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Facilities & Capital Planning Committee — Terms of Reference

Facilities & Capital Planning Committee — Terms of Reference

September 15, 2022

Purpose and Authority

The purpose of this committee is to:

  • Recommend to the Dean the allocation and utilization of occupied space, plans for future space needs including development of new facilities, and measures to ensure space sustainability.
  • Ensure that the Faculty’s facilities strategically support its mission and priorities.
  • Guide the Faculty’s Facilities and Capital Planning function through advice to the Director, Space Planning and Facilities Management.

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

  • Vice Dean, Academic (co-chair) (1)
  • Managing Director (co-chair) (1)
  • Vice Dean, Research
  • Director, Space Planning and Facilities Management (1)

Appointed

  • Two members from Education (2), that shall include:
    • Chair of the Clinical Education Facilities Subcommittee (1)
  • Two members from Research (2), that shall include:
    • Associate Dean (1)
    • Department Head (1)
  • Administrative staff (2), at least one of whom is primarily located off UBCV campus

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 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 a three-year term and are eligible for renewal.

Chair

Co-chaired by the Vice Dean, Academic and the Managing Director.

Meeting Schedule and Administration

Normally meets approximately every three months and at the call of the co-chairs.

All members are expected to attend all meetings in person or via videoconference or phone.

A staff member from the Managing Director’s Office 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

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 committee:

  • Reports and makes recommendations to the Dean.
  • Provides an annual report summarizing the year’s activities to the Faculty Executive Committee, for information.
  • Seeks input from the Department Heads and School Directors Committee before presenting recommendations to the Dean, 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.

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

Responsibilities

This committee:

  1. Plans for new physical space as requirements change, and considers anticipated future requirements in long-term planning.
  2. Allocates and manages utilization of occupied space, including identifying space utilization benchmarks and increasing consistency.
  3. Ensures relevant Faculty and University policies are applied consistently.
  4. Ensures space sustainability, including revitalization of space when needed and Technology Enabled Learning Capital Renewal.
  5. Manages and maintains Health Authority and University relationships related to space, and influencing space upgrades done by the University and Health Authorities.
  6. Supports allocation of funds for other minor upgrades.
  7. Ensures compliance with UBC Policy FM11 related to facilities expenses, by seeking approval at the appropriate level depending on the estimated total cost of a project.
  8. Adheres to the FoM General Responsibilities of Standing Committees.

Approval

This version of these terms of reference has been approved by the Dean, UBC Faculty of Medicine through the Dean’s Executive Committee on December 2, 2020.

Version History

  • Updated and accepted by FCPC on September 29, 2020.
  • Approved by the UBC FoM Full Faculty on November 14, 2017.
  • Approved by the UBC FoM Faculty Executive Committee on September 26, 2017.

Read more: Committees

Department Heads & School Directors Committee — Terms of Reference

September 15, 2022

Purpose and Authority

The purpose of this committee is to:

  • Recommend to the Faculty Executive Committee feedback on matters arising from other academic committees or units, particularly as they pertain to the academic responsibilities and functions of departments and schools, and provide innovative and collaborative thought leadership.
  • Recommend to the Dean feedback on matters arising from other administrative committees or units, particularly as they pertain to the administrative responsibilities and functions of departments and schools, and provide innovative and collaborative thought leadership.

Composition

This committee is made up of ex officio members:

  • Dean, Faculty of Medicine (chair) (1)
  • Executive Vice Dean (1)
  • Executive Associate Deans (3)
  • Department Heads and School Directors (22)
  • Regional Associate Deans (4)
  • Associate Dean, Health Professions (1)
  • Executive Director, Communications (1)
  • Executive Director, Development and Alumni Engagement (1)
  • Executive Director, Faculty Affairs (1)
  • Executive Director, Finance & Operations (1)
  • Special Advisor, Government Relations (1)

Guests may be invited to join specific meetings or portions of specific meetings at the chair’s discretion.

Appointment Process

Ex officio members are members by virtue of their administrative appointment.

Term

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

Chair

Chaired by the Dean, Faculty of Medicine. The Executive Vice Dean is the alternate chair, as needed.

Meeting Schedule and Administration

Normally meets approximately every month 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 committee provides recommendations and advice based on the input of all members. Members typically reach consensus, but may convey multiple perspectives if consensus does not emerge.

Lines of Accountability and Communication

This committee:

  • Provides recommendations and advice to the Faculty Executive Committee and to the Dean.
  • Reviews and recommends feedback on recommendations made by other committees to the Faculty Executive Committee and to the Dean.
  • Meets with other individuals or groups for discussion of issues of mutual importance.

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

Responsibilities

This committee:

  1. Ensures that Department Heads and School Directors have the opportunity to provide recommendations, feedback, and input regarding substantive academic and administrative business arising.
  2. Reviews and recommends feedback on recommendations from other academic committees to the Faculty Executive Committee, before they are presented to the Faculty Executive Committee, as needed.
  3. Reviews and recommends feedback on recommendations from other administrative committees to the Dean, before they are presented to the Dean, as needed.
  4. Provides a forum for departments and schools to bring issues for discussion.
  5. Invites members who are also members of other committees and advisory councils to bring information for discussion and input.
  6. Reviews its terms of reference on an approximately annual basis and recommends updates to the Dean, as needed.
  7. Adheres to the FoM General Responsibilities of Standing Committees.

