Any issues with your elective application please email Maureen Eregie.
Elective Coordinators
Elective Coordinators
The Elective Coordinators page provides essential information and resources for incoming and current elective coordinators at the School of Medicine. This page serves as a comprehensive guide, covering various aspects of the role, including course approval processes, detailed instructions, important deadlines, and contact information.
Upcoming Dates:
- Spring Semester Schedule: Due November 27th
Elective Coordinator Guide:
Below is a comprehensive guide that all Phase 1 Elective Coordinators should follow to successfully maintain compliance with the Liaison Committee on Medical Education element 6.5. These guidelines are also available in the Phase 1 Electives Policy - 30.11.
Click on the tabs below to view more information about each topic.
Syllabus
Elective Coordinators are responsible for updating the course syllabus prior to the start of the elective.
*No additional changes should be made to the course syllabus after the first elective meeting. Any additional changes needed to be made must be cleared by the elective's faculty member and Phase 1 Elective Coordinator.Required Syllabus Revisions:
- Course Credit Requirements
- Course Schedule
Changes made to the course objective must be submitted for committee approval.
Room Reservations
Faculty and student directors are responsible for setting the Phase 1 elective course schedule, recruiting participants and booking rooms or other locations.
Reserving a room:
To reserve a room for your elective please email: Lyn Russell
Elective Budget |
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The Office of Academic Affairs will provide a budget for each Phase 1 elective ($500 for 2024-25) that may be used for food for participants, required supplies, or costs for facilities. Budgets will be managed by the Office of Academic Affairs. Requests for other expenses, including honorarium or travel for speakers, will be considered on a course-by-course basis. |
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Elective Budget Request |
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| Elective Budget Request Form |
Elective Coordinators must request usage of the elective budget. Requests must be submitted at least a week prior to the event. Coordinators MUST await approval before placing an order for the elective. The approval email will include detailed instructions on how to properly place an order for your elective. *Failure to comply will result in the elective's order not being able to be fulfilled. Reimbursements will not be provided. |
Elective Application Portal
All students interested in any Phase 1 elective course must utilize the central application system provided by the Office of Academic Affairs. Please refrain from using Google forms as an elective application to prevent any FERPA violations
Information Needed for Application:
- Elective Start Date
- Application Questions (2)
- List of Coordinators needing portal access
- Application Close Date
All elective applications will be set to open at the same time, after the Electives Fair.
Accessing the Elective Application Portal:
| Elective Application Reviewer Portal |
This site allows the following:
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| Elective Submissions Export |
This site allows the following:
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Attendance Tracking
Faculty and student directors are responsible for tracking student participation/completion so that final grades can be assigned in a timely manner.
*Please refrain from using Google Sheets to track/share attendance with students to prevent any FERPA violationsAttendance Sheet Submission
You will have a week to submit your attendance sheet from the most recent elective session. Failure to do so will result in a hold on your elective funding.
Registration
All students by an elective will be registered in the elective course on Banner. Please include all participating Coordinators.
Grading
All students who complete course expectations for a Phase 1 elective will be assigned a final grade of Pass. The Office of Academic Affairs will assign the grade to appear on the student’s transcript.
Any student who does not complete Phase 1 elective requirements will be dropped and the course will not appear on the student’s transcript.
Creating an Elective
If there isn't an elective already available in the Phase 1 elective catalog, students may work with a faculty member to create a new elective. To do so, please complete the Phase 1 Elective Application.
Email completed applications to Maureen Eregie
Applications must be submitted by January 5th of the current academic year for the elective to start in the following academic year.