answer many of the questions that may have arose over the last few months. Today we will discuss the following:
SCCX – Process and Procedures
3 wk Intersession Period / PEP Goals / Y3 Advising
Expectations of making the most of your PEP Experience
PEP / NBME Enrollment Processes and Procedures

2. Summative CCX Dr. Nelson
Students have already received their assigned SCCX dates

3. Y3 Intersession period
February 27th (Wk 35) through March 17th (Wk 37)
1 week of Medical Humanities
Emergency absences only; though absence policy applies with a minimum 4 weeks request for non-emergency needs however cannot be guaranteed.
1 week of SCCX, Y3 Doctoring, and Practice Step 2 CK
1 week of Vacation
Each student will be assigned to a track for the intersession period
Dr. Todd
The Intersession Period begins 2/27 and runs through 3/17 where each student will be assigned a track to complete Medical Humanities, SCCX/ Y3Doctoring Session/Practice Step 2CK, and a week of vacation.

4. Special note of the calendar and projected weeks of the curriculum that can be found on the OEC webpage.

5. Vacation/Days Off Core / PEP
Vacations
December 19, 2016-January 1, 2016
1 week during the 3-week intersession period (Feb. 27-March 19)
May take up to 3 weeks off during the PEP
Holidays
July 4th, Thanksgiving (Nov ), and MLK Day (Jan. 16th)
Other holidays as per individual clerkships
Weekends
As per individual clerkships
Days off
Requests should be submitted through the “Time Off Request Form” as soon as possible
If requests able to be granted, may be required to make up the days off
Only absences of extenuating circumstances will be considered during the Intersession Period. All absences during the PEP will follow our current policies and procedures for requesting time off through the year three form.
The PEP Director and or Responsible Faculty will determine approval of time off and student make up for missed curricular time.
Vacation In the PEP: Up to 3 weeks of vacation time is available to students at the discretion of their advisor and pending no deferral or remediation requirements.
3. Attendance
Students are expected to participate in all activities of the third year.
Absence policies of the third year remain in place during the PEP as noted in the Y3 Policies and Procedures.
3.1 Regarding Illness/Bereavement/Emergency Absences
3.2 Regarding Medical Appointments
3.3 Regarding Religious Holidays
 Students may ask to be excused from third year activities for religious holidays after notification and approval of the Core Clerkship or PEP Director or his/her designee. Absence requests should be directed to the appropriate director for consideration no later than four weeks prior to the start of the rotation.
3.4 Regarding Other Non-Emergency Absences
 Students are expected to participate in all activities of the clerkship. Absence requests of a non-emergency nature should be directed to the appropriate Core Clerkship Director or PEP Director for consideration no later than four weeks prior to the start of the rotation.

6. Y3 Core / PEP Goals Clinical Immersion Coaching Direct observation
Targeted feedback
Individualized Professional Development
Goals set forth during the Core Clerkship remain as a primary foundation within the PEP though there may be flexibility within the framework to attain these goals. Certainly by its nature the PEP is designed to be more individualized in an effort to assist students in attaining their educational goals and objectives.
4. Student Work Hours During Year Three Coursework
This policy shall apply to all Core Clerkships and PEP Selectives taken during Year Three.
During a Core Clerkship or PEP Selective, students will not spend on average more than eighty (80) hours per week in required clinical and educational activities.
5. Required activities include, but are not limited to, formal didactic teaching, hospital rounds and activities, out-patient clinic attendance, in-house and at home call, and attendance at examinations. Required activities do not include personal study time or optional educational experiences.

7. Goals Clinical Immersion Coaching Longitudinal Reflection
Clinical skills development
H & P skills
DDX and diagnostic justification
Diagnostic and therapeutic plans
Communication & interpersonal skills development
OCPs
Documentation
Patients, families, caregivers
Healthcare teams
Professionalism development
Longitudinal
Reflection
Preceptor based
Direct observation
Targeted feedback
As a reminder throughout each Core Clerkships you were directed to these foundational goals. The PEP will once again provide you with a more robust opportunity for flexibility within the elements of Clinical Immersion and Coaching.