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

  • Approved by Faculty Executive on November 18, 2014
  • Membership updated on November 1, 2010
  • Approved by Faculty Executive on May 19, 2009
  • Approved by Faculty Executive on August 19, 2003

Read more: Committees

UGME Subcommittee structure video

September 14, 2022

Click here for a diagram of the structure with links to terms of reference for the subcommittees and advisory councils.

UBC Faculty of Medicine Undergraduate Medical Education Subcommittee Structure from UBC MedIT on Vimeo.

Note: Student Affairs collaborates with the UGME Committee, but is purposefully distinct from the UGME program. The Student Affairs Advisory Council advises the Associate Dean, MD Student Affairs, who reports directly to the Executive Associate Dean, Education.

See a diagram of the UGME Subcommittee structure here.

Read more: Committees

Undergraduate Medical Education Committee (UGMEC)

September 14, 2022

UGME Subcommittee Structure

UGMEC Governance Structure

Video

UGME Committee – Terms of Reference

Purpose and Authority

The purpose of this committee is to:

  • Oversee the MD undergraduate program (MDUP), maintaining authority and responsibility for the overall curriculum design, management, integration, evaluation, and enhancement of a coherent and coordinated medical curriculum and program across all sites.
  • Approve MDUP initiatives and recommend to the Faculty Executive Committee initiatives also requiring Full Faculty and Senate approval.
  • Ensure that the current MDUP and any future changes meet or exceed accreditation standards and can be feasibly implemented at all sites in a way that maintains comparability.
  • Ensure educational objectives and exit competencies are being achieved and promote a positive learning environment.

Composition

This committee is composed 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

  • Associate Dean, Undergraduate Medical Education (chair) (1)
  • Vice-Dean, Education (1)
  • Assistant Dean, Postgraduate Medical Education (1)
  • Senior Director, Education Programs and Services (1)
  • Regional Associate Deans (4)
  • Associate Dean, Fraser (1)
  • Associate Dean, Student Affairs (1)
  • Assistant Dean, Admissions (1)
  • UGME Director of Student Assessment (1)
  • UGME Director of Curriculum (1)
  • UGME Associate Director of Curriculum, Years 1&2 (1)
  • UGME Associate Director of Curriculum, Years 3&4 (1)
  • Chair, Student Promotion and Review Board (1)

Elected

  • Four Department Heads/School Directors (4)
  • Two faculty members (one from each of foundational science and clinical disciplines) (2)

Appointed

  • Four clinical faculty members (ensuring at least one from each program site) (4)
  • Four MD students (ensuring at least one from each year and each program site) (4)

Non-voting

Ex officio

  • Associate Dean, Faculty Development (1)
  • Faculty Lead, Quality Improvement and Accreditation (1)
  • Director, Evaluation Studies (1)
  • Administrative Manager, Fraser (1)
  • Chair, Library Subcommittee (1)
  • President, Medical Undergraduate Society, or delegate (1)

Appointed

  • One member from Digital Solutions (1)
  • One Administrative Director, rotating yearly among NMP, SMP, IMP, and VFMP (1)

Corresponding Members

  • Five Assistant Deans (5)
  • Chair, Policy Advisory Subcommittee (1)
  • Administrative Director, Office of the Vice Dean, Education (1)
  • Senior Manager, Provincial Learner Assessment Team (1)
  • Senior Project Manager, Education Planning Coordination Unit (1)
  • Director, Teacher Assessment (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.

Appointed student members are appointed by the Medical Undergraduate Society (MUS) upon request from the Faculty of Medicine.

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

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

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

Chair

Chaired by the Associate Dean, UGME.

Meeting Schedule and Administration

Normally meets approximately every month 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 Associate Dean, UGME will capture meeting minutes. Minutes will be circulated to all members, as well as to the Medical Undergraduate Society President.

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

Lines of Accountability and Communication

This committee:

  • Presents an annual report summarizing the year’s activities to the Faculty Executive Committee.
  • Seeks advice from the Regional and Resource Advisory Council regarding feasibility based on resource availability, operability, and ability to implement in a way that maintains comparability across sites.
  • Seeks input from the Department Heads and School Directors Committee before presenting recommendations to the Faculty Executive Committee, as appropriate.
  • Makes recommendations to the Faculty Executive Committee regarding decisions that also require Full Faculty and Senate approval.
  • May delegate responsibilities to subcommittees and/or a task force or working group to make recommendations on, or conduct, specific aspects of the committee’s mandate.
  • Receives regular reports and recommendations from all of its subcommittees.

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

Responsibilities

This committee:

General

  1. Is responsible for integrated institutional oversight of the MDUP and curriculum. Delegates operational responsibilities to subcommittees, which report regularly to the UGME Committee. Approves terms of reference for all of its subcommittees [8.1].
  2. Provides the common vision and oversees the strategic planning, policy development, implementation, management, and evaluation of the distributed MDUP.
  3. Establishes and regularly reviews and approves policies for UGME [1.3].
  4. Ensures that there is a communication strategy in place that allows UGME stakeholders easy and timely access to pertinent program information.
  5. Reviews its terms of reference on an approximately annual basis and recommends changes to the Faculty Executive Committee, as needed.
  6. Adheres to the FoM General Responsibilities of Standing Committees.

