Positions & Responsibilities
The Executive Board (ExCom) is composed of the Chief, Vice Chief, Secretary/Treasurer, 3-4 Members at Large and a Database/ Web Manager. This body is organized to ensure the progression of studies in a timely and efficient manner. Members of the Executive board must debrief the board members on decisions that affect the group as a whole, in order to ensure progression.
The Chief Research Associate is the outer face of the EMRD. This person communicates with external offices and should be the primary point of contact for organizations affiliated with the EMRD including but not limited to the: University Hospital IRB and Emergency Department as well as the Case Western Emergency Medicine residents and SOURCE office. This person is chosen from within the Executive board members and must have completed at least semester within ExCom in order to submit a letter of intent for the position. This member is usually an undergraduate Junior or Senior.The list of duties for this position are as follows:
- Manages and mediates external communications
- Generates new study ideas
- Runs general and executive meetings with Vice Chief
- Has Final say on group decisions
- Runs the EMRD recruitment process with Vice Chief
The Vice Chief Research Associate is the internal manager of the EMRD. This person is responsible for ensuring that the group as a whole runs smoothly and should be the primary contact for the Principal Investigators. This person is chosen from within the Executive board members and must have completed at least one year within the board in order to submit a letter of intent for the position. This member is usually an undergraduate Junior or Senior. The list of duties for this position are as follows:
- Mentoring Principal Investigators
- Creating new committees as needed
- Runs general and executive meetings with Chief
- Handles internal disputes
- Runs the recruitment process with Chief
The Secretary/Treasurer is the person responsible for any group funds as well as meeting minutes, both those of the executive board and general body. This person is chosen by Executive board members and must have completed at least six months within the board in order to submit a letter of intent for the position. This person is responsible for keeping the Chief and Vice Chief up to date on the attendance and volunteer hours of all members. The list of duties for this position are as follows:
- Using a Sign-in Sheet to take attendance and making the Executive board aware of any member with 3 or more unexcused/excused absences
- Composing and sending out ExCom minutes to the board members
- Writing the General Body Minutes (including Actions Items) using the agenda as a template, sending them to Dr. Totten and the Chief/ Vice Chief to be corrected and then posting them to the website
- Placing a yearly scrub order for new members
- Keeping track of the money for all group orders
- Collecting Hours from Volunteer services on a monthly basis and notifying ExCom of any member who has been doing less than the required amount of hours per week.
The Member at large has a working knowledge of the team in all its aspects. This person is responsible for passing knowledge of team operations to the younger members and has seen or participated in all aspects of a study from creation to publication. This person is chosen by the Executive board members and must have completed at least one year within the board in order to submit a letter of intent for the position. The list of duties for this position are as follows:
- Can replace PI if needed
- Working knowledge of all study components (creation, forming a question, IRB submission, protocol writing, data collection, data analysis and publication)
- Aids PI's in all steps of his or her study
- Work on other items as requested by the executive committee
- Assist the Chiefs in management of team
The Database/Web Manager is responsible for maintaining the website and the database. This person is responsible for maintaining the safety of the data stored within the database by backing it up as well as maintaining the usernames of those who need to input data. This person is also responsible for updating the website. The list of duties for this position are as follows:
- Backing up the database data on a weekly basis
- Working within the executive board to improve/update the website
- Working with members to create usernames and passwords for the database
- Providing technical advice/expertise to the executive board
- Updating the list-serves and attendance sheets on a semesterly basis.
The Projects Administrator is responsible for coordinating and organizing the administrative aspects of the projects being done in the EMRD in hope of creating more efficient deadlines and increase consistency and efficiency in survey collection. This includes ensuring every Project Head is properly training EMRD members on their studies and that EMRD member are qualified to data collect for each study. This position also involves the compiling of all the information concerning each study into a format that is easily attainable to each EMRD member.
- Insuring each Project Head has a training session, which will serves as a requirement for each study prior to the commencement of data collection. Every member collecting data for each study will be required to attend the training session. Members of each project will also be required to know selected criteria concerning each study. These criteria will be created in collaboration with the Project Head of each particular study, along with the Research Coordinator, Dr. Totten, the Chief(s), as well as the Vice Chief(s).
- Keeping records that insure each EMRD member has completed the proper training for each study to insure consistency among data collection.
- Creating a document in which all the information concerning every study can be found. This will be available on the website for members of the EMRD. A binder with all the information on each study will also be created for B-17 use only. This binder will consist of a print out copy of all the documents concerning each study. This includes: IRB approval, timeline, the name of members qualified to data collect for this study, protocol, slides presented at the training session, a copy of the survey, and any other relevant information to the study.
The Member Recruitment and Retention Chair
is responsible for administering, organizing, and implementing the recruitment
process for the EMRD in hope of increasing quality of applicants and level of member
involvement in the EMRD.
This includes advertising for the EMRD program beginning Fall of 2013, reviewing applications, assisting with the interview process, setting standards for new members, implementing those standards, and evaluating members of the EMRD.
This also includes streamlining the admission and credentialing process, monitoring compliance and participation of new recruits, and removing applicants who are not productive. Responsibilities of this position include:
- Working closely with Dr. Totten, the Chief(s), and Vice Chief(s) to assist with the responsibility of recruitment for the EMRD. This includes developing new recruitment strategies, coordinating the application process, and development a revised system to select applicants. Examples for new recruitment strategies might include better advertising throughout all majors at CWRU, advertising in the Daily, and informational meeting prior to the due date of the application. Assisting with the interview process will also be a critical role for this position. This will involve helping formulate the questions asked at the interview.
- Working with the WebManager to develop a members orientation on-line 'booklet' / powerpoint of institutional memory.
- Creating a model for what is expected of new members of the EMRD. This involves changing due dates for certification completion, editing the New Member Packet, and essentially modifying what is expected within the first month of EMRD exposure for new members. The new member process needs to be expedited in order to promote a more rigorous program.
- Retention of new members. This includes evaluating and determining new member progress by keeping track of the progress each new member has made in the EMRD. This includes the completion of all certification necessary, the revised new member packet, survey work, project involvement, and hours. Thus, determining which members need to be dismissed with the help of Dr. Totten, the Chief(s), and Vice Chief(s).
All members fall into one of the positions listed below. These positions describe the basic duties that are required and expected of all members.
The Senior Research Associate position can be earned through publications, conference presentations, or other means deemed worthy by the executive committee. All responsibilities listed below are still required where applicable.
The Research Associate position can be earned by taking on a project as the project head, or other means deemed worthy by the executive committee. This person is responsible for managing . The list of duties for this position are as follows:
- Managing team members for a study
- Organizing literature searches
- Update the team with progress on the study
The Research Assistant is a new member that has finished the credentialing process and is starting to work with the team. All members holding this position are required to perform data collection in the Emergency Department.