UNDERGRADUATE MEDICAL EDUCATION MDCM PROGRAM COMMITTEE

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1 Faculty of Medicine Faculté de médecine UNDERGRADUATE MEDICAL EDUCATION MDCM PROGRAM COMMITTEE TERMS OF REFERENCE Mandate The MDCM Program Committee is mandated by the Associate Dean, Undergraduate Medical Education (UGME) to govern the Faculty of Medicine s undergraduate medical education program (i.e. MDCM Program). The Chair is the Associate Dean, Undergraduate Medical Education (UGME). The MDCM Program Committee has an executive function and ensures that the MDCM Program is aligned with the Faculty s mission and complies with relevant UGME accreditation standards. The Committee s main area of responsibility is the MDCM curriculum. The Committee receives information related to program resources, student selection and student promotion as required to fulfill its function of curriculum oversight. The MDCM Program Committee oversees the curriculum as a whole and is responsible for overall design, management, integration, evaluation, and enhancement of a coherent and coordinated medical curriculum (CACMS Element 8.1). The MDCM Program Committee has oversight over the MDCM curriculum and assessment of student learning. The MDCM Program Committee fulfills its mandate both directly and through its subcommittees, and is responsible for program policies (CACMS Element 4.4). Committee Roles and Responsibilities The MDCM Program Committee is responsible for overall design, implementation, management and evaluation of the MDCM Program curriculum. This includes: 1. Establishing learning objectives for the MDCM Program, each curricular component and every course 2. Ensuring that learning activities, including required clinical encounters, are stage-appropriate and allow students to meet established learning objectives 3. Ensuring that assessment of student learning is timely, feasible, defensible 4. Using program objectives, internal and external measures of student achievement and internal and external measures of stakeholder satisfaction in the revision and evaluation of the program 5. Ensuring adequate supervision, teaching and assessment of students in the MDCM Program 6. Establishing and monitoring adherence to policies and procedures for the MDCM Program 7. Establishing and monitoring standards for the quality of teaching and supervision Approved by Deanery Executive: August 22,

2 8. Ensuring residents and faculty are adequately prepared for their roles in supervision, teaching and assessment 9. Assessment of student learning 10. Guidelines for the Medical Student Performance Record (MSPR) 11. Continuous quality improvement of the curriculum 12. Notifying CACMS of significant changes to the MDCM Program and its resources (CACMS Elements 1.6, 2.6, , , 4.4, 5.7, 5.12, , , , 9.1, , , 11.3, ) The Associate Dean, UGME is expected to bring to the attention of the MDCM Program Committee any issues related to resources available to the MDCM Program, when this may have an impact on curriculum or student assessment. This includes: 13. Accessibility of adequate facilities for students in the MDCM Program 14. Adequate advising and support for students in the MDCM Program 15. Threats to student or patient safety (CACMS Elements 2.4, , , ) The MDCM Program Committee is responsible for establishing principles for student selection, and promotion; the associated procedures as well as decisions about individual candidates and students are not the purview of the MDCM Program Committee. These responsibilities are mandated by the Associate Dean, UGME to other UGME standing committees; the MDCM Admissions Committee retains authority for selection of individual students (admission to the program) and the MDCM Student Promotions Committee (SPC) retains authority for promotion decisions for individual students (promotion and graduation). (CACMS Elements 9.9, ) Subcommittee Structure The MDCM Program Committee has primary and final authority for the MDCM Program curriculum. However, it mandates its subcommittees to carry-out some of its activities and provide recommendations to the MDCM Program Committee. There are ten (10) subcommittees of the MDCM Program Committee: 4 Component Subcommittees o Fundamentals of Medicine and Dentistry (FMD) Component Subcommittee o Transition to Clinical Practice (TCP) Component Subcommittee o Clerkship Component Subcommittee o Physicianship Component Subcommittee (also functions as the Professional Identity and Practice Theme Subcommittee) Approved by Deanery Executive: August 22,

3 3 Theme Subcommittees o Primary Health Care and Population Health Theme Subcommittee o Scholarship, Critical Thinking and Knowledge Translation Theme Subcommittee o Social Accountability and Health Advocacy Theme Subcommittee o (Professional Identity and Practice Theme Subcommittee is the Physicianship Component Subcommittee) Student Assessment Subcommittee Program Evaluation and Curricular Outcomes (PECO) Subcommittee Wellness and Learning Environment Subcommittee The Chair of each subcommittee of the MDCM Program Committee is scheduled to report at MDCM Program Committee meetings at specified intervals and submits an annual written report to the MDCM Program Committee. Any member of the MDCM Program Committee may request to have items added to the MDCM Program Committee agenda. Interaction with Other Structures in the Faculty of Medicine The MDCM Program Committee collaborates with other leaders, committees and bodies of McGill University and its Faculty of Medicine. This includes: 1. Other standing committees of Undergraduate Medical Education (UGME): the UGME Operations Committee (UOC), MDCM Admissions Committee and Student Promotions Committee 2. The Wellness Enhanced Lifelong Learning (WELL) Office: Office of Student Affairs, including direct access and/or referral to personal counseling, academic advising health care, insurance, financial aid and debt management services; monitoring of the learning environment & mistreatment (CACMS Elements , 12.1, ) 3. Academic Affairs Office and Faculty Development Office: Faculty appointments and professional development, financial support, and academic advancement of faculty members; nurturing an academic community of scholars; creation and dissemination of anti-discrimination policies; diversity of faculty and educational leadership; professionalism of faculty (CACMS Elements , ) 4. Office of Health Affairs: Affiliation agreements and, through the DPS Committee, student facilities (CACMS Elements 1.4, ) 5. Office of Social Accountability: Pipeline programs and partnerships to enhance diversity (CACMS Elements ) Approved by Deanery Executive: August 22,