Curricular Management

  1. Oversees the process for curriculum design, review, revision, and monitoring for gaps and redundancies.
  2. Maintains independent oversight, authority, responsibility, and ownership of curriculum design, management, integration, evaluation, and enhancement across all sites.
  3. Reviews, approves, and recommends to the Faculty Executive Committee new courses and/or substantive changes to the MDUP that require Full Faculty and Senate approval.
  4. Approves and oversees the process and criteria for analyzing substantial changes to the curriculum that will have an impact on current and future students, finances, and resources.
  5. Centrally oversees education, curriculum content, and assessment at all sites to ensure comparability is maintained across all four years and all sites [8.7].
  6. Ensures the overall educational objectives and exit competencies of the MDUP are supported by the course and clerkship learning objectives, and are being disseminated and achieved [8.2, 6.1].
  7. Oversees and reviews periodically, the objectives, content, pedagogy, and exit competencies of the MDUP curriculum and the implementation of pertinent changes [8.3].
  8. Through the appropriate individuals and subcommittees, is responsible for the detail of integrated design, content, sequencing, learning objectives for each required learning experience, instructional methods and evaluation of the individual learning experiences [8.3].

Student Assessment and Advancement

  1. Oversees the process that ensures student assessment is appropriately matched to curricular objectives and aligned with exit competencies [9.6].
  2. Regularly reviews the quality of student assessment, provides direction and feedback to the appropriate individual or subcommittee, and recommends to the Faculty Executive Committee any substantive changes to student assessment requiring Full Faculty and Senate approval [9.4].
  3. In collaboration with the Student Promotion and Review Board, ensures there is in place a fair and formal process for the assessment, advancement, and graduation of medical students, as well as for disciplinary actions [9.9].
  4. Reviews the process by which student scholarships and awards are assigned. Receives and reviews an annual summary of award funding from Student Affairs.

Teacher Assessment and Support

  1. Reviews aggregate teacher assessment data and reports from the Office of Faculty Development
    to ensure teaching in the MDUP is of high quality [8.3].
  2. Collaborates with the Office of Faculty Development to enhance and improve the quality of
    faculty and resident teaching and assessment skills, including the Residents as Teachers program [9.1].

Resource/Risk Management

  1. Considers resource requirements and implementation feasibility, based on advice from the Regional and Resource Advisory Council, before approving or advancing any proposal. Does not proceed with any proposal that is not feasible from a regional, operability, or resource perspective, unless the proposal also includes a reasonable path to make it feasible (e.g., a new funding source).
  2. Monitors educational resources and infrastructure in collaboration with the Faculty of Medicine Clinical Education Facilities Subcommittee.
  3. Establishes and oversees a process for regular identification and resolution of key risks, considers impact on overall risk of all proposals, oversees the development of contingency plans, and ensures a structure is in place for communicating and resolving areas of risk with the appropriate internal and external stakeholders.

Quality Improvement Management

  1. Oversees the quality improvement program for UGME and ensures recommendations for improvement are implemented, in partnership with the Office of the Associate Dean, UGME [8.4, 8.5].
  2. Ensures that the MDUP meets or exceeds all accreditation standards, considers impact on accreditation of all proposals, and oversees the development of accreditation documentation and preparation for internal and external reviews and site visits.
  3. Oversees the development and implementation of action plans to address recommendations from accreditors.
  4. Reviews and approves evaluation reports on the MDUP and ensures program improvement recommendations are implemented by the appropriate individual, group, or subcommittee [8.4].
  5. Encourages and fosters innovation in the MDUP and in the dissemination of related data and findings. Approves and receives status reports on any new learning initiatives and pilots including opportunities for system and technological improvements.

Learning Environment

  1. Promotes a positive learning environment in all components of the MDUP and at all sites, by ensuring that all participants are aware of the policies and standards governing faculty/staff/students’ behaviours and interactions: UBC Respectful Environment Statement for Student, Faculty and Staff, and the Faculty of Medicine “Professional Standards” document [3.5].
  2. In collaboration with Student Affairs, ensures there is in place an effective system of academic and career advising [11.1].

Approval

This version of these terms of reference has been approved by the Faculty Executive Committee on January 14, 2025.

Version History

Terms of reference for the UGME Committee (formerly the Medical Undergraduate Education Committee) were:

  • Approved by Faculty of Medicine Faculty Executive Committee on January 14, 2025
  • Approved by UGMEC on December 16, 2024
  • Approved by UGMEC on August 21, 2023
  • Approved by Faculty Executive Committee on November 8, 2022
  • Revised by UGMEC on August 15, 2022
  • Approved by Faculty Executive Committee on September 14, 2021
  • Revised by UGMEC on August 16, 2021
  • Approved by Faculty Executive Committee on September 17, 2019
  • Updates endorsed by UGMEC on June 17, 2019
  • Updates endorsed by UGMEC on April 23, 2018
  • Approved by the Faculty of Medicine (Full Faculty) on November 14, 2017
  • Approved by the Faculty Executive Committee on September 26, 2017
  • Approved by Undergraduate Medical Education Executive on March 8, 2016
  • Revised on November 5, 2015
  • Received by Faculty Executive on September 15, 2015
  • Approved by the Medical Undergraduate Regional Executive on July 28, 2015
  • Approved by the Medical Undergraduate Regional Executive on February 24, 2015

Read more: Committees

Research Committee — Terms of Reference

September 14, 2022

Purpose and Authority

The purpose of this committee is to:

  • Recommend to the Faculty Executive Committee research-related initiatives requiring Full Faculty and Senate approval.
  • Guide the execution of the Faculty’s strategic research direction and mandate, in accordance with applicable policies.
  • Exchange information about new research and internal/external partnership opportunities, and coordinate the Faculty’s response to those opportunities.

