UGME Executive Committees

Mandate

The Preclerkship Subcommittee acts in an advisory capacity to the Undergraduate Curriculum Committee of the Faculty of Medicine and to the Vice-Dean, UGME. It addresses all issues pertinent to the delivery of the Undergraduate Education Program in years I and II of the curriculum (Preclerkship). The scope of the activities of the Preclerkship Subcommittee will encompass, but is not limited to, the following areas:

1. Ensure that the Preclerkship curriculum is presented effectively, and in a manner consistent with the accreditation standards described in the document “Functions and Structure of a Medical School”;
2. In cooperation with the Undergraduate Curriculum Content Review Subcommittee, review the Preclerkship objectives and ensure that these objectives reflect the educational objectives of the Faculty of Medicine;
3. Regularly review the methods of implementation of the educational objectives to ensure integration and coordination of Preclerkship as a whole. Receive feedback from the Unit Committees and students to ensure that the educational objectives are achieved in both languages;
4. Work closely with the Evaluation Subcommittee to determine the appropriate methods and configuration of formative and summative examinations and other evaluations of students;
5. Develop and support methods of evaluation of the Preclerkship program, of its educational components and educators;
6. Maintain communication with the Clerkship Subcommittee to ensure continuity and coordination between Preclerkship and Clerkship;
7. Advise on human, physical and other resources required for effective delivery of the Preclerkship curriculum;
8. Strive for representation of the basic and clinical sciences in both languages in each of the Unit Committees;
9. Report regularly to the Undergraduate Curriculum Committee through the Directors of Preclerkship.

Membership

The Preclerkship Subcommittee shall be composed of:

1. Directors of Preclerkship, one Anglophone and one Francophone (Co-Chairs)
2. Unit leaders, one Anglophone and one Francophone, for each unit
3. Director, Indigenous Program
4. Director, Distributed Medical Education
5. One (1) representative of the Evaluation Subcommittee
6. Director, Curriculum
7. Director, Social Accountability
8. Director, iMed
9. Director, Accreditation
10. Directors of Clerkship, one Anglophone and one Francophone
11. Directors of Clinical Skills, one Anglophone and one Francophone
12. Five (5) student representatives: one Anglophone and one Francophone from first and second year, and the Junior Vice-President of Academic Affairs of the Aesculapian Society
13. Manager, Information Technologies (non-voting member)
14. Director, UGME (non-voting member)
15. Supervisor of Academic Services in Preclerkship, UGME (non-voting member)
16. Supervisor of Academic Services in Clerkship, UGME (non-voting member)
17. Coordinator, Accreditation (non-voting member)
18. Liaison Officer, Year 1 (non-voting member)
19. Liaison Officer, Year 2 (non-voting member)
20. Academic Coordinator (non-voting member, providing administrative support)

The quorum shall consist of one third of the voting members.

Mandate

The Clerkship Subcommittee acts in an advisory capacity to the Undergraduate Curriculum Committee of the Faculty of Medicine and to the Vice-Dean, UGME. It addresses all issues pertinent to the delivery of the Undergraduate Medical Education Program in years 3 and 4 of the curriculum (Clerkship) at any of the hospitals and community practices participating in undergraduate medical education. The scope of the activities of the Clerkship Subcommittee will encompass, but is not limited to, the following areas:
 

1. Ensure that the Clerkship curriculum is presented effectively, and in a manner consistent with the accreditation standards described in the document “Functions and Structure of a Medical School”;
2. In cooperation with the Undergraduate Curriculum Content and Review Subcommittee, review the objectives of each clerkship rotation and ensure that these objectives reflect the educational objectives of the MD Program;
3. Regularly review the methods of implementation of the educational objectives of the clerkship rotations to ensure integration and coordination within each rotation and in Clerkship as a whole. Receive feedback from the rotation committees and students to ensure that the educational objectives are achieved in both language streams;
4. Work closely with the Evaluation Subcommittee to determine the appropriate methods and configuration of formative and summative examinations and other evaluations of students;
5. Develop and support methods of evaluation of the Clerkship program and its educational components and educators;
6. Maintain communication with the Preclerkship Subcommittee to ensure continuity and coordination between Preclerkship and Clerkship;
7. Advise on human, physical and other resources required for the effective delivery of the Clerkship curriculum;
8. Report regularly to the Undergraduate Curriculum Committee through the Directors of Clerkship.