4 Membership Functions Voting privileges Associate Dean, UGME Chair Yes Associate Director, Medical Education Services Secretary No Assistant Dean, Medical Education, McGill University, Outaouais Ex-officio Yes Region FMD Component Director (Chair, FMD Component Subcommittee) Ex-officio Yes TCP Component Director (Chair, TCP Component Subcommittee) Ex-officio Yes Clerkship Component Director (Chair, Clerkship Component Ex-officio Yes Subcommittee) Physicianship Component Director (Chair, Physicianship Component Subcommittee) Ex-officio Yes Primary Health Care and Population Health Theme Leader (Chair, Ex-officio Yes Primary Health Care and Population Health Theme Subcommittee) Scholarship, Critical Appraisal and Knowledge Translation Theme Ex-officio Yes Leader (Chair, Scholarship, Critical Appraisal and Knowledge Translation Theme Subcommittee) Social Accountability and Health Advocacy Theme Leader (Chair, Social Ex-officio Yes Accountability and Health Advocacy Theme Subcommittee) Assistant Dean, Student Affairs (Chair, Wellness and Learning Ex-officio Yes Environment Subcommittee) Chair, Student Assessment Subcommittee Ex-officio Yes Chair, Program Evaluation and Curricular Outcomes (PECO) Ex-officio Yes Subcommittee Medical Student Society (MSS) VP-Academic (Junior Student Ex-officio Yes representative) Medical Student Society (MSS) Past President (Senior Student Ex-officio Yes representative) 2 Members-at-large, representing faculty in Clinical and Basic Science Yes Departments in the Faculty of Medicine Interim Review Coordinator (IRC) or other member of the accreditation Ex-officio No office Chair, Student Promotions Committee (SPC) Ex-officio No Assistant Dean, MDCM Admissions Committee (Chair, MDCM Admissions Committee) Ex-officio No Term of Office Ex-officio members remain on the committee for their term of office. For all other members, the term of office is 3 years (renewable). Approved by Deanery Executive: August 22,

5 Conduct of Meetings Meeting frequency and functioning There shall be regular (no less than 10) meetings per academic year. The Chair may convene additional meetings as and when necessary. Members may attend meetings in person, by teleconference or videoconference (e.g. Skype for Business). In the event of unavailability for a meeting, voting members may appoint an appropriate delegate to represent her/him and vote on his/her behalf, subject to the approval of the Chair. The following alternate delegates are pre-approved: Assistant Clerkship Component Director in place of the Clerkship Component Director The MSS President or MDCM Year 2 Class President in place of the MSS VP-Academic The past MSS VP-Academic, MDCM Year 3 Class Present or MDCM Year 4 Class President in place of the MSS Past Executive President Minutes will be taken and distributed electronically to all members. The Chair may invite external experts and consultants for specific discussions. Specific UGME staff members (e.g. student records officer, accreditation officers) and a member of the library staff may be invited at the discretion of the Chair. The Chair may create ad hoc subcommittees to study or review any particular issue. Policies are posted to: Quorum 6 voting members must be present (in person or by teleconference/videoconference) in order to achieve quorum. Voting procedure The Chair will aim to build consensus; however, final decisions will be made by voting. The Chair may propose or second a motion but will not vote, except when necessary to break a tie. Decisions will require a simple majority (50%+1) of voting members present, either in person or by teleconference/videoconference. An e-vote may be conducted when appropriate. A simple majority (50%+1) of all members who have voted by the established deadline is required for e-vote decisions. Should a voting member fail to vote by the established deadline, this will be counted as an abstention. Voting will be required for substantive decisions and for recommendations that concern accreditation standards which are not primarily under the jurisdiction of the UGME office and the MDCM Program. History: Approved: Deanery Executive Committee: August 22, 2016 Approved by Deanery Executive: August 22,

6 Faculty of Medicine Faculté de médecine MDCM PROGRAM COMMITTEE STUDENT ASSESSMENT SUBCOMMITTEE TERMS OF REFERENCE Mandate The responsibility of the Student Assessment Subcommittee of the MDCM Program Committee is delegated from the MDCM Program Committee. The mandate of the Student Assessment Subcommittee is to assist the MDCM Program Committee in ensuring that the Program s strategies for assessment of student performance are consistent with best educational practices, institutional policies and accreditation standards. The Subcommittee makes recommendations to the MDCM Program Committee regarding the Program s conceptual approach to assessment, assessment policy and procedures, specific needs in student assessments and appropriate assessment strategies (CACMS Element 9.4). The Student Assessment Subcommittee is focused on student assessment in a global sense rather than on individual student progress; the latter is under the purview of the Student Promotions Committee (SPC). While program evaluation is the remit of the Program Evaluation and Curricular Outcomes (PECO) Committee, the Student Assessment Subcommittee retains responsibility for evaluating the MDCM Program s student assessment practices. The Chair is appointed by the Associate Dean, UGME. Committee Roles and Responsibilities The Student Assessment Subcommittee: 1. Tracks and documents the use of assessment tools and strategies in the MDCM Program, and makes recommendation to the MDCM Program Committee regarding: The explicit goals of the assessment program within the curriculum The principles of student assessment that will affect how the assessment program is designed and implemented Methods of assessment to measure and steer student achievement of program objectives Policies and pacing (scheduling) for student assessment Compliance of MDCM Program assessment practices with Faculty, University and Accreditation requirements Pass requirements and promotion criteria as well as guidelines for remedial, supplemental and deferred examinations Required faculty development related to assessment Approved by Deanery Executive: August 22,