Composition

This committee 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

  • Vice Dean, Research (chair) (1)
  • Director, Research (1)
  • Regional Associate Deans, or delegates (4)
  • Assistant and Associate Deans, Research or equivalent(8) 
  • Assistant Dean, Graduate and Postdoctoral Education (1)
  • Associate Dean, Health Professions (1)

Elected

  • Three Senate- or Faculty-approved Centre/Institute Directors (3)
  • Three Department Heads/School Directors (3)
  • Two early-career faculty members (2)
  • Two mid-career faculty members (2)
  • Five faculty members, with a mix of clinical and laboratory research settings (5)
  • One Research Associate (1)

Appointed

  • Two postdoctoral fellows (2)
  • Two graduate students (2)
  • One MD or MD/PhD student (1)

Non-voting Members

Ex officio

  • Vice Dean, Education (1)
  • Associate Dean, Postgraduate Medical Education (1)
  • Associate Dean, Continuing Professional Development (1)
  • Associate Dean, Undergraduate Medical Education (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.

Appointed MD or MD/PhD students are appointed by the Medical Undergraduate Society at the request of the Dean’s Office.

Other 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.

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

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

Chair

Chaired by the Vice Dean, Research.

Meeting Schedule and Administration

Normally meets approximately every four 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 the Vice Dean, Research 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

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 committee:

  • Presents an annual report summarizing the year’s activities to the Faculty Executive Committee.
  • Seeks input from the Department Heads and School Directors Committee before presenting recommendations to the Faculty Executive Committee, as appropriate.
  • Makes recommendations to the Faculty Executive Committee for decision on behalf of Full Faculty.
  • May delegate responsibilities to subcommittees and/or ad hoc groups to make recommendations on, or conduct, specific aspects of the committee’s mandate.

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

Responsibilities

This committee:

  1. Recommends to the Faculty Executive Committee research-related business requiring Full Faculty or Senate approval.
  2. Receives and reviews strategic plans and discusses priorities/pathways to maximize research productivity.
  3. Provides a dynamic forum for research discussions, funding opportunities, and research policy.
  4. Addresses potential obstacles to research productivity.
  5. Convenes open, university-wide Town Hall meetings around specific research-related topics.
  6. Addresses other research matters that may arise related to, for example, funders of research, inter-Faculty research initiatives, national Faculty of Medicine research initiatives, etc.
  7. Adheres to the FoM General Responsibilities of Standing Committees.

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

  • Minor editorial changes to member titles approved by Research Chair on January 25, 2023.

Read more: Committees

Professional Education Committee — Terms of Reference

September 14, 2022

Purpose and Authority

The purpose of this committee is to:

  • Ensure alignment of professional education activities within the UBC Faculty of Medicine including those from Continuing Professional Development (CPD), Faculty Development, Centre for Health Education Scholarship (CHES), and Office of Education Innovation (OEI).
  • Coordinate CPD, Faculty Development, CHES, and OEI activities to create synergy, awareness, and avoid duplication.
  • Promote the principle of lifelong learning within the Faculty of Medicine, including the continuum of medical and health professions education.
  • Recommend to the Faculty Executive Committee any non-degree professional education activities, as required.

Composition

This committee 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

  • Associate Dean, Continuing Professional Development (rotating chair) (1)
  • Assistant Dean, Faculty Development (rotating chair) (1)
  • Director, Centre for Health Education Scholarship (rotating chair) (1)
  • Academic Director, Education Innovation (rotating chair) (1)
  • Executive Associate Dean, Education (1)
  • Senior Director, Education Programs and Services (1)
  • Executive Director, Faculty Affairs (1)
  • Associate Dean, Postgraduate Medical Education, or delegate (1)
  • Director, Clinical Faculty Affairs (1)

Elected

  • One Department Head/School Director (1)
  • Two faculty members (2)
  • One clinical faculty member (1)

Appointed

  • One Department Head/School Director (ensuring one from each of clinical and foundational science departments/schools, depending on elected Department Head/School Director) (1)
  • Two faculty members (balancing regions, and Undergraduate Medical Education, Postgraduate Medical Education, Health Professions Education, and Graduate/Postdoctoral Education with the elected faculty members) (2)
  • One clinical faculty member (balance regions and disciplines with elected clinical faculty member) (1)
  • One member from a Health Authority (1)
  • One Postgraduate Medical Education resident (1)
  • One graduate student (1)

Non-voting Members

Ex officio

  • Director, Continuing Professional Development (1)
  • Associate Director, Faculty Development (1)
  • Operations Manager, Centre for Health Education Scholarship (1)
  • Operations Manager, Office of Education Innovation (1)
  • Regional Director, Faculty Development (rotating among NMP, SMP, IMP, VFMP) (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.

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.

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

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

Chair

Chaired by one of the following and rotates annually.

  • Associate Dean, Continuing Professional Development
  • Assistant Dean, Faculty Development
  • Director, Centre for Health Education Scholarship
  • Academic Director, Education Innovation.

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 the current chair will capture meeting minutes. Minutes will be circulated to all members.

The four offices have varying capacity to provide administrative support and so may request support from other offices, if needed.

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 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 committee:

  • Presents an annual report summarizing the year’s activities to the Faculty Executive Committee.
  • Seeks input from the Department Heads and School Directors Committee before presenting recommendations to the Faculty Executive Committee, as appropriate.
  • Makes recommendations to the Faculty Executive Committee for decision on behalf of Full Faculty, as needed.
  • May delegate responsibilities to subcommittees and/or ad hoc groups to make recommendations on, or conduct, specific aspects of the committee’s mandate.
  • Enables communication and coordination among CPD, Faculty Development, CHES, and OEI.
  • Liaises with the Organizational Development Committee to identify professional education activities.

