Purpose and Authority
The MDUP recognizes that a student may require placement in a specific location or type of location for their Year 3 clerkship due to unforeseen and/or exceptional circumstances, as per the Year 3 Exceptional Site Placement Process. The purpose of this subcommittee is to:
- Endorse year 3 exceptional site placement recommendations:
- recommended by the UBC Centre for Accessibility (CfA) or the UBC Sexual Violence Prevention and Response Office (SVPRO).
- from Indigenous Pathway students with strong connection to or interest in a community placement location as recommended by the Indigenous Student Initiatives Manager.
- from Black Student Pathway students with strong community connection to a particular location or an interest in developing a particular connection related to a community.
- from MD/PhD Pathway students with ongoing research impacting their placement needs, as recommended by the Associate Director, MD/PhD program.
- Review and adjudicate Year 3 exceptional site placement student requests related with existing UBC policy.
- Recommend any updates to policies and procedures regarding Year 3 student placements to the Undergraduate Medical Education Committee (UGMEC).
The Year 3 Exceptional Site Placement Subcommittee has the authority to make final decisions on requested Year 3 exceptional site placements. This Subcommittee does not make permanent site changes.
Composition
This subcommittee is made up of ex officio members.
Voting Members
Ex officio
- Associate Director of Curriculum, Years 3 & 4 (Chair) (1)
- Provincial Integrated Community Clerkship (ICC) Program Director (1)
- 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 or delegate (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
The Subcommittee is chaired by the Associate Director of Curriculum, Years 3&4.
Meeting Schedule and Administration
Normally meets approximately once a year during the third week of November, or at the call of the chair.
All members are expected to attend all meetings in person, via video conference or by phone.
A staff member from the Office of Undergraduate Medical Education will collate the applications, capture meeting notes/minutes and provide the Years 3 and 4 Program Managers with a placement report by the first Monday of December. Minutes and the placement report 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 five voting members and should include a member from each of the sites affected by the student request(s) on the agenda. If any member is unable to attend, that member may provide a delegate 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 to pass. In case of a tie vote, the matter will be referred to the Associate Dean, Undergraduate Medical Education for decision.
Decisions made by the Year 3 Exceptional Site Placement Subcommittee are not appealable.
Lines of Accountability and Communication
This subcommittee:
- Has delegated authority to make decisions regarding Year 3 exceptional site placements by the UGMEC.
- Reports annually to the UGMEC.
- Liaises with other academic and administrative committees and advisory councils, as needed.
Responsibilities
This subcommittee:
- Receives the collated Year 3 exceptional site placement applications requiring adjudication.
- Reviews and makes final decisions on requests.
- Provides a placement report to the Years 3 and 4 Program Managers by the first Monday of December.
- Recommends to the UGMEC any changes to policies and procedures regarding 3 exceptional site placement.
- Reviews its terms of reference each year and recommends changes to UGMEC if needed.
Approval
This version of these terms of reference has been approved by the UGME Committee on November 25, 2024.
Version History
- Revised and approved by the Undergraduate Medical Education Committee on November 25, 2024.
- Approved by the Undergraduate Medical Education Committee on October 21, 2024.