Changing the Face of Medicine Collaboration

From Library Success: A Best Practices Wiki
Jump to: navigation, search


The goal of the project was to bring the national Changing the Face of Medicine exhibit to Kansas City. We wanted this exhibit and related events to celebrate the contributions of women physicians, to increase community awareness of medicine, and to inspire youth to pursue careers in medicine or health sciences.


The ALA/NLM national traveling exhibit Changing the Face of Medicine was displayed at the A.R. Dykes Library of the University of Kansas Medical Center from October 3 to November 11, 2009. We had four official programs and youth activities in conjunction with the event. Two programs were held at the University of Kansas Medical Center and two programs were held at the University of Missouri-Kansas City. Parallel events, exhibits and/or activities in other locations were arranged by several other groups including the Kansas City University of Medicine and Biosciences Library, Metropolitan Medical Society, the Health Sciences Library Network of Kansas City, and Children’s Mercy Hospital as well as the University of Kansas Alumni Association, the Clendening History of Medicine Library and Museum and the History & Philosophy of Medicine Department, all of the University of Kansas Medical Center.

This was an unusual collaborative effort involving four academic medical libraries aimed at our entire Kansas City metropolitan area. The academic libraries were: Clendening History of Medicine Library and Museum and the A.R. Dykes Library, both at the University of Kansas Medical Center, the Health Sciences Library of the University of Missouri-Kansas City, and the Library of the Kansas City University of Medicine and Biosciences. We hoped to reach a wide audience within the wider metropolitan area that includes two states, 18 counties and 50 unique communities that are intertwined economically, socially and culturally. At the time we began this project there were approximately 3,000 physicians in the metro with 1,465 of those being women. The area includes growing numbers of ethnic minorities, with the 2001 population estimates for the entire metropolitan area showing 13% African American, 5% Hispanic, 1% Native American, and 2% Asian-Pacific.

Historically, the three medical schools represented by the four collaborating libraries have had a growing commitment to increasing diversity in the profession of medicine and have sponsored numerous community outreach programs. The University of Kansas School of Medicine and the University of Missouri-Kansas City School of Medicine serve inner city populations of diverse ethnic groups and worked together on a grant program to increase the numbers of minority applicants through bridging programs. The Kansas City University of Medicine and Biosciences participates in a Score One for Health Program that targets an inner city population.

We already had a fairly significant number of women physicians represented within our own institutions. Sixty percent of the graduates of the University of Missouri-Kansas City-School of Medicine in 2004 were women. Forty percent of the graduates of the University of Kansas Medical Center and the Kansas City University of Medicine and Biosciences in 2004 were women. All three medical schools include many first or second generation Americans who represent a diverse face for physicians of the future. We wanted to use the exhibit and its publicity to encourage more applications from underrepresented minority students and other women to our medical schools. We also hoped to host area high school classes at the exhibit in hopes of encouraging career choices in science and health care.


Youth programs

We presented classes and two‐hour workshops for middle and high school students. The classes were designed to provide the experiences through interactive learning stations. We offered options of morning or afternoon sessions on different weekdays throughout the time of the exhibit and offered two sessions for Girl Scouts on Saturdays. We assembled youth “goodie bags” with a CD of resources about health sites and health careers and created two LibGuide sites for teachers that included learning resources for students of various ages. The Metropolitan Medical Society hosted a small web site of brief bios of other local women physicians, and to include our own health careers, we created a handout about “What do Medical Librarians Do?” This resource was recently shared at a high school health fair so its usefulness persists. The learning stations from the classes and workshops included an impressive variety of topics:

  • Investigate the available electronic resources in medicine and science offered through the various university libraries.
  • Take blood pressures/heart rates to gain a better understanding of how life styles/heredity affect our personal readings.
  • Practice extracting DNA from fruit or wheat germ.
  • Create slides of bacteria to view under powerful microscopes and witness strange pathology specimens.
  • Learn about the newest research and development in bionics, prosthetics, and neural‐controlled movement.
  • Interview current students in medicine, nursing, and allied health.
  • Explore burgeoning careers and future needs in health care.