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

Responsibilities

This committee:

  1. Identifies needs and priorities for professional education to support faculty in their roles as teachers, researchers, administrators, and service providers, including but not limited to needs related to lifelong learning, competency-based education, continuum of education, simulation, optimizing educational delivery, leadership, mentorship, coaching, programmatic assessment, and program evaluation.
  2. Collaborates with representatives from all sites and programs to develop and implement faculty professional education programs to meet the needs of faculty at all sites.
  3. Identifies opportunities for synergy with Health Authorities and other stakeholders to provide professional education that addresses gaps and avoids duplication of existing programs.
  4. Collaborates with stakeholders to address and enhance evaluation and quality of professional education activities.
  5. Ensures that professional education activities meet faculty, practicing professional, and societal needs.
  6. Identifies and coordinates opportunities for faculty professional education activities, whether through Continuing Professional Development, Faculty Development, the Office of Education Innovation, or the Centre for Health Education Scholarship.
  7. Adheres to the FoM General Responsibilities of Standing Committees.

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

Read more: Committees

Postgraduate Medical Education Committee — Terms of Reference

September 14, 2022

Purpose and Authority

The purpose of this committee is to:

  • Approve PGME initiatives and recommend initiatives to the Faculty Executive Committee and Full faculty, as required.
  • Facilitate governance and oversight of all residency programs (1.3).
  • Support the Associate Dean, Postgraduate Medical Education in planning, organizing, and evaluating all aspects of residency education (1.3.2.2).
  • Advocate for the resources and support needed for the functioning of quality residency programs (2.2).
  • Ensure compliance with the General Standards of Accreditation for Institutions with Residency Programs and General Standards of Accreditation for Residency Programs.

Composition

This committee 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 (1.3.1 & 2.3.1)

  • Associate Dean, Postgraduate Medical Education (chair) (1)
  • Executive Associate Dean, Education (1)
  • Senior Director, Education Programs and Services (1)
  • Assistant Dean, Postgraduate Medical Education (1)
  • Executive Associate Dean, Clinical Partnerships and Professionalism (1)
  • Regional Associate Deans (4)
  • Associate Dean, Continuing Professional Development (1)
  • Associate Dean, Undergraduate Medical Education (1)
  • Director, Clinical Faculty Affairs (1)
  • Director, International Medical Graduate Assessment Program (1)
  • Residency Program Directors, including Basic Clinical Year Program Directors (~75)
  • President, Resident Doctors of BC (1)
  • Administrative Director, Postgraduate Medical Education (1)

Elected

  • Three residents (3)

Appointed

  • One Vice President or equivalent from Fraser Health Authority (1)
  • One Vice President or equivalent from Interior Health Authority (1)
  • One Vice President or equivalent from Northern Health Authority (1)
  • One Vice President or equivalent from Provincial Health Services Authority (1)
  • One Vice President or equivalent from Providence Health Care (Vancouver Coastal Health) (1)
  • One Vice President or equivalent from Vancouver Hospital (Vancouver Coastal Health) (1)
  • One Vice President or equivalent from Vancouver Island Health Authority (1)

Non-voting Members

Ex officio

  • Faculty Lead, Accreditation (1)
  • Faculty Lead, Competency-based Education (1)
  • Faculty Lead, Transition into Practice (1)
  • Assistant Dean, Faculty Development (and/or delegate) (1)
  • Director, Evaluation Studies Unit (1)
  • Resident Wellness Office Representative (1)
  • PGME Accreditation and CBME Manager (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 Postgraduate Medical Education.

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.

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

Appointed 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 three times per year and at the call of the chair (1.3.2.3).

All members are expected to attend all meetings in person or via videoconference or phone.

A staff member from the Office of Postgraduate Medical Education 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

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 committee:

  • Presents an annual report summarizing the year’s activities to the Faculty Executive Committee.
  • Seeks input from the Department Heads and School Directors Committee before presenting recommendations to the Faculty Executive Committee, as appropriate.
  • Makes recommendations to the Faculty Executive Committee and Full Faculty, as required.
  • May delegate responsibilities to subcommittees and/or ad hoc groups to make recommendations on, or conduct, specific aspects of the committee’s mandate.
  • Serves as a communication forum between the UBC Faculty of Medicine PGME programs and BC’s Health Authorities, among the UBC Faculty of Medicine education programs, among program directors, and across the continuum of medical education. (2.3.1)

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

Responsibilities

This committee:

  1. Develops, adopts, and disseminates policies and processes for all aspects of residency education at the University of British Columbia (including, but not limited to, policies related to selection, evaluation, promotion, and dismissal of residents in all programs, and policies related to resident safety related to travel and patient encounters), and ensures they are reviewed regularly and updated as needed. (2.1.1)
  2. Facilitates residency programs in meeting the specific standards for the discipline and achieving the Faculty of Medicine’s vision/mission, including its social accountability mandate. (2.2.1)
  3. Ensures there are, and advocates for, adequate resources and support to allow residency programs to meet accreditation standards. (2.2.2)
  4. Ensures a confidential system of resident and teacher information is maintained. (2.2.3)
  5. Maintains effective working relationships with all residency education stakeholders, including program directors, residency program committees, administrative personnel, undergraduate medical education, continuing professional development, faculty development, all learning sites, other health professionals, government, and the certifying colleges and medical regulatory authorities. (2.3.1)
  6. Reviews and improves the quality of the postgraduate medical education structure and governance on a regular basis. (8.1)
  7. Oversees the process to internally review and improve all residency programs, which is conducted by the Internal Review Subcommittee and will include conducting an internal review of each residency program between regular mandated on-site surveys and as specifically mandated by the Accreditation Committees of the Colleges, and providing effective follow-up mechanisms to ensure implementation of recommended changes. (8.2)
  8. Builds capacity and facilitates residency programs to identify, monitor, and correct issues through continuous improvement. (8.3)
  9. Establishes and maintains an appeal mechanism for matters related to postgraduate medical education decisions.
  10. Ensures that residents are allocated to teaching institutions based on educational priorities.
  11. Gives clear direction to Program Directors and assures that they are supported by their Department/Division Head and the Associate Dean in the conduct of their educational programs, including the allocation of residents.
  12. Ensures a proper educational environment free of intimidation, harassment, and abuse, with mechanisms in place to deal with such issues as they arise, and ensures that there is a collaborative process to review and improve the quality of the learning environment at each learning site. (9.1)
  13. Ensures that there are adequate guidelines for the supervision of residents.
  14. Ensures that all residency programs teach and evaluate their residents’ competencies as defined within the CanMEDS/CanMEDS-FM framework.
  15. Ensures that there are adequate opportunities for faculty development.
  16. Ensures its terms of reference are reviewed regularly, informs the Faculty Executive Committee of substantive changes, and considers its feedback.
  17. Adheres to the FoM General Responsibilities of Standing Committees.

Approval

This version of these terms of reference has been approved by the PGME Committee on February 13, 2018, by the Faculty Executive Committee on March 20, 2018.

Version History

  • Approved by the Faculty of Medicine (Full Faculty) on November 14, 2017.
  • Approved by the Faculty Executive Committee on September 26, 2017
  • Approved by Faculty Residency Committee (former name of PGME Committee) on September 26, 2017
  • Approved by Faculty Executive on January 20, 2015
  • Approved by Faculty Executive on November 18, 2014
  • Approved by Faculty Executive on November 20, 2012

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Health Professions Programs Committee — Terms of Reference

September 14, 2022

Purpose and Authority

The purpose of this committee is to:

  • Recommend to the Faculty Executive Committee undergraduate-level health professions program decisions requiring Full Faculty and Senate approval.
  • Through the Faculty Executive Committee, recommend to the Graduate and Postdoctoral Studies Graduate Curriculum Committee (GPSGCC) graduate-level health professions program proposals requiring GPSGCC approval and Senate approval.
  • Present substantive changes to graduate-level health professions programs, including new courses, major curricular changes, and changes requiring material increase in resources, to the Faculty Executive Committee for consultation and endorsement before formally recommending them to the GPSGC.
  • Facilitate cross-program planning and coordination of teaching, learning, and research initiatives to support shared interests and address shared issues.
  • Establish, implement, and report on work plans for interdisciplinary initiatives, under the guidance of the Associate Dean, Health Professions.
  • Liaise with the Graduate and Postdoctoral Education Committee regarding issues shared across all graduate programs.

Scope

The scope of this committee is focused on the following entry-to-practice health professions programs:

  • Master of Physical Therapy (MPT)
  • Master of Occupational Therapy (MOT)
  • Master of Science in Genetic Counselling (MSc GC)
  • Master of Science in Speech Language Pathology (MSc SLP)
  • Master of Science in Audiology (MSc AUD)
  • Bachelor of Medical Laboratory Sciences (BLMSc)
  • Bachelor of Midwifery (BMW)

While representatives from other graduate-level programs are welcome to participate in this committee, their formal pathway for approvals is through the Graduate and Postdoctoral Education Committee.

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

  • Associate Dean, Health Professions (chair) (1)
  • Executive Associate Dean, Education (1)
  • Senior Director, Education Programs and Services (1)
  • Head, Department of Occupational Science and Occupational Therapy (1)
  • Head, Department of Physical Therapy (1)
  • Director, School of Audiology and Speech Sciences (1)
  • Director, Division of Midwifery, Department of Family Practice (1)
  • Program Co-Directors, Master of Genetic Counselling, Department of Medical Genetics (2 sharing one vote)
  • Program Director, Bachelor of Medical Laboratory Science, Department of Pathology and Laboratory Medicine (1)

Appointed

  • One undergraduate Health Professions student (1)
  • One graduate Health Professions student (1)

Non-voting Members

Ex officio

  • Dean, Graduate and Postdoctoral Studies, or delegate (1)

Guests may be invited to join specific meetings or portions of specific meetings at the chair’s discretion.

Appointment Process

Ex officio members are members by virtue of their administrative appointment.

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 a one-year term and are eligible for renewal.

Chair

Chaired by the Associate Dean, Health Professions.

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 the Associate Dean, Health Professions will capture meeting minutes. Minutes will be circulated to all members.

Records will be maintained in accordance with the UBC and Faculty of Medicine records retention procedures.

Quorum and Decision Making Process

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 committee:

  • Presents an annual report summarizing the year’s activities to the Faculty Executive Committee.
  • Seeks input from the Department Heads and School Directors Committee before presenting recommendations to the Faculty Executive Committee, as appropriate.
  • Makes recommendations to the Faculty Executive Committee for decisions related to undergraduate-level health professions programs.
  • Makes recommendations to the Faculty Executive Committee on substantive changes to graduate-level health professions programs, including new courses, major curricular changes, and changes requiring material increase in resources, for consultation and endorsement before formally recommending them to the GPSGC.
  • Makes recommendations to the GPSGC for decisions related to graduate-level health professions programs.
  • May delegate responsibilities to subcommittees and/or ad hoc groups to make recommendations on, or conduct, specific aspects of the committee’s mandate.
  • Shares relevant information with leadership of all in-scope programs.
  • Maintains close communication and collaboration with the Graduate and Postdoctoral Education Committee.

