"One-Stop-Shopping" Subcommittee
Minutes for Meeting #1, July 11, 2003

Prepared by Sarah Karmin and Hilary Schmidt

Present: Sharon Schwartz, Miguel Munoz-Laboy, Pat Kinney, Andy Davidson, Steve Miller, Tom Garrett, Ron Drusin, Karen Desjardins, David Albert, Vicky Evangelidis, Michael S. Yuan, Letty-Moss Salentijn, Aaron Mitchell, Pat Molholt
Absent: Jeanne Stellman, Melissa Begg, Dan Herman, Ian Lapp, Marc Dickstein, Kathy Nickerson, Saundra Curry, Dickson Despommiers, Michael Gershon, Rita Charon, Sarah Cook, Denise How, Rich Kessin, Harvey Colten, Laura Forese

The Charge: To develop and implement a plan for integrated educational support and resources to enable and cultivate innovation, excellence and scholarship in health science education.

The Chair presented the charge in the context of the four educational recommendations that were determined during Education Strategic Planning Phase I (Education Space, Rewards and Recognition for Teaching, Support and Resources for Teaching, and Education Collaboration). All four charges are interrelated and critically important; however this committee will focus on support for teaching /assessment and innovation. The Dean selected this initial focus on integrating and augmenting existing resources for education because this is an urgent need, a high priority across all schools, and it can be addressed relatively quickly serving to improve education and faculty morale. The committee will identify common goals and develop a model infrastructure that can support all of the health science schools' educational needs. The relevant section from Phase I of Strategic Planning document (distributed to members at the meeting and accessible at (insert link here) identified strengthening and consolidating education resources in the six core areas listed below

1. Centralized logistical support
   • Scheduling, AV support, technology, printing, presentations, etc.
2. Pedagogical assistance
   • Presentation skills, PowerPoint, syllabus, etc., innovation, ARS
3. State of the art Technology - potential to develop multi-media, use simulations, etc.
4. Student Assessment
5. Evaluation and Outcomes
6. Education Scholarship and Research

By consolidating and enhancing education support it will be easier to access all existing resources, faculty will have access to expert of input/advice support, to enhance and consolidate multimedia support, to improve evaluation and to foster a culture of scholarship and research in health science education.

The Tasks: The chair identified five tasks that the committee would be responsible for as listed below.

1. Identify and consider state-of-art approaches to educational support and resources at other institutions
2. Identify all existing resources here and evaluate models that do and do not work
3. Develop a comprehensive vision for delivery of ideal integrated support for education with both short term and long term goals
4. Develop a very specific implementation plan including all of the following details:
   • Personnel and other resources
   • Finance, business and space plans ensuring economies of scale.
   • What should be supported centrally?
   • What should be supported locally (by school)?
   • What should be charged and how much? Etc.
5. Present a written report and recommendations to the steering committee.

Process: The Chair reviewed the proposed process for the "One-Stop-Shopping" subcommittee as outlined in a document developed by a parent Steering Committee - (Committee for Excellence in Health Science Education CEHSE). The steering committee will oversee two subcommittees for Education Strategic Planning Phase II. The current committee will focus on consolidating and enhancing delivery of education resources and is called the "One-stop-shopping" subcommittee. The second committee is focusing on how to best enhance health science education through simulation - the Simulation subcommittee (chaired by Pat Molholt and Ken Forde). CEHSE will oversee both subcommittees. The parent committee will monitor the process, contribute ideas, and review and critique the plans submitted to them by the "one-stop-shopping" subcommittee. The steering committee will then submit a final, detailed, plan to the Dean.

The development of a comprehensive plan integrated education resources including a detailed implementation plan will take place in two phases.

OSS Phase I - Academic Deans have identified the members of this committee as master teachers who will develop a vision for what it is we really need to support teaching efforts. Meetings and a one-day retreat will be used to develop a comprehensive vision for all the essential educational resources required to support health science education. Facilitators will be present at the retreat and will use the nominal group process to elicit every idea, develop priorities and consensus and ensure that every voice will be heard.

