Postgraduate Medical Education Committee — Terms of Reference

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