Terms of Reference

Membership

Vice-Dean, Postgraduate Medical Education (Chair)
Vice-Dean, Undergraduate Medical Education
Manager, Medical Education, TOH
Operations Manager, Postgraduate Medical Education
Resident Representative (PGY2 or higher)

Role

The Committee’s mandate is to:

• Develop prioritization criteria to help prioritize transfer requests;
• Assess transfer requests at all levels of residency while adhering to the provincial and national transfer policies;
• Provide a yearly report to the Postgraduate Medical Education Committee.

Resident Transfer Subcommittee Prioritization Criteria

Transfer requests will only be considered if it is clear that the resident is not trying to circumvent the CaRMS match. Such requests will be refused. 

Prioritization Criteria For Transfer to a Different Program

• Medical condition (as documented by treating physician; must include a clear comment that the resident cannot practice in the current discipline due to the medical condition);
• Lack of compatibility in specialty (e.g. poor fit or wrong career choice):
  • Resident will be required to have completed a minimum of one rotation in the discipline in which he/she is currently registered;
  • Written evaluation of the rotation must be provided;
  • Must have strong academic performance.

Prioritization Criteria For Transfer Between Schools

• Program issues: changes made to the program from time of match (ex. key faculty departure or accreditation status issues);
• Compassionate / family related issue. 

General Provisions 

This committee is created to review and adjudicate on professionalism issues as they arise amongst the residents and fellows of the Faculty of Medicine. The term professionalism embraces a set of attitudes, skills and behaviours, attributes and values which are expected from those to whom society has extended the privilege of being considered a professional.

In general terms, the following are some principles to guide cases where professionalism becomes an issue.

• The trainee will be treated with the same respect and compassion that we expect the trainee to exhibit to patients
• As a Faculty, we are responsible to society to ensure that the trainees that graduate from our programs will be capable professionals
• Our process will be fair, consistent and transparent while respecting the confidentiality of the trainee

Membersihp

• Chair, elected by the Postgraduate Medical Education Committee (three years, renewable once)
• Ex-officio: Director of Evaluation and Accreditation, PGME
• The following members will be chosen by the faculty nominating committee with terms of three years, renewable once:
  • Vice-Chair, appointed from the participating hospitals 
  • Two faculty members
  • Two trainees 

Meetings

This Committee will meet monthly from September to June or at the prerogative of the Chair. Quorum will be 50%. In the absence of the Chair, the Vice-Chair will assume the role of Chair.   

Notes

Non-Member Attendees: The Chair will invite those academic, administrative staff or appropriate health professionals who are not members of the Committee to attend each meeting only as necessary for the full preparation and presentation of information concerning each case. Such visitors will leave after the presentation of their material.

Conflict of Interest

A committee member must declare a potential conflict of interest with any case presented. The concern will be disclosed by the member to the Chair, who will decide on the appropriate course of action.

Functions of the Committees 

• In relation to Postgraduate Medical Education programs, and on behalf of the Postgraduate Medical Education Committee:
• At the request of the director of evaluation and accreditation, PGME, to review the cases of trainees with professionalism concerns, as raised by either the residency training program or the hospital, and to determine the appropriate course(s) of action, which may include remediation, probation, suspension or dismissal.
• The assessment of a trainee’s performance will focus on the evaluation of the trainee’s academic, behavioral, ethical and professional performance in the program, or the evaluation/recommendation from an independent process.
• The committee will be apprised of the academic standing and if any factors related to this impact on the trainees professionalism.

Processes of the Committee

• The Chair and Vice-Chair or their delegates will review the concern with all those who have knowledge of the occurrence including the involved trainee. This review will be done within 15 calendar days of receipt of the concern.
• If there is no basis for the concern, no documentation of the incident will be recorded in the trainee’s file.
• If the reviewers decide that a formal hearing before the committee is required this will be communicated to the trainee and his/her respective program director.
• A trainee whose performance is being considered by the Committee will have 15 calendar days to make a written submission to the Committee through the Chair.
• A hearing will take place at the next scheduled meeting of the committee after the trainee has made a written submission with the proviso that there be at least five days for the committee members to have opportunity to review the materials.
• An annual report will be made to the Dean outlining the issues considered and the decisions reached.

