Clinical Education Facilities Subcommittee — Terms of Reference

Purpose and Authority

The purpose of this subcommittee is to:

  • Identify needs and recommend to the Facilities and Capital Planning Committee the location and establishment of clinical education facilities for health education programs in the Faculty of Medicine.
  • Monitors progress on approvals, funding, implementation, and/or redevelopment of such facilities as funded by the Ministries of Health and Advanced Education.


This subcommittee is made up of ex officio 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 Associate Dean, Education (1)
  • Regional Associate Deans (4)
  • Associate Dean, Fraser (1)
  • Associate Dean, Undergraduate Medical Education (1)
  • Associate Dean, Postgraduate Medical Education (1)
  • Associate Dean, Health Professions (1)
  • Director, Family Practice Residency Program (1)
  • Executive Director, Finance and Operations (1)
  • Senior Director, Education Programs and Services or delegate (1)
  • Deputy Chief Information Officer – Medicine (1)
  • Director, Space Planning and Facilities Management (1)

Corresponding Members

Ex officio

  • Assistant Dean, Vancouver Fraser (1)
  • Manager, Major Capital Projects (1)

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.


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


Chaired by one Regional Associate Dean, rotating among the four.

Meeting Schedule and Administration

Normally meets approximately every two months and at the call of the chair.

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

Corresponding members may join at their discretion and receive minutes and agenda packages.

The Project Manager, Education Planning Coordination Unit 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 voting members.

Decisions are made by vote, requiring 50% plus one of voting members present to vote in favour to pass. In the case of a tie, the Chair will cast the deciding vote.

Lines of Accountability and Communication

This subcommittee:

  • Reports and makes recommendations to the Facilities and Capital Planning Committee.
  • Provides a forum for educational and facilities stakeholders to jointly plan, develop, and monitor the development or redevelopment of clinical education facilities.

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


This subcommittee:

  1. Assesses the need for clinical education facilities in each region based on educational priorities, for requests proceeding through established channels.
  2. Establishes and implements a process to review and vet all requests for new or additional facilities, or access to existing facilities, based on educational needs, prior to programs expanding and/or distributing.
  3. Applies established principles and considerations for identifying potential clinical teaching sites.
  4. Recommends development of any new clinical education sites to the Facilities and Capital Planning Committee.
  5. Reviews educational priorities for construction projects and ensures they are matched to funding available. 
  6. Periodically reviews the capacity, mix, and impact of learners at clinical sites and the implications for current and future placement of learners.
  7. Recommends functional planning activities and communicates functional planning decisions to stakeholders.
  8. Develops and reviews AV/IT requirements for incorporation into functional plans for funding purposes.
  9. Monitors the timelines by which the sites need to be phased in and operational.
  10. Monitors progress throughout implementation of capital projects to ensure educational priorities are met.
  11. Implements the consultation and feedback process with key stakeholders, particularly the Health Authorities, Joint Advisory Councils, and the Ministry of Health, to ensure site selections are aligned with strategic plans.
  12. Reviews its terms of reference on an annual basis and recommends changes to the Facilities and Capital Planning Committee, as needed.


This version of these terms of reference has been approved by the Facilities and Capital Planning Committee on June 17, 2019.

Version History

  • Reviewed and updated by the Clinical Education Facilities Subcommittee on June 5, 2019.
  • Reviewed and updated by the Clinical Education Facilities Committee on January 4, 2017.
  • Reviewed and updated by the Clinical Education Facilities Committee on May 4, 2016.
  • Reviewed by the Clinical Education Facilities Committee on May 14, 2013.