FACULTY OF MEDICINE, UNDERGRADUATE CURRICULUM COMMITTEE
 

Mandate

The Undergraduate Curriculum Committee (UCC) is responsible to:

1. Ensure that the curriculum reflects educational objectives for the undergraduate medical program;
2. Provide central oversight of the overall design, management and evaluation of a coherent and coordinated curriculum;
3. Develop methods to evaluate the quality of teaching and tutorial supervision by professors and tutors, consistent with University policy;
4. Analyze aggregate student evaluations from the Student Promotion Executive Committee on a regular basis;
5. Analyze aggregate faculty evaluations from all components of the curriculum on a yearly basis;
6. Receive program evaluations of all components of the curriculum on a yearly basis;
7. Make recommendations to Faculty Council regarding the curriculum and evaluation.

Membership

The UCC shall be composed of:

1. Vice-Dean, Undergraduate Medical Education (UGME) (Chair)
2. Vice-Dean, Francophone Affairs
3. Assistant Dean, Academic Affairs
4. Assistant Dean, Admissions
5. Assistant Dean, Student Affairs
6. Chair or co-chairs of the UCC subcommittees
7. Director, Curriculum Renewal
8. Director, Social Medicine
9. Director, Indigenous Program
10. Director, Distributed Medical Education
11. Director, Professionalism or designate
12. Director, Accreditation
13. Deputy Chief of Staff, CHEO (non-voting member)
14. Vice-President, Education, TOH (non-voting member)
15. Director of Medical Education, Institut du Savoir, Montfort Hospital (non-voting member)
16. Vice-Dean, Faculty Affairs (non-voting member)
17. Five (5) Department's representatives (members at large) nominated by the Faculty Nomination Committee. The term of office should be two years, renewable once. The appointments will be timed so that some of the terms of office will terminate on different years.
18. Thirteen (13) students: the Francophone and Anglophone Class Presidents from each year, the Junior and Senior Vice-Presidents of Academic Affairs of the Aesculapian Society (only one of the VP Academic Affairs can vote), the Assistant Junior Vice-President of Academic Affairs, the Vice-President MD/PhD and the President of Aesculapian Society
19. Two (2) graduates from the University of Ottawa MD Program within two years of graduation, one from Family Medicine and one from another specialty, nominated by the Vice-Dean, Postgraduate Medical Education for a two (2) year term (non-voting members)
20. Director, Head, Research Support (non-voting member)
21. Director, UGME (non-voting member)
22. Director, Information Technology (non-voting member)
23. Supervisor of Academic Services and Project Manager, UGME (non-voting member)
24. Supervisor of Academic Services in Preclerkship, UGME (non-voting member)
25. Supervisor of Academic Services in Clerkship, UGME (non-voting member)
26. Supervisor, Assessment, Evaluation and Curriculum Office (non-voting member)
27. Assistant to the Vice-Dean, UGME (non-voting member, providing administrative support)
     

The quorum shall consist of one third of the voting faculty members and one third of the students’ representative voting members.

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 Committee (CC) is a Subcommittee of the Undergraduate Curriculum Committee (UCC) and acts in an advisory capacity to UCC and to the Vice-Dean, Undergraduate Medical Education (UGME).

The CC addresses issues pertinent to the design, development,  implementation and assessment of the Clerkship UGME Program (years 3 and 4 of UGME at uOttawa).

The CC collaborates with community and hospital sites as well as distributed medical education (DME) partners who welcome and instruct clerkship students in their learning environments. The scope of the CC includes, but is not limited to, the following areas:

1. Clerkship Curriculum design, development and implementation: 
   1. Ensure that the Clerkship curriculum is designed, developed and implemented effectively, collaboratively and in a manner consistent with the accreditation standards of the Committee on Accreditation of Canadian Medical Schools (CACMS).
   2. Work with the Director of Competency Based Medical Education on the implementation of Entrustable Physician Activities (EPAs).
   3. Collaborate with longitudinal program leads for the integration of activities within Clerkship, including but not limited to Eporfolio on Core Competencies, social medicine, interprofessional, virtual care and other emerging and changing longitudinal program components.
   4. Advise on human, physical, financial, logistical, technical and other resources required for the effective delivery of the Clerkship curriculum.
2. Clerkship Curriculum Program Review:  
   1. Objectives:  In collaboration with the Undergraduate Curriculum Content and Review Subcommittee (CCRC), review the objectives of each clerkship rotation and ensure that these objectives reflect the educational objectives of the MD Program.
   2. Educational Design:  Regularly review the design of the Clerkship educational objectives  to ensure integration and coordination within each rotation, between streams and in longitudinal manner throughout Clerkship.
3. Curriculum content delivery/implementation:  Regularly review delivery/implementation of the clerkship objectives to ensure effective delivery. Clerkship Program Assessment: 
   1. Provide a regularly scheduled and structured venue to receive feedback from members of the Clerkship committee, including students, to ensure that the educational objectives, curricular design,  and implementation are achievable in both language streams and meet the educational needs of students and Faculty.
   2. Develop, support and implement Clerkship program evaluation methods assessing objectives, design and implementation.
   3. Review Clerkship program evaluation data and participate in ongoing curriculum improvement.
4. Student Assessment: 
   1. Work closely with the Evaluation Subcommittee to determine and review the appropriate methods and configuration of formative and summative examinations, clinical evaluations and all other evaluations of students.
5. Faculty Assessment: 
   1. In collaboration with the Director of Student Assessment and Faculty Evaluations and Evaluations Committee, review and advise on Faculty evaluations and performance related to Clerkship.
6. Collaborate with UGME Preclerkship Directors 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 committee shall be composed of:

• Directors, Clerkship, one Anglophone and one Francophone (Co-Chairs)
• Directors, Rotations, one Anglophone and one Francophone of each rotation (16 members)
• Director, Accreditation
• Director, Curriculum
• Director, Distributed Medical Education
• Director, Indigenous Program
• Director, MDPhD
• Directors, Preclerkship, one Anglophone and one Francophone
• Director, Professionalism
• Director, Student Assessment and Faculty Evaluations
• Director, Social Medicine
• Assistant Dean, Academic Affairs
• Leader, Portfolio on Core Competencies
• Leaders Transition to Clerkship
• Leaders Transition to Residency
• Leader, Virtual Care
• Leaders, SIM
• Vice-Dean, Francophone Affairs
• 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
• Assistant Dean, Student Affairs (non-voting member)
• Chief Examiner, Year 3 OSCE (non-voting member)
• Director, Competency-based Medical Education (non-voting member)
• Director, Information Technology (non-voting member)
• Director, Program Evaluation (non-voting member)
• Director, UGME (non-voting member)
• Hospital coordinators from each rotation and both streams (non-voting member)
• Academic Coordinator, Clerkship-providing administrative support (non-voting member)
• Liaison Officer, Year 3 (non-voting member)
• Liaison Officer, Year 4 (non-voting member)
• Manager, Academic Services and Operations in Clerkship (non-voting member)
• Manager, Academic Services and Operations in Preclerkship (non-voting member)
• Supervisor, Assessment, Evaluation and Curriculum Office (non-voting member)
• Coordinator, Quality Assurance and Accreditation (non-voting member)
• Invited guests from partner community or hospital institutions (non-voting guests).

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

Mandate

The Curriculum Content Review Committee (CCRC) is a subcommittee of the Undergraduate Curriculum Committee with the responsibility to conduct timely and systematic reviews, revise the content ion and evaluate the curriculum’s structure and intended outcomes to ensure it is current, coherent, coordinated, and fulfills the Undergraduate Medical Education (UGME) program objectives of the Faculty of Medicine. All proposals for curricular change including new or revised content, format, educational design and sequencing must be approved by this committee. Its mandate is to:

1. Review, on a regular basis, the content of the curriculum within and across all four years, by considering (but not necessarily limited to) the following key elements:
   1. CanMEDS roles and competences;
   2. societal health needs;
   3. common clinical and procedural skills and representative conditions;
   4. accreditation issues;
   5. student feedback and performance;
   6. patient and community feedback;
   7. comparison with curricula at other schools;
   8. excessive redundancies and deficiencies;
   9. timing and flow of topics.
2. Ensure that each learning objective is reviewed, changed, updated, and appropriately mapped to the Medical Council of Canada (MCC) objectives, the curriculum’s learning objective typology and the national entrustable professional activities;
3. Ensure an appropriate integration and 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 working groups (as needed) to conduct a more detailed review of areas or issues relevant to the undergraduate curriculum, with an appropriately appointed leadership and membership including students;
6. Consider reports of audits, special committees, task forces, and working groups relevant to the curriculum;
7. Evaluate the effect of curricular changes;
8. Bring recommendations for change to the Undergraduate Curriculum Committee (UCC).

Membership

The Curriculum Content Review Committee (CCRC) shall be composed of:

1. Director, Curriculum (Chair)
2. Director, Evaluation
3. Vice-Dean, Francophone Affairs
4. Vice-Dean, Undergraduate Medical Education
5. Associate Dean, Social Accountability
6. Director, Curriculum Renewal
7. Director, Social Medicine
8. Directors of Preclerkship, one Anglophone and one Francophone
9. Directors of Clerkship, one Anglophone and one Francophone
10. Directors of Clinical Skills, one Anglophone and one Francophone
11. SIM Leaders, one Anglophone and one Francophone
12. One Faculty representative from Equity, Diversity and Inclusion
13. 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
14. One faculty representative from the International Global Health Office
15. One patient member
16. One resident member
17. One representative from the Indigenous Program
18. One representative from Faculty Development
19. One representative from Professionalism
20. UGME Director and Supervisors of Academic Services (non-voting members)
21. Supervisor, Assessment, Evaluation and Curriculum Office (non-voting member)
22. Coordinator, UGME (non-voting member, providing administrative support)

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

The quorum shall consist of 50 percent of the voting members.

Mandate

The Undergraduate Medical Education (UGME) Competence Committee is a sub-committee of the Undergraduate Curriculum Committee with the responsibility to oversee the assessment and education of EPAs within the MD Program. Using the descriptions established for the nationally established Entrustable Professional Activities (EPAs), this subcommittee will provide a longitudinal review of each student’s progression towards meeting the expectations established for each EPA and providing students with formative feedback. The UGME Competence committee will not replace the mandates established for the Pre-Clerkship and Clerkship Promotions committees.

Its mandate is to:

1. Establish and maintain a process for regular, systematic and transparent reviews of each students’ progress towards demonstrating the behaviours expected for the achievement of each EPA.

2. Provide each student with a report on their progress and recommendations for future learning twice per year.

3. Provide recommendations to the Curriculum Content Review Committee each year on curricular changes required to enhance student achievement of EPAs.

4. Provide recommendations to the Student Assessment and Faculty Evaluation Committee each year on the EPA assessment process with recommendations for enhancement.

5. Provide a summary to the Student Promotion Executive committee each year on progress of each student cohort towards achievement of each EPA.

6. Maintain confidentiality and promote trust by sharing information on individual students with individuals directly involved in the development or implementation of learning or improvement plans.

Membership

A UGME Competence Committee will be formed for each cohort of medical students. The members of each UGME Competence Committee members will be appointed by the Director, Competency-based Medical Education.

The members of each Undergraduate Medicine Competence Committee will be composed of:

• Director, Competency- based Medical Education (chair)

• Twenty-one faculty members in the Faculty of Medicine including a minimum of six members that are fluently bilingual for each student cohort in the MD Program. 

• One of the co-directors of Clerkship
• One of the co-directors of Pre-Clerkship
• Director, Student Assessment and Faculty Evaluation
• Lead, ePortfolio program
• Assistant Dean, Academic Affairs (non-voting)
• Student Affairs Office representative (non-voting)
• Academic coordinators, pre-clerkship and clerkship (non-voting)
• Director, Program Evaluation (non-voting)

Reporting

The UGME Competence Committee will provide an annual report to the:

• Undergraduate Curriculum Committee on each student cohort’s progress towards the achievement of EPAs.

