Assessors Guide
Assessors Guide
INDEX
Sr. No.
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Contents
Introduction
Stages of Assessment
Planning
Organization
Coordination
Cross checks
Reporting
General Instructions
Verification of Teaching Faculty / Others
Infrastructure
Declaration Form
Schedule of Assessment
Annexure I (Conflict of Interest)
Page No.
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9
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Introduction
The role of the Assessor in establishing the standards of medical education cannot be
overemphasized. In the present scenario, there is a massive effort being made to expand
medical education both in terms of numbers and geographical distribution. In recent years,
besides the Government, educational institutions are being set up by various Trusts and
commercial groups. The issues related to maintenance of standards have become very crucial.
The Councils decisions regarding establishment of college, permission for renewals, and
recognition or continuation of recognition at various stages are made based on the report
submitted by the assessors. Hence, the Assessor is the face of MCI and the assessment report
should be such that the competent authority can clearly take its decision on whether minimum
standard requirements are met or not. You, the Assessor are a medical teacher, with
experience and knowledge regarding the needs and complexities of a medical teaching
institution. However, the assessment of a college for regulatory purposes is a specific activity
that involves verification that the establishment has the minimum standard requirements.
These have been drawn up over the years and also undergo periodic changes. In all
likelihood, you would not be aware of these. Since the purpose of the assessment process is
to ensure that these are met; hence it is important that you are familiar with them. These refer
to the adequacy of clinical material, teaching faculty & infrastructure. Your final opinion
based (Adequate / Inadequate) on your experience will be important for taking the decision
and should be unbiased.
Finally, as Ambassador of the profession, you should treat your colleagues with respect and
at no time during the assessment process reveal any prejudice or bias. Also your demeanor
should be polite and not reveal your impressions to the host institution.
Stages of Assessment
The assessment team consists of:
i) Four professors from Govt. Medical Colleges 02 professors from Clinical department and
one each from Pre-clinical & Para-clinical departments, for assessments to
be carried out for:
(a) Increase of seats / Renewal of permission for 200 /
250 seats
(b) Recognition of 200/ 250 MBBS seats
ii) Three professors from Govt. Medical Colleges one professor each from Clinical, Preclinical & Para-clinical departments, for assessments to be carried out for:
(a)
(b)
(c)
(d)
iii) Two/Three professors from Govt. Medical Colleges one professor each from Clinical,
Pre-clinical & Para-clinical departments, for assessments to be carried out for:
(a)
3. Coordination
The tasks need to be coordinated in such a manner that visit to RHTC, UHC, Hospital
Clinical departments and pre & para clinical departments in the medical college are all visited
within the time available.
4. Cross checks
Assessors need to cross check data provided by the college with their own observations at the
time of assessment e.g. number of operations performed with the OT register / number of
blood bags issued by blood bank, investigations Microbiological, Pathological, Biochemical & Radiological to be cross checked etc. with the bed occupancy / OPD attendance.
They should verify the records from the source data.
5. Reporting
Each assessor should complete the part of report they have been allotted and handover to the
Coordinator. The final report should be jointly made by all team members and signed by all
assessors. It will be the responsibility of the Coordinator to ensure that whatever information
is provided by the college authorities to them is properly formatted and filled in and to submit
the same information along with the assessment report, in a sealed envelope, to this Council.
No separate letter / page to be submitted with the main report. In case of dissent a small note
/ remark may be added in the main report and this could be from any one of the signatories.
6. The team should be careful as wrong reporting has serious consequences.
Observations which do not conform to the Regulations of the Council or which are based
on personal whims should be avoided.
7. Assessors should not give any extra comments and should focus on the desired
information only. They should avoid using any subjective/superlative remarks in the
assessment report.
8. Assessors should submit a summary of the report stating whether the college under
reference has adequate or inadequate clinical material, infrastructure and faculty as per MCI
norms.
General Instructions
The Assessor should briefly meet the Dean / Director / Principal at the start of the
assessment explaining him about the plan of Assessment and for making constructive
changes / suggestions.
The assessment process should be completed within the working hours of the
institution i.e. starting from sharp 9:00 A.M. till 06:00 P.M. or closing time of college
/ hospital OPD as far as possible.
Normal / routine functioning of the institution should not be disturbed.
Not to accept any transportation, hospitality and any gift in any form from medical
college authorities or anybody who is connected with the Medical College. Note that
if at any stage they are found to have accepted, the assessment report sent by them
would be treated as cancelled and invalid and the Assessor shall be debarred by MCI
from Panel of Assessors / Assessors Bank.
Leave allowed as per MCI /EC guidelines and norms with necessary documents and
authenticated by the head of the institution should be documented and recorded.
Officers / officials posted to special duties (for e.g. in OTs, peripheral centers, laborrooms, procedure rooms, etc.) and on official duties outside the institution are to be
verified and recorded. Their attendance registers, duty rosters and other related
documents to confirm their roles should be verified and documented to the
satisfaction of the assessor.
Any instances of non-compliance by the Dean of the host Institute, of instructions
given by the Assessors should be reported and such report should be signed by all the
Assessors.
