EA-3102 Curriculum Monitoring

1.0      Purpose

VTCSOM continuously collects student feedback across all four years of the curriculum to support ongoing curriculum monitoring and improvement. The Office of Educational Affairs (OEA), primarily through the Associate Dean for Assessment, Evaluation and Strategic Analytics and team members, collects data via collaborative internal course, program, and teaching evaluations to inform continuous quality improvement of curriculum delivery, learning experiences, and instructional effectiveness. Curriculum monitoring focuses on coursework feedback, while program evaluation looks at longer-term outcomes and overall program effectiveness.

2.0      Policy

Internally developed evaluation surveys are administered to students and, when appropriate, other constituents through One45, an online curriculum management system. Completion of required evaluations is mandatory for students. Evaluation data are reviewed by curriculum leadership and educational leaders across the institution and by curriculum governance committees to identify strengths and opportunities for improvement. The Office of Educational Affairs (OEA) is responsible for oversight of the collection, management, and reporting of course, clerkship, and learning environment evaluation data through standardized institutional processes.

Through curricular governance approval, the Medical Curriculum Committee (MCC) applies a uniform criterion-referenced threshold of 3.7 on a 5.0 scale across applicable evaluation instruments used in all courses and clerkships. Curricular components falling below this threshold are identified as potential opportunities for improvement as appropriate.

3.0      Procedures

The Office of Educational Affairs (OEA) is responsible for ensuring that curriculum monitoring and evaluation data are collected, analyzed, and reported in a systematic and rigorous manner, in accordance with established schedules and timelines.

Data Collection

The following categories of data are collected through standardized institutional processes:

• Orientation session evaluations
• Didactic, workshop, and other learning session evaluations
• Mid- and end-of-block, course, and rotation evaluations
• Problem-based learning (PBL) and small group facilitator evaluations
• Faculty and resident teaching evaluations for required and elective rotations
• Longitudinal elective course evaluations
• Student self-assessments of proficiency and confidence in specific skills (Quadrant surveys)
• Student services satisfaction surveys
• Learning environment surveys
• Health systems science citizenship survey

Data Analysis and Review

• Evaluation data are analyzed by the Office of Educational Affairs (OEA) using both quantitative and qualitative methods to identify trends, strengths, and opportunities for improvement across the curriculum.
• Open-ended student responses are systematically reviewed to identify recurring themes that inform continuous improvement.
• End-of-course and clerkship evaluation results are reviewed on an annual basis through a collaborative process involving curriculum leadership and educational stakeholders and are revised as needed to support continuous quality improvement. Analysis and interpretation of results are conducted in accordance with institutional curricular governance standards.

Reporting and Dissemination

• Approximately six weeks following completion of each course or clinical rotation, evaluation results are distributed to appropriate curriculum stakeholders, including course and clerkship leadership, educational leaders, and the designated institutional official (DIO).
• Results are also shared with curriculum committees – including PIC 1, PIC 2-3, and MCC – according to established reporting schedules.

OEA Responsibilities

• Administer evaluations through One45 and other approved systems
• Ensure mandatory completion of required student evaluations
• Collect and manage curriculum evaluation data across all program components
• Analyze quantitative and qualitative data to identify trends and themes
• Prepare and disseminate evaluation reports to curriculum stakeholders and governance committees, including the MCC
• Support continuous curriculum improvement through structured reporting and data integrity processes

4.0      References

• Evaluation of Program Outcomes EA-3105

5.0      Approval and Revisions

Approved by the Medical Curriculum Committee on May 21, 2026