Membership

The Clerkship Subcommittee shall be composed of:

1. Directors of Clerkship, one Anglophone and one Francophone (Co-Chairs)
2. Directors, one Anglophone and one Francophone, of each rotation
3. Leaders for Link Block, Electives and Back to Basics Course
4. Director, Indigenous Program
5. Director, Distributed Medical Education
6. Director, Accreditation
7. One (1) representative of the Evaluation Subcommittee
8. Directors of Preclerkship, one Anglophone and one Francophone
9. Director, Social Accountability
10. Director, iMed
11. Five (5) student representatives: one Anglophone and one Francophone from third and fourth year, and the Senior Vice-President of Academic Affairs of the Aesculapian Society
12. Manager, Information Technology (non-voting member)
13. Director, UGME (non-voting member)
14. Supervisor of Academic Services in Preclerkship, UGME (non-voting member)
15. Supervisor of Academic Services in Clerkship, UGME (non-voting member)
16. Coordinator, Accreditation (non-voting member)
17. Liaison Officer, Year 3 (non-voting member)
18. Liaison Officer, Year 4 (non-voting member)
19. Academic Coordinator (non-voting member, providing administrative support)

The quorum shall consist of one third of the voting members.

Mandate

The Undergraduate Curriculum Content Review Subcommittee has the responsibility to conduct timely and systematic review, revision and planning of the curriculum to ensure it is a coherent and coordinated curriculum that fulfills the goals and objectives of the Faculty of Medicine and will be in full compliance with the Committee on Accreditation of Canadian Medical Schools (CACMS) standards. All proposals for curricular change must be approved by this subcommittee. Its mandate is to:

1. Review, on a regular basis, the content of the curriculum within and across Units throughout the four medical years, by considering (but not necessarily limited to) the following key indicators:
   1. CanMEDS roles;
   2. societal needs;
   3. common skills and representative conditions;
   4. accreditation issues;
   5. student feedback and performance;
   6. comparison with curricula at other schools;
   7. excessive redundancies and deficiencies;
   8. timing and flow of topics.
2. Ensure that the specific learning objectives are reviewed, changed, updated, and appropriately mapped to the Medical Council of Canada (MCC) objectives and the curriculum’s 5-axes keyword search and retrieval system;
3. Ensure an appropriate sequencing of the various segments of the curriculum both within and across the academic periods of study;
4. Ensure that a balanced viewpoint is achieved between the generalist and specialist perspectives in the curriculum;
5. Form ad hoc committees (working groups) as needed for more detailed consideration of topics relevant to the undergraduate curriculum, each committee having a group leader and a student member;
6. Consider reports of special committees and task forces relevant to the curriculum;
7. Evaluate the effect of curricular changes;
8. Bring recommendations for change to the Undergraduate Curriculum Committee (UCC).

Membership

The Undergraduate Curriculum Content Review Subcommittee shall be composed of:

1. Director, Curriculum (Chair)
2. Director, Evaluation
3. Director, Social Accountability
4. Vice-Dean, Francophone Affairs
5. Vice-Dean, Undergraduate Medical Education
6. Directors of Preclerkship, one Anglophone and one Francophone
7. Directors of Clerkship, one Anglophone and one Francophone
8. Directors of Clinical Skills, one Anglophone and one Francophone
9. Three (3) student representatives: the Junior and Senior Vice-Presidents of Academic Affairs of the Aesculapian Society, and the Assistant Junior Vice-President of Academic Affair
10. UGME Director and Supervisors of Academic Services (non-voting member)

When issues require further clarification, one or more guests shall be invited to the meeting(s).

The quorum shall consist of one third of the voting members.

Mandate

The scope of the activities of the Evaluation Subcommittee will encompass, but is not limited to, the following areas:

1. Through the Undergraduate Curriculum Committee, assist the subcommittees in developing the appropriate evaluation instruments to be used for the assessments of knowledge, skills and behaviours of students;
2. Collaborate with the Preclerkship and Clerkship Subcommittees to determine the timing and configuration of the formative and summative examinations and evaluations;
3. Develop methods for the evaluation of all teachers and follow the requirements of the Association of Professors of the University of Ottawa (APUO) collective agreement, when applicable;
4. Assist in the development of appropriate methods for the evaluation of the educational units. Act in an advisory capacity to the chairpersons of the educational units;
5. Report regularly to the Undergraduate Curriculum Committee.

