The evaluation process is the joint responsibility of the clerk, the clinical supervisor and the tutor.
Student Evaluation Components of This Rotation Include:
1. Student’s clinical performance on wards, in clinics and in the emergency department (i.e. interviewing skills, knowledge of psychiatry, management, professionalism, attitude, etc.). This is based on clinical evaluations completed by supervisors in MedSIS.
2. Supervisor/Student completion of 6 Psychiatry Direct Observation Tool (P-DOT) forms and submitted to Lisa Kennedy (for Hamilton Students) on exam day*.
3. Completion of 4 MacDOT evaluations by residents in the PES (one for each evening shift and two for each weekend/holiday shift…numbers may vary slightly for Regional Campuses). Students will print a screenshot and submit to Lisa Kennedy (for Hamilton Students) on exam day*.
4. Students will have 100% completion of the online ECE used to monitor exposure and ensure a minimum set of experiences printed and submitted to Lisa Kennedy (for Hamilton Students) on exam day*.
5. Tutorial leader/participation evaluations
6. Performance on NBME Psychiatry on-line exam
*Students must complete their MacDOTs P-DOTs, ECE trackers by the end of the rotation, failure to do so is a professionalism issue
Student MacDOTs/PDOTs must consist of one each of:
1) Mental status exam
2) Examine for medication-related side effects
3) Assess a patient’s risk of harm to self and/or to others
AND one of either:
a) Communicate information about diagnosis, prognosis or therapy to the patient (and/or family)(4,5)
b) Provide clear discharge instructions to a patient (and/or family)
The other 6 are completely up to the student
1) MedSIS Mid and End of Clinical Rotation Evaluations
MedSIS will send supervisor/s a link for Mid-Evaluation completion at the beginning of week 3 to evaluate your progress for the first 3 weeks, and the beginning of week 6 to evaluate your End-Evaluation progress for the last 3 weeks of the rotation. If the supervisor does not receive this emailed evaluation link they are to contact the program coordinator for their site or the MedSIS administrator to ensure it was sent. It is the student’s responsibility to book a time to meet with their supervisors to complete the MedSIS evaluations. Students should also print out their online ECE tracker progress to discuss with their supervisor at each of these MedSIS eval meetings.
2) Psychiatry Direct Observation Tool Evaluations
The P-DOT has been introduced in replacement of the current "Clinical Encounter Cards" which will encourage quality learning/teaching interaction with an emphasis on direct observation and feedback. Students are expected to ensure their supervisor completes on average one per week for a total of 6 for the 6 week rotation. Students have a shared responsibility to ensure it is done in a timely fashion and not left to the end of the rotation. Five P-DOTs should be completed by faculty supervisors, and only one is allowed to be completed by a resident supervisor. Students should ensure their supervisors use the comment fields to explain or justify any concerns. Students also should pre-plan with their supervisors to fill it in together, including a next-steps learning plan. All 6 of the completed P-DOT forms should be submitted to their clerkship coordinator from their site at the exam where it will be included in the end of rotation evaluation.
3) Psychiatry MacDOT Evaluations
The MacDOT is a Direct Observation Tool pilot project for the Class of 2018. In the Psychiatry rotation students are to complete all MacDOTs while on call in the emergency department. Students are responsible for ensuring completion of 1 MacDOT for each weekday 5-11 pm shift and 2 MacDOTs during the course of each weekend on call shift (9 am-11 pm). For most students, this will mean a total of 4 MacDOTs (numbers may vary slightly at the regional campuses). Although there is no 'grade' for a MacDOT, students must achieve 100% completion by the end of the rotation or the student may be provisional for professionalism. The residents (or staff psychiatrists) with whom students work in PES will evaluate them using this tool. The MacDOT is not meant to be an onerous process for anyone involved. The purpose of the MacDOT is to provide students with ‘on the spot’ feedback, after evaluation of a particular skill (e.g. risk assessment, evaluation of capacity). A brief student guide on how to use the app is located on our Medportal site. Prior to the evaluation meeting, students are to download the MacDOT to their smartphone or a stationary computer to provide to the resident for completion. Students will be able to see their feedback on the app and on the medportal dashboard. Our program tracks their progress on the medportal administrative dashboard. At end of rotation they are to submit a screen shot of all 4 completed MacDOTs to the program coordinator at their site at the exam.
4) Online ECE Tracker
The Online ECE Tracker is a tool for program evaluation and curriculum monitoring which includes 14 items (primary presentation, procedure and ProComp). Students work on completing their ECE tracker throughout the rotation and should not leave until the end of the rotation. This is monitored by the clerkship coordinator from each site throughout the rotation. The online tracker must be printed by the student and reviewed by their clinical supervisors at the mid and end evaluation meetings. Clinical supervisors are to review and confirm the encounters have occurred. All online ECEs must be logged by the final evaluation meeting and have 100% completion rate for a satisfactory completion of the rotation. A copy of your completed online ECE tracker is to be given to Lisa Kennedy (for Hamilton students) at the exam.
5) Tutorial Leader/Participation Evaluations
Our tutors will complete a tutorial evaluation for each student. Tutorial evaluation will be based upon:
- Knowledge, skills and professionalism (attitude) demonstrated in all tutorial sessions
- Preparation (including looking up any unresolved topics which were assigned) and participation (quantity and quality) in all tutorial sessions
- Quality of the tutorial which the student leads (format, leadership, content, objectives, MCQ’s, etc.)
- Student’s general performance on all MCQ’s across the tutorials
6) NBME Psychiatry On-Line Exam
Students will write an online NBME exam at the end of rotation and require a passing mark of >60%
The final evaluation (transcript) will be a compilation of the above evaluations written in narrative format, completed by the student’s tutorial leader or the Regional Education Leader.
To successfully complete this rotation and have the final evaluation signed off by the Clerkship Director, clerks must:
- Receive a satisfactory evaluation encompassing clinical placements through MedSIS evals, P-DOTs, and tutorial evaluations
- Complete all required MacDOTs
- Maintain and complete the on-line ECE inventory in full
- Pass the NBME exam with a >60% score
The Clerkship Director will review the final assessment decision for all students.
IF you have significant issues raised on your clinical placement component, THEN you will:
- Receive an “unsatisfactory” for a major issue that needs urgent remediation, OR, receive “provisional satisfactory” on your transcript (for knowledge, clinical skills, or professionalism) when it is felt the issue can be remediated while you continue in the program.
- You will be referred to Academic Progress Committee (APC) and you will need to appear before the committee so that a personalized remediation plan can be put into place.
IF you are unsatisfactory on the NBME exam, THEN you will:
- Receive “provisional satisfactory” on your transcript for knowledge
- Be referred to Academic Progress Committee for a file review.
- APC may decide that you can arrange to re-write the exam OR they may decide that you need to appear before the committee so that a personalized remediation plan can be put into place. No re-writes can be booked without the approval of APC.
You are strongly advised to contact your Student Advisor and Student Affairs for support if you are in one of the above situations.