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

Responsibilities

This committee:

  1. Works with the Associate Dean, Health Professions and others in the Health Professions to support and advance the academic goals within the Faculty’s strategic plans.
  2. Facilitates the identification and resolution of leadership issues impacting the Health Professions programs.
  3. Provides advice to the Faculty leadership on matters related to Health Professions programming.
  4. Works with the Associate Dean, Health Professions to ensure effective communication of opportunities that will enhance the overall academic capacity and capability of the Health Professions.
  5. Shares ideas and expertise, and advancing best practices in Health Professions programming, including education, research, and administration.
  6. Engages in collaborative planning to advance Health Professions program delivery.
  7. Recommends to the Associate Dean, Health Professions, priorities for special project funding.
  8. Develops proposals for external grant funding for education projects of priority across the Health Professions.
  9. Adheres to the FoM General Responsibilities of Standing Committees.

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

  • Created by combining elements of the ad hoc Health Professions Leadership and Health Professions Education Committees.

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Graduate & Postdoctoral Education Committee — Terms of Reference

September 14, 2022

Purpose and Authority

The purpose of this committee is to:

  • Recommend to the Graduate and Postdoctoral Studies Graduate Council (GPSGC) program decisions requiring GPSGC and Senate approval.
  • Present substantive changes to graduate and postdoctoral programs, including new courses, major curricular changes, and changes requiring material increase in resources, to the Faculty Executive Committee for consultation and endorsement before formally recommending them to the GPSGC.
  • Consult on best practices and develop guidelines enabling graduate programs to create and support an excellent training and mentorship environment for graduate students and postdoctoral fellows.
  • Liaise with the Health Professions Programs Committee and the Clinical Investigator Program regarding issues shared across all graduate programs.

Scope

The scope of this committee is focused on the following graduate and postdoctoral programs:

  • Biomedical research programs:
    • PhD in Audiology, PhD in Speech-Language Pathology, thesis-option MSc in Audiology, and thesis-option MSc in Speech-Language Pathology
    • MSc and PhD in Biochemistry and Molecular Biology
    • MSc and PhD in Cell and Developmental Biology
    • MSc and PhD in Experimental Medicine
    • MSc and PhD in Interdisciplinary Oncology
    • MSc and PhD in Medical Genetics
    • MSc and PhD in Neuroscience
    • MSc and PhD in Pathology and Laboratory Medicine
    • MSc and PhD in Pharmacology and Therapeutics
    • MSc and PhD in Rehabilitation Sciences
    • Master of Rehabilitation Sciences (MRSc)
    • MSc and PhD in Women+ and Children’s Health
    • MSc in Surgery
  • Population and Public Health Programs*
    • Master of Health Administration (MHA)
    • Master of Health Sciences (MHSc)
    • MSc in Occupational and Environmental Hygiene
    • MSc and PhD in Population and Public Health
    • Master of Public Health (MPH)
  • Master of Global Surgical Care (MGSC)
  • Joint research programs
    • Master of Physical Therapy / PhD in Rehabilitation Sciences (MPT/PhD)
    • Medical Doctor / PhD (MD/PhD)
  • MASc, MEng, and PhD in Biomedical Engineering

*Note: Programs delivered through Schools (the School of Audiology and Speech Sciences, the School of Biomedical Engineering, and the School of Population and Public Health) have the ability to recommend directly to the GPSGC. However, Schools are encouraged to participate in this committee and bring proposals for discussion and input from representatives of other Faculty of Medicine graduate programs.

While representatives from graduate-level entry-to-practice health professions programs are welcome to participate in the committee, their formal pathway for approvals is through the Health Professions Program Committee.

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

  • Associate Dean, Graduate and Postdoctoral Education (chair) (1)
  • Vice Dean, Research, or delegate (1)
  • Vice Dean, Education, or delegate (1)
  • Graduate Advisors and Program Directors for in-scope programs as noted above, or delegate (21)

Appointed

  • Three graduate students (3)
  • Two postdoctoral fellows (2)

Non-voting Members

Ex officio

  • Dean, Graduate and Postdoctoral Studies, or delegate (1)
  • Graduate Advisors and Program Directors for graduate-level entry-to-practice health professions programs (MPT, MOT, MSc Genetic Counselling, MSc SLP, MSc AUD) (3)

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 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 a one-year term and are eligible for renewal.

Chair

Chaired by the Associate Dean, Graduate and Postdoctoral Education.

Meeting Schedule and Administration

Normally meets bimonthly and at the call of the chair.

All meetings will be recorded.

All members are expected to attend all meetings in person or via videoconference or phone.

A staff member from the Office of the Associate Dean, Graduate and Postdoctoral Education will capture meeting minutes. Minutes will be circulated to all members and posted at https://mednet.med.ubc.ca/committees/graduate-postdoctoral-education-committee-terms-of-reference/

Records will be maintained in accordance with the UBC and Faculty of Medicine records retention procedures.

