No changes to completed clinical assessments will be made outside of the Acuity ONE45 team, with authorization from designated MEO Phase 2/3 (Drs. Theresa Pesavento and Katharina Stewart) or Student Services (Dean McIntosh) leadership.

Review Period for Clinical Evaluations (directions sent to students after close of each Phase 2 period)

• As discussed during Transitions to Clinical Settings in December, students have 2 weeks from the time their grades are posted to review all clinical comments.
  • It is a program expectation that students review their comments within two weeks of receiving them. Within that two-week time period, it is your responsibility to reach out to the Course Coordinator for your block if you have any questions.
  • If additional assessments are posted after this time, you will have 2 weeks from that date to review those comments. It is your responsibility to review these now as the section marked as being pulled verbatim into your MSPE is a necessary component of your residency application.
  • A reminder that edits to comments are rare:
    • Minor concerns that do not need edits include misspelling of words/names, fragmented or run-on sentences, incorrect word choice, and grammatical errors. Student Services, Course Coordinators, or IBLs will not fix spelling or grammatical errors in clinical assessment comments. Minor errors are a sign of authenticity, which is what Program Directors want to see, their presence strengthens your MSPE.
    • Major concerns/requests that may result in an edit would be the wrong name being used, a student’s pronouns being incorrect, a sentence that is not legible, etc.  The misspelling of a name (Kirsten versus Kristen) is considered a spelling issue and would be classified as a minor concern, thus not resulting in an edit.
    • No other edits or additions will be made to the comments, including to the substance or meaning of the content.
• When reviewing your clinical comments, in addition to reviewing for concerns as listed above, reflect on lessons to take away from those comments to incorporate into future Phase 2 Blocks.

If mistreatment is reported through the Mistreatment Form:

• Dean McIntosh will notify Drs. Theresa Pesavento and Katharina Stewart.

• Pending no negative impact on the student’s grade deleting the assessment, Drs. Pesavento and Stewart will communicate to the SMPH Acuity ONE45 Team to delete.

• Drs. Pesavento and Stewart will coordinate other replacement assessments, if needed.

If mistreatment or other concerns are reported through an IBL or block coordinator:

• IBL or coordinator will bring concern to Drs. Pesavento and Stewart to review the assessment.

  • If mistreatment concern, coordinator will ask student to complete Mistreatment Form

    • Drs. Pesavento and Stewart will communicate to Dean McIntosh as mistreatment concern. Process will then follow above for reporting through Mistreatment Form.

  • If major edit concern, Drs. Pesavento and Stewart will review to determine if qualifies as major edit.

    • Drs. Pesavento and Stewart will send email to the SMPH Acuity ONE45 Team to edit assessment if warranted.

If assessment includes only n/a ratings and blank or minimal comments, indicating no/little contact with student (incomplete assessments):

• IBL or coordinator will bring concern to Drs. Pesavento and Stewart to review the assessment.

• If found to indicate no contact with student, Drs. Pesavento and Stewart will send email to the SMPH Acuity ONE45 Team to delete the assessment.
• Drs. Pesavento and Stewart, along with the IBL, will coordinate other replacement assessments, if needed.
  
  
• In addition to the student reporting of incomplete assessments, the following steps are in place to ensure that incomplete assessments are removed: MEO Assessment Team audits after period close, Analytics audits before reporting CCP/MSPE, Student Services audits of draft MSPEs.

Assessors should complete student performance assessments within 2 weeks from final contact with the student for all Phase 2 and Phase 3 blocks and courses.

Our goal is to give students thorough grade information as soon as is feasible. 

Grading timelines are in place to provide timely feedback to students and to meet accreditation standards for grade reporting:

• Provide consistency across all 3 Phases in releasing grades,
• Support our learners in getting feedback on clinical performance assessments proximate to their rotation, and
• Ensure that we can release final grades by 4 weeks after the end of the block/course, if not sooner.

We ask that site and department coordinators monitor clinical assessments sent out for Phase 2 and 3 students to help us ensure that we have a smooth grading process at the end of each grading period. Forms are due two weeks after the last contact with the student. After forms have been assigned to an assessor and are nearing the time when they should be submitted (i.e., 2 weeks after last contact with the student), we would ask that you check if forms are closed, very overdue, or need to be reassigned to a different assessor.

• If forms have been intentionally closed at the end of the 2-week grading deadline and/or end-of-course grading period* and need reopening, please contact the Acuity ONE45 team at AcuityONE45Support@med.wisc.edu to have these reopened. It is ok for coordinators to reopen forms at other times in order to try to collect timely assessments.
  *Please note that starting in 2025, MEO will be closing all unsubmitted Phase 2 forms at the end of the block grading period and will be sending a reminder email that these should not be reopened.

• If forms are overdue, please generate a reminder email via the Acuity ONE45 notification system. Instructions are here: https://kb.wisc.edu/smph/academicaffairs/133930

• If forms need reassigning, please follow the steps to reassign the form or generate a new one and contact the Acuity ONE45 team for additional support.

Please email the MEO block coordinator or Drs. Stewart or Pesavento if you have any questions or concerns – we would like to know if you are encountering form assignment issues well before the end of the period. We will contact you as the end of the period approaches to ask for further assistance if there are students in your rotations who are at risk of not having the minimum number of clinical assessments completed for their grade. We also encourage you to discuss local procedures within your units/departments to ensure that everyone is on the same page with how best to implement this monitoring and follow-up with assessors as needed.

No schedule changes should be made in Acuity ONE45, only Oasis. Schedules sync from Oasis to Acuity ONE45 nightly and any change made directly into Acuity ONE45 could disrupt the evaluations and assessments processes/workflows.