MedEdPORTAL Author Handbook - Association of American ...

Author Handbook 

www.mededportal.org 

MedEdPORTAL ® is a program of the 

Association of American Medical Colleges 

In partnership with the 

American Dental Education Association


www.mededportal.org

Contact MedEdPORTAL at AAMC: 

Association of 

American Medical Colleges 

MedEdPORTAL 

2450 N Street, NW 

Washington, DC 20037 

Phone: 202-828-0496 

Email: mededportal@aamc.org 

Contact MedEdPORTAL at ADEA: 

American Dental Education 

Association 


1400 K Street, NW, Suite 1100 

Washington, DC 20005 

Phone: 202-289-7201 

Email: mededportal@adea.org 

©2009 by the Association of American Medical Colleges. All rights reserved.


Table of Contents 

Overview 2 

Partnerships 3 

MedEdPORTAL Submissions Standards and Format Policies 4 

Scope of Submissions and Publications 

Instructor’s Guide 

Submission Standards 

Submission Formats 

Web-based Submission Policy 6 

Copyright and Patient Privacy Policy 7 

Replacing Copyrighted Materials 

Intellectual Property Policy 8 

Publication Policy 

Creative Commons Copyright Usage Licenses 9 

The Publication Process 10 

Sample Publication 12 

MedEdPORTAL Privacy Policy 16 

Usage Reports 17 

Sample MedEdPORTAL Submission Form and Instructions 18 

Third Party Content Permission Form 25 

IP Release Form 26 

Actor Release Form 28 

1 



Association of American Medical Colleges


Overview 

MedEdPORTAL is a free online peer-reviewed publication service 

provided by the Association of American Medical 

Colleges in partnership with the American Dental Education 

Association (ADEA). MedEdPORTAL was designed to promote 

educational collaboration by facilitating the open exchange of 

peer-reviewed teaching resources such as tutorials, virtual 

patients, simulation cases, lab guides, videos, podcasts and 

assessment tools. While MedEdPORTAL's ® primary audience 

includes health educators and learners, access to the Web site 

and content are available to the general public, around the 

globe, for free. Users can access validated teaching materials 

and assessment tools for the basic and clinical sciences in 

both medicine and oral health. 

From its conception, MedEdPORTAL was designed to serve as 

a prestigious publishing service through which educators can 

receive scholarly recognition for their educational works. 

Structured like a traditional print-based journal, MedEdPORTAL: 

• Maintains an Editor and an Editorial Board. 

• Follows a peer-review policy that mirrors practices employed 

by traditional print-based journals. 

• Employs a rigorous peer-review process based on accepted 

standards of scholarship using invited expert reviewers to 

conduct all reviews. 

A fully integrated content and digital asset management 

system enables the MedEdPORTAL Web site to host the vast 

majority of published resources online. Restricted materials such 

as assessment tools, for which special clearance is required, 

are guarded behind a human firewall. For access to these 

materials, user credentials must be verified as positions of 

faculty or administration at a health education institution or 

organization. International users must identify an individual 

sponsor representing an AAMC or ADEA member institution 

or organization for credential verification. Once a user is 

cleared, they will be granted access to all special clearance 

items within the collection. 

Published authors retain their original copyrights. During the 

submission process, prospective authors create and associate 

a Creative Common License with their resource thereby 

indicating how all future users may utilize the materials. In 

addition, all third-party copyrighted materials and patient 

privacy issues are addressed during the submission screening 

process so users can download and utilize any and all of the 

published resources in accordance with its associated Creative 

Commons License without legal infringements. MedEdPORTAL 

also collects significant end-user data that supports authors in 

demonstrating the measured impact and utilization of their 

published materials. 

While MedEdPORTAL is not a typical journal, all submissions 

that are successfully peer-reviewed are considered formal 

publications that may be referenced by a standard citation. 

MedEdPORTAL publications are comparable to peer-reviewed 

research manuscripts published through traditional journals. 

Publications in MedEdPORTAL are considered compelling 

scholarly contributions by many institutions and may be used 

to support promotion and tenure decisions. For more 

information regarding the scholarly aspect of MedEdPORTAL 

review the MedEdPORTAL Educational Scholarship Guides. 

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Partnerships 

MedEdPORTAL ® desires to work with national and international specialty societies, organizations, associations, foundations, 

and various other groups to publish and disseminate high quality, peer-reviewed educational materials. All MedEdPORTAL 

content originating from a partner organization is grouped into a collection featured on the MedEdPORTAL Web site that 

is clearly labeled with the organization’s name and logo. Each partnering organization which has its own MedEdPORTAL 

collection is encouraged to link their membership directly to the collection from the homepage of the organization's 

Web site. MedEdPORTAL staff work with each partnering organization to select an Associate Editor who facilitates the 

MedEdPORTAL submission process, recruits peer reviewers, and helps manage the peer review process. Resources 

associated with partner organizations that pass MedEdPORTAL’s rigorous publication process are made available for free to 

the general public indefinitely. 

Partnering with MedEdPORTAL provides organizations with: 

• Access to a proven platform through which an organization 

can develop and deliver high quality peer-reviewed teaching 

and assessment resources. 

• Opportunity to promote the organization's name and 

reputation internationally through the delivery of such 

materials. 

• Access to a prestigious publishing service through which 

organization members can receive scholarly recognition for 

their educational works. 

• Ability to execute powerful usage reports that can be used 

to demonstrate utilization and impact of organization's 

published materials on a global scale. 

• Training on the development, use, and evaluation of 

academic resources that serve the teaching and learning 

needs of an organization’s member base. 

• Opportunity to offer peer-reviewed collections of online 

resources in the organization’s particular content area. 

• Access to an existing pool of over 800 invited expert peer 

reviewers from around the globe. 

To request a formal partnership between your organization and MedEdPORTAL, please contact mededportal@aamc.org in 

order to request access to the online Partnership Request Form. 

3 





MedEdPORTAL Submission Standards and Format Policies 

Scope of Submissions and Publications 

MedEdPORTAL currently only accepts submissions for 

educational or assessment materials that are relevant to the 

continuum of medical and/or dental education (e.g. undergraduate, 

graduate, and continuing medical/dental 

education). MedEdPORTAL will accept interprofessional 

educational materials as long they are also applicable to 

medical or dental education. In addition, MedEdPORTAL 

accepts faculty development and professional development 

materials (e.g. how to give effective presentations, using 

audience response systems to enhance learning, successfully 

using visual aids in presentations, etc) that support medical 

and/or dental education. 

