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1 Approved by Deanery Executive: August 22, 2016

Faculté de médecine

Faculty of Medicine

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


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, 3.1-3.2, 3.4-3.6, 4.4, 5.7, 5.12, 6.1-6.8, 7.1-7.9, 8.1-8.8, 9.1, 9.3-9.9, 10.9-10.11, 11.3, 12.7-12.8)

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, 5.1-5.11, 11.1-11.2, 12.1-12.8)

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, 10.1-10.8)

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)


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 11.1-11.2, 12.1, 12.3-12.8)

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 3.5-3.6, 4.1-4.5)

4. Office of Health Affairs: Affiliation agreements and, through the DPS Committee, student

facilities (CACMS Elements 1.4, 5.5-5.11)

5. Office of Social Accountability: Pipeline programs and partnerships to enhance diversity (CACMS Elements 3.3-3.4)


Membership

Functions Voting privileges

Associate Dean, UGME Chair Yes Associate Director, Medical Education Services Secretary No Assistant Dean, Medical Education, McGill University, Outaouais Region

Ex-officio Yes

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 Subcommittee)

Ex-officio Yes

Physicianship Component Director (Chair, Physicianship Component Subcommittee)

Ex-officio Yes

Primary Health Care and Population Health Theme Leader (Chair, Primary Health Care and Population Health Theme Subcommittee)

Ex-officio Yes

Scholarship, Critical Appraisal and Knowledge Translation Theme Leader (Chair, Scholarship, Critical Appraisal and Knowledge Translation Theme Subcommittee)

Ex-officio Yes

Social Accountability and Health Advocacy Theme Leader (Chair, Social Accountability and Health Advocacy Theme Subcommittee)

Ex-officio Yes

Assistant Dean, Student Affairs (Chair, Wellness and Learning Environment Subcommittee)

Ex-officio Yes

Chair, Student Assessment Subcommittee Ex-officio Yes Chair, Program Evaluation and Curricular Outcomes (PECO) Subcommittee

Ex-officio Yes

Medical Student Society (MSS) VP-Academic (Junior Student representative)

Ex-officio Yes

Medical Student Society (MSS) Past President (Senior Student representative)

Ex-officio Yes

2 Members-at-large, representing faculty in Clinical and Basic Science Departments in the Faculty of Medicine

Yes

Interim Review Coordinator (IRC) or other member of the accreditation office∞

Ex-officio No

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).


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: http://www.mcgill.ca/ugme/academic-policies 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

http://www.mcgill.ca/ugme/academic-policies



Faculty of Medicine

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

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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, 9.4-9.8, 11.1, 11.4-11.6) 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.

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Membership

Functions Academic from the Faculty of Medicine (MD or PhD) with expertise in assessment

Chair

Assessment Administrator, UGME Office Secretary 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 ** Ex-officio Interim Review Coordinator (IRC) or other member of the Accreditation Office**

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.

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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:




Faculty of Medicine

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:

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• 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 clinically-based 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, 8.4-8.6) 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

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and, as necessary, will provide the rationale for divergent views from members of the Subcommittee. Membership

Functions Academic from the Faculty of Medicine (MD or PhD) with expertise in undergraduate medical education and/or program evaluation

Chair

Curriculum Management Administrator, UGME Office Secretary 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 Ex-officio Associate Dean Undergraduate Medical Education** Ex-officio Interim Review Coordinator (IRC) or other member of the Accreditation Office**

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.

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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:




Faculty of Medicine

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

http://www.mcgill.ca/ugme/files/ugme/code_of_conduct_may2013.pdf

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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


Assistant Dean, Student Affairs Chair Yes Staff member from The WELL (Wellness Enhanced Lifelong Learning) Office

Secretary No

Representatives of The WELL Office • Assistant Dean, Resident Affairs • 2 Wellness Consultants • Career Advisor

Yes

Representatives of McGill University student services: • 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

Yes

Learners: • 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)

Yes

2 faculty members from either Basic Science or Clinical Departments in the Faculty of Medicine

