Distributed Program Planning Committee (DPPC) — Terms of Reference

Purpose and Authority

The purpose of this committee is to:

Recommend to the Dean, UBC Faculty of Medicine (FoM), allocation of the Ministry of Post-Secondary Education and Future Skills (PSFS) (formerly called the Ministry of Advanced Education, Skills and Training (MAEST)) funds held in trust at UBC for the distributed MD Undergraduate Program (MDUP) (known as the “Distributed UGME Program Budget”) to each of the collaborating universities for the MDUP and associated activities at distributed sites.
Inform and secure approvals needed from the collaborating institutions, namely the University of Northern British Columbia (UNBC), University of Victoria (UVic), and University of British Columbia (UBC Okanagan and Vancouver Campuses), the UBC Faculty of Medicine, and others as required, in the spirit of academic collaboration.
Ensure that the highest standards of education and research continue to be incorporated into the distributed MDUP and associated activities at the distributed sites.
Liaise with the UBC Faculty of Medicine Finance Committee to ensure Faculty-wide financial alignment.

The DPPC was established through affiliation agreements between UBC and UNBC, and between UBC and UVic. The DPPC replaced the Implementation Planning Subcommittee for Medical Education (IPSME), which was originally established at the direction of the MAEST to approve distribution of the government grant held in trust by UBC.

Composition

The DPPC is comprised of six members from UBC Vancouver and Okanagan campuses and three from each of UVic and UNBC. The UBC members include representatives of the Vancouver Fraser Medical Program (VFMP), based in Vancouver, and the Southern Medical Program (SMP), based in Kelowna. The intent of this composition is to ensure that UBC has the same number of voting members as the two collaborating partner universities combined.

This committee is made up of ex-officio members.

Voting Members

UBC

Vice Dean, Education, UBC Faculty of Medicine (1)

UBC Vancouver Campus

Regional Associate Dean, Vancouver Fraser, UBC Faculty of Medicine (1)
Associate Dean, Undergraduate Medical Education, UBC Faculty of Medicine (1)
Comptroller and Senior Budget Officer, UBC (1)

UBC Okanagan Campus

Regional Associate Dean, Interior (1)
Provost and Vice Principal, Academic, UBC Okanagan(1)
Associate Vice-President, Finance & Operations, UBC Okanagan (1)

UNBC

Regional Associate Dean, Northern BC and Associate Vice President, NMP, UNBC (1)
Vice President, Academic and Provost, UNBC (1)
Vice President Finance and Administration, UNBC (1)

UVic

Regional Associate Dean, Vancouver Island (1)
Vice President, Finance and Operations, UVic (1)
Associate Vice President, Academic Programs, UVic (1)

Non-voting Members

Deputy Provost, UBC (chair) or delegate (1)
Vice Dean, Academic Affairs, UBC Faculty of Medicine, designated delegate for the Dean, UBC, Faculty of Medicine (1)
Managing Director, UBC Faculty of Medicine (1)
Senior Director, Education Programs and Services, UBC Faculty of Medicine (1)

Guests may be invited to join specific meetings or portions of specific meetings at the chair’s discretion.

Appointment Process

Ex-officio members are members by virtue of their administrative appointment.

Term

Ex-officio members are members as long as they hold their administrative appointment.

Chair

Chaired by UBC’s Deputy Provost, or delegate. If delegated, the chair must be agreed to by all voting members.

The chair convenes this committee and is a non-voting member.

Meeting Schedule and Administration

Normally meets approximately quarterly or more frequently at the call of the chair.

All members are expected to attend all meetings in person or via videoconference or phone.

A staff member from the Office of the Vice Dean, Education will capture meeting minutes. Minutes will be circulated to all members.

Records will be maintained in accordance with UBC and Faculty of Medicine records retention procedures.

Quorum and Decision Making Process

Quorum consists of at least one representative from each of the four collaborating sites (UNBC, UVic, UBCO, and UBCV), other than a Regional Associate Dean. However, meetings are usually scheduled so that the majority of members are able to attend.

The intent of DPPC is to make decisions by consensus. Where this does not occur, the committee will decide by vote, requiring 50% plus one of voting members present to pass.

The DPPC receives resource allocation recommendations from the UGME Regional and Resource Advisory Council. DPPC considers the recommendations and decides whether to request changes or to recommend them to the Dean, UBC Faculty of Medicine for final approval. If the Dean is not in agreement with the DPPC recommendation, they will request that DPPC further deliberate and discuss in an effort to bring the matter to resolution.

