Course Director's Guide

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Roles & Responsibilities

The course coordinator functions under the authority of the School of Medicine Curriculum Committee and administration, as part of the organizational locus to facilitate the management of the educational program for the MD degree, as stipulated by the Liaison Committee for Medical Education (LCME).


  • Under the supervision of the Curriculum Committee and School of Medicine administration, the course coordinator:
  • Organizes and supervises the course, including schedule development
  • Schedules evaluations for the course director to assess the quality of teaching provided by the faculty
  • Assists individual faculty with identifying resources to develop their skills
  • Coordinates with the course director to maintain and manage course materials and records (e.g. syllabi, schedules, faculty presentations, student assignments, etc.)
  • Coordinates with the course director to maintain an updated Canvas site for the course.
  • Assists the course director with submitting final grades in SAP in a timely manner
  • Assists with the submission of grades to ensure they are submitted no later than 30 days after receipt of NBME subject examination scores, or 10 days of the end of course or receipt of external exam scores for courses ending in April and May
  • Coordinates with the course director to create and collect formative and summative evaluations by the prescribed deadlines
  • Provides the course director with data and information necessary to respond to the end-of-course Evers Report, submitted by the Carl G. Evers Society
  • Coordinates with the course director to provide a list of required and recommended textbooks to the bookstore


Course Syllabus

  • Course syllabi must conform to the template developed by the Office of Medical Education for both clinical clerkships & preclinical courses.
  • A syllabus must be submitted to the subcommittee for Curriculum Design & Innovation, chaired by Dr. Stephen Stray, when significant modifications are made in the management, grading mechanism, or designation of mandatory sessions in an existing course.
  • Syllabi will be requested by the Office of Medical Education annually and may be requested by a School of Medicine committee, or other institutional offices.
  • Syllabi for the upcoming academic year must be submitted each year by the end of May.
  • The course syllabus must be uploaded into MedHub under the respective course file
  • Grading rubrics should be outlined in the course syllabus.
  • Grading rubrics for M3 clerkships and electives must be submitted, as outlined in the course syllabus, to Luci Varela-Quintero in the Office of Medical Education by the end of June of each academic year.


Canvas is the SOM learning management software and all course materials, including the syllabus, should be published there.

  • The E-learning administrator, Elizabeth Jacobs, can provide support in using this resource.
  • SOM courses are added to Canvas through the myU/SAP portal. A training document is available for more specific information.
  • Training in the use of Canvas is available online and in person through Technology Learning Central.

Materials to be Posted in Canvas

  • The course syllabus should be set up and published at least 2 weeks in advance of the course start date.
  • The course syllabus should be posted in the syllabus tab at least 2 weeks in advance of the course start date. It is recommended that syllabus is posted directly as text and not as a word or PDF file. Course schedules entered into the Canvas calendar will automatically populate the schedule at the end of the syllabus.
  • Course materials for student access (e.g., seating charts, small group assignments lists, and presentations) should be posted in modules. Information should be available at least 24 hours before it is needed.
  • Presentations and documents for course activities pertaining to a single examination should be gathered together under one module. Course materials should be available to students for at least 14 days after final grades are submitted.


MedHub is a web-based electronic management system used by the School of Medicine to organize and report medical school data organization. Processes managed by MedHub include curriculum mapping and the scheduling and administering of evaluations.

Uploading Course Syllabus

The course syllabus must be uploaded into MedHub under the respective course file. There are two roles in which you can log into MedHub, make sure you are in the Course Admin role.

  1. Login to MedHub
  2. Select Course 
  3. Go to Portal Management located in the second column underneath User Management and Schedule Management
  4. Click on Resources/Documents
  5. Click on the Syllabus folder
  6. Click on Add Resource – File
  7. Document title – “2020-2021 Syllabus”
  8. Browse file location and download
  9. Scroll to bottom and select Faculty member, Course Director and Course Admin
  10. Click submit

Curriculum Mapping

  • The Office of Medical Education manages curriculum mapping within the School of Medicine. The curriculum map is created and administered in MedHub.
  • Course coordinators are provided course objectives by the course director.
  • Each spring and summer, as directed by the Office of Medical Education, the course coordinator should verify the student learning objectives and their alignment with School of Medicine educational program objectives (EPOs) in the course curriculum map with the course director.
    • EPOs can be found later in this document.
    • Course objectives may be copied forward from the previous academic year’s curriculum map. For instructions, click
  • Course coordinators should coordinate with the course director to validate session learning objectives in the curriculum map to ensure they accurately reflect those provided to the students in the course and align with SOM educational program objectives. All course objectives must be linked to an individual course session.
    • For instructions on linking course objectives to course sessions, click here.
  • Any updates to the course’s curriculum maps must be submitted to the Office of Medical Education by the third Friday in June.

Additional, up-to-date information on curriculum management, including establishing a new course, changing a course director, and course evaluation can be found on the Office of Medical Education website.


Course Evaluation
  • All course evaluations are administered in MedHub.
    • Instructions on creating, scheduling, and administrating course evaluations in MedHub can be found
  • Evaluations of students must be scheduled in MedHub and available for faculty by the last day the faculty works with the student.
  • Evaluations of faculty in pre-clinical lectures are scheduled by the course director/administrator and must take place the last day the faculty member provides instruction.

