Northern and Rural MD Admissions Subcommittee — Terms of Reference

Purpose and Authority

The purpose of this subcommittee is to:

Recommend to the MD Admissions Subcommittee qualified applicants who are suitable for the local context of learning in northern and rural areas for interview and offer of admission to the MD Program, up to a maximum of 40 for the Northern Medical Program (NMP), up to a maximum of 14 for rural placements in the Southern Medical Program (SMP), and up to a maximum of 4 for rural placements in the Island Medical Program (IMP), and up to 4 for rural placements in the Vancouver Fraser Medical Program- Fraser Cohort (VFMP Fraser Cohort) in accordance with University of British Columbia and Faculty of Medicine admissions policies and the Faculty of Medicine’s social responsibility mandate.

Composition

This subcommittee 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.

Voting Members

Ex officio

Assistant Dean, Admissions, MD Program (chair) (1)
Regional Associate Dean, Northern BC (1)
Regional Associate Dean, Interior (1)
Clerkship Director, NMP (1)
Clerkship Director, SMP (1)
Clerkship Director, IMP (1)
VP Medicine, Northern Health (1)

Appointed

Two MD Admissions Subcommittee members (2)
One Island Medical Program member (1)
One Vancouver Fraser Medical Program member (1)
One Southern Medical Program member (1)
One UNBC academic faculty member (1)
One UNBC Indigenous member (1)
Two clinical faculty members (one from rural interior and one from rural north) (2)
One Rural Coordination Centre of BC member (1)
Four Medical Undergraduate Society (MUS) members (two from NMP (1 senior, 1 junior), one from SMP (senior), and one from IMP (senior)) (4)

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

Appointment Process

Ex officio members are members by virtue of their administrative appointment.
Appointed students are appointed by the Medical Undergraduate Society (MUS).
Other 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 students are members for a two-year term and are not eligible for renewal.
Other appointed members are members for a three-year term and are eligible for one renewal.

Chair

Chaired by the Assistant Dean, Admissions, MD Program.

Meeting Schedule and Administration

Normally meets three times per year and at the call of the chair.
All members are expected to attend all meetings in person or via videoconference or phone. One final selection meeting is held in Vancouver each year and all members must be present in person. Because of the confidential nature of the Subcommittee’s business substitution of representatives at meetings is not permitted unless pre-approved by the chair.
A staff member from the UGME 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 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