Address
Royal Inland Hospital
311 Columbia Street
Kamloops, BC
V2C 2T1
Wayfinding & Parking
See the RIH website for details.
Royal Inland Hospital
Kelowna General Hospital
Address
Kelowna General Hospital
2268 Pandosy Street
Kelowna, BC
V1Y 1T2
Wayfinding & Parking
See the KGH website for details.
Surrey Memorial Hospital
Address
Surrey Memorial Hospital
13750 96 Avenue
Surrey, B.C. V3V 1Z2
Wayfinding & Parking
Further information can be found at Fraser Health.
Meeting Rooms
Site Plan
Royal Columbian Hospital
Address
Royal Columbian Hospital
330 East Columbia St.
New Westminster, BC, Canada
V3L 3W7
Wayfinding & Parking
Further information available at Fraser Health.
Meeting Rooms
Site Plan
Chilliwack General Hospital
Address
Chilliwack General Hospital
45600 Menholm Road
Chilliwack, B.C. V2P 1P7
Wayfinding & Parking
Further information is available at Fraser Health.
Meeting Rooms
Site Plan
Abbotsford Regional Hospital & Cancer Centre
Address
Abbotsford Regional Hospital & Cancer Centre
British Columbia 1
Abbotsford, BC
V2S 2Y4
Wayfinding & Parking
For more information about the Abbotsford Regional Hospital and Cancer Centre, visit the Fraser Health Authority website.
General Information
Abbotsford Regional Hospital & Cancer Centre General Information Phone Number:
Clinical Education Facilities Subcommittee — Terms of Reference
Purpose and Authority
The purpose of this subcommittee is to:
- Identify needs and recommend to the UBC Faculty of Medicine Facilities and Capital Planning Committee the location and establishment of clinical education facilities for health education programs in the Faculty;
- Monitors educational resources and infrastructure and assesses their availability and accessibility across all sites to meet program goals, in collaboration with the Standing Committees of the Education Programs;
- Provides written reports for Regional Associate Deans to share with Standing Committees of the Education Programs and clinical affiliates as needed;
- Monitors progress on approvals, funding, implementation, and/or redevelopment of such facilities as funded by the Ministries of Health and Post-Secondary and Future Skills.
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
- Vice Dean, Education or delegate (1)
- Regional Associate Deans (4)
- Associate Dean, Fraser (1)
- Associate Dean, Undergraduate Medical Education (1)
- Associate Dean, Postgraduate Medical Education (1)
- Associate Dean, Health Professions (1)
- Director, Family Medicine Residency Program (1)
- Senior Director, Education Programs and Services or delegate (1)
- Deputy Chief Information Officer – Medicine or delegate (1)
- Director, Space Planning and Facilities Management (1)
Corresponding Members
Ex officio
- Manager, Major Capital Projects (1)
- MDUP Administrative Directors (4)
- Director, Evaluation Studies Unit (1)
Guests may be invited to join specific meetings or portions of specific meetings at the co-chairs’ 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 Regional Associate Dean, rotating among the four.
Meeting Schedule and Administration
Normally meets approximately every two months and at the call of the chair.
All members, except corresponding members, are expected to attend all meetings in person or via videoconference or phone.
Corresponding members may join at their discretion and receive minutes and agenda packages.
A staff member in the Office of the Vice Dean, Education will capture meeting minutes. Minutes will be circulated to all members.
Records will be maintained in accordance with UBC and UBC 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 vote in favour to pass. In the case of a tie, the Chair will cast the deciding vote.
Lines of Accountability and Communication
This subcommittee:
- Reports and makes recommendations to the UBC Faculty of Medicine Facilities and Capital Planning Committee.
- Provides a forum for educational and facilities leaders to jointly plan, develop, and monitor the development or redevelopment of regional clinical education facilities.
- Provides annual updates on educational facilities and infrastructure to the Standing Committees of the Education Programs (UGME, PGME and Health Professions Programs Committee) the purpose of discussion and feedback to CEFS on program needs.
Representatives of this subcommittee liaise with other academic and administrative committees and advisory councils, as needed.
Responsibilities
- Assesses the need for clinical education facilities in each region based on educational priorities and accreditation standards.
- Establishes and implements a process to review and vet all requests for new or additional facilities, or access to existing facilities, based on educational needs, prior to programs expanding and/or distributing.
- Applies established principles and considerations for identifying potential clinical teaching sites.
- Recommends development of any new clinical education sites to the UBC Faculty of Medicine Facilities and Capital Planning Committee.
- Reviews educational priorities for construction projects and ensures they are matched to funding available.
- Periodically reviews the capacity, mix, and impact of learners at clinical education sites and the implications for current and future placement of learners.
- Recommends functional planning activities and communicates functional planning decisions to interested parties.
- Reviews proposed AV/IT requirements to ensure they meet program needs and are included in the funding requests.
- Monitors the timelines by which the clinical education sites need to be phased in and operational.
- Monitors progress throughout implementation of capital projects to ensure educational priorities and accreditation standards are met.
- Reviews its terms of reference on an annual basis and recommends changes to the UBC Faculty of Medicine Facilities and Capital Planning Committee, as needed.
Approval
This version of these terms of reference has been approved by the UBC Faculty of Medicine Facilities and Capital Planning Committee on January 10, 2025.
Version History
- Reviewed and approved by the Facilities and Capital Planning Committee on January 10, 2025.
- Reviewed and updated by the Clinical Education Facilities Subcommittee on December 18, 2024.
