Evaluation Policies

Evaluation is an essential part of our residency program.  We regularly evaluate our residents, our preceptors, our rotations, and the program itself.  Evaluation is designed to be a process of continuous communication, and evaluations from preceptors are a critical component of residents’ growth and learning during the program.  Evaluations from residents are an important mechanism for program and preceptor skill development.  Both forms of evaluation are central to the accreditation process as well.

Each year the LMPS Residency Program manages over 1,000 written evaluations of residents, preceptors, Academic Day Seminars and rotations

All written evaluations are managed via the one45 System.

For evaluation process for the Academic Day Seminars program, refer to the relevant program document.


evaluation workflow summary

1-2 weeks PRE-rotation

  • Resident contacts preceptor confirming day 1 meeting time/place and provides ePortfolio URL for preceptor review. Any time commitments away from the rotation (eg: Academic Day Seminars, BC Wide Case Presentations, etc) are communicated to the preceptor. Resident reviews rotation manual in one45 and completes posted pre-readings.  
  • Preceptor reviews ePortfolio.

Day 1

  • Resident & Preceptor discuss rotation objectives
  • Resident specifies own additional learning objectives for the rotation & records in ePortfolio

Throughout rotation

  • Preceptor provides day-to-day feedback and evaluation
  • Resident keeps preceptor informed of learning and additional learning objectives identified. Resident provides day-to-day feedback to the Preceptor. Documents learning experiences in ePortfolio.

Midpoint

  • Resident and Preceptor meet to discuss progress, including resident-specific objectives previously specified.
  • Preceptor completes and submits Midpoint ITER (In-Training Evaluation of Resident) form via one45

2nd last day

  • Preceptor completes and "saves" Final ITER form in one45. A hardcopy may be printed to facilitate last-day discussion with resident.
  • Resident completes and "saves" preceptor and rotation evaluation form in one45.
  • Resident completes and "submits" self-assessment evaluation form in one45.

Last Day

  • Resident and preceptor meet to discuss completed evaluation forms, including resident-specific objectives previously discussed on Day 1. 
  • Preceptor "submits" Final ITER form in one45
  • Resident "submits" preceptor and rotation evaluation form in one45.

Days following

  • Resident reflects on the experience and documents in ePortfolio.
  • Preceptor and resident "sign off" evaluations in one45.

Preceptors are encourages to contact the Program Coordinator AT ANY TIME to discuss resident performance issues of any sort. The Program Coordinator is committed to ensuring that this information is conveyed to appropriate persons as necessary to facilitate the development of the resident.

The LMPS Residency Program evaluation policies herein apply unless an alternative approach is approved by the Coordinator and/or Residency Advisory Council for a particular rotation or situation, or is overseen by a BC Residency Program Standard (eg, oral assessment, resident case presentations).


CPRB 2.2.3 Evaluation

Standard

The pharmacy department shall conduct the program in a manner which reflects the principles of the continuous quality improvement in the evaluation of the program.

Requirement(s)

  1. An ongoing review process shall be established to evaluate (formative and summative)
    1. Resident performance
    2. Preceptor performance
    3. Coordinator and program director performance
    4. The rotation and training environment
    5. The residency program
  2. The resident shall use a learning portfolio or equivalent to facilitate self-assessment and provide evidence of skill development over the course of the program
  3. With respect to the evaluation process for residents, the program shall ensure that:
    1. Assessment of a resident's progress shall be continuous and ongoing throughout the program
    2. The resident shall perform written self-assessments based on the learning objectives established for each rotation, in order to assist the resident in identifying any objectives that were not met during the rotation
      1. A resident's self-assessment shall be reviewed with the resident by the preceptor with or without the program director/coordinator at the time of regularly scheduled evaluations
    3. The resident's achievements shall be regularly assessed in terms of the program and rotation learning goals and objectives
      1. The assessment shall relate to the resident's progress in achieveing goals and learning objectives
      2. Subjective criteria such as personality traits should be considered only in relation to their effect on achieving goals and objectives
      3. A final evaluation shall be completed for each rotation. A midpoint evaluation should be completed for each rotation. The final evaluation should be conducted within 1 week of completion of the rotation. The evaluation meeting shall be conducted by the preceptor for each rotation or by the program director/coordinator with input from preceptors.
      4. A written record of the final evaluation of each rotation or residency requirement (eg: for program requirements completed using a format other than a rotation) shall be maintained and reviewed with the resident and signed by the residency coordinator and/or director.
  4. With respect to preceptors, an ongoing review process shall be in place that:
    1. Shall obtain feedback from the resident
      1. The resident shall complete a written evaluation of the preceptor and feedback shall be provided to the preceptor in a timely fashion
      2. The resident shall evaluate the preceptor on the basis of his/her knowledge, skils and attitudes as a role model and teacher
    2. Shall provide for the residency director and/or coordinator to review and sign off on all evaluations of the preceptor and the rotation in a timely fashion

