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Junior Scheduling – Clerkship Order, Flex Time, and Research

Get answers to your questions about junior scheduling, including the order of clerkships, utilization of flex time, and opportunities for research. Learn how to choose your schedule and make changes if needed.

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Junior Scheduling – Clerkship Order, Flex Time, and Research

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  1. Junior Scheduling – 2019 • What do I need to take? • In what order should I take the clerkships? • What should I do with my Flex Time? • Do I get any Time Off during clerkships? • What are the timing issues for 3rd & 4th year? • What about research? • How do I choose my schedule? • Can I change my mind later?

  2. Cane Academy Videos • The Basics of Third and Fourth Year Scheduling: https://www.youtube.com/watch?v=4SqGI1QwRnQ • E-value Clerkship Optimization Software Tutorial: https://www.youtube.com/watch?v=DaeN8baOPy0

  3. Graduation Requirements • Pass all required courses • Pass competency assessment exercises • Competency Assessment Weeks (MS1 & MS2) • OSCE (MS3) • Pass USMLE Step 1 (MS2) • Take USMLE Step 2 CK and 2 CS (MS4) – by Dec 31 • Course requirements years 3 and 4 • Patient Safety Week 1 week • Core Clerkships 42 weeks • Required Clerkships 18 weeks • Elective Courses 18 weeks

  4. Course Requirements Yr3/4Miami – 79 credits Core Rotations* 43 wks • Pt Safety Wk 1 wk • Medicine 8 wks • Surgery 8 wks • Primary Care 8 wks • Generalist Primary Care • Family Medicine • OB/GYN 6 wks • Pediatrics 6 wks • Psychiatry 6 wks Electives 18 wks Required Rotations**18 wks • Anesthesiology 2 wks • Emergency Med 4 wks • Geriatrics 2 wks • Neurology 4 wks • Radiology 2 wks • Sub-internship 4 wks *Core Rotations – completed by June 2021**Required Rotations – completed by Graduation

  5. Junior Scheduling – 2019 • What do I need to take? • In what order should I take the clerkships? • What should I do with my Flex Time? • Do I get any Time Off during clerkships? • What are the timing issues for 3rd & 4th year? • What about research? • How do I choose my schedule? • Can I change my mind later?

  6. In what order should I take the clerkships? • Don’t fret! It doesn’t matter • Don’t do desired specialty first • Start thinking about Letters of Recommendation

  7. MS3 Year First Semester Second Semester Pt Safety Wk (June 17-21, 2019) Obstetrics / Gynecology (6 weeks) Winter Break Surgery ( 8 weeks) Pediatrics (6 weeks) Internal Medicine ( 8 weeks) Psychiatry (6 weeks) Generalist Primary Care (4 weeks) Flex Time(6 weeks) Family Medicine (4 weeks) OSCE (June 6-7, 2020)

  8. MS3 Year First Semester Second Semester Pt Safety Wk (June 17-21, 2019) Obstetrics / Gynecology (6 weeks) Winter Break Surgery ( 8 weeks) Flex Time (2 weeks) Generalist Primary Care (4 weeks) Internal Medicine ( 8 weeks) Family Medicine (4 weeks) Flex Time (2 weeks) Flex Time (2 weeks) Pediatrics (6 weeks) Psychiatry (6 weeks) OSCE (June 6-7, 2020)

  9. Junior Scheduling – 2019 • What do I need to take? • In what order should I take the clerkships? • What should I do with my Flex Time? • Do I get any Time Off during clerkships? • What are the timing issues for 3rd & 4th year? • What about research? • How do I choose my schedule? • Can I change my mind later?

  10. 6 Wks Flex Time during Yr3 • Flex time refers to the extra six weeks available during third year. • It’s Flexible – you can do with it what you want. • Essentially you can either: • Knock off some of your Required clerkships • Knock off some of your 18 Elective credits • Take the time as some of your 16 wks of Unscheduled Free Vacation time

  11. 6 Wks Flex Time during Yr3 • Allows exposure to non-core specialties • Use time for: • Required courses (Anes, EM, Geri, Neuro, Rays) • Electives (externships not allowed) • Sub-I (last block) • Personal / Professional time off • Research • Studying for Step 1 (1st block) • Save Unscheduled Free Time for Senior year • Interviews / Step 2 CK & Step 2 CS exams

  12. MS3 Year First Semester Second Semester Pt Safety Wk (June 17-21, 2019) Winter Break Internal Medicine ( 8 weeks) Obstetrics / Gynecology (6 weeks) Pediatrics (6 weeks) Surgery ( 8 weeks) Psychiatry (6 weeks) Generalist Primary Care (4 weeks) Flex Time(6 weeks)for Sub-I Family Medicine (4 weeks) OSCE (June 6-7, 2020)

  13. 6 Wks Flex Time during Yr3 • Allows exposure to non-core specialties • Use time for: • Required courses (Anes, EM, Geri, Neuro, Rays) • Electives (externships not allowed) • Sub-I (last block) • Personal / Professional time off • Research • Studying for Step 1 (1st block) • Save Unscheduled Free Time for Senior year • Interviews / Step 2 CK & Step 2 CS exams

