Advise the Executive Associate Dean, Education and the Academic Director, Education Innovation on the establishment, structure, and function of the Office of Education Innovation, including mandate, governance, accountability, and guiding principles.
Advise the Professional Education Committee on OEI activities related to non-degree professional education initiatives.
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.
Senior Director, Education Programs and Services (1)
Senior Manager, Education Technology, MedIT (1)
Senior Director, Office of the Dean and Strategic Initiatives (1)
Associate Dean, Continuing Professional Development (1)
Head, Department of Medicine (1)
Coordinator, Health Professions Education (1)
Associate Provost, Innovation (1)
Director, Centre for Health Education Scholarship, or delegate (1)
Operations Manager, Office of Education Innovation
Appointed
One Faculty of Education representative (1)
Guests may be invited to join specific meetings or portions of specific meetings at the chair’s discretion.
If any member is unable to attend the majority of meetings, then the chair may designate a replacement.
Appointment Process
Ex officio members are members by virtue of their administrative appointment.
Appointed members are appointed by the Executive Associate Dean, Education.
Term
Ex officio members are members as long as they hold their administrative appointment.
Appointed members are members for a one-year term and are eligible for renewal by mutual agreement.
Chair
Chaired by the Academic Director, Education Innovation, with the Assistant Academic Director, Education Innovation as the vice-chair.
If the chair is unable to attend the majority of meetings, then the vice-chair will assume the chair’s duties or the advisory council itself will designate a replacement.
Meeting Schedule and Administration
Normally meets on a quarterly basis and at the call of the chair or vice-chair.
All members are expected to attend all meetings in person or via videoconference or phone.
The Operations Manager, Office of Education Innovation will capture meeting minutes. Minutes will be circulated to all members.
Meetings will normally be cancelled if fewer than half of members can attend.
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.
Lines of Accountability and Communication
This advisory council:
Provides advice to the Executive Associate Dean, Education and the Academic Director, Education Innovation.
Provides advice to the Professional Education Committee regarding OEI.
Representatives of this advisory council liaise with other academic and administrative committees and advisory councils, as needed.
Responsibilities
This advisory council:
Develops and articulates the mandate, governance, and accountability for the OEI.
Identifies current best practices in education innovation, based on research in the education environment in the course of its deliberations.
Develops the guiding principles for OEI.
Advises the criteria by which OEI proposals will be adjudicated.
Reviews programs/projects to provide advice on whether they should be approved, declined, or deferred, and advise on priority sequence of approved and deferred programs/projects.
Approval
This version of these terms of reference have been approved by the Academic Director, Education Innovation on December 5, 2017.
Advise the Assistant Dean, Faculty Development (FD) and the Regional FD Directors.
Advise the Professional Education Committee on FD activities related to professional education initiatives.
Provide a forum for collaboration and information sharing across FD sites and domains.
Respond to the needs of faculty within the Faculty of Medicine as both consumers and deliverers of FD.
Enable communication of FD information among Undergraduate Medical Education and Postgraduate Medical Education and Departments/Schools/Divisions.
Support Departments, Schools, and Divisions in their FD mandates.
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.
Ex officio
Assistant Dean, FD (chair) (1)
Associate Director, FD (1)
Regional FD Directors from each site (4)
FD Lead, Family Practice Postgraduate Residency Program (1)
Appointed
Four Regional FD Representatives, one from each site (4)
One Family Practice FD Representative (1)
One Faculty Project Lead, FD (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.
Appointed members are appointed by the Assistant Dean, FD, in consultation with the Regional FD Directors, as appropriate.
Term
Ex officio members are members as long as they hold their administrative appointment.
Appointed members are members as long as they hold the position of FD representative within their Site/Department.
Chair
Chaired by the Assistant Dean, FD.
Meeting Schedule and Administration
Normally meets approximately four times per year and at the call of the chair, generally in early fall, early-winter, mid-winter, and in late-spring.
All members are expected to attend all meetings in person or via videoconference or phone.
A staff member from the Office of FD will capture meeting minutes. Minutes will be circulated to all members.
Meetings will normally be cancelled if fewer than half of members can attend.
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.
Lines of Accountability and Communication
This advisory council:
Provides advice to the Assistant Dean, FD and the Regional FD Directors.
Provides advice to the Professional Education Committee regarding FD.
Supports Departments, Schools and Divisions in their mandates for FD.
Representatives of this advisory council liaise with other academic and administrative committees and advisory councils, as needed.