Appeals of a Decision

Decisions of the Committee are final and binding on the Faculty and the Residency Training Program Committee. Decisions of the Committee may be appealed by trainees to the Faculty Council. 

Confidentiality

All deliberations of the Committee shall be in person. The documents provided to the Committee at meetings shall be retained by the director of evaluation and accreditation. All deliberations of the Committee and all information received by the Committee shall be confidential except for such disclosure as is necessary for the Committee’s report.

General Provisions

The PGY-1 Residency Allocation Committee is a standing subcommittee of the Postgraduate Education Committee (PGEC) that acts in an advisory capacity for the allocation of residency positions in each of the PGY-1 Postgraduate Medical Education (PGME) programs offered at the University of Ottawa and reports on issues relevant to PGY1 resident placement planning.

Membership

The PGY-1 Residency Allocation Committee comprises eight (8) members as follows:

• Vice-Dean, PGME (ex-officio), who shall sit as Chair;
• Assistant Dean, PGME (ex-officio);
• Three (3) program directors from any active subspecialty program, excluding PGY-1 entry, or from any AFC program;
• One (1) resident;
• One (1) faculty member; and
• One (1) member of the community.

Note: Program directors from any PGY-1 entry program, department Chairs and division heads are not eligible to sit as the faculty member representative.

Membership is for a three (3) year term, renewable once. The term is defined as the PGME academic year, effective November 1 - October 31 of any given year. Program directors and department Chairs are invited to submit nominations for membership. Nominations shall be assessed on the basis of the nominee’s ability, experience in medical education and impartiality. Nominations shall be reviewed and voted-on at the December PGEC meeting of any given year.

Meetings

The committee shall meet once per year to review and determine allocation pursuant to Ministry of Health Long Term Care (MOHLTC) reporting. Additional meetings may be scheduled, as required, for the Committee to respond to appeals, communicate with the FoM and Postgraduate Medical Education concerning current issues, etc. Quorum is three (3) voting members, in addition to the committee Chair.

Conflict of Interest

If a member of the PGY-1 Residency Allocation Committee assumes a position of program director in an active primary specialty program, department Chair or division head, the individual will be asked to step down as a member of the Committee.

Functions of the Committees

The committee will be responsible to:

• Review the existing allocation of MOHLTC residency positions to postgraduate training programs.
• Review information relating to the need, strengths and weaknesses of the postgraduate programs within the Faculty and recommend changes as required;
• Identify and assess positions for new PGY-1 programs.
• Report decisions to the PGEC concerning the number of residency positions allocated to each postgraduate program based on the needs, strengths and weaknesses, and manage appeals as they arise.
• Assess the rationalization criteria and include recommendations for changes to the criteria in the final report to be submitted to the PGEC and the MOHLTC. 

Processess of the Committees

Operational process of the committee is subject to change due to timing of information received by the MOHLTC, and timing of PGEC meetings. Changes to the process noted below should not constitute the requirement for approval from any committee except the PGY-1 Residency Allocation Committee.

Processes of the PGY-1 Residency Allocation Committee include, but are not limited to:

• In the Fall of every year, the existing rationalization criteria are discussed at the full program director’s meeting.
• Each January/February, PGY-1 program directors are asked to submit a proposal on the allocation of MOHLTC entry-level residency positions to their program according to the rationalization criteria. Department Chairs are sent a copy of this notice. All entry-level programs are required to submit a response.
• Program responses are sent to members of the PGY-1 Residency Allocation FoM: Postgraduate Medical Education Committee at least two (2) weeks prior to the meeting. Responses are to be accompanied by the following documentation:
  • Memo to committee highlighting issues which need reflection when reviewing documentation;
  • Rationalization criteria;
  • University of Ottawa data (i.e. a summary of positions by program, level and type of funding);
  • History of allocations at PGY-1 level, including: quotas, actuals, attritions, transfers, and number of Foreign Medical Graduates/Visa Trainees enrolled;
  • Provincial data (i.e. a summary of positions by University and Program); and
  • PGY-1 Residency Allocation Committee recommendations from the previous two years.
  • Recommendations are drafted and sent to Committee members for final approval.
  • Recommendations are sent to the program directors (with a copy sent to department Chairs), with the appeal mechanism to the PGY-1 Residency Allocation Committee included. 

