THE UNIVERSITY OF WESTERN AUSTRALIA - DEPARTMENT OF MEDICINE

MEDICINE VI TEACHING WEEKEND  COMMITTEE MANUAL

Developed by Prof B ROBINSON, UDM, QEII Medical Centre

                      CONTENTS

1.       Aims

2.       History

3.       Dates

4.       Location

5.       Funding

6.       Committee Structure

          6.1     Chairman

6.2           Overall Co-ordinator

6.3           Registration and Accommodation Co-ordinator

6.3.1   Social Functions/Sports Organisers

6.3.2     Sponsorship

6.4.    Teaching Programme Co-ordinators

6.4.1   Teaching Equipment Co-ordinators

6.4.2     Tutor watchdog

7.       Meetings

8.       Additional points from previous feedback sheets

9.       Appendices

               9.1     List of Previous Camp Committees

               9.2     "Rules" for the weekend

               9.3     Model Forms

                       9.3.1   Registration Form

                       9.3.2   Programme

                       9.3.3   Letter of invitation to tutors

                       9.3.4   Letter requesting sponsorship

                       9.3.5   Map and campsite layout

             9.4     List of Previous Tutors

10.     Portfolio checklists

               10.1    Camp Co-ordinators

               10.2    Accommodation Co-ordinator

               10.3    Teaching Programme Co-ordinators

               10.4    Teaching Equipment Co-ordinators

                         10.5    Registration

                              10.6    Social Functions/Sports Co-ordinators

                              10.7    Sponsorship/Treasurer

               11.     Options for fora

1.1     To provide an additional teaching opportunity to reinforce/clarify specific areas of study for final year medical students in a case-based teaching format that gives students access to tutors of their choice.

1.2     To provide a social milieu that enables staff and students to relate to each other in a non-formal way.

1.3     To provide an opportunity to discuss informally with students aspects of postgraduate career development, family life, career path selection etc.

2.       HISTORY

          The first of these departmentally organised teaching weekends occurred in 1990.  The first three weekends were held at the Jarrahdale campsite of the Institute for Human Development and the rest have been held at the Point Peron Education camp in Rockingham.  All of the camps have been highly successful and attended by about 90% of VI students.  The success of the Sixth Year Teaching Weekend provided the foundation for the development of a similar weekend in the fourth year of the course and, most recently, a Department of Surgery camp.

 3.       DATES

          In general, the teaching weekend is held during the third term of Year VI (usually May or July).  Optimally, it should be held in the middle weekend of the term or the end of term to enable those individuals who are attending rural general practice for their four-week teaching period to be able to attend this camp  i.e. in the middle of the term they will be either returning or leaving for their rural general practice month.  An alternative is to hold it at the end of second term.  It has been getting later in the year for a variety of reasons.

 4.       LOCATIONS

          We use the Education Department campsite at Point Peron and this has worked out well.  Although the accommodation is dormitory-style, with awareness of the need to respect the sleeping needs of other individuals, this has not been a big problem.  This location with its sweeping ocean views, a beach, a floodlit basketball court is reasonably priced and has been favourably reviewed by students in their evaluation sheets.   Specific points are as follows:

4.1.    The appropriate booking form needs to be completed and lodged with the Campsite by August/September of the preceding year.

4.2     A deposit is required.

4.3     The contact individuals are Kerry Fitzgerald or Chris [telephone 9527 1645 or 9527 9222;  fax 9592 3910]

          If a change in campsite is required, it is important to consider that the location chosen should be sufficiently far from the city to require a commitment by the students  (i.e. not a campsite within the metropolitan area which might encourage students to attend only for the teaching sessions) but not sufficiently far to prevent tutors travelling there and back.  In general we have aimed for campsites which are approximately one-hour travelling time from the city.  It is also important to remember that most campsites need to be booked at least a year in advance.  A number of other campsites have been evaluated and visited by tutors but found to be fairly rudimentary, lacking in appropriate teaching facilities and/or geared more for school children than for adult educational activities.

