Principle

Delegation of Authority

Purpose

The purpose of this guideline is to establish the principles that govern the Delegation of Authority and to outline the process by which the authority to act and to make decisions is delegated in the Faculty of Medicine.

Scope

This guideline applies to the University’s Faculty of Medicine.  This guideline does not override or replace the University Contract Administration policy, the University Purchasing policy or other relevant University-wide policies governing Delegation of Authority (the “University-Wide policies”).  To the extent there is any inconsistency, the University-Wide policies will apply.

Definitions

Academic Staff Member — An academic employee who is identified as an Academic Staff Member under the MUNFA Collective Agreement.

Board — The Board of Regents of Memorial University

Delegate, Delegated and Delegation — Includes sub-delegate, sub-delegated and sub-delegation, respectively, as the context requires.

Delegation of Authority (DOA) — Delegation of Authority (DOA) refers to the authorities of the Dean, the Chief Operating Officer, Vice- Deans, Associate Deans, Assistant Deans and Discipline Chairs as outlined in Appendix A.

Designated Individual(s) — Employee(s) or Academic Staff Member(s) with delegated or sub-delegated authority in accordance with this policy.

Employee(s) — Individual(s) who holds a position in the Faculty of Medicine belonging to the following employment groups: Senior Administrative Management/Leadership Group, Management and Professional, Support Staff (Non-Bargaining) or CUPE.

University — Memorial University of Newfoundland

Policy

Delegation of Authority (DOA) Guideline

1. Appendix A: Delegation of Authority sets out the authorities of the Dean of Medicine, Chief Operating Officer, Vice- Deans, Associate Deans and Assistant Deans.

2. No person is authorized to make any decisions or sign any document if it creates an obligation or undertaking on behalf of the University unless:

1. the person has authority as set out in the DOA or such other University policy as may exist from time to time.
2. the person has authority as set out in a resolution of the Board, or the Executive Committee of the Board.
3. the person has sub-delegated or temporary authority. 

3. The DOA will be reviewed at least once every three years.

4. The DOA can only be changed with:

1. The approval of the Board or other relevant body, for all matters addressed in the University-wide policies; or
2. The approval of the Dean, for all other matters.

5. The Dean may delegate authority to such committee, council or task force as may be required from time to time.  The Terms of Reference for such committee, council or task force shall be in writing.

Sub-delegation of Authority

 6. The Dean, Vice-Deans, Associate Deans and Assistant Deans may delegate responsibilities conferred by virtue of the DOA to Employees or Academic Staff Members in accordance with this policy. However, they may not delegate the authority to approve University-Wide Policies or alter any Delegation of Authority as may be addressed by a university-wide policy.

7. Designated Individuals may sub-delegate any of their authority if sub-delegation of that authority is permitted in the DOA, by the Dean or the applicable resolution of the Board or Committee of the Board or a university- wide policy.

8. Sub-delegations will be in writing.

9. Delegated Individuals must ensure that the individuals they sub-delegate to understand the powers, duties and functions that have been sub-delegated to them.

 Exercise of Delegations

10. Unless otherwise specified, authority is delegated to a position as opposed to a person and extend to any person acting in the position.

11. A Designated Individual will not exercise delegated authority if, in doing so, the Designated Individual will personally benefit or if the exercise of the authority otherwise creates of conflict of interest.

12. A Designated Individual will be aware of and refer to all relevant University policies and procedures as well as external legislative requirements when exercising delegated authority.

13.Notwithstanding a Delegation of Authority, a Designated Individual will bring any matter to the attention of the Dean if that matter has an unusually high-risk factor.

 Temporary Delegation of Authority 

14. Delegation of Authority is permitted during the temporary absence of a person having permanent authority.

15. A temporary Delegation will be in writing.

 Violations of the Guideline 

16. The Designated Individual will investigate allegations of irregularity or impropriety with respect to any authority delegated by the Designated Individual. 