Membership

The Evaluation Subcommittee shall be composed of:

1. Director, Evaluation (Chair)
2. Two (2) Preclerkship Subcommittee representatives
3. Two (2) Clerkship Subcommittee representatives
4. Director, Distributed Medical Education
5. Director, Faculty Development
6. One (1) representative from the Electives Subcommittee
7. Two (2) student representatives nominated by the Aesculapian Society
8. Supervisor, Academic Services in Preclerkship (non-voting member)
9. Supervisor, Academic Services in Clerkship (non-voting member)
10. Academic Coordinator (non-voting member, providing administrative support)

The quorum shall consist of one third of the voting members.

Mandate

The scope of the activities of the Electives Subcommittee will encompass, but is not limited to, the following areas:

1. Oversee the development and implementation of elective experiences in the MD Program;
2. Review regularly the elective programs to ensure that the educational objectives reflect the educational objectives of the MD Program;
3. Obtain feedback from students on elective experiences to initiate improvement of the program;
4. Review the evaluation of student performance during electives and bring forward to the appropriate Promotions Committee students with performance issues;
5. Determine the need to change policy/procedure regarding electives;
6. Report regularly to the Undergraduate Curriculum Committee.

Membership

The Electives Subcommittee shall be composed of:

1. Director, Electives (Chair)
2. Director, Office of Global Health
3. Director, Distributed Medical Education
4. One (1) Francophone preceptor
5. Six (6) student representatives nominated by the Aesculapian Society, one from each language stream for years 1, 2 and 3
6. Electives Coordinator (non-voting member)
7. Supervisor, Academic Services in Clerkship (non-voting member)

The quorum shall consist of one third of the voting members.

Mandate

The scope of the activities of the Clinical Skills Subcommittee will encompass, but is not limited to, the following areas:

1. Oversee the development and implementation of clinical skills teaching in the MD Program;
2. Oversee the evaluation of students in the various clinical skills components;
3. Submit any changes regarding clinical skills curriculum to the Undergraduate Curriculum Content and Review Subcommittee;
4. Facilitate clinical skills preceptor recruitment, development and evaluation;
5. Collaborate with the Preclerkship, Clerkship, Evaluation Subcommittees and curricular unit committees to ensure effective integration of the various components of clinical skills teaching, as well as the use of appropriate student evaluation methods;
6. Report regularly to the Undergraduate Curriculum Committee.

Membership

The Clinical Skills Subcommittee shall be composed of:

1. Directors of Clinical Skills, one Anglophone and one Francophone (Co-Chairs)
2. Leader, Interviewing skills
3. Leader, Séances de cliniques simulées
4. Leaders of Physician Skills Development (PSD), one Anglophone and one Francophone
5. Leaders of Link Block, one Anglophone and one Francophone
6. Leaders of Community Preceptor Program, one Anglophone and one Francophone
7. Six (6) student representatives, one from each language stream for years 1, 2 and 3
8. Coordinators of Clinical Skills, one Anglophone and one Francophone (non-voting members)
9. Supervisor, Academic Services in Preclerkship (non-voting member)

The quorum shall consist of one third of the voting members.

Mandate

The Social Accountability Leadership Subcommittee, reporting to the Undergraduate Curriculum Committee, will shape the social accountability direction of UGME. The scope of the activities of the Social Accountability Leadership Subcommittee will encompass, but is not limited to, the following areas: 

1. Advising the Director of Social Accountability (and the Vice-Dean, UGME) on directions, programing, and the setting of a social accountability agenda;
2. Be available to take on social accountability projects, as agreed by the subcommittee;
3. Work together to advance and enrich the individual programs represented;
4. Support each other in dealing with program challenges and collaborations.

