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UGME Regional and Resource Advisory Council

Terms of Reference

Purpose and Authority

The purpose of this advisory council is to:

  • Advise the Undergraduate Medical Education (UGME) Committee and its subcommittees on the feasibility of any change proposal based on financial, space, human, and technology resource implications and the ability to implement across all sites in a way that maintains comparability.
  • Advise the Executive Associate Dean, Education and the Distributed Program Planning Committee (DPPC) on UGME program regional and resource related requirements and issues.
  • Discuss and advise the UGME Committee and its subcommittees on issues that cross the individual authority of any single Associate Dean.

Composition

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.

Ex-officio

  • Regional Associate Deans (4) (rotating co-chair)
  • Senior Director, Education Programs and Services (1) (co-chair)
  • Executive Associate Dean, Education (1)
  • Associate Dean, Undergraduate Medical Education (1)
  • Associate Dean, Fraser (1)
  • Site Administrative Directors (IMP, NMP, SMP, VFMP) (4)

Appointed

  • One from FoM Finance (1)
  • One from FoM MedIT (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 from Finance and Medicine IT are appointed by the Executive Director, Finance and Operations.

Term

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

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

Chair

Co-chaired by one Regional Associate Dean (rotating among the four on a yearly basis) and the Senior Director, Education Programs and Services.

Meeting Schedule and Administration

Normally meets approximately every month and at the call of the co-chairs.

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

A staff member from the Executive Associate Dean, Education Office will capture meeting minutes. Agendas and 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 UGME Committee and its subcommittees regarding regional and resource feasibility.
  • Provides advice to the Executive Associate Dean, Education and the DPPC regarding UGME program regional and resource related issues and resource requirements.
  • Reviews and provides feedback on all proposals with potential regional or resource implications made by UGME subcommittees to the UGME Committee.
  • Recommends the UGME program budget to the Executive Associate Dean, Education and the DPPC.
  • Representatives of this advisory council liaise with other academic and administrative committees and advisory councils, as needed.

Responsibilities

This advisory council:

  1. Reviews all proposals with potential regional, operational, and resource implications to assess feasibility and provides advice to the UGME Committee and its subcommittees, the Executive Associate Dean, Education and the DPPC (as required).
  2. Endorses or withholds endorsement of proposals depending on the feasibility assessment.
  3. Provides resource management and financial leadership for the UGME program on behalf of the UGME Committee.
  4. Develops the distributed UGME program budget and resource allocation, based on decisions made by the UGME Committee, and recommends it to the Executive Associate Dean, Education and to the DPPC.
  5. Reviews and recommends quarterly finance reports to the DPPC.
  6. Ensures integrated functionality at all sites.

Approval

This version of these terms of reference has been approved by the UGME Committee on January 15, 2018.

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