Planning and delivering Threads/Themes in blocks takes coordination across the WWAMI regions and several staff teams. Threads/Themes lead regularly scheduled workgroup meetings that assist in coordinating all the regions involved in planning Thread/Themes content in blocks. There are also 3 required milestone meetings that keep the regional teams and Deans informed about the plan for the block. Thread/Theme directors attend all of the Milestone and Lessons Learned meetings for each block. Finally there is a regular block, thread, and Theme (BTT) directors meeting to discuss best practices and cross block consistency.

Block Prep Meetings

Work Group Meetings

Workgroup meetings take place regularly and are where the Thread/Theme directors, regional site leads, and other faculty content experts plan the Thread/Theme session content, and exams. The frequency of these meetings is at the discretion of the Thread/Theme directors. They are useful in making sure that the regions know the Thread/Theme plan and participate in content and exam creation. Thread/Theme Directors are occasionally invited to a specific block’s workgroup meeting to discuss thread/theme content.

Responsibilities: 

Thread/Theme Directors determine the frequency and agenda for workgroup meetings and communicate with the Thread/Theme Admin to get them scheduled. 

Thread/Theme Admins schedule, record, and take notes at these meetings.

Technology Coordination Meeting

The Block technology coordination meeting is scheduled by the SOM Alternative Learning Technologies (SOMALT) team. SOMALT supports faculty and staff using technologies for teaching and learning at UWSOM. 

The meeting occurs about 4 months before the start of the block. The goal of this meeting is to review all the block’s technology needs (e.g., video creation, zoom sessions, Canvas creation, Pressbook creation, session recordings, WWAMI wide reviews, in-class interactive technologies, etc.) and plan for their completion. SOMALT also attends the milestone meetings to follow up on the progress of these learning technology plans.

Responsibilities: 

Thread/Theme Directors as necessary come to the meeting prepared with a plan for their technology needs in that block (e.g., what videos they will need support in recording, what sessions will be made available live across the region via Zoom, etc.). 

Thread/Theme Admins attend the meeting to offer their administrative perspective.

Milestone Meetings (Required)

Every year, each block has three required milestone meetings before the start of the block.

Lockdown

Lockdown occurs 3-4 months out from the block’s start and is where the Thread/Theme parts of the block schedule, session titles, SLOs, and Assessment Plan are due and confirmed (see the early block creation page for more information on what thread/theme directors should prepare for this meeting). After the Lockdown meeting is concluded, any changes must go through the Change Management process. Content creation and exam question creation are planned here as well. (Lockdown agenda template).

2-Month

2-month check-in occurs 2 months prior to the start of the block. In this meeting, faculty and staff review:

• • • Progress on content creation (due in 3 weeks)
    • Technology (Video creation, Canvas, etc.) needs
    • Assessment & exam creation
    • Deadlines
    • Regional needs (faculty, patients…)

(2-month check-in agenda template)

1-Month

1-month check-in occurs 1 month prior to the start of the block. This meeting includes a final check-in on all block planning and addresses any gaps. Skull sessions and post-assessment meetings, which occur during the block, should also be scheduled at this time. (1-month check-in agenda template)

Responsibilities:

Thread/Theme Directors complete their portion of all the block documents needed for the meeting (e.g., Schedule and Assessment Plan) and lead the Thread/theme discussions during the meetings. 

Thread/Themes Admins: attend as needed

Block Thread and Theme (BTT) Leader’s Meeting

The Block, Thread, and Theme (BTT) Leaders’ meeting is a monthly meeting, held over Zoom at 1pm PT on the third Tuesday of the month (except in July and August). All Block/Thread/Theme Directors meet with each other and the Dean of Basic Sciences to discuss important topics, review processes, and exchange best practices. Upon becoming a Thread/Theme Director, you will be added to the meeting invites and the BTT listserv. (Link to recordings of previous BTT meetings)

Responsibilities:  

Thread/Theme Directors attend the BTT meeting throughout the academic year and occasionally present, as assigned, on the work in their Thread/Theme. 

Thread/theme Admins: none