Announcements Sidebar

Medical Student Alumni Centres (Msacs) Advisory Council — Terms of Reference

Medical Student Alumni Centres (Msacs) Advisory Council — Terms of Reference

September 15, 2022

Purpose and Authority

The purpose of this advisory council is to:

  • 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.

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.

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:

  1. Gathers feedback from stakeholders, in particular students, trainees, and alumni of the UBC FoM, regarding the MSACs.
  2. 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.
  3. Balances risks and opportunities when providing advice to the Dean, UBC FoM and the President, MAA.
  4. Maintains awareness of evolving MSACs user needs.
  5. Provides advice on identification and resolution of issues that impede effective service delivery.
  6. Provides advice regarding the prioritization of major initiatives related to MSACs.
  7. 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.

Read more: Committees

Dean’s Executive (DEX) Advisory Council — Terms of Reference

September 15, 2022

Purpose and Authority

    The purpose of this advisory council is to:

    • 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:

    1. Reviews and provides feedback on recommendations from other committees to the Dean, as needed.
    2. 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
    3. Provides a forum for communication of issues that affect individual members and portfolios.
    4. 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.

    Read more: Committees

    Clinical Faculty Advisory Council — Terms of Reference

    September 15, 2022

    Purpose and Authority

    The purpose of this advisory council is to:

    • 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.

    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.

    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:

    1. Represents the interests of Clinical Faculty across the province.
    2. Works to foster and promote career development initiatives and opportunities for Clinical Faculty.
    3. Identifies issues of concern to Clinical Faculty and to develop and recommend actions to address.
    4. Supports the interprofessional mandate of the Faculty of Medicine by hearing and considering perspectives from all Faulty of Medicine programs.
    5. Communicates information on relevant Faculty of Medicine initiatives to Clinical Faculty members in their Departments/Schools/Programs.
    6. 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:

    • March 17, 2015
    • November 18, 2014
    • May 9, 2009

    Read more: Committees

    Student Appeals Committee — Terms of Reference

    September 15, 2022

    Purpose and Authority

    The purpose of this committee is to:

    • 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:

    1. 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.

    Read more: Committees

    Nominating Committee — Terms of Reference

    September 15, 2022

    Purpose and Authority

    The purpose of this committee is to:

    • Recommend to the Dean candidates to fill vacancies on the Faculty of Medicine’s major standing committees.

    Composition

    This committee is made up of 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

    Elected

    • Four members of the Faculty, two scientists and two clinicians (4)

    Appointed

    • Four members of the Faculty, two scientists and two clinicians (4)

    Appointment Process

    Elected members are elected by the Faculty 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

    Elected members are members for a three-year term.

    Appointed members are members for a three-year term.

    Chair

    Chaired by a committee member who is elected chair by the committee members.

    Meeting Schedule and Administration

    Normally meets approximately once a year in the spring 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 Dean’s Office will capture meeting minutes. Minutes are confidential and retained by the chair.

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

    Quorum and Decision Making Process

    Quorum consists of 50% plus one of voting members.

    Decisions are 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 the Dean with a brief written annual report to be presented at Full Faculty, usually in November.

    Responsibilities

    This committee:

    1. Recommends to the Dean eligible and willing candidates to fill vacancies on the Faculty’s major standing committees on an annual basis.
    2. Recommends to the Dean eligible and willing candidates to fill committee vacancies arising mid-term or to fill positions on newly constituted or ad hoc committees within the Faculty, if requested.
    3. Recommends to the Dean eligible and willing candidates to serve as representatives to other Faculties, if requested.
    4. 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.

    Read more: Committees

    Faculty Appointment, Reappointment, Promotion & Tenure Committee — Terms of Reference

    September 15, 2022

    Purpose and Authority

    The purpose of this Committee is to:

    • Make recommendations to the Dean on new appointments, promotion, and tenure decisions for the rank of Associate Professor of Teaching, Professor of Teaching, Associate Professor, or Professor, in accordance with the provisions of the Collective Agreement;
    • Make recommendations to the Dean on new appointments and promotion for the rank of Associate Professor (Partner) or Professor (Partner), in accordance with the provisions of the Faculty of Medicine Policy on Partner Appointments;
    • Make recommendations on reappointments when consulted by the Dean, in accordance with the provisions of the Collective Agreement.

