Student Assessment Committee

Terms of Reference

Purpose:

To evaluate and monitor student achievement throughout the medical curriculum through development of appropriate policy, review of assessment methodologies and provision of appropriate feedback to faculty and students. In doing so, the committee will be guided by relevant CACMS/LCME accreditation standards.

Specific Functions

1. Oversee the process of student assessment throughout the entire medical school program.
2. Provide guidance and support on appropriate assessment methods for faculty.
3. Review student assessment throughout the undergraduate curriculum, using scheduled reviews, course and faculty feedback, student feedback, the graduation questionnaire and other methodologies as required.
4. Develop general policy concerning:

a)    overall conduct of assessment of student learning

b)    compliance with accepted guidelines

c)    reliability and validity of assessment methods

d)    communication to faculty and students

1. Receive reports of Course Directors.
2. Develop an understanding of the role of the various tools for student assessment
3. Respond in an ongoing fashion to the requirements of the standards of the LCME as they pertain to assessment. http://www.lcme.org/functions2008jun.pdf

Role within Organizational Structure and Reporting Responsibilities

The Student Assessment Committee reports to the Curriculum Committee with respect to its ongoing activities and for ratification of any issues requiring a change in, or establishment of, new fundamental policy.  The Curriculum Committee reports to and receives ratification for major policy issues from the MD-PEC which, in turn, reports to SOMC (School of Medicine Council) and Faculty Board, acting on behalf of the Queen’s University Senate.

Implementation of Committee Decisions

Committee decisions relating to the ongoing operation and maintenance of assessment are communicated internally. 

New or revised policy issues, major assessment revisions or issues relating to the broader university or outside community require review and ratification through the Curriculum Committee and MD-PEC. It is the responsibility of the Committee Chair to make these determinations, seeking input from the Dean and Senior Associate Dean as appropriate.

Membership

Standing Members:

• Associate Dean, Undergraduate Medical Education.
• Chair of the Teaching and Learning Committee or delegate.
• Assessment Consultant.
• A Student representative from the Aesculapian Society.

Appointed Members:

• The Chair will be appointed by MD-PEC.
• The six appointed members, upon the recommendation of MD-PEC, are active faculty members representing both basic sciences and clinical departments who have a demonstrated interest and/or training in assessment. These appointments will be ratified by MD-PEC.
• Appointed members will include individuals representing each of the term committees.
• Appointed members will normally serve a three-year term.
• In order to maintain corporate memory, the terms of all appointed members will not end simultaneously.

Meeting Schedules and Procedure

• The committee will establish regular meeting times.
• Agendas and meeting materials will be pre-circulated.
• Minutes will be kept, pre-circulated before each meeting and approved by vote.
• Issues will normally be decided by consensus.  When issues require a vote, as decided by the Chair, only the appointed members will be considered voting members. In the event of ties, the Chair will cast deciding votes.
• The Chair may request the presence of non-member faculty members to address specific issues.
• The Chair may declare meetings or components of meetings “in camera” if required for specific discussions or reasons of confidentiality.

Chair and Vice-Chair

The committee will have a designated Chair and Vice-Chair, each serving three year terms that are normally renewable only once.  The Vice-Chair will assume the position of Chair at the end of each three-year cycle.  Whenever the Chair changes, the committee will select a new Vice-Chair from among the curriculum leaders.  That selection will be forwarded to the Curriculum Committee for ratification and discussion regarding supports that will be required for the selected individual.

Duties of the Chair

1. To prepare meeting agendas.
2. To review meeting minutes before distribution.
3. To ensure meetings are conducted in an efficient fashion, consistent with standard rules or order, with the procedures noted above and in a manner that allows all members an opportunity for input.
4. To ensure discussion items are carried through and appropriate mechanisms for follow-up are in place.
5. To represent the Student Assessment Committee at the Curriculum Committee and the Curricular Council.

Duties of the Vice-Chair 

1. To assist the Chair in Agenda setting.
2. To Chair sub-committees or Task Groups that may be required.
3. To carry out duties of the Chair when the Chair is absent.
4. To assume the duties of the Chair when the current Chair completes his/her term.

Administrative Support

The Undergraduate Office will provide an individual who will act as permanent administrative support to the committee.  That individual’s duties will include, but not necessarily be limited, to the following:

1. Assisting the Chair with Agenda setting.
2. Scheduling of regular and supplemental meetings.
3. Meeting with the Chair in advance of meetings, or as required, to ensure appropriate follow-up and identification of relevant issues.
4. Conducting background research and information gathering relevant to committee functioning.
5. Preparing and circulating meeting materials.
6. Ensuring that minutes are taken, reviewed by the Chair, pre-circulated, and amended, as necessary.
7. Maintaining all committee records.
8. Maintaining a log of action items and the status of action items arising from the minutes.
9. Directing all communication to and from committee members to the Chair, requesting direction for distribution.

Revised March 2011