7 2. Advises and assists course and component directors in developing and implementing assessment modalities at the course level 3. Reviews assessment within sessions, courses, components and the program as a whole on a cyclical basis and making recommendations to the MDCM Program Committee regarding the quality (e.g. validity, reproducibility, equivalence, feasibility, educational effect, and acceptability) of the assessment program. This includes but is not limited to: Coverage of program and learning objectives by assessment materials Frequency and perceived adequacy of direct observation in the clinical setting Frequency and perceived adequacy of formative feedback Appropriateness and quality of narrative assessment Timeliness of grade reporting to students Comparability of assessment methods across training sites 4. Promotes best practices in the creation of assessment materials. This includes: Establishing and maintaining a central repository of assessment materials for different assessment methods: MCQs, OSCE scenarios, prompts for writing assignments, clinical reasoning templates, script concordance tests Periodic review of assessment materials and the tagging of assessment items using the taxonomy of the curriculum inventory Establishing guidelines for course directors on using item statistics to determine which items should be removed from an examination after exam administration Establishing guidelines for the appropriate use of assessment data for the purposes of academic advising and of student academic records (CACMS Elements 8.1, 8.3, 8.7, , 11.1, ) Reporting Structure The Subcommittee Chair is scheduled to report at MDCM Program Committee meetings twice per academic year and submits a written report to the MDCM Program Committee annually. In addition to scheduled reporting, the Chair may request that items be added to the MDCM Program Committee agenda. The Chair will indicate whether recommendations are unanimous and, as necessary, will provide the rationale for divergent views from members of the Subcommittee. 7

8 Membership Academic from the Faculty of Medicine (MD or PhD) with expertise in assessment Assessment Administrator, UGME Office 3 faculty members, from the Faculty of Medicine or the Faculty of Dentistry, who have been involved in teaching at the undergraduate level 2 faculty members with expertise in assessment (from the Faculty of Medicine Assessment and Evaluation Unit, Centre for Medical Education, Faculty of Education, or University s Teaching and Learning Services) 1 student representative* Associate Dean, Undergraduate Medical Education ** Interim Review Coordinator (IRC) or other member of the Accreditation Office** Functions Chair Secretary Ex-officio Ex-officio *Selected by the Medical Student Society (MSS) **Invited to all meetings and receives all agendas, minutes and other documentation, but is not expected to attend all meetings Term of Office Ex-officio members remain on the subcommittee for their term of office. For all other members, the term of office is 3 years (renewable). Conduct of Meetings Meeting frequency and functioning There shall be no less than 6 meetings during the academic year. Additional meetings may be convened by the Chair as and when necessary. Minutes will be taken and distributed electronically to all members, including the student representative. The student representative will be excused when specific assessment materials, such as examination items or blueprints, are reviewed. The Chair may invite external consultants and experts to any meeting and may create ad hoc working groups to study or review any particular issue. UGME staff (such as the Student Records officer, the Curriculum Management Administrator, or an IT system administrator), will be invited to attend on an ad hoc basis, at the discretion of the Chair. 8

9 Mechanism for Establishing Recommendations The Chair will aim to build consensus. The Chair may continue Subcommittee discussion until consensus is reached and present a unanimous recommendation to the MDCM Program Committee. However, the Chair may, as appropriate, present the outcome a discussion that does not result in consensus to the MDCM Program Committee. In such a case, the Chair should include the reasons for disagreement amongst Student Assessment Subcommittee members. History: Approved: Deanery Executive Committee: August 22,

10 Faculty of Medicine Faculté de médecine MDCM PROGRAM COMMITTEE PROGRAM EVALUATION AND CURRICULAR OUTCOMES SUBCOMMITTEE TERMS OF REFERENCE Mandate The responsibility of the Program Evaluation and Curricular Outcomes (PECO) Subcommittee of the MDCM Program Committee is delegated from the MDCM Program Committee. The mandate of the PECO Subcommittee is to assist the MDCM Program Committee in evaluating the MDCM Program. Its scope is broad and includes examining the program objectives, intended curricular content, instructional strategies, teachers, learning environments in which the curriculum is deployed, program compliance with formal policies of the Faculty (including codes of conduct), and the performance of cohorts of graduates. It reports regularly on its findings related to program outcomes and makes recommendations to the MDCM Program Committee with the goal of continuous quality improvement. It also recommends specific evaluation strategies. (Note: the strategies used for assessment of student performance are evaluated by the Student Assessment Subcommittee.) Program evaluation is complex and occurs at multiple levels. Where possible, the subcommittee examines the performance of program elements in a comprehensive and longitudinal manner, from program inception and design, through to implementation, processes and products (i.e. outcomes and impacts). It explores perspectives of various stakeholder groups including: current students, prospective students (i.e. applicants to medical school), residents and alumni, teachers, administrative staff, the Faculty s educational leadership, patients, and the community at large. The subcommittee provides and interprets data with a view to accountability, justification, and insights into and clarification on program impacts. This includes evaluating program outcomes with respect to educational outcomes identified by the program s strategic plan. The Chair is appointed by the Associate Dean, UGME. Committee Roles and Responsibilities The Program Evaluation and Curricular Outcomes (PECO) Subcommittee: 1. Reviews the program, components and courses on a cyclical basis to identify strengths and weaknesses and make recommendations for improvement. This includes: Approved by Deanery Executive: August 22,

