Coordinator Resources

Practices, Processes, and Resources for UUSOM Elective Course Directors & Coordinators

This document includes resources and outlines shared practices for Phase IV Electives. It also includes instructions for administrative interactions between Phase IV Elective Coordinators and the Deans Office and medical students.

Elective Catalog

As the coordinator for one or more courses available to medical students you should be familiar with your course information as provided in the School of Medicine Elective Course Catalog. Catalog information is reviewed annually in late fall for the upcoming academic year. However, catalog changes can be made as needed throughout the year (eg, number of spots available per block). The catalog link for the AY2017-18 academic year is:

Course Registration

School of Medicine Course registration rosters are provided to elective coordinators and are available to course instructors as requested. Course rosters include:

· Students enrolled in a “block”
· Dates of attendance (duration indicates number of weeks)
· Student photos, pager numbers, HSC emails, and year in school
· Students on waiting list for enrollment
· Student name followed by an asterisk indicates visiting student

Coordinators should check rosters on a regular basis as enrollment changes can occur daily. Automated email notifications will be sent as students are enrolled in or removed from courses.

Note: Requests for research and closed course enrollment must be approved by the offering department prior to registration with Student Affairs and prior to beginning work on a project. See Appendix A for a suggested Process for Approving Research Elective Enrollment.
Rosters are accessed through:

Visiting Student information

Elective Coordinators should communicate their visiting student enrollment requirements (e.g., admission requirements, EMR systems) to the Office of Student Affairs. Additionally, coordinators should email visiting students with instructions regarding where and when to report for orientation on the first day of rotation (eg, directly to the department designation or to Student Affairs).

Canvas Course Management System

Elective Course Directors and Coordinators are encouraged to employ Canvas, the University of Utah’s chosen learning management system, for course management and communication with students. UUSOM students use this system throughout Phases I-III of the curriculum and are very familiar with its use.

A UUSOM Canvas Course Template is available at:

Creating Canvas Course Training is available at: students/programs/md/curriculum/canvas-training

Training and additional information is available at:

Student Notification & Course Orientation

Information regarding course attendance should be emailed to the enrolled students 7-14 days prior to the start of the rotation. Please include the following, in addition to any necessary department messages:

  • Canvas Course Invitation
  • Course Syllabus and Contact Information
  • Reporting location and time for the first day of the rotation
  • Electronic Medical Record (EMR) systems that will be used (this allows student to confirm accesses are current)

Course Syllabi

Elective Syllabus Templates are located here:

Introductory Elective Syllabus Template

Elective Syllabus Template

Each Elective Course should have a syllabus that includes:

  • Course Director and Coordinator contact information
  • Brief Description of the Course
  • Course Goals
  • Course Format & Schedule
  • Required Texts and/or Reading
  • Assessments and Grading System

Link to Student Handbook for:

  • Medical Student Code of Ethics
  • Standards of Conduct
  • Technical Standards
  • OEO Contact Information
  • Grading System
  • Grade or Score Appeal
  • Student Attendance and Expectations
  • Mistreatment

Academic Calendars

Current Academic Calendar

Longitudinal Mentoring for Residency

Longitudinal Mentoring for Residency is offered to all Phase IV students. This meeting occurs on a number of Wednesdays from 1-5pm during the academic year (see below for dates). Please plan to excuse students from their elective course duties during these times. 

Longitudinal Mentoring for Residency - 2017-2018
Session Date Time
Session 1 - Specialty Selections, Phase IV Schedule  1/25/17 1500-1700
Session 2 - ERAS Tokens, LOR 04/26/17 1500-1700
Session 3 - LOR, PS, ERAS CV 06/28/17 1300-1700
Session 4 - Specialty Mentoring, Program Lists 08/16/17 1300-1700
Session 5 - Interviewing, Mock Interviews 09/06/17 1300-1700
Session 6 - Interview F/U, and Love Letters, Specialty Mentoring  10/11/17 1300-1700
Session 7 - Rank Lists, Match Policy 01/10/18 1300-1700
Session 8 - SOAP 02/07/18 1300-1700
Match Day (Projected)  03/16/18 TBD

Course Specific Absence Practices

Provided it is not in conflict with SOM Policies, Elective Courses retain the authority to determine the allowable number of absences a student may have and still successfully complete their courses.

Worker’s Compensation Injury

Students who experience a needle stick, or other injury while attending to clinical duties are to be referred to the School of Medicine Worker’s Compensation Injury Policy

Student Assessment

Course Coordinators administer and collect clinical preceptor/research mentor evaluations from faculty for clinical and research electives and work with course directors to determine the course grade and submit final course grades.

Sample Preceptor Evalution AY2017-18

Reporting Student Final Course Grades

Timely receipt of Final Course Grades are critical to ensuring that students receive relevant and timely feedback about their performance, that relevant coursework is included in MSPE transcripts during August and September, and that Student Affairs can verify degree work completion for releasing diplomas in May.

All 4th year student Final Grades should be submitted as soon as possible after the course ends but not later than four weeks after the last day of the rotation. Final Grades should be entered via Tools. Elective grades can be entered individually or uploaded as a group. See instructions below: 

Best Practices for Phase 4 Elective Grade Entry in Tools

Instructions for Uploading Elective Grades in Tools

Final grade submission will be monitored by the administrative program coordinator (Nile Checketts) in conjunction with the Assistant Dean for Clinical Curriculum (Danielle Roussel, MD).

Course Evaluation

Sponsoring departments and/or divisions are responsible for the ongoing improvement and development of their elective courses and should conduct course evaluations on at least an annual basis. The suggested course evaluation includes evaluation of:

  • Course Goals & Competencies
  • Course Content
  • Course Director, Instructors, Facilities
  • Educational Methods
  • Student Assessment and Grading
  • Student surveys of preceptors and course
  • Course Strengths
  • Improvement Needs

Sample Course Evaluation Documents: 

Course Coordinators should retain at least the prior five Annual Elective Course Evaluation Forms for periodic audit.

School of Medicine Contact Information

Nile Checketts, Administrative Program Coordinator

Rachael Smith, Administrative Program Manager

Helen Anderson, SOM Registrar

Mike Aldred, SOM Academic Advisor/Scheduling

Kathleen Wright, Executive Secretary

Tom Hurtado, Director of Student Affairs

Danielle Roussel, MD, Assist. Dean for Clinical Curriculum


For any further questions please contact:

Kerri Shaffer, MLIS, M.Ed.
Director of Curriculum and Faculty Support