Collaboration & Outreach

As a cooperative effort of four academic medical libraries, there were advantages and disadvantages. We used SharePoint, provided through the University of Kansas Medical Center, to provide online access to planning documents and a calendar of events, as well as experimented with it as a task planner. We made extensive use of email to plan meeting times, discuss changes to documents, and poll other members about ideas. Meeting minutes also were a helpful way to track progress and document decisions.

We needed to travel across town to meet as a group, but the Clendening History of Medicine Library and Museum kindly hosted the meetings, providing refreshments and free parking. Often, meetings to discuss arrangements, and even edit or draft reports, grant proposals, or publicity materials on a computer while others brainstormed, were fruitful. As one member noted, “We do seem to have good synergy when we do get together – lots of good things flow.”

The connections with three different institutions gave a wider network of resources, though it also meant that we needed to coordinate efforts with three institutional hierarchies. With seven primary collaborators working on the task, we had a nice mix of skills: writing and grant writing, web design, planning youth activities, knowledge of history of medicine resources, and planning social events for libraries. These were all invaluable.

Evidence of Success

  • 18,000 people attended the exhibit.
  • Survey comments and comments about youth classes were quite positive and some youth noted interest in previously unknown health careers. Here are some examples from parents, teachers, and from students.
    • “I think having young female medical students explain heart health using all those models really impressed my daughter. She seemed to like asking the other medical students questions about how they got into medical school, and learning what it takes to become a doctor.”
    • “This is really amazing! My daughter goes to a private school, and they just don’t have the updated lab equipment to use, or the resources I see here. Thanks for doing this! I wish something like this would’ve been available when I was young (referring to exposure to careers in healthcare).”
    • “Thanks for offering this class. It’s a great opportunity for our students from the inner city to see the possibilities.“
    • “I’m so glad we brought our students here during the exhibit! Even though they aren’t reading every panel, the links you gave them are really helpful. It’s not often that young people get to see these kinds of pathology specimens you set out.”
    • Youth attendees: "future prosthetics engineer"
    • "Very informational! Great look and easy to follow. Brought up many new issues. Gave me new ideas that helped."
    • "I didn’t know there were so many different careers in health care."
  • Notes in our guest book about the opening reception and exhibit were quite positive. Dr. Marjorie Sirridge is a popular local mentor to women in medicine and her opening lecture got the exhibit off to a good start. A lovely reception was held in the lobby of A.R. Dykes Library of the University of Kansas Medical Center, adjacent to the exhibit. Elegant and tasty hors d'ouevres were served by circulating waiters and non-alcoholic sangria was served. Floral arrangements, valet parking, the classical trio Classical Muse, and refreshments were provided by the Kansas City University of Medicine and Biosciences. Most attendees came to the lecture and then stayed a bit for the lovely reception—there was lots of milling, discussion and lingering around the exhibit.
  • The exhibit received a half page article in the Sunday Kansas City Star Magazine and we did an interview for the radio program, Every Woman. Even after the event, we continued to receive publicity, or publicity inquiries, which indicate the enduring value of this collaboration.

Lessons Learned

  • Less is more. As a committee we spread ourselves too thin and overestimated the numbers of people who would attend. We recommend choosing a few events and concentrating your efforts on publicizing those events.
  • If planning for youth events, get to know the school district policies and communicate with them early on to get their support. We experienced a shift in policy that no longer allowed mailing directly to public schools. Some things needed to be taken to the school district office or the school mailing office. Other districts required PDFs to be provided for approval before distribution. Even though the classes were planned in line with curriculum requirements, many factors affected attendance such as transportation and budgets from the previous year.
  • Our potential audience and speakers may have been reduced because of the same exhibit being hosted in Columbia MO, two hours away, at the same time as our exhibit. The exhibit was then hosted in Wichita KS, three hours away, immediately after leaving us.
  • Be aware of schedules. We scheduled our opening and closing events on Saturdays to try to eliminate parking problems during the week, which are always present at a University Medical Center. Although we were able to work around home football schedules, the general fall schedule for everyone proved extremely busy. High school schedules don't allow for field trips on weekends.
  • Local publicity was disappointing and late. Get firm publicity requirements from your own university. Our university policies insisted that PR come through official publicity channels and this was stifling. Toward the end of the exhibit, we talked with news people directly and that is when we received successful publicity. ALA publicity restrictions required a lengthy sponsorship statement that may have discouraged some potential written publicity.
  • The largest audiences attended established meetings. The programs seemed to work better as part of another regularly scheduled meeting.
  • We submitted our application to host the exhibit four years prior to its arrival. The local context can change over a four-year period. Different people held governmental and university positions. Institutional priorities change with leadership changes; an original collaborator dropped out of the committee after a change in leadership.
  • Request resources, or beg, effectively. University vending policies are more restrictive now and the economy is tighter. Everything that is donated or given may need to be reported to the university hierarchy.
  • There are lots of messages out there. Younger people may be using Facebook or Twitter. Email is overwhelming and even printed mail may only be scanned and is expensive. The web site was one of the main faces of the exhibit and a good way to communicate. Diversify the message, if possible.
  • Be prepared for the reporting. The reporting structure of the ALA grant is challenging and restrictive. For instance, when the exhibit arrived the condition of all panels had to be reported in detail. Other grants received had their own reporting requirements.