8. Longitudinal Clerkship Advisor / Career Advisor
Career Advisor In The PEP Option
Expectations are to meet at least monthly with your Clerkship Advisor / Career Advisor
They will review your progress in the clerkships / PEP
Can review and discuss your journaling/reflections
Resource for you
During the Core Clerkships you should have received your assigned clerkship advisor and met with them at least monthly throughout the 8 months. You will now have the opportunity to either stay with your assigned advisor or select a Career Advisor from a specific advisor listing prior to the start of your PEP experience. You may choose a
Career Advisor of your own choosing from our advisor list (this maybe in your anticipated specialty or it may not) and this may envelope into a relationship you carry on into your fourth year if so choose to do so.
The goals of the advisor will again be to review your progress, discuss journaling and reflections and be a resource to you.
You will be asked today to plan your meeting times with your advisor to begin planning your PEP experience. Ms. Forsyth will cover many of the deadlines to get your planning process in place.
Week (Jan 9th – Feb 3rd) Students will be asked to meet with their advisor and plan PEP enrollment schedules
Excerpt From Y3 Policies and Procedures
7. Academic Advising
Students will be assigned a Clerkship Advisor during the first eight months of Year Three, followed by a Career (PEP) Advisor during the 15 week PEP period. The Clerkship Advisor need not be in the same specialty the student ultimately chooses, but if this turns out to be the case, the Career Advisor may, with the agreement of the student, stay on to become the Career (PEP) Advisor as well. In cases in which the Clerkship Advisor and student decide that their paring is not optimal, a request to change Clerkship Advisors may be brought to the Year Three Director.

9. Departmental PEP Directors
ANES
Reginald Bulkley, MD EM
Christopher McDowell, MD
FCM
Christopher Gleason, MD / Tracey Smith, DNP IM
Martha Hlafka, MD
MED HUM
Christine Todd, MD
NEURO
Ali Choucair, MD
OBGYN
Yahia Zeino, MD
PEDS
Tracy Lower, MD (Interim - Janet Patterson, MD)
PSYCH
Obiroa Onwuameze, MD
RAD
Curtis Settlemoir MD, Simon Bekker, MD
SURG
Jarrod Wall, MD
Departmental PEP Directors are in place as a direct point of contact should you have questions about a specific specialty or selective offering. They too can be a resource to help guide you in conjunction with your advisor.

10. Personalized Education Plan (PEP) Experiences
PEP takes place for 15 weeks, from March 20th through June 30th
Selective / Longitudinal Experiences (LE)/Individually Designed Selective (IDS)
PEP_Overview_Syllabus
PEP_Selectives_and_Schedules
Additional 3 weeks of optional vacation time available during PEP
Dr. Smith
PEP itself runs 15 wks from March 20-June 30 where students will be encouraged to work with their advisor to create an Personalized Education Plan to build on overall strengths and interest, as well as develop and enhance areas of suggested improvement. Each student will have the opportunity to select courses form a departmental course listing, create individualized courses (IDS) for specific interest areas that are not captured in the course listings, and engage in optional longitudinal experience of their interests. No Mid-Clerkship/PEP Feedback sessions will take place during the PEP, however students should be meeting with their advisor regularly. Some travel maybe required for specific PEP selectives and outlined as such in the course listings.
PEP Overview Syllabi is available on the Y3 Webpage to guide you in the selection of selective course offerings.
The Y3 PEP Course Selectives and Schedule is a directory at which a course is available for offering in a specific time frame. However, as Ms. Forsyth will direct you in the enrollment process, though you may select a course for a specific time frame there is no guarantee you will get the specific time due to enrollment restrictions.
Longitudinal Experiences – are an optional opportunities for student interested in a formal experience over a specific length of time during the PEP as offered by specific departments. Students enrolling in a (LE) will be required to be enrolled for the entire experience. A longitudinal topics list can be found on the Y3 Webpage.
Vacation as mentioned is an option of up to 3 weeks in the PEP should a student be in good standing and your advisor approves.

11. NBME Offering In The PEP
NBME shelf exams will be made available during the PEP
Friday, Afternoons
Wk 42
Wk 47
Wk 52
NBME Scores
(NOT REPORTED IN THE DEANS LETTER)
NBME - Students will be able to take up to 3 NBME exams of their choosing on specific dates during the PEP (wk 42, 47, and 52) to be held on Friday afternoons. Ms. Forsyth will instruct you in the enrollment process. Alternative dates for the NBME are not available during the PEP however may be considered in fourth year for extenuating circumstances only.
Practice NBME’s are encouraged for those departments for which you are not planning to take the official NBME or as recommended by your advisor
Dropping an exam must take place at least 2 weeks prior to the exam date; otherwise students will be charged for the exam fee. No shows will result in a student fee for the exam.
NBME scores will be reported to the students for their own personal feedback, and the student can share their score with whomever they wish. The student can determine if they would like the score added to any departmental letters of recommendation or departmental reporting documents. NO scores will be ADDED to THE DEANS LETTER. This being said, students should be aware that some departmental Residency Program Directors like to see scores and some do require a score report.
No grade for a PEP Selective will be determined based on your NBME score
SIUSOM departments will use the scores only as internal departmental progress and quality improvement, but not for determination of Pass/Fail of a particular selective or the PEP.

