School of Medicine Governance Committees

Program Evaluation and Assessment Committee Bylaws

University of Washington School of Medicine

Program Evaluation and Assessment Committee Bylaws

Section 1: Program Evaluation and Assessment Committee (PEAC)

Article 1: General Governance

The following Bylaws governing the organization and procedures of the PEAC have been adopted in accordance with the Curriculum Governance Committee Report that was finalized in February 2014 and approved by the Medical School Executive Committee and the Dean.

Article 2: Authority and Accountability

The PEAC is delegated authority by the Curriculum Committee and is accountable for providing expertise and advice to assist UWSOM in achieving compliance with the following LCME standards:

Standard 8.4 Evaluation of Educational Program Outcomes: A medical school collects and uses a variety of outcome data, including national norms of accomplishment, to demonstrate the extent to which medical students are achieving medical education program objectives and to enhance the quality of the medical education program as a whole. These data are collected during program enrollment and after program completion.

Standard 8.5 Medical Student Feedback: In evaluating medical education program quality, a medical school has formal processes in place to collect and consider medical student evaluations of their courses, clerkships, and teachers, and other relevant information.

Standard 8.7 Comparability of Education/Assessment: A medical school ensures that the medical curriculum includes comparable educational experiences and equivalent methods of assessment across all locations within a given course and clerkship to ensure that all medical students achieve the same medical education program objectives.

Standard 9.4 Assessment System: A medical school ensures that, throughout its medical education program, there is a centralized system in place that employs a variety of measures (including direct observation) for the assessment of student achievement, including students’ acquisition of the knowledge, core clinical skills (e.g., medical history-taking, physical examination), behaviors, and attitudes specified in medical education program objectives, and that ensures that all medical students achieve the same medical education program objectives.

Standard 9.5 Narrative Assessment: A medical school ensures that a narrative description of a medical student’s performance, including his or her non-cognitive achievement, is included as a component of the assessment in each required course and clerkship of the medical education program whenever teacher-student interaction permits this form of assessment.

Standard 9.6 Setting Standards of Achievement: A medical school ensures that faculty members with appropriate knowledge and expertise set standards of achievement in each required learning experience in the medical education program.

In consultation with the Phase and Theme Committees, the PEAC will:

  • Review annual reports on student achievement toward UWSOM program objectives
  • Review annual reports on medical student outcomes
  • Advise on methods and options for both assessment of student learning and collection of medical student feedback
  • Track and report on equivalent assessment across all regional sites, including timing, content, administration, grading and interpretation

Article 3: Guiding Principles

a. Adopt procedures consistent with LCME requirements

b. Incorporate representation from across the WWAMI region

c. Foster an appropriate balance between central oversight and local initiative, innovation and site optimization

d. Encourage continuous quality improvement in the curriculum

e. Foster in meetings, procedures and decision making a culture of open discussion, transparency, and iterative consensus development

Article 4: Membership

a. Expectation of members:

  • Although members are elected to ensure broad representation of the SOM, members have the responsibility to function as “members of the whole,” working to optimize the curriculum, rather than to represent the interests of a particular constituency.
  • All committee members are expected to attend scheduled meetings and come prepared to actively engage in discussion of agenda items. Members unable to attend and participate in meetings on a frequent basis will be asked to step down.

b. Six (6) Faculty: The Curriculum Committee will appoint to the PEAC one faculty member from each of the Phase and Theme Committees with expertise and interest in areas of accountability for the PEAC. At least one of these individuals will be from a WWAMI site or state other than Western Washington. The other two faculty will be at-large and may self-nominate; one shall be primarily associated with the Foundations phase, the other primarily associated with one of the clinical phases.

c. Four (4) Students: Four medical student representatives who are in good standing, one from the Foundations phase, two from the clinical phases, and a fourth representing the MD-PhD students, will be appointed by the Associate Dean for Curriculum with the advice of the Associate Dean for Student Affairs, the Associate Dean for Admissions, and the Assistant Dean for the Colleges. At least two of the students will have begun medical school at a regional site.

d. Two (2) Deans: A Foundations Phase and a Clinical Dean from outside of Seattle will be appointed by the Vice Dean for Academic, Rural, and Regional Affairs

e. Four (4) Professionals: By virtue of their roles in program and student evaluation in the curriculum, the following individuals will be members of the committee:

  • Associate Dean for Educational Quality Improvement
  • Assistant Dean for Basic Science
  • Director of Academic and Learning Technologies
  • Director of the Objective Structured Clinical Examination Program

f. Terms:

  • Faculty will service terms coinciding with their term on the Phase and Theme Committees.
  • Student committee members will serve for the length of the phase he or she represents.
  • Dean-level members will serve three year terms renewable for one additional consecutive term.
  • Professionals will serve terms concurrent with their tenure in the administrative position.