Grading & Student Evaluations

Grading and student evaluations are provided by faculty to students for each course in accordance with the school’s guidelines and provided deadlines. Assessment methods include formative, narrative, and summative assessments.

  • Formative Assessment: Formative assessment is feedback provided to a student during a course/learning experience to modify behavior to improve student learning or performance. The assessment should be documented by assessing faculty. Formal formative feedback should be provided early enough during each course or clerkship to allow sufficient time for remediation. To be in compliance with Liaison Committee on Medical Education (LCME) accreditation standards, formative feedback must occur at least at the midpoint of the course or clerkship. A course or clerkship less than four weeks in length provides alternate means by a medical student can measure his or her progress in learning.
  • Narrative Assessment: A medical school ensures that a narrative description of a medical student’s performance, including his or her non-cognitive achievement, is included as a component of the assessment in each required course and clerkship of the medical education program whenever teacher-student interaction permits this form of assessment.
  • Summative Assessment: A criterion-based determination, made as soon as possible after the conclusion of a curricular component (e.g., course/module, clinical clerkship/rotation) by individuals familiar with a medical student’s performance, regarding the extent to which he or she has achieved the learning objective(s) for that component.


  • Formal arrangements should be made for the storage of records in a secure environment which can be accessed by appropriate members of the department other than the course director if she or he should become unavailable.

  • In the M1 and M2 years, each course should submit a summary of the grades following each major examination to the Office of Medical Education as soon as they are finalized.

  • Final grades are submitted to SAP. All grades should be thoroughly proofed by at least two individuals, one of whom should be the course director, before being submitted.

    • For most courses, final grades are to be posted within 30 days of the end of the course or receipt of national test (NBME) scores. For courses ending during April and May of the academic year, final course grades are to be posted within 10 days of the end of the course or receipt of external exam scores.

    • All materials on which grades are based should be retained for at least 6 months following completion of the course/academic unit. Some materials may need to be maintained for longer periods. More information can be found in the AAMC Guidelines for Maintaining Active and Permanent Individual Student Records.

  • Materials stored in Canvas are automatically archived and do not have to be duplicated.

  • The release of grades should be completed in accordance with the following guidelines:

    • Official grades are released through SAP.

    • It is prohibited to post a publicly accessible list of grades in any form, either on a board or a web page, regardless of the type of identifier utilized.

    • Grades become final 30 days after release to the students.

    • Medical students may appeal grades within 14 days of their posting to the registrar’s office. After that time, grades will stand as recorded.


A member of faculty or staff must demonstrate legitimate educational interest or a need to accomplish their official work duties in order to be granted access to a student’s educational record. The faculty or staff may be granted access by the following.

To initiate the request the member of the faculty or staff must complete a Faculty/Staff Access to Student Educational Records form. The Faculty/Staff Access to Educational Records form may be obtained on the School of Medicine website on the faculty page. The form is reviewed by the vice dean or assistant dean for academic affairs for approval. A review of the request with a determination of access will be completed in no more than six business days.

The Faculty/Staff Access to Student Educational Records form will be kept as a part of the student’s record.

Approved by the SOM Deans Council, October 15, 2018


  • Suspected cases of academic dishonesty must be documented by the involved faculty or staff and dealt with directly and promptly.
  • Course coordinators should work with the course director to immediately report such instances to the vice dean for medical education or the associate dean for student affairs.


The Executive Faculty shall act as an appeal body for all academic and/or unprofessional behavior matters that concern grades, promotion, conditions imposed by suspension, dismissal, or withdrawal. Students shall be notified of adverse academic decisions such as requirements for remedial work, conditions upon withdrawal, or dismissal. Each student shall be notified of his or her right to appear before the Executive Faculty to appeal such decisions. Any request for appeal must be by written petition to the dean within 14 days of the recommendation of the sanction. Failure to make a written appeal within this 14-day time period shall constitute a waiver of the appeal right and shall result in the sanction becoming final as recommended. A member of the faculty also may appeal to the executive faculty on behalf of a student. During an appeal hearing before the Executive Faculty the student shall be permitted, at his/her expense, to have an adviser or legal counsel represent him or her at the hearing and through all other stages of the disciplinary process. The role of the counsel shall be limited to an advisory capacity only. He/she will not be permitted to make opening or closing statements/question witnesses, or make oral argument. The student is entitled to present witnesses or other evidence, question opposing witnesses, and make opening and concluding statements on his/her own behalf. The Executive Faculty shall record all hearings, and recordings shall be preserved until the time for all avenues of appeal available to the student shall have expired. The executive faculty shall have the right to approve the recommended sanction, impose a lower sanction or no sanction, or impose a harsher sanction than recommended. The Executive Faculty shall render a written decision within ten (10) working days of the completion of the hearing, and shall notify the student with a copy of the written decision. All decisions by the Executive Faculty concerning academic matters are final. The student shall have the right to file a procedural appeal in writing to the Associate Vice Chancellor for Academic Affairs/Provost within five (5) working days. In the case that a procedural violation is found to have occurred, the case will be returned to the point of procedural issue and readdressed.