12. Satisfactory/Unsatisfactory
PEP Clerkship Grades
Preceptor
Residents
Nurse Educator
On-the-Fly
Observations
Clinical Skills
GRADE
Satisfactory/Unsatisfactory
Incomplete
Nurses
Professional
Behavior
Peer
Assessments
Grading overall will be structured much the same in reference to process as was found in the Core Clerkships. Faculty members and staff will evaluate students using the On-The-Fly Observation forms with daily submissions for Clinical Skills and Professional Behavior. These submission will be reviewed by the PEP Director or Responsible Faculty of the selective and processed into a Summative Evaluation Y3 PEP document and submitted for recording of final grades for each selective.
As a reminder in the development of Clinical Skills / Professional Behavior preparation by self-learning and attaining the knowledge through case reviews or patient notes for each day is expected. Thus coming prepared to discuss key topics and patient status will be inadvertently assessed as incorporated knowledge and learning preparedness work with in the domains of Clinical Skills and Professional Behavior. For example, investigating your patient findings and preparing to discuss each day is expected in preparing yourself for good Clinical and Professional development.
Unfavorable Actions / Comments: (Don’t have to share these, but this is reference point of above reminder for concerns of some Clerkship Directors)
Students not coming to clerkship prepared to discuss patient cases or topics
Fear there is an underlying gap of gaining some base knowledge without formal assessments and some students are not pushing through that gap to shine in their own development without it
I don’t have to study on clerkship rotations (student comment made on a clerkship)
Clerkship-specific
Clinical
Assessments
(e.g., CCX)

13. On the fly feedback form
On-The-Fly Web Form
Students should be familiar with the “On-The-Fly” form utilized in the Core Clerkships and the utilization will be much the same in the PEP. Students are encouraged to ask for feedback related to specific elements observed within the form.
PEP Evaluation of student performance in a selective will be completed via an online Summative Eval form for final recording of grades much like that during the Core.

14. Summative clerkship evaluation form
Summative Evaluation Y3 PEP
Student Evaluation of a Selective
Logbooks
12. Performance Evaluation
During the Personalized Education Plan (PEP) individual selectives will award scores of satisfactory / unsatisfactory / incomplete with the Y3 PEP SUMMATIVE Eval form based upon completion and faculty assessment. NOTE: PEP Selectives DO NOT have criteria for Honors, thus no “Honors” are awarded during the PEP.
Students will be required to complete a student assessment of each PEP selective for final recording of course completions.
End-of-clerkship student performance data are placed on file in the Office of Student Affairs and are used by the Student Progress Committee in making promotion decisions and also provide the substance of the dean's letters to residency program directors.
Clerkships will advise students when their individual performance evaluation has been submitted. If a student disagrees with a performance evaluation submitted by the Clerkship/PEP Director, s/he should, as a first step, discuss the matter with the respective Director. The faculty member may submit a revised evaluation form as a result of that discussion; however, if a consensus is not reached, the student may formally appeal the evaluation through the Clinical Clerkship Grade Review Process. In submitting student performance evaluation data, departments make recommendations to the Student Progress Committee regarding student promotion decisions. The SPC may accept or ask for modifications in these recommendations. Departmental recommendations are not official or considered requirements until the SPC makes a decision to accept such recommendations, and the Dean approves the recommendations.
11. Clinical Experience Logbooks in Clerkships
Students' clinical experiences are logged within all Core Clerkships and PEP selectives.

