Program Advisory Council (PAC) Terms of Reference

AC-TOR-027
Department Academic
Approval Date June 15, 2017
Effective Date September 5, 2017

MANDATE

The Michener Institute of Education at UHN is committed to the use of Advisory Councils as a means of ensuring that its programs remain relevant to the needs of the specific professions as well as the greater health care sector. Each program (or related cluster of programs) is advised by a Program Advisory Council (PAC). Michener will regularly review the mandate of the Advisory Councils to ensure that this need is being met.

The members of the PAC have the mandate to support Michener’s Academic Strategy and its Strategic Intent.

II. PURPOSE

The Program Advisory Council is established with the approval of the Executive Vice President, Education of The Michener Institute of Education at UHN and is responsible for providing advice to the Senior Director, Academic Programs, on the creation and maintenance of effective educational programs that integrate academic and clinical studies. The PAC shall have no formal management and/or governance responsibilities at Michener.

The PAC shall:

  • Assume responsibility for being an effective communication link between The Michener Institute and the affiliated stakeholders (to include affiliated teaching sites, employers, students, alumni, etc.).
  • Advise The Michener Institute on such matters as program relevance, new approaches to health care delivery and their inclusion in the curriculum, suitability of new approaches to program delivery and clinical education, research opportunities, employment opportunities for and marketability of graduates, the needs of the labour market, and certification and accreditation standards.
  • Based on these needs, provide input on the existing program(s) and/or the need to consider new programs.
  • Make recommendations identifying possible alternate sources of funding and opportunities for collaborations and partnerships for the enhancement of programming and clinical education.

The PAC shall also have the power to form sub-committees as required to carry out its responsibilities. When a sub-committee becomes a standing committee of the PAC such as the Faculty Liaison Committee, terms of reference shall be established and incorporated into the specific Terms of Reference of the PAC as an appendix.

This committee contributes to the Purpose, Values, Principles (PVP):

UHN’s Purpose Transforming lives and communities through excellence in care, discovery and learning

Our Primary Value above all else, the needs of patients come first

Values: Safety, Compassion, Teamwork, Integrity, Stewardship

Safety Safest healthcare for patients and staff

Compassion Kindness and respect in every interaction

Teamwork Collaboration, Cooperation, and Diversity

Integrity Ethics, Respect, and Responsibility

Stewardship Optimize our resources for the greater common good

III. MEMBERSHIP

The membership of the committee is designed to ensure that Michener receives the benefit of diverse and relevant perspectives related to its specific programming. It is Michener’s responsibility to ensure that broad stakeholder representation is present on its Advisory Councils. As such, the Academic Chairs have the responsibility for monitoring committee membership and recruitment of new members.

The PAC shall consist of a minimum of seven (7) non ex-officio members and a recommended maximum of 16 members. Membership is subject to approval by the Academic Chair and shall include a representative(s) from the following:

  • Academic Chair(s) – Ex-Officio
  • Program Manager – Continuing Education – Ex-Officio
  • Program Communication Liaison – Ex-Officio
  • Chair of the Faculty Liaison Committee*
  • Minimum four (4) employers* – 2 year term; appointed by Michener
  • Student Representation* (senior student preferred; more than one student, if possible; at least one per program if more than one program represented by the PAC) – 1 year term; identified by Student Council
  • Alumni* (preferably a recent graduate from each program represented by the PAC) – 2 year term; appointed by Michener
  • Affiliated university representation, where applicable – Ex-Officio
  • Program Administrative Assistant – Ex-Officio
  • Invited guests as required – non-voting

(* denotes members eligible to be nominated for office)

Members may be reappointed for a second term, for a total term of four consecutive years on the PAC. The term may continue longer when mutually agreed upon by both parties.

Michener assumes responsibility for the recruitment and appointment of members to its Program Advisory Council. Recommendations for new representation may be proposed by PAC members and forwarded to the Academic Chair. On an annual basis, Michener will update the PAC membership lists and will communicate this information to the Committees.

The PAC will review membership annually and elect Officers as required. The newly elected officer shall take office immediately upon the conclusion of the current meeting.