Appeals Process

If a program does not agree with the recommendations, a notice of appeal must be submitted in writing by the program director no later than ten (10) business days following receipt of the annual PGY-1 allocation report. The written notice must include the reason(s) for submitting an appeal. 

In the event that a program might be adversely affected by a revised decision due to another program’s appeal, the Vice-Dean will invite the affected program’s director to meet with the Committee as well. 

The Committee meets with the program director(s) appealing the recommendations. Only the program directors are permitted to meet with the Committee. 

Final Recomendations

PGY-1 Residency Allocation Committee shall meet on an as-needed basis to finalize the recommendations. Final recommendations concerning residency allocation are presented for information only at the June full program directors’ meeting; a copy shall be sent to the Department Chairs and Faculty Council. Once presented, no further opportunities to modify the recommendations will be permitted. 

Membership

Chair: Assistant Dean, PGME
Chair: Assistant Dean, PGME
Four faculty members with at least one member from each of the following:

• Family Medicine
• Royal College - surgical specialty or subspecialty
• Royal College – non-surgical specialty or subspecialty

One resident – appointed by PARO
Director of IMG, PGME
Director of Wellness (non-voting)
Director of Academic Support (non-voting)
Vice-Dean, PGME (ex-officio) (non-voting)

The Chair (or designate) will invite the Program Director or delegate to present to the committee when any new plans are being proposed involving a trainee, including extension of training, extra educational activities, remediation and probation.  Additionally, the Chair (or designate) will invite the program director or delegate to present the outcomes and subsequent recommendations of the respective program for any trainee who has completed a period of extra educational activities, remediation or probation.  Note that the invited program director or delegate will be present at the meeting to provide background and answer questions regarding their own specific trainees.  Once they have presented and have answered these questions, they will be asked to leave the meeting so committee members may continue to review the plans or decisions.

Term of Appointment

5 years, renewable once

Resident member – 1 year (renewable)

Quorum

Chair and 50% of the subcommittee members

Frequency of Meetings

The subcommittee will meet at least 4 times per year, ad hoc at the request of the chair, as needed.

Attendance at Meetings

It is expected that subcommittee members will attend at least 75% of scheduled meetings.  Failure to attend the required percentage of meetings will result in removal from the subcommittee. 

Functions of the Subcommittees

On behalf of the Faculty Postgraduate Medical Education Committee (PGEC):

• To regularly review the PGME Evaluation policy and procedures and make recommendations for revision as required.

• To review proposed plans for extra educational activities, remediation or probation as well decisions about extension of training in order to substantiate the decision and provide comment to the program.

• To review all outcomes of extra educational activities, remediation or probation as well as all cases of automatic suspension; the purpose of the review being to substantiate the decision.

Conflict of Interests

A subcommittee member must declare a potential conflict of interest with any case presented.  The concerns will be disclosed by the member to the Chair, who will decide on the appropriate course of action.

General Provisions

The Accreditation subcommittee is a standing committee of the Postgraduate Education Committee (PGEC) that is responsible for reviewing all internal accreditation reviews and maintaining the overall standards of the University internal review process.

Membership

The Accreditation subcommittee has eleven (11) members. Membership is for a three-year term, renewable once. Membership is as follows:

1. Chair - faculty member nominated by the Vice-Dean, Postgraduate Medical Education (PGME) and approved by the Postgraduate Education Committee;
2. Vice-Dean, PGME (ex-officio);
3. Assistant Dean, PGME (ex-officio);
4. Eight (8) additional faculty members with experience in the standards of education and accreditation imposed by the Royal College of Physicians and Surgeons of Canada (RCPSC) and by the College of Family Physicians of Canada (CFPC):
   1. At least two (2) faculty members with Royal College certification;
   2. At least two (2) faculty members with College of Family Physicians certification;
5. Two (2) resident representatives, selected from the entire resident body following consultation with the University of Ottawa PARO General Council.

