Black Student MD Admissions Subcommittee — Terms of Reference

Purpose and Authority

The purpose of this subcommittee is to:

Recommend to the MD Admissions Subcommittee qualified, self-identified Black applicants who are eligible for interview and offer of admission to the MD Undergraduate Program through the General and Black Student MD Admissions Pathways. Recommendations are made in accordance with University of British Columbia and Faculty of Medicine admissions policies and the Faculty of Medicine’s social responsibility mandate. Recommends for admission the qualified Black applicants to be considered for the MD Program positions admitted through the General Admissions Pathway with a supplemental recommendation of admission for 4.3% of the cohort (14 positions) to be considered through an equity-based admissions process. This subcommittee also advises on the Black Student MD Admissions Pathway’s operational policies and recommends changes to the MD Admissions Subcommittee as needed.

Composition

This working group 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

Assistant Dean, MD Admissions (Co-Chair) (1)
Black Student Initiatives Manager (Co-Chair) (1)

Appointed

MD Admissions Subcommittee members (2)
University of Victoria member (1)
University of Northern British Columbia member (1)
University of British Columbia, Okanagan Campus member (1)
Black Physicians of BC Representative (1)
UBC Black faculty member (1)
FoM Black physician member (1)
UBC Black Medical Student/Resident (4)
Black community members (2)

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

Appointment Process

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

Appointed members are appointed by the Assistant Dean, Admissions, MD Program.

Term

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

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

Chair

Chaired by the Assistant Dean, Admissions, MD Undergraduate Program and Black Student Initiatives Manager.

Meeting Schedule and Administration

Normally meets twice per year and at the call of the co-chairs.

All members are expected to attend all meetings in person or via videoconference or phone. Because of the confidential nature of the Subcommittee’s business, substitution of representatives at meetings is not permitted.

A staff member from the UGME Admissions Office will capture meeting minutes. Minutes will be circulated to all members, and are strictly confidential.

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

Records will be maintained in accordance with UBC and and Faculty of Medicine records retention procedures.

Quorum and Decision Making Process

Quorum consists of 50% plus one of voting members.

Decisions regarding recommendations to the MD Admissions Subcommittee about candidate files are made by vote, requiring a two thirds (2/3) majority of voting members present to vote in favour in order to pass.

Other decisions are made by vote, requiring 50% plus one of voting members present to vote in favour in order to pass.

Lines of Accountability and Communication

This subcommittee:

Makes recommendations to, reports to, takes direction from, and submits a written annual report to the MD Admissions Subcommittee.

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

Responsibilities