Meeting with Course Director to formulate questions : Each student is then expected to sit down together with the appropriate Course Director(s) in order to establish common goals and identify questions that either of them may wish to pursue about the given course. For example, a Course Director may want to introduce into the questionnaire a series of inquiries concerning a new component of the course such as a series of small group discussions, a new lab exercise, use of web-based instruction, etc.

Prepare questionnaire, distribute, collect, and collate responses : At the conclusion of the course and with the provision of appropriate clerical and technical assistance, each student must then pursue the detailed leg work involved in actually getting the evaluation done. Considerable emphasis is placed on maximal response rates.

Prepare unedited summary of Course Evaluation : The initial task is to summarize objectively the findings. Use of scantron techniques permit compilation of the quantitative responses, but considerable energy is devoted to accurate summation of the more subjective responses (which often include the most useful feedback). The unedited version will include objective reference not only to constructive criticism, but also to the occasional negative and sometimes personal commentary.

Development of an edited version : The student course reviewer and more experienced peers (usually including the Chairperson of the Student Curriculum Committee) then develop an edited version of the evaluation report. The distinction between the edited and the unedited versions lies principally in deleting personalized comments that might be inappropriate for general publication.

Submit both versions for administrative review : Both versions are then reviewed carefully by the Chair of the Undergraduate Medical Education Committee. The purpose is to assure accuracy and proper editing.

Distribution : Both versions are sent to the Course Director and the Department Chair. The Course Director is required to provide a formal, written response to the student evaluation, noting those items with which he/she agrees and thereby plans some specific change, and those items with which he/she disagrees and the reasons therefor. It is also expected that the Course Director's response will indicate the specific learning objectives of this particular iteration of the course.

Undergraduate Medical Education Committee (UMEC) course reviewer : Each member of the Undergraduate Medical Education Committee serves as the liaison to two or three courses. As soon as all the materials are available, the edited student evaluation + Course objectives + Course Director's response are then sent to the appropriate UMEC course reviewer.

Summary : The UMEC reviewer, after careful consideration of all the above materials, will then prepare a written summary which shall include minimally the highlights of the student evaluation (both positive and negative), the gist of the Course Director's response, and any other thoughts or comments the reviewer may wish to add, e.g. drawing attention to repetitive themes from prior years, etc.

Edited student evaluation + Course objectives + Course Director's response + UMEC reviewer's summary are then sent to all members of the Undergraduate Medical Education Committee at least one week in advance of the next regular meeting. Each member is expected to read the material thoughtfully and come prepared to discuss it.

With both the Course Director and the student reviewer as participants, the UMEC as a whole then addresses the evaluation of the course. Problems, issues, trends, need for change, etc. are articulated, and any specific Committee actions and recommendations are formulated.

UMEC reviewer then summarizes the discussion and recommendations and appends them to the written summary.

At the next regularly scheduled meeting of the Committee, the completed summary is returned to the UMEC for final approval.

All materials are then forwarded to the Dean.

The course summaries (VUNetID and e-password protected) are available online to current students only - Course Evaluation Summaries.

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