11 Identifying specific indicators and benchmarks for evaluation of curricular elements, curricular objectives and instructional strategies Recommending instruments (e.g. templates for focus groups, course evaluation questionnaires, etc.) for the evaluation of specific learning modules, courses, clinical placements, or required learning activities Establishing guidelines on interpreting student feedback from session, course, component and program evaluation forms Developing, monitoring the utility of and analyzing and interpreting data from internal surveys on the medical student experience during the MDCM Program (e.g. from standard course and teacher evaluations, focus groups, McGill Educational Experience (MEE) survey, key informants, program evaluation research projects) Analyzing and interpreting data pertaining to students clinical experiences in clinicallybased courses (e.g. data extracted from student learning portfolios and the mymed Portfolio) 2. Interprets measures of student performance to identify strengths and weaknesses of the MDCM Program through student attainment of learning objectives (i.e. MDCM Program Objectives, required procedures and MCC Clinical Presentations). This includes: Data sources external to the MDCM Program, such as mean performance on the MCCQE exams (Parts 1 and 2), the USMLE exams and the results of the CaRMS match Data sources internal to the MDCM Program, such as mean performance on MDCM examinations, assignments, mymed Portfolio logs and other assessment tools 3. Analyzes results of the Graduation Questionnaire with a focus on identifying trends that suggest gaps in curricular content 4. Identifies specific feedback loops, in collaboration with the MDCM Program Committee and the UGME Office administrative staff, to ensure that program evaluation data are used to generate realistic and meaningful insights into the quality and McGill-ness of the MDCM Program and continuous quality improvement (CACMS Elements 8.2, ) Reporting Structure The Subcommittee Chair is scheduled to report at MDCM Program Committee meetings twice per academic year and submits a written report to the MDCM Program Committee annually. In addition to scheduled reporting, the Chair may request that items be added to the MDCM Program Committee agenda. The Chair will indicate whether recommendations are unanimous 11

12 and, as necessary, will provide the rationale for divergent views from members of the Subcommittee. Membership Academic from the Faculty of Medicine (MD or PhD) with expertise in undergraduate medical education and/or program evaluation Curriculum Management Administrator, UGME Office 3 faculty members from the Faculty of Medicine with experience in undergraduate medical education 1 faculty member with expertise in program evaluation (from the Assessment and Evaluation Unit in the Faculty of Medicine, Centre for Medical Education, another School in the Faculty of Medicine, Faculty of Education, or McGill University Teaching and Learning Services) 1 student representative* Chair of the Student Assessment Subcommittee Associate Dean Undergraduate Medical Education** Interim Review Coordinator (IRC) or other member of the Accreditation Office** Functions Chair Secretary Ex-officio Ex-officio Ex-officio *Selected by the MSS **Invited to all meetings and receives all agendas, minutes and other documentation, but is not expected to attend all meetings Term of Office Ex-officio members remain on the subcommittee for their term of office. For all other members, the term of office is 3 years (renewable). Conduct of Meetings Meeting frequency and functioning There shall be no less than 6 meetings during the academic year. Additional meetings may be convened by the Chair as and when necessary. Minutes will be taken and distributed electronically to all members. The Chair may invite additional students, residents as well as external experts or consultants to any meeting and may create ad hoc working groups to study or review any particular issue or fulfill certain functions; for example, it may be considered more effective to have a working group tasked specifically to conduct systematic and cyclical course reviews. UGME staff (such as the Student Records officer, the Curriculum Manager, or an IT system administrator), will be invited to attend on an ad hoc basis, at the discretion of the Chair. 12

13 Mechanism for Establishing Recommendations The Chair will aim to build consensus. The Chair may continue Subcommittee discussion until consensus is reached and present a unanimous recommendation to the MDCM Program Committee. As appropriate, the Chair may present the outcome a discussion that does not result in consensus to the MDCM Program Committee. In such a case, the Chair should include the reasons for disagreement amongst PECO members. History: Approved: Deanery Executive Committee: August 22,

