• Must have a UCLA faculty appointment.
• Notify student(s) and the Student Affairs Office (SAO) (gmiller@mednet.ucla.edu) of a course cancellation or a change in the location and/or time to meet on the first day of service.
• Designate a student coordinator to handle administrative duties associated with student enrollment, such as maintaining the course roster (dropping and adding students to and from the elective(s)) and assisting in the collection of student evaluations from faculty and residents to complete the final Elective Summative Medical Student Evaluation for submission to the Student Affairs Office.
• Notify the SAO (gmiller@mednet.ucla.edu) of a new course chair and/or a new student coordinator.
• Notify the SAO of student “no shows” on the first day of the clerkship.
• Inform the SAO of unusual situations (i.e. unexcused absences, a student having problems while on the rotation, etc).
• Submit a Statement of Understanding to the Student Affairs Office for an ESS account. ESS is used to view course rosters and submit student evaluations to the Student Affairs Office.
• Submit to the SAO, a Final Elective Summative Medical Student Evaluation, via ESS, within four weeks from the last day of the rotation.
• Notify the SAO or the Dean of Student Affairs, Dr. Neil Parker (nhparker@mednet.ucla.edu) of a student whose clinical performance is failing, marginally passing, or who is not meeting all course requirements.
• Notify a student whose clinical performance is failing, marginally passing, or who has not met all course requirements. The student should be informed verbally and in writing. Monica Perkins (310-825-6282, mperkins@mednet.ucla.edu), in the SAO, should be copied on the letter.
• Provide the Evaluation Office with changes to the faculty rosters for each site and rotation. Send information to Gary Diener at gdiener@mednet.ucla.edu.
• Changes to the 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.

Notes:

• Before a student may start an elective, their name must appear on the roster or the student must submit an Elective Drop/Add Form to you to obtain the course chair’s signature.
• Letters of Distinction may not be awarded for performance on an elective. For electives, if a student’s performance is outstanding, the course chair may elect to write a letter of recommendation for the residency programs that the student applies to.