Primary authors must complete the submission form using 

his/her MedEdPORTAL user account. MedEdPORTAL will not 

accept submissions completed by other users on behalf of the 

primary authors. Upon completing the online submission 

form, each co-author will automatically receive an email with 

a copy of the completed submission form along with a unique 

link to the MedEdPORTAL Submission Agreement that they 

must digitally sign. The submission will not be published until 

all co-authors also sign off on the MedEdPORTAL submission 

agreement. 

Instructor’s Guide 

All submissions to MedEdPORTAL must include an Instructor's 

Guide that will be packaged and disseminated with the resource 

following publication. An Instructor's Guide is typically 1-3 

pages in length and at a minimum includes the following 

components: 

• List of all the resource files included in the submission. 

• Explanation of when, how, and the order in which to use 

each resource file. 

• The purpose/goal of the resource including specific 

educational objectives. 

• The conceptual background regarding why and how the 

resource was created. 

• Practical implementation advice such as the materials 

needed, length of session, faculty/facilitator needs, 

preparation needs, etc. 

• A description of how the material has been successfully 

deployed including common pitfalls, tips for success, etc. 

• A self-reflecting list of limitations for implementing the 

resource and ideas for improving/expanding the materials. 

4 





Submission Standards 

MedEdPORTAL considers acceptance of submissions which 

manifest the traditional principles of educational scholarship. 

Authors are strongly advised to consider whether or not their 

resource submission addresses the following: 

• Is it generalizable 

o The resource may be useful to you at your institution 

but does the submission contain enough guidance to 

be understood and used by other faculty at other institutions 

o Did you include all the supplemental documents and 

forms that will assist others who use the resource 

• Does it represent scholarship 

o Resources should address the tenets of educational 

scholarship as conveyed through the MedEdPORTAL 

Peer Review Form and the MedEdPORTAL Educational 

Scholarship Guide. 

Submission Formats 

MedEdPORTAL accepts a wide variety of resources, including 

tutorials, cases, lab manuals, assessment tools, simulations, 

faculty development materials, board review questions, etc. 

MedEdPORTAL submissions may be submitted in any of the 

common technical formats. It is important to recognize that 

MedEdPORTAL does not accept traditional articles or manuscripts 

that only describe a resource, project, or curriculum. 

The actual instructional tool or resource should be submitted. 

The following are suggested formats/templates for certain types 

of MedEdPORTAL submissions and are available for download 

from www.mededportal.org. 

• Human Patient Simulations 

• Standardized Patient Cases 

• Team-Based Learning (TBL) 

• Board Review or Exam Questions and Question 

Banks 

o Use the MedEdPORTAL submission form (and the 

Instructor's Guide) to convincingly show the reviewers 

exactly how your work represents scholarship and 

contributes to the field. 

Note: A superficial course syllabus, workshop outline, or basic 

PowerPoint presentation usually fails peer review. In addition, 

static biomedical reference materials (e.g., static textbooks, 

pocket cards, etc.) which have little or no instructional focus 

typically fail to fall within the scope of the MedEdPORTAL collection. 

Foreign Languages 

Currently, all resources peer reviewed and published in MedEdPORTAL must be submitted in English. However, if an author has 

a resource written in a foreign language that he/she would like to submit to MedEdPORTAL, we encourage him/her to partner 

with an English speaking colleague to create an English version for submission to MedEdPORTAL. If the English version passes 

peer review, both the English and foreign language versions will be published and available for download from MedEdPORTAL. 

5 





Web-based Submission Policy 

MedEdPORTAL only accepts Web-based submissions that can be packaged in a format that can be hosted on or disseminated 

through the MedEdPORTAL Web site. MedEdPORTAL is dedicated to maintaining the integrity of each peer-reviewed publication. In 

addition, MedEdPORTAL is committed to ensuring that all content within its repository remains available through MedEdPORTAL for 

free even if the author or institution removes or shuts down the submitted Web-based Resource or decides to charge a fee for 

access to the Web-based resource in the future. Web-based submissions are only accepted when one of the following two 

conditions is achieved: 

Condition #1: If Web-based Resources are postings of content (Word/PDF/PowerPoint documents), then it is required that the 

authors package and upload all the various resource files during the submission process as opposed to only submitting the link 

to the Web site where the content is hosted. This allows MedEdPORTAL to host the complete resource on its servers in perpetuity 

after publication. This does not preclude authors from maintaining the Web site on their own servers after publication and 

even updating the content on their own servers. If this cannot be accomplished, please refer to the next condition. 

Condition #2: Web-based Resources which are not posted within the aforementioned framework must then have the ability 

to be stripped and/or broken down and packaged on a compact disc (CD) with the goal of eventually publishing and hosting 

the final approved version on MedEdPORTAL servers. This does not preclude authors from maintaining the Web-based 

Resource on their own servers after publication. If the submitted Web-based Resource cannot be packaged onto CD, authors 

are then encouraged to extract all the content from the Resource and incorporate into files (formats listed in Condition 1) for 

dissemination. 

6 





Copyright and Patient Privacy Policy 

All MedEdPORTAL submissions must be free and clear of all 

copyright infringements before moving forward with the peer 

review process. MedEdPORTAL Screeners review all embedded 

photos, images, charts, graphs, cartoons, text and URL links 

to determine if appropriate copyright permissions have been 

obtained for any materials not created by the author or 

co-authors. Written permissions must acknowledge that the 

material is intended to be incorporated in a MedEdPORTAL 

submission where, if published, it will be globally distributed 

as part of the published resource in accordance with its 

associated Creative Commons License for free of charge, 

indefinitely. (Please see Third Party Content Permission Form, 

page 25). Alternatively, if there are items where the author(s) 

are not known, or it will be difficult to receive the necessary 

permission, the materials may be simply removed from your 

resource or replace with non-copyrighted content. 

