Administration and Support Services

The following is a list of responsibilities within each area of Medical Education and Student and Multicultural Affairs at Dartmouth Medical School. This list is being provided to help direct you to appropriate offices when questions arise.

Some of the individuals whose names appear on this list divide their time between clinical practice/research and administrative duties and therefore are not always easily accessible. Please keep in mind that the Student Affairs Office in Remsen 302 is the central office for all medical students (years 1-4) to direct questions or issues to regarding their life at DMS and is staffed on a full-time basis (Monday-Friday, 8:00 a.m.-4:30 p.m.). Please feel free to call 603-650-1509 or email DMS.Student.Affairs@Dartmouth.EDU. The Student Affairs Office will make referrals to appropriate Deans.

The Student Affairs Office is under the direction of Sue Ann Hennessy, Assistant Dean for Student Affairs. The staff consists of:

• Kathy McGovern - Student Affairs Coordinator
• Tina Wilcox - Administrative Assistant, Student Affairs
• Shawn O'Leary - Director of Multicultural Affairs
• Victoria Smith - Assistant to the Associate Dean of Student and Multicultural Affairs.

The Offices of the Advising Dean, Admissions, Financial Aid, and Student & Multicultural Affairs are headed by Lori Arviso Alvord, M.D., Associate Dean of Multicultural & Student Affairs.

The Office of Medical Education is headed by David Nierenberg, M.D., Senior Associate Dean for Medical Education. The office includes:

• Gene Nattie, M.D., Coordinator of Year I
• Linda Martin, Administrative Assistant
• Eric Shirley, M.D., Assistant Dean for Clinical Education
• Elizabeth Johns, Clinical Education
• Susan Harper, M.D., Assistant Dean for Residency Affairs
• Joyce Wagner, Administrative Assistant
• Cecile Ferguson, Course and Clerkship Evaluations
• Kalindi Trietley, Disabilities Coordinator/Learning Specialist

Their responsibilities are outlined below.

1. Individual course directors

• Address problems within specific course
• Prepare/administer final exam; review final exam if problems occur
• Prepare make-up exam if authorized
• Plan content and format for each course
• Coordinate with other courses in same term and year
• Coordinate with other courses in other years
• Overall quality improvement of course
• Discuss course issues/problems with students

2. Year I Coordinator - Gene Nattie, M.D.; Linda Martin in office

• Counsel students who are having academic problems in more than one course
• Refer students for tutoring, evaluation of learning disability if appropriate
• Deal with global issues in Year I schedule
• Coordinate schedule for Year I (courses, quizzes, exams, etc.)
• Coordinate content of courses in Year I
• Chair Year 1 working group

Office supports the following functions:

• Year 1 and 2 elective program
• Support Year I (e.g. schedule, book teaching space, quizzes)
• First line of support for students in Year I with questions and concerns about academic program.
• Work with disabilities coordinator to ensure Year 1 students receive appropriate accommodations

3. SBM Program - Dave Nierenberg, M.D., Director; Jim Bell, M.D., Assistant Director; Rae Fountain, Administrative Coordinator, Patty McClellan, Academic Assistant; Jennifer Fountain, Academic Assistant

• Counsel students who are having academic problems
• Refer student for tutoring, evaluation of learning disability if appropriate
• Deal with global problems in Year II schedule
• Discuss/advocate for students at CSPC meeting
• Coordinate content of courses in Year II
• Supervise and facilitate overall quality improvement in Year II
• Meet with SBM course directors to design courses, exams, grades, PBL cases, etc.
• Present students in academic difficulty to CSPC

Office supports the following functions:

• Coordinate schedule for Year II (courses, exams, etc.)
• Support all 14 SBM courses
• Schedule entire Year II
• First line of support for students in Year II with academic questions
• Proctor Year II exams
• Dispense grades to Year II students
• Run PBL program
• Liaison between students needing appointments and Dr. Nierenberg/Dr. Bell
• Help elective/other programs schedule time within Year II without conflicts
• Support course evaluations in Year II

4. Advising Dean - Joe O'Donnell, M.D.; Linda Martin in office

• Make contact with advisees early in the year
• Answer questions about any personal, social, community, summer employment, or academic related issues
• Be available to listen and support students on any matter
• Advise about Year I, II electives
• Make referrals to other services (e.g. learning disabilities, multicultural affairs, support groups)
• Counsel students in academic difficulty, especially during first 2 years
• Explain DMS policies and procedures
• Serve as an advocate for advisees at CSPC meetings
• Be the contact person for faculty to call if they observe students displaying inappropriate behavior
• Write letters of recommendation in support of advisees' applications for jobs, scholarships, and awards
• Take call in rotation with other deans for emergencies
• Advise students about different types of leaves of absence, and refer students to appropriate offices.
• Serve as administration liaison to community linkage programs
• Coordinate and supervise Brown-Dartmouth program and associated activities

Office supports the following functions:

• Manage elective program in first two years
• Support advising dean in all the above
• Liaison between students and advising dean
• Manage Dartmouth International Health Group (DHIG) activities
• Coordinate summer research program

5. Office of Clinical Education

a. Administrative Director for Clinical Education - Elizabeth Johns

Office supports the following functions:

• Orientation Sessions: Years 3 and 4
• Year 3 Curriculum (Clinical Rotations and Coursework) Enrollment
• Year 3 & 4 Clerkship Course Reschedules
• Residency Application Process
• Residency Matching Process
• Chair quarterly clerkship coordinator meetings

DMS Year 3

• Curriculum information
• Clinical rotations and coursework
• Oversee the scheduling of Year 3 curriculum
  • Meet with students in Year II prior to curriculum scheduling
  • Advise students on curriculum structure
  • Advise students on revising schedule
• Mock Interview Course: Provide mock interview course for simulated residency interviews

DMS Year 4

• Dean's Letter process
• Residency Applications
  • provide Residency Advisor and information for specialty interests submitted by students
  • enroll and advise students in residency applications: ERAS, SFMatch, AUA Match, and non-electronic applications
• Match process
  • enroll students in match programs and maintain enrollment lists
  • distribute information to students
  • counsel students on matching strategies
• The Match: Organize match day activities

b. Asst. Dean for Medical Education-Curriculum - Eric A. Shirley, M.D.; Elizabeth Johns in office

• Oversee Clinical Educational Programs in Years III and IV
• Reach consensus on the idealized distribution of grades with deans, clinical chairs, clerkship directors
• Establish criteria for clerkship grades
• Assure grade consistency, fairness, and timeliness
• Improve face-to-face feedback to clerkship students (two oral evaluations)
• Improve timeliness of student evaluations to Registrar (3-week limit)
• Implement curriculum and policies
• Develop, plan and implement orientations to Years 3 and 4

Chairman of Clinical Clerkship Committee

• Chair monthly clerkship director's meetings
• Assure consistent implementation of policies
• Monitor students with academic difficulties
• Assist continuous quality improvement of clerkships
• Serve as Dean's liaison to clinical training sites

Student Advisor on Academic Issues of Clinical Education

• Advise students with academic problems in more than one clerkship
• Advise students on Year III and IV electives

c. Asst. Dean for Medical Education-Residency Issues, Susan Harper, M.D.; Elizabeth Johns in office

• Residency Information: Advise students on residency opportunities and choices during initial meeting
• Chairs Residency Advisors Committee Meetings
• Dean's Letter: Prepare Dean's Letter for Nov. 1st deadline
• Oversees the Mock Interview Course

7. Office of Student and Multicultural Affairs - Lori Alvord, M.D., Sue Ann Hennessy, Beth Hindmarsh, Kathy McGovern, Victoria Smith, and Tina Wilcox

Student Affairs

• Central office for student affairs/concerns/resources, student advising for all medical students (years 1-4)
• Develop, plan and implement orientations for Years 1 & 2
• Oversee student enrichment fund and associated projects
• Student contact regarding issues on sexual harassment and conduct issue for all medical students
• Central office for interpreting DMS and college policy, counseling and referral for all medical students
• Organize Match Day event
• Plan White Coat Ceremony
• Provide leadership to the Wellness Committee and their activities
• Direct and administers peer tutor system for year 1-2 students
• Handle all files for summer jobs, awards, research fellowships, etc.
• Plan and implement class day and graduation exercises
• Plan and support family weekend / transition ceremony activities, other social activities
• Produce student policy handbooks
• Support DMS booklets: student handbook, yearbook, etc.
• Liaison to student government and monitoring student government funds
• Coordinate student community service committee
• Visiting student program - LCME accredited schools, international exchange programs and special student status
• Coordinate distribution and collection of medical school Enrollment and Graduation questionnaires.
• Ensure OSHA, HIPAA, immunization compliance
• Student passports (immunization, physicals, OSHA, HIPAA)
• Manages the Needlestick Reimbursement Program
• Institutional liaison to the Dartmouth Bookstore re: textbooks and regalia

Multicultural Affairs - Lori Alvord, M.D.; Beth Hindmarsh; Shawn O'Leary; Victoria Smith

• Assist with the recruitment of minority students, including hosting programs for prospective minority students and student groups
• Develop necessary programs to help maximize retention of students
• Student advocacy at CSPC and with faculty and administration
• Student advising: academic, personal, cultural
• Advisor to SNMA
• Offer recommendations and presentations for improving cultural competency within the medical school curriculum
• Design, sponsor and implement extra-curricular cultural programs
• Design and implement diversity program for incoming first year students
• Coordinate events and activities with undergraduate minority and cultural groups
• Maintain information and resources on available opportunities for minority students or in cross-cultural medical opportunities
• Assist with campus-wide diversity efforts