17. Individuals who do not comply with this guideline may be subject to penalties or discipline, up to and including termination of employment or other relationship with the University in accordance with university policies or procedures and any applicable Collective Agreement.

Related Links

 Contract Administration Policy

Conflict of Interest Policy

University Purchasing Policy

Appendix A: Delegation of Authority

Table of Contents

1. DEAN
2. CHIEF OPERATING OFFICER
3. VICE-DEAN (EDUCATION AND FACULTY AFFAIRS)
4. VICE-DEAN (RESEARCH AND GRADUATE STUDIES) 
5. ASSISTANT DEAN, FACULTY WELLNESS, EQUITY AND PROFESSIONALISM
6. ASSOCIATE DEAN, GRADUATE STUDIES
7. ASSISTANT DEAN, CLINICAL RESEARCH 
8. ASSOCIATE DEAN, BIOMEDICAL SCIENCES 
9. ASSOCIATE DEAN, POPULATION HEALTH AND APPLIED SCIENCES  
10. ASSISTANT DEAN, SOCIAL ACCOUNTABILITY 
11. ASSOCIATE DEAN, LEARNER WELL-BEING AND SUCCESS 
12. ASSOCIATE DEAN, UNDERGRADUATE MEDICAL EDUCATION 
13. ASSOCIATE DEAN, POSTGRADUATE MEDICAL EDUCATION 
14. ASSISTANT DEAN, DISTRIBUTED MEDICAL EDUCATION 
15. ASSOCIATE DEAN, EDUCATIONAL DEVELOPMENT 
16. ASSOCIATE DEAN, PEI REGIONAL CAMPUS
17. ASSISTANT DEAN, ADMISSIONS
18. ASSISTANT DEAN, CLINICAL EXPERIENCES, UGME
19. ASSISTANT DEAN, CLASSROOM EXPERIENCES, UGME
20. CHAIRS, CLINICAL DISCIPLINES 

1. DEAN

SECTION A: Accountabilities

Reporting to the Provost and Vice-President (Academic), the Dean is the faculty’s senior executive officer and provides academic and administrative direction for the unit consistent with its mission and objectives and aligned with the University’s strategic frameworks. The Dean shall have charge of and be responsible for:

Leadership and General Management

• In collaboration with other senior-level administrators and in consultation with constituents across the Faculty of Medicine, providing leadership in shaping and implementing the faculty’s strategic goals and academic agenda.
• Fostering a positive environment for faculty, staff, and students, and working collegially with the entire Medicine community to achieve current and future goals.
• Leading strategic planning processes for the faculty, initiating discussion with constituents and defining the faculty’s priorities through collegial decision-making processes.
• Managing the faculty’s operating budget, and leading fundraising activities.
• Ensuring that the faculty is well administered on a day-to-day basis, and that the appropriate people and resources are in place to support the faculty.
• Advocating for the faculty both internally and externally and enhancing the reputation of the faculty amongst internal and external groups.
• Collaborating with the province’s Department of Health and Community Services for funding and Health Authorities for medical education.

Research Activity

• Promoting the excellence and creativity of faculty research as a champion for medical research.
• Developing strong and sustained relationships with federal and provincial granting agencies, encouraging them to support the broad range of research in the faculty.
• Promoting interdisciplinary research within the faculty and encouraging faculty members and learners to pursue emerging areas of research.

Teaching and Learning

• Inspiring and supporting faculty members to remain committed to excellence and innovation in teaching and learning.
• Fostering strong and productive relationships with the faculty’s broad external stakeholders who contribute to its programs.
• Overseeing accreditation processes and program evaluation and ensuring relevant and high-quality programming is sustained within the faculty.

Learner, Faculty and Staff Relations

• Promoting a positive and supportive environment for learners, faculty, staff and encouraging all members of the faculty community to be fully engaged in shaping the faculty’s future.
• Establishing strategies and best practices that will enhance the faculty’s ability to recruit exceptional faculty, staff, and learners in light of the competitive nature of recruitment.
• Increasing faculty, staff, and learner representation from under-represented groups.

