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PROGRAM DIRECTOR
RESOURCES

BTG Operation Meetings:

Program Directors must attend the monthly program planning meetings, year-round.

Recruitment Tools:

Sent to Program Directors from Program Office

 

Student Agreement:

Outlines the expectations of students who are selected to participate in the BTG CHIP (programs outside of Philadelphia may want to edit the Philadelphia Student Agreement to meet program specifics).

 

Community Preceptor Agreement:

Outlines the responsibilities of the Community Preceptors and the sites who agree to partner with BTG CHIP (programs outside of Philadelphia may want to edit the Philadelphia Student Agreement to meet program specifics).

Master Student Data List (MSDL):

Key administrative tool and source of longitudinal tracking data.

Program Office will send out MSDL template the first week of May.

 

MSDL Template: Complete all Fields

  • Student: add students who have been accepted, ensure correct spelling of name, email, discipline, and cell phone.

  • BTG Student ID Number: DO NOT use social security numbers

    • Each school has specific identifiers for the first 3 numbers / middle numbers “00” (all schools)/ last 4 digits are assigned by the Program Director (PD). Example of Drexel student ID: 999-00-XXXX

 

School Codes:

Drexel (DU)                              999

Drexel/Reading (DUR)            910

Jefferson (TJU)                        777

Temple (TU)                             666

TU/St. Luke/LVHN (TUSL)       610

UPenn (UP)                              555

CMSRU                                    450

LECOM                                   222

Bryn Mawr (BM)                      713

USciences (USP)                     812

DeSales (DeS)                        121

Moravian (MC)                       124

Marywood (MWU)                 125

Pittsburgh (Pitt)                      333

USUHS                                   100

  • Community Partner: Name, Address, Community Preceptor (CP) name, and CP email.

    • If new site, add to “1st Community Partner” field, along with Address, CP name, and CP email

    • Sites listed in dropdown are pulled from previous years (2023) MSDL and added to help  maintain consistency from year to year in Community Partner listing, ALWAYS ENSURE  POPULATED INFORMATION IS ACCURATE

 

  • Population Served: Ensure primary (and secondary if needed) populations are correct, update if they are not:

                                                               

                                                               C                Children and Youth (0 to 12 years)

                                                               A                Adolescents (ages 13-19)

                                                               E                Older Adults

                                                               HTH           Homeless and Transitional Housing

                                                               MCW         Maternal/Child & Women’s Health

                                                               MHSA        Mental Health & Substance Abuse

                                                               CH              Community Health

 

  • Edits: Any dropped students/community partners or edits made after submission MUST be shared with the Program Office

Student Coordinators:

Program Directors select a student(s) to serve in a leadership role that supports the Program Director and the overall BTG Program administration. Student Coordinator Job Description provided

 

Philadelphia Student Materials:

Password protected on the website and include the Core Curriculum Syllabus and Student Assignment Details.

            Password:  btgchip

Evaluations and Questionnaires:

 

Community Health Activity Cards (CHACs):

Evaluation tool used to collect data on student work in the community including, number of days of community service, weekly activities, work in teams, population served, etc. Student Coordinators are oriented to the CHAC and serve as resources for students. Also, at Core Orientation in Philadelphia student are introduced to the CHAC and how to complete.

 

CHACs are sent from Program Office via RedCap. Program Directors are responsible for following up/ tracking students to ensure 100% completion.

  • First CHAC is completed the first Friday of the program. Bridget will send CHAC spreadsheet and instructions the Friday prior to the first CHAC.

  • Bridget will send reports each Tuesday starting the second week of the program with all data from students who completed CHAC

    • Program Director’s must determine which students have not completed and contact them to complete

    • Use CHAC spreadsheet to track weekly activity

  • All student CHACs should be completed by final Friday of the program.

 

Additional Evaluations (State Reported Data and Programmatic Themes)

Sent via RedCap from Program Office

  • Program Directors are responsible for contacting students and community partners to ensure completion and submission of ALL evaluations

  • Program Office will send exports to Program Director’s to verify all students completed

 

Sent on first Wednesday of the program

  • Demographic Data (Required for PA state funding)

  • Student Data (Required for PA state funding)

  • BTG Authorization & Release Form

  • BTG Student Agreement  

 

Sent at the end of session each Wednesday

  • Weekly Wednesday Evaluations

Sent on final Wednesday of the program

  • Cardiovascular Disease Prevention /Education (Philadelphia, NJ, LHV ONLY)

  • Oral Health Activities

  • Core Curriculum (Philadelphia, NJ, LHV, USUHS ONLY)

  • Student Impact (Required for PA state funding)

 

Sent final week of the program

  • Community Preceptor Program Evaluation (Required for PA state funding)

Weekly Journals

Weekly journals: students submit to their Program Director and Academic Preceptor

  • Each school creates its own process for submission

  • Weekly Journals will NOT be shared for data purposes   

End of the Program

 

Final Paper:

Outline in Student Materials on website.

For use in funding and program support, Program Directors are asked to send the Program Office quotes from final papers that address the below topics. Submit to Program Office:

  • The program impact on the student

  • The impact of the program on how a student sees their profession or role as a future professional

  • Interdisciplinary – quotes that speak to the impact of working in an interdisciplinary team.

  • Cardiovascular Disease including Smoking Cessation/ tobacco free

  • Oral Health Disease prevention

 

Team Experience Summary:

TES are shared on the BTG website and highlighted at the BTG Symposium. See TES template and Guidelines for details.

Student submit one TES per site team for Program Directors review and require both Community and Academic Preceptor sign-off

 

Professional Posters:

Template in Student Materials on website.

Using the TES student create a professional poster highlighting the summer work/experience.

Student submit one TES per site team for Program Directors review and require both Community and Academic Preceptor sign-off

 

Letters/ Statements of Support:

Program Director Request from Community Partners

 

BTG Annual Symposium:

Held in the fall, date TBD. 

Student attendance is mandatory. Program Directors work with the school to have students excused from class.

Share invite with Deans, Faculty, Staff at your school

 

BTG Annual Report:

Program Directors submit requested data, confirm accuracy, and share with Deans, faculty and staff at your school.

 

BTG Alumni:

BTG Alumni Network (BTGAN) may ask for assistance throughout the year with outreach, etc. 

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