Responsibilities
This advisory council:
Provides input into FD policies and programs.
Responds to the needs of faculty as both consumers and deliverers of FD.
Enables members to act as liaisons between the Advisory Council and the faculty members of their respective regional sites/departments.
Provides a venue where members are updated on FD programs and issues so that members may convey that knowledge to their regional sites/departments.
Provides a forum for discussion of diverse, programmatic, and contextual needs related to FD.
Provides an opportunity for members to discuss emerging FD issues of mutual interest as well as identify synergistic opportunities to work together.
Provides information and description related to FD programs required by accreditation.
Reviews its terms of reference on an annual basis and recommends changes to the Assistant Dean, Faculty Development and the Professional Education Committee, as needed.
Approval
This version of these terms of reference have been approved by the Assistant Dean, FD on March 28, 2018.
Advise the Executive Medical Director, Continuing Professional Development (CPD), the Associate Dean, CPD, and the CPD Office on CPD policies and programs.
Advise the Professional Education Committee on CPD activities related to non-degree professional education initiatives.
Ensure that the Division of CPD is responsive to the needs of faculty across all health care professions within the Faculty of Medicine as both consumers and deliverers of CPD.
Enable communication of Continuing Medical Education (CME) and CPD information among Departments/Schools and between the Division of CPD and Departments/Schools/Divisions.
Support Departments, Schools and Divisions in their mandates for CPD.
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.
Ex officio
Associate Dean, CPD (co-chair) (1)
Executive Medical Director, CPD (co-chair) (1)
Director, CPD (1)
Associate Dean, Health Professions (1)
Appointed
One member from each Department and School (22)
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 members are appointed by their Department Head or School Director.
Term
Ex officio members are members as long as they hold their administrative appointment.
Appointed members are members as long as they hold the position of CPD representative within their Department/Division/School.
Chair
Co-chaired by the Executive Medical Director, CPD and the Associate Dean, CPD.
Meeting Schedule and Administration
Normally meets approximately two to three times per year and at the call of the chair, generally in early fall, mid-winter, and in late spring.
All members are expected to attend all meetings in person or via videoconference or phone.
A staff member from the Division of CPD will capture meeting minutes. Minutes will be circulated to all members.
Meetings will normally be cancelled if fewer than half of members can attend.
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.
Lines of Accountability and Communication
This advisory council:
Provides advice to the Executive Medical Director, CPD, the Associate Dean, CPD, and the Faculty of Medicine Office of CPD.
Provides advice to the Professional Education Committee regarding CPD.
Enables communication among CME/CPD representatives of all Departments/Schools/Divisions and between the Division of CPD and Departments/Schools/Divisions.
Supports Departments, Schools and Divisions in their mandates for CPD.
Representatives of this advisory council liaise with other academic and administrative committees and advisory councils, as needed.
Responsibilities
This advisory council:
Provides input into CPD policies and programs.
Ensures that the Division of CPD is responsive to the needs of faculty as both consumers and deliverers of CPD.
Enables members to act as liaisons between the Division of CPD and the faculty members of their respective Departments/Schools.
Provides a venue where members are updated on continuing education events and issues so that members may convey that knowledge to their Department/Division/School.
Serves as a means of bringing both perceived and unperceived needs to the attention of the Division of CPD based on members’ awareness and observations.
Provides an opportunity for members to discuss emerging CME/CPD issues of mutual interest as well as identify synergistic opportunities to work together in order to showcase faculty members in delivering CME/CPD to provincial and national colleagues and other health care professionals.
Advises the Division of CPD when content review is required of programs submitted for accreditation. Members may either review the content or suggest appropriate faculty to do so. (Advisory council members who review programs for content will be compensated for their time.)
Approval
This version of these terms of reference has been approved by the Associate Dean, CPD and the Executive Medical Director, CPD on December 11, 2017.
Advise the Director, Centre for Health Education Scholarship (CHES) on strategic issues pertaining to CHES’ operations and future direction.
Advise the Professional Education Committee on activities related to non-degree professional education initiatives.
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.
Ex officio
Director, Centre for Health Education Scholarship (1)
Associate Director, Centre for Heath Education Scholarship (1)
Operations Manager, Centre for Heath Education Scholarship (1)
Appointed
One Head Fellow, Clinical Educator Fellowship (1)
Members at large, identified on an as-needed basis (number varies)
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 members are appointed by the chair and Director, CHES.
Term
Ex officio members are members as long as they hold their administrative appointment.
Appointed members are members for a two-year term and are normally eligible for one renewal.