Membership

1. Director, Social Accountability (Chair)
2. Leader (Anglophone), Society, the Individual and Medicine (SIM)
3. Leader, Year 1 (Francophone), SIM
4. Leader, Year 2 (Francophone), SIM
5. Leader, Leadership Curriculum
6. Leader, Portfolio on Core Competencies
7. Leader, Office of Global Health
8. Leader, Medicine and the Humanities Program (MHP)
9. Leader, Interprofessional Education (IPE) and Community Service Learning (CSL)
10. Director, Indigenous Program
11. Chair, Jason A. Hannah Chair in History of Medicine
12. Representative of the Community Health Centers
13. Director, Office of Equity, Diversity and Gender Issues
14. Représentation du BAF
15. Research Advisor
16. Assistant Dean of Admissions
17. Director, Distributed Medical Education
18. Student representative, Student Social Accountability Advisory Committee
19. Academic Coordinator (non-voting member, providing administrative support)
20. Supervisor, Academic Services in Preclerkship (non-voting member)
21. Supervisor, Academic Services in Clerkship (non-voting member)

The quorum shall consist one third of the voting members.

Mandate

Determine, at the request of a medical student or an applicant to the MD program, reasonable accommodation, pursuant to the Ontario Human Rights Code, to demonstrate the required Essential Skills and Abilities to succeed in the MD Program.

This determination will consider that students or prospective students must also be eligible to take the Medical Council of Canada Qualifying Examination Part I and II licensing examinations in order to practice medicine in Canada.

Membership

Faculty member (chair) (voting member)

Faculty Ethicist (voting member)

SASS representative (voting member)

Representative of Faculty Wellness Office (voting member)

Assistant Dean Student Affairs (voting member)

Vice-Dean Undergraduate Medical Education (non-voting member)

Vice-Dean Postgraduate Medical Education (voting member)

Counselor from Student Affairs Office (non-voting member)

Academic Advisor (non-voting member)

Other experts may be asked to contribute, on a case by case basis, at the discretion of the Chair.

The Committee recommendations will be brought to the Student Promotion Executive Committee (SPEC). Should the recommendations not be accepted by the SPEC, the chair of SPEC will report to the Dean. 

A quorum will consist of the chair plus any three voting members.

In specific circumstances with urgent situation, where quorum cannot be obtained, the chair along with the Assistant Dean Student Affairs can make a decision.  Any ad hoc decisions would be reported to the committee membership for discussion and further action as needed.

Approved by

Advisory Board: October 21, 2008

Faculty Council: December 17, 2008

Committee on Undergraduate Studies: January 15, 2009

SAC committee: Nov 15, 2017 (revision)

UCC approval: Nov 23, 2017 (revision)

Faculty Council: December 5, 2017 (revision)

Mandate

1. To act as the delegated body of Faculty Council in the review and ratification of undergraduate medical student (hereafter, referred to as student) performance based on the Academic Policies of the UGME Program.

1. To receive, review and approve the results of student examinations from all units, courses and rotations of the MD program.

1. To decide on awarding “pass” or “fail” to medical students in individual units, courses, or rotations during the course of the academic year;

1. To decide on allowing medical students to write a supplemental exam;

1. To institute appropriate remediation when necessary;

1. To promote medical students to the succeeding year after having successfully completed all educational requirements of the year in question;

1. To allow medical students to repeat some educational components of the program which would not affect the year of graduation;

1. To award medical students a failure on the basis of unsatisfactory performance in the domain of attitudes and professional behaviors;

1. To make final decisions regarding a student application for a return from a Leave of absence;

1. To make final decision regarding requests for accommodations.  The SPEC can:
   1. accept the entire recommendation for accommodation from Student Accommodation Committee (SAC) without modification;
   2. request further evaluation or information;
   3. accept with modification(s);
   4. reject the request.

1. To hear students who are not satisfied with their summative evaluation or accommodation or who are subject to an academic sanction approved by the Student Promotion Executive Committee.

1. To make recommendations for counseling.

1. To inform the Undergraduate Curriculum Committee of their activities on a yearly basis.

The Student Promotion Executive Committee will recommend to Faculty Council as to whether students should be:

1. allowed to repeat part or the entire academic year which would affect the year of graduation;
2. recommended for the awarding of the MD degree for students successfully completing all the requirements of the program;
3. required to withdraw from the Faculty after failing in a unit, course, or rotation.