IV. ROLES & RESPONSIBILITIES

The elected Officers of the PAC shall be:

  • PAC Chair
  • PAC Vice-Chair

The PAC Chair and the Vice-Chair will each serve a two-year term and will be elected on alternate years. Succession through the offices will be from Vice-Chair to Chair. Members who are eligible to hold office are denoted with an asterisk (*) in the Membership list above.

DUTIES OF THE ELECTED OFFICERS

The PAC Chair shall:

  • Set the agenda for all meetings, in consultation with the Academic Chair
  • Preside at meetings
  • Represent the PAC and report on PAC activities, as necessary
  • Review meeting minutes with the Academic Chair
  • Be a voting member

The PAC Vice-Chair shall:

  • Assume all the responsibilities of the Chair, in the absence of the PAC Chair
  • Be a voting member

The Academic Chair, or designate, is by default the PAC Chair should no one else be available.

DUTIES OF THE NON-ELECTED OFFICERS

The Academic Chair shall:

  • Set the agenda for all meetings, in consultation with the PAC Chair
  • Participate in meetings
  • Review meeting minutes with the PAC Chair
  • Recruit new members in consultation with the PAC.
  • Ensure the membership list is updated annually and distributed to members
  • Update PAC on current program

The Program Manager – Continuing Education shall:

  • Update PAC on continuing education activities
  • Participate in meetings

The Program Communication Liaison shall:

  • Participate in meetings

The Chair of the Liaison Committee shall:

  • Report on the activities of the Liaison Committee
  • Participate in meetings
  • Be a voting member

Employer and Alumni Representatives shall:

  • Participate in meetings
  • Be voting members
  • Inform PAC on new approaches to health care delivery, suitability of new approaches to program delivery and clinical education, research opportunities, employment opportunities for and marketability of graduates, the needs of the labor market, and certification and accreditation standards.
  • Provide input on the existing program(s) and/or the need to consider new programs.
  • Identify possible alternate sources of funding or opportunities for collaboration and partnership to enhance programming and clinical education.

Student Representative shall:

  • Participate in meetings
  • Be a voting member
  • Represent the student perspective on items arising during meetings
  • Gather information as requested by PAC

Affiliated University Representative:

  • Participate in meetings
  • Update PAC on information relevant to the program/partnership

Program Administrative Assistant shall:

  • Record and send minutes of meetings to the PAC Chair and Academic Chair for review.
  • After consultation with the PAC Chair and Academic Chair, circulate minutes, notices and meeting agendas.

V. DECISION MAKING PROCESS/VOTING

Quorum/voting

Each member in attendance at the meeting, except the program advisory council chair and the ex-officio members will have one vote (see under “membership”). No proxy votes shall be accepted. The Program Advisory Council Chair will vote only in the event of a tie. Fifty percent (50%) of the voting members must be in attendance for a meeting to be official.

VI. MEETING FREQUENCY

Annually

The Program Advisory Council will meet at least annually. When necessary, additional meetings will be called by the Program Advisory Council Chair. Where a member is absent, he/she may appoint an alternate. In such cases, the Program Administrative Assistant must be notified in advance.

VII. ACCESS TO MEETINGS

Partially open, e.g. dependent upon topic

VIII. AGENDAS, MINUTES AND RECORDS

Prior to distribution, meeting minutes will be reviewed by the Program Advisory Council Chair and Academic Chair. Meeting minutes will then be distributed by the Program’s Administrative Assistant to all committee members and invited guests.

IX. DESIRED OUTCOMES

The purpose of the PAC is to provide input on the changing needs in the health care profession(s) and also provide comment on the effectiveness of Michener’s educational programs.

X. ASSOCIATED DOCUMENTS

Faculty Liaison Committee – Terms of Reference

Revision History

Date Reviewer Change(s) made

May 14, 2003

November 18, 2004

March 7, 2006

Document edited
February 23, 2010 Pinar Peacock Template updated
May 2011

Pinar Peacock

Sydney Redpath

Christina Tsui

Document revised
June 2017 Catharine Gray Minor changes to reflect current practice and organizational structure