Evaluation collection

Every rotation needs a defined evaluation plan before it starts.

• Each rotation has an assigned evaluation form (student, preceptor, and site as applicable).
• Evaluators are named per student per rotation — no 'someone will do it'.
• Narrative comment prompts ask for specific observed behaviors (Element 9.5).

Reminders are a system, not a favor. Automate the rhythm.

• Reminders go out at T-14, T-7, and T-2 days before each deadline.
• The reminder includes the form link, the student name, and the deadline.
• An owner is assigned to monitor returns (not 'the office' in general).

Element 9.7: mid-course/mid-clerkship feedback must happen and be documented.

• Every student has documented mid-rotation feedback by midpoint + 3 days.
• Missing mid-rotation feedback is flagged to the clerkship director, not just the preceptor.
• The feedback is formative — separate from the summative grade conversation.

Late evaluations delay grades. Escalate on a schedule.

• Overdue evaluations are listed weekly with days-overdue.
• The escalation path is followed (reminder → coordinator call → director involvement).
• Chronic non-responders are flagged for the preceptor relationship review.

Generic comments ('good student') say nothing and weaken the grade's defensibility (Element 9.5).

• Narratives describe specific observed behaviors, not just ratings.
• Thin narratives are sent back for specifics before grading — not after.
• Patterns (all preceptors at one site writing identically) are flagged.