Resources Required

Institutional commitment

  • Our institutions donated printing, invitations, and contributed to the popular youth goodie bags. The University bookstores donated bags to contain the materials. For the student classes, the University of Kansas Medical Center contributed glass tubes, beakers, pathology specimens, prosthetics, and other equipment for the experiments and workstations. An outside source donated safety glasses and gloves.
  • Two institutions provided space for the exhibit and the events. While we paid some fees for weekend audiovisual technical support, this was much less expensive due to institutional support. The third institution sponsored the costs of the opening reception. This support was crucial to the success of this project.
  • Administrators of the medical schools were quite supportive, providing time and funding. Two deans and one former dean participated in the successful “Women Leaders in Medicine” panel discussion. The project definitely increased the spirit of collegiality among the university libraries and the local medical schools.
  • All of our institutions allowed us to use work time to do the tasks. With several members and various skill sets, this was easier to accomplish and caused less strain on one organization. Secretarial help would have been helpful.
  • Our public relations departments collaborated in distributing the official press release and tried to establish some local media contacts, though this was less successful than we would have liked.

Outside Funding

  • We received a $6,000 Outreach Express grant from the National Network of Libraries of Medicine (NN/LM) to cover speakers’ honoraria, printed materials, and weekend audiovisual assistance. We had hoped to supply thumb drives with resources for the youth goodie bags, but that cost was more than we anticipated and we provided CDs instead.
  • The History & Philosophy of Medicine Department at the University of Kansas Medical Center generously sponsored the closing speaker.
  • Because the NN/LM grant couldn’t be used for music and refreshments, we looked for outside sources to fund these. We received a $1570 grant from the local medical librarians group, the Health Sciences Library Network of Greater Kansas City (HSLNKC), to cover most of these costs. The closing reception, including a performance by the Kansas City Women’s Chorus, were due to the generosity of HSLNKC. We are grateful to them for their willingness to support the joining of science and humanities through the music. We also enjoyed HSLNKC’s parallel event at A.R. Dykes Library that highlighted local librarian Brenda Pfannenstiel’s work with Dr. Marjorie Sirridge in finding women physician autobiographies. This meeting and lecture also allowed local health sciences librarians to view the lovely and informative exhibit.

Diversity of Skills

We had a committee member who was our web master and could design nice public relations materials. Web design and printed materials are expensive. If you don’t have someone that can design the materials for the group, you will need to plan the budget accordingly.

Contact Information

Amrita J. Burdick, MALS, MA Ed., AHIP, Clinical Medical Librarian, UMKC Health Sciences Library, [email protected]

Marilyn J. De Geus, M.A., M.L.S., Director of the Library, Kansas City University of Medicine & Biosciences, [email protected]

Lynn George, Assistant Librarian, Dykes Library, University of Kansas Medical Center, [email protected]

Sarah Kartsonis, Manager of Public Services, Dykes Library, University of Kansas Medical Center, [email protected]

Dawn McInnis, Rare Book Librarian, Clendening History of Medicine Library, University of Kansas Medical Center, [email protected]

Peggy Mullaly-Quijas, Director, UMKC Health Sciences Library, [email protected]

Amy Ritterskamp, Community Health Librarian, Dykes Library, University of Kansas Medical Center, [email protected]