It is expected that subcommittee members will attend at least 75% of scheduled meetings. Failure to attend the minimum number of meetings will result in removal from the subcommittee.

Meetings

The subcommittee shall meet at least four (4) times a year and additionally as required, and will communicate with the Faculty’s PGEC as issues arise.

Quorum is set at four (4) members in attendance, which includes the subcommittee Chair or his/her delegate.

Conflict of Interest

A subcommittee member must not participate in the review of his/her own program. The subcommittee member should declare a conflict of interest when their program review is to be discussed and the member will leave the meeting during the discussion.

A subcommittee member who has reviewed another program will be asked to leave the meeting while the subcommittee discusses the review. 

Functions of the Subcommittee

1. Review all accreditation reviews and progress reports, and make recommendations regarding individual programs and the Faculty as a whole, as necessary.
2. Review the work plans submitted by all programs in response to any external review, and make recommendations regarding individual programs and the Faculty as a whole, as necessary.
3. Annually report to the Vice-Dean, PGME and to the PGEC on issues that arise as they pertain to standards of accreditation of the RCPSC and the CFPC.
4. Assume responsibility for the overall standards of the University’s internal review process and make recommendations as necessary to the PGEC.
5. Ensure reports generated by reviewers are of high quality.
6. Provide feedback to reviewers on the quality of the reports.
7. Provide faculty development and support on accreditation-related activities.

Procedures

1. The subcommittee Chair, along with the Assistant Dean, PGME, set a six-year schedule that outlines the timing of internal reviews for all RCPSC and CFPC training programs at the University of Ottawa. It is expected that during the full external reviews of all University of Ottawa postgraduate programs (conducted by the RCPSC and CFPC every six years), each program will be subject to at least one (1) internal review. Programs may also be subjected to a mini-review before their full review (see Appendix for descriptions of internal and mini-reviews). At the discretion of the subcommittee Chair and Assistant Dean, programs may be subjected to more review than this minimum, particularly if programs are subject to RCPSC- or CFPC-mandated internal or external reviews within the six-year period.
2. Reviewers are assigned to reviews by the Accreditation Program Administrator. Internal reviews are conducted by two (2) physicians and one (1) postgraduate trainee from the Faculty of Medicine, University of Ottawa. In most cases, the more experienced of the two (2) faculty reviewers will be named as Lead Reviewer by the Accreditation Program Administrator and will be the primary author of the report.
3. The subcommittee is responsible for reviewing all subcommittee reports and providing formative feedback to reviewers. Report documents are reviewed by all subcommittee members (using track changes and/or comments) and are then discussed at the next Accreditation subcommittee meeting. In certain circumstances (e.g. if a report is urgent and needs to be submitted prior to the next meeting), the subcommittee members’ comments may be collected electronically, summarized by the Chair, and sent back to the reviewers without the review being formally presented at a meeting.

Expected Timelines for Internal Reviews

1. The Accreditation Program Administrator receives the Pre-Survey Questionnaire (PSQ) and supporting documents from the program one (1) month prior to the review.
2. The Accreditation Chair, Vice Dean, PGME and Assistant Vice-Dean, PGME have one (1) week to send any comments on the PSQ and supporting documents.
3. The program then has one (1) week to make final edits before resubmitting the final documentation to the Accreditation Program Administrator.
4. Reviewers receive the final PSQ and supporting documents two (2) weeks prior to the actual review. The report must be submitted within two (2) weeks of following completion of the review.
5. Formative feedback from the Accreditation subcommittee on the quality of the report is usually sent to reviewers within four-to-six weeks of submission. Additionally, reviewers may be asked to clarify certain statements or to add or remove certain sections. All final edits are asked to be resubmitted within ten (10) business days.
6. Once the report has been approved by the Accreditation subcommittee Chair and the Assistant Dean, the final report is sent to the Program Director.
7. Once the report has been submitted and comments from the Accreditation subcommittee have been satisfactorily addressed, the Accreditation Program Administrator will process the reviewer’s remuneration for working on the review.
8. Reviewers must submit an invoice to pgmeacrr@uottawa.ca indicating to whom the funds should be paid (i.e. to the individual, to a corporation, or to another source).