Appointed members at large may be appointed for a more circumscribed term to bring focused expertise for specific high-level initiatives or advice. Effort will be made to overlap terms.
Chair
Chair and Vice-chair Appointment Process
The vice-chair becomes the chair at the end of the chair’s term.
The vice-chair is appointed by the chair and the Director, CHES.
The chair and vice-chair may be appointed from within or outside the advisory council membership.
Chair Responsibilities
The chair shall normally sit for a two-year term. The chair’s responsibilities include:
Setting the meeting agenda;
Guiding the meeting according to the agenda and time available;
Inviting specialists to attend meetings when required by the advisory council;
Ensuring all discussion items end with a decision, action, or definite outcome; and
Reviewing and approving the drat minutes before distribution.
Vice-chair Responsibilities
The vice-chair shall normally sit for a two-year term. The vice-chair’s responsibilities include:
Assuming the chair’s responsibilities in the chair’s absence; and
Assuming the role of chair at the end of the chair’s term.
Meeting Schedule and Administration
Normally meets approximately quarterly and 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 Centre for Health Education Scholarship will capture meeting minutes. Minutes will be circulated to all members.
Meetings will normally be cancelled if fewer than half of members can attend.
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.
Lines of Accountability and Communication
This advisory council:
Provides advice to the Director, CHES and to the Professional Education Committee.
Representatives of this advisory council liaise with other academic and administrative committees and advisory councils, as needed.
Responsibilities
This advisory council:
Provides advice to the Director, CHES.
Provides information and insights from the perspectives of the advisory council members.
Provides support in decision-making challenges and institutional expectations.
Assists with the public and academic promotion of the unit.
Reviews its terms of reference on an annual basis and recommend changes, as required, to the Director, CHES.
Approval
This version of these terms of reference has been approved by the Director, CHES on March 29, 2018.
Recommend decisions to the Postgraduate Medical Education (PGME) Committee related to policies, new programs, or substantive changes to programs.
Act on behalf of the PGME Committee between its meetings.
Composition
This subcommittee is made up of ex officio 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
Associate Dean, Postgraduate Medical Education (chair) (1)
Executive Associate Dean, Education (1)
Regional Associate Deans (4)
Assistant Dean, Postgraduate Medical Education (1)
Associate Dean, Undergraduate Medical Education (1)
Program Directors from the following Departments (15)
Anesthesiology
Diagnostic Radiology
Dermatology
Emergency Medicine
Family Medicine
General Surgery
Internal Medicine
Obstetrics and Gynaecology
Ophthalmology
Orthopaedic Surgery
Pathology and Laboratory Medicine
Pediatrics
Public Health and Preventative Medicine
Psychiatry
Urology
Basic Clinical Year Director, St. Paul’s Hospital (1)
Basic Clinical Year Director, Greater Victoria Hospitals (1)
Basic Clinical Year Director, Royal Columbian Hospital (1)
Director, Surgical Foundations (1)
Director, International Medical Graduate Assessment Program (1)
Senior Director, Education Programs and Services (1)
Administrative Director, Postgraduate Medical Education (1)
Elected
Two Program Directors from other programs (2)
Two residents (2)
Non-voting Members
Ex officio
Faculty Lead, Accreditation (1)
Faculty Lead, Competency-based Education (1)
Director, Evaluation Studies (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.
Elected members are elected by their peers through the annual process initiated by the Office of PGME.
Term
Ex officio members are members as long as they hold their administrative appointment.
Elected members are members for a one–year term and are eligible for renewal.
Chair
Chaired by the Associate Dean, Postgraduate Medical Education.
Meeting Schedule and Administration
Normally meets approximately four 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.
A staff member from the Office of PGME will capture meeting minutes. Minutes will be circulated to all members.
Quorum consists of 50% plus one of voting members.
Decisions are typically made by consensus. When consensus does not emerge, decisions will be made by vote, requiring 50% plus one of voting members present to pass.
Lines of Accountability and Communication
This subcommittee:
Takes direction from and acts on behalf of the PGME Committee.
Makes recommendations to the PGME Committee related to policies, new programs, or substantive changes to programs.
Seeks input from the Department Heads and School Directors Advisory Council, as appropriate.
May delegate responsibilities to subcommittees and/or ad hoc groups to make recommendations on, or conduct, specific aspects of the committee’s mandate, for example:
Internal Review (accreditation) Subcommittee
Postgraduate Year 1 Subcommittee
Residency Program Subcommittees (one for each of the programs)
Program Directors Working Group
Representatives of this subcommittee liaise with other academic and administrative committees and advisory councils, as needed.
