STUDENT’S GUIDE

PPD MENTORING PROGRAM FOR YEAR 4 MEDICAL STUDENTS,

FACULTY OF MEDICINE UKM, 2016/2017

1.Introduction :

PPD mentoring in the Faculty of Medicine UKM is a part of a support system for medical students. A mentor provides consistent support, guidance, and concrete help to a student who is in need of a positive role model. Students may be going through a difficult and/or challenging situation, a period of life in which they need extra support, or they may simply need to have another significant adult present in their life.

2.The goal of PPD mentoring is to :

  1. Support the development of personal growth and professional conduct of UKM medical undergraduates.
  2. Provide feedbacks on medical students’ progress and remediation whenever necessary
  3. Enable formative assessment on the PPD component of the medical students.

3.Implementation of program :

  1. The program will start by September 2016.
  2. Each student will be allocated a PPD mentor. (PPD Year 3 Mentor-Mentee namelistfor 2016/2017 is available at Departmentof Medical Education for reference)
  3. Responsibilities of each mentee:
  4. To comply to all mentoring activities assigned during the session
  5. To negotiate appointment time and date for regular mentor-mentee meeting sessions
  6. To inform mentor regarding the best mode of communication to stay connected (mobile phone, email etc)
  7. To keep documents and evidences on personal progress and achievements in the portfolio
  8. To submit and discuss on reflective assignment (not more than 500 word):
  1. Reflective Writing Assignment

Recapitulation : LEARNING THROUGH REFLECTION : The whole process of medical training that you have gone through, in itself, can be meaningful, pointless, or harmful. Reflection is the key to getting meaning from your learning experience so far.

What is reflection?A process by which the learners think critically about their experiences. Reflection can happen through writing, speaking, listening, and reading about the learning experiences. Why is reflection important? Learning happens through a mix of theory and practice, thought and action, observation and interaction. Reflection allows students to learn from themselves.

Structuring Your Reflective Writing:

  • Use the opportunity as a time to meditate on what you've seen, felt, and experienced, and which aspects of the medical training continues to excite, trouble, impress, or unnerve you.
  • Give some thought to issues.
  • Work out a strategy or plan to improve yourself further.
  • Final writings need to be edited for proper grammar and spelling.

Instructions:

  • You are required to submit a reflective writing throughout the semester (topic provided below).
  • Writing should not be more than 500 words, typed in Arial font 12, single spacing.
  1. Submit completed assignment before the given deadline to Puan Maria, Department of Medical Education.Please do not forget to sign up the registry to indicate that you have passed up all your peer assessment.
  • Keep the reflectve writing in your portfolio for future reference after getting feedback from your mentor during the 1st mentor-mentee meeting.

Assignment / Dateline
Reflect on your academic performance during the first end-semester exam recently. / Hardcopy to be submitted to Puan Maria at Department of Medical Education before2ndSeptember 2016 (before 4.00 pm)

*Failure to submit the reflective writing would deprive you from 10% of the PPD continuous assessment marks (mentor report) for the semester.

  1. Portfolio
  • This portfolio is a framework containing evidence of achievement of learning outcomes over time.
  • This evidence is supplemented by the students’ reflections on their learning and can be used to provide feedback to the students.
  • The portfolio will contribute to 10% of the student’s PPD continuous assessmentmarks (mentor report) for the semester.
  • The portfolio should contain the documents listed below:
  • Results of Semester 1 – 4 (Year 1 & 2) and Semester 1 Year 3
  • SWOT analysis form
  • Reflective writing assignment
  • PPD self assessment on personal & professional conduct

Discussion on portfolio would be the MAIN ACTIVITY during regular meetings with mentor to assist and facilitate both student and mentor to monitor progress.
  1. SWOT Analysis
  1. The purpose of this analysis is to identify the students’ strenghts, weaknessess, opportunities and threats that will help them to plan for an improvement for the semester.
  1. You are required to complete the SWOT ANALYSIS FORM (download from this website: /) and bring this form during the 1st mentor-mentee meeting to be discussed with your mentor.
  1. Keep your SWOT analysis form in the portfolio for future reference.
  1. Mentor Assessment
  1. As this is a student-driven assessment, YOU are required to submit the MENTOR ASSESSMENT FORM (download from this website: /) to be completed by your mentor during the 2ndmentor-mentee meeting (formative). Your mentor will decide on the PPD level that you will be graduated with.
  1. Kindly submit the MENTOR ASSESSMENT FORM to PPD Unit (Puan Maria), Department of Medical Education before or by 15thApril 2017 (before 4.00 pm) after the 2nd mentor-mentee meeting (formative).Please do not forget to sign up the registry to indicate that you have passed up all your peer assessment.
  1. Failure to submit the mentor assessment form that had been assessed by your mentor would deprive you from 10% of the PPD continuous assessment marks for the semester.
  1. If your progress has not be satisfactory, the PPD Unit will design a remedial support for you and your PPD progress will be re-assessed.

8.Self Assessment

  1. Please download self assessment form from the website address: /
  1. You are required to sincerely assess your personal & professional conducts throughout Semester 2 Year 3 during your last clerkship rotation, to be discussed with your mentor during the 2nd mentor-mentee meeting (formative), latest by 27thJanuary2017.
  1. Keep your self assessment form in the portfolio for future reference.