Quorum and Decision Making Process

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 committee:

  • Presents an annual report summarizing the year’s activities to the Faculty Executive Committee.
  • Seeks input from the Department Heads and School Directors Committee before presenting recommendations to the Faculty Executive Committee, as appropriate.
  • Makes recommendations to the Faculty Executive Committee on substantive changes to graduate and postdoctoral programs, including new courses, major curricular changes, and changes requiring material increase in resources, for consultation and endorsement before formally recommending them to the GPSGC.
  • Makes recommendations to the GPSGC for decision.
  • May delegate responsibilities to subcommittees and/or ad hoc groups to make recommendations on, or conduct, specific aspects of the committee’s mandate.
  • Shares relevant information with leadership of all in-scope programs.
  • Maintains close communication and collaboration with the Health Professions Programs Committee.

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

Responsibilities

This committee:

  1. Consults on best practices and develops guidelines enabling in-scope graduate programs to create and maintain a supportive training and mentorship environment for graduate students and postdoctoral fellows.
  2. Through best practices and guidelines, promotes recognition of excellence/outstanding performance of graduate students and postdoctoral fellows in the in-scope FoM programs.
  3. Provides an academic review of CAT 1 curriculum changes and new graduate program proposals for recommendation to the GPSGC.
  4. Defines criteria for eligibility and adjudication for graduate student and postdoctoral awards in the FoM, except for those related to health professions programs.
  5. Reviews and evaluates in-scope graduate programs on a regular 5-year basis and/or during the internal/external review of Departments/Schools/Centres in the Faculty of Medicine.
  6. Adheres to the FoM General Responsibilities of Standing Committees.

Approval

This version of these terms of reference has been approved by the Faculty Executive Committee on September 12, 2023, and Full Faculty on November 21, 2023.

Version History

  • Approved by the Faculty of Medicine (Full Faculty) on November 14, 2017
  • Approved by Faculty Executive Committee on September 26, 2017
  • Name changed approved by Faculty Executive, January 18, 2014
  • Composition approved by Faculty Executive: November 1, 2009

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Faculty Executive — Terms of Reference

September 14, 2022

Purpose and Authority

The purpose of this committee is to:

  • Conduct Faculty business on behalf of Full Faculty between its meetings and according to the mandate of the Faculty of Medicine as set out under the University Act and the resolutions, policies, and regulations of the Board of Governors and Senate.
  • Recommend decisions made on behalf of Full Faculty for its formal approval.
  • Advise Full Faculty on academic matters.

Composition

This committee 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

  • Dean, Faculty of Medicine (chair) (1)
  • Executive Vice Dean (1)
  • Vice Dean, Health Engagement (1)
  • Executive Associate Deans (2)
  • Regional Associate Deans (4)
  • Associate Deans, Research (4)
  • Chair, Research Committee, unless otherwise a member (1)
  • Chair, Graduate and Postdoctoral Education Committee, unless otherwise a member (1)
  • Chair, Health Professions Programs Committee, unless otherwise a member (1)
  • Chair, Undergraduate Medical Education Committee, unless otherwise a member (1)
  • Chair, Postgraduate Medical Education Committee, unless otherwise a member (1)
  • Director, Clinical Faculty Affairs (1)
  • Faculty of Medicine members of UBC Senate (2)

Elected

  • Two Senate- or Faculty-approved Centre/Institute Directors (2)
  • Five Department Heads/School Directors (ensuring one from foundational science departments/schools, one from Health Professions departments/schools, and three from clinically-oriented departments/schools) (5)
  • Five members of the Faculty at large (ensuring a diversity of rank and a mix of clinical and fulltime faculty) (5)
  • Four students (ensuring one from the UGME, one from PGME, one from Health Professions, and one from other graduate programs) (4)

Non-voting Members

Ex officio

  • Executive Director, Development & Alumni Engagement (1)
  • Executive Director, Communications (1)
  • Executive Director, Finance & Operations (1)
  • Executive Director, Faculty Affairs (1)
  • Special Advisor, Government Relations (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 of the Faculty are nominated by their Department Head or School Director and then elected by their peers through the annual process initiated by the Dean’s Office.

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

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

Chair

Chaired by the Dean, Faculty of Medicine.

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.

A staff member from the Office of the Dean will capture meeting minutes. Minutes will be circulated to all members. Minute are also posted on the web after approval.

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

Lines of Accountability and Communication

This committee:

  • Reports to, and acts on behalf of, the Faculty of Medicine (Full Faculty).
  • Seeks approval of actions made on behalf of Full Faculty at one of the two annual Full Faculty Meetings.
  • Receives regular reports from all committees in the academic and administrative governance structures.
  • Seeks input from the Department Heads and School Directors Committee, as needed.
  • Includes all Department Heads and School Directors in distribution of agendas and other meeting materials to support communication flow.
  • May delegate responsibilities to subcommittees and/or ad hoc groups to make recommendations on, or conduct, specific aspects of the committee’s mandate.

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

Responsibilities

This committee:

  1. Acts on behalf of the Full Faculty Committee between its meetings and seeks approval from Full Faculty of decisions made on its behalf.
  2. Adheres to the FoM General Responsibilities of Standing Committees.

Approval

This version of these terms of reference has been approved by the Faculty Executive Committee on September 26, 2017, by the Faculty of Medicine (Full Faculty) on November 14, 2017, and by UBC Senate on December 13, 2017.

Version History

  • Meeting frequency endorsed by Faculty Executive on September 10, 2012.
  • Composition approved by Faculty Executive on May 19, 2009.

Although five Department Heads/School Directors are elected members of this committee, other Department Heads and School Directors may attend meetings as guests, on an as needed basis and depending on the agenda.

Minutes of Previous Meetings

2021: January | March | May | July | September | November

2020: February | March | May | September | November

2019:  January | March | May | September | November

2018:  January | March | May | September | November

2017:  January | March | May | September

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