Purpose and Authority

The purpose of this subcommittee is to:

• Recommend to the MD Admissions Subcommittee qualified, self-identified Black applicants who are eligible for interview and offer of admission to the MD Undergraduate Program through the General and Black Student MD Admissions Pathways. Recommendations are made in accordance with University of British Columbia and Faculty of Medicine admissions policies and the Faculty of Medicine’s social responsibility mandate. Recommends for admission the qualified Black applicants to be considered for the MD Program positions admitted through the General Admissions Pathway with a supplemental recommendation of admission for 4.3% of the cohort (14 positions) to be considered through an equity-based admissions process. This subcommittee also advises on the Black Student MD Admissions Pathway’s operational policies and recommends changes to the MD Admissions Subcommittee as needed.

Composition

This working group 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

• Assistant Dean, MD Admissions (Co-Chair) (1)
• Black Student Initiatives Manager (Co-Chair) (1)

Appointed

• MD Admissions Subcommittee members (2)
• University of Victoria member (1)
• University of Northern British Columbia member (1)
• University of British Columbia, Okanagan Campus member (1)
• Black Physicians of BC Representative (1)
• UBC Black faculty member (1)
• FoM Black physician member (1)
• UBC Black Medical Student/Resident (4)
• Black community members (2)

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.

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 members are members for a three-year term and are eligible for one renewal.

Chair

Chaired by the Assistant Dean, Admissions, MD Undergraduate Program and Black Student Initiatives Manager.

Meeting Schedule and Administration

Normally meets twice per year and at the call of the co-chairs.

All members are expected to attend all meetings in person or via videoconference or phone. Because of the confidential nature of the Subcommittee’s business, substitution of representatives at meetings is not permitted.

A staff member from the UGME Admissions 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 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

This subcommittee:

1. Reviews the applications and supporting documentation to identify suitable applicants to recommend for support through the Black Student MD Pathway.
2. Recommends to the MD Admissions Subcommittee qualified, self-identified Black applicants who are eligible for interview.
3. Recommends to the MD Admissions Subcommittee qualified, self-identified Black applicants for offer of admission through general and supplemental equity-based processes
4. Ensures that recommendations to the MD Admissions Subcommittee are transparent, equitable, and defensible, and that they adhere to the policies set by the MD Admissions Subcommittee.
5. Reviews pathway’s operational policies in combination with admission outcomes on an annual basis. Recommends changes to the MD Admissions Subcommittee as needed.
6. Reviews its terms of reference on an annual basis and recommends changes to the MD Admissions Subcommittee, as needed.

Approval

This version of these terms of reference has been approved by the Undergraduate Medical Education Committee on August 19, 2024.

Version History

• Originally developed on November 20, 2021
• Reviewed by MD Admissions Subcommittee April 20, 2022
• Revised June 24, 2022, to update wording from “’UGME office’ to ‘UGME Admissions Office’ will capture minutes”
• Approved by the Undergraduate Medical Education Committee on July 18, 2022.
• Updated on August 8, 2022, to include the date the UGME Committee approved this version of the terms of reference.
• Reviewed and updated by MD Admissions Subcommittee on June 4, 2024.

Purpose and Authority

The purpose of this subcommittee is to:

• Recommend to the MD Admissions Subcommittee qualified MD/PhD applicants for interview and offer of admission to the MD Program, up to the maximum number of spaces allotted to the MD/PhD program (8 seats), and in accordance with University of British Columbia and Faculties of Medicine and Graduate Studies admissions policies.

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 (co-chair) (1)
• Director, MD/PhD Program (co-chair) (1)
• Associate Director, MD/PhD Program (1)
• Assistant Dean, Graduate and Postdoctoral Education (1)

Appointed

• Five members of the Faculty of Medicine, ensuring a diverse mix of research centres and fields of study (5)
• One member from the Faculty of Graduate and Postdoctoral Studies (1)
• One current MD/PhD student (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.

Appointed members are appointed by the Assistant Dean, Admissions, MD Program, in consultation with the Director, MD/PhD Program.

Term

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

The appointed student is a member for a term of no more than two years and is not eligible for renewal.

Other appointed members are members for a three-year term and are eligible for one renewal.

Chair

Co-chaired by the Assistant Dean, Admissions, MD Program, and the Director, MD/PhD Program.

Meeting Schedule and Administration

Normally meets twice per year and at the call of the co-chairs.

