UGME Student Affairs Advisory Council — Terms of Reference

Purpose and Authority

The purpose of this advisory council is to:

  • Advise the Associate Dean, Student Affairs on matters relating to the quality of student services and improvements to the quality of student life in the MD Undergraduate Program (MDUP), according to relevant accreditation standards, including ensuring comparable and timely access to student services across sites.
  • Advise the Associate Dean, Student Affairs on solutions to issues perceived by students as arising in the MDUP to enhance the student experience.


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

  • Associate Dean, Student Affairs (chair) (1)
  • Assistant Deans, Student Affairs (IMP, NMP, SMP) (3)
  • Assistant Deans, Student Affairs, VFMP (2)
  • Assistant Dean, Student Affairs, Fraser (1)
  • Director, Career Planning Program (1)
  • Career Planning Faculty (2)
  • Manager, Student Affairs
  • Manager, Indigenous Student Initiatives (1)
  • Manager, Black Student Initiatives (1)
  • Health & Safety Advisor (1)
  • Student Financial Assistance Officer, Student Affairs (1)
  • Coordinator, Student Research & Education (1)
  • Student Affairs Coordinators (IMP, NMP, SMP, VFMP/FMC) (4)
  • Coordinator, Career Planning and Well-being (1)


  • Students, IMP, NMP, SMP (one from each year in each site) (12)
  • Students, VFMP (two from each year) (8)
  • Students, FMC (one from each year) (1-4) (will increase to 4 by 2026)

Corresponding Members

Ex officio

  • Administrative Directors (IMP, NMP, SMP, VFMP) (4)

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 student members are appointed by the Medical Undergraduate Society (MUS) at the request of the Faculty of Medicine and the MD Undergraduate Program.


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

Appointed students are members for a four-year term or until they graduate or leave full-time studies.


Chaired by the Associate Dean, Student Affairs, MD Undergraduate Program, or delegate.

Meeting Schedule and Administration

Normally meets approximately ten 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.

Corresponding members are not expected to attend meetings, but will receive meeting minutes and agenda packages. They will be consulted regularly and may be asked to attend specific meetings, depending on the agenda.

The Administrative Assistant, Student Affairs will record and assemble meeting minutes and coordinate all meetings and correspondence. Minutes will be circulated to all members.

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

Terms of reference reviewed yearly by the advisory council.

Quorum and Decision Making Process

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.

The Associate Dean, Student Affairs will consider the advisory council’s advice when making a decision, either in the meeting or outside of the meeting.

Lines of Accountability and Communication

This advisory council:

  • Advises the Associate Dean, Student Affairs.

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


This advisory council:

  1. Supports the Student Affairs Office, by providing advice on matters related to students in the MDUP, including on comparability and timely access across sites. This may include:
    • Access to personal counselling;
    • Effective financial aid and debt management resources;
    • Information about student scholarships and bursaries;
    • Information on how to access medical services;
    • Career advising and application to residency programs;
    • Guidance on navigating academic and professional issues and leaves;
    • Support of Extra-curricular Wellbeing activities;
    • Implementation of mentorship programs;
    • Provision of cultural supports and initiatives;
    • Access to research opportunities;
    • Dissemination of Information regarding student exposure to infectious and environmental hazards.
  2. Provide input on policies and procedures related to Student Affairs.
  3. Collaborate with Office of Respectful Environments, Equity, Diversity and Inclusion (REDI) and the Learning Environment Advisory Council (LEAC) to address mistreatment in the Undergraduate Medical Education Program
  4. Provide input on budget requirements for student services, support and travel.
  5. Provide input on planning of events and ceremonies


This version of these terms of reference has been approved by the Associate Dean, Student Affairs, MD Undergraduate Program on Feb 22, 2023.

Version History

  • Approved by the Associate Dean, Student Affairs, MD Undergraduate Program on February 22, 2023.

The former Student Affairs Subcommittee terms of reference were:

  • Updated (minor revisions) by Student Affairs Advisory Council (StAAC) on July 21, 2016
  • Received by Faculty Executive on September 15, 2015
  • Approved by MD Undergraduate Regional Executive (MDUREX) on August 25, 2015
  • Updated (minor revision) on August 15, 2015
  • Developed July 21, 2015