Yes

Associate Dean Undergraduate Medical Education * Ex-officio No

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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: http://www.mcgill.ca/ugme/academic-policies 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:


http://www.mcgill.ca/ugme/academic-policies



Faculty of Medicine

MDCM PROGRAM COMMITTEE

FUNDAMENTALS OF MEDICINE AND DENTISTRY (FMD) COMPONENT


Mandate 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

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• 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


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 FMD curriculum

• Anatomy Department faculty member • Pathology Department faculty member

Yes

4 Student representatives • MDCM Year 1 Class President • MDCM Year 2 Class President • Dentistry Year 1 Class President • Dentistry Year 2 Class President

Ex-officio Yes


Yes

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

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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:




Faculty of Medicine

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:






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


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• Instructional and assessment strategies most appropriate for courses within the TCP Component



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

• MDCM Year 2 Class President • MDCM Year 3 Class President

Ex-officio Yes


Yes

2 Course Directors from Physicianship Component Courses occurring within TCP Blocks

• Medical Ethics and Health Law (MEHL) Course Director* • Mindful Medical Practice (MMP) Course Director*

Ex-officio No

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.

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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:




Faculty of Medicine

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:





• 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


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• Instructional and assessment strategies most appropriate for courses within the Clerkship Component



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

• 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

Ex-officio Yes


Yes

1 Course Director from the Physicianship Course running longitudinally during Year 3 of the curriculum

• Formation of the Professional and Healer Course Director*

Ex-officio No

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).

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:




Faculty of Medicine

MDCM PROGRAM COMMITTEE PHYSICIANSHIP COMPONENT


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:






The Physicianship Subcommittee advises the Associate Dean UGME and the MDCM Program Committee on:

http://www.mcgill.ca/ugme/mdcm-curriculum-joint-programs/curriculum-structure/longitudinal-themes


27

• Recruitment of teachers and course directors, including job descriptions and level of financial support


• 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



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 Yes 8 Student representatives

• 2 MDCM Year 1 • 2 MDCM Year 2 • 2 MDCM Year 3 • 2 MDCM Year 4

Yes

Associate Dean, Undergraduate Medical Education * Ex-officio No

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*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:




Faculty of Medicine

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


30

• Collaborating with the implicated Course Directors and content leaders to ensure that theme-related information (e.g. session objectives, alternatives for students who miss a session) posted on the online learning management system (myCourses) meets UGME requirements, is easily accessible to students and Course and Site Directors and Administrators, and is accurate, comprehensive and up to date

• Contributing to the longitudinal assessment of student attainment of theme objectives through submission and review of exam items (e.g. for end-of-block exams, reflection and evaluation weeks, progress tests and OSCEs)

3. Contributes to the quality-improvement process for theme-related content as mandated by

the MDCM Program Committee and its subcommittees. This includes: • Reviewing student evaluations of theme-related concepts and content (e.g. evaluations

developed and collected by the program and the Graduation Questionnaire) • Collaborating with Physicianship, FMD, TCP and Clerkship Component and Course

Directors, as appropriate, in identifying and implementing theme-related course improvements (e.g. learning objectives, learning methods, learning materials, assessment methods, student assessment and program evaluation)

• Supporting teachers of theme-related content in implementing session improvements (e.g. learning objectives, learning methods, learning materials, assessment methods, student assessment and program evaluation)

• Contributing to the attainment and maintenance of relevant accreditation standards for theme-related activities (e.g. provision of narrative feedback, linking of learning activities and assessment to program objectives)



Scholarship, Critical Thinking and Knowledge Translation Theme Leader

Chair Yes

Administrator from the UGME Office Secretary No 3 faculty members from Basic Science Departments in the Faculty of Medicine

Yes

2 faculty members from Clinical Departments in the Faculty of Medicine

Yes

1 Student Representative* Yes

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Associate Dean, Undergraduate Medical Education ** Ex-officio No * Appointed 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 other members, the term of office is 3 years (renewable). Conduct of Meetings Meeting frequency and functioning There shall be no less than 2 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 the Curriculum Management Administrator) and library staff will be invited to attend on an ad hoc basis, at the discretion of the Chair. 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:




