MD/PHD Admissions Subcommittee — Terms of Reference

Purpose and Authority

The purpose of this subcommittee is to:

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

Composition

This subcommittee is made up of ex officio and appointed members.

The Faculty of Medicine’s commitment to equitable and diverse membership on its committees and advisory councils guides its nomination and selection process.

Voting Members

Ex officio

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

Appointed

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

Guests may be invited to join specific meetings or portions of specific meetings at the co-chairs’ discretion.

Appointment Process

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

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

Term

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

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

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

Chair

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

Meeting Schedule and Administration

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

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

The MD/PhD Program administrative assistant will capture meeting minutes. Minutes will be circulated to all members, and are strictly confidential.

All members are required to sign a Confidentiality and Conflict of Interest Agreement at the beginning of each admissions cycle.

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

Quorum and Decision Making Process

Quorum consists of 50% plus one of voting members.

Decisions regarding recommendations to the MD Admissions Subcommittee about candidate files are made by vote, requiring a two thirds (2/3) majority of voting members present to vote in favour in order to pass.

Other decisions are made by vote, requiring 50% plus one of voting members present to vote in favour in order to pass.

Lines of Accountability and Communication

This subcommittee:

Makes recommendations to, reports to, takes direction from, and submits a written annual report to the MD Admissions Subcommittee.

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

Responsibilities