Note: Mini-reviews follow the same format except that a PSQ is not required.

Purpose

To adjudicate annual fellowship competitions:

• Foreign Fellowship
• Canadian Fellows Training Abroad
• Canadian Fellows Training in Canada

To adjudicate the following annual awards:

• Educational Advancement and Innovation for faculty members
• Educational Initiative in Residency Education (EIRE)
• Fellowship
• Faculty of Medicine Awards in Education (PGME)
• PARO
• CSCI-CIHR

Membership

The Vice-Dean of Postgraduate Medical Education or his designate will be a permanent member.

There will be five members in total with each member having a three-year term, with the option of one three year renewal, subject to the agreement of the member and support of the majority of the subcommittee.

The subcommittee will decide on the chairperson, who will serve a two-year term.

Funding

The Foreign and Canadian Training Abroad fellowships will be funded from the tuition fees collected by the Faculty of Medicine for foreign sponsored fellows. It will be a variable fund and shall not incur any debt.

The awards below will be funded by an annual $475,000 grant from the Canadian Fellow budget

• $350, 000 for the Fellowship Award
• $125, 000 for the EIRE Award

Meeting Frequency

The subcommittee will meet at least two times annually. If a meeting cannot be convened, the committee may deliberate via email.

Committee Decisions

All decisions of the subcommittee will be captured in the meeting minutes. These decisions are not appealable.

Preamble

The Faculty Postgraduate Education Committee is a standing committee of the Faculty of Medicine that coordinates Postgraduate Education in all recognized programs, be they:

1. Royal College Specialty Residency Programs
2. Family Medicine Residency Programs

Membership

1. The Faculty PGEC Full includes all the members of the PGEC Executive (as noted below) and all Residency Training program directors (or their delegate).
2. The Faculty PGEC Executive membership shall comprise:

1. Vice-Dean, PGME (Chair)
2. Assistant Dean, PGME (voting)
3. Dean, Faculty of Medicine (non voting)
4. IMG co-Director (non voting)
5. Director of Academic Support (non voting)
6. Chair of Accreditation Subcommittee (non voting)
7. Chair of Professionalism Subcommittee (non voting)
8. Program Directors (or delegates) representing the following twelve residency programs.

These programs will retain permanent positions on the Faculty PGEC Executive. (voting)

• Anesthesiology
• Emergency Medicine
• Clinician Investigator Program
• Family Medicine
• Family Medicine Enhanced Skills
• General Surgery
• Internal Medicine
• Anatomical Pathology
• Obstetrics & Gynecology
• Orthopedic Surgery
• Pediatrics
• Psychiatry

1. Seven program directors (or their delegate) representing all other programs. These Program Directors will be appointed on a rotational basis for a duration of two years. (voting)

1. The Director of Faculty Distributed Medical Education (DME). (non voting)
2. The Chair of the Department of Innovation in Medical Education (DIME). (non voting)
3. Representatives from Administration of the major teaching hospitals. (non voting)

• The Ottawa Hospital (TOH)
• Children’s Hospital of Eastern Ontario (CHEO)
• The Royal Ottawa Hospital (ROH)
• L’Hôpital Montfort
• Bruyère Continuing Care

1. Two resident representatives selected by PARO. (voting)
2. Guests from affiliated organizations will be invited to meetings as needed at the discretion of the Chair. (non voting)

Frequency of Meetings

The PGEC Executive will meet 10 times per year from September to June. Four (4) of these meetings will be held to include the entire contingent of Program Directors (or delegates) and will be known as the PGEC Full meeting.