9.Peer Assessment

  1. Please download peer assessment form from the website stated below: /
  1. Peer assessment exercise is conducted as below:

You are required to assess other members in your allocated group during the LAST clerkship rotation. You must maintain anonymity (strictly do not write down your name on the peer assessment form, only indicate your friend’s name).

  1. Kindly submit the PEER ASSESSMENT FORM to PPD Unit (Pn Maria), Department of Medical Education before or by27thJanuary 2017 (before 4.00 pm) after the 2nd mentor-mentee meeting (formative). Please do not forget to sign up the registry to indicate that you have passed up all your peer assessment.
  1. Every student must accomplish his/her duty to objectively assess his/her peers.
  1. Those who fail to submit peer assessment forms will be deprived of 10% of the continuous assessment marks for the semester.
  1. Groups involved in pre-planned peer assessments, in order to grant members of the group, equally high assessment mark to everyone – will be investigated and upon confirmation, will be deprived of the 10% marks – as a group. Everyone has to be honest to help others. Please do not comply to dirty strategies such as ` I scratch your back, you scratch mine!’

Mentee Do's

The following are some things that the mentee should DO in the mentoring relationship:

  • Establish open and honest communication and a forum for idea exchange.
  • Maintaining confidentiality between the mentor and mentee is essential. If something concerning the mentor or mentee needs to be discussed with the others, it should first be discussed within the mentoring relationship.
  • Understand what you want from the mentoring relationship and communicate your goals and aspirations to your mentor. Balance personal and professional relationship with your mentor.
  • Understand what you have to give, as well as receive, from the relationship.
  • Act on your mentor's advice when you feel it is applicable to your situation. Follow up with resources/references that your mentor gives you to find answers or needed information.
  • Keep all scheduled appointments with your mentor and display professional behavior and dress, as appropriate.
  • Arrange frequent contacts with your mentor through telephone, e-mail, face-to-face, etc.
  • Be flexible on meeting times and places.
  • Be realistic and maintain a positive attitude.
  • Be ambitious and enthusiastic.

Mentee Don'ts

The following are some things mentees should NOT DO in the mentoring relationship:

DON'T:

  • Ask for advice on everything. Have a purpose in each request.
  • Ask you mentor to act in your place or tell you precisely what to do.
  • Rely on your mentor to give or seek answers to all of your questions/requests.
  • Complain about other people or missed opportunities in an unprofessional manner.
  • Commit yourself to obligations you cannot keep.
  • Cancel meetings/visits with your mentor at the last minute.

SUMMARY OF MENTORING ACTIVITIES FOR STUDENTS:

Activities / Schedules / Student’s Tasks
1st mentor-mentee meeting / 25 Sept –
22 Nov 2016 /
  1. Set an appointment date for the meeting with mentor
  1. Be punctual for your appointment (rearrange the time and date if you could not make it on the date initially agreed upon)
  2. Download SWOT ANALYSIS FORMfrom website (/):
  3. Bring your portfolio along, which must contain the following documents:
  • Results of Semester 1 – 4 (Year 1 & 2) and Semester 1,2 Year 3
  • SWOT Analysis Form
  1. Discuss and reflect on the Semester 1 Year 3 exam result, SWOT analysis & identify area of improvement.
  2. Remember to get feedback and collect your reflective writing from your mentor and keep it in your portfolio.

2nd mentor-mentee meeting (formative) / 14February – 14April 2017 /
  1. Set an appointment date for the meeting with mentor
  2. Be punctual for your appointment (rearrange the time and date if you could not make it on the date initially agreed upon)
  3. Discuss your progress based on the mentor-mentee contract (meeting I)
  4. Download from website (/):
  5. PPD Peer Assessment Form
  6. PPD Self Assessment Form
  7. PPD Mentor Assessment Form
v. Bring your portfolio along, which must contain the following documents:
  1. PPD Self Assessment Form
  2. PPD Peer Assessment Form
  3. PPD Mentor Assessment Form

If you have any questions regarding to the PPD mentoring programme, please direct your question to PMDrNur Azlina (03-91459574) or Pn Maria (03-91459449) PPD Unit, Department of Medical Education.

IMPORTANT DEADLINE FOR ASSIGNMENT & FORMS SUBMISSION

Tasks / Deadline
  1. Reflective writing:
Reflect on your academic performance during the first end-semester exam recently. / Hardcopy to be submitted to Pn Maria at Department of Medical Education before 15thSeptember 2016 (before 4.00 pm)
Reflect on one of the following topic:
Based on you experience in Year 4, reflect on your encounter with patients in term or breaking bad news.
Reflect on your experience in observing doctors taking consent from patients who will undergo medical intervention (e.g lumbar puncture, laparotomy, joint replacement / Hardcopy to be submitted to Pn Maria at Department of Medical Education before 27th September 2017 (before 4.00 pm)
  1. Peer assessment form
/ Submit the PEER ASSESSMENT FORM to PPD Unit (Pn Maria), Department of Medical Education before or by 27thJanuary 2017 (before 4.00 pm) after the 2nd mentor-mentee meeting (formative)
  1. Mentor assessment form
/ Submit theMENTOR ASSESSMENT FORM to PPD Unit (Pn Maria ), Department of Medical Education before or by 20thApril 2017(before 4.00 pm) after the 2nd mentor-mentee meeting (formative)

PPD Mentoring Program Year 4 2016/2017| 1