- Reviewed and endorsed by UGMEC on December 16, 2024
- Reviewed and updated by the Clinical Education Facilities Subcommittee on October 16, 2024.
- Reviewed and approved by the Facilities and Capital Planning Committee on June 17, 2019.
- Reviewed and updated by the Clinical Education Facilities Subcommittee on June 5, 2019.
- Reviewed and updated by the Clinical Education Facilities Committee on January 4, 2017.
- Reviewed and updated by the Clinical Education Facilities Committee on May 4, 2016.
- Reviewed by the Clinical Education Facilities Committee on May 14, 2013.
Learner Access Advisory Council — Terms of Reference
Purpose and Authority
The purpose of this advisory council is to advise the Associate Dean, of Undergraduate Medical Education (UGME) on access to UBC MD undergraduate students for recruitment into research and non-programmatic quality improvement studies.
Composition
This advisory council is made up of ex officio, appointed 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
- UGME Director Curriculum (co-chair) (1)
- FLEX Representative (co-chair) (1)
- Director, Evaluation Studies (1)
Appointed
- Scientist from the Centre for Health Education Scholarship (CHES) (1)
- Co-Director (or Site Director) from the Flexible Enhanced Learning (FLEX) team (1)
- UGME Student (Years 2 or 4) (1)
Non-Voting Members
- UGME Senior Program Assistant / LAAC Secretariat (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.
The student member is appointed by the Medical Undergraduate Society (MUS) upon request from the Faculty of Medicine.
The faculty member with research expertise is appointed by the Associate Dean, UGME upon request from the Faculty of Medicine.
Term
Ex officio members are members as long as they hold their administrative appointment.
Appointed members are members for a three-year term and are eligible for renewal.
Chair
Co-Chaired by UGME Director Curriculum and a FLEX Representative.
Meeting Schedule and Administration
The advisory council will typically meet monthly to provide feedback on requests regarding access to learners. All members are expected to participate and meet internal deadlines.
A staff member from the Office of the UGME will capture and log all request submissions.
Records will be maintained in accordance with UBC and Faculty of Medicine records retention procedures.
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. If one of the advisory council members is the lead researcher for a LAAC application, they will recuse themselves from the review of that application.
The Associate Dean UGME will consider the advisory council’s advice when making a decision. If the Associate Dean UGME is the lead researcher for a LAAC application, they will assign this responsibility to the Vice Dean of Education.
Lines of Accountability and Communication
This advisory council:
- Reviews and provides feedback on proposals submitted to the Learner Access Advisory Council.
- Provides advice to the Associate Dean, UGME, Faculty of Medicine on the quality of incoming research and non-programmatic quality improvement requests for access to medical students.
Representatives of this advisory council liaise with other academic and administrative committees and advisory councils, as needed
Responsibilities
This advisory council:
- Reviews all requests for access to medical students for the purposes of recruitment into research and non-programmatic quality improvement studies. Non-programmatic quality improvement studies are all studies or requests for student feedback/input that are not administered directly by the MD Undergraduate Program or by Evaluation Studies.
- Considers requests according to the following criteria (see Appendix 1 Process to Approve Studies Involving Medical Students as Participants), posted on the Student Access website:
- Research requests must include Research Ethics Board (REB) approval from the home institution of the Principal Investigator, or confirmation from REB that no approval is required; be of sufficient quality according to scholarship criteria; warrant medical student involvement and be of value to medical students directly or indirectly.
- Non-programmatic quality improvement studies must be methodologically appropriate to answer the question asked; capture data not already captured by Evaluation Studies; be of a benefit to medical students directly or indirectly; and not interfere with the timing of programmatic requests.
- All requests must be submitted in a standardized manner using the forms provided on the LAAC Website.
- Deadlines for submission packages will be posted on the Learner Access Advisory Council website.
- All studies must be administered in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA) as well as the published guidelines set forth by UBC’s Office of Research Ethics.
- Will approve or deny access to medical students for study purposes within one month of the submission deadline if the completed package is received before each monthly deadline. In the absence of ethics approval, LAAC will provide conditional approval.
- Ensures that approved studies are disseminated to students from one official channel from which medical students may unsubscribe, in compliance with the Freedom of Information and Protection of Privacy Act (FIPPA). For more information see UBC Office of University Council Fact Sheet.
- Will disseminate approved studies to students in a standardized manner that includes a consistent email subject line and format including:
- Study title
- Expected degree of participation (e.g. duration)
- Remuneration
- Brief outline of study including participation details, survey links, etc.
- Any risks to participants
- Principle Investigator Contact Info
- Standardized footer with Student Access contact info, reminder that Learner Access Advisory Council approval means that REB approval, standard data collection requirements and info about anonymity, FIPPA, etc. has been completed as well.
- Will produce an annual report describing the council’s work which will be submitted to the UGME Committee. This report will include a summary of all requests for access to medical students and the number of research and non-programmatic quality improvement studies approved in the last academic year.
Approval
This version of these terms of reference has been approved by the Undergraduate Medical Education Committee on February 10, 2025.
Version History
- Approved by UGMEC September 26, 2022
- Approved by UGMEC March 15, 2021
- Approved by UGMEC February 10, 2025.
Appendix 1: Process to Approve Studies Involving Medical Students as Participants
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.
Composition
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.
Members
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)
Appointed
- 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.
Term
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.
Chair
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.
Responsibilities
This advisory council:
- 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.
- Provide input on policies and procedures related to Student Affairs.
- 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
- Provide input on budget requirements for student services, support and travel.
- Provide input on planning of events and ceremonies
Approval
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