Membership

1. The Vice-Dean of Undergraduate Medical Education (Co-Chair), non-voting member
2. The Assistant Dean of Undergraduate Medical Education, Academic Affairs (Co-Chair)
3. Assistant Dean, Student Affairs, upon request from student for advocacy, non-voting
4. The Director of Clerkship, Anglophone Stream
5. The Director of Clerkship, Francophone Stream
6. The Director of Preclerkship, Anglophone Stream
7. The Director of Preclerkship, Francophone Stream
8. The Director of Evaluations
9. Two (2) departmental members (nominated by the Faculty Nominating Committee)
10. The UGME Director of Professionalism
11. The Academic Advisor (non-voting)
12. Supervisor of Academic Services in Preclerkship (non-voting)
13. Supervisor of Academic Services in Clerkship (non-voting)

A quorum shall consist of the Chairperson plus any three voting members.

The Student Affairs Advisory regroups 8 SAO student advisors, one for each cohort and language stream, as well the three Vertical mentorship program student-coordinators, the student mentorship center coordinator and as ex-officio position, the VP Community Health, as they are responsible for all student interest groups.

The student advisors serve for the 4 year duration of their training, are recruited for each of the two Year 1 classes, anglophone and francophone, on the basis of an application, CV, letter of motivation and interview. They are responsible for reporting to SAO, on behalf of their cohort, the opinions, feedback and ideas of their constituents as they relate to the Student Affairs mandate.

The Vertical mentorship program student-coordinators are also members and are recruited with the same scrutiny at the end of their 1st year of study to transition to become student leaders of this program during their 2nd year.

GENERAL PROVISIONS

This committee is a standing committee of the Faculty Council of the Faculty of Medicine. Its mandate is to hear any academic appeal by a student or postgraduate trainee registered within the Faculty of Medicine. The Faculty Council Appeals Committee reports to the Dean who shall inform the Faculty Council of the cases that it received. The decisions of this committee may be appealed according to the University's Senate Appeal’s procedure.

MEMBERSHIP

1. Chair, appointed by the Faculty Council (three years, renewable once);
2. One Vice-Chair, appointed by the Faculty Council (three years, renewable once);
3. Six faculty members including two members of the undergraduate medical education leadership that are not members of the Student Promotion Executive Committee. The other members should provide a broad representation of the clinical and basic science departments (three years, renewable once);
4. One undergraduate medical student (two years, renewable once);
5. One postgraduate trainee (two years, renewable once).

Note: Faculty, student and trainee members will be appointed by the Faculty of Medicine Nominating Committee.

MEETINGS

This Committee will meet eight (8) times a year from September to June, or at the prerogative of the Chair. Quorum will be five (5) members, at least one of which must be the Chair or Vice-Chair and at least one of which must be a student or trainee.   If the appeal is from an MD student, at least one member of UGME leadership must be present.

CONFLICT OF INTEREST

A member of the Committee should recuse him or herself when dealing with an appeal where the member was materially involved in the completion of an evaluation and/or made a recommendation and/or rendered a decision in the matter, which is the subject of the appeal. Members should also recuse themselves from a particular appeal where they feel that, in the circumstances, they are not sufficiently objective to evaluate the appeal.

FUNCTIONS OF THE COMMITTEE

In relation to the Faculty of Medicine education programs, and on behalf of the Faculty Council, the Committee:

1. At the request of a student or a trainee registered within the Faculty of Medicine, hears any academic appeal in accordance with the appellant’s program’s respective Evaluation and Appeal Policy.
2. Reviews the matter to determine whether the original decision was correct.
3. Renders a decision regarding the appeal.  

