Terms of Reference
Purpose and Authority
The purpose of this advisory council is to:
- Advise the Director, Centre for Health Education Scholarship (CHES) on strategic issues pertaining to CHES' operations and future direction.
- Advise the Professional Education Committee on activities related to non-degree professional education initiatives.
This advisory council is made up of ex officio and appointed members.
The Faculty of Medicine's commitment to equitable and diverse membership on its committees and advisory councils guides its nomination and selection process.
- Director, Centre for Health Education Scholarship (1)
- Associate Director, Centre for Heath Education Scholarship (1)
- Operations Manager, Centre for Heath Education Scholarship (1)
- One Head Fellow, Clinical Educator Fellowship (1)
- Members at large, identified on an as-needed basis (number varies)
Guests may be invited to join specific meetings or portions of specific meetings at the chair's discretion.
Ex officio members are members by virtue of their administrative appointment.
Appointed members are appointed by the chair and Director, CHES.
Ex officio members are members as long as they hold their administrative appointment.
Appointed members are members for a two-year term and are normally eligible for one renewal.
Appointed members at large may be appointed for a more circumscribed term to bring focused expertise for specific high-level initiatives or advice. Effort will be made to overlap terms.
Chair and Vice-chair Appointment Process
The vice-chair becomes the chair at the end of the chair's term.
The vice-chair is appointed by the chair and the Director, CHES.
The chair and vice-chair may be appointed from within or outside the advisory council membership.
The chair shall normally sit for a two-year term. The chair's responsibilities include:
- Setting the meeting agenda;
- Guiding the meeting according to the agenda and time available;
- Inviting specialists to attend meetings when required by the advisory council;
- Ensuring all discussion items end with a decision, action, or definite outcome; and
- Reviewing and approving the drat minutes before distribution.
The vice-chair shall normally sit for a two-year term. The vice-chair's responsibilities include:
- Assuming the chair's responsibilities in the chair's absence; and
- Assuming the role of chair at the end of the chair's term.
Meeting Schedule and Administration
Normally meets approximately quarterly and 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 Centre for Health Education Scholarship 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
Meetings will normally be cancelled if fewer than half of members can attend.
This advisory council provides advice based on the input of all members. Members typically reach consensus on that advice, but may convey multiple perspectives if consensus does not emerge.
Lines of Accountability and Communication
This advisory council:
- Provides advice to the Director, CHES and to the Professional Education Committee.
Representatives of this advisory council liaise with other academic and administrative committees and advisory councils, as needed.
This advisory council:
- Provides advice to the Director, CHES.
- Provides information and insights from the perspectives of the advisory council members.
- Provides support in decision-making challenges and institutional expectations.
- Assists with the public and academic promotion of the unit.
- Reviews its terms of reference on an annual basis and recommend changes, as required, to the Director, CHES.
This version of these terms of reference has been approved by the Director, CHES on March 29, 2018.