The Assessors should report any instance of misbehavior or commission of an act not
befitting the dignity of the Council or any instance of doubtful integrity by the other
Assessors / by college to the Council immediately. Any case of established cheating /
defrauding the Council would be enough to stall the process of assessment, if the
Coordinator deems fit.
The Coordinator has the right to call off the assessment after informing the Secretary,
MCI, and taking necessary advice and directions from the Council or seek police
protection in case of undue stress, obscene behavior or threats.
Assessment Form consists of two Parts: Part A1 which needs to be filled in by the
institution and Part AII, needs to be filled in by the assessor.
Assessors are directed to use only the assessment form for the academic year 2015-16
which is provided to them either by the Council or they may download the same from
the Council Website. No other format is to be used, as the assessment form has been
modified.
All columns in the assessment form should be duly filled. No unsigned / blank pages
to be submitted. Deletion of any point is not permitted.
Medical College-Staff Strength - Faculty / Resident data should be carefully
calculated and entered in the assessment form (A-II).
Assessors are required to verify the details at the time of assessment vis-a-vis those
found in the declaration form.
Ensure that declaration forms as per format, duly filled and signed, are supplied in
respect of each member of the teaching faculty. No column should be left blank.
It is mandatory to submit the Attendance sheet of every department (Completed
before 11.00 a.m.) signed by the faculty present on the day of assessment duly
countersigned by the Head of the Department.
Clinical Material information is very important. Please ask the institution to submit
data for a year and the assessor can randomly select data of three months, which can
be entered in the format.
Efforts should be made to understand the downtime (non-functional status) with
respect to the equipments in the institution.
Conflict of interest, if any exists, to be disclosed by all Assessors for assessment of
the assigned college, before proceeding for assessment (Annexure I).
All assessors should sign a declaration of no conflict of interest.
11. Tutors/Registrars of the clinical departments including Anaesthesia and RadioDiagnosis are to be counted as Senior Residents. Tutor in Dentistry should be
counted as Junior Residents.
12. Courses which are not recognized by MCI or which do not come within the purview
of MCI need not be taken into consideration for calculating the teaching faculty.
13. In instances where teachers can only provide the allotment letter as evidence for
staying in the college campus, 3-4 randomly selected teachers should be requested to
show their quarters.
Tip: The Assessors can note the condition of the quarters, which would give them an
idea about the veracity of the statement made by the concerned teacher.
Infrastructure
1. The actual patient attendance in the indoor and outdoor facilities, numbers of clinical
procedures / interventions, and laboratory procedures, teaching activities (classroom
and practical) should be verified and documented by the assessor, for e.g. correlation
of surgeries performed with number of blood bags being issued by blood bank.
2. The infrastructure (building, area and space, equipments, etc.) available with the
institution and any other relevant information should be verified and recorded.
3. Any department that is running postgraduate course, there should be a minimum 30
beds in that unit.
4. Any discrepancy that is observed between statements made in Form A, B & Clinical
material supplied by the institute and the actual position as observed during
assessment, should be clearly marked and brought to the attention of the
Dean/Principal of the institute and her/his signature should be obtained at the relevant
place.
5. Computer generated hospital statistics pertaining to outdoor and indoor admissions, xray and laboratory investigations should be cross-verified with the hard data (manual
register) kept in the respective departments, OPDs, laboratories and operation
theatres.
Any observed discrepancies should be brought to the notice of Dean/Principal and her/his
signature should be obtained at the relevant place.
In case it is observed that any patient is not appropriate for clinical teaching purposes, such
patients should not be counted in calculation of bed occupancy. Such patients should be
randomly selected and their details recorded, if possible along with documentary proof. The
signature of the Dean/Principal should be obtained at the relevant place.
Declaration Form
Colleges have been asked vide Council letter dated 2014, to submit:
(i)
Schedule of Assessment
Colleges have been informed vide letter dated 2014 that the assessment for renewal of
permission for admission of fresh batch of students for the current academic year 2015-16
will be undertaken by the Council assessors within the stipulated period of time.
In order to avoid ad-hoc arrangements and creation of temporary facilities for the assessment,
please do not inform the colleges about the forthcoming assessment. Travel & Stay
arrangements should be made by the official MCI travel agent.
Annexure-I
DECLARATION
(Regarding Conflict of Interest)
Name
Designation
College Name
(Presently working)
Residential Address
Assessment Dates
Type of Assessment
(i) I have not accepted any transportation and any gift or hospitality in any form from
medical college authorities.
(ii) I am / am not* an ex-employee of the said college and am / am not related to any
person of the management of the said college. None of my blood relation is / was
associated with this college.
(iii)I undertake to maintain strict confidentiality of the information acquired in course of
assessment of the said college and shall not disclose to any person other than
MCI.
(iv) I hereby solemnly declare and state in my capacity as the Coordinator / Assessor
appointed for the verification of physical infrastructure, human resources, clinical
material etc. at _________________________________________ Medical
College that the above facts / information are true and correct to my
knowledge.
* Strike out which is not applicable.
Date :
Signature
Place :
10