These Terms of Reference define the mandate, responsibilities, expectations, appointment process and recognition mechanisms for Francophone Affairs student representatives at the University of Ottawa Faculty of Medicine.

Student representatives serve as a key link between their cohort and Francophone Affairs (FA). They contribute to the continuous improvement of the student experience, the promotion of Francophonie in health, and the visibility of Francophone Affairs within the Faculty and the communities it serves.

Guiding principles

Student representatives carry out their mandate in accordance with the following principles:

Student representation

Representatives act in the collective interest of their cohort and seek to faithfully reflect the diversity of student perspectives. They distinguish individual concerns from issues of broader collective significance.

Collaboration

Representatives foster dialogue, consultation and constructive problem-solving. They help maintain a climate of respect, openness and collaboration among students, Francophone Affairs and the various Faculty bodies.

Promotion of Francophonie

Representatives actively contribute to the visibility of Francophonie and the promotion of education in French in the health field. They encourage the use of French in academic, professional and student activities whenever possible.

Student leadership

Representatives demonstrate positive leadership grounded in engagement, integrity, active listening and accountability. They help mobilize their peers and encourage participation in Faculty life.

Professionalism

Representatives conduct themselves in accordance with the values of the Faculty of Medicine and the University of Ottawa. They demonstrate respect, discretion, fairness and sound judgment in carrying out their responsibilities.

Continuous improvement

Representatives actively identify opportunities to improve the student experience and contribute to the development of realistic and constructive solutions.

Role

Student representatives act as spokespersons for their cohort with Francophone Affairs.

In this capacity, they:

• gather their cohort’s concerns, needs, issues and successes;
• communicate this information to Francophone Affairs in a constructive and representative manner;
• help identify potential solutions;
• facilitate the flow of information between Francophone Affairs and students;
• help promote Francophone initiatives within the Faculty;
• contribute to the development of a learning and student-life environment in which Francophonie can thrive.

Responsibilities

Student representatives are expected to contribute in the following areas:

• Student representation
  • Maintain regular dialogue with students in their cohort;
  • Consult their peers in order to accurately represent collective concerns;
  • Bring identified issues, challenges, successes and opportunities for improvement to the attention of Francophone Affairs;
  • Participate in discussions aimed at improving the Francophone student experience;
  • Help identify and prioritize issues based on their impact, urgency and feasibility.
• Communication
  • Ensure the flow of relevant information between Francophone Affairs and their cohort;
  • Inform Francophone Affairs of emerging needs or recurring concerns;
  • Share relevant information and engagement opportunities with their cohort.
• Participation in Francophone Affairs activities
  • Support the promotion of activities organized by Francophone Affairs;
  • Contribute, based on their availability, to recruitment, outreach and student-life activities;
  • Participate in initiatives that increase the visibility of Francophonie in health;
  • Support outreach activities for prospective students.
• Promotion of French
  • Encourage the use of French within the Faculty;
  • Serve as positive role models for their peers;
  • Help promote French-language study pathways.
• Institutional collaboration
  • Participate in meetings of the Francophone Affairs Student Representatives Committee;
  • Complete follow-up tasks assigned to them;
  • Contribute to summaries or reports requested by Francophone Affairs;
  • Participate in consultations led by Francophone Affairs on issues affecting the student community.

Eligibility

To be eligible for the position, applicants must:

• be enrolled full-time in a Francophone program or stream;
• be in good standing with the academic and professional requirements of their program;
• demonstrate an interest in promoting Francophonie, student engagement and leadership;
• be able to devote the time required to carry out the mandate.

Appointment

Student representatives are selected following a call for applications issued by Francophone Affairs.

The selection process may include:

• a letter of intent;
• a curriculum vitae;
• an interview;
• any other method deemed appropriate by Francophone Affairs.

Appointments are approved by the Vice-Dean, Francophone Affairs, or a designated representative.

Term

The term is four years.

It may be renewed annually until the end of the student’s program of study, subject to:

• the student’s continued interest;
• active participation;
• the needs of Francophone Affairs.

If a representative is absent for an extended period during the term, Francophone Affairs may make an interim appointment or issue a new call for applications.

Participation expectations

Student representatives commit to:

• actively participate in meetings of the Francophone Affairs Student Representatives Committee;
• maintain regular contact with their cohort;
• respond to communications within a reasonable timeframe;
• contribute to at least three Francophone Affairs initiatives or activities during the academic year;
• act with professionalism, respect and courtesy;
• support the objectives and mandate of Francophone Affairs.

Francophone Affairs recognizes that academic obligations remain the priority and adjusts expectations accordingly.

Confidentiality and professionalism

In carrying out their mandate, student representatives are expected to:

• maintain the confidentiality of discussions and documents to which they have access;
• distinguish collective concerns from individual situations;
• address issues respectfully and without identifying individuals whenever possible;
• act in a respectful, inclusive and professional manner;
• comply with applicable University of Ottawa and Faculty of Medicine policies and regulations.

Individual situations requiring specific follow-up must be referred to the appropriate institutional mechanisms.

End of mandate

The mandate ends:

• at the end of the term;
• at the student’s request;
• when the student is no longer enrolled in the program;
• when insufficient participation or a failure to meet the responsibilities of the mandate is identified.

Any decision to end a mandate rests with the Vice-Dean, Francophone Affairs, or a designated representative.

Recognition of involvement

Francophone Affairs recognizes the involvement of student representatives through:

• an official letter of recognition;
• participation in leadership development activities, when available;
• any other form of institutional recognition deemed appropriate.

