Implementing and Launching Rubrics in a Clinical Setting
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Presented by Jayzona Alberton and Jorge Godinez Vertical- Dental The College of Dental Medicine at Western University of Health Sciences has been actively utilizing ExamSoft rubrics since the beta-test phase of the feature’s launch. After implementing ExamSoft rubrics in multiple parts of their curriculum through a full year, CDM’s Office of Academic Affairs worked diligently with Dental Center administration to develop a plan for launching this feature throughout the clinic. After months of preparation, the college went fully electronic with their clinical exams both at the Dental Center and at off-site clinics for the community-based dental education portion of their curriculum. Now, faculty are trained in grading rubrics using ExamSoft spontaneously at the clinic during students’ procedures on their patients. The journey to this pinnacle was quite a challenge, but is improving many aspects of the dental program at WesternU tremendously. Faculty, staff, and administration can generate more robust reports of institutional learning outcomes and competencies that combine both written exams with performance-based assessments. To learn more about launching ExamSoft rubrics in a simulated or clinical setting, check out WesternU CDM’s 90-minute interactive session! At the end of the session, participants will be able to: 1) Develop a plan to implement ExamSoft rubrics on a large scale at their institution and in a clinical setting. 2) Discuss the benefits of using ExamSoft rubrics in both a simulated and live clinical setting. 3) Determine methods of addressing issues during pilot testing of performance-based assessments. 4) Understand the importance of pulling longitudinal reports using rubric results to help improve student outcomes (including soft skills such as collaboration and professionalism).
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Implementing and Launching Rubrics in a Clinical Setting
- 1. 1ExamSoft Assessment Conference | #ASSESS2015 ExamSoft Assessment Conference #ASSESS2015
- 2. 2ExamSoft Assessment Conference | #ASSESS2015 Implementing & Launching Rubrics in a Clinical Setting
- 3. 3ExamSoft Assessment Conference | #ASSESS2015 Introduction
- 4. 4ExamSoft Assessment Conference | #ASSESS2015 Learning Objectives • Develop a plan to implement ExamSoft rubrics on a large scale at their institution and in a clinical setting. • Discuss the benefits of using ExamSoft rubrics in both a simulated and live clinical setting. • Determine methods of addressing issues during pilot testing of performance-based assessments. • Understand the importance of pulling longitudinal reports using rubric results to help improve student outcomes.
- 5. 5ExamSoft Assessment Conference | #ASSESS2015 Presentation Overview • Introduction of Presenters • Background on College of Dental Medicine at Western University of Health Sciences • Laying out the Logistics • Faculty Buy-in and Training • Pilot Testing with Lead Faculty • Addressing Issues during Pilot Test Period • Launching ExamSoft Rubrics in a Live-Patient Setting • Live Demo Simulation of Rubrics • Our Conclusions and Plans for Improvement • Interactive Q&A with Presenters
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- 7. 7ExamSoft Assessment Conference | #ASSESS2015 College of Dental Medicine
- 8. 8ExamSoft Assessment Conference | #ASSESS2015 College of Dental Medicine • Clinical Exams – On The Fly – Challenged Individually – Two Faculty Graders – 3rd & 4th year students – 10 Clinical Exams
- 9. 9ExamSoft Assessment Conference | #ASSESS2015 Previous Process • Staff Time • Resources (i.e. 2 Staff Members + Paper) • Temporarily Misplacing Rubrics • Turnaround Time for Releasing Scores • Calculation Errors
- 10. 10ExamSoft Assessment Conference | #ASSESS2015 Previous Process Student challenges clinical exam 2 faculty grade on paper rubrics Faculty submit rubrics to clinic staff member Staff member calculates scores Staff member delivers rubrics to Office of Academic Affairs (OAA) OAA staff scans & files rubric, releases score to student, and updates grade sheet. 1 clinic session 1 clinic session Varies 3 hours Varies 8 hours
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- 12. 12ExamSoft Assessment Conference | #ASSESS2015 Simulated Clinical Exams • Beta-tested ExamSoft rubric feature (Feb. through April 2014) – Mock WREB Endodontics – Complex Restoration
- 13. 13ExamSoft Assessment Conference | #ASSESS2015 Before Implementation • Establish long-term goals • Have a clear vision of what you need • Develop an implementation process
- 14. 14ExamSoft Assessment Conference | #ASSESS2015 Establish Long-Term Goals • Determine types of reports to generate • Create a timeline for implementation • Assign roles or tasks
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- 16. 16ExamSoft Assessment Conference | #ASSESS2015 Clear Vision • Live Patient Clinical Exams • Support from Administration • Unique clinical exam logistics requires customized ExamSoft set-up
- 17. 17ExamSoft Assessment Conference | #ASSESS2015 Implementation Process • Set deadlines • Assign roles to staff members – Inputting rubrics – Assigning graders – Training faculty members – Pulling reports – Managing grade score release
- 18. 18ExamSoft Assessment Conference | #ASSESS2015 Implementation Process • ExamSoft set-up – Individual Courses for Students – Created Rubric & Rubric Templates – Assigned all 10 rubrics to each student