MedEdPORTAL Screeners also search for potential patient privacy 

(any “personally identifying information") violations such 

as photos, imagery, charts, graphs, lab values, radiographs or 

medical/dental records of real patients. If personally identifying 

information is found embedded within a resource then the 

author must comply with one of the following two options: 

Replacing Copyrighted Materials with HEAL 

and/or Flickr Images 

If permission cannot be obtained under the aforementioned 

terms, the third-party items must be removed from the resource 

in compliance with MedEdPORTAL standards. Alternatively, 

such items can be replaced with those that reside in open-access 

digital repositories. Each searchable image featured within 

these repositories is associated with an author-generated 

Creative Commons License detailing how the image may be 

used. Imagery that meets MedEdPORTAL standards and 

policy are outlined as non-restrictive and can be found under 

these specific terms: free and unlimited use, reproduction, 

and modification. Prior to publication, these Creative Commons 

License citations must be attributed and affixed to each image 

featured in the MedEdPORTAL submission. MedEdPORTAL encourages 

authors to visit the Health Education Assets Library 

(HEAL) (www.healcentral.org) and Flickr (www.flickr.com) 

digital source libraries to identify and select substitute imagery 

for their resource under the aforementioned license terms. 

For more information, please contact 

mepscreening@aamc.org. 

• Provide written permission from each patient or actor 

granting permission to incorporate their personally 

identifying information in the submission (Actor Release 

Form, page 27). 

• Ensure all personally identifying information (i.e. picture of 

patient's face, name, date of birth, social security number, 

address) have been removed or blacked out in compliance 

with HIPAA from any photos, imagery, charts, graphs, lab 

values, radiographs, or medical/dental records included in 

the submission. 

7 





Intellectual Property Policy 

MedEdPORTAL respects the original ownership of all 

submissions and does not pursue ownership in any materials 

it receives or publishes. To protect the rights of authors, 

MedEdPORTAL requires that the corresponding author answer 

the following three questions to create a Creative Commons 

copyright usage license which legally governs how their 

material may be used by others. 

• Will you allow commercial uses of your work [Yes | No] 

• Will you allow modifications of your work [Yes | Yes, as 

long as others share alike | No] 

• What is the jurisdiction of your work [Select Country] 

If the submission is accepted, the MedEdPORTAL system 

associates the author generated Creative Commons License 

with the resource and request that all users maintain an 

association between this License and the resource they 

download. 

Authors are welcome to submit resources that have already 

been published elsewhere. It is important to note that while 

many authors have published articles that describe an 

educational resource, they are usually free to publish the 

actual resource or tool on MedEdPORTAL because such 

resources were not technically part of the prior publication. 

A prospective author is required to review his employment 

agreement and his institution's copyright policies to ensure 

that he has the rights to make this work available under the 

associated Creative Commons License (Intellectual Property 

Release Form, page 26) 

Publication Policy 

Following publication in MedEdPORTAL, an author may not 

retract his/her publication. Once a resource is published in 

MedEdPORTAL, it will remain searchable and available to the 

public for free, indefinitely. However, all time-sensitive resources 

are identified and labeled as such during the submission and 

peer review process. Three to five years after publication, 

time-sensitive resources are flagged as inaccurate, obsolete or 

irrelevant on the MedEdPORTAL Web site. If a resource has 

already been published in MedEdPORTAL and the author 

would like to revise or update his/her published resource, we 

encourage him/her to contact MedEdPORTAL staff to discuss 

the various options (mededportal@aamc.org). Typically, if the 

planned changes are merely cosmetic and do not impact the 

content of the resource, MedEdPORTAL staff will simply 

replace the published resource with the revised version. 

However, if the update significantly impacts the content of 

the resource (e.g. adding additional content or taking away 

content from the resource), we encourage the author to 

submit the revised resource as a new submission to 

MedEdPORTAL. This resource will be identified and flagged as 

a second version and will undergo the formal peer review 

process. If published, the second version of the resource will 

be labeled as publication version 2. The original publication 

will not be removed from MedEdPORTAL and the system will 

automatically reference the most recent version of the 

publication, showcasing the lineage of the scholarly resource. 

8 





Creative Commons Copyright Usage Licenses 

MedEdPORTAL respects the original ownership of all submissions. To protect the rights of authors, MedEdPORTAL requires that 

the author answer three simple questions to create a Creative Commons copyright usage license which legally governs how 

their material may be used by others on the last page of the submission form. If the submission is accepted, the MedEdPOR- 

TAL system will associate the respective Creative Commons License with the resource and request that all users maintain an association 

between this License and the resource they download. 

Attribution Non-commercial No Derivatives (by-nc-nd) 

This license is the most restrictive of the six main licenses, allowing 

redistribution. This license is often called the “free advertising” 

license because it allows others to download your 

works and share them with others as long as they mention 

you and link back to you, but they can’t change them in any 

way or use them commercially. 

Attribution Non-commercial Share Alike (by-nc-sa) 

This license lets others remix, tweak, and build upon your 

work non-commercially, as long as they credit you and license 

their new creations under the identical terms. Others can 

download and redistribute your work just like the by-nc-nd 

license, but they can also translate, make remixes, and produce 

new stories based on your work. All new work based on 

yours will carry the same license, so any derivatives will also 

be non-commercial in nature. 

Attribution Non-commercial (by-nc) 


work non-commercially, and although their new works must 

also acknowledge you and be non-commercial, they don’t 

have to license their derivative works on the same terms. 

Attribution No Derivatives (by-nd) 

This license allows for redistribution, commercial and 

non-commercial, as long as it is passed along unchanged and 

in whole, with credit to you. 

Attribution Share Alike (by-sa) 


work even for commercial reasons, as long as they credit you 

and license their new creations under the identical terms. This 

license is often compared to open source software licenses. 

All new works based on yours will carry the same license, so 

any derivatives will also allow commercial use. 

Attribution (by) 

This license lets others distribute, remix, tweak, and build 

upon your work, even commercially, as long as they credit 

you for the original creation. This is the most accommodating 

of licenses offered, in terms of what others can do with your 

works licensed under Attribution. 

9 





The Publication Process 

From conception, MedEdPORTAL was designed to serve as a 

prestigious publishing venue through which educators may 

publish and disseminate their educational works. Structured 

like a traditional print-based journal, MedEdPORTAL: 

• Maintains an editor and an editorial board. 

