This page contains the following topics:

Structure of the Faculty of Medicine

Structure of education and programming in the Faculty of Medicine

Support structure

As a PD, you have support from the Associate and Assistant Deans of PGME, your Head of Department, your Regional Associate Dean, committees, and the faculty leads.

Associate Dean, PGME: Dr. Ravi Sidhu, pgme.assist@ubc.ca

Assistant Dean, PGME: Dr. Sonia Butterworth, pgme.assist@ubc.ca

Here is a sample of what your residency program org chart might look like:

Head of Department

Regional Associate Deans – find your RAD here (applicable to distributed residency programs)

Committees

Residency Program Committee/Resident Training Committee (RPC/RTC)
    • Mandate to support the program director in planning, organizing, evaluating, and advancing the residency program.
    • Accreditation requirement
    • PD is the chair
    • Comprised of residents, PDs, teaching faculty, sometimes admin
    • Must approve Competence Committee minutes/decisions
    • Typically meet monthly, or at minimum quarterly
Competence Committee
    • Reports to the RPC/RTC
    • Mandate to review residents’ readiness for increasing professional responsibility, promotion, and transition to practice
    • Accreditation requirement
    • Comprised of teaching faculty, PD, sometimes residents
    • Meet at minimum biannual

Sample Terms of Reference

See Terms of Reference for other committees

Faculty Leads

    • Residents as Teachers – Dr. Henry Broekhuyse
    • Accreditation – Dr. David Dix
    • Educational Environment – Dr. Elisabeth Joa
    • Resident Wellness – Dr. Dianna Louie
    • Transition into Practice – Dr. Noa Mallek
    • CBME – Drs. Howard Lim and Parvathy Nair
    • Quality Improvement & Patient Safety – Dr. Tiffany Wong
    • Resident Remediation– Jennifer Yao
    • Anti-racism EDI Co-Leads –  Dr. Rebecca House, Dr. Leona Adams

Contact info under PGME Dean’s Office | Leadership

PGME Committee

PDs are expected to attend the PGME Committee meetings, there are 2-3 a year. Contact the PGME office for specific dates pgme.assist@ubc.ca.

PGME Executive Sub-Committee

This committee recommends decisions to the Postgraduate Medical Education (PGME) Committee related to policies, new programs, or substantive changes to programs and acts on behalf of the PGME Committee between its meetings.

For more information see the PGME Executive Sub-Committee Terms of Reference.

PD Workshop

The PD workshop is held twice a year (typically in May and November) for all PDs and Program Administrators. Each workshop focuses on a priority topic Examples of previous topics include accreditation, quality improvement and patient safety curriculum, and improving the learning environment. You will receive an email with the details.

Use the following link to access past PD Workshop Presentations. If you cannot access the Residency Program Group on Teams, please contact postgrad@postgrad.med.ubc.ca

CBME Sub-Committee

The CBME Sub-Committee supports the PGME Office in prioritizing areas for focus and development related to CBME and conducts, evaluates and follows-up on CBME implementation at PGME.

For more information see the CBME Sub-Committee Terms of Reference.

About Program Administrators

Program Administrators (PA) have an orientation handbook on Teams that outlines their role, processes and procedures to follow, and who to contact. While the Program Administrator can support the execution of the tasks, it is important for PDs to be aware of them. Please ask your PA for access to their orientation handbook if you would like details.

Accreditation

The PGME Accreditation Microsite on MedNet is where you can find details about accreditation. The site includes an overview of accreditation, to do’s and timelines, people and their roles, and FAQ’s.
MedNet:PGME Accreditation

Please email pgme.accreditation@ubc.ca if you do not have access to this site.

PDs are also expected to conduct a minimum of two internal reviews of their program per 8-year cycle.  A Surveyor’s Guide to Internal Reviews is located at this link.

The Surveyor’s Guide to Internal Reviews is located on Teams. If you have not yet set up your MS Teams account, or have not yet logged into the site, please review the Residency Program Group (RPG) Microsoft Teams site document for instructions.  If you experience any problems accessing the Residency Program Group on Teams, please contact medit.servicedesk@ubc.ca.

Overview of an Academic Year Schedule

Program-specific scheduling

PAs and PDs, please ensure the following are scheduled:

    • Research day(s)
    • Resident wellness activities
    • Journal clubs
    • Retreats
    • In-training examinations
    • Oral or OSCE examinations
    • Resident review (meet with each resident individually to review progress, at minimum biannual)

Notify faculty when residents need to be excused from clinical activity.

Winter/Spring

    • Complete resident rotation schedule for next academic year
      • Request off-service and elective rotations
    • Academic half day curriculum and schedule for next academic year
      • Book rooms
      • Send out faculty/speaker invitations
    • Schedule grad ceremony
      • guest list
      • venue
      • catering

Spring

    • Register new and returning residents in the PGME RMS (resident management system)
    • Organize resident welcome and orientation activities and venue
    • Notify PGME of accommodation requirements for electives
    • Submit e-CCTs (confirmation of completion of training) to PGME for residents sitting the fall RCPS examinations

Summer/Fall

    • Visa trainees
      • review applications
      • confirm eligibility with PGME
      • schedule interviews
      • provide PGME with selected applicants prior to early October deadline

Fall

    • Assemble team for CaRMS application file review and CaRMS interviews
      • Confirm faculty and resident file reviewers and interviewers
      • book interview rooms, or plan logistics for video interviews
      • catering
    • Submit e-CCTs (confirmation of completion of training) to PGME for residents sitting the spring RCPS examinations

Fall/Winter

    • CaRMS – see web site for
      • deadline to submit interview invitations
      • deadline to submit rank list

Financial Resources

The Postgraduate Medical Education Funding Guidelines are intended to provide guidance and clarification on the PGME funding distribution, eligibility of expenditures and how to exercise care and moderation in the use of PGME funds. This resource also includes the PD stipend formula. You will receive an updated version of this information in an email from the PGME Office.

To access the Postgraduate Medical Education Funding Guidelines, please access this link.

The Funding Guidelines are located on Teams. If you have not yet set up your MS Teams account, or have not yet logged into the site, please review the Residency Program Group (RPG) Microsoft Teams site document for instructions.  If you experience any problems accessing the Residency Program Group on Teams, please contact medit.servicedesk@ubc.ca.

    • You may contact RPG.Teams@ubc.ca if you have any questions about the RPG MS Teams site.
    • For questions regarding Postgraduate Medical Education funding, please contact Joanna Huang, Senior Financial Analyst joanna.huang@ubc.ca

The Academic Finance Team also provides specialized financial services to Faculty of Medicine Departments, Schools, Centres, and Institutes. Contact information can be found on the MedNet page.

Other funding sources for programs depend on the Departmental funding model, e.g. Visa Trainee revenue. For questions regarding securing other types of resources, contact your Department Head or Department Administrator.

Workday

Workday is the HR, Finance, and student administration system used at UBC. PDs may be assigned the Program Manager role in Workday to approve transactions. You can find training for Workday on the MedNet Finance Training page.

To access Workday, click on the login button on the top right of this page.