8. Chairman of Committee on Student Performance and Conduct - William Hickey, M.D.

• Handle all student promotion issues with CSPC
• Write letters to all students informing them of CSPC decisions
• Counsel students, facilitate appeals process if relevant

9. Senior Assoc. Dean for Medical Education - Dave Nierenberg, M.D., Joyce Wagner in office, Cecile Ferguson handles course evaluations, Kalindi Trietley, Student Disabilities Coordinator/Learning Specialist

• Facilitate quality improvement of overall curriculum; course evaluations
• Improve coordination of all courses, all years
• Meet with students who have concerns about global curriculum
• Help assign student government representatives to appropriate committees
• Assist design of Orientations to all four years
• Chair the Medical Education Committee (MEC)
• Supervise all working groups reporting to the MEC
• Mentor Assistant Deans for Medical Education
• Support course evaluations in all years
• Central office for students with disabilities: advice, triage, files, etc.

10. Assistant Dean for Medical Education, Research - Patricia Carney, PhD

• Chairs the Evaluation Working Group, a committee of faculty which reviews student, course and clerkship evaluations to enhance instrumentation and improve our educational programs.
• Oversees the Objective Structured Clinical Examination program, which uses simulated patients to assess students developing clinical skills.
• Chairs the Medical Education Institutional Review Committee (MEIRC), which reviews internal or external studies in medical education that faculty here or elsewhere would like to conduct with our students.
• Contributes to or oversees analysis for several evaluation or research projects being conducted in medical education.

11. Registrar's Office - Joan Monahan Halasz, Registrar; Michele Jaeger, Assistant Registrar; Edwin Leavitt, Administrative Assistant

• Serves as institutional officer for official documentation: certifying students fulfillment of all degree requirements USMLE certification Loan deferments, VA benefits, scholarships, military reimbursements, etc.
• Graduation certification
• Letters of good standing and verification of enrollment
• Maintain transcript
• Licensure
• Provide counseling, advice or assistance regarding many issues (e.g. curriculum, grading, VA regs, scholarship programs, name changes)
• Manage Year IV Elective Program
• Manage registration for each year, and for visiting students
• Diplomas and replacement diplomas
• Committee on Student Performance and Conduct (CSPC) support
• Support documentation requests from graduates
• Summarization and provision of class rank info to Honors and Awards Committee and AOA
• Maintain data base for all students in all four years for enrollment management; maintain best estimate of when each student will enter each year; requires close support from other offices
• Report enrollment information to AAMC, to campus offices and interested parties

12. Admissions Office - Andrew G. Welch, Director; Mary Kendall Brown, Assistant Director; Hal Freidman, M.D., Admissions Committee Chair; Sally Hillman Redman, Associate Director; Deana Kelly, Office Manager; Anne Hill, Admissions Assistant; Lisa Burton, Interview Coordinator; Brooke Giddings, File Clerk

• Represent the institution to various on-campus and off-campus constituencies, select and matriculate entering class and, as space allows, transfer students
• Work with the M.D./Ph.D. office and the Tuck School to select and matriculate joint degree candidates
• Support contracts with Bryn Mawr Postbaccalaureate Program and Finance Authority of ME/Access Program
• Provide applicant statistics to internal and external constituencies
• Produce DMS Admissions brochure

13. Financial Aid Office - Nanci G. Cirone, Director; Sally C. Kelley, Assistant Director; Donna Oakes, Financial Aid Assistant

• Direct all aspects of the need-based medical school financial aid programs distributing over 10 million in loans and scholarships annually for all medical students (years 1-4)
• Engage in procurement of financial aid funds from federal, state and private sources.
• Maintain a thorough knowledge of Title IV and Title VII regulations
• Develop, implement and communicate financial aid policies and procedures.
• Counsel students on all aspects of financial aid.
• Perform needs-analysis data and packages aid.
• Collect and analyze data, produce statistical and narrative reports.
• Assign scholarship donors to student scholarship recipients, and write annual stewardship reports
• Prepare and organize the Financial Aid Orientation information
• Authorize scholarship advances.
• Provide financial aid educational programs to students over four years.
• Conduct both Entrance and Exit Interviews counseling for debt management
• Conduct annual Budget and Loan Repayment Seminars

14. M.D./Ph.D. Program - Constance Brinckerhoff, Associate Dean for Science Education; Ann Coady, Assistant Director, M.D./Ph.D. Program

• Manage and administer the M.D./Ph.D. Program
• Provide counsel and assistance to all M.D./Ph.D. students
• Provide guidance for students in planning course schedules
• Collaborate with the DMS Admissions Office in the process of admitting new M.D./Ph.D. students into the program
• Produce M.D./Ph.D. informational materials for students and the public including newsletters, applicant materials, reports, and brochures
• Maintain and distribute the enrollment plans for M.D./Ph.D. students
• Provide support for planning special events for M.D./Ph.D. students
• Interface between various offices at DMS and with the Arts and Sciences Graduate Office
• Design and maintain web site for the program

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