It is expected that PGEC Executive members will attend all PGEC (Full and Executive) meetings and all other residency program directors attend all PGEC Full Meetings. Non-executive members are invited to attend any and all PGEC Executive meetings.

Quorum

The quorum for PGEC Executive and PGEC Full meetings shall be at least 1/3 of the total number of voting members or such greater number of members as the PGEC may determine.

Function

1. Admissions and Registration:

1. Ensure appropriate admissions criteria and procedures are established for all levels of residency training programs.
2. Ensure that appropriate conditions of enrollment are in place, whether these conditions are local or provincial requirements (i.e. PRP, AVP, PEAP, immunization, licensure, and medico-legal liability coverage)

1. Evaluation with respect to:
2. Established Standards of Accreditation according to the RCPSC and CFPC.
3. Maintaining an effective Evaluation Policy and Promotions policy
4. Monitoring of programs.

Administer an Accreditation Subcommittee for the purposes of:

Preparing for the on-site Accreditation visits from the Royal College of Physicians and Surgeons of Canada, and the College of Family Physicians of Canada, as well as the Liaison Committee on Medical Education (LCME) Faculty Accreditation visit.

1. Conducting Internal Reviews and the review and approval of reports.
2. Ensuring that Educational Sites meet Standards of Accreditation.

1. Accountability. The PGEC is accountable to the Dean and the Faculty Council of the Faculty of Medicine.

The PGEC is also accountable to report, as necessary, to:

1. the Royal College of Physicians and Surgeons of Canada
2. the College of Family Physicians of Canada

Subcommittees

The PGEC may establish Subcommittees as are necessary to implement policies and procedures as listed above. Terms of reference are to be determined by each Subcommittee and approved by the PGEC.

Chairs or delegates of these Subcommittees will report to the PGEC on an annual basis. Subcommittees include:

• Evaluation Subcommittee
• Professionalism Subcommittee
• Accreditation Subcommittee
• PGY1 Residency Allocation Subcommittee (PRAC)
• Transfer Subcommittee

Recognition

It is recognized that the University of Ottawa, Faculty of Medicine, has agreements with each hospital defining their affiliation with the University. It is recognized that the affiliated hospitals through the Council of Academic Hospitals of Ontario (CAHO) represent the teaching hospitals and the University of Ottawa for the purposes of negotiating non-academic terms and conditions related to residents with the Professional Association of Residents of Ontario (PARO). For matters pertaining to their employment status, residents are responsible to their employer.

Mandate

Provide collaborative support, orientation, and essential knowledge pertaining to the Program Administrator (PA) role in medical education. Encourage the professional development of all PAs in Postgraduate Medicine Education at the University of Ottawa in accordance with the CanMEDS-ATA.

Membership

The PA Executive Committee is made up of a core group 10 Program Administrators working in medical education at the University of Ottawa, plus 1 representative from the PGME Office.

PA Members:

• Chair
• Vice-Chair or Past Chair
• Treasurer
• Secretary
• Corresponding Members and/or Members at large

PGME Representatives:

• Manager
• PGME rep

PA Members of the PA Executive Committee are appointed for a term of three years.

Members wanting to renew for another term must notify the Chair at least two months prior to the end of the academic year. The PA Members of the Committee will vote to indicate agreement for the renewed term.

If an agreement is not reached, and the membership is not renewed, then the position will be opened for recruitment.

Recruitment

The recruitment process is carried out at the end of each academic year. A call for nominations will be done at the Spring Bi-Annual Program Administrators meeting. Each nominee will be asked to submit a bio and/ or letter of interest for consideration by the PA Executive Committee. The PA General Assembly will vote and select member(s) from the pool of nominees.

Members are expected to accept assignments involved in the planning of the professional development workshops and creation of ad-hoc working groups or sub-committees.

Member Eligibility

To be eligible for membership on the committee, the individual must be the designated Postgraduate Program Administrator for an accredited CCFP or RCPSC residency program at the University of Ottawa.  There may only be one representative per program on the committee.

