Responsibility and Respect

Observation Instructions

Owned by Emily K Gaertner
Last updated: Oct 03, 2013 by Leta Moser
3 min read

Observation Rubric (editable)

Observation Score Card Form (editable)

Thanks, SPs! Please read on about the logistics of observation scheduling.

  • The purpose of the first cycle is to encourage preceptors AND ask for change. The scoring sheet is used to document most important 1 or 2 changes that we expect each preceptor pair to be making over the next 4-6 weeks, and to retain a snapshot of preceptors’ strengths and weaknesses. I’ve attached copies of the rubric and scoring sheet above. Scoring sheets are for Kate’s eyes only!
  • Go onto the googledoc and enter your name or “help needed” for your own study groups no later than Sunday night, October 6. Also check that rooms numbers and any known cancellations are accurate.
  • Revisit the googledoc between Sunday and Tuesday (10/8) and pick up some “help needed” as your schedule allows. I would like each SP to observe a minimum of 2 additional study groups (more is encouraged).
  • Every group must be observed this cycle! Scoring sheets need to be uploaded into box before we meet to debrief the week of October 21. If you see a logistical problem developing (like, one of your groups won’t be observed in time), please alert me as soon as you detect it.

Now, the fun stuff:

  • Read the rubric first, before you go to any study groups! Form a mental picture of what the different levels look like.  Consider writing down your visions–we'll use these to normalize at our global debrief (or perhaps earlier if possible).
  • Introduce yourself to the preceptors and get their names. This is really helpful when you fill out the scoring sheet or email feedback. Let the preceptors know in advance if you'll be leaving partway through the study group.

  • For the first round of observations, just observe, taking note of the happenings at what time frame, the preceptor actions and participant responses.
    On the second round of observations you may choose to participate in the study group if you think that will be the least disruptive, but be sure to observe the session as a whole as you are participating.
  • At the end, thank the preceptors for letting you sit in and ask them if they have a few minutes to talk about how the study group went. If yes, give feedback as practiced (and summarized below). If not, immediately write your feedback in an email and send it to the preceptor, copying their senior preceptor.  Follow up via email even if you hold a face to face debrief with the preceptor so there is documentation of these interactions!
  • Forward any feedback emails you get from other SPs to the appropriate preceptors.
  • Fill out a separate scoring sheet for each study group and write a few comments. Immediately. Do not pass go or collect $200. This takes less than twenty minutes if you do it right away, while your memory is fresh. Scoring sheets will not be public and will only be linked to the preceptor's file should they decide to apply to become an SP.
  • And finally: when you do observations for another SP’s group, look for something awesome to share with that SP. Everyone wants to be proud of their people.

To give feedback:
1. Specific positives, 2. specific request for change(s–no more than three so as not to overwhelm them, but at least one–everyone can improve), 3. specific positives (different from the first). Avoid using the words "but," "though" or "however." Common positives are: warm and friendly, well-prepared, agenda on board, helping people participate, setting a productive tone, etc. Common requests are – heck, we’re all good at finding those. Smile a lot, and thank the preceptors for listening.

Questions? Contact Leta Moser, PLUS Program Coordinator, at leta.moser@austin.utexas.edu