Responsibilities
This subcommittee:
Acts on behalf of the PGME Committee and seeks approval for decisions related to policies, new programs, and substantive changes to programs.
Approval
This version of these terms of reference has been approved by the Faculty Residency Committee (former name of the PGME Committee) on September 26, 2017.
Version History
Updated August 20, 2015
Approved by Faculty Executive November 18, 2014
Approved by Faculty Residency Committee March 27, 2012
All UBC Faculty of Medicine students, trainees, staff, and faculty should feel respected and behave respectfully towards each other and towards partners and the public when learning and working in education, research, and administration environments.
We acknowledge and appreciate that in general Faculty of Medicine environments are respectful. Nevertheless, we also acknowledge that there is room for improvement in the ways that we prevent and address disrespectful interactions, harassment, and assault.
As such, the purpose of this task force is to:
Recommend to the Dean and to the Faculty Executive Committee specific activities and initiatives that the Faculty of Medicine can undertake to actively create and maintain respectful learning and working environments for students, trainees, staff, and faculty.
Composition
This task force is composed of ex officio and appointed members.
Ex officio
Executive Vice Dean (chair) (1)
Senior Advisor to the Dean, Professionalism (1)
Executive Director, Faculty Affairs (1)
Executive Director, Communications (1)
Senior Director, Education Programs and Services (1)
Manager, Indigenous Student Initiatives (1)
Appointed
One Provost’s Appointee member (1)
Three Department Heads/School Directors, one of which is also a clinical lead (3)
One Regional Associate Dean (1)
Three faculty/staff members, one from each of staff, faculty, and clinical faculty (3)
Four student/trainee members, one from each of the following categories: MD program, PGME programs, Health Professions programs, and Graduate and Postdoctoral Education programs (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.
The Provost’s Appointee is appointed by the Provost. Other appointed members are appointed by the Dean, Faculty of Medicine.
Term
Ex officio members are members as long as they hold their administrative appointment.
Appointed members are appointed for the duration of the task force’s work.
Chair
Chaired by the Executive Vice Dean.
Meeting Schedule and Administration
Meets as frequently as necessary in order to accomplish the mandate within the timeframe, likely monthly.
All members are expected to attend all meetings in person or via videoconference or phone.
A staff member will capture meeting notes. Notes will be circulated to all members.
Meetings will normally be rescheduled if fewer than half of the members can attend.
This task force provides recommendations based on the input of all members. Members typically reach consensus on those recommendations, but may convey multiple perspectives if consensus does not emerge.
Lines of Accountability and Communication
This task force:
Is accountable to the Dean and makes recommendations to the Dean and to the Faculty Executive Committee.
Provides status updates at the Dean’s Executive Advisory Council and the Faculty Executive Committee, as needed.
Representatives of this task force liaise with other academic and administrative committees and advisory councils, as needed.
Scope of Work
There are two main components to creating and sustaining respectful environments: prevention of disrespectful behaviour and reporting/response mechanisms.
The task force will focus on the scope of work related to prevention:
Assess the Faculty of Medicine’s learning and working environments in educational, research, and administrative contexts. This involves:
Reviewing available assessments to understand the current context of learning and working environments (to be provided); and
Gathering any additional information that may be necessary and not already available, if needed.
Assess current approaches to creating and sustaining respectful environments within the Faculty of Medicine, and draw on related resources and best practices from UBC and other relevant organizations. This involves:
Reviewing existing policies, procedures, guidelines, statements, and other tools or initiatives that are intended to create and sustain respectful environments (to be provided);
Identifying related resources and best practices from other sources outside the Faculty of Medicine, including other institutions, that could be incorporated;
Identify opportunities for improvement in our existing approaches, as well as new approaches to advance the purpose; and
If and where possible, pilot or test interventions to determine if useful for confirming recommendations.
Analysing the current state of working and learning environments and opportunities for improvement;
Considering best practices from other institutions;
Developing specific, actionable recommendations for the Faculty of Medicine to enhance its approach to creating and sustaining respectful environments;
Determining who (individual or group) is best placed to lead implementation of each recommendation;
Sequencing and prioritizing the recommendations;
Writing a recommendations report that explains and makes the case for each recommendation and includes the recommended lead and priority/sequence for implementation of each recommendation;
Presenting the draft recommendations report to the Dean’s Executive Advisory Council and to the Faculty Executive Committee for discussion and feedback;
Incorporating feedback as needed; and
Presenting a final recommendations report to the Dean for approval at a Dean’s Executive Advisory Council meeting and to the Faculty Executive Committee.