Specific responsibilities of PA Members

Chair

• Normal mandate is for a two year term plus an additional year as Past Chair (total 3 yr term).  The length of the term may be extended by committee approval.
• Sets the strategic direction for the upcoming academic year in collaboration with the committee.
• Sets the agenda in consultation with the PGME manager for the meetings.
• Serves as the primary contact between the PGME Office and the PA Executive Committee.
• Reviews the PA Executive Committee Terms of Reference (TOR) on an annual basis and presents updated TOR for review and approval by the committee.
• Participates in all meetings.
• Assigns additional duties to committee members in order to achieve overall committee goals.
• Collaborates with other professional development groups in order to ensure shared goals and objectives.
• Presents the PA Executive Committee update to all PAs at the PA Bi-Annual meeting (General Assembly).
• Represents the PA Executive Committee on the Program Directors Postgraduate Education Committee
• Contributes ideas (sessions, speakers) to the professional development sessions, and serves as a resource for other committee members as questions arise.
• Solicits input from other member organizations regarding current concerns. Serves as an advocate concerning those issues related to PAs.
• Accepts Committee assignments for planning and professional development.

Past Chair or Vice-Chair

• The Past Chair will serve during the first year of the Chair’s mandate.  A Vice-Chair will be selected in the second year of the mandate.
• Serves as the chief advisor to the Chair.
• Participates in all meetings.
• Contributes ideas (sessions, speakers) to the professional development sessions.

• Accepts Committee assignments for planning and professional development.
• As Past Chair, provides historical background and knowledge of Chair duties and responsibilities to support the Chair and the Committee.

Treasurer

• Maintains the finances.
• Must be a member of the committee who has served at least one year.

Secretary

• Must attend all meetings.
• Records Committee minutes.

Corresponding Members and/or Member at large

• A corresponding member from all major sites (affiliated hospitals). Ideally, members are recruited from all the core sites and affiliated teaching hospitals to give perspective and a voice to committee with a perspective from each site.  If no one volunteers from a particular site, a member at large can be added instead. Participates in all meetings.
• Contributes ideas (sessions, speakers) to the professional development sessions.
• Accepts Committee assignments for planning and professional development.

Specific responsibilities of PGME Representatives

Manager

• Assists in setting the agenda for all PA Executive meetings.
• Participates in all meetings.
• Contributes ideas (sessions, speakers) to the professional development, and serves as a resource for other committee members as questions arise.
• Acts as liaison with PA members in the planning of the professional development curriculum.

Voting Process for PA Executive Roles

• Chair asks PA Executive Members for nominations for the open position.
• Chair will provide list of nominated names for PA Executive Members to vote.
• In the event of a tie vote, the Chair will cast the deciding vote.

Quorum

• A quorum will be 50% plus one.

Frequency of Meetings

The chair approves all scheduled meeting dates.  Meeting length is two-hours (maximum 2 ½ hours). These meetings occur a minimum of four times a year (with additional meetings as required) between September and June of every year.  The organization of the meeting is the responsibility of the Chair with assistance of the PGME Manager or other PGME staff.

Attendance

All Committee members are required to participate in at least 75% of the scheduled meetings, and are expected to participate in the professional development curriculum planning.

Dismissal

Concerns may be brought to the Chair in writing should a member of the committee demonstrate incompetence, dishonesty, personal conduct that substantially impairs the committee’s fulfillment of its responsibilities and mandates (see code of conduct document), or fails to maintain 75% attendance at the meetings. The PA Executive Committee Chair (or the Vice/Past Chair in cases involving the current Chair) and the PGME Representative (Manager) will review the charges and a motion to dismiss will be presented to the PA Executive Committee. The outcome will be based on the charges and voted among the PA Executive Committee members. Should the outcome be that of a dismissal the member will be approached and asked to resign from their position on the committee.

Accountability

The PA Executive Committee is accountable to the PGME Office and all program administrators and program directors at the University of Ottawa.