  14. Choosing Electives • What to Choose? • Within desired specialty vs Undecided • Last chance to learn outside of desired specialty • Review Clinical Course Catalog / verify pre-requisites • MedEd website – Important Documents for Students • Check Availability (eValue) • No Sub-I‘s (except in the last block) • No Externships • Electives need NOT be decided upon now • Advice – Interest Groups / Seniors / Housestaff / Faculty / Advising Deans

  15. Delaying Step 1 – Who? • Case-by-Case decision • Difficulty with Standardized Exams • Longer prep time, other challenges • Lower academic performance • Trouble studying due to non-curricular factors • Inability to pass PRACTICE EXAMS prior to test • Beware – results not necessarily better • Majority 200-220, only a few >230 • Forget what you learned long ago, BURNOUT

  16. Delaying Step 1 – What? • What are the Pro’s? • For some students a delay IS the best option • Delay may = avoiding failure on the exam • MUST discuss individually • Must weigh pros/cons

  17. Delaying Step 1 – What? • What are the Implications? • Loss of Elective time • Possibility of having a core clerkship bumped to the first rotation of senior year • Financial Aid Implications (Lori Giese) • Personal Leave of Absence documented on MSPE (Dean’s Letter) – NOT a red flag • Attendance to PSW (6/17-21) and Orientation (6/24) is still mandatory

  18. Delaying Step 1 – When? • Prior to Optimization • Block off first six weeks in advance • After Optimization • Bump clerkship to senior year • May be able to shuffle if starting on six weeks first semester

  19. Delaying Step 1 – How? • Communicate with • Dr. HilitMechaber (resources) • Dr. Paul Mendez (scheduling) • Lori Giese (financial aid) • CASE BY CASE – for some students the delay IS the better choice

  20. MS3 Year First Semester Second Semester Pt Safety Wk (June 17-21, 2019) Flex Time(6 weeks)for Step 1 Winter Break Surgery ( 8 weeks) Pediatrics (6 weeks) Internal Medicine ( 8 weeks) Psychiatry (6 weeks) Generalist Primary Care (4 weeks) Obstetrics / Gynecology (6 weeks) Family Medicine (4 weeks) OSCE (June 6-7, 2020)

  21. MS3 Year First Semester Second Semester Pt Safety Wk (June 17-21, 2019) Psychiatry (6 weeks) Winter Break Surgery ( 8 weeks) Pediatrics (6 weeks) Internal Medicine ( 8 weeks) Flex Time (6 weeks) Generalist Primary Care (4 weeks) Obstetrics / Gynecology (6 weeks) Family Medicine (4 weeks) OSCE (June 6-7, 2020)

  22. Junior Scheduling – 2019 • What do I need to take? • In what order should I take the clerkships? • What should I do with my Flex Time? • Do I get any Time Off during clerkships? • What are the timing issues for 3rd & 4th year? • What about research? • How do I choose my schedule? • Can I change my mind later?

  23. Time Off during clerkships? • There are NO Personal Days in Yrs3&4 • Time off for Professional or Personal obligations • Weekends vs Weekdays • Attending vs Presenting at Conferences • Religious Holidays • Mental Health • Communicate Time Off requests to Director • The earlier the better, reminder when rotation starts • There may be flexibility • Orientation / Final Exams are mandatory

  24. Junior Scheduling – 2019 • What do I need to take? • In what order should I take the clerkships? • What should I do with my Elective Block? • Do I get any Time Off during clerkships? • What are the timing issues for 3rd & 4th year? • What about research? • How do I choose my schedule? • Can I change my mind later?

  25. Time Management 99 wks - start of Junior yr thru Graduation • 79 wks of Curricular time • 43 wks Core Clerkships (3rd yr) • 18 wks Required Clerkships (4th & 3rd yr) • 18 wks Electives (4th & 3rd year) • 4 wks of Winter Break • 16 wks of Unscheduled Free time • This is separate from the 18 wks of Elective time mentioned above

  26. Time Management 16 weeks of Unscheduled Free time • Save for Senior Year • Take advantage of the 6 wk Flex Time during 3rd year • Block 00 – 2 wk block after OSCE before Block 1 • may be used for electives depending on availability • Study / Take Step 2CK & Step 2CS – by Dec 31 • Interviews late Fall and Winter • Personal / Professional time

  27. Junior Scheduling – 2019 • What do I need to take? • In what order should I take the clerkships? • What should I do with my Elective Block? • Do I get any Time Off during clerkships? • What are the timing issues for 3rd & 4th year? • What about research? • How do I choose my schedule? • Can I change my mind later?

  28. Research Credit / Distinction • Guidelines posted • “Important Admin Documents for Students” • Clinical Course Catalog • Submission of Documents and Prior approval required • Julia Johnson - Office of Medical Curriculum • Reviewed by the Research Committee twice a year • Documentation required by February or May • Committee decides whether to grant & number of credits • Not guaranteed • Must always have back-up courses scheduled • May be dropped later if research credit is granted • Research may be done over different periods of time

  29. Junior Scheduling – 2019 • What do I need to take? • In what order should I take the clerkships? • What should I do with my Elective Block? • Do I get any Time Off during clerkships? • What are the timing issues for 3rd & 4th year? • What about research? • How do I choose my schedule? • Can I change my mind later?