5.       FUNDING

          The teaching weekend has to be self-funding, i.e. there are no funds allocated for this weekend from the departmental budget.  The nature of funding for the weekend has evolved over the years.  Based on student evaluation, alcohol is not included in either the student-registration cost or the sponsorship  i.e. there has been a move to minimise alcohol by ensuring that individuals are required to bring their own. 

 Also, the Friday night is covered by sponsorship, ie they can come down and not have to pay for it, or rather, not coming Friday does not generate a lower registration.

           Sponsorship is readily obtainable to cover a large proportion of the cost of registration for the weekend.  In essence, this covers the costs of accommodation and food for the tutors and their families as well as a proportion of the students’ costs.  Sponsorship in the past has been reasonably generous from the Medical Defence Association, the Health Department, the Faculty, the Australian Medical Association and Gannon/Growden/Schonnell, however other sources can be utilised and the sponsorship representative on WAMSS should be contacted.  At times the Guild of Undergraduates has made education grants available to some student camps but these have never been obtained for this weekend.  Sponsorship should be organised well in advance.

           It is important to ensure that a small “profit” is made so that extra funds can be kept in the UDM kitty to provide for early submission of the deposit funds as well as allowing an additional amount in case of damage to equipment (this has not occurred in the past however should an item of equipment be damaged in transit then we may be required to pay for its repair, although there is some UWA insurance cover).

           It has been an important principle that the staff, who are not only giving up a weekend but also being asked to work hard during that weekend, be fully funded along with any of their family who chose to come.  This includes providing hospitality such as flowers on their arrival plus providing a “Minder” for staff who may not be familiar with the site.  Remember that for this weekend to succeed, teaching staff must not be put off from coming and, if possible, staying for the weekend.

 6.       COMMITTEE STRUCTURE
Listed below are the following portfolios for the Sixth Year Teaching Weekend Organising Committee:

 6.1     Chairman 
Needs to be a committed UDM staff member. Has been Professor Bruce Robinson for all weekends so far.

6.2     Overall co-ordinator (1)
          This individual provides overall co-ordination of the Committee and the camp and currently also organises registration (distribution of registration forms, acceptance of fees etc.)  He/She can help others but should not take prime responsibility for jobs.  This responsibility traditionally has fallen to one of the year representatives.  As the weekend is often initially organised during the fifth year of the course, the fifth year representative can be the camp co-ordinator. 
 
6.3     Registration and accommodation co-ordinators (2)
          This involves
1.  informing the students of the dates early on in the process
2.  modifying the registration form template with current dates and sending that out to the students, once the committee has agreed on the price etc.
3. Collecting money and passing it on to the Departmental Secretary for banking, passing on extra information from the rego. forms (eg .T-shirt sizes etc) etc.
The co-ordination of arrangements for accommodation for students and tutors (and families) prior to and during the Camp includes instructions for parking, sign posting for the weekend, checking registration forms for special needs, "welcome"  cards/flowers/lollies for kids etc. and extra wine for any tutors living in the VIP quarters over the weekend.

6.3.1   Social Functions/Sports Organisers (2)
          This task involves organising social functions for the weekend (for both Friday and Saturday nights, co-ordination with an appropriate volunteer for the Christian Medical Fellowship meeting early on the Sunday morning as well as ensuring the provision of footballs, basketballs, volleyballs and any other sporting equipment for the Saturday afternoon.

6.3.2   Sponsorship/Treasurers (2)
Involves raising sponsorship for the camp. It also involves liaising with WAMSS Sponsorship Reps. to raise funds - as well as keeping a record of funds in and out.

6.4     Teaching Programme Co-ordinators (2)
          This involves liaising with other members of the Committee and with other final year students to determine which tutors and what format is desired for the weekend as well as liaising with each of the tutors to determine their subject material, teaching equipment requirements, preferred days/times etc.  Also need to delegate Tutor “minders” involves making sure tutors have a “minder” if they are new to the Camp and making sure they have maps, have nice accommodation etc. 