All members are expected to attend all meetings in person or via videoconference or phone. Because of the confidential nature of the Subcommittee’s business, substitution of representatives at meetings is not permitted.

The MD/PhD Program administrative assistant 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

This subcommittee:

1. Reviews the applications and supporting documentation to identify suitable applicants for both the MD Undergraduate and the PhD Programs.
2. Recommends to the MD Admissions Subcommittee qualified applicants for interview.
3. Conducts the MD/PhD Panel Interviews.
4. Recommends to the MD Admissions Subcommittee qualified applicants for offer of admission.
5. Ensures that recommendations to the MD Admissions Subcommittee are transparent, equitable, and legally defensible, and that they adhere to the policies set by the MD Admissions Subcommittee.
6. Reviews its terms of reference on an annual basis and recommends changes to the MD Admissions Subcommittee, as needed.

Approval

This version of these terms of reference has been approved by the Undergraduate Medical Education Committee on March 19, 2018.

Version History

• Revised on November 5, 2015.
• Received by Faculty Executive on September 15, 2015.
• Approved by the MD Undergraduate Regional Executive on August 25, 2015.
• Originally developed in July, 2012.

Purpose and Authority

The purpose of this subcommittee is to:

• Decide which applicants will be interviewed, offered, and ultimately admitted into the MD program, considering recommendations from the Northern and Rural Admissions Subcommittee, Indigenous Admissions Subcommittee, Black Student Admissions Subcommittee, and MD/PhD Admissions Subcommittee.
• Ensure quality and integrity of admissions policies and processes, in accordance with University of British Columbia and Faculty of Medicine admissions policies, the Faculty of Medicine’s social accountability mandate, and CACMS accreditation standards.
• Recommends to the UGME Committee improvements to MD Admissions policies, as needed.

Composition

This subcommittee is made up of ex officio, elected, 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)
• Associate Dean, Undergraduate Medical Education (1)
• Regional Associate Deans (4)
• Associate Dean, Fraser (1)
• Associate Dean, Postgraduate Medical Education (1)
• Director, MD/PhD Program (1)
• Indigenous Student Initiatives Manager (1)
• Black Student Initiatives Manager (1)

Elected

• One Department Head or School Director (1)
• Two faculty members who are practicing clinical MDs (appointed as either faculty or clinical faculty), ensuring at least one is from outside VFMP (2)
• Two faculty members who are scientists (2)

Appointed

• Two community members to represent the public and patient perspectives (2)
• One Rural Coordination Centre of BC physician member (1)
• One UBC President’s Office member, from either UBC Okanagan or UBC Vancouver (1)
• One University of Northern British Columbia member (1)
• One University of Victoria member (1)
• One Simon Fraser University member (1)
• One UBC MD alumnus/alumna who is also a UBC Faculty of Medicine faculty or clinical faculty member (1)
• One Health Authority member who is also a UBC Faculty of Medicine faculty or clinical faculty member (1)
• One Canadian Association of Physicians with Disabilities member, from British Columbia (1)
• Two MD students (one junior and one senior) (2)

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.

Elected members are elected by their peers through the annual process initiated by the Dean’s Office.

Appointed students are appointed by the Medical Undergraduate Society at the request of the Faculty of Medicine.

Other appointed members are appointed by the Assistant Dean, Admissions, MD Program in conjunction with the represented organizations, where applicable.

Term

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

Elected members are members for a three-year term and are eligible for one renewal.

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 approximately six times per year (four standard meetings and two full-day meetings) and at the call of the chair.

All members are expected to attend the standard meetings in person or via videoconference or phone. All members must attend the full-day meetings in person, when required.

A staff member from the MD Admissions 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. UBC Faculty of Medicine faculty members must constitute the majority of voting members at all meetings, as per CACMS standard 10.2.

Decisions regarding 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, such as whether to recommend an admissions policy change to UGMEC, 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:

• Is delegated the authority to make final admissions decisions by, and is accountable to, the UGME Committee.
• Recommends improvements to admissions policies to the UGME Committee.
• Receives admissions recommendations from the Northern and Rural Admissions Subcommittee, Indigenous Admissions Subcommittee, Black Student Admissions Subcommittee, and MD/PhD Admissions Subcommittee.

