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MD Admissions Policy Advisory Subcommittee

​​​Terms of Reference

Purpose

The Admissions Policy Advisory Subcommittee is a subcommittee of the MD Undergraduate Education Committee (MDUEC).  The Admissions Policy Advisory Subcommittee develops recommendations for the criteria, policies and procedures for the admission of applicants to MD Undergraduate Program (MDUP), in accordance with University of British Columbia and Faculty of Medicine admissions policies and the Faculty of Medicine’s social responsibility mandate.

Authority

The Admissions Policy Advisory Subcommittee has delegated authority and acts on behalf of the MDUEC to develop recommendations for the criteria, policies and procedures that govern the admission of all applicants to the UBC MDUP throughout the province.

Membership

Ex-officio, elected and appointed.

Ex-officio

  • Associate Dean, MD Undergraduate Program, Admissions
  • Regional Associate Dean, Vancouver Island
  • Regional Associate Dean, Northern British Columbia
  • Regional Associate Dean, Interior
  • Regional Associate Dean, Vancouver Fraser
  • Aboriginal Student Initiatives Coordinator
  • MD/PhD Program Director
  • Associate Dean, Postgraduate Medical Education

Elected

  • Two Faculty Executive representatives
  • Four Faculty members

Appointed

  • One Doctors of BC representative
  • One Health Authority Representative (rotating among Health Authorities)
  • One Medical Alumni Association representative
  • One Community/Patient representative (appointed by the Associate Dean, Admissions)
  • Two Medical Undergraduate Society representatives (1 senior, 1 junior)

Appointment Process

Ex-officio: membership is by virtue of their primary position(s)

Elected and appointed members: there is an election process initiated annually for upcoming vacancies

Term

Ex-officio members: as for their primary position(s)

Elected members: three years, renewable once

Appointed members: three years, renewable once

Medical Undergraduate Society (MUS) representatives: two years

Chair

Associate Dean, Admissions

Meetings

The Admissions Policy Advisory Subcommittee meets four times annually, and at the call of the Chair.

All members are expected to attend each meeting in person, or via phone or video-conference. Because of the confidential nature of the subcommittee’s business, substitution of representatives at meetings is not permitted unless pre-authorized by the chair.

All members are required to sign a Confidentiality and Conflict of Interest Agreement at the beginning of each admissions cycle.

Subcommittee Secretary

The Admissions Policy Advisory Subcommittee is supported administratively by staff from the MD Undergraduate Program Admissions Office.

Minutes and Reports

The Admissions Policy Advisory Subcommittee shall keep minutes/notes of all meetings. Minutes will be provided to all members. Minutes/notes are held strictly confidential. Records will be maintained in accordance with UBC and Faculty of Medicine records retention procedures.

The Associate Dean, Admissions will present a report annually to the MD Undergraduate Education Committee (MDUEC) on behalf of the Admissions Policy Advisory Subcommittee.

Quorum and Decision Making Processes

A quorum consists of 50% plus one of the voting membership.

Lines of Accountability and Communication

The Admissions Policy Advisory Subcommittee advises the Associate Dean, Admissions, who in turn reports to the Executive Associate Dean, Education.

Responsibilities

  1. Develop or recommend changes to the criteria, policies and procedures that govern admissions for review by the Associate Dean, Admissions, for approval by the MDUEC and submission for approval to Faculty Executive, Full Faculty and the UBC Senate as appropriate.
  2. With input from the Aboriginal Admissions Subcommittee, the NMP Admissions Subcommittee and the MD/PhD Admissions Subcommittee, determine the overall value of weightings for both academic and non-academic qualifications for admission each year to ensure the applicant pool is sufficiently large and diverse.
  3. Periodically evaluate recruitment and selection processes for MDUP admissions.
  4. Ensure compliance with LCME/CACMS admissions standards.
  5. Ensure that the admissions policies are transparent, equitable and legally defensible.
  6. Reviews the MD Admissions Policy Advisory Subcommittee Terms of Reference on an annual basis in June and recommends changes as required to MDUEC.

 

Received by Faculty Executive November 20, 2012
Revised ToR approved by Faculty Executive November 18, 2014
Revised ToR approved by MDUREX: August 25, 2015
Received by Faculty Executive: September 15, 2015
Revised: November 4, 2015