LMPS Program Policy

The resident is evaluated through the following processes:

  • Prior to the beginning of a rotation, the resident shall share with their preceptor their ePortfolio URL and the preceptor shall review the ePortfolio as a means of understanding the experiences and progress made by the resident to date and specific learning needs identified by the resident.
  • Open communication to provide two-way feedback on a daily basis between the preceptor and resident should be established on day 1 of the rotation.  
  • A formative midpoint evaluation is completed via one45 for each resident for each rotation.  The primary rotation preceptor is responsible for completing and discussing this evaluation with the resident near the midpoint of the rotation.  This evaluation contains the same domains as the summative final evaluation form for the rotation.
  • A resident who has concerns about their progress at any time during a rotation shall discuss this with the preceptor and/or Coordinator as appropriate.
  • If at any evaluation point in a rotation it is identified by the preceptor that the resident is not on a trajectory to successfully complete the rotation by meeting the rotation objectives, the preceptor is required to contact the Coordinator promptly to identify the situation.  The Coordinator will then work with the preceptor and resident to formulate a learning plan that will maximize the probability of successful completion of the rotation.
  • A summative evaluation is completed for each resident for each rotation.  The primary rotation preceptor is responsible for completing and discussing this evaluation with the resident near the conclusion of the rotation and no later than 1 week after the rotation concludes.
  • The resident shall complete a summative self-assessment via one45 prior to the completion of the rotation and review this with the preceptor when the summative evaluation is discussed. 
  • Where a discrepancy between the preceptor and resident’s self-assessment of their performance exists, the resident and preceptor are responsible for collegially discussing the issue(s) to best inform the resident of the reasons for the assessment given and to ensure the preceptor is as informed of the resident’s perspective as possible. Where this process doesn’t result in a satisfactory outcome to either party, the Coordinator is to be alerted immediately to perform any required intervention. 
  • Via one45, any evaluation below the expected level of performance results in an immediate e-mail alert to the Coordinator, who assesses the situation and takes whatever action is required.
  • The Coordinator shall meet regularly with individual residents to discuss evaluations, general progress and learning, goal identification, and review of the resident’s ePortfolio.
  • Resident evaluation issues, whether general or specific, are discussed by the Residency Advisory Council as required.

 

The preceptor is evaluated through the following processes:

  • Open communication to provide two-way feedback on a daily basis between the preceptor and resident should be established on day 1 of the rotation.
  • A resident who has significant concerns about the learning environment in a rotation shall discuss this in a professional manner immediately with either the preceptor and/or Coordinator as appropriate.
  • A summative evaluation of preceptor and rotation is completed by each resident for each rotation.  The resident discusses this evaluation with the preceptor near the conclusion of the rotation when the resident is being evaluated, generally on the last day of the rotation. 
  • Via one45, any evaluation below the expected level of performance results in an immediate e-mail alert to the Coordinator, who assesses the situation and takes whatever action is required.
  • Rotation and preceptor evaluation issues, whether general or specific, are discussed by the Residency Advisory Council as required.
  • At the end of each residency year, summative evaluation reports (of preceptor and of their rotation) are sent to preceptors and their Clinical Coordinator.  This is accompanied by a request to reflect and update their rotation manual and identify skill development needs as required.

Note:  For some rotations, an alternate form of formative or summative evaluation may be used (e.g., an oral assessment for the Drug Distribution rotation)

 

The Coordinator is evaluated through the following processes:

  • Regular meetings with the Director
  • Annual and ongoing performance assessment by the Director
  • Formal exit evaluation of Coordinator by residents
  • Ad hoc feedback from preceptors and residents

 

The Program is continuously evaluated and improved through the following processes:

  • Regular formal meetings of the Residency Advisory Council, which includes direct input from residents
  • Regular 1:1 meetings between the Program Coordinator and individual residents
  • Formal rotation-specific evaluation processes as described above
  • Ongoing development of preceptors via Preceptor Development Framework
  • Formal exit evaluation of the Program by residents
  • Ad hoc feedback received from staff, preceptors, mentors, residents
  • Proactive and reactive intervention by the Program Coordinator, Director, or preceptors, as appropriate to quality improvement needs identified
  • Early withdrawals from the Program will be promptly reviewed by the Director and in an timely manner by the Residency Advisory Council.  The BC Pharmacy Practice Residency Committee’s policies are invoked here as well.