    Composition

    This Committee is made up of elected and appointed members.

    The Faculty of Medicine’s commitment to equitable and diverse membership on committees and is guided by advisory councils on nomination and selection processes.

    Voting Members

    Elected

    • Seven (7) faculty members (Professors with tenure, or Professors of Teaching with tenure)

    Appointed

    • Five (5) faculty members (Professors with tenure or Professors of Teaching with tenure), with at least one Professor of Teaching
    • Two (2) Department Heads/School Directors

    Non-voting Members

    Ex officio

    • Dean, Faculty of Medicine or delegate (Chair)

    Appointment Process

    Elected members are elected by faculty 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

    Elected members are members for a four-year term.

    Appointed members are members for a four-year term.

    Chair

    Chaired by the Dean or delegate.

    Meeting Schedule and Administration

    Normally meets approximately twice a month from September to June and at the call of the Chair.

    All members are expected to attend all meetings.

    The Faculty HR Managers, Faculty Affairs will capture minutes and voting results.

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

    Quorum and Decision Making Process

    Quorum consists of six members to review, vote and make a recommendation on a case.

    The Chair does not vote.

    Lines of Accountability and Communication

    This Committee:

    • Reports and makes recommendations to the Dean.

    Responsibilities

    This Committee:

    1. Makes recommendations to the Dean regarding:
      1. New appointments at, or promotions to, the ranks of Associate Professor of Teaching, Professor of Teaching, Associate Professor, or Professor;
      2. Granting of tenure;
      3. Reappointment of grant tenure track and tenure track Assistant Professors of Teaching, Assistant Professors, and Associate Professors only when a negative recommendation for reappointment has been made to the Dean by a Department Head or School Director.
    2. Reviews Faculty, Departmental, and School procedures regarding appointment, reappointment, promotion, and tenure reviews and, as needed, recommends procedural changes to the Dean.
    3. 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 March 12, 2024 and by the Faculty of Medicine (Full Faculty) on May 14, 2024.

    Version History

    • Effective August 18, 2021, the title “Instructor” was replaced with “Assistant Professor of Teaching” and “Senior Instructor” to “Associate Professor of Teaching” as per the UBC-UBCFA Collective Agreement – July 1, 2019 to June 30, 2022
    • Approved by the Faculty Executive Committee on September 26, 2017, and by the Faculty of Medicine (Full Faculty) on November 14, 2017.
    • Approved by Faculty Executive on November 18, 2014.

    Read more: Committees

    Distributed Program Planning Committee — Terms of Reference

    September 15, 2022

    Purpose and Authority

    The purpose of this committee is to:

    • Recommend to the Dean, UBC Faculty of Medicine (FoM), allocation of Ministry of Advanced Education, Skills and Training (MAEST) funds held in trust at UBC for the distributed MD Undergraduate Program (MDUP) (known as the “Distributed UGME Program Budget”) to each of the collaborating universities for the MDUP and associated activities at the distributed sites.
    • Inform and secure approvals needed from the collaborating institutions, namely the University of Northern British Columbia (UNBC), University of Victoria (UVic), and University of British Columbia (UBC Okanagan and Vancouver Campuses), the UBC Faculty of Medicine, and others as required, in the spirit of academic collaboration.
    • Ensure that the highest standards of education and research continue to be incorporated into the distributed MDUP and associated activities at the distributed sites.
    • Liaise with the UBC Faculty of Medicine Finance Committee to ensure Faculty-wide financial alignment.

    The DPPC was established through the affiliation agreements between UBC and UNBC, and between UBC and UVic. It replaced the Implementation Planning Subcommittee for Medical Education (IPSME), which was originally established at the direction of MAEST to approve the distribution of the government grant held in trust by UBC.

    Composition

    The DPPC is comprised of six members from UBC and three from each of UVic and UNBC. The UBC members include representatives of the Vancouver Fraser Medical Program (VFMP), based in Vancouver, and the Southern Medical Program (SMP), based in Kelowna. The intent of this composition is to ensure that UBC has the same number of voting members as the two collaborating partner universities combined.