6.4.1   Teaching Equipment Co-ordinators (2-4)
          This is a substantial task and involves obtaining sufficient overhead projectors, slide projectors, butchers paper/white boards, pens etc. for all the required teaching.  It involves transporting the equipment to the camp, looking after it during the weekend (including replacing broken globes) and then returning the equipment promptly to its original position prior to the commencement of Monday teaching within the hospitals.

 7.       MEETINGS
          The Sixth Year Teaching Weekend is planned through meetings with the above Committee which are held either in the library of the University Department of Medicine or at the home of the Chairman on several occasions.  All Committee members are requested to attend these meetings.  Although the opinions of the wider student community are sought, including the selection of preferred teaching personnel, the Committee in general makes most decisions.

 8.       ADDITIONAL POINTS
Please note the following important points, most of which are generated from previous student feedback analysis:

 8.1          Alcohol:  There has been a shift over the years towards minimising excessive alcohol intake because it disturbs the weekend and individuals find that they cannot sleep well because of the noise or cannot focus the next day because of their own alcohol intake etc.  BYO is preferred, along with a clear separation of drinking and sleeping areas and quietness around the dormitories. This request was overwhelming from the students. 

8.2.    Choice of tutors and rotation times:  There is a temptation to try to cram too much teaching into the weekend e.g. by having 30 minute tutorials, trying to cover “all” areas and by being tempted to invite paediatricians, obstetricians etc.  It is important to realise that this Weekend is organised through the Department of Medicine and while occasionally there is a general or orthopaedic surgeon, it is a mistake and inappropriate to attempt to invite too many tutors from outside the medical discipline.  Also, the Department of Surgery now has its own camp.  Student feedback has overwhelmingly supported the notion that 30 minute rotations are too fast and that 40-45 minutes is optimal. The whole course cannot be covered in 48 hours.  It is important to remember also that most students will not have undertaken a final year term in Medicine at the time the Camp is held.  The aim of the Weekend is to stimulate students in the ways of thinking about problems, rather than to transmit facts per se.

 8.3.    Teaching content:  All tutors need to be encouraged to make their teaching case-based rather than basic lectures and to focus on problems that might be encountered in the first and second years after graduation.

8.4     Quiz nights:  Although quizzes, etc. are encouraged, there is a general feeling that the final year is difficult enough without creating too much more in the way of a competitive environment.  Quiz nights therefore need to be inclusive (think of the shy students - how to involve them), have lots of spot questions, involve charades etc., include tutors and their kids.

8.5     Cleaning responsibilities:  The responsibility for ensuring that tutorial rooms and social function areas are clean at the end of each day will fall largely upon the Committee.  This needs to be planned in advance.  Similarly, planning for cleaning the cabins etc. at the end of the Weekend needs to be undertaken in advance and students allocated tasks.  Nevertheless, at the end of the Weekend, it will be the Committee who is responsible for ensuring that all social, teaching and sleeping locations are pristine.

8.6     Liaison with Campsite Co-ordinators:  We have established good reputations with each of the Campsite Supervisors in the past and is important that this be maintained.  Therefore, not only should the campsite be maintained and left in a perfect state, but it is obligatory to make contact with the Campsite Supervisors on site, continue to treat them with respect, be co-operative and  respect the rules of the campsite.

 8.7     Signposting/parking:  It is crucial that several road signs are put up to make arrival at the campsite easy, particularly for tutors who may well be arriving in the dark.  Similarly, it is imperative that parking be well organised.  In general, tutor cars can be parked adjacent to their accommodation, while student cars are required to be parked on the road outside.

 8.8     Attendance numbers:  Approximately 90% of the year attend the Weekend.  There will always be some individuals with prior commitments (weddings etc.) but others feel the need to work in paid employment on that weekend or don’t attend for lack of interest.  This has been, in retrospect, disappointing for them because the Sixth Year Teaching Weekend represents one of the highlights of the year and provides an important memory base for nostalgia in the future, i.e. those who miss out ultimately regret it.  It is therefore essential that all individuals within the final year be encouraged to attend the Weekend.