Faculty of Medicine

MDCM PROGRAM COMMITTEE PRIMARY HEALTH CARE AND POPULATION

HEALTH THEME SUBCOMMITTEE TERMS OF REFERENCE

Mandate The Primary Health Care and Population Health Theme Subcommittee of the MDCM Program Committee is delegated responsibility by the MDCM Program Committee. The Subcommittee advises the MDCM Program Committee on matters related to content and integration of the Primary Health Care and Population Health curricular theme within the MDCM Program. The Subcommittee is chaired by the Primary Health Care and Population Health Theme Leader, who is appointed by the Associate Dean UGME. The Subcommittee reports to the MDCM Program Committee once per academic year and submits a written report to the MDCM Program Committee annually.

Committee Roles and Responsibilities The Primary Health Care and Population Health Theme Subcommittee: 1. Advises the MDCM Program Committee on the academic content of the theme, specifically:









33

• Collaborating with the implicated Course Directors and content leaders to ensure that theme-related information (e.g. session objectives, alternatives for students who miss a session) posted on the online learning management system (myCourses) meets UGME requirements, is easily accessible to students and Course and Site Directors and Administrators, and is accurate, comprehensive and up to date










Primary Health Care and Population Health Theme Leader Chair Yes Administrator from the UGME Office Secretary No 4 faculty members from diverse Clinical and Basic Science Departments in the Faculty of Medicine

Yes

1 Community Representative Yes 1 Student Representative* Yes Associate Dean, Undergraduate Medical Education ** Ex-officio No

34

* Appointed 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 other members, the term of office is 3 years (renewable). Conduct of Meetings Meeting frequency and functioning There shall be no less than 2 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 the Curriculum Management Administrator) will be invited to attend on an ad hoc basis, at the discretion of the Chair. 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:




Faculty of Medicine

MDCM PROGRAM COMMITTEE SOCIAL ACCOUNTABILITY AND HEALTH

ADVOCACY THEME SUBCOMMITTEE TERMS OF REFERENCE

Mandate The Social Accountability and Health Advocacy Theme Subcommittee of the MDCM Program Committee is delegated responsibility by the MDCM Program Committee. The Subcommittee advises the MDCM Program Committee on matters related to content and integration of the Social Accountability and Health Advocacy curricular theme within the MDCM Program. The Subcommittee is chaired by the Social Accountability and Health Advocacy Theme Leader, who is appointed by the Associate Dean UGME.

Committee Roles and Responsibilities The Social Accountability and Health Advocacy Theme Subcommittee: 1. Advises the MDCM Program Committee on the academic content of the theme, specifically:








• Collaborating with the implicated Course Directors and content leaders to ensure that theme-related information (e.g. session objectives, alternatives for students who miss a session) posted on the online learning management system (myCourses) meets UGME


36

requirements, is easily accessible to students and Course and Site Directors and Administrators, and is accurate, comprehensive and up to date










Social Accountability and Health Advocacy Theme Leader Chair Yes Administrator from the UGME Office Secretary No 4 faculty members from Clinical and Basic Science Departments in the Faculty of Medicine

Yes

1 Community Representative Yes 1 Student Representative* Yes Associate Dean Undergraduate Medical Education ** Ex-officio No

* Appointed by the MSS

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**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 2 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 the Curriculum Management Administrator) will be invited to attend on an ad hoc basis, at the discretion of the Chair. 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:




Faculty of Medicine

STUDENT PROMOTIONS COMMITTEE TERMS OF REFERENCE

Mandate The Student Promotions Committee (SPC) is a decision-making body, mandated by the Associate Dean, Undergraduate Medical Education to interpret and apply the program’s Promotion Regulations, duly established by the MDCM Program Committee. The mandate of the SPC is to review academic progress of students enrolled in the MDCM Program. The Committee also reviews academic progress of students enrolled in the Dentistry (DMD) program during the Fundamentals of Medicine and Dentistry (FMD) Component of the curriculum. It has final authority to decide on the suitability of each medical student for the practice of medicine; these decisions are not subject to the approval of the MDCM Program Committee. In its review of student files, the Committee considers all issues related to academic performance, including professionalism. The Committee respects principles of natural justice in its procedures and deliberations. The Committee is chaired by a senior academic member of the Faculty (e.g. a former Department Chair). The Chair is appointed by the Dean, in consultation with the Associate Dean UGME. The voting members of the Committee are nominated by the Associate Dean UGME and approved by the Dean. These members are appointed for a period of three years (renewable).