SECTION B: Authority

Pursuant to the University Schedule of Review and Signing authority for Contractual obligations pursuant to the Contract Administration Policy, the Dean shall have the signing authority to:

ACADEMIC

ACQUISITION OF PRODUCTS, EQUIPMENT, AND SERVICES

ADVANCEMENT AND DEVELOPMENT 

FINANCIAL / LEGAL 

HUMAN RESOURCES 

IP, MOUs, OTHER 

2.CHIEF OPERATING OFFICER

 Accountabilities

As a member of the leadership team, reporting to the Dean, the Chief Operating Officer provides strategic direction for the faculty’s administration and operations and overall direction of operational units within the Faculty of Medicine. The Chief Operating Officer shall have charge of and be responsible for:

• Long-range strategic planning
• Facilitation of change management 
• Resource allocation
• Analysis of best operational practices
• Relations with government and Regional Health Authorities 
• Inter-university and external collaborative relations
• Communications with key stakeholders 
• Risk management
• Internal review and compliance
• Oversight of policies and procedures related to the faculty’s operations
• Project and grant management
• Accounting and financial operations
• Budget planning, preparation and monitoring
• Information technology
• Capital construction projects
• Human resources management 
• Oversight of the faculty’s laboratories as well as facilities 

3. VICE- DEAN (EDUCATION AND FACULTY AFFAIRS)

Accountabilities

The Vice- Dean (Education and Faculty Affairs) is the Dean’s representative and advisor on matters related to academic affairs and medical education and shall have charge of and be responsible for:

• Assisting the Dean in developing, interpreting and implementing policy pertaining to the educational, professional and administrative functions of the Faculty of Medicine.
• Acting as Administrative Head to MUNFA faculty members throughout the clinical disciplines.
• Supporting the overall strategic direction and functions of all educational and academic units.
• Providing oversight to the Associate Dean, Undergraduate Medical Education; Associate Dean, Postgraduate Medical Education; Associate Dean, Educational Development; Associate Dean, Learner Wellbeing and Success; and the Assistant Dean for Faculty Wellness, Equity and Professionalism.  
• Providing a source of consultation and advice and action relating to educational, professional, clinical and institutional matters including strategic planning.
• Maintaining and promoting the relationship of the Faculty of Medicine with affiliated health boards, clinics and community teachers by:
  1. Serving on joint liaison committees with affiliated institutions
  2. Maintaining and updating affiliation agreements with affiliated institutions
  3. Representing the Dean as required in institutional planning
  4. In liaison with the Dean, participating with hospitals, professional and community groups and government in the development of medical human resource planning for Newfoundland and Labrador.
  5. Providing support to key academic leaders within the Faculty of Medicine, including the Associate and Assistant Deans for Medical Education. Providing support to the Chairs of Clinical Disciplines, as needed.
  6. Working in collaboration with affiliated health authorities to ensure appropriate resources are available for medical education
• Providing support to the Dean, Associate and Assistant Deans and Chairs in coordinating the external medical education relationships with New Brunswick, Prince Edward Island, Nunavut and other provincial/national/international partners.
• Representing the Dean in matters relating to the Newfoundland and Labrador Medical Association, as appropriate.
• Approving routine financial issues, which may include travel claims and requests, catering, visitor approvals, staff settlements, grant applications, membership forms and other general financial documents.
• Liaising with the Chief Operating Officer in the Faculty of Medicine on matters relating to Human Resources; this may include development and approval of forms, documents, policy and protocols.
• Liaising with the Manager of Academic Affairs on matters relating to faculty including Faculty Council and development of protocols for appointment, promotion and tenure.
• Co-chairing the Faculty of Medicine Space Committee and acting as a liaison with NL Health Services (NLHS) and the University-wide Space Committee.
• Chairing the non-bargaining Promotion and Tenure Committee.
• Chairing the Education Deans’ Committee.
• Chairing Search and Review committees seeking Chair, Assistant and Associate Dean appointments.
• Being a member, Dean’s delegate or Dean’s alternative on committees includes but is not limited to:
  • Senior Management Committee
  • Faculty Council
  • Strategic Plan project team
  • Senior Executive Committee
  • Clinical Chairs
  • The MUN-NLHS Joint Management Committee