• Follows a peer review policy that mirrors practices 

employed by established biomedical print journals. 

• Employs a rigorous peer review process based on accepted 

standards of scholarship using invited expert reviewers to 

conduct all reviews. 

An educational resource successfully peer-reviewed and 

published through MedEdPORTAL is considered a publication 

and is comparable to a peer-reviewed research paper 

published through a reputable print-based journal. Authors 

who publish through MedEdPORTAL benefit from the AAMC's 

authority and credibility, and have access to an audience drawn 

from its broad membership. Publications in MedEdPORTAL 

are considered compelling scholarly contributions suitable for 

supporting promotion and tenure decisions. 

For more information regarding the scholarly value of resources, 

please download and review the Educational Scholarship 

Guide available via MedEdPORTAL 

(www.mededportal.org). 

Any medical or dental educator or learner may submit materials 

to be considered for publication in MedEdPORTAL. Students 

and educators may submit resources even if they are not 

associated with accredited teaching institutions. However, all 

submitted resources are subjected to the same rigorous peer 

review process and must meet MedEdPORTAL's ® established 

criteria before they are eligible for publication in MedEdPORTAL. 

The MedEdPORTAL submission to publication process is as 

follows: 

Submit: All submitting authors must complete the online 

MedEdPORTAL submission form located on the MedEdPORTAL 

Web site menu bar labeled Submit Resource. The information 

collected on the form is used, in part, by reviewers as they 

evaluate the submission. Reviewers will be interested in both 

the quantity and quality of information that is provided. The 

submission form should be considered a mechanism to help 

the author(s) make a compelling case for how their submission 

meets the MedEdPORTAL standards. 

A sample submission form is available on page 20. This 

document lists all the questions and descriptive fields found 

on the MedEdPORTAL Web based submission form and was 

developed to assist authors with compiling the necessary 

information prior to beginning the MedEdPORTAL submission 

form online. For assistance, please contact 

mededportal@aamc.org. 

Author 

2 Expert Reviewers 

Submit 

Screen 

Peer 

Review 

Final 

Decision 

Catalog 

and Publish 

MedEdPORTAL Staff 

Editor 

10 





Screen: All submissions are screened by MedEdPORTAL staff 

to ensure they meet the minimal scholarship requirements 

and do not violate any copyright or HIPAA (patient privacy) 

standards or laws. It is MedEdPORTAL policy that all submissions 

are free and clear of any copyrighted materials before moving 

forward with the peer review process. This includes all text, 

diagrams, articles, cartoons, and multimedia. If third party or 

copyrighted material is incorporated into the submission, 

MedEdPORTAL requires that prospective authors obtain written 

permission to include these items. Alternatively, if there are 

items in the submission where the originating author(s) are 

not known, or it will be difficult to receive the necessary 

permission, the materials must be removed from the resource 

or replaced with non-copyrighted content. For more information, 

please review the MedEdPORTAL Copyright and Patient 

Privacy Policy. (page 9). For assistance, please contact 

mepscreening@aamc.org. 

Peer Review: All items submitted by authors that successfully 

clear the screening process must also pass through the 

MedEdPORTAL peer review process, which mirrors the 

traditional journal model of peer review. Two qualified external 

reviewers are selected by the Editor or Associate Editor and may 

issue one of the following four publication recommendations: 

• Accept with Acclamation 

• Accept 

• Revisions Required 

• Reject 

The Editor evaluates the submitted reviews and makes the 

final publication decision. A formal decision email is sent to 

the primary author regarding the publication decision and 

includes comments and recommendations from the reviewers. 

For assistance, please contact peerreview@aamc.org. 

Catalog: Each resource that passes the MedEdPORTAL peer 

review process enters a cataloging stage where MedEdPORTAL 

staff identifies additional keywords and disciplines that should 

be associated with the publication in addition to formatting 

the submission form for consistency and accuracy. Keywords 

are standardized using Medical Subject Headings (MeSH) 

from the US National Library of Medicine controlled vocabulary 

database; which is traditionally used for indexing publications. 

For assistance, please contact mededportal@aamc.org. 

Publish: Following cataloging, MedEdPORTAL staff formats 

and prepares the resource for final publication in 

MedEdPORTAL. This publishing process involves verifying all 

co-author submission agreements and copyright forms are on 

file, formatting the abstract appropriately for publication, and 

uploading the final resource files to the MedEdPORTAL site. 

For assistance, please contact mededportal@aamc.org. 

When the aforementioned items are complete, the resource is 

formally published and becomes both searchable and downloadable 

on the MedEdPORTAL Web site. 

11 





Sample Publication 

Title: Individualized Learning Plans: Faculty as Facilitators 

MedEdPORTAL ID#: 1684 

Version: 1 

Resource Type: Faculty Development Materials 

Description: Individualized Learning Plans (ILPs) are documented personal learning objectives developed by a 

learner with the help of a facilitator. The Pediatric Residency Review Committee requires residents to 

accomplish one ILP per year. Faculty members, including program directors, who are newly responsible for 

facilitating development of resident ILPs may feel unprepared for the task. They are likely unfamiliar with the 

concepts of ILPs, and most have not created an ILP of their own. This paper-based faculty development 

curriculum is designed to educate faculty members on ILPs. The materials include 1) a didactic introduction 

(on PowerPoint) regarding ILPs, Adult Learning Theory and Self Assessment, 2) an annotated bibliography 

citing current articles on these topics, 3) a "frequently asked question" handout, 4) a framework for 

accomplishing their own ILP, and 5) a faculty "ILP Self Efficacy Scale." The material is presented in sections. 

The faculty learners are encouraged to learn at their own pace, however the didactic component should be 

executed in a group. 

Author Institution: Wright State University Boonshoft School of Medicine 

Primary Author: 

Ann E. Burke, Medical Doctor 

Wright State University Boonshoft School of Medicine 

One Children's Plaza, Medical Education 

Dayton Children's Medical Center 

Dayton, OH 45404 

USA 

(937) 641-3443 

ann.burke@wright.edu 

Resource File(s): 

1. Download File: MEP_1684_1 / 4022.0 KB 

• This resource is comprised of multiple files that have been zipped into a single file for quick and easy 

download. 

