Faculty Executive — Terms of Reference

Purpose and Authority

The purpose of this committee is to:

  • Conduct Faculty business on behalf of Full Faculty between its meetings and according to the mandate of the Faculty of Medicine as set out under the University Act and the resolutions, policies, and regulations of the Board of Governors and Senate.
  • Recommend decisions made on behalf of Full Faculty for its formal approval.
  • Advise Full Faculty on academic matters.


This committee is made up of ex officio and elected 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

  • Dean, Faculty of Medicine (chair) (1)
  • Executive Vice Dean (1)
  • Vice Dean, Health Engagement (1)
  • Executive Associate Deans (2)
  • Regional Associate Deans (4)
  • Associate Deans, Research (4)
  • Chair, Research Committee, unless otherwise a member (1)
  • Chair, Graduate and Postdoctoral Education Committee, unless otherwise a member (1)
  • Chair, Health Professions Programs Committee, unless otherwise a member (1)
  • Chair, Undergraduate Medical Education Committee, unless otherwise a member (1)
  • Chair, Postgraduate Medical Education Committee, unless otherwise a member (1)
  • Director, Clinical Faculty Affairs (1)
  • Faculty of Medicine members of UBC Senate (2)


  • Two Senate- or Faculty-approved Centre/Institute Directors (2)
  • Five Department Heads/School Directors (ensuring one from foundational science departments/schools, one from Health Professions departments/schools, and three from clinically-oriented departments/schools) (5)
  • Five members of the Faculty at large (ensuring a diversity of rank and a mix of clinical and fulltime faculty) (5)
  • Four students (ensuring one from the UGME, one from PGME, one from Health Professions, and one from other graduate programs) (4)

Non-voting Members

Ex officio

  • Executive Director, Development & Alumni Engagement (1)
  • Executive Director, Communications (1)
  • Executive Director, Finance & Operations (1)
  • Executive Director, Faculty Affairs (1)
  • Special Advisor, Government Relations (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.

Elected members of the Faculty are nominated by their Department Head or School Director and then elected by their peers through the annual process initiated by the Dean’s Office.

Other elected members are elected by their peers through the annual process initiated by the Dean’s Office.


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

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

Other elected members are members for a three-year term and are eligible for renewal.


Chaired by the Dean, Faculty of Medicine.

Meeting Schedule and Administration

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

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

A staff member from the Office of the Dean will capture meeting minutes. Minutes will be circulated to all members. Minute are also posted on the web after approval.

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 pass.

Lines of Accountability and Communication

This committee:

  • Reports to, and acts on behalf of, the Faculty of Medicine (Full Faculty).
  • Seeks approval of actions made on behalf of Full Faculty at one of the two annual Full Faculty Meetings.
  • Receives regular reports from all committees in the academic and administrative governance structures.
  • Seeks input from the Department Heads and School Directors Committee, as needed.
  • Includes all Department Heads and School Directors in distribution of agendas and other meeting materials to support communication flow.
  • 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.


This committee:

  1. Acts on behalf of the Full Faculty Committee between its meetings and seeks approval from Full Faculty of decisions made on its behalf.
  2. Adheres to the FoM General Responsibilities of Standing Committees.


This version of these terms of reference has been approved by the Faculty Executive Committee on September 26, 2017, by the Faculty of Medicine (Full Faculty) on November 14, 2017, and by UBC Senate on December 13, 2017.

Version History

  • Meeting frequency endorsed by Faculty Executive on September 10, 2012.
  • Composition approved by Faculty Executive on May 19, 2009.

Although five Department Heads/School Directors are elected members of this committee, other Department Heads and School Directors may attend meetings as guests, on an as needed basis and depending on the agenda.

Minutes of Previous Meetings

2021: January March May July | September | November

2020: February March May September November

2019:  January | March | May September November

2018:  January | March | May | September | November

2017:  January | March | May | September