4. Vice-Dean, Research & Graduate Studies

 Accountabilities

The Vice-Dean, Research & Graduate Studies shall have charge of and be responsible for:

• In consultation with the Associate Dean of Graduate Studies, the Assistant Dean of Clinical Research, Biomedical Sciences Division, Population Health and Applied Health Sciences Division, and the Clinical Disciplines, identifying the needs of research and graduate studies in the day-to-day administration of the Faculty of Medicine.
• Developing a strategic plan for research in the Faculty of Medicine and its implementation in consultation and collaboration of all stakeholders in Medicine and overseeing the implementation of the strategic plan.
• Facilitating the development of research teams, including multi-disciplinary, intra-faculty and interdependent teams to take advantage of funding opportunities to grow the research agenda of the Faculty of Medicine.
• Liaising with the Vice-President (Research) to communicate with granting agencies both at the Provincial and Federal levels on broad issues related to research in the Faculty of Medicine.
• Developing a system with the Associate Deans of BioMedical Sciences and Population Health and Applied Health Sciences, and Clinical Chairs, in conjunction with the Manager of Medical Laboratories, to maintain a register of all research equipment in the Faculty of Medicine.
• Providing information on matters such as:
  1. sources of research funds, expenses involved in research activities submission of grant applications.
  2. equipment available to faculty within the Faculty of Medicine and within the larger university community.
• Providing guidance and advice to new faculty members, in terms of obtaining and maintaining research funds, in collaboration with the Assistant Dean of Clinical Research and the relevant Division Associate Deans and Discipline Chairs.
• Ensuring that the research proposals follow the policies, procedures and guidelines of the University.
• Assessing the results of grant competitions and maintain a comprehensive registry of grants for reporting to the faculty (yearly), to the University, and to outside agencies.
• Representing the Faculty of Medicine on the AFMC Standing Committee on Research and Graduate Studies.
• Liaising with the University Office for Research and VP Research on matters relating to research operations within the Faculty of Medicine.
• Collaborating with the Communications Coordinator to publish appropriate media materials (e.g., brochures) regarding research within the Faculty of Medicine.
• Providing guidance and advice in addressing issues related to proper conduct of research in the Faculty of Medicine.
• Overseeing the smooth and effective running of the Office of Research and Graduate Studies.
• In the absence of the Associate Dean of Graduate Studies (Medicine) or when there is a perceived conflict of interest, the Vice-Dean will fulfill the role of the Associate Dean, Graduate Studies and the Assistant Dean. Clinical Research under special circumstances.
• Undertaking such other duties or special assignments as may from time to time be requested by the Dean.
• Representing the Faculty of Medicine on University Committees or most other external committees related to research. 

5. ASSISTANT DEAN, Faculty Wellness, Equity and Professionalism

Accountabilities

The Assistant Dean, Faculty Wellness, Equity and Professionalism shall have charge of and be responsible for:

• Working closely with Senior Executive, Clinical Chairs and Senior Management, and in partnership with the Vice-Dean, Education and Faculty Affairs, and the Manager of Academic Affairs, the Assistant Dean will champion the development of comprehensive and proactive programs to address Faculty wellness, equity and professionalism within the Faculty of Medicine.
• Advancing functions which support the Faculty’s strategic plan in the areas of Faculty Wellness, Equity and Professionalism.
• Developing educational resources and lead workshops in collaboration with the Office of Professional and Educational Development (OPED) to promote wellness, equity and professionalism within the Faculty of Medicine.
• Meeting with individual faculty members upon their request or in response to identified workplace issues to provide mentorship, advocacy or guidance as required.
• Developing