Resources for Program Assistants

Program Administrators

Program Administrators play a critical role in the day-to-day operations of postgraduate medical education at Dalhousie.  Program Administrators support the Program Director, residents registered in their program, the clinical teaching faculty, and other stakeholders specific to their program.

For programs which have transitioned to Competence by Design, the role of program administrators continues to evolve.  These roles include:

1. Maintaining the CBME Resident Portfolio

The electronic resident portfolio is a key and critical feature of competence by design.  The program administrator is the central source of information regarding the portfolio for residents, faculty and program directors.  Prior to transition to competence by design, administrators must develop numerous assessment forms for a variety of EPA's. As with all electronic systems, there are constant updates/training workshops/timps and tricks that the program administrator must keep up to date with.

2. Competence Committee Meetings

There are multiple sources of documentation that are required to be maintained and collated by the program administrator.  The administrator must ensure that competence committees have access to up to date documentation in advance of the meeting, so that members have adequate time to prepare for meetings.  Preparation of competence committee reports and minutes are also an important part of the role of the program administrator.

3. Curriculum Mapping/Rotation Planning

Curriculum maps are critical to the functioning of the program in order for faculty and residents to have both a broad and in-depth view of the attainment of EPA's as they relate to the day-to-day schedule. The development of the curriculum map is a significant amount of work prior to the transition to cbme.  The program administrator is a key member of the transition team and helps to ensure maps are updated annually.

One45 and CBME Guidelines and Timelines

This document PDF-[859kbs] introduces the tools that one45 uses to address the issues of CBME.  It walks through the tools you might not be using currently that you will need for CBME, lists the training sessions recommended to prepare for your CBME launch, suggests a timeline for training and preparation tasks, outlines the items you need from your Program Director to get started, and provides a readiness checklist to use once you believe you are ready to launch to ensure you have covered all bases. It also provides instructions on how to set up your competence committee members as mentors and rotation heads so they can review the resident files.

Faculty Completion Time Report

This manual PDF-[2.04mb] walks you though how to calculate the average time it takes your faculty to complete forms sent to them as well as the numbers faculty are receiving (or not completing). This is especially useful with CBME as residents may be sending more forms to one faculty member over others, overwhelming them, or some preceptors may be failing to complete these forms. 

Accessing Resident Evaluations and Reports

This guide [3.2Kbs} walks you through how to access resident evaluation and reports.