OSS Phase II - Once the vision has been fully elaborated in Phase one, key representatives from all educational resource units will join the OSS group to develop a feasible implementation plan. Through meetings and another retreat this group will develop a detailed plan for how to realize the vision from Phase I.

Existing Education Resources: A list of existing resources currently available to support the faculty was reviewed to ascertain whether the list was comprehensive, and if the OSS committee members were knowledgeable about the services offered by each.

Existing Resources included:

• Scheduling and Classrooms
• Facilities
• Biomedical Communications
• Library, OSR
• Curriculum Design Studio, OSR
• CAIT, OSR
• Center for Educational Research and Evaluation, OSR
• Center for New Media in Teaching and Learning
• CourseWorks
• Digital Knowledge Ventures
• Student Information Systems

Participants were asked to introduce themselves and share which of the existing resources they have used. Committee members varied greatly in their knowledge and use of existing resources. All of the committee members have made use of at least one of the existing resources at Columbia although personal experiences using them differed. It is important to be clear and knowledgeable about what is available in order to map faculty needs and vision on to what currently exists. It is also important to understand the relationships between those resources to identify redundancies and complimentary resources. During the process, we must ensure that whatever we do builds on models that are proven effective here and elsewhere. The potentially different needs for clinical and classroom-based instruction must be considered.

Since committee members were not aware of all of the current resources, the Chair will ask each unit listed above to provide a brief list of core services, functions, and outcomes to help inform faculty and map resources. This will serve to broaden our thinking and help map any overlap between units. The one-page summaries will be distributed to OSS committee members.

Brainstorming:
The last 10-15 minutes was devoted to initial brainstorming about what could substantially improve the educational process at Columbia University Medical Center. These initial ideas ranged from basics such as provision of absolutely reliable AV support to more lofty goals such as developing advanced training for education theory, mentoring, technology development for course directors. A complete list of the initial ideas appears at the end of this document.

Next Steps:
Sarah Karmin will identify possible dates for the retreat, and will compile a listing and summary of state of the art education resource centers available at other universities. The Chair urged members to consult with their colleagues to ensure as many perspective as possible are included in developing the vision. Members were also encouraged to explore models at other schools including other professions such as business and law so that Columbia can integrate the best models into the health sciences schools. Web links can be found on the CERE Webpage ( http://library.cpmc.columbia.edu/cere/web/resources/resources.cfm?cat=resources&pgNav=medEdOffice)

The following documents were distributed at the meeting:

• Vision and Priorities for Health Sciences
• Excerpt from Columbia Health Science Strategic Plan October 2002 Volume I, Academic Planning Reports, Education (p.29-30)
• Dean's Response to Strategic Plan Phase I
• Task Force Charge and Process
• Contact information

These will all be accessible (via the Strategic Plan Webpage) by August 2003.

List of Ideas Generated during Brainstorming -
Meeting 1 One Stop Shopping- July 11, 2003

Audio Visual

• AV Support in every room
• Consistency/Dependability for AV and internet access, CourseWorks etc.
• Ability to show up in a classroom bringing only a CD - not have to tote a computer/projector into every classroom
• University support for AV support
• More supplies
• Support for classes taught through computers - backup and availability
• More Computer classrooms

Training and Mentoring
Ongoing opportunities for advanced training for course directors in:

• educational theory
• technology training
• personalized training

Mentoring of Students/PhD's/Junior Faculty and Teaching Assistants

• Support
• Training

Cutting Edge Technology

• Teleconferencing
• Electronic textbooks
• Access to all other course materials - centralized
• Live internet access and connectivity everywhere

Other

• Space issue - classroom availability
• Better consideration of educational needs at design level for space, classrooms, AV design and access - should be flexible for needs of teachers