8.9     Optional discussion sessions:   Over the past few years we have instituted sessions on ‘Life after Medicine?’ as an optional discussion time with students and teaching staff.  Tutors can be asked questions about postgraduate studies, which hospital to choose, career path decision-making, when to do research, where ? when ? overseas ? how to survive in family life etc.  This has proved extremely popular and has been well attended and should remain an important component of the Teaching Weekend.

 8.10    Social functions:   Social functions that have succeeded have been quiz nights, bush dances, organised games evenings, theatre sports and karaoke evenings.  Things that have not succeeded are unorganised dancing/games or semi-organised games nights and similar functions where mixing has not been encouraged.  The general formula for success requires organisation, an opportunity to mix individuals together in the year who would not otherwise socialise and the opportunity for students and staff to interact together.

 8.11    Name tags:  Staff have requested that students wear big-print name tags during the weekend (although students know each other’s names, staff may not and do  prefer to interact with the students by name).

 8.12    Photographs:   Several people take cameras to the Weekend to record events.  An extra copy of each photograph needs to be kept in the UDM students camp file.  Funds for this come from registration.  Taking a video for use at the Med Dinner is a good idea.

 8.13    Bell/buzzer:  Some form of hand bell or buzzer or whistle (simplest) is required to announce changeovers for tutorial timetables.  This needs to be organised in advance.  We now have our own bell (kept at UDM, SCGH).

 8.14    Exam preparation session and student feedback:  One of the essential and successful sessions in the weekend is the exam preparation session.  During this time feedback sheets are provided to students who will get the opportunity to evaluate the Weekend, providing both positive and negative comments relating to the campsite, food, teaching programme, quality of the teaching of individual tutors, social and sports programmes, etc.

 8.15    Lights-out:   It is imperative that quietness after 11:00pm is self-imposed by the students on the basis that it shows respect and consideration for fellow students and for the staff.  If students wish to stay up beyond  that time then it is possible to ‘quarantine’ their activities to the meeting area without disturbing other students or staff who are sleeping.  No basketball after 11:00pm.

 8.16    Assistance from previous Committee members:  Included in the appendix, along with suggestions from students, is a list of previous co-ordinators and camp committee members who have expressed a willingness to be approached for advice.

 8.17    Finances:  It is essential that an accurate list of all incoming and outgoing expenditure is kept.  This needs to be co-ordinated through the UDM Administrative Officer (4th Floor G Block, QEII Medical Centre, telephone 9346 2577, fax 9346 2816).  It is important that everybody pays prior to the Weekend.  No one should be able to attend without having paid their money as it is too difficult to obtain funds after the Weekend.  No one is eligible for a discount unless there is genuine reason (all students are poor but within seven months they will be earning a reasonable income so they can borrow the funds.  If there is a genuine reason why individuals cannot attend then they ought to approach the Camp Co-ordinators or Professor Robinson privately and arrangements will be made).

 8.18    Maps:  A map with directions to the campsite, together with a map of the campsite need to be provided prior to departure for the Teaching Weekend.

8.19.   Loud speaker/microphone:   One suggestion has been to take an portable microphone or loud speaker to the Weekend to facilitate communications over the campsite and in the large hall.

 8.20    Explanation booklet:  Other suggestions include providing an explanation booklet prior the camp which includes:   the Camp rationale, rules, some quiz questions, pre-arranged cases, explanation of the lack of alcohol and need for moderation, explanation of the need for quietness around dormitories, asking everyone to bring a joke to the Weekend, providing an explanation of where the money goes and where it doesn’t go, including maps, etc.

 8.21    Registration desk: Another suggestion has been to have a clearly marked registration desk at which the T-shirts are handed out, badges are written and student accommodation is co-ordinated.

APPENDIX 9.1  List of Previous Camp Committees

MEDICINE VI TEACHING WEEKEND

PREVIOUS CAMP COMMITTEES