14 Faculty of Medicine Faculté de médecine MDCM PROGRAM COMMITTEE WELLNESS AND LEARNING ENVIRONMENT SUBCOMMITTEE TERMS OF REFERENCE Mandate The responsibility of the Wellness and Learning Environment Subcommittee of the MDCM Program Committee is delegated from the MDCM Program Committee. The mandate of the Wellness and Learning Environment Subcommittee is to review policies and data that relate to the learning environment and to participate in the development and implementation of curriculum content aimed at promoting wellness and resilience in learners. It makes recommendations to the MDCM Program Committee regarding student affairs, mistreatment and the learning environment with the goal of fostering a supportive and safe environment; an environment in which learners and teachers can interact in a mutually respectful and professional manner. It also explicitly endorses and advances a relationship-based practice of medicine. Recommendations of the Wellness and Learning Environment Subcommittee are implemented by The Wellness Enhanced Lifelong Learning (WELL) Office of the Faculty of Medicine when they involve interventions with students. Recommendations of the Wellness and Learning Environment Committee that require interventions for faculty members remain the responsibility of the Academic Affairs Office of the Faculty of Medicine and will be brought to the attention of this Office by the Chair of the MDCM Program Committee and/or the Medical Programs Advisory Committee (MPAC). The Chair is the Assistant Dean, Student Affairs. Committee Roles and Responsibilities The Wellness and Learning Environment Subcommittee reviews data and makes recommendations to the MDCM Program regarding: 1. The Code of Conduct 2. Wellness and resilience of learners through the design and implementation of curriculum content 3. Career advising 4. Academic advising 5. Financial planning 6. Accommodation Approved by Deanery Executive: August 22,

15 7. Access to student services and healthcare resources for students at training sites outside of Montreal 8. Student mistreatment (e.g. internal statistics, student self-study reports, data from the Graduation Questionnaire) and analyzes the data with a view of reducing undesirable events and optimizing reporting mechanisms (CACMS Element 3.6) 9. Student evaluations of the learning environment (CACMS Element 3.5) Reporting Structure The Subcommittee Chair is scheduled to report at an MDCM Program Committee meeting once per academic year and submits a written report to the MDCM Program Committee annually. In addition to scheduled reporting, the Chair may request that items be added to the MDCM Program Committee agenda. Membership Functions Voting privileges Assistant Dean, Student Affairs Chair Yes Staff member from The WELL (Wellness Enhanced Lifelong Learning) Secretary No Office Representatives of The WELL Office Yes Assistant Dean, Resident Affairs 2 Wellness Consultants Career Advisor Representatives of McGill University student services: Yes 1 staff member from the McGill University Wellness Office 1 staff member from the Office for Students with Disabilities (OSD, myaccess) 1 representative from Student Aid Learners: Yes 1 representative appointed by Medical Student Wellness Committee (MSW) 1 representative appointed by Medical Student Society (MSS) 1 representative appointed by Committee on Resident Wellness (CReW) 1 representative from another School in the Faculty of Medicine (i.e. Physical and Occupational Therapy, Nursing, Communication Sciences and Disorders) 2 faculty members from either Basic Science or Clinical Departments in Yes the Faculty of Medicine Associate Dean Undergraduate Medical Education * Ex-officio No 15

16 Interim Review Coordinator (IRC) or other member of the Accreditation Office* Ex-officio No *Invited to all meetings and receives all agendas, minutes and other documentation, but is not expected to attend all meetings Term of Office Ex-officio members remain on the subcommittee for their term of office. For all other members, the term of office is 3 years (renewable). Conduct of Meetings Meeting frequency and functioning There shall be no less than 4 meetings during the academic year. Additional meetings may be convened by the Chair as and when necessary. Minutes will be taken and distributed electronically to all members. The Chair may invite additional students, residents and external experts or consultants for specific discussions and may create ad hoc working groups to study or review any particular issue. UGME staff (such as an IT system administrator or Clerkship Component Administrator) will be invited to attend on an ad hoc basis, at the discretion of the Chair. Policies are posted to: Quorum 50%+1 of voting members must be present (either in person or by teleconference/videoconference) in order to achieve quorum. Voting procedure The Chair will aim to build consensus; however, final recommendations will be determined by voting. A motion shall pass with the support of a simple majority (50%+1) of voting members present either in person or by teleconference/videoconference. An e-vote may be conducted when appropriate. A simple majority (50%+1) of all members who have voted by the established deadline is required for e-vote decisions. Should a voting member fail to vote by the established deadline, this will be counted as an abstention. History: Approved: Deanery Executive Committee: August 22,

17 Faculty of Medicine Faculté de médecine Mandate MDCM PROGRAM COMMITTEE FUNDAMENTALS OF MEDICINE AND DENTISTRY (FMD) COMPONENT SUBCOMMITTEE TERMS OF REFERENCE The Fundamentals of Medicine and Dentistry (FMD) Component Subcommittee of the MDCM Program Committee is delegated authority and responsibility by the MDCM Program Committee. The FMD Component Subcommittee implements the policies and procedures developed and approved by the MDCM Program Committee. The Chair of the FMD Component Subcommittee is the FMD Component Director, who is appointed by the Associate Dean UGME, in consultation with the Dean. Committee Roles and Responsibilities The FMD Component Subcommittee ensures: Course content delegated to the component by the MDCM Program Committee is delivered in a coherent and coordinated manner (CACMS Standard 7; Element 8.1) Component, course, and session learning objectives are linked to the MDCM Program Objectives (CACMS Element 8.2) Follow-up of items arising from the course reviews mandated by the MDCM Program Committee (CACMS Element 8.3) Academic scheduling, reservation of teaching spaces and other resources required for the courses in their component are completed following standard Faculty policies and procedures The FMD Component Subcommittee advises the Associate Dean UGME and the MDCM Program Committee on: Recruitment of teachers, course directors and chief tutors, including job descriptions and level of financial support Approved by Deanery Executive: August 22,