Committee Roles and Responsibilities The Student Promotions Committee:

1. Reviews the files of students at academic risk, in academic difficulty and on probation, as requested by the Associate Dean UGME or as established by the Promotion Regulations

2. Reviews the files of students with professionalism conduct concerns, as requested by the Associate Dean UGME or as established by the Promotion Regulations

3. Makes final decisions regarding the advancement of students through the promotion periods, including: eligibility for course exemptions or advanced standing; requirement for remedial activities; imposition of probationary status; requirement for supplemental activities and repeating courses or promotion periods; requirement for withdrawal or dismissal from the MDCM program; and eligibility for graduation

4. Reviews and approves or denies student requests for leaves greater than 8-weeks in

duration, as per the Absences and Leaves Policy (see Medium and Long Term Leaves)

https://www.mcgill.ca/ugme/academic-policies/promotion-regulations

https://www.mcgill.ca/ugme/academic-policies/promotion-regulations

https://www.mcgill.ca/ugme/academic-policies/absences-and-leaves

39

5. Receives and considers recommendations from the Associate Dean UGME regarding medical student awards, graduation prizes, and Dean’s Honor List designation

6. Applies the program’s formal procedures, as per Faculty regulations, in situations where a student requests an appeal of a promotion decision

7. Reviews, at the request of MDCM Program Committee, the Program’s standards of

academic achievement, including statute of limitations, and aspects related to student academic records

8. Maintains composite summary data (anonymized with student and teacher names

expunged from reports) of outcomes data such as: attrition rate, total numbers of academic failures, repeat promotion periods, remedial activities, leaves, dismissals, awards, and other academic distinctions; these statistics are provided on an annual basis, in a written report, to the MDCM Program Committee

(CACMS Elements 9.6, 9.9, 11.4-11.6) Membership


Senior academic (MD) from the Faculty of Medicine Chair Yes Student Records Officer, UGME Office Secretary No 4 Chairs or Vice-Chairs of Education of Clinical Departments that have a role in clinical undergraduate medical education (TCP and/or Clerkship)

Yes

4 Chairs or Delegates of Basic Sciences Departments that have a role in undergraduate medical education

Yes

1 Course Director from a course in the FMD Component Yes 1 Course Director from a course in the TCP Component Yes 1 Course Director from a course in the Clerkship Component Yes 1 Course Director from a course in the Physicianship Component Yes Associate Dean, Undergraduate Medical Education Ex-officio No Associate Dean, Academic Affairs, Faculty of Dentistry Ex-officio No Assistant Dean, MDCM Admissions, Faculty of Medicine Ex-officio No Director of the MDCM-PhD Program, Faculty of Medicine Ex-officio No

Conduct of Meetings Meeting frequency and functioning

40

The Associate Dean UGME reports to the Committee on issues related to specific students who are at academic risk or who have demonstrated academic difficulties or interruptions in their academic progress. There shall be a minimum of five meetings per academic year, ordinarily in October, December, March, May, and July. The Chair may convene meetings at any time as deemed necessary to review the record of any student. Quorum 50%+1 of voting members must be present in order to achieve quorum. Given the nature of the discussions, participation by unsecure teleconference or videoconference is not permitted and attendance in person is expected. In the event of unavailability for meetings, members may appoint a delegate to represent her/him, with the approval of the Chair Voting procedure A decision requires the support of a simple majority (50%+1) of voting members present. The Chair will not vote, except when it is necessary to break a tie. Decisions made by the committee will be recorded. History:

Approved:




Faculty of Medicine

MDCM ADMISSIONS COMMITTEE TERMS OF REFERENCE

Mandate The MDCM Admissions Committee is mandated to oversee, implement and have final responsibility for the selection and admission of students to the Faculty’s undergraduate medical education program. Decisions of the Admissions Committee regarding individual students are final and not subject to appeal. The MDCM Admissions Committee fulfills its mandate directly and through 4 admissions sub-committees: 1. MDCM Multiple Mini-Interviews (M3I) Subcommittee 2. MDCM Qualifying Year (MQY) Subcommittee (Med-P & Non-Traditional Pathway) 3. Admissions Best Practices Subcommittee 4. Admissions Professionalism Standards Subcommittee The MDCM Admissions Committee is responsible for the oversight of, and approval of recommendations made by, these subcommittees in accordance with their terms of reference.

