2019 Site Vist Timeline

Upstate Medical University Accreditation for Liaison Committee on Medical Education Site Visit March 2019

Date	Responsible Party	Activity
January 2016	Dean	Appoint an experienced faculty member as the faculty fellow: Paul Ko, MD Associate Dean for Undergraduate Medical Education
December 2016	Dean	Use the Survey Personnel Designation Form to appoint the Faculty Accreditation Lead (Dr. Ko) and Staff Visit Coordinator (Lisa Phelan)
January 2017	LCME Secretariat Staff & Dean	Establish and confirm survey visit dates: March 24-27, 2019
March 2017	Dr. Ko, Lisa Phelan, Lisa Neerukonda	Designate Independent Student Analysis Team to conduct the student survey and write the ISA (3-4 students per academic year with 2-3 student leads)
April 2017	Dr. Ko, Lisa Phelan, Lisa Neerukonda	Attend April LCME Survey Prep Workshop
May 2017	Lisa Phelan	Download the Data Collection Instrument (DCI) available on the LCME website
May 2017	Paul Ko, Lisa Phelan, Lisa Neerukonda	Begin planning September Launch Party Confirm date with LCME Secretariat Save the date Reserve location
May 2017	Lisa Neerukonda	Development of website
May 16, 2017	Dean	Open call to faculty & students to volunteer to work on LCME Working Groups Announcement of Town Hall sent to faculty & students
May 2017	Lisa Phelan	Contact Resident Advisor Committee to send out open call
June 2017	Dr. Ko	Create Charges for Steering Committee & Working Groups
June 1, 2017	Dean	Appointment Letters to Steering Committee from the Dean (Working Group Co-Chairs): Standards 1 & 2 (Mission & Leadership) Standards 3 & 5 (Learning Environment; Resources and Infrastructure) Standard 4 (Faculty) Standards 6 & 7 (Curricular Design & Curricular Content) Standards 8 & 9 (Curricular Evaluation and Assessment) Standards 10, 11, & 12 (Student Selection, Academic Support, & Student Services) Communication Team Independent Student Analysis Team
June 2017	Dean	Appointment Letters to Working Group Members
July 2017	Lisa Neerukonda	Launch website
July 18, 2017	Lisa Phelan & Lisa Neerukonda	Meeting with Administrative Support Group
July 25, 2017	Curriculum Committee/LCME Steering Committee	Retreat
August 8, 2017	Dean Steering Committee	Meeting to Charge Steering Committee Distribute DCI sections to the Steering Committee Chairs Review Timeline Advise Co-chairs to develop Committee meeting schedule (minimum monthly)
August 2017	Dr. Ko	Open call to first year students to volunteer to work on LCME Working Groups
September 2017	ISA Task Force	Review the questions in The Role of Students in the Review of Medical Education Programs for Full Accreditation Survey Visits & add questions relevant to the school
September 2017	Working Groups	Initial Working Group meeting held this month
September 2017 - April 2018	Working Groups	Working Groups to meet monthly meeting and review and analyze relevant sections of completed DCI and prepare report
October 24, 2017	Upstate Community	LCME Launch Party with LCME Assistant Secretary Robert Hash, MD
October 24-25, 2017	Steering Committee/ Working Groups	Meetings with LCME Secretariat Robert Hash, MD
November 2017	President, Dean, et al	Meet with LCME Secretaries at AAMC
October 25 - November 27, 2017	ISA Task Force	Distribute survey to student body Note: Because data from the student survey are needed for completion of the DCI, the survey should be open for a maximum of one month
November - December 2017	ISA Task Force	Compile student survey data and send to Dr. Ko for incorporation into DCI Begin analysis of data
February, 2018	ISA Task Force	Provide final ISA report to Dr. Ko for distribution to appropriate Working Groups. Steering Committee and Dr. Ko to address student concerns.
February - September 2018	Steering Committee	Provide updates on Working Group progress to the Steering Committee Review and analyze subcommittee and ISA reports Prepare the self-study summary report Implement changes to correct issues identified in self-study process
May 1, 2018	Working Groups	Working Groups return DCI, Summary Report and Documentation Roadmap to Steering Committee
May 14, 2018	Working Groups	Phase 2 Self-Study committees launch process of reviewing the DCI
June 30, 2018	Working Groups	Phase 2 Self-Study committees submit reports with findings to Dr. Paul Ko
June - December 2018	Steering Committee	Steering Committee to review, edit, and finalize the DCI, Summary Report and Documentation Roadmap
September 2018	Dr. Ko, Lisa Phelan, Lisa Neerukonda	Plan Mock Site Visit and materials
November 2018	Dr. Ko and Dean	Receive Secure Electronic File Transfer (SEFT) account information and survey package submission instructions from LCME staff via email Dr. Ko to confirm receipt to [email protected]
November 2018	Dr. Ko and Dean	Review survey team member roster from LCME staff and send email to [email protected] if a potential conflict of interest is identified
December 2018	Dr. Ko, Lisa Phelan, Lisa Neerukonda	Update DCI, DCI appendices, and self-study summary report with current data Review survey package for consistency and accuracy SUBMIT SURVEY PACKAGE via SEFT account E-mail [email protected] to confirm SEFT contains final version of survey package
December 2018	Survey Team Secretary	Upon receipt of DCI, contact Dr. Ko/Lisa Phelan to: Request supplemental information (if needed) Discuss travel and hotel Coordinate visit logistics, including round-trip daily travel between hotel and school and travel between campus and other sites, as necessary Request first draft of visit schedule based on the Visit Schedule Template
January 2019	Dr. Ko, Lisa Phelan, Lisa Neerukonda	Submit first set of bundled updates to survey team
February 2019	Dr. Ko, Lisa Phelan, Lisa Neerukonda	Conduct Mock Site Visit with faculty, staff and students
February 2019	Survey Team Secretary	Request supplementary information from the Lisa Neerukonda and the Dr. Ko, as needed
February 2019	Dr. Ko, Lisa Phelan, Lisa Neerukonda	Submit second set of bundled updates to survey team
February 2019	Survey Team Secretary and Survey Team	E-mail survey team the summary of initial findings; discuss with team, as needed Finalize visit schedule with school Optional: Telephone conference call with team
March 24-27, 2019		Site Visit
March 2019	Dr. Ko, Lisa Phelan, Lisa Neerukonda	At conclusion of the survey visit, compile all updates, including documents provided to the team on site, and submit to the team members and LCME Secretariat
July 2019	Survey Team Secretary	Send draft survey report and team findings document to the team and then to the dean for review Notify dean of process for requesting significant revisions Request feedback from dean in 10 working days Incorporate dean’s requested changes, as needed Notify dean of the suggested revisions that were and were not incorporated into the report Submit final survey report via the SEFT account All communications TO the dean regarding changes to the report All communications FROM the dean regarding changes to the report
October 2019	19 voting members of the LCME	LCME peer-review process of quality assurance that determines whether Upstate Medical University's education program meets the established standards.
October 29, 2019	LCME Secretariat	The LCME Secretariat notified Upstate College of Medicine that we received full re-accreditation for an eight-year term. The next LCME site visit will be in 2026-2027.