PROCESSES OF THE COMMITTEE FOR UNDERGRADUATE MEDICAL EDUCATION STUDENT APPEALS

1. Notice of Appeal. Any student wishing to appeal a decision must notify the Chair of the Faculty Council Appeals Committee in writing of his/her intention to do so ("the Notice of Appeal") within a maximum of ten (10) working days after receiving written notice of their final grade and/or academic sanction. The Chair of the Faculty Council Appeals Committee will acknowledge receipt of the appeal.
2. Statement of Appeal. The appellant must provide the Chair of the Faculty Council Appeals Committee with a written Statement of Appeal setting out the grounds for the appeal together with any supporting documentation. The statement must include a) the title of the course, Unit or Rotation, the grade assigned or the academic sanction being appealed, b) the grounds for the appeal, c) other relevant documents. The Statement of Appeal must be filed with the Faculty Council Appeal Committee within ten (10) working days after filing the Notice of Appeal. Failure to file will be considered an abandonment of the appeal and the appeal will not be considered further. The Chair or a Vice-Chair may, at his/her discretion, extend this time limit at the request of the appellant where exceptional circumstances exist.
3. SPEC Response. The Chair of the Faculty Council Appeals Committee will provide a copy of the Statement of Appeal and supporting documentation to the Chair of the SPEC within five (5) working days. The Chair of SPEC or a delegate (SPEC representative) will be invited to provide a Responding Statement and supporting documentation in response to the appellant’s Statement of Appeal. This material must be filed with the Chair of the Faculty Council Appeals Committee within ten (10) working days of receiving the Statement of Appeal. The Chair of the Faculty Council Appeals Committee will forward a copy to the appellant.  The Chair (or a Vice-Chair) may, at his/her discretion, extend this time limit at the request of the Chair of the SPEC where exceptional circumstances exist.
4. Right of Reply. The Chair of the Faculty Council Appeals Committee will provide a copy of the Program Response and supporting documents to the appellant. The appellant will have ten (10) working days to provide a response, after which the Committee will proceed with the appeal.
5. Scheduling the Appeal. Following receipt of the Statement of Appeal and the responses from the Chair of the SPEC and the appellant, the Chair of the Faculty Council Appeals Committee, or his/her delegate, will schedule the appeal within fifteen (15) working days, in consultation with the appellant and the Chair of the SPEC. The appellant and the SPEC representative will be invited to attend to make an oral presentation. Once the appeal is scheduled, the Chair of the Faculty Council Appeals Committee will write to the appellant, with a copy to the SPEC representative, to:

Inform the appellant of the date, time and place of the hearing of the appeal;  

Inform the appellant that, should she/he decide not to attend the hearing on the date and at the time and place aforesaid, the Committee may proceed in her/his absence, and the appellant will not be entitled to any further notice of the proceedings, except for notice of the decision of the Committee.

1. Material for Hearing. The Chair of the Faculty Council Appeals Committee will distribute, on a confidential basis, a copy of the Statement of Appeal, the Responding Statement, the appellant’s Reply and all supporting documents submitted by the parties, to each member of the Appeals committee, at least seven (7) days prior to the hearing.
2. Powers of Chair or Vice-Chair. The Chair or Vice-Chair is responsible for determining any pre-hearing issues that arise, including any dispute as to scheduling or pre-hearing compliance with the guidelines in this section. Any request for such a determination will be made in writing to the Chair of the Faculty Council Appeals Committee.
3. Hearing.   The Committee will meet to hear the oral presentations and review the written submissions.
4. Decision.  The Faculty Council Appeals Committee may uphold an appeal, in whole or in part, or reject an appeal. The decision of the Committee will be by a show of hands, and will be determined by a majority of the members present. The Hearing Chair will vote in the event of a tie. The student and the Chair of the SPEC will be informed of the Committee's decision within ten (10) days and it will be recorded in the written report.