  30. What is Optimization? • To create your academic schedule, we will use E*Value Optimization Scheduling (EVOS). • Your schedule is based on the preferred time frames that you select for each course. • e*Value will systematically compile a schedule for each student taking into account everyone’s preferences and available time frames. • Its goal is to fulfill the highest ranked preferences across the board rather than for any individual student.

  31. Entering Preferences • Enter Preferences for Core Clerkships • If you choose to not enter Preferences, eValue will assign your Cores for you Enter Preferences for Electives • May be done later, but availability may be worse • Review course availability • Avoid wasting your Preferences (externships, research, PreRequisites, etc) • Preference are open from March 16-21

  32. How to log in: Go to https://www.e-value.net. Take a moment to bookmark this site. (Firefox browser recommended) • Enter username & password • Leave the Institutional Code blank • If you forget your password, there is a forgot password link in the login page. If you don’t have your login and password e-mail Lindsay Buddle (lpb53@med.miami.edu)

  33. Choose Program:

  34. How to add preferences: Click on the Schedulestab, then Schedule Optimization, and then Create & Manage Preferences link:

  35. Entering Preferences/Preference Screens 1 At the bottom of the page are two links: • Click here to search availability onlinewill generate a browser window where you can search availability. • Click here to download availability as a spreadsheetwill download an Excel spreadsheet to your computer of the same availability. Click the Next button to enter the preference screens. 2 1 2

  36. The Preference Screens

  37. 2 1 In this column, choose your electives or required courses from the drop down menu. In this column, select the time frame you wish to take the course in. When you are done click complete. 1 2 3 100 rows of preferences. 3

  38. 1 2 3 This specifies how many credits are required for this course. Since these are electives, you don’t have to take them so the number is 0. Allowed credits lets you know if you can take this course for 2 time frames (blocks) instead of one. 4 allowed credits = 4 weeks total Preferred Credits is where you choose whether you want to take the course as a 2 week course or a 4 week course. Click save preferences. 4 1 2 3 4

  39. This should be the next landing page and you are done!

  40. Important Preference Rules • You MUST/SHOULD include all Core Clerkships. • If not e*Value will generate a schedule with the time frames that are available. That may not produce your ideal schedule. • You MAY/SHOULD include the electives courses that you wish to take, though they may be added later. • Postponing decision may affect availability. • You MUST enter at least 25 preferences. • You MUST include options with 6 and 8 weekers in both semesters

  41. MS3 Year First Semester Second Semester Pt Safety Wk (June 17-21, 2019) Obstetrics / Gynecology (6 weeks) Winter Break Surgery ( 8 weeks) Pediatrics (6 weeks) Internal Medicine ( 8 weeks) Psychiatry (6 weeks) Generalist Primary Care (4 weeks) Flex Time(6 weeks) Family Medicine (4 weeks) OSCE (June 6-7, 2020)

  42. MS3 Year First Semester Second Semester Pt Safety Wk (June 17-21, 2019) Obstetrics / Gynecology (6 weeks) Winter Break Surgery ( 8 weeks) Flex Time (2 weeks) Generalist Primary Care (4 weeks) Internal Medicine ( 8 weeks) Family Medicine (4 weeks) Flex Time (2 weeks) Flex Time (2 weeks) Pediatrics (6 weeks) Psychiatry (6 weeks) OSCE (June 6-7, 2020)

  43. Preference Strategies • Start with your ideal schedule for the year, then put a second choice schedule, and third, and so forth • Move prioritized rotations/time frames up, which moves those less so down • Provide more choices than fewer – A minimum of 25 Preferences is Required • “Any Time Frame” – pros and cons

  44. Including an “any timeframe” for Required Clerkships is a waste

  45. 8 Week Rotations Internal Medicine, Surgery, and Primary Care Block (FM and GPC) 6 Week Rotations Ob/Gyn, Pediatrics, Psychiatry

  46. Time Off Requests – 2 types • Must have off - If you need a time frame Blocked Off, protected from being scheduled during Optimization, notify Dr. Mendez before March 16 (email) • Wedding • Major Family Vacation • Pregnancy / Surgery • Religious Holidays • Approved Delay of Step 1 during First block • Would like off – will depend on Optimization • Conferences, Mission Trips, take a breather • Use MDR 1026 – Time Off Placeholder

  47. Junior Scheduling – 2019 • What do I need to take? • In what order should I take the clerkships? • What should I do with my Elective Block? • Do I get any Time Off during clerkships? • What are the timing issues for 3rd & 4th year? • What about research? • How do I choose my schedule? • Can I change my mind later?

  48. Changing your schedule • Core clerkships may not be changed without approval from Dr. Mendez • Exception – finding a 1-to-1 switch • Electives may be changed as per Add/Drop policy

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