Parallel Activities
Within the area of prevention, the following work will be done and provided to the task force to support its work:
Gathering available learning and working environment assessments from students, trainees, staff, and faculty.
Conducting a survey of faculty and staff that provides more specific information than is available through the Workplace Engagement Survey.
Gathering existing policies, procedures, guidelines, etc. related to creating and sustaining respectful environments within the Faculty of Medicine.
The task force’s scope of work will focus on the prevention aspect of creating and sustaining respectful environments. Work related to improving our reporting and response mechanisms and processes will be done in parallel with the work of the task force.
Timeframe
The task force is expected to complete its work within one year.
Resources
Completing this work within the allocated timeframe will require project management and analysis resources to be assigned to support the task force members. Appropriate internal or external resources will be assigned before the task force starts meeting.
Approval
This version (Final-v1c) of these terms of reference has been approved by the Dean on September 12, 2019.
Version History
Version Final-v1b was approved by the Executive Vice Dean acting as the Dean on March 18, 2019.
Version Final-v1a was approved by the Dean at the Dean’s Executive Advisory Council on November 14, 2018.
Advise the Dean, UBC Faculty of Medicine (FoM) and the President, Medical Alumni Association (MAA) on the operation, maintenance, and development of social, recreational facilities for students, residents (trainees), and graduates of the UBC FoM, based on input from all stakeholders of the Medical Student and Alumni Centres (MSACs).
Support discussions with Health Authorities, students, trainees, alumni, the University, and other funding sources with the objective of equitable provision and maintenance of social and recreational facilities and lounges at designated FoM educational sites for students, residents, and alumni.
Composition
This advisory council is made up of ex officio and appointed members.
The Faculty of Medicine’s and the MAA’s commitment to equitable and diverse membership on its committees and advisory councils guides its nomination and selection process.
Ex-officio
Dean, Faculty of Medicine, or delegate (1)
Regional Associate Dean, Interior (1)
Regional Associate Dean, Northern BC (1)
Regional Associate Dean, Vancouver Fraser (1)
Regional Associate Dean, Vancouver Island (1)
Associate Dean, Fraser (1)
Associate Director, Alumni Engagement (1)
Operations and Events Manager, MSACs (1)
President, Medical Alumni Association (1)
Past President, Medical Alumni Association (1)
President, Medical Undergraduate Society (1)
Past President, Medical Undergraduate Society (1)
Current MUS Faculty Advisor(s) (1 or 2)
MSAC Advisor, MAA Board (1)
Resident Representative, MAA Board (1)
Site Leads, MUS (3)
Alumni Representatives, MAA Board from Fraser, Interior, Northern BC, Vancouver, and Vancouver Island (5)
Appointed
Up to 2 advisors from the UBC MD Alumni Community (0-2)
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.
Appointed members are appointed by consensus between the Dean, UBC FoM and the President, MAA through the annual process initiated by the Dean’s Office.
Term
Ex officio members are members as long as they hold their administrative appointment.
Appointed members are members for a two-year term and are eligible for up to three renewals.
Chair
The chair will be appointed by consensus between the Dean, UBC FoM and the President, MAA from the ex officio membership. In the case where consensus cannot be reached, the advisory council will vote to elect a chair.
Meeting Schedule and Administration
Usually meets approximately twice a year, or up to every quarter as needed, and at the call of the chair.
The Operations and Events Manager, MSACs, will capture meeting minutes. Minutes will be circulated to all members.
Meetings will normally be cancelled if fewer than half of members can attend.
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.
Although the advisory council does not make formal decisions, the chair may call a vote to further clarify the advice the council is providing. Notwithstanding the outcome of a vote, differing perspectives are also recognized as part of the advice for consideration.
Lines of Accountability and Communication
This advisory council:
Provides advice to the Dean, UBC FoM (or delegate) on issues relating to the UBC FoM and to the President, MAA on issues relating to the MAA.
Provides an annual report to the Dean, UBC FoM and to the President, MAA.
Provides support and counsel to the Operations and Events Manager, MSACs.
Representatives of this advisory council liaise with other academic and administrative committees and advisory councils, as needed.
Responsibilities
This advisory council:
Gathers feedback from stakeholders, in particular students, trainees, and alumni of the UBC FoM, regarding the MSACs.