Article 5: Officers

a. Designation: The PEAC will be co-chaired by a committee member and the Director of Educational Evaluation. In the event of multiple candidates, a majority vote of the PEAC will select the Faculty Co-chair.

b. Terms: Faculty Co-chair will serve a maximum term of three years as co-chair.

c. Duties:

  • The co-chairs are expected to work together to set agendas, lead meetings, ensure adequate and appropriate documentation of meetings and decisions, and convene task forces and special groups as needed.
  • The PEAC will actively liaise with the Phase and Theme Committees and make recommendations to the Curriculum Committee
  • PEAC will submit at least annually, a written report on its areas of accountability, the activities undertaken, issues, resolutions, and the curriculum assessment outcomes to the Curriculum Committee, the Associate Deans for Curriculum and Student Affairs, and the Vice Dean for Academic, Rural and Regional Affairs.

Article 6: Procedures

a. Meetings

  • Will be called by the co-chairs
  • Each committee meeting will be chaired one or both co-chairs, at the discretion of the co-chairs. At least one co-chair will be present at each meeting.
  • Will occur at least bi-monthly beginning in October
  • The co-chairs may call special meetings for the purpose of hearing reports, discussing matters of interest to the curriculum and seeking the committee’s advice.

b. Ex-Officio Members

  • A number of individuals actively involved in conducting and directing assessment and evaluation activities in the curriculum, including faculty and professional staff members, may also be invited to participate in the committee as ex officio members.
  • These individuals might include faculty and staff members of the Division of Medical Education and Evaluation and faculty and administrative staff from all sites responsible for evaluation and assessment.
  • Although these individuals may participate in committee discussions they will not vote.

c. Parliamentary authority: The conduct of meetings will be governed by Robert’s Rules of Order.

d. Voting:

  • Voting members are the faculty, students, professional and dean members not including the Director of Educational Evaluation
  • Student members will not vote on student appeals of grades.
  • Quorum: The quorum required for meetings will be more than 50 percent of the voting members. All items brought before the PEAC will be decided on by majority vote of voting members present, including the Faculty Co-Chair but not the Director of Educational Evaluation
  • Tie votes: The vote of the Director of Educational Evaluation will be cast only in the event of a tie vote of the committee members, including the Faculty Co-Chair.

Article 7: Communications, records and approval

a. The co-chairs of the PEAC will be responsible for ensuring that administrative staff keep accurate records of all meetings. A full set of minutes of each meeting of the PEAC will be retained for at least 10 years.

b. All decisions and recommendations made by the PEAC will be kept in a permanent, dated log and will be transmitted to the Curriculum Committee.

Section 2: Management of Conflicts

When conflicts occur, resolution will be attempted through iterative discussion with PEAC and the Phase and Theme Committees. If conflicts cannot be resolved in this way, PEAC may seek advisory input directly from the Associate Dean for Curriculum. The Associate Dean for Curriculum may decide to place the issue on the agenda of the Curriculum Committee and/or request broader discussion and input from the regional leadership and other stakeholders as appropriate to the issue under discussion. Ultimate authority and decisions rest with the Dean of the UW School of Medicine and are delegated by the Dean to the Vice Dean for Academic, Rural and Regional Affairs as Chief Academic Officer.

Section 3: Ad Hoc Subcommittees

In conducting its business, the PEAC may appoint ad hoc subcommittees from time to time, as these may become necessary for transaction of business of the committee, provided the purpose of any such subcommittee does not fall within the jurisdiction of an existing Phase or Theme Committee.

Section 4: Amendments and Other Provisions

Amendments to the PEAC bylaws will be presented to the Curriculum Committee for review, discussion and a vote.

Approved by the Curriculum Committee on: 22 October 2019