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

Responsibilities

This subcommittee:

1. Decides which applicants will be admitted to the MD Program by:
   1. Applying the criteria, policies, and procedures in selecting applicants for interview and admissions to the MD Program.
   2. Considering recommendations from the Northern and Rural Admissions Subcommittee, Indigenous Admissions Subcommittee, Black Student Admissions Subcommittee, and MD/PhD Admissions Subcommittee, select prequalified and ranked applicants to be invited for interview.
   3. Following the interviews, reviewing in detail the high-ranked applicant files with flags and determining their continuing admissibility.
   4. Making final decisions on the applicants from all four streams to be offered admission to the MD Program, including reviewing for accuracy prior to the final offers going out.
2. Ensures the quality and integrity of admissions policies and processes by:
   1. Periodically reviewing the process and recommending changes to the Assistant Dean, Admissions, MD Program.
   2. Ensuring all admissions policies and processes, including the transition from final admissions decisions to final offers, is transparent, equitable, and legally defensible.
   3. Ensuring compliance with CACMS accreditation standards.
   4. Developing or recommending changes to the criteria, policies, and procedures that govern admissions for review by the Assistant Dean, Admissions, MD Program, for approval by the UGME Committee as needed and submission for approval to Faculty Executive, Full Faculty, and the UBC Senate as appropriate.
   5. With input from the Indigenous Admissions Subcommittee, the Northern and Rural Admissions Subcommittee, Black Student Admissions Subcommittee, and the MD/PhD Admissions Subcommittee, determining the overall value of weightings for both academic and non-academic qualifications for admission each year to ensure the applicant pool is sufficiently large and diverse.
   6. Periodically evaluating recruitment and selection processes.
3. Reviews annually the terms of reference for the subcommittees that report to it (i.e., Northern and Rural Admissions Subcommittee, Indigenous Admissions Subcommittee, Black Student Admissions Subcommittee, and MD/PhD Admissions Subcommittee).
4. Reviews its terms of reference on an annual basis and recommends changes, as required, to the UGME Committee.

Approval

This version of these terms of reference has been approved by the Undergraduate Medical Education Committee on August 19, 2024.

Version History

• Approved by the Undergraduate Medical Education Committee on October 18, 2022.
• Updated on October 18, 2022 to incorporate Black Student Initiatives Manager on the committee and add responsibilities surrounding the Black Student Admissions Subcommittee.
• Updates approved by the Undergraduate Medical Education Committee on July 16, 2018 to remove Appointed College of Physicians and Surgeons position
• Approved by the Undergraduate Medical Education Committee on March 19, 2018

Purpose and Authority

The purpose of this subcommittee is to:

• Provide a forum for university and health authority librarians to discuss the Undergraduate Medical Education (UGME) Program’s library resources, services and related issues in support of the undergraduate medical curriculum.
• With input from education leaders and students, recommends policies, procedures and information resources to ensure that appropriate library resources and services, as outlined in accreditation standards, are available to all UGME Program learners and are comparable across all distributed program sites.

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

• Librarian, Undergraduate Medical Education Program, IMP (1) (rotating chair)
• Librarian, Undergraduate Medical Education Program, NMP (1) (rotating chair)
• Librarian, Undergraduate Medical Education Program, SMP (1) (rotating chair)
• Librarian, Undergraduate Medical Education Program, VFMP (1) (rotating chair)
• Head, UBC Woodward Library (or delegate), (1)
• Fraser Health Librarian, (1)
• Interior Health Librarian, (1)
• Northern Health Librarian, (1)
• Provincial Health Services Librarian (or delegate), (1)
• Vancouver Coastal Health Librarian, (1)
• Vancouver Island Health Librarian, (1)
• Director of Curriculum (1)
• Associate Director of Curriculum, Years 1 & 2 (1)
• Associate Director of Curriculum, Years 3 & 4 (1)

Appointed

• One member from Digital Solutions (1)

Corresponding Members

Ex officio

• UBC University Librarian (1)
• UBC Liaison Librarian to Faculty of Medicine (1)
• UNBC University Librarian (1)
• UVic University Librarian (1)
• Deputy University Librarian, Okanagan Campus (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 appointed Digital Solutions member is appointed by the Director, Digital Solutions at the request of the Faculty of Medicine.

The Subcommittee recommends an Incoming Chair to the Undergraduate Medical Education Committee (UGMEC).

Term

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

Other appointed members are members for a two-year term.