Provides advice based on that feedback in order to support the ongoing, effective, and efficient functioning of social and recreational facilities for medical students, trainees, and alumni use at each medical program site.
Balances risks and opportunities when providing advice to the Dean, UBC FoM and the President, MAA.
Maintains awareness of evolving MSACs user needs.
Provides advice on identification and resolution of issues that impede effective service delivery.
Provides advice regarding the prioritization of major initiatives related to MSACs.
Reviews its terms of reference on an annual basis and recommends changes to the Dean, UBC FoM and the President, MAA.
Approval
This version of these terms of reference has been endorsed by the MSAC Advisory Council on January 15, 2019. It has been approved by the Dean, UBC Faculty of Medicine and the President, UBC Medical Alumni Association on February 27, 2019.
Version History
The conceptual MSAC management structure including the original version of this body was approved by Faculty Executive on October 15, 2002.
Advise the Dean on Faculty-wide administrative matters related to represented committees and portfolios.
Support the Dean’s decision making process with diverse perspectives from across the Faculty’s administrative functions.
Enable information to flow among portfolios and inform members about activities and decisions in other areas.
Composition
This advisory council is made up of ex officio 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.
Ex officio
Dean, Faculty of Medicine (chair) (1)
Executive Vice Dean (1)
Vice Dean, Health Engagement (1)
Executive Associate Deans (2)
Associate Dean, Health Professions (1)
Executive Director, Communications (1)
Executive Director, Development & Alumni Engagement (1)
Executive Director, Faculty Affairs (1)
Executive Director, Finance & Operations (1)
Special Advisor, Government Relations (1)
Elected
One Regional Associate Dean (1)
One Department Head/School Director (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. Elected members are elected by their peers through the annual process initiated by the Dean’s Office.
Term
Ex officio members are members as long as they hold their administrative appointment. Elected members are members for a one-year term.
Chair
Chaired by the Dean, Faculty of Medicine. The Executive Vice Dean is the alternate chair, as needed.
Meeting Schedule and Administration
Normally meets approximately every week and 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 the Dean will capture meeting minutes. Minutes 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
Meetings will normally be cancelled if fewer than half of members can attend. 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 Dean will consider the advisory council’s advice when making a decision, either in the meeting our outside of the meeting.
Lines of Accountability and Communication
This advisory council:
Provides advice to the Dean, Faculty of Medicine.
Reviews and provides feedback on recommendations made by other committees to the Dean.
Representatives of this advisory council liaise with other academic and administrative committees and advisory councils, as needed.
Responsibilities
This advisory council:
Reviews and provides feedback on recommendations from other committees to the Dean, as needed.
Provides advice to the Dean in support of the Dean’s role and mandate. Dean’s Executive Advisory Council September 4, 2019 – Final-v2a Page 3 of 3
Provides a forum for communication of issues that affect individual members and portfolios.
Reviews its terms of reference on an approximately annual basis and recommends updates to the Dean, as needed.
Approval
This version of these terms of reference has been approved by the Dean on September 4, 2019
Version History
Approved by the Dean on September 4, 2019.
Approved by the Faculty Executive Committee on September 26, 2017, and by the Faculty of Medicine (Full Faculty) on November 14, 2017.
Advise the Dean on matters related to Clinical Faculty members.
Engage representatives of the Clinical Faculty community from across the province and across Faculty of Medicine programs to enhance the vital partnership between Clinical Faculty and the Faculty of Medicine.
Provide a multi-way communication forum among Clinical Faculty representatives and the Faculty of Medicine.
Facilitate interprofessional collaboration among Clinical Faculty representatives from across the Faculty of Medicine’s programs.
Assist the Clinical Faculty Affairs function through advice to the Director, Clinical Faculty Affairs.
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.
Ex officio
Director, Clinical Faculty Affairs (chair) (1)
Executive Director, Faculty Affairs (1)
Elected
One clinical faculty member from each of the following: (20)
Department of Anesthesiology, Pharmacology and Therapeutics
Department of Dermatology & Skin Science
Department of Emergency Medicine
Department of Family Practice, MD Programs
Department of Family Practice, Midwifery Program
Department of Medical Genetics
Department of Medicine
Department of Obstetrics and Gynaecology
Department of Occupational Science and Occupational Therapy
Department of Ophthalmology and Visual Science
Department of Orthopaedics
Department of Pathology and Laboratory Medicine
Department of Pediatrics
Department of Physical Therapy
Department of Psychiatry
Department of Radiology
Department of Surgery
Department of Urologic Sciences
School of Audiology and Speech Sciences
School of Population and Public Health
Appointed
Two clinical Department Heads/School Directors or designates (2)
One member from the Island Medical Program (1)
One member from the Northern Medical Program (1)
One member from the Southern Medical Program (1)
One member from the Vancouver Fraser Medical Program (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.