Committee Roles and Responsibilities

The MDCM Admissions Committee:

1. Makes final decisions on admissions applications. This includes: • Approval of recommendations of the Admissions Professionalism Standards

Subcommittee related to incidents arising in the context of the selection process for the MDCM Program

• Approval of recommendations of the MDCM Qualifying Year Subcommittee

2. Establishes processes for student selection in accordance with the academic and professional standards established by the MDCM Program Committee, including alignment with the objectives of the MDCM Program. This includes: • Validating methods of assessing applicant academic performance • Validating admissions requirements • Approval of recommendations of the MDCM Multiple Mini-Interviews (M3I)

Subcommittee, including interview scenarios and the blueprint for the MDCM Multiple Mini-Interviews (M3I)

• Recruitment, orientation of, and feedback to admissions raters

42

3. Evaluates policies and processes for student selection to ensure ongoing alignment with appropriate academic and professional standards and the objectives of the undergraduate medical curriculum. This includes: • The periodic review of existing policies and development of new policies, with

reference to evidence, best practices, and principles of social accountability. • Adoption of recommendations by the Admissions Best Practices Subcommittee,

when appropriate to the MDCM Program • Review of recommendations from the Widening Participation Committee with

respect to attracting and recruiting members of under-represented populations to the applicant pool

Reporting Structure The Committee 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 Members are subject to the Faculty of Medicine’s (Admissions) Confidentiality Agreement and the Policy on Conflicts of Interest.


Assistant Dean, MDCM Admissions Chair Yes Director, Office of Admissions Secretary No Chair, MDCM Multiple Mini-Interview (M3I) Subcommittee Ex-officio Yes Chair, MDCM Qualifying Year Subcommittee Ex-officio Yes Chair, Admissions Best Practices Subcommittee Ex-officio Yes Chair, Admissions Professionalism Standards Subcommittee Ex-officio Yes Chair, Widening Participation Committee Ex-officio No 1 Student Representative* Yes 1 Community Representative Yes 1 faculty member from a Clinical Department in the Faculty of Medicine based at a clinical site in the Outaouais region

Yes

1 Member-at-large, representing faculty in Clinical and Basic Science Departments in the Faculty of Medicine

Yes

Associate Dean Undergraduate Medical Education, Faculty of Medicine**

Ex-officio No

* Appointed by the MSS

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**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 shall be members for the duration of their term in office; other members shall be appointed for a term of 3 years (renewable). Conduct of Meetings Meeting frequency and functioning The MDCM Admissions Committee shall meet at least three times per admissions cycle annually. 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 create ad hoc working groups to study or review any particular issue. 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:




Faculty of Medicine

MDCM ADMISSIONS COMMITTEE MDCM MULTIPLE MINI-INTERVIEWS (M3I)


Mandate The MDCM Multiple Mini-Interviews (M3I) Subcommittee of the MDCM Admissions Committee is mandated by the MDCM Admissions Committee to develop and implement MMI stations for the purposes of the MDCM Program’s mandatory, on-site admissions interviews. The MDCM Admissions Committee is responsible for the oversight of, and approval of recommendations made by, this subcommittees. The Chair of the M3I Subcommittee is appointed by the Assistant Dean MDCM Admissions, in consultation with the Associate Dean UGME.