The position of Chair rotates among the UGME Program Librarians.  The term for each chair is two years, inclusive of a year’s overlap with the Incoming Chair.

Chair

Chaired by the Undergraduate Medical Education Program Librarians, each rotating for a two-year term.

Meeting Schedule and Administration

Normally meets twice per year 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.

Minutes are produced for each meeting and distributed to all members as well as to the UGMEC Chair.

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, with at least one representative from each collaborating university.

Decisions are made by vote, requiring 50% plus one of voting members present to pass.

Issues will be resolved by consensus or referred to UGMEC for resolution.

All members are eligible to vote.

Lines of Accountability and Communication

This subcommittee:

• Reports to, and provides an annual report of activities to, the Undergraduate Medical Education Committee (UGMEC).

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

Responsibilities

This subcommittee:

Curriculum

1. Instructs students in information literacy (Evidence Based Medicine/Scholarship).
2. Provides communication updates regarding library issues to all distributed program sites.

Assessment

1. Advises and collaborates with Director of Assessment, UGME and the UGME Student Assessment Committee.
2. Reviews and proposes changes to policies and procedures to ensure an effective and efficient delivery of services.

Budget

1. Develops priorities for budget with UGMEC.

Collections

1. Ensures medical students and faculty at all teaching sites have comparable access to appropriate library and information resources and services.
2. Conducts regular reviews of collections across all sites, including licensed resources, and recommends any necessary changes within budget constraints.

Approval

This version of these terms of reference has been approved by the Undergraduate Medical Education Committee on September 16, 2024.

Version History

• Approved by Undergraduate Medical Education Committee on August 18, 2022
• Approved by Undergraduate Medical Education Committee on March 19, 2018
• Received by Faculty Executive on September 15, 2015
• Approved by MDUREX on August 25, 2015
• Approved by MDUEC on August 17, 2015
• Revised January 17, 2014, July 21, 2015
• Approved on June 18, 2013

Relevant CACMS Accreditation Standards

3.2 Community of Scholars/Research Opportunities
A medical education program is conducted in an environment that fosters the intellectual challenge and spirit of inquiry appropriate to a community of scholars and provides sufficient opportunities, encouragement, and support for medical student participation in research and other scholarly activities of its faculty

5.5 Resources for Clinical Instruction
A medical school has, or is assured the use of, appropriate resources for the clinical instruction of its medical students in ambulatory and inpatient settings and has adequate numbers and types of patients (e.g., acuity, case mix, age, gender).

5.6 Clinical Instructional Facilities/Information Resources
Each hospital or other clinical facility affiliated with a medical school that serves as a major location for required clinical learning experiences has sufficient information resources and instructional facilities for medical student education.

5.8 Library Resources and Staff
A medical school ensures access to well-maintained library resources sufficient in breadth of holdings and technology to support its educational and other missions. Library services are supervised by a professional staff that is familiar with regional and national information resources and data systems and is responsive to the needs of the medical students, faculty members, and others associated with the medical school.

6.3 Self-Directed and Life-Long Learning
The faculty of a medical school ensure that the medical curriculum includes self-directed learning experiences and time for independent study to allow medical students to develop the skills of lifelong learning. Self-directed learning involves medical students’ self-assessment of learning needs; independent identification, analysis, and synthesis of relevant information; and appraisal of the credibility of information sources.

7.3 Scientific Method/Clinical/Translational Research
The faculty of a medical school ensure that the medical curriculum includes instruction in the scientific method (including hands-on or simulated exercises in which medical students collect or use data to test and/or verify hypotheses or address questions about biomedical phenomena) and in the basic scientific and ethical principles of clinical and translational research (including the ways in which such research is conducted, evaluated, explained to patients, and applied to patient care).

7.4 Critical Judgment/Problem-Solving Skills
The faculty of a medical school ensure that the medical curriculum incorporates the fundamental principles of medicine and provides opportunities for medical students to develop clinical decision-making skills (i.e., clinical reasoning and clinical critical thinking) including critical appraisal of new evidence, and application of the best available information to the care of patients. These required learning experiences enhance medical students’ skills to solve problems of health and illness.

8.7 Comparability of Education/Assessment
A medical school ensures that the medical curriculum includes comparable educational experiences and equivalent methods of assessment across all locations within a given required learning experience to ensure that all medical students achieve the same learning objectives.