18 Required Faculty Development initiatives Instructional and assessment strategies most appropriate for courses within the FMD Component Reporting Structure The Subcommittee Chair is scheduled to report at MDCM Program Committee meetings twice per academic year and submits a written report to the MDCM Program Committee annually. In addition to scheduled reporting, the Chair may request that items be added to the MDCM Program Committee agenda. Membership Functions Voting privileges FMD Component Director Chair Yes FMD Component Administrator from the UGME Office Secretary No 11 Course Directors, from each course within the Component Ex-officio Yes 2 Representatives from Basic Science Departments implicated in the Yes FMD curriculum Anatomy Department faculty member Pathology Department faculty member 4 Student representatives Ex-officio Yes MDCM Year 1 Class President MDCM Year 2 Class President Dentistry Year 1 Class President Dentistry Year 2 Class President 2 Members-at-large, representing faculty in Clinical and Basic Science Yes Departments in the Faculty of Medicine 4 Curricular Theme Leaders* Ex-officio Yes Associate Dean, Undergraduate Medical Education* Ex-officio No Associate Dean Academic, Faculty of Dentistry* Ex-officio No * Invited to all meetings and receive all agendas, minutes and other documentation, but are not expected to attend all meetings 18

19 Term of Office Ex-officio members remain on the subcommittee for their term of office. For other members, the term of office is 3 years (renewable). Conduct of Meetings Meeting frequency and functioning There shall be no less than 4 meetings during the academic year. Additional meetings may be convened by the Chair as and when necessary. Minutes will be taken and distributed electronically to all members. The Chair may invite external consultants and experts to any meeting and may create ad hoc working groups to study or review any particular issue. UGME staff (such as an IT system administrator, e-curriculum editor or Curriculum Management Administrator) will be invited to attend on an ad hoc basis, at the discretion of the Chair. Quorum The Chair (or designate) and a minimum of 5 Course Directors and 1 student must be present (either in person or by teleconference/videoconference) in order to achieve quorum. Voting procedure The Chair will aim to build consensus; however, final recommendations will be determined by voting. A motion shall pass with the support of a simple majority (50%+1) of voting members present either in person or by teleconference/videoconference. An e-vote may be conducted when appropriate. A simple majority (50%+1) of all members who have voted by the established deadline is required for e-vote decisions. Should a voting member fail to vote by the established deadline, this will be counted as an abstention. History: Approved: Deanery Executive Committee: August 22,

20 Faculty of Medicine Faculté de médecine MDCM PROGRAM COMMITTEE TRANSITION TO CLINICAL PRACTICE (TCP) COMPONENT SUBCOMMITTEE TERMS OF REFERENCE Mandate The Transition to Clinical Practice (TCP) Component Subcommittee of the MDCM Program Committee is delegated authority and responsibility by the MDCM Program Committee. The TCP Component Subcommittee implements the policies and procedures developed and approved by the MDCM Program Committee. The Chair of the TCP Component Subcommittee is the TCP Component Director, who is appointed by the Associate Dean UGME, in consultation with the Dean. Committee Roles and Responsibilities The TCP Component Subcommittee ensures: Course content delegated to the component by the MDCM Program Committee is delivered in a coherent and coordinated manner (CACMS Standard 7; Element 8.1) Component, course, and session learning objectives are linked to the MDCM Program Objectives (CACMS Element 8.2) Follow-up of items arising from the course reviews mandated by the MDCM Program Committee (CACMS Element 8.3) Academic scheduling, reservation of teaching spaces and other resources required for the courses in their component are completed following standard Faculty policies and procedures The TCP Component Subcommittee advises the Associate Dean UGME and the MDCM Program Committee on: Recruitment of teachers, clinical supervisors, course directors and site directors, including job descriptions and level of financial support Required Faculty Development initiatives Approved by Deanery Executive: August 22,

21 Instructional and assessment strategies most appropriate for courses within the TCP Component Reporting Structure The Subcommittee Chair is scheduled to report at MDCM Program Committee meetings twice per academic year and submits a written report to the MDCM Program Committee annually. In addition to scheduled reporting, the Chair may request that items be added to the MDCM Program Committee agenda. Membership Functions Voting privileges TCP Component Director Chair Yes TCP Component Administrator from the UGME Office Secretary No 9 Course Directors, from each course within TCP Ex-officio Yes Site Directors from each course within TCP Ex-officio Yes 2 Student Representatives Ex-officio Yes MDCM Year 2 Class President MDCM Year 3 Class President 2 Members-at-large, representing faculty in Clinical and Basic Science Yes Departments in the Faculty of Medicine 2 Course Directors from Physicianship Component Courses occurring Ex-officio No within TCP Blocks Medical Ethics and Health Law (MEHL) Course Director* Mindful Medical Practice (MMP) Course Director* Associate Dean, Undergraduate Medical Education* Ex-officio No *Invited to all meetings and receive all agendas, minutes and other documentation, but are not expected to attend all meetings. Term of Office Ex-officio members remain on the subcommittee for their term of office. For other members, the term of office is 3 years (renewable). Conduct of Meetings Meeting frequency and functioning There shall be no less than 4 meetings during the academic year. Additional meetings may be convened by the Chair as and when necessary. 21