• Click on the above link to download the resource as a ".zip" file. 

• To extract the ".zip" file you must have decompressing software installed on your computer which is available 

for free from any of the following sites: 

o jZip - www.jzip.com 

o WinZip - www.winzip.com 

o Stuffit - my.smithmicro.com/win/stuffit 

12 





Additional Resource File Information: 

1 .zip file containing: 

1. User's_Guide_ILP.doc 

2. Individualized_Learning_Plans.ppt 

3. How_Are_The_ILPs_Really_Going.ppt 

4. Faculty_ILP_template.doc 

5. Faculty_Self-Efficacy_Scale.doc 

6. ILP_FAQ.doc 

7. Annotated_Bibliography.doc 

8. Copyright_License.pdf 

AAMC Hot Topics: 

Content Last Updated: 

05/08/2008 

Specialty/Discipline: 

• Medicine: Graduate Medical Education 

• Medicine: Pediatrics 

• Medicine: Undergraduate Medical Education 

Educational Objectives: 

1.) To define and explain concepts associated with the ILPs including self-assessment, self-reflection, adult 

learning theory, and facilitator roles. 

2.) To identify and understand cogent concepts regarding ILPs based on current educational literature. 

3.) To build an ILP with effective goals and strategies. By accomplishing this objective, faculty may be more 

self efficacious with ILPs and thus assist learners more readily. 

Resource Keyword/Symptom: 

• Faculty 

• Medical (MeSH) 

• Individual Learning Plan 

• Faculty Development 

• Performance Assessment 

• Learner Assessment 

• Models 

• Education (MeSH) 

• Educational Measurement (MeSH) 

• Mentors (MeSH) 

• Problem-Based Learning (MeSH) 

Accreditation Council for Graduate Medical Education (ACGME) Competencies Addressed: 

• Practice-Based Learning and Improvement 

• Professionalism 

Intended Learner Audience: 

13 





Intended Faculty Audience: 

• Clinical Science Faculty 

• Clerkship Director / Clinical Science Course Director 

• Residency Program Directory 

Effectiveness and Significance of Publication: 

After presentation of the didactic portion of this curriculum at a national meeting, a number of program directors 

requested access to the material. At the Association of Pediatric Program Directors (APPD) Spring Meeting, 18/18 

evaluations rated the workshop "Excellent" or "Very Good," 18/18 reported they would recommend this workshop/curriculum 

to others. Comments from the feedback forms included: "this is the most practical and useful 

workshop to date," "excellent" and "most helpful to me was the presentation portion of the workshop". 

Additionally, at the Fall APPD Meeting 2007, 38 participants (out of 38 that returned the evaluation) reported that 

the material presented was "Very Helpful" (5/5 on a five point scale) to "helpful." 

The significance of the work is that the concepts and practices with ILPs are very new, thus there is a paucity of 

data on faculty involvement and development regarding them. This information is an organized, step-by-step 

approach to educating faculty about ILPs and self-directed learning concepts. 

Special Implementation Requirements or Guidelines: 

1) The ability to present the didactic material via Microsoft PowerPoint; and 

2) For implementation, discussion with the group regarding the examples of goals and strategies is desirable. 

Additionally, discussion with the faculty learners about their experience with building their own ILP is encouraged. 

Lessons Learned: 

1) Allow the faculty time to review the bibliography on their own (i.e prior to the follow up meeting). Our faculty 

seemed to gain great insight into the process and point of the ILP after reviewing the literature at their own 

pace; 

2) Allow the faculty to accomplish their own ILP at their own self-directed pace. Do not make it mandatory to 

"turn in" their ILPs. They are doing them simply to gain more understanding about ILPs. We ask for volunteers 

to share a goal with strategies as a springboard for discussion of difficulties with creating strategies; 

3) The faculty self-efficacy scale can be utilized to measure the faculty's skills and attitudes towards ILPs. 

Publications, Presentations, and/or Citations For This Publication: 

1) Burke AE, Co JP, Mahan J et al.: Individualized Learning Plans: A Primer for Tools and Concepts for Success! 

Association of Pediatric Program Directors Annual Meeting, Honolulu, Hawaii; April 2008.; 

2) Burke AE: Individualized Learning Plans. Association of Pediatric Program Directors Fall Meeting, Arlington, 

Virginia; September 2007. 

14 





Sponsorship (Funding Source): 

Academic Pediatric Association (APA) Educational Scholars Program provided review and faculty development for 

the author (no funding). 

Publication Contains Materials Not Owned or Created by The Author(s): 

Yes 

All Parties Content Is Associated With: 

The submission contains screen shots of the American Academy of Pediatrics (AAP) Pedialink website. This tool, 

Pedialink, is the most widely utilized mechanism for pediatric residents to accomplish their ILPs. The AAP has 

written a letter granting permission to include screen shots in this faculty development curriculum. 

Citation Formats: 

• NLM: 

Burke A, Individualized Learning Plans: Faculty as Facilitators. MedEdPORTAL; 2009. Available from: http://services.aamc.org/30/mededportal/servlet/s/segment/mededportal/subid=1684 

• APA: 

Burke, A., (2009). Individualized Learning Plans: Faculty as Facilitators. MedEdPORTAL: 

http://services.aamc.org/30/mededportal/servlet/s/segment/mededportal/subid=1684 

Copyright: 

Reviewed by: 


PEER 

REVIEWED 

15 





MedEdPORTAL Privacy Policy 

All MedEdPORTAL users must agree to the following privacy 

policy before downloading or accessing a MedEdPORTAL 

publication: 

MedEdPORTAL collects certain personally-identifiable data 

from users of this system. Please review the following 

information prior to creating a user account or logging into 

MedEdPORTAL. 

The AAMC will collect from you: 

• Your name 

• Your institution's name 

• Your Country 

• Your email address 

• The date(s) you accessed the MedEdPORTAL 

publication 

• The reason(s) you accessed the MedEdPORTAL 

publication 

This data will be stored in a password protected AAMC 

secure server and is not accessible to the general public. This 

data will not be made available to any third parties, with the 

exception of the authors of the resources you have downloaded. 