Student representatives who fulfil their mandate make a meaningful contribution to the development of the Francophone student community and to the visibility of the Faculty of Medicine.

Skills developed

Through their mandate, student representatives may develop skills related to:

• leadership;
• communication;
• student representation;
• collaboration and teamwork;
• problem-solving;
• activity planning and organization;
• governance and participation in advisory bodies;
• the promotion of Francophonie in academic and professional settings.

Related documents

Student representatives are also subject to:

• the Terms of Reference of the Francophone Affairs Student Representatives Committee;
• applicable University of Ottawa policies and regulations;
• directives issued by Francophone Affairs.

Review of the Terms of Reference

These Terms of Reference are reviewed periodically by Francophone Affairs to ensure their continued relevance, alignment with Faculty needs and consistency with the University of Ottawa’s strategic directions.

Appendix A - Special Provisions Applicable to Representatives of the Consortium national de formation en santé (CNFS)

This appendix outlines the additional responsibilities of CNFS student representatives, in addition to the responsibilities set out in the Terms of Reference for Francophone Affairs student representatives.

Additional responsibilities

In addition to the general responsibilities set out in these Terms of Reference, CNFS representatives:

• represent CNFS students with Francophone Affairs;
• help identify issues, needs, challenges and successes specific to the CNFS cohort;
• participate in meetings, consultations or activities organized specifically within the CNFS;
• serve as a liaison between the CNFS cohort and Francophone Affairs;
• encourage CNFS students to participate in recruitment, outreach and activities promoting health professions in French;
• help raise awareness among their peers of the CNFS mission and objectives;
• participate, as required, in representation activities or special projects related to CNFS priorities;
• contribute to the collection of information required for reporting or evaluating CNFS activities.

Composition

Two CNFS student representatives sit on the Francophone Affairs Student Representatives Committee.

Collaboration with the CNFS team

CNFS representatives work closely with:

• the CNFS Coordinator;
• any other person designated in connection with CNFS activities.

Contribution to recruitment and outreach

CNFS representatives are encouraged, based on their academic availability, to participate in activities aimed at:

• recruiting Francophone students;
• promoting French-language undergraduate medical education under the CNFS;
• increasing the visibility of the MD program among Francophone minority communities.

Appendix B - Special Provisions Applicable to PharmD Program Representatives

This appendix outlines the additional responsibilities of student representatives in the undergraduate Doctor of Pharmacy (PharmD) program, in addition to the responsibilities set out in the Terms of Reference for Francophone Affairs student representatives.

Additional responsibilities

In addition to the general responsibilities set out in these Terms of Reference, PharmD program representatives:

• represent PharmD students with Francophone Affairs;
• help identify issues, needs, challenges and successes specific to their program;
• participate in consultations and initiatives related to pharmacy education in French;
• serve as a liaison between their cohort and Francophone Affairs;
• encourage PharmD students to participate in activities organized by Francophone Affairs;
• help increase the visibility of pharmacy education in French among prospective students;
• support initiatives that strengthen a sense of belonging within the Faculty of Medicine’s Francophone community;
• participate, as required, in projects or activities related to Francophone Affairs strategic priorities.

Composition

Two PharmD student representatives sit on the Francophone Affairs Student Representatives Committee.

Collaboration with Francophone Affairs

PharmD program representatives work closely with:

• Francophone Affairs liaison officers;
• PharmD program leads, where relevant;
• any other person designated in connection with the activities or projects concerned.

Contribution to recruitment and outreach

PharmD program representatives are encouraged, based on their academic availability, to participate in activities aimed at:

• recruiting Francophone students;
• promoting pharmacy studies in French;
• increasing the visibility of the PharmD program among Francophone communities;
• promoting pharmacy careers and health professions available in French.

Contribution to student life

PharmD program representatives help foster an inclusive, collaborative environment in which Francophone pharmacy students can thrive. They may also help identify opportunities for professional development, networking and community engagement.

Appendix C - Special Provisions Applicable to Graduate Program Representatives

This appendix outlines the additional responsibilities of student representatives in graduate programs, in addition to the responsibilities set out in the Terms of Reference for Francophone Affairs student representatives.

Additional responsibilities

In addition to the general responsibilities set out in these Terms of Reference, graduate student representatives:

• represent students enrolled in graduate programs with Francophone Affairs;
• help identify issues, needs, challenges and successes specific to graduate education;
• help ensure that the distinct realities of students in research, advanced clinical training, or second- and third-cycle professional programs are taken into account;
• serve as a liaison between their student community and Francophone Affairs;
• participate in consultations and initiatives related to graduate studies in French;
• help raise awareness of the resources, activities and opportunities available to Francophone graduate students;
• participate, as required, in projects or activities related to Francophone Affairs strategic priorities.

Composition

One graduate student representative sits on the Francophone Affairs Student Representatives Committee.

Representatives may come from different graduate programs in order to reflect the diversity of student pathways and experiences.

Collaboration with Francophone Affairs

Graduate student representatives work closely with:

• Francophone Affairs liaison officers;
• the relevant program directors or academic leads, where applicable;
• any other person designated in connection with specific activities or projects.

Contribution to outreach and recruitment

Graduate student representatives are encouraged, based on their availability, to participate in activities aimed at:

• promoting graduate studies in French;
• recruiting Francophone students;
• increasing the visibility of research and advanced training in French;
• promoting academic, scientific, clinical and professional careers within Francophone communities.

Professional development and research

Graduate student representatives help identify opportunities that support:

• the development of professional and research skills;
• networking among Francophone students;
• participation in scientific and academic activities in French;
• a stronger sense of belonging within the Francophone graduate student community.