22 Minutes will be taken and distributed electronically to all members. The Chair may invite external consultants and experts to any meeting and may create ad hoc working groups to study or review any particular issue. UGME staff (such as an IT system administrator, e-curriculum editor or Curriculum Management Administrator) will be invited to attend on an ad hoc basis, at the discretion of the Chair. Quorum The Chair (or designate) and representation from a minimum of 5 TCP Courses and 1 student must be present (either in person or by teleconference/videoconference) in order to achieve quorum. Voting procedure The Chair will aim to build consensus; however, final recommendations will be determined by voting. A motion shall pass with the support of a simple majority (50%+1) of voting members present either in person or by teleconference/videoconference. An e-vote may be conducted when appropriate. A simple majority (50%+1) of all members who have voted by the established deadline is required for e-vote decisions. Should a voting member fail to vote by the established deadline, this will be counted as an abstention. History: Approved: Deanery Executive Committee: August 22,

23 Faculty of Medicine Faculté de médecine MDCM PROGRAM COMMITTEE CLERKSHIP COMPONENT SUBCOMMITTEE TERMS OF REFERENCE Mandate The Clerkship Component Subcommittee of the MDCM Program Committee is delegated authority and responsibility by the MDCM Program Committee. The Clerkship Component Subcommittee implements the policies and procedures developed and approved by the MDCM Program Committee. The Chair of the Clerkship Component Subcommittee is the Clerkship Component Director, who is appointed by the Associate Dean UGME, in consultation with the Dean. Committee Roles and Responsibilities The Clerkship Component Subcommittee ensures: Course content delegated to the component by the MDCM Program Committee is delivered in a coherent and coordinated manner (CACMS Standard 7; Element 8.1) Component, course, and session learning objectives are linked to the MDCM Program Objectives (CACMS Element 8.2) Follow-up of items arising from the course reviews mandated by the MDCM Program Committee (CACMS Element 8.3) Academic scheduling, reservation of teaching spaces and other resources required for the courses in the component are completed following standard Faculty policies and procedures The Clerkship Component Subcommittee advises the Associate Dean UGME and the MDCM Program Committee on: Recruitment of teachers, clinical supervisors, course directors and site directors, including job descriptions and level of financial support Required Faculty Development initiatives Approved by Deanery Executive: August 22,

24 Instructional and assessment strategies most appropriate for courses within the Clerkship Component Reporting Structure The Subcommittee Chair is scheduled to report at MDCM Program Committee meetings twice per academic year and submits a written report to the MDCM Program Committee annually. In addition to scheduled reporting, the Chair may request that items be added to the MDCM Program Committee agenda. Membership Functions Voting privileges Clerkship Component Director Chair Yes Clerkship Component Administrator from the UGME Office Secretary No 11 Course Directors from each course within the Component Ex-officio Yes Site Directors from each course within the Component Ex-officio Yes 6 Student Representatives Ex-officio Yes MDCM Year 3 Class President MDCM Year 4 Class President MDCM Year 3 Student representing the Gatineau site MDCM Year 4 Student representing the Gatineau site MDCM student designated by the Wellness Committee Past-VP Academic 2 Members-at-large, representing faculty in Clinical and Basic Science Yes Departments in the Faculty of Medicine 1 Course Director from the Physicianship Course running longitudinally Ex-officio No during Year 3 of the curriculum Formation of the Professional and Healer Course Director* Assistant Dean, Student Affairs* Ex-officio No Associate Dean Undergraduate Medical Education* Ex-officio No Assistant Dean, Medical Education, Satellite Program Site, Outaouais* Ex-officio No *Invited to all meetings and receives all agendas, minutes and other documentation, but not expected to attend all meetings. Term of Office Ex officio members remain on the subcommittee for their term of office. For other members, the term of office is 3 years (renewable). 24

25 Conduct of Meetings Meeting frequency and functioning There shall be no less than 4 meetings during the academic year. Additional meetings may be convened by the Chair as and when necessary. Minutes will be taken and distributed electronically to all members. The Chair may invite external consultants and experts to any meeting and may create ad hoc working groups to study or review any particular issue. UGME staff (such as an IT system administrator, e-curriculum editor or Curriculum Management Administrator) will be invited to attend on an ad hoc basis, at the discretion of the Chair. Quorum The Chair (or designate) and representation from a minimum of 6 Clerkship Courses and 1 student must be present (either in person or by teleconference/videoconference) in order to achieve quorum. Voting procedure The Chair will aim to build consensus; however, final recommendations will be determined by voting. A motion shall pass with the support of a simple majority (50%+1) of voting members present either in person or by teleconference/videoconference. An e-vote may be conducted when appropriate. A simple majority (50%+1) of all members who have voted by the established deadline is required for e-vote decisions. Should a voting member fail to vote by the established deadline, this will be counted as an abstention. History: Approved: Deanery Executive Committee: August 22,