PROCESSES OF THE COMMITTEE FOR POSTGRADUATE MEDICAL EDUCATION STUDENT APPEALS

1. Notice of Appeal. Any student or trainee wishing to appeal a decision must notify the Chair of the Faculty Council Appeals Committee in writing of his/her intention to do so ("the Notice of Appeal") within a maximum of ten (10) working days after receiving the decision to be appealed. The Chair of the Faculty Council Appeals Committee will acknowledge receipt of the appeal.
2. Statement of Appeal. The appellant must provide the Chair of the Faculty Council Appeals Committee with a written Statement of Appeal setting out the grounds for the appeal together with any supporting documentation. Documentation should contain all relevant evidence, arguments and statements; witnesses will not be allowed at the appeal hearing. The Statement of Appeal must be filed with the Faculty Council Appeal Committee within twenty (20) working days after filing the Notice of Appeal. Failure to file will be considered an abandonment of the appeal and the appeal will not be considered further. The Chair or a Vice-Chair may, at his/her discretion, extend this time limit at the request of the appellant where exceptional circumstances exist.
3. Program Response. The Chair of the Faculty Council Appeals Committee will provide a copy of the Statement of Appeal and supporting documentation to the appropriate program representative. The program representative will be invited to provide a Responding Statement and supporting documentation in response to the appellant’s Statement of Appeal. Documentation should contain all relevant evidence, arguments and statements; witnesses will not be allowed at the appeal hearing. This material must be filed with the Chair of the Faculty Council Appeals Committee within twenty (20) working days of receiving the Statement of Appeal. The Chair of the Faculty Council Appeals Committee will forward a copy to the appellant.  The Chair or a Vice-Chair may, at his/her discretion, extend this time limit at the request of the appropriate program representative where exceptional circumstances exist.
4. Right of Reply. The Chair of the Faculty Council Appeals Committee will provide a copy of the Program Response and supporting documents to the appellant. The appellant will have fifteen (15) working days to provide a response, after which the Committee will proceed with the appeal.
5. Scheduling the Appeal. Following receipt of the Statement of Appeal, the Chair of the Faculty Council Appeals Committee, or his/her delegate will schedule the appeal in consultation with the appellant and the program representative. The appellant and the program representative will each be allotted thirty (30) minutes to make an oral presentation. Once the appeal is scheduled, and time allocated, the Chair of the Faculty Council Appeals Committee will write to the appellant, with a copy to the appropriate program representative, to:
   1. Inform the appellant of the date, time and place of the hearing of the appeal;
   2. Inform the appellant that she/he may be accompanied by one person of his/her choice for assistance, or support;
   3. Inform the appellant that if the appellant wishes to appear with legal counsel, he/she must notify the Chair of the Faculty Council Appeals Committee at least ten (10) working days prior to the date of the hearing; and,
   4. Inform the appellant that, should she/he decide not to attend the hearing on the date and at the time and place aforesaid, the Committee may proceed in her/his absence, and the appellant will not be entitled to any further notice of the proceedings, except for notice of the decision of the Committee. 
6. Program Representation. The program representative will be invited to attend or send a delegate to the hearing. The program representative may be accompanied by one person of his/her choosing for assistance or support. If the program representative wishes to appear with legal counsel, he/she must notify the Chair of the Faculty Council Appeals Committee at least ten (10) working days prior to the date of the hearing.
7. Material for Hearing. The Chair of the Faculty Council Appeals Committee will distribute, on a confidential basis, a copy of the Statement of Appeal,  the Responding Statement, the appellant’s Reply and all supporting documents submitted by the parties, to each member of the Appeals committee,  at least seven (7) days prior to the hearing.
8. Powers of Chair or Vice-Chair. The Chair or Vice-Chair is responsible for determining any pre-hearing issues that arise, including any dispute as to scheduling or pre-hearing compliance with the guidelines in this section. Any request for such a determination will be made in writing to the Chair of the Faculty Council Appeals Committee.

CONDUCT OF HEARING

1. The hearing will be closed.
2. The hearing will be chaired by the Chair or a Vice-Chair (“the Hearing Chair”). The Committee will decide any issue as to procedure or evidence at the hearing.
3. At the commencement of the hearing, the Hearing Chair will summarize the procedure for the hearing, and reaffirm the allocated time provided for the hearing among the appellant and the program representative in the case of PGME.
4. The appellant will make his/her presentation after which the members of the Committee will be given the opportunity to question the appellant.
5. The program representative (PGME) will then make his/her presentation after which the members of the Committee will be given the opportunity to question the program representative.
6. Members of the Committee will be given a final opportunity to question the appellant and the program representative (PGME). The appellant and the program representative (PGME) will be given the opportunity to make brief closing statements.

DECISION OF THE COMMITTEE

The Faculty Council Appeals Committee may:

1. Uphold an appeal in whole or in part;
2. Reject an appeal.

MINUTES

The minutes of the Faculty Council Appeals Committee will include the date and time of the appeal, those present, a brief summary of the appeal, and the Committee’s decision and reasons.

REPORT TO THE FACULTY COUNCIL

The Chair of the Faculty Council Appeals Committee will prepare annually a written report to be presented at the Faculty Council summarizing the activities of the Committee and its decisions, without disclosing the name(s) of the student(s) or trainee(s) involved, and any recommendations.

APPEAL OF COMMITTEE’S DECISION

Decisions of the Faculty Council Appeals Committee are final and binding as far as the Faculty of Medicine is concerned. A student or trainee may appeal the decision of the Faculty of Medicine Faculty Council Appeals Committee to the University’s Senate Appeals Committee. To do this, the student or trainee should consult the Office of the Vice-Rector Governance concerning the preparation and submission of such an appeal and the applicable deadlines.

CONFIDENTIALITY

The documents provided to the Committee at meetings shall be retained by the Chair of the Faculty Council Appeals Committee. 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 Reports.