The M3I Subcommittee: 1. Establishes the blueprint for the MDCM MMI. This includes ensuring that:

• The blueprint for the M3Is is aligned with appropriate academic and professional standards and the objectives of the undergraduate medical curriculum

• Each circuit of M3Is respects the blueprint • Content of M3I stations is attentive to matters of inclusiveness and diversity • Assessment criteria for each station are mapped to curricular objective

2. Participates in the continuous quality improvement of the MDCM MMI. This includes:

• Recruiting and training M3I station writers • Vetting and editing drafts of proposed new M3I stations • Modifying and updating previously used MMI stations • Ensuring accurate translation of M3I stations, instructions and rating materials • Training M3I raters • Analyzing M3I station performance for the purposes of verifying effectiveness and

predictive validity of stations

45

Reporting Structure The Subcommittee Chair is scheduled to report at an MDCM Admissions Committee meeting once per academic year and submits a written report to the MDCM Admissions Committee annually. In addition to scheduled reporting, the Chair may request that items be added to the MDCM Admissions Committee agenda. Membership Members are subject to the Faculty of Medicine’s (Admissions) Confidentiality Agreement and the Policy on Conflicts of Interest.


Academic (MD) with expertise in admissions, simulation and/or assessment

Chair Yes

Director, Office of Admissions Secretary No 5 faculty members from diverse Clinical Departments within the Faculty of Medicine

Yes

1 faculty member from the Faculty of Dentistry Yes 1 Community Representative Yes Assistant Dean MDCM Admissions* 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 shall be members for the duration of their term in office; other members shall be appointed for a term of 3 years (renewable). Conduct of Meetings Meeting frequency and functioning The Subcommittee shall meet at least four times during the Fall of each academic year. Additional meetings may be convened by the Chair as and when necessary. Minutes will be taken and distributed electronically to all members. Subcommittee members shall share responsibility for training sessions for station writers and MMI raters.

46

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:




Faculty of Medicine

MDCM ADMISSIONS COMMITTEE MDCM QUALIFYING YEAR SUBCOMMITTEE (MED-P & NON-TRADITIONAL PATHWAY)

TERMS OF REFERENCE

Mandate The MDCM Qualifying Year (MQY) Subcommittee of the MDCM Admissions Committee is mandated by the MDCM Admissions Committee to review academic and disciplinary dossiers of students who are required to complete a qualifying year in advance of registration in the MDCM Program (i.e. Med-P and non-traditional pathway candidates). This includes an in-depth review of dossiers not clearly above the required threshold for promotion. The MQY Subcommittee shall be guided by the “Promotions Guidelines for Students Transitioning from the Med-P year or a Qualifying Year to the MDCM Program” [hereinafter the Promotions Guidelines]. The Subcommittee recommends promotional outcomes to the MDCM Admissions Committee, which maintains final authority for the selection and admissions of students to the MDCM Program. The Chair of the MQY Subcommittee is the Director of the Qualifying Year, who is a faculty member appointed to this role by the Associate Dean UGME, in consultation with the Assistant Dean MDCM Admissions.


The MQY Subcommittee: 1. Ensures that students completing a qualifying year know and understand the Promotions

Guidelines 2. Ensures that timely feedback is provided to students who, by mid-term of the Fall session,

are identified as at-risk of not being promoted to the MDCM Program 3. Reviews the academic and disciplinary records of all students completing a qualifying year,

and written submissions of students whose dossiers are not clearly above the required threshold for promotion, and recommends promotional outcomes to the MDCM Admissions Committee

48

Reporting Structure The Subcommittee Chair is scheduled to report at an MDCM Admissions Committee meeting once per academic year and submits a written report to the MDCM Admissions Committee annually. In addition to scheduled reporting, the Chair may request that items be added to the MDCM Admissions Committee agenda. Membership Members are subject to the Faculty of Medicine’s (Admissions) Confidentiality Agreement and the Policy on Conflicts of Interest.


Director of the Qualifying Year Chair Yes Senior Admissions Officer Secretary No 1 faculty member from a Basic Science Department in the Faculty of Medicine

Yes

1 faculty member from a Clinical Department in the Faculty of Medicine

Yes

Qualifying Year (Med-P/NTP) Student Advisor (Faculty of Science) Ex-officio No Assistant Dean MDCM Admissions* 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 shall be members for the duration of their term in office; other members shall be appointed for a term of 3 years (renewable). Conduct of Meetings Meeting frequency and functioning The Subcommittee shall meet at least 2 times per year, once in early winter to review Fall term results and identify students needing support/intervention and once in early June following the release of Winter Term results to review candidacies for promotion. Additional meetings may be convened by the Chair as and when necessary. Quorum All voting members must be present in order to achieve quorum. Given the nature of the discussions, participation by unsecure teleconference or videoconference is not permitted and attendance in person is expected.