If any member is in fundamental opposition to a DPPC decision made by vote or if the DPPC cannot agree on a new recommendation following feedback from the Dean, UBC Faculty of Medicine, the DPPC may strike an ad-hoc working group with appropriate membership to develop a resolution and propose it to DPPC, which DPPC will consider and decide whether to recommend to the Dean, UBC Faculty of Medicine.

If DPPC remains unable to reach consensus on a revised recommendation to the Dean, UBC Faculty of Medicine any member may trigger the formal dispute resolution process, which requires the chair to refer the matter to the Inter-University Planning Council¹ (IUPC), which will establish a dispute resolution process for the DPPC and manage it, if required.

¹ In the event that the IUPC no longer meets, an ad-hoc council with the same members and mandate as IUPC, as referenced in Schedule 4 of the Affiliation Agreements between UNBC and UBC, and between UVic and UBC, will be called.

Lines of Accountability and Communication

This committee:

Receives recommendations, items or reports for discussion from the UGME Regional and Resource Advisory Council.
Considers recommendations and decides whether to request changes or recommends them to the Dean, UBC Faculty of Medicine for final approval.
Makes its resource allocation recommendations to the Dean, UBC Faculty of Medicine via the UBC Faculty of Medicine Finance Committee, which is chaired by the Dean, to ensure coordination and alignment of overall UBC Faculty of Medicine financial management.
Provides an annual report summarizing the year’s activities of the DPPC to the UBC Faculty of Medicine’s Faculty Executive Committee, for information, and each member is responsible to make any necessary reports to his or her institution’s governing bodies.
May delegate responsibilities to subcommittees and/or ad hoc groups to make recommendations on, or conduct, specific aspects of the committee’s mandate.

Responsibilities

This committee, via its members:

Ensures that the Distributed UGME Program Budget and expenditure is aligned with MDUP and accreditation requirements for geographically distributed programs, and with the UBC Faculty of Medicine’s Strategic Plan.
Recommends processes to ensure the effective and appropriate reporting of allocated funds.
Reviews quarterly fiscal-year financial statements from the UGME Regional and Resource Advisory Council and recommends to the Dean, UBC Faculty of Medicine.
Reviews annual fiscal-year budget proposals from the UGME Regional and Resource Advisory Council and recommends to the Dean, UBC Faculty of Medicine the implementation of those proposals as judged appropriate.
Identifies and makes recommendations where appropriate regarding the creation of funding or cost reduction strategies to resolve any shortfall in financial resources.
Via its members, informs and secures approvals from the collaborating institutions, the UBC Faculty of Medicine, and others as required.
Encourages coordinated communication and ensures that all parties are kept apprised of the progress of the distributed MDUP and associated activities at distributed sites.
Encourages coordinated communication and integration of all distributed UBC Faculty of Medicine education programs, including postgraduate medical education programs and health professions programs.
Ensures that senior administration of each collaborating university is kept apprised of issues related to the distributed MDUP and its associated activities and informed of budgetary implications, and assists in resolving budgetary issues that arise.
Ensures that the DPPC terms of reference are reviewed by UNBC, UVic, and UBC (Vancouver and Okanagan campuses) representatives annually, normally in June, and any changes are approved by the Dean, UBC Faculty of Medicine.
The Committee will adhere to the FoM General Responsibilities of Standing Committees.

Approval

This version of these terms of reference has been accepted by the DPPC on July 8, 2024, and approved by the Dean, UBC Faculty of Medicine on July 17, 2024.

Version History

Reviewed and approved by the Dean, UBC Faculty of Medicine July 17, 2024
Reviewed and approved by the Acting Dean, UBC Faculty of Medicine May 11, 2022
Reviewed and approved by the Dean, UBC Faculty of Medicine Oct 20, 2021
Reviewed and approved by the Dean, UBC Faculty of Medicine September 9, 2020
Reviewed and approved by the Dean, UBC Faculty of Medicine September 10, 2019
Reviewed and approved by the UBC FoM Full Faculty November 14, 2017
Reviewed and approved by the UBC FoM Faculty Executive September 26, 2017
Reviewed and approved by the DPPC September 13, 2017
Reviewed and approved by the UBC FoM Faculty Executive July 21, 2015
Reviewed and approved by the DPPC June 3, 2015
Reviewed and approved by the UBC FoM Faculty Executive July 15, 2014
Reviewed and approved by the DPPC June 4, 2014
Reviewed and approved by the DPPC April 11, 2012
Reviewed and approved by the DPPC October 12, 2011
Reviewed and approved by the DPPC March 4, 2009
Reviewed and approved by the DPPC January 10, 2007
Reviewed and approved by UNBC, UVic, and UBC through affiliation agreements, May 18, 2004

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