Term of Office

UGME Competence Committee members will be appointed to serve a 4-year term with an opportunity for renewal once.

Meetings

The Director of Competency-based Medical Education will chair all Competence Committee meetings. Each Competence Committee member will present a summary of each assigned student twice per year. Meetings will be face-to-face with options for virtual participation.

Quorum

There should be at least 50% attendance from members of the Competence Committee to achieve Quorum.

Mandate

The Program Evaluation Subcommittee will be tasked with the collection and analysis of quantitative and qualitative data on the curriculum’s content, educational design, effectiveness, organization and outcomes to inform decision-making at all levels of the MD Program.

Major Responsibilities

The Program Evaluation Subcommittee will be tasked with:

1. Implementing a program evaluation strategy for the MD Program.
2. Selecting areas for program evaluation each year, in collaboration with the MD Program’s educational leadership, the Assessment, Evaluation and Curriculum (AEC) Office, UGME operations teams, MedTech, and the Student Assessment Subcommittee.
3. Providing oversight for the planning, implementation and evaluation of program evaluation projects including establishing the program evaluation questions, data sources, data collection methods and outcome measures.
4. Identifying opportunities for scholarship resulting from program evaluation initiatives.
5. Producing program evaluation reports with recommendations for consideration by the Curriculum Content Review Committee and other by relevant stakeholders.
6. Ensuring compliance with and providing content pertaining to the CACMS accreditation standards and uOttawa IQAP that pertain to program evaluation.

Membership

The Program Evaluation Subcommittee will be chaired by the Director, Program Evaluation. The Program Evaluation Subcommittee will include the following voting members:

• Director, Evaluation
• Director, Accreditation
• One (1) Director, Clerkship
• Five (5) members with experience or expertise in program evaluation.
• Two (2) student representatives as appointed by the Aesculapian Society

Non-voting members will include:

• One (1) senior UGME administrative staff with experience with program evaluation.
• One (1) representative from MedTech.

Term of Membership

All appointed members will normally serve a two-year term, renewable once. Membership will be staggered to ensure a regular turnover.

Meetings

The Program Evaluation Subcommittee will ordinarily meet monthly. Quorum shall consist of the presence of one third of voting members.

Decision-Making

Agreement on the recommendations will be reached by a process of consensus.

Reporting

The Program Evaluation Subcommittee will report at least annually to the Curriculum Content Review Committee.

Conflict of Interest

Members are required to declare at the beginning of a virtual or face-to-face meeting or in writing to the Chair prior to a meeting, any conflicts of interest (actual or perceived) that could influence their ability to assess any matter being considered by the subcommittee. Members with a conflict of interest will not participate in discussions or decisions related to the matter in question.

Administrative Support

The Program Evaluation Subcommittee will be provided with administrative support from a member of the staff of the AEC Office appointed by the Supervisor. Additional support from research assistants may be required to complete approved projects.

Agenda and Minutes

Agendas and minutes of subcommittee meetings are to be distributed to the sub-committee members by administrative staff. Minutes are normally distributed electronically to all members within one week of meetings.

Evaluation

The subcommittee will review its membership, terms of reference, rules and procedures at least every three years, and as necessary. The Chair will report the results of the review to Undergraduate Curriculum Content Review Committee.

Policy References

The undergraduate medical education policies are posted to Policies and Procedures page.

APPENDIX A
CACMS Standards and Elements Effective July 1, 2020

8.2 Use of Program and Learning Objectives

The faculty of a medical school, through the curriculum committee, ensure that the formally adopted medical education program objectives are used to guide the selection of curriculum content, to review and revise the curriculum, and to establish the basis for evaluating program effectiveness. The learning objectives of each required learning experience are linked to the medical education program objectives.

