UGME Regional and Resource Advisory Council — Terms of Reference

Purpose and Authority

The purpose of this advisory council is to:

Advise the Undergraduate Medical Education (UGME) Committee on the feasibility of any change proposal based on financial, space, human, and technology resource implications and the ability to implement across all program sites in a way that maintains comparability.
Discuss and advise the UGME Committee on issues that cross the individual authority of any single Associate Dean.
Advise the Distributed Program Planning Committee (DPPC) and in essence the Dean, UBC Faculty of Medicine (or as delegated to the Chief Academic Officer, the Vice Dean, Education) on UGME regional and resource related requirements and issues.
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 Team to ensure Faculty-wide financial alignment.

Composition

This advisory council is made up of ex-officio 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

Regional Associate Deans, UBC FoM (4) (yearly rotating co-chair)
Senior Director, Education Programs and Services, UBC FoM (1) (co-chair)
Vice Dean, Education, UBC FoM (1)
Associate Dean, Undergraduate Medical Education, UBC FoM (1)
Associate Dean, Fraser, UBC FoM (1)
Managing Director, UBC FoM (1)
Administrative Director, Office of the Vice Dean, Education, UBC FoM (1)
Regional Administrative Directors, UBC FoM (IMP, NMP, SMP, VFMP) (4)
Director, Finance (Education), UBC FoM (1)

Appointed

Guest Representative from Digital Solutions, UBC FoM (1)
Guest Representative from FoM Finance, UBC FoM (1)
Guest Representative from UGME Office, UBC FoM (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 guest member from FoM Digital Solutions and FoM Finance is appointed by the Managing
Director, FoM.

Appointed guest member from UGME Office is appointed by the Associate Dean, UGME.

Term

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

Chair

Co-chaired by one Regional Associate Dean (yearly rotation as appropriate) and the Senior Director, Education Programs and Services.

Meeting Schedule and Administration

Normally meets approximately every month 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 Vice Dean, Education Office will capture meeting minutes. Agendas and 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 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 UGME Committee regarding regional and resource feasibility.
Provides advice to the DPPC and in essence the Dean, UBC Faculty of Medicine (or as delegated to the Chief Academic Officer, the Vice Dean, Education) regarding UGME program regional and resource related issues and resource requirements.
Reviews and provides feedback on all proposals with potential regional, resource, or operational implications outside normal variance processes made by the UGME Committee. Proposal considerations to RRAC may be in parallel to the proposal consideration at UGME Committee.
Recommends the UGME program budget to the DPPC and in essence the Dean, UBC Faculty of Medicine (or as delegated to the Chief Academic Office, the Vice Dean, Education).
Presents an annual activity summary summarizing the year’s activities to the UGME Committee and to the DPPC.
Representatives of this advisory council liaise with other academic and administrative committees and advisory councils, as needed.

Responsibilities