MedNet

Organizational Development Committee

Terms of Reference

Purpose and Authority

The purpose of this committee is to:

  • Recommend to the Dean optimal approaches to organizational development and effectiveness, including career development, leadership development, mentorship, recognition, succession planning, diversity and inclusion, and governance in support of all Faculty of Medicine staff, clinical faculty, and full-time faculty.
  • Assist the Faculty Affairs function through advice to the Executive Director, Faculty Affairs, in support of the Faculty's mission and strategic priorities, which include continuous improvement of the workplace environment for all groups.

Composition

This committee is made up of ex officio, elected, 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.

Voting Members

Ex officio

  • Executive Vice Dean (chair) (1)
  • Executive Director, Faculty Affairs (1)
  • Director, Human Resources (1)
  • Director, Clinical Faculty Affairs (1)
  • Executive Director, Communications (1)
  • Chair, Professional Education Committee (1)

Elected

  • One Department Head/School Director/Faculty- or Senate-approved Centre/Institute Director (1)
  • One Regional Associate Dean (1)
  • One senior departmental administrator (1)
  • One staff member (1)
  • One clinical faculty member (1)
  • One faculty member (1)

Appointed

  • One Department Head/School Directors/Faculty- or Senate-approved Centre/Institute Director (1)
  • One senior departmental administrator (1)
  • One staff member (1)
  • One clinical faculty member (1)
  • One faculty member (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.

Appointed members are appointed by the Dean through the annual process initiated by the Dean's Office.

Elected members are elected by their peers through the annual process initiated by the Dean's Office.

Term

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

Elected members are members for a two-year term and are eligible for renewal.

Appointed members are members for a two-year term and are eligible for renewal.

Chair

Chaired by the Executive Vice Dean.

Meeting Schedule and Administration

Normally meets approximately every three months 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 Office of the Executive Director, Faculty Affairs 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 50% plus one of members.

Decisions are typically made by consensus. When consensus does not emerge, decisions will be made by vote, requiring 50% plus one of voting members present to pass.

Lines of Accountability and Communication

This committee:

  • Reports and makes recommendations to the Dean.
  • Provides an annual report summarizing the year's activities to the Faculty Executive Committee, for information.
  • Seeks input from the Department Heads and School Directors Committee before presenting recommendations to the Dean, as appropriate.
  • May delegate responsibilities to subcommittees and/or ad hoc groups to make recommendations on, or conduct, specific aspects of the committee's mandate.

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

Responsibilities

This committee:

  1. Makes recommendations to the Dean regarding optimal approaches to organizational development and effectiveness based on best practices.
  2. Considers all staff, clinical faculty, and full-time faculty to continuously improve the workplace environment.
  3. Updates, develops, and oversees implementation of existing and new methods to strengthen the Faculty of Medicine's workforce, including supporting career development, leadership development, and mentorship.
  4. Identifies solutions and approaches that have been successful in other workplaces to learn from and apply to the Faculty where appropriate.
  5. Engages actively in supporting organizational development.
  6. Adheres to the FoM General Responsibilities of Standing Committees.

Approval

This version of these terms of reference has been approved by the Faculty Executive Committee on September 26, 2017, and by the Faculty of Medicine (Full Faculty) on November 14, 2017.

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