Procedures

All communications and documents presented on behalf of the PA Executive to external groups must be pre-approved by the PA Executive members either at a PA Executive Meeting or via electronic email approval.

Sub-Committees

All sub-committees will be chaired by a member of the PA Executive.  The number of sub-committees will be determined on an annual basis according to the PA Executive Objectives for that year. Professional Development activities are the exception as no separate sub-committee exists, rather these activities are coordinated by the main PA Executive Committee.

Any PA from the larger General Assembly group is eligible to participate on a sub-committee, they do not have to be a member of the PA Executive. 

Modified and approved by PA Executive Committee: May 18, 2016.
Previous update: June 10, 2015

General Provisions

The Faculty’s Clinical Fellowship Committee (CFC) is a committee of Postgraduate Medical Education (PGME) that coordinates Faculty of Medicine Post-Residency Fellowship Education in all recognized programs.

It must be clearly understood that each Fellowship program must have its own Fellowship Education Committee.

A fellow is defined as a clinical trainee in postgraduate medical education undertaking an unaccredited fellowship or a fellowship in an Area of Focused Competence (AFC) post-residency.

Membership

Membership to the CFC includes: the Vice-Dean, PGME, who shall sit as Chair; the Assistant Dean, PGME (ex-officio member); the Dean, Faculty of Medicine (ex-officio member); and Fellowship Directors (or their delegate).

Additional membership to the CFC may include: Areas of Focused Competency (AFC) Directors; a Program Administrator; and representatives from fellowship trainees.

The CFC shall represent the following departments and fellowship programs:

a) Departments/Schools:

1. Anesthesiology;

2. Diagnostic Radiology;

3. Emergency Medicine;

4. Epidemiology, Public Health and Preventive Medicine;

5. Family Medicine;

6. Innovation in Medical Education (DIME);

7. Medicine;

8. Obstetrics & Gynecology;

9. Ophthalmology;

10. Otolaryngology;

11. Pathology and Laboratory Medicine;

12. Pediatrics;

13. Psychiatry; and

14. Surgery.

b) AFC Fellowship Programs

Guests from affiliated organizations may be invited to meetings, as required and at the discretion of the Chair.

Meetings

The PGFC will meet a minimum of two (2) times per year, from September to June.

Quorum for PGFC meetings shall be at least 1/3 of the total members or such greater number of members as the PGFC may determine.

Functions of the Committee

Functions of the PGFC include:

1. Admissions and Registration

a) Ensure appropriate admissions criteria and procedures are established for all postgraduate fellows.

b) Ensure appropriate conditions of enrolment are in place, whether these conditions are local or provincial requirements (i.e. PEAP, Immunization, Licensure, and Professional Liability Protection).

2. Evaluation, with respect to:

a) Established Standards of Accreditation according to the RCPSC and CFPC, if applicable.

b) Maintaining an effective Evaluation Policy, Appeal Mechanism and Promotions policy.

3. Monitoring of AFC programs. Establish and administer an Accreditation Subcommittee for the purposes of:

a) Preparing for on-site Accreditation visits from the Royal College of Physicians and Surgeons of Canada and the College of Family Physicians of Canada;

b) Conducting Internal Reviews and the review and approval of reports; and

c) Ensuring that Educational Sites meet Standards of Accreditation.

4. Accountability. The PGFC is accountable to the Vice-Dean, PGME and to the Faculty Council. The PGFC is also accountable to report, as necessary, to:

a) the Royal College of Physicians and Surgeons of Canada; and

b) the College of Family Physicians of Canada.

5. Subcommittees

• The PGFC may establish Subcommittees as are necessary to implement policies and procedures as listed above. Terms of reference are to be determined by each Subcommittee and approved by the PGFC. Chairs or delegates of these Subcommittees report to the PGFC on an annual basis.

Recognition

It is recognized that the Faculty of Medicine, University of Ottawa, has agreements with each hospital defining the hospital’s affiliation with the University.

For matters pertaining to their employment status, fellows are responsible to their employer.