- 19. 19ExamSoft Assessment Conference | #ASSESS2015 Implementation Process • SharePoint form developed – Form submitted by student notifying staff of CE date, CE rubric, and faculty graders – Submission of form initiates SharePoint workflow – Workflow generates email sent to college ticketing system – OAA staff member tracks CE tickets and manages grader assignments in ExamSoft
- 20. 20ExamSoft Assessment Conference | #ASSESS2015 Overview of Implementation Process Set Deadlines Assign roles to staff members Set-Up ExamSoft Develop Info Gathering Form
- 21. 21ExamSoft Assessment Conference | #ASSESS2015 Faculty Buy-In and Training • Support from college administration • Explain advantages of ExamSoft rubrics – Prevents misplacement of rubrics – Minimizes use of paper – Mobile device grading – Decreases likelihood of miscalculations due to human error – Rubric creation is under 10 minutes – Immediate release of results to students
- 22. 22ExamSoft Assessment Conference | #ASSESS2015 Faculty Buy-In and Training • Small group faculty training session – 2 sessions held – 1 hour long – 12 faculty selected for pilot test – Staff provided cheat sheet for reference • Staff developed step-by-step instruction manual • Faculty encouraged to utilize personal devices • Staff offered technical support
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- 24. 24ExamSoft Assessment Conference | #ASSESS2015 Pilot Testing • Pilot test period: December 2014 through February 2015 • Clinical faculty leaders were assigned as ExamSoft graders • 4 of the 10 clinical exam’s were tested • Provided feedback and suggestions for improvement
- 25. 25ExamSoft Assessment Conference | #ASSESS2015 Pilot Testing • Staff support during test period – Observed faculty graders for 2 clinical sessions – Obtained feedback from faculty while on the clinic floor – Made available via phone and e-mail for any technical or operator-related issues
- 26. 26ExamSoft Assessment Conference | #ASSESS2015 Pilot Testing • Modification of SharePoint form – Version 1: Form fields for 2 graders – Version 2: Form fields for up to 6 graders • Allowed for 2 graders per dimension – Version 3: Finalized following pilot test period
- 27. 27ExamSoft Assessment Conference | #ASSESS2015 Addressing Issues During Pilot Test Period • Major Issues: – Faculty login • Graders had difficulty remembering passwords • Last minute changes to grader assignments – Multiple faculty grading various dimensions within single rubric – Lack of tracking for releasing scores
- 28. 28ExamSoft Assessment Conference | #ASSESS2015 Addressing Issues During Pilot Test Period • Minor Issues: – Students requesting faculty graders not in pilot test group – Incomplete assessments – High volume of reminder e-mails sent to faculty
- 29. 29ExamSoft Assessment Conference | #ASSESS2015 Addressing Issues During Pilot Test Period • Solutions: – Created 2 general faculty accounts per clinic group – Updated SharePoint form for better tracking of clinical exams – Changed deadline of clinical exam assessments to the end of each week
- 30. 30ExamSoft Assessment Conference | #ASSESS2015 Addressing Issues During Pilot Test Period
- 31. 31ExamSoft Assessment Conference | #ASSESS2015 Addressing Issues During Pilot Test Period
- 32. 32ExamSoft Assessment Conference | #ASSESS2015 Addressing Issues During Pilot Test Period
- 33. 33ExamSoft Assessment Conference | #ASSESS2015 Launching ExamSoft in a Live-Patient Setting • Clinical Dean issued a deadline to faculty for final submission of paper rubrics • Faculty in pilot group trained remaining clinical faculty members • Academic Affairs staff provided students with updated protocol for challenging clinical exams
- 34. 34ExamSoft Assessment Conference | #ASSESS2015 Launching ExamSoft in a Live-Patient Setting • Academic Managers set up auto login to ExamSoft grading portal on clinic iPads – Devices were secured through passcode • Academic Managers facilitated ExamSoft set up for off-site clinics
- 35. 35ExamSoft Assessment Conference | #ASSESS2015 New Clinical Exam Process Student challenges clinical exam/ Initiates workflow OAA staff assigns faculty graders 2 faculty grade clinical exam OAA staff releases score to student and updates grade sheet. 1 clinic session 5 minutes 1 clinic session 2 hours
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- 37. 37ExamSoft Assessment Conference | #ASSESS2015 Conclusions • Streamlines process of clinical exam grading – Smoother workflow – More efficient use of staff time – Minimizes likelihood of miscalculations due to human error – Quicker turnaround for releasing scores
- 38. 38ExamSoft Assessment Conference | #ASSESS2015 Conclusions • Generate meaningful data – Demonstrate connections between dimensions of a rubric and tagged categories – Translate data into robust reports for university’s outcomes assessment committee and accreditation bodies – Short-term & long-term reports for individual students and as a cohort – Recommend improvements to the curriculum
- 39. 39ExamSoft Assessment Conference | #ASSESS2015 Conclusions • Generate meaningful data – Identify longitudinal trends such as competencies in which students either excel in or need more focused attention – Tag rubrics with “soft skills” such as professionalism, communication, and humanism
- 40. 40ExamSoft Assessment Conference | #ASSESS2015 Plans for Improvements • Brainstorm methods to identify critical errors in grading • Refine rubric content • Continuous feedback from faculty, staff and student • Offer development suggestions to ExamSoft account managers
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