Clinical Education Facilities Subcommittee — Terms of Reference

The purpose of this subcommittee is to:

• Identify needs and recommend to the UBC Faculty of Medicine Facilities and Capital Planning Committee the location and establishment of clinical education facilities for health education programs in the Faculty;
• Monitors educational resources and infrastructure and assesses their availability and accessibility across all sites to meet program goals, in collaboration with the Standing Committees of the Education Programs;
• Provides written reports for Regional Associate Deans to share with Standing Committees of the Education Programs and clinical affiliates as needed;
• Monitors progress on approvals, funding, implementation, and/or redevelopment of such facilities as funded by the Ministries of Health and Post-Secondary and Future Skills.

This subcommittee is made up of ex officio members.

The Faculty of Medicine’s commitment to equitable and diverse membership on its committees and advisory councils guides its nomination and selection process.

Guests may be invited to join specific meetings or portions of specific meetings at the co-chairs’ discretion.

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

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

Chaired by one Regional Associate Dean, rotating among the four.

Normally meets approximately every two months and at the call of the chair.

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

Corresponding members may join at their discretion and receive minutes and agenda packages.

A staff member in 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 UBC Faculty of Medicine records retention procedures.

Quorum consists of 50% plus one of voting members.

Decisions are made by vote, requiring 50% plus one of voting members present to vote in favour to pass. In the case of a tie, the Chair will cast the deciding vote.

This subcommittee:

• Reports and makes recommendations to the UBC Faculty of Medicine Facilities and Capital Planning Committee.
• Provides a forum for educational and facilities leaders to jointly plan, develop, and monitor the development or redevelopment of regional clinical education facilities.
• Provides annual updates on educational facilities and infrastructure to the Standing Committees of the Education Programs (UGME, PGME and Health Professions Programs Committee) the purpose of discussion and feedback to CEFS on program needs.

Representatives of this subcommittee liaise with other academic and administrative committees and advisory councils, as needed.

1. Assesses the need for clinical education facilities in each region based on educational priorities and accreditation standards.
2. Establishes and implements a process to review and vet all requests for new or additional facilities, or access to existing facilities, based on educational needs, prior to programs expanding and/or distributing.
3. Applies established principles and considerations for identifying potential clinical teaching sites.
4. Recommends development of any new clinical education sites to the UBC Faculty of Medicine Facilities and Capital Planning Committee.
5. Reviews educational priorities for construction projects and ensures they are matched to funding available.
6. Periodically reviews the capacity, mix, and impact of learners at clinical education sites and the implications for current and future placement of learners.
7. Recommends functional planning activities and communicates functional planning decisions to interested parties.
8. Reviews proposed AV/IT requirements to ensure they meet program needs and are included in the funding requests.
9. Monitors the timelines by which the clinical education sites need to be phased in and operational.
10. Monitors progress throughout implementation of capital projects to ensure educational priorities and accreditation standards are met.
11. Reviews its terms of reference on an annual basis and recommends changes to the UBC Faculty of Medicine Facilities and Capital Planning Committee, as needed.

This version of these terms of reference has been approved by the UBC Faculty of Medicine Facilities and Capital Planning Committee on January 10, 2025.

• Reviewed and approved by the Facilities and Capital Planning Committee on January 10, 2025.
• Reviewed and updated by the Clinical Education Facilities Subcommittee on December 18, 2024.
• Reviewed and endorsed by UGMEC on December 16, 2024
• Reviewed and updated by the Clinical Education Facilities Subcommittee on October 16, 2024.
• Reviewed and approved by the Facilities and Capital Planning Committee on June 17, 2019.
• Reviewed and updated by the Clinical Education Facilities Subcommittee on June 5, 2019.
• Reviewed and updated by the Clinical Education Facilities Committee on January 4, 2017.
• Reviewed and updated by the Clinical Education Facilities Committee on May 4, 2016.
• Reviewed by the Clinical Education Facilities Committee on May 14, 2013.