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EAA007 Pre-Clerkship Computer-Based Examination Policy and Protocol

Policy Number: EAA007
Policy Title: Pre-Clerkship Computer-Based Examination Policy and Protocol

A. Purpose

The UTRGV School of Medicine (SOM) is committed to excellence in education and to providing students with a comprehensive medical education that will enable their development as knowledgeable, skilled, and compassionate physicians. To meet this commitment and to adhere to LCME standards1, the UTRGV SOM must provide clear standards for how students will be assessed. This policy addresses the administration examinations at the UTRGV SOM in a fair and objective manner.

B. Persons Affected

This policy will cover the faculty, staff and students participating in the UTRGV SOM curriculum and involved in the administration of computer-based examinations.

C. Policy

The Central Curricular Authority Committee (CCAC), the central authority responsible for the overall design, management, and evaluation of the curriculum through the appropriate subcommittees, monitors, and evaluates the effectiveness of the undergraduate medical education curriculum.

Responsibilities of persons involved in the administration of SOM examinations. 

Pre-Clerkship Examinations

  a. Assistant Deans for Educational Affairs, Preclerkship

  1. Establish the Preclerkship examination scheduled in conjunction with the Testing Coordinator from OEA&QI.

b. Module Lead(s)/Co-Lead(s)

  1. Solicit and compile exam questions and submit those questions to the OEA&QI Systems Analyst in charge of ordering examinations in accordance with the calendar sent at the beginning of the academic year. 

  2. Review each examination for accuracy and appropriate sampling of curricular content before submission to Systems Analyst. 

3. Create a blueprint of each examination including mapping each question to appropriate learning objectives as found in UTRGV SOM curriculum.

  4. Review exam performance at post-exam review meetings with OEA&QI staff.

Clerkship Examinations

  a. Clerkship Director(s)

  1. Establish the clerkship examination schedule for their clerkship in conjunction with the Testing Coordinator from OEA&QI.

  2. Compile exam questions for any NBME CAS exams that take place in their clerkship and submit those questions to the OEA&QI System Analyst in charge of ordering examinations in accordance with the calendar sent before the start of third-year clerkships.

  3. Review each examination for accuracy appropriate sampling of curricular content before submission to the System Analyst.

  4. Create a blueprint of each examination including mapping of each question to appropriate learning objectives as found in the UTRGV SOM curriculum.

  5. Review exam performance at post-exam review meetings with OEA&QI staff.

All Examinations

  a. Testing Coordinator

  1. Will work in conjunction with Assistant Dean for Educational Affairs, Preclerkship, and Clerkship Directors to establish the exam schedule for the year.

  2. Will be responsible for the scheduling of an appropriate examination facility that assures.

  • Sufficient space to ensure examinees are seated with an adequate amount of space in-between to assure that they cannot communicate with one another,
  • Sufficient local network bandwidth to ensure no disruption to the exam administration.
  • Accessibility to restrooms.
  • A place for students to check coats, hats, backpacks, cell phones, and other personal items.

   3. Will also have in place a backup facility location in the event that the scheduled site becomes unusable for some unforeseen reason. (Power outage, Internet disruption, broken pipes, and air conditioning failure, etc.).

  4. Is responsible for the provision and training of a sufficient number of proctors to monitor students during an exam administration. If a sufficient number of proctors cannot be procured, OEA will assist in providing proctors for examinations.

  5. Will keep detailed notes of post-exam review meetings.

  b. Systens Analyst

  1. Will develop a calendar to establish deadlines for submission of questions for exams including mapping to learning objectives.

2. Will follow-up with Module Lead(s)/Co-Leads(s) and/or Clerkship Directors to ensure that all mapping of learning objectives is completed.

3. Will attend post-exam review meetings to review low-performing questions with Module Lead(s)/Co-Lead(s) and/or Clerkship Directors. 

  4. Will forward final grades to appropriate faculty, staff, or administrators.

5. Will make available score reports available to students via Progress IQ.

  c. Proctors

  1. Observe exam as directed by Testing Coordinator

  2. Once examinees are seated, ascertain that each examinee is seated at the correct station during the exam.

  3. Escort examinees to the lobby for bathroom breaks as directed by the Testing Coordinator.

  4. Assure the integrity of the examination process by maintaining confidentiality and security of all testing materials, test logs, and other test documents and monitoring students to assure no violations of the honor code occur.

  d. Relevant Federal/State Statutes, Board Regents, and/or Coordinating Board Rules

  FERPA: Family Educational Rights and Privacy Act; 20 U.S.C. Sec. 1232g and 34 CFR Pat 99

  UT System Board of Regents Rule 50702: Confidentiality and Security of Education Records Subject to the Family Educational Rights and Privacy Act (FERPA)

 

Appendix A. Process

Exam Scheduling: All major exams will be scheduled in advance through the OEA. The exact times and dates for scheduling examinations will be coordinated with the Module Leads and Clerkship Directors. Student will not be scheduled to take more than two exams on the same day.

Exam Technology Failure Contingency Plan: Individual technology issues will be addressed by onsite technology staff in collaboration with NBME technology staff or COLT staff. Technology failures impacting the whole class will result in a rescheduling of the exam.

Student Responsibilities During Examination: Students must follow the protocol outlined below. Students:

  • Should arrive outside the examination room 20 minutes prior to the start of the exam.
  • Must check-in and show their Student ID prior to entering the examination room.
  • Must leave all personal items in their locker including cell phones, tablets, I-pods, other electronic devices, study materials, backpacks, briefcases, beverages, or food of any kind, coats, hats, hoodies, etc.
  • May not sit for an examination if they bring personal items into the examination room.
  • Must be in their assigned seats in the exam room in time for the instructions given prior to the start of the exam. (Students arriving more than 10 minutes after the start of the exam will not be permitted to enter the examination room or take the exam. Extra time, beyond the scheduled end of the examination will not be granted to make up for students arriving late.).
  • Must be escorted, one at a time, on all personal breaks taken during examinations. (Extra examination time for personal breaks will not be granted).
  • Must close their computer and leave it in the exam room when leaving the examination room for personal breaks during the exam.

Failure to Show for an Exam: Students who fail to show for an exam due to an emergency or to extenuating circumstances must notify the Office of Student Affairs as soon as possible to explain their situation.

Failure to Comply with Examination Regulations and Policies: Students who fail to comply with the examination policy and procedures or failing to obey the instructions of an examination proctor will be considered to be exhibiting academic dishonesty and in violation of the UTRGV SOM Code of Academic Integrity.

Sudden illness during an exam. If a student falls ill during the course of an examination, it is their responsibility to immediately inform their testing proctor and/or the Office of Student Affairs (if it is an un-proctored examination). At this time, their exam will be considered invalid, and they will need to seek immediate medical attention and provide a doctor's note to the Office of Student Affairs.

 

1The LCME Standards that apply to assessment are located in Appendix A of this policy.
2Harlen W. (2005). Teachers' summative practices and assessment for learning- tensions and synergies. The Curriculum Journal 16(2),207-223.

Appendix A - Related LCME Standards

 

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 knowledge, core clinical skills (e.g., medical history-taking, physical examination), behaviors, and attitudes specified in medical school education program objectives, and that ensures that all medical students achieve the same medical education program objectives.

 

Dates Reviewed or Amended

Approved by the Central Curricular Authority Committee (CCAC) on June 8, 2016; June 29, 2022.

Reviewed, amended, and approved by the Central Curricular Authority Committee (CCAC) on October 11, 2017.

Approved by the Dean/Chief Academic Officer on December 21, 2017.