In order for the authors to see your information, they 

must agree to a data sharing agreement in which they are 

restricted from distributing or using your information for any 

other purposes than those outlined here. 

Your data will be used by MedEdPORTAL staff to: 

• Generate reports regarding how these resources are 

being used by medical/dental educators. 

• Evaluate general use of MedEdPORTAL. 

• Potentially contact the users directly to request 

feedback on MedEdPORTAL. 

The authors may use your data solely to: 

• Create a report of all users that downloaded or accessed 

their published resource. 

• Potentially contact users directly to see if they used the 

resource and if so, how they used the resource. 

• Report on usage of the published materials for promotion 

and tenure purposes. 

The AAMC reserves the right to update this Privacy Policy as 

needed. Any updates will be posted to the MedEdPORTAL 

web site. 

If you have questions regarding this privacy policy, please 

send an email to ip@aamc.org. 

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Usage Reports 

Published MedEdPORTAL authors may generate usage reports that provide a list of users that have downloaded their 

published resource from the MedEdPORTAL Web site. The usage report contains each user's name, institution, country, email 

address, and the date the user downloaded the resource. In addition, the report also provides a description of how the user 

plans to utilize the resource. Users are prompted to answer the following question regarding how they plan to utilize the 

material prior to download: 

How do you plan to use this resource 

❑ Teach or Train Students 

❑ Teach or Train Resident/Fellow 

❑ Teach or Train Practicing Health Professionals 

❑ Teach or Train Faculty/Educators 

❑ Teach or Educate Patients or the General Public 

❑ Self Learning as a Faculty Member/Educator 

❑ Self Learning as a Student 

❑ Self Learning as a Resident/Fellow 

❑ Self Learning as a Health Professional 

❑ Self Learning as a member of the general public or patient 

❑ Curriculum Development 

❑ Assessment & Evaluation of Students 

❑ Assessment & Evaluation of Resident/Fellow 

❑ Assessment & Evaluation of Health Professionals 

❑ Assessment & Evaluation of Faculty/Educators 

❑ Other 

Generating this detailed end-user data supports authors when demonstrating the distinct impact and utilization of their published 

materials for promotion and tenure purposes. 

SAMPLE 

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MedEdPORTAL Submission Form and Instructions 

Sample Submission Form 

This document was developed to help authors organize their information and materials before they submit to MedEdPORTAL 

through the online submission form. Note: This document does not offer advice to improve the scholarly value of a submission. 

Authors are encouraged to reference the MedEdPORTAL Educational Scholarship Guide. To submit a resource for publication: 

1. Click “Submit Resource” located in the gray menu bar at the top of the home page www.mededportal.org 

2. You will be asked to log in to your MedEdPORTAL account. If you do not have a MedEdPORTAL user account, you will be 

prompted to create one. 

3. Complete the online submission form. 

Copyright and HIPAA Questions for Authors 

All submissions to MedEdPORTAL are first screened for potential copyright and/or HIPAA (patient privacy) violations 

before they are sent out for peer review. The following questions relate to potential copyright and privacy concerns 

associated with your submission and will assist MedEdPORTAL staff during the screening process. Your answers to 

these questions will not necessarily hinder your submission. An asterisk (*) indicates a required field and must have 

a value prior to saving. * An asterisk (*) indicates a required field and must have a value prior to saving. 

1. Does your submission contain any embedded photos, images, charts, 

graphs, cartoons, text, or published articles that you or your co-authors did 

not create (hereon referred to as "non-original content") This does not include 

external hyperlinks to such materials. * 

❑ Yes 

❑ No 

2. Does your submission contain any non-original content that you obtained 

from the web * 

❑ Yes 

❑ No 

3. Does your resource contain materials created and distributed by the US 

Government * 

❑ Yes 

❑ No 

4. Does your resource contain any identifiable "protected health information" 

such as photos, images, charts, graphs, lab values, radiographs, or 

medical/dental records of real patients * 

❑ Yes 

❑ No 

5. Please provide any comments, questions, or concerns you may have regarding 

copyrighted materials and/or patient resources included in your submission 

that would assist the MedEdPORTAL staff during the screening 

process: 

❑ Yes 

❑ No 

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MedEdPORTAL Submission Form Page 1 of 5 

Primary Author 

First Name: * 

Middle Name: * 

Last Name: * 

Credentials: 

Address: * 

City: * 

Country: * 

State/Province: * 

Select country from drop down menu 

Select state from drop down menu 

Zip Code/Postal Code: * 

Phone Number: * 

Fax Number: 

Email Address: * 

Primary Author’s Institution 

Affiliation: * 

Select institution from drop down menu 

Resource Title and Description 

Resource Title: * 

Description: * 

(maximum of 200 characters including spaces) 

(maximum of 1,500 characters including spaces) 

Clicking on the “Save” button will allow you to save the information entered 

thus far and leave the submission to continue at a later time. 

Note: You must complete the entire page before the system will allow 

you to click the “Save” button. 

Clicking on the “Continue” button will advance you to page 2 of the submission form. 

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Additional Authors 

(Co-Authors) 

First Name, Last Name, Email Address, Institution, and Credentials 

Enter information and click “Add Co-author” 

When was the content of this submission 

last updated* 

Format: mm/dd/yyyy (e.g. 09/03/1999 Approx dates are fine) 

Specialty/Discipline: 

Collections 

Select from list and click “Add” 

Select from list and click “Add” 

Educational Objectives: 

(Objectives must be separated by line 

break).* 

maximum of 750 characters including spaces 

(Format:) 

1.) 

2.) 

3.) 

Primary Learning Resource Type:* 

Keyword(s)/Symptom(s) 

(comma separated):* 

Select from dropdown menu 

at least 3-5 keywords 

Clicking on the “Save” button will allow you to save the information entered thus far and leave the 

submission to continue at a later time. 

Note: You must complete the entire page before the system will allow you to click the “Save” button. 


