Preceptor Roles & Responsibilities

Any residency program attending the conference to have their residents present research is expected to have at least one program preceptor or program director in attendance. The ESC Advisory Board feels this is an important expectation for programs in order to provide support for their residents, to assist with evaluating and moderating the presentations, and to provide opportunity for preceptor development.

Leading up to the meeting, program preceptors and program directors should encourage their PGY1 residents to submit their project as a slide presentation and PGY2 residents to submit their project as a poster presentation. In addition, any abstract submitted by a PGY1 resident, PGY2 resident, or fellow should be reviewed and approved by a program director or preceptor. Information about the expectations for abstract submissions is located on the resident information page. 

In addition, all preceptors should expect to participate in providing feedback to residents for the presentation sessions they attend. 

Preceptor Instructions

Presentation evaluation process

• Assigned evaluation by Preceptors and RPDs.

o   Most preceptors will be assigned to evaluate slide presentations for 1 room for a minimum of 1 session within your group. Or, you may be assigned to evaluate the poster session.

• Assigned Evaluators must submit an evaluation form for each presenter assigned to them.

o   Paper evaluation forms can be found in the manilla envelope near the podium in each room.

• To claim CE, all attendees should submit an evaluation via the feedback section in SCHED for each presentation they attend. Please input as much information as possible in the comment section. 

Instructions for Preceptors

Access SCHED here: https://2026easternstatesconference.sched.com/ and login using the email address and password you used to register.

o   Review your profile

o   Verify your profile information is correct

o   Add a photo – this is very important to establish a personal connection

o   Consider adding a brief biography

All rooms have been assigned one moderator and one evaluator. Please plan to meet in your assigned room 10-15 minutes ahead of the first presentation to go over assignments and ensure you know the details to introduce the presenting residents.

Please consider the following structure/format for hosting the presentation rooms:

1. All evaluators will have a copy of printed evaluation forms to fill out and go over with the presenter at the end of each presentation. All other attendees will submit their evaluations using the feedback section in SCHED.
2. Moderator will introduce the first presenter.
3. Following the end of the presentation, the evaluator will begin the question & answer session. Please be prepared with at least one question in case the audience in attendance does not have a question for the presenter.
4. After the question-and-answer session, the evaluator will ask that attendees submit feedback in the comment box within the session in SCHED.
5. The evaluator will ask the presenter to meet them outside of the presentation room to give a brief in-person evaluation of the project and presentation during the 5 minute transition time.
6. The moderator will introduce the second presenter and the evaluator will facilitate in the same manner through providing feedback to the second presenter.
7. Continue this cycle until all presenters have finished in the room.

Some notes to consider:

1. Moderators, please start the presentations on time – avoid going over time or starting early. Other attendees may enter or exit a room anticipating they will be able to listen to a certain presentation. There are signs in your packet to alert the presenter of time.
2. If a resident or fellow from your program is presenting while you are evaluating, please coordinate with another preceptor/RPD in the room to evaluate in your absence while you step away for that presentation. You should return to the room immediately after watching the resident or fellow from your program present and resume your evaluator responsibilities.

In addition, all preceptors should expect to participate in providing feedback to residents for the presentation sessions they attend.