26 Faculty of Medicine Faculté de médecine MDCM PROGRAM COMMITTEE PHYSICIANSHIP COMPONENT SUBCOMMITTEE TERMS OF REFERENCE Mandate The Physicianship Component Subcommittee (Physicianship Subcommittee) of the MDCM Program Committee is delegated authority and responsibility by the MDCM Program Committee. The Physicianship Subcommittee functions both as the Physicianship Component Subcommittee and as the Professional Identity and Practice (Physicianship) Theme Subcommittee. The Physicianship Subcommittee implements the policies and procedures developed and approved by the MDCM Program Committee and provides recommendations to the MDCM Program Committee regarding concepts and content related to the Professional Identity and Practice curricular theme. The Chair of the Physicianship Subcommittee is the Physicianship Component Director, who is appointed by the Associate Dean UGME, in consultation with the Dean. Committee Roles and Responsibilities The Physicianship Subcommittee ensures: Course content delegated to the component by the MDCM Program Committee is delivered in a coherent and coordinated manner (CACMS Standard 7; Element 8.1) Component, course, and session learning objectives are linked to the MDCM Program Objectives (CACMS Element 8.2) Follow-up of items arising from the course reviews mandated by the MDCM Program Committee (CACMS Element 8.3) Academic scheduling, reservation of teaching spaces and other resources required for the courses in their component are completed following standard Faculty policies and procedures The Physicianship Subcommittee advises the Associate Dean UGME and the MDCM Program Committee on: Approved by Deanery Executive: August 22,

27 Recruitment of teachers and course directors, including job descriptions and level of financial support Required Faculty Development initiatives Instructional and assessment strategies most appropriate for courses within the Physicianship Component The Physicianship Subcommittee oversees the Professional Identity and Practice (Physcianship) theme: Advises the MDMC Program Committee on the academic content of the theme Identifies and supports teachers of theme-related content in collaboration with the associated Component and Course Directors Contributes to the quality-improvement process for theme-related content as mandated by the MDCM Program Committee and its subcommittees Reporting Structure The Subcommittee Chair is scheduled to report at MDCM Program Committee meetings twice per academic year and submits a written report to the MDCM Program Committee annually. In addition to scheduled reporting, the Chair may request that items be added to the MDCM Program Committee agenda. Membership Functions Voting privileges Physicianship Component Director Chair Yes Physicianship Component Administrator from the UGME Office Secretary No Course Director from each course within the Component Ex-officio Yes Director(s) of Longitudinal Physician Apprenticeship courses Ex-officio Yes 2 Members-at-large, representing faculty in Clinical and Basic Science Departments in the Faculty of Medicine Yes Community Representative 8 Student representatives 2 MDCM Year 1 2 MDCM Year 2 2 MDCM Year 3 2 MDCM Year 4 Associate Dean, Undergraduate Medical Education * Ex-officio No Yes Yes 27

28 *Invited to all meetings and receives all agendas, minutes and other documentation, but is not expected to attend all meetings. Term of Office Ex officio members remain on the subcommittee for their term of office. For other members, the term of office is 3 years (renewable). Conduct of Meetings Meeting frequency and functioning There shall be no less than 4 meetings during the academic year. Additional meetings may be convened by the Chair as and when necessary. Minutes will be taken and distributed electronically to all members. The Chair may invite external consultants and experts to any meeting and may create ad hoc working groups to study or review any particular issue. UGME staff (such as an IT system administrator or Curriculum Management Administrator) will be invited to attend on an ad hoc basis, at the discretion of the Chair. Quorum The Chair (or designate) and representation from a minimum of 2 Physicianship Courses and 1 student must be present (either in person or by teleconference/videoconference) in order to achieve quorum. Voting procedure The Chair will aim to build consensus; however, final recommendations will be determined by voting. A motion shall pass with the support of a simple majority (50%+1) of voting members present either in person or by teleconference/videoconference. An e-vote may be conducted when appropriate. A simple majority (50%+1) of all members who have voted by the established deadline is required for e-vote decisions. Should a voting member fail to vote by the established deadline, this will be counted as an abstention. History: Approved: Deanery Executive Committee: August 22,

29 Faculty of Medicine Faculté de médecine MDCM PROGRAM COMMITTEE SCHOLARSHIP, CRITICAL THINKING AND KNOWLEDGE TRANSLATION THEME SUBCOMMITTEE TERMS OF REFERENCE Mandate The Scholarship, Critical Thinking and Knowledge Translation Theme Subcommittee of the MDCM Program Committee is delegated responsibility by the MDCM Program Committee. The Committee advises the MDCM Program Committee on matters related to content and integration of the Scholarship, Critical Thinking and Knowledge Translation curricular theme within the MDCM Program. The Committee is chaired by the Scholarship, Critical Thinking and Knowledge Translation Theme Leader, who is appointed by the Associate Dean UGME. Committee Roles and Responsibilities The Scholarship, Critical Thinking and Knowledge Translation Theme Subcommittee: 1. Advises the MDCM Program Committee on the academic content of the theme, specifically: Theme-related content that should be included within each Component and, where appropriate, within a specific Course Logical progression of theme-related content from Fundamentals of Medicine and Dentistry to TCP to Clerkship Linking of theme-related content to the MDCM Program Objectives Teaching and learning methods and activities, including clinical exposure, necessary to allow students to meet theme objectives 2. Identifies and supports teachers of theme-related content in collaboration with the associated Component and Course Directors. This includes: Helping teachers establish session objectives that link to the MDCM Program Objectives, MCC Clinical Presentations, required encounters and procedures and relate appropriately to other theme-related content Advising teachers on appropriate alternative learning experiences for students who miss mandatory theme-related learning activities Approved by Deanery Executive: August 22,

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