    This committee is made up of ex-officio members.

    Voting Members

    UBC

    • Vice Dean, Education, UBC Faculty of Medicine (1)
    • Associate Dean, Undergraduate Medical Education, UBC Faculty of Medicine (1)
    • Regional Associate Dean, Vancouver Fraser, UBC Faculty of Medicine (1)
    • Provost and Vice Principal, Academic, UBC Okanagan(1)
    • Regional Associate Dean, Interior (1)
    • Comptroller and Senior Budget Officer, UBC (1)

    UNBC

    • Vice President, Academic and Provost, UNBC (1)
    • Vice President Finance and Administration, UNBC (1)
    • Regional Associate Dean, Northern BC and Associate Vice President, NMP, UNBC (1)

    UVic

    • Vice President, Finance and Operations, UVic (1)
    • Associate Vice President, Academic Planning, UVic (1)
    • Regional Associate Dean, Vancouver Island and Head, Medical Sciences, UVic (1)

    Non-voting Members

    • Provost and Vice President Academic, UBC or delegate (chair) (1)
    • Dean, UBC Faculty of Medicine, or delegate (1)
    • Managing Director, UBC Faculty of Medicine (1)
    • Senior Director, Education Programs and Services, UBC Faculty of Medicine (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 UBC’s Provost and Vice President, Academic, or delegate. If delegated, the chair must be agreed to by all members.

    The chair convenes this committee and is a non-voting member.

    Meeting Schedule and Administration

    Normally meets approximately quarterly or more frequently 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, 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 at least one representative from each of the four collaborating sites (UNBC, UVic, UBCO, and UBCV), other than a Regional Associate Dean. However, meetings are usually scheduled so that the majority of members are able to attend.

    The intent of DPPC is to make decisions by consensus. Where this does not occur, the committee will decide by vote, requiring 50% plus one of voting members present to pass.

    The DPPC receives resource allocation recommendations from the UGME Regional and Resource Advisory Council. DPPC considers the recommendations and decides whether to request changes or to recommend them to the Dean, UBC Faculty of Medicine for final approval. If the Dean is not in agreement with the DPPC recommendation, he/she will request that DPPC further deliberate and discuss in an effort to bring the matter to resolution.

    If any member is in fundamental opposition to a DPPC decision made by vote or if the DPPC cannot agree on a new recommendation following feedback from the Dean, UBC Faculty of Medicine, the DPPC may strike an ad hoc working group with appropriate membership to develop a resolution and propose it to DPPC, which DPPC will consider and decide whether to recommend to the Dean, UBC Faculty of Medicine.

    If DPPC remains unable to reach consensus on a revised recommendation to the Dean, UBC Faculty of Medicine any member may trigger the formal dispute resolution process, which requires the chair to refer the matter to the Inter-University Planning Council1 (IUPC), which will establish a dispute resolution process for the DPPC and manage it, if required.

    1 In the event that the IUPC no longer meets, an ad hoc council with the same members and mandate as IUPC, as referenced inSchedule 4 of the Affiliation Agreements between UNBC and UBC, and between UVic and UBC, will be called.

    Lines of Accountability and Communication

    This committee:

    • Receives recommendations and items or reports for discussion from the UGME Regional and Resource Advisory Council.
    • Considers recommendations and decides whether to request changes or recommends them to the Dean, UBC Faculty of Medicine for final approval. In some cases, recommendations or reports are also made to senior administration of the collaborating universities, as appropriate.
    • Makes its resource allocation recommendations to the Dean, UBC Faculty of Medicine via the UBC Faculty of Medicine Finance Committee, which is chaired by the Dean, to ensure coordination of overall UBC Faculty of Medicine financial management.
    • Provides an annual report summarizing the year’s activities to the UBC Faculty of Medicine Faculty Executive Committee, for information, and each member is responsible to make any necessary reports to his or her institution’s governing bodies.
    • May delegate responsibilities to subcommittees and/or ad hoc groups to make recommendations on, or conduct, specific aspects of the committee’s mandate.

