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

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

Head of Department

For information on your Department Head and Regional Associate Deans – find more information on leadership here (applicable to distributed residency programs).

Committees

The following outlines program commitees and key information about each.

  • Residency Program Committee/Resident Training Committee (RPC/RTC)
    • Program Director is the committee chair
    • Mandate to support the Program Director in planning, organizing, evaluating, and advancing the residency program.
    • Is an accreditation requirement
    • Comprised of residents, Program Directors, teaching faculty, and sometimes program administrators
    • Must have an agenda item to approve Competence Committee minutes and decisions
    • Meeting is typically set 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
    • Is an accreditation requirement
    • Comprised of teaching faculty, Program Director, and sometimes residents
    • Meeting is at minimum biannual
  • 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.
Sample Committee Terms of Reference

See Terms of Reference for other committees

Contact info under PGME Dean’s Office | Leadership

PGME Workshop

The PGME 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.

To access past PGME Workshops, please contact postgrad@postgrad.med.ubc.ca.

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 Hub Intranet is where you can find details about accreditation. The hub includes an overview of accreditation, to do’s and timelines, people and their roles, and FAQ’s.
Access the PGME Hub Intranet – Accreditation

For access support, click the following Accessing the PGME Hub Intranet guide.

If you have tried to access the site using the instruction provided in the guide without success, please contact the
PGME.Hub@ubc.ca with the following details:
• Name
• Email address
• Health authority network using for access (if applicable)

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, including a checklist, sample meeting questions, internal review report template and an internal review report sample, are located on the PGME Hub Intranet. Click the following link to visit the PGME Hub Intranet Surveyor Guide.

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 visit the PGME Hub Intranet Site and select the Finaces tab.

Click the following link to access the PGME Intranet Site.

For access support, click the following Accessing the PGME Hub Intranet guide.

If you have tried to access the site using the instruction provided in the guide without success, please contact the
PGME.Hub@ubc.ca with the following details:
• Name
• Email address
• Health authority network using for access (if applicable)

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.