Purpose and Authority
The purpose of this subcommittee is to:
- Consider and make decisions on requested and recommended site transfers.
- Identify capacity for implementation of site transfers that are required by the MDUP Student Review and Promotions Board.
- Recommend any updates to policies and procedures regarding student transfers to the Undergraduate Medical Education Committee.
When accepted into the MD undergraduate program, students commit to a specific MDUP site. Site transfers only take place in the most exceptional of circumstances.
The subcommittee has the authority to make final decisions on requested and recommended site transfers.
Composition
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
- Assistant Dean, IMP (1)
- Assistant Dean, NMP (1)
- Assistant Dean, SMP (1)
- Assistant Dean, Vancouver Fraser (1)
- Assistant Dean, Vancouver Fraser – Fraser Cohort (1)
Non-voting Members
Ex officio
- Associate Dean, UGME Student Affairs (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.
Term
Ex officio members are members as long as they hold their administrative appointment.
Chair
Chaired by one of the voting members, rotating among sites every 1-2 years.
Meeting Schedule and Administration
Normally meets approximately twice per year or at the call of the chair.
All members are expected to attend all meetings in person or via videoconference or phone.
A staff member from the Office of Undergraduate Medical Education will capture meeting notes/minutes. Minutes and a record of all decisions 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 at least four voting members and should include a member from each of the sites affected by the student transfer request(s) on the agenda. If any member is unable to attend, that member may provide an option to the chair before the meeting.
Decisions are usually made by consensus. When consensus does not emerge, decisions will be made by vote, requiring 50% plus one of voting members present to vote in favour pass. In case of a tie vote, the matter will be referred to the Executive Associate Dean, Education for decision.
Decisions made by the Student Transfer Subcommittee are not appealable.
Lines of Accountability and Communication
This subcommittee:
- Is delegated authority to make decisions regarding student transfers among sites by the UGMEC.
- Reports annually to the UGMEC.
Representatives of this subcommittee liaise with other academic and administrative committees and advisory councils, as needed.
Responsibilities
This subcommittee:
- Receives site transfer requests from students and is informed of required site transfers by the Student Promotion and Review Board.
- Reviews and makes final decisions on site transfer requests and assists with implementation of required site transfers according to the MDUP Policy 001 Transfer Between Sites.
- Recommends to the UGMEC any changes to policies and procedures regarding student transfers between program sites.
- Reviews its terms of reference in June each year and recommends changes to UGMEC.
Approval
This version of these terms of reference has been approved by the UGME Committee on August 19, 2024.
Version History
- Approved by the Undergraduate Medical Education Committee on August 19, 2024
- Approved by the Undergraduate Medical Education Committee on October 19, 2021.
- Approved by the Undergraduate Medical Education Committee on April 23, 2018.
- Updated on April 13, 2018.
- Updated on November 4, 2015.
- Revised and approved by the Student Transfer Subcommittee on April 17, 2015.
- Revised and approved by MDUREX on October 17, 2013.
- Revised August 23, 2013.
- Approved by the Student Transfer Subcommittee.