    Responsibilities

    This committee:

    1. Ensures that the Distributed UGME Program Budget and expenditure is aligned with UGME and accreditation requirements for geographically distributed programs, and with the UBC Faculty of Medicine’s Strategic Plan.
    2. Recommends processes to ensure the effective and appropriate reporting of allocated funds.
    3. Reviews annual fiscal-year budget proposals from the UGME Regional and Resource Advisory Council and recommends to the Dean, UBC Faculty of Medicine the implementation of those proposals as judged appropriate.
    4. Identifies and makes recommendations where appropriate regarding the creation of funding or cost reduction strategies to resolve any shortfall in financial resources.
    5. Via its members, informs and secures approvals from the collaborating institutions, the UBC Faculty of Medicine, and others as required.
    6. Encourages coordinated communication and ensures that all stakeholders are kept apprised of the progress of the distributed UGME program and associated activities at distributed sites.
    7. Encourages coordinated communication and integration of all distributed UBC Faculty of Medicine education programs, including postgraduate medical education programs.
    8. Ensures that senior administration of each university is kept apprised of issues related to the distributed MDUP and associated activities and informed of budgetary implications, and assists in resolving budgetary issues that arise.
    9. Ensures that the DPPC terms of reference are reviewed by UNBC, UVic, and UBC representatives annually, normally in June, and any changes are approved by the Dean, UBC Faculty of Medicine.
    10. The Committee will adhere to the FoM General Responsibilities of Standing Committees.

    Approval

    This version of these terms of reference has been accepted by the DPPC on April 26, 2022, and it has been approved by the Acting Dean, UBC Faculty of Medicine on May 11, 2022.

    Version History

    • Reviewed and approved by the Acting Dean, UBC Faculty of Medicine May 11, 2022
    • Reviewed and approved by the Dean, UBC Faculty of Medicine Oct 20, 2021
    • Reviewed and approved by the Dean, UBC Faculty of Medicine September 9, 2020
    • Reviewed and approved by the Dean, UBC Faculty of Medicine September 10, 2019
    • Reviewed and approved by the UBC FoM Full Faculty November 14, 2017
    • Reviewed and approved by the UBC FoM Faculty Executive September 26, 2017
    • Reviewed and approved by the DPPC September 13, 2017
    • Reviewed and approved by the UBC FoM Faculty Executive July 21, 2015
    • Reviewed and approved by the DPPC June 3, 2015
    • Reviewed and approved by the UBC FoM Faculty Executive July 15, 2014
    • Reviewed and approved by the DPPC June 4, 2014
    • Reviewed and approved by the DPPC April 11, 2012
    • Reviewed and approved by the DPPC October 12, 2011
    • Reviewed and approved by the DPPC March 4, 2009
    • Reviewed and approved by the DPPC January 10, 2007
    • Reviewed and approved by UNBC, UVic, and UBC through affiliation agreements, May 18, 2004

    Read more: Committees

    Conflict of Interest/conflict of Commitment Internal Review Committee — Terms of Reference

    September 15, 2022

    Purpose and Authority

    The purpose of this committee is to:

    • Review declarations of conflict of interest and conflict of commitment from faculty members.
    • Recommend to the Dean whether to approve, modify, or reject the declaration.
    • Comply with UBC Policy 97 and any other applicable UBC policies.

    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 Vice Dean (chair) (1)

    Appointed

    • Four senior faculty members (4)

    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 two-year term.

    Chair

    Chaired by the Executive Vice Dean.

    Meeting Schedule and Administration

    Meets as required 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 Executive Vice Dean will capture meeting minutes. Minutes are held in strict confidence and kept in the office of the Executive Vice Dean.

    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 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.

    Responsibilities

    This committee:

    1. Reviews declarations of conflict of interest or commitment from faculty members at the request of the Executive Vice Dean.
    2. Develops management plans, in consultation with Legal Counsel, as required.
    3. 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.