15. Remediation / Deferral
All Remediation and Deferrals will take place during the PEP as a primary rule.
Failed or Incomplete PEP Selectives will be remediated within their PEP if possible or an equivalent in their fourth year before October 1.
Failed or Incomplete selectives will need to be remediated within their PEP if possible or an equivalent in their fourth year before October 1.
13. Remediation:
Remediation in Year Three is determined on a student-by-student basis and depends on the particular deficiency exhibited. The clerkship director, in conjunction with other clerkship faculty, makes a recommendation to the Student Progress Committee regarding the activities, length, and content felt to be necessary for that particular student to complete clerkship requirements.
Core Clerkship time is considered inviolate: that is, all work or remediation for a given Core Clerkship should be completed during year three whenever possible. Limited exceptions to this rule may be negotiated, with the full agreement of the clerkship directors involved.
Deferring students will be scheduled by a central venue through the Registrar’s Office in collaboration with departmental needs to be completed during the 15 week PEP.
14. Deferral of Clerkships
Except in special circumstances, students may not defer third-year clerkships, but must take them as scheduled in the regular rotation. Approval of a request to defer a clerkship is granted by the Associate Dean for Student Affairs. It is recommended that any such request be submitted to the Office of Student Affairs at least four weeks prior to the start of the Core Clerkship. Deferred Core Clerkships will be scheduled during the Personalized Education Plan period of the third year when possible.

16. Grade review process

17. Clinical Clerkship Grade Review Process
All students shall be entitled to ask for a review of a final clerkship grade by the department and receive a timely response. All departments shall be required to substantially comply with the following guidelines. When the final grade for the clerkship is assigned, students will receive notification from the department indicating that the evaluations are complete and have been sent to the Office of Student Affairs. Students will receive a second notice when the final evaluations have been officially recorded; this notification will include a reminder of the Grade Review Policy.
If a student believes there has been an error in the grading process, or believes the final evaluation does not accurately reflect the performance, the student may speak informally with the faculty to find a resolution. However, the student is not required to pursue an informal review, but instead may request a formal review.
To begin the formal review process, a student must provide the Clerkship Director with a written document that outlines the basis for the request. Unless there are unusual or compelling circumstances, the written request, along with any supporting documentation, must be filed by the student within 30working days of the official recording of the final grade. The request for review will prompt a review of the student’s portfolio. The outcome of this review will be shared with the student before any change in evaluation is submitted to the Office of Student Affairs. The Clerkship Director, in writing, must respond to the student’s request within 10 working days of receipt of the request for review. Should the student wish to have further review of the Clerkship Director’s decision, a written request for grade review will be submitted to the Chair of the Department within 10 working days of the decision of the Clerkship Director. The Chair of the Department must respond, in writing, to the request for review within 10 working days of receipt of the request for review. The decision of the Chair of the Department will be submitted as the final grade
As outlined in the policy and procedures on the Y3 webpage, students have a formal process in review of grades.

18. PEP Enrollment Processes and Procedures
PEP Planning / Enrollment Process
Meet with your advisor to map out your PEP schedule using the PEP Overview Syllabi and PEP Enrollment Form during (Week 28-31) January 9th– Feb 3rd
PEP Enrollment Form
Enroll in your selected NBME’s
Consider any IDS’s you might submit and seek required approvals
Vacation Selections
Submit the all forms by the deadline (wk 32) 2/6/2017 to the Registrar’s Office
Once you have received your preliminary schedule (wk 36) 3/6/2017, should you have any changes contact Ms. Forsyth during the open period, after (wk36) 3/6/2016 all changes will require the ADD/DROP form.
Week 37 (3/13/2017) – Departments can access their PEP enrollment rosters
PEP begins Wk 38 (3/20/2017)
Each selective has a notification period, ensure that you contact the designated contact person for each selective your have enrolled in at the appropriate notification time (as some may vary) prior to the start of your course.
Ms. Forsyth
Week (Jan 9 – Feb 3) Students will be asked to meet with their advisor and plan PEP enrollment schedules
Week 32 (2/6/2017) PEP enrollment schedules will be due to the Registrar’s Office
Week 36 (3/6/2017) Students will receive Preliminary PEP schedules; 3/10/2017 – Open enrollment period ends, and Add / Drop forms will be required to make changes to schedules.
Week 37 (3/13/2017) – Departments can access their PEP enrollment rosters
Week 38 (3/20/2017) – PEP Begins
It is recommended that vacation weeks not be specifically requested to allow as many options for scheduling desired selectives, however should you require specific vacation weeks, please list them on your PEP Enrollment Form.

19. Questions/Resources Please contact Susan Hingle, Year 3 Director
Individual clerkship directors and nurse educators
Other contacts include:
Sian Best, MS3 Y3 Curriculum Committee Student Representative
Erik Constance, MD; Associate Dean for Student Affairs
Cherie Forsyth, Y3/Y4 Registrar
Debra Klamen, MD, MHPE; Associate Dean for Education and Curriculum
Chris Reavis, Year 3 Curriculum Coordinator
Christine Todd, MD; Director of Medical Humanities