20 






Accreditation Council for Graduate 

Medical Education (ACGME) 

Competencies Addressed: 

(Check all that apply) 

Intended Learner Audience: 


Intended Faculty Audience: 


Suitable to patient education * 

Has this item been formally 

peer reviewed elsewhere * 

❑ Patient Care that is compassionate, appropriate, and effective for the treatment 

of health problems and the promotion of health 

❑ Medical Knowledge about established and evolving biomedical, clinical, and 

cognate (e.g. epidemiological and social-behavioral) sciences and the application 

of this knowledge to patient care 

❑ Practice-Based Learning and Improvement that involves investigation and 

evaluation of their own patient care, appraisal and assimilation of scientific 

evidence, and improvements in patient care 

❑ Interpersonal and Communication Skills that result in effective information 

exchange and teaming with patients, their families, and other health professionals 

❑ Professionalism, as manifested through a commitment to carrying out 

professional responsibilities, adherence to ethical principles, and sensitivity to a 

diverse patient population 

❑ Systems-Based Practice, as manifested by actions that demonstrate an 

awareness of and responsiveness to the larger context and system of health care 

and the ability to effectively call on system resources to provide care that is of 

optimal value 

❑ 1st-yr Medical/Dental Students 

❑ 2nd-yr Medical/Dental Students 

❑ 3rd-yr Medical/Dental Students 

❑ 4th-yr Medical/Dental Students 

❑ Medical Fellows 

❑ Medical/Dental Residents 

❑ Continuing Medical/Dental Education (CME) 

❑ Basic Science Faculty 

❑ Clinical Science Faculty 

❑ Basic Science Course Director 

❑ Clerkship Director/Clinical Science Course Director 

❑ Residency Program Directory 

❑ Medical/Dental School Administrators (broadly defined) 

❑ Yes 

❑ No 

❑ Yes 

❑ No 

If Yes, please reference: 

Do you or any of the authors have any 

significant financial interest or commercial 

support related to this resource * 

❑ Yes 

❑ No 

If yes, describe the financial interest or 

commercial support: 

21 





MedEdPORTAL Submission Form Page 3 of 5 (Continued): 

Describe the effectiveness (if available) 

and significance of your work: * 

Describe any special implementation 

requirements or guidelines * 

Describe any lessons learned: * 

maximum of 2,000 characters including spaces 



List any publications from, presentations 

from, and/or citations to this resource: * 


Sponsorship (Funding Source): * 

Does this submission contain 

time-sensitive biomedical content that 

will likely become inaccurate, obsolete, 

or irrelevant during the next 3 years * 

❑ Yes 

❑ No 

Does this submission include any 

materials not of your own creation that 

might be owned by someone else, for 

example, maps, figures, photos, from a 

textbook or other source * 

❑ Yes 

❑ No 

If you answered "Yes", list all parties 

and the associated content: 

If you answered "Yes", you will be required to submit a signed copyright release for each party. Authors may wish to use the 

Copyright Clearance Center for this" http://www.copyright.com 





22 






How will users access this resource 

Select from drop down menu; select “Download Resource Files” if uploaded all 

submission files. Select “Request Resource from MedEdPORTAL Staff” if resource is 

a Special Clearance item or if hosted on a CD/DVD. 

List all the resources that are associated 

with this submission: 

List each file that comprises your full module. 

Upload any resource to be attached to 

your submission: (If the total size of your 

files to be uploaded for your submission 

is over 100MB, we suggest mailing the 

resources files on a CD or DVD to 

MedEdPORTAL.) 





23 






Copyright Restrictions 

MedEdPORTAL uses the Creative Commons license framework (http://creativecommons.org/) 

which allows authors to retain their copyright while granting others permission to copy and distribute the work 

provided they give credit—and only on the conditions indicated here: 

Will you allow commercial uses of your 

work * 

Will you allow modifications of your 

work * 

❑ Yes 

❑ No 

❑ Yes 

❑ Yes, as long as others share alike 

❑ No 

What is the jurisdiction of 

your license * 

Have you checked with your 

employment agreement and your 

institution's copyright policies to be 

sure that you have the right to make 

this work available under the creative 

commons * 

Select Country from drop down menu 

❑ Yes 

❑ No 

Note: Submissions will not be accepted that answer "No" 




Clicking on the “Submit” button will place your submission into the queue for processing. You will no longer be able to edit 

your submission. 

You may PREVIEW AND SUBMIT to preview your submission and finally submit or SAVE 

your progress and complete your submission at a later time 

24 





Third Party Content Permission Form 

To Whom It May Concern: 

This letter is to obtain written permission to include your copyrighted material in a teaching resource I have created 

and submitted to the Association of American Medical Colleges (“AAMC”) for publication to its Web based 

publishing venue, MedEdPORTAL. 

MedEdPORTAL (www.mededportal.org) is a free, online, peer-reviewed publication service provided by AAMC in 

partnership with the American Dental Education Association. MedEdPORTAL was designed to promote education 

collaboration by facilitating the open exchange of peer-reviewed teaching resources such as tutorials, virtual patients, 

simulation cases, lab guides, videos podcasts, assessment tools, etc. While MedEdPORTAL’s ® primary audiences 

include health educators and learners around the globe, it is open and available for free to the general public. 

Users can access quality, peer-reviewed teaching material and assessment tools in both the basic and clinical 

sciences in medicine and oral health. 

I request permission to include the following materials (“Materials”) in my MedEdPORTAL submission: 

Title of Work: 

Specific Figure, Chart, Graph, etc.: 

About my MedEdPORTAL submission (“Submission”): 

Title of Submission: 

Brief Description of Submission: 

Type of Resource: 

MedEdPORTAL ID#: 

Associated Creative Commons License: 

To learn more about Creative Commons Licenses please visit www.creativecommons.org 

If you have any questions about my request, please feel free to contact me (“Author”): 

Name: 

Institution: 

E-mail: 

Telephone: 

The Submission is intended to be published in MedEdPORTAL where it will be globally distributed for free and in 

perpetuity under its associated Creative Commons License. 

I, ________________________, an authorized agent of the Materials, grant permission to the Author to reproduce, 

modify and distribute the Materials in connection with the Submission and under its associated Creative Commons 

License. This is a perpetual, world-wide, non-exclusive, royalty free grant. 

___________________________________________________ 

Signature 

________________________________ 

Date 

______________________________________ 

Title 

_____________________________________________ 

Institution 

Once approved, kindly return the signed letter to me via e-mail. 