8.3 Curricular Design, Review, Revision/Content Monitoring

The faculty of a medical school are responsible for the detailed development, design, and implementation of all components of the medical education program, including the medical education program objectives, the learning objectives for each required learning experience, and instructional and assessment methods appropriate for the achievement of those objectives. The curriculum committee oversees content and content sequencing, ongoing review and updating of content, and evaluation of required learning experiences, and teacher quality. The medical education program objectives, learning objectives, content, and instructional and assessment methods are subject to ongoing monitoring, review, and revision by the curriculum committee to ensure that the curriculum functions effectively as a whole such that medical students achieve the medical education program objectives.

8.4 Program Evaluation

A medical school collects and uses a variety of outcome data, including national norms of accomplishment, to demonstrate the extent to which medical students are achieving the medical education program objectives and to enhance the quality of the medical education program. These data are collected during program enrollment and after program completion.

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.

Preamble

1. In compliance with Academic Regulation I-16 - Academic Accommodations (Approved by the Senate on June 10, 2019), the Policy outlines how the University of Ottawa meets its legal duty to accommodate in relation to academic accommodation for students and student applicants with disabilities under the Ontario Human Rights Code. Under item 16, it describes SASS - Academic Accommodations as the central resource for disability advising and the development of accommodation plans for students with disabilities. The SASS - Academic Accommodations is responsible for co-ordinating the academic accommodations process for students, including obtaining and storing relevant disability related information (e.g. documentation related to any permanent, temporary, or fluctuating functional limitation) Academic Regulation
2. In consultation with all Faculties of Medicine in Ontario, it was understood that all accommodations are centralized at their respective University level and a final approval of accommodations cannot be done by a promotion committee such as the Student Promotion Executive Committee (SPEC).

Mandate

Determine, at the request of Academic Success Service (SASS)-Academic Accommodations for 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. The goal is that students meet the required objectives of the program and to ensure fairness to all students in the 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

Assistant Dean Student Affairs (chair) (voting member)
Faculty Ethicist (voting member)
SASS representative (voting member)
Faculty clinician (voting member)

Counselor from Student Affairs Office (non-voting member)
Supervisor of Academic Services - Pre-Clerkship (non-voting member)
Supervisor of Academic Services - Clerkship (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 Academic Success Service (SASS)-Academic Accommodations.

A quorum will consist of the chair plus any two voting members.
In specific circumstances with urgent situation, where quorum cannot be obtained, the Assistant Dean Student Affairs in consultation with the learning specialist at (SASS)-Academic Accommodations 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: September 28, 2018 (revision)
UCC approval: November 15, 2018 (revision)
Faculty Council: December 5, 2017 (revision)

SAO and SASS: May 21, 2020 (revision)
Contingency planning committee (UCC): May 26, 2020 (revision)
Faculty Council: June 2, 2020 (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.
2. To receive, review and approve the results of student examinations from all units, courses and rotations of the MD program.
3. To decide on awarding “pass” or “fail” to medical students in individual units, courses, or rotations during the course of the academic year;
4. To decide on allowing medical students to write a supplemental exam;
5. To institute appropriate remediation when necessary;
6. To promote medical students to the succeeding year after having successfully completed all educational requirements of the year in question;
7. To allow medical students to repeat some educational components of the program which would not affect the year of graduation;
8. To award medical students a failure on the basis of unsatisfactory performance in the domain of attitudes and professional behaviors;
9. To make final decisions regarding a student application for a return from a Leave of absence;
10. 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.
11. To make recommendations for counseling.
12. 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:

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

Membership

• The Vice-Dean of Undergraduate Medical Education (Co-Chair), non-voting member
• The Assistant Dean of Undergraduate Medical Education, Academic Affairs (Co-Chair)
• Assistant Dean, Student Affairs, (non-voting)
• The Director of Clerkship, Anglophone Stream
• The Director of Clerkship, Francophone Stream
• The Director of Preclerkship, Anglophone Stream
• The Director of Preclerkship, Francophone Stream
• The Director of Student Assessment and Faculty Evaluation
• The Director of MD/PhD Program
• Two (2) departmental members (nominated by the Faculty Nominating Committee)
• The UGME Director of Professionalism
• The Director, UGME (non-voting)
• Supervisor of Academic Services in Preclerkship (non-voting)
• 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.