    Read more: Committees

    Clinical Faculty Appointment & Promotion Appeals Committee — Terms of Reference

    September 15, 2022

    Purpose and Authority

    The purpose of this committee is to:

    • Recommend to the Dean a course of action on contested decisions made by Departmental Clinical Appointment and Promotions Committees, and to adjudicate appeals arising from such decisions.
    • Review each case to determine whether a clinical faculty member has met the specific requirements for appointment, reappointment, or promotion in accordance with the Faculty of Medicine Policy on Clinical Faculty Appointments.

    Composition

    This committee is made up of 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

    Elected

    • Three Clinical Professors (3)

    Appointed

    • Three Clinical Professors (3)

    Appointment Process

    Elected members are elected by faculty 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

    Elected members are members for a three-year term.

    Appointed members are members for a three year term.

    Chair

    Chaired by one of the three elected members of the committee.

    Meeting Schedule and Administration

    Meets at the call of the chair, as needed.

    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 voting results.

    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.

    If any member has a conflict of interest (e.g.: is a member of the department related to the case), that member must not participate in the deliberations of the Clinical Faculty Appointment and Promotions Appeals Committee in any way concerning that case.

    Lines of Accountability and Communication

    This committee:

    • Reports and makes recommendations to the Dean.

    Responsibilities

    This committee:

    1. Reviews appeal files provided by the Dean.
    2. Provides the Dean, via the chair of the committee, with the committee’s final recommendation. The Dean considers the recommendation and makes a decision, which is final.
    3. Provides a written explanation to the Dean and the applicant.
    4. 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.

    Read more: Committees

    Organizational Development Committee — Terms of Reference

    September 15, 2022

    Purpose and Authority

    The purpose of this committee is to:

    • Recommend to the Dean optimal approaches to organizational development and effectiveness, including career development, leadership development, mentorship, recognition, succession planning, diversity and inclusion, and governance in support of all Faculty of Medicine staff, clinical faculty, and full-time faculty.
    • Assist the Faculty Affairs function through advice to the Managing Director, in support of the Faculty’s mission and strategic priorities, which include continuous improvement of the workplace environment for all groups.

    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, Academic Affairs (chair) (1)
    • Managing Director (1)
    • Director, Human Resources (1)
    • Director, Clinical Faculty Affairs (1)
    • Executive Director, Office of Creative and Communications (1)
    • Chair, Professional Education Committee (1)
    • Representative from Office of Respectful Environments, Equity, Diversity, & Inclusion (REDI) (1)
    • Representative from Office of Faculty Development (1)

    Elected

    • One Department Head/School Director/Faculty or Senate-approved Centre/Institute Director (1)
    • One Regional Associate Dean (1)
    • One senior departmental administrator (1)
    • One staff member (1)
    • One clinical faculty member (1)
    • One faculty member (1)

    Appointed

    • One Department Head/School Directors/Faculty or Senate-approved Centre/Institute Director (1)
    • One senior departmental administrator (1)
    • One staff member (1)
    • One clinical faculty member (1)
    • One faculty member (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.

    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 two-year term and are eligible for renewal.

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

    Chair

    Chaired by the Vice Dean, Academic Affairs.

    Meeting Schedule and Administration

    Normally meets approximately every three 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 Managing Director 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 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. Makes recommendations to the Dean regarding optimal approaches to organizational development and effectiveness based on best practices.
    2. Considers all staff, clinical faculty, and full-time faculty to continuously improve the workplace environment.
    3. Updates, develops, and oversees implementation of existing and new methods to strengthen the Faculty of Medicine’s workforce, including supporting career development, leadership development, and mentorship.
    4. Identifies solutions and approaches that have been successful in other workplaces to learn from and apply to the Faculty where appropriate.
    5. Engages actively in supporting organizational development.
    6. 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 June 19, 2024.

    Version History

    • Approved by the UBC FoM Dean’s Executive on June 19, 2024.
    • Updated and accepted by ODC on February 29, 2024.
    • Updated and accepted by ODC on February 14, 2023.
    • Updated and accepted by ODC on September 29, 2020.
    • Faculty of Medicine (Full Faculty) on November 14, 2017.
    • Faculty Executive Committee on September 26, 2017.

    Read more: Committees