Sincerely, 

25 





IP Release Form 

Dear ____________________, 

I created a teaching/training resource and submitted it to the Association of American Medical Colleges (“AAMC”) 

for publication in its Web based publishing venue, MedEdPORTAL. 




simulation cases, lab guides, videos podcasts, assessment tools, etc. While MedEdPORTAL’s ® primary audiences include 

health educators and learners around the globe, it is open and available for free to the general public. Users can 

access quality, peer-reviewed teaching material and assessment tools in both the basic and clinical sciences in medicine 

and oral health. 

About my MedEdPORTAL submission (“Submission”): 




MedEdPORTAL ID#: 


To learn more about Creative Commons Licenses please visit www.creativecommons.org. 

In the event the Submission was created in the course and scope of my employment and in the event the copyright 

to the Submission is owned by ____________________________________ (“Institution”) as a work-for-hire I am 

seeking formal permission to publish my Submission in MedEdPORTAL. If accepted by MedEdPORTAL, it will be 

globally distributed for free and in perpetuity under its associated Creative Commons License. 

If you have any questions about my request, please feel free to contact me (“Author”): 

Name: 

E-mail: 

Telephone: 

I, ________________________, an authorized agent of the Institution, hereby grant the Author a non-exclusive 

license to the copyright, and the benefits conveyed therein, of the Submission. This is a perpetual, world-wide, 

non-exclusive, royalty free grant. 

Additionally, I grant permission to AAMC to use the Institution’s logo in connection with the Submission. The logo 

may not be used for any other purpose. 

___________________________________________________ 

Signature 

________________________________ 

Date 

______________________________________ 

Title 

_____________________________________________ 

Institution 

Once approved, kindly return the signed letter to me via e-mail. 

Sincerely, 

26 





Actor Release Cover Letter 

To Whom It May Concern: 

This letter is to obtain your written permission to include your, or your child’s, personally identifying information 

(image, likeness, pose, sound recording of voice, etc.) in a teaching resource I either have created and submitted 

or in the process of creating with the intention to submit to the Association of American Medical Colleges 

(“AAMC”) for publication to its Web based publishing venue, MedEdPORTAL. 




simulation cases, lab guides, videos podcasts, assessment tools, etc. While MedEdPORTAL’s ® 

primary audiences include health educators and learners around the globe, it is open and available for free to the 

general public. Users can access quality, peer-reviewed teaching material and assessment tools in both the basic 

and clinical sciences in medicine and oral health. 

Attached is the formal release. Please read it carefully, sign and return to me either via e-mail (__________) or fax 

(__________). Please note your or your child’s name will remain confidential and will not be made publicly available. 

By signing this release you are authorizing me to publish your or your child’s image, likeness, pose, sound recording 

of voice, as specifically defined in the release, in my teaching resource. I will not be able to use this information 

for any other purpose. 

Please feel free to contact me directly if you have any questions or concerns. 

Sincerely, 

(signature) 

27 





Actor Release Form 

Author wants to use my or my child’s image, likeness, pose and/or sound recording of voice (“Record”)in his/her Submission to 

MedEdPORTAL. MedEdPORTAL is a free, online, peer-reviewed publication service provided by the Association of American 

Medical Colleges (“AAMC”) in partnership with the American Dental Education Association (“ADEA”). I understand the 

Submission and my or my child’s Images is intended to be published in MedEdPORTAL where it will be globally distributed for 

free and in perpetuity under its associated Creative Commons License. 

“Author” 

Name: 

Institution: 

Address: 

E-mail: 

Telephone: 

About Author’s MedEdPORTAL submission (“Submission”) 



Detailed Description of “Record”: 


MedEdPORTAL ID: 


To learn more about Creative Commons Licenses please visit www.creativecommons.org. 

I,(print name) ______________________________, either representing myself or as the parent or guardian of the participant 

who is under 18 years of age, do hereby assign to the Author all rights, whether or not known, in and to the Record for use 

solely in connection with the Submission. 

This permission is non-exclusive, granted voluntarily and without compensation for the benefit of the Author, AAMC, and 

ADEA and any of their successors, assignees, collaborators or licensees, to use, re-use, store, distribute, present, assign and/or 

exploit any digital content involving the Record. I understand my or my child’s Record may be globally distributed for free and 

in perpetuity under the Submission’s associated Creative Commons License. 

I understand that while MedEdPORTAL is intended for educational/academic purposes, AAMC cannot guarantee the Record 

will be used solely for educational/academic purposes. 

I release and forever discharge the Author, AAMC and ADEA their agents, officers, employees, successors, assignees, collaborators 

and licensees from any and all claims and demands arising out of or in connection with the use of the Record, including 

but not limited to any claims for invasion of privacy or defamation. 

I have read this release and consent carefully and fully understand its meaning and implications. I have had the opportunity to 

ask questions. 

*If you are under 18 years of age, your parent or guardian must also sign. 

__________________________________ ___________ ____________________________________ 

Printed Name of Participant Date Signature 

__________________________________ ____________ ____________________________________ 

Printed Name of Parent or Guardian* Date Signature 

(*if Participant is under 18 years of age) 

28 




MedEdPORTAL Point of Reference 

New forms of digital publishing have provided unprecedented opportunities for publication of scholarly 

works online. The transformational power of injecting e-learning technology into medical/dental education 

now saturates many of today’s institutions and learning establishments. E-learning technology is an emerging 

method of learning where the medium of instruction is based heavily upon computer, digital, and multimedia 

technologies. Through MedEdPORTAL, these facets of delivery blend together; providing learners free 

access to high-quality, peer-reviewed educational modules. As budding technologies supply more efficient 

means of reaching learners, MedEdPORTAL strives to maintain the balance between technological 

advancement and scholarly refinement. 

For more information regarding becoming an Advocate for MedEdPORTAL, please contact 

mededportal@aamc.org. The Advocate Handbook is available for download from the MedEdPORTAL Web 

site (www.mededportal.org) 

For more information regarding becoming a Peer Review for MedEdPORTAL, please contact 

Peerreview@aamc.org. The Peer Review Handbook is available for download from the MedEdPORTAL Web 

site (www.mededportal.org)

MedEdPORTAL Author Handbook - Association of American ...

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