49

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. Recommendations of the Subcommittee will be recorded. History:

Approved:




Faculty of Medicine

MDCM ADMISSIONS COMMITTEE

ADMISSIONS BEST PRACTICES SUBCOMMITTEE

TERMS OF REFERENCE

Mandate The Admissions Best Practices Subcommittee of the MDCM Admissions Committee is mandated by the MDCM Admissions Committee to review policies and procedures for student selection, with the goal of alignment with academic and professional standards and the objectives of the undergraduate medical curriculum. Subcommittee recommendations regarding admissions practices are subject to the approval of the MDCM Admissions Committee. The Chair of the Admissions Best Practices Subcommittee is appointed by the Assistant Dean MDCM Admissions, in consultation with the Associate Dean UGME.


The Admissions Best Practices Subcommittee: 1. Undertakes periodic review of existing admissions policies and recommends new or modified

policies, with reference to evidence, best practices and social accountability 2. Analyses available data and relevant scholarship regarding student selection 3. Consults with relevant stakeholders (learners, prospective applicants, academic advisors, and

community partners) Reporting Structure The Subcommittee Chair is scheduled to report at an MDCM Admissions Committee meeting once per academic year and submits a written report to the MDCM Admissions Committee annually. In addition to scheduled reporting, the Chair may request that items be added to the MDCM Admissions Committee agenda.

51

Membership Members are subject to the Faculty of Medicine’s (Admissions) Confidentiality Agreement and the Policy on Conflicts of Interest.


Academic (MD) with expertise in admissions Chair Yes Admissions Officer Secretary No Director, Office of Admissions Ex-officio No 1 faculty member from a Basic Science Department in the Faculty of Medicine

Yes

4 faculty members from diverse Clinical Departments in the Faculty of Medicine

Yes

1 faculty member representing one of the joint programs (MDCM-PhD; MDCM-MBA; MDCM-OMFS)

Yes

1 Community member Yes Assistant Dean MDCM Admissions* 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 shall be members for the duration of their term in office; other members shall be appointed for a term of 3 years (renewable). Conduct of Meetings Meeting frequency and functioning The Subcommittee shall meet at least 3 times per year. Additional meetings may be convened by the Chair as and when necessary. 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.

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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:




Faculty of Medicine

MDCM ADMISSIONS COMMITTEE ADMISSIONS PROFESSIONALISM STANDARDS


Mandate The Admissions Professionalism Standards Subcommittee of the MDCM Admissions Committee is mandated by the MDCM Admissions Committee to review concerns about professionalism raised by MDCM Admissions raters, the Assistant Dean MDCM Admission or the Associate Dean UGME in respect of applicants to any of the Faculty’s undergraduate medical education programs (MDCM Program, qualifying year and joint programs). The Subcommittee shall determine whether these reported incidents constitute a breach of the Faculty of Medicine’s Code of Conduct and shall recommend to the Admissions Committee actions commensurate with the gravity of the incident. The deliberations and decision-making shall be guided by the Faculty of Medicine Code of Conduct and relevant literature on professionalism standards. The Subcommittee recommends outcomes to the MDCM Admissions Committee, which maintains final authority for the selection and admissions of students to the MDCM Program. The Chair of the Admissions Professionalism Standards Subcommittee is appointed by the Assistant Dean MDCM Admissions, in consultation with the Associate Dean UGME.


