David Geffen School of Medicine at UCLA
Student Coordinator Responsibilities
  REV DATE: 6/16/08

Student Coordinator Responsibilities (Required Clerkships)

  • Post date, time and location of clerkship orientation and examination on the Medical Student Calendar (http://www.medstudent.ucla.edu/applications/calendar/ )  (See Information on Web, page 12)
  • Post date, time and location of the final examination on the Medical Student Calendar (http://www.medstudent.ucla.edu/applications/calendar/ ).
  • Maintain all course schedule and orientation information updates in ANGEL.  Information should be posted one week prior to a rotation beginning.  Contact Zhen Gu (310-825-8865, zgu@mednet.ucla.edu) for a username and password.
  • Notify the SAO of course chair and/or student coordinator changes.
  • Update course roster after receiving a Required Drop/Add e-mail from Gezelle Miller (310-825-3848).
  • Inform the SAO of student “no shows” on the first day of the clerkship or orientation.
  • Inform the SAO of unusual situations, e.g., unexcused or extended absences, student having difficulties while on the rotation.
  • Order USMLE shelf examinations.  To order the examinations, contact Gezelle Miller (310-825-3848), in the SAO, at least six (6) weeks before the exam date.  This applies to only those departments that using the USMLE written shelf exam as the final exam.
  • Distribute and collect student evaluations from attending faculty, housestaff and fellows who had contact with the students OR assign ESS logins and passwords to attending faculty, housestaff, and fellows who had contact with students so they can evaluate students electronically through ESS.
  • Manage ESS evaluation accounts for faculty and residents.
  • Submit Final Summative Student Evaluations through ESS within six weeks of the conclusion of the clerkship.
  • Send copies of Letters of Distinction to Linda Cuesta (310-206-0245) in the SAO.  Letters of Distinction may only be awarded for required courses of three weeks’ duration or longer.
  • Keep copies of final summative evaluations for a minimum of five (5) years.  If evaluations are submitted through ESS there is no need to keep paper copies.
  • IMMEDIATELY inform the student in writing (preferably e-mail) when he/she has failed any portion (clinical or written) of the clerkship.  Copy Linda Cuesta, Gezelle Miller and Dr. Neil Parker on the letter/e-mail.
  • Provide the Course and Faculty Evaluation office with changes to the faculty rosters for each site and rotation.  Send information to Gary Diener (310-8254542) at gdiener@mednet.ucla.edu .
  • Changes to faculty rosters need to be sent to Gary Diener (gdiener@mednet.ucla.edu) at least one week prior to the end of the rotation to allow for evaluations to be programmed by the last day of the rotation.
  • As the student coordinator you automatically become a member of the ReqCrsCoord listserv (e-mail list) which is used to support official curricular and administrative communications only.