Appointed regional medical program representatives are appointed by their Regional Associate Dean through the annual process initiated by the Dean’s Office.
Appointed clinical Department Heads/School Directors are appointed by the Dean through the annual process initiated by the Dean’s Office.
Elected members are elected by their peers through the annual process initiated by the Dean’s Office.
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.
Elected members are members for a three-year term and are eligible for renewal.
Chair
Chaired by the Director, Clinical Faculty Affairs.
Meeting Schedule and Administration
Normally meets approximately every two months and 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 Clinical Faculty Affairs will capture meeting minutes. Minutes will be circulated to all members.
Minutes of meetings are confidential and are retained by the Office of Clinical Faculty Affairs.
Meetings will normally be cancelled if fewer than half of members can attend.
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.
Lines of Accountability and Communication
This advisory council:
Provides advice to the Dean.
Provides an annual report summarizing the year’s activities to the Faculty Executive Committee.
Serves as a communication forum between Clinical Faculty members and the Faculty of Medicine.
Seeks input from the Department Heads and School Directors Committee, as appropriate.
Representatives of this advisory council liaise with other academic and administrative committees and advisory councils, as needed.
Responsibilities
This advisory council:
Represents the interests of Clinical Faculty across the province.
Works to foster and promote career development initiatives and opportunities for Clinical Faculty.
Identifies issues of concern to Clinical Faculty and to develop and recommend actions to address.
Supports the interprofessional mandate of the Faculty of Medicine by hearing and considering perspectives from all Faulty of Medicine programs.
Communicates information on relevant Faculty of Medicine initiatives to Clinical Faculty members in their Departments/Schools/Programs.
Discusses academic and administrative changes arising in the Faculty of Medicine, considers the potential impacts of them on Clinical Faculty, and gathers input from Clinical Faculty regarding that potential impact.
Approval
This version of these terms of reference has been approved by the Faculty Executive Committee on September 26, 2017, and by the Faculty of Medicine (Full Faculty) on November 14, 2017.
Version History
The terms of reference for the former Clinical Faculty Affairs Committee were approved by Faculty Executive on:
Review student appeals on academic standing referred by the Dean and to make recommendations to the Dean regarding the disposition of the appeal. The committee will review information relevant to the issues raised in the appeal before making a recommendation to the Dean.
The committee will confine itself solely to questions arising from the grounds of appeal set out in these terms of reference, including the procedure in the appendix. The committee may not substitute its academic judgment for that of the faculty on the basis that, on the evidence, the committee would have reached a different conclusion.
Composition
This committee 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
Executive Associate Dean, Education (chair) (1)
Executive Associate Dean, Clinical Partnerships and Professionalism or alternate appointed by the chair (1)
Appointed
One Department Head/School Director (1)
In the event a committee composed of these individuals cannot be constituted in a timely manner the chair may appoint a senior faculty member as an alternative committee member.
Appointment Process
Ex officio members are members by virtue of their administrative appointment.
Appointed members are appointed by the Dean through the annual process initiated by the Dean’s Office.
Term
Ex officio members are members as long as they hold their administrative appointment.
Appointed members are members for the duration of the appeal process in which they were called to participate.
Chair
Chaired by the Executive Associate Dean, Education, or designate.
Meeting Schedule and Administration
Meets at the call of the chair, as needed.
Quorum and Decision Making Process
Quorum consists of all voting members.
Decisions are made by vote, requiring 50% plus one of voting members present to pass.
Lines of Accountability and Communication
This committee:
Makes recommendations to the Dean.
Receives information from the decision maker and student.
Responsibilities
This committee:
Follows the Appeal Process for Appeals on Academic Standing for Undergraduate Medicine, Undergraduate Medical Laboratory Sciences, and Midwifery Programs in the Faculty of Medicine (see the Appendix).
Approval
This version of these terms of reference, including the appendix, has been approved by the Faculty Executive Committee on September 26, 2017, and by the Faculty of Medicine (Full Faculty) on November 14, 2017.
Version History
Minor revisions: August 19, 2013; September 10, 2015
Approved by Faculty Executive: May 15, 2012, effective June 1, 2012
Minor revisions: August 18, 2011; February 10, March 15, May 10, 2012
Created January 23, 2008
Appendix: Appeal Process for Appeals on Academic Standing for Undergraduate Medicine, Undergraduate Medical Laboratory Sciences, and Midwifery Programs in the Faculty of Medicine
This document establishes the appeal process for appeals on Academic Standing for students in undergraduate medicine; undergraduate medical laboratory sciences; and midwifery programs in the Faculty of Medicine. Every effort will be made to decide student appeals under this policy in a timely manner.
Initiating an Appeal
All appeals on academic standing for students in undergraduate medicine; undergraduate medical laboratory sciences; and midwifery programs in the Faculty of Medicine are made to the Dean. The student must forward a letter of appeal to the Dean identifying the decision under appeal and clearly setting out the grounds of appeal in accordance with this Policy. The letter of appeal must include any documents in support of the appeal that the student wishes to be considered. The student’s letter of appeal must be received in the Dean’s office within 10 days of the decision the student wishes to appeal.
The Dean, or delegate, will review the letter of appeal to determine whether the appeal is based on one of the grounds of appeal set out in this Policy. If the Dean, or delegate, determines that the appeal is not based on a ground of appeal set out in this policy then the Dean may dismiss the appeal.
If the Dean, or delegate, determines that the appeal is based on one of the permissible grounds of appeal set out in this Policy then the Dean will refer the appeal to a committee (“committee”) which will be chaired by the Executive Associate Dean Education (“Chair”) or designate.
Grounds for Appeal
A decision on academic standing reflects the assessment of faculty as to whether a student has met the academic standards of his or her undergraduate program. It is a decision determined through the exercise of academic judgment in the evaluation process utilized by the undergraduate program.
A student may appeal a decision on academic standing only on the following grounds:
The decision is inconsistent with the policies for evaluation and promotion adopted by the undergraduate program;
The decision did not take into account all relevant evidence or relied on irrelevant evidence;
The decision is based on an arbitrary or discriminatory exercise of academic judgment by the faculty or program.
In rare circumstances a student may appeal a decision on the basis of additional mitigating evidence that was not known to the student, and not available to the decision maker, at the time the decision was made.
A student may not appeal a decision solely on the basis that the student does not agree with the application of an evaluation or promotions policy or with the academic judgment of faculty.
Committee Meeting
The committee will notify the decision maker (e.g.: Chair of Student Promotions and Review Board, head of program or school) of the request for appeal and will provide the decision maker with a copy of the letter of appeal. The decision maker may be asked to provide a written response to the matters raised in the appeal. A copy of any written response provided by the decision maker will be provided to the student and the student will be allowed to respond either in writing or orally during the meeting with the committee.
The committee will review all materials relevant to the decision under appeal and the grounds of appeal including any applicable evaluation or promotions policies, the student’s academic record, any applicable narrative assessments and any faculty committee minutes relevant to the decision under appeal.
The committee will schedule a meeting with the student to discuss the appeal and to attempt to resolve the dispute. At the discretion of the Chair the decision maker may also be invited to attend this meeting. Neither the student nor the decision maker will be represented by legal counsel at this meeting. However, the student may be accompanied by a support person. This meeting could be arranged through videoconferencing as appropriate.
Either before or during the meeting with the student the committee may request additional information, oral or written, related to the decision or the grounds of appeal. All such additional information will be shared with the student and the decision maker and they will be given an opportunity to respond to the additional information.
After consideration of all information relevant to the appeal the committee will make a recommendation to the Dean with respect to the disposition of the appeal based on a majority vote of the committee members who reviewed the appeal,
The decision and recommendation of the committee will be provided to the Dean in writing.
The committee may recommend that the decision be overturned, modified with specific directions or upheld as written.
Decision of the Dean
Upon receipt of the recommendation of the committee the Dean may request additional information from the student or the decision maker before making a final decision. Any additional information provided in response to a request from the Dean will be provided to the student or faculty and they will have an opportunity to respond to the information.
The Dean will make the final decision regarding the disposition of the appeal after consideration of the committee’s recommendation and of any additional information provided in response to the Dean’s request under the preceding paragraph.
The Dean will notify the student of the final decision in writing at the earliest opportunity.
A student may appeal the decision of the Dean to the Senate Committee on Academic Standing. Information on how to bring an appeal to the Senate Committee is available in the UBC calendar.
Student Academic Appeals Process Flow Diagrams
The following diagrams supplement the process described above.