The Admissions Professionalism Standards Subcommittee: 1. Reviews the specific context of a reportable incident flagged by an Admissions rater. This

includes: • Determining whether, and to what extent, the conduct described by the Admissions rater

represents a breach of professionalism standards • Recommending to the Admissions Committee either (a) the removal of a candidate from

the rank-order list in the current admissions cycle (in which case the applicant shall be permitted to reapply in subsequent cycles without prejudice), or (b) that the candidacy proceed through the selection process, without prejudice

2. Reviews, at the request of the Assistant Dean MDCM Admissions or the Associate Dean

UGME, the disciplinary dossier and other relevant documentation on any applicant to the MDCM Program, to investigate concerns of candidate breach of professionalism. This includes:

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• Determining whether, and to what extent, the conduct described by the Admissions rater

represents a breach of professionalism standards • Recommending to the Admissions Committee either (a) the removal of a candidate from

the rank-order list in the current admissions cycle (in which case the applicant shall be permitted to reapply in subsequent cycles without prejudice), or (b) that the candidacy proceed through the selection process, without prejudice

3. Contributes to the development and implementation of Admissions rater training modules related to identifying lapse in professionalism

Reporting Structure The Subcommittee Chair is scheduled to report at the MDCM Admissions Committee following each round of interviews and submits a written report to the MDCM Admissions Committee annually. In addition to scheduled reporting, the Chair may request that items be added to the MDCM Admissions Committee agenda. Membership Members are subject to the Faculty of Medicine’s (Admissions) Confidentiality Agreement and the Policy on Conflicts of Interest.


Academic (MD) with expertise in admissions Chair Yes Director, Office of Admissions Secretary No 1 community member with experience as an M3I rater Yes 2 faculty members from diverse Clinical Departments in the Faculty of Medicine

Yes

In the event that one of the Subcommittee members has a conflict of interest with a specific case being reviewed, the Associate Dean UGME or the Assistant Dean MDCM Admissions shall substitute in. Term of Office Ex-officio members shall be members for the duration of their term in office; other members shall be appointed for a term of 3 years (renewable). Conduct of Meetings

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Meeting frequency and functioning The Subcommittee shall meet at least twice per admissions cycle, once after each round of M3Is. Additional meetings may be convened by the Chair as and when necessary. Quorum All voting members must be present in order to achieve quorum. Given the nature of the discussions, participation by unsecure teleconference or videoconference is not permitted and attendance in person is expected. Voting procedure The Chair will aim to build consensus. The recommendations of the Admissions Professionalism Standards Subcommittee shall be decided unanimously. History:

Approved:




Faculty of Medicine

UNDERGRADUATE MEDICAL EDUCATION (UGME) OPERATIONS COMMITTEE

TERMS OF REFERENCE

Mandate The UGME Operations Committee (UOC) is mandated by the Associate Dean, Undergraduate Medical Education, to provide academic oversight of the day-to-day operations of the Undergraduate Medical Education (UGME) Office. The Committee is chaired by the Associate Dean, UGME.

Committee Roles and Responsibilities The UOC is responsible for ensuring the smooth functioning of the MDCM Program. This includes: 1. Implementing decisions of the MDCM Program Committee 2. Establishing mechanisms for faculty participation 3. Assessing the sufficiency of resources available to the program 4. Ensuring proper maintenance and provision of student records, including the Medical

Student Performance Record (MSPR) (CACMS Elements 1.3, 2.4, 5.1, 5.4-5.12, 11.4-11.6, 12.2) Reporting Structure The Committee has independent decision-making power. The Chair is responsible for bringing to the attention of the MDCM Program Committee any issues that will have an impact on the curriculum or student assessment. The Chair is responsible for bringing to the attention of the Medical Programs Advisory Committee (MPAC) any issues that have joint impact on postgraduate medical education (PGME). The Secretary is responsible for communicating decisions of the UOC to the UGME Office staff. Membership


Associate Dean, UGME Chair Yes Curriculum Administration Officer Secretary No Associate Director, Medical Education Services Ex-Officio Yes 4 Component Directors Ex-Officio Yes

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- Fundamentals of Medicine and Dentistry (FMD) - Transition to Clinical Practice (TCP) - Clerkship - Physicianship

Term of Office Ex-officio members remain on the committee 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 8 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 subcommittees to study or review any particular issue. UGME staff (such as the Curriculum Management Administrator, Student Records Officer and Component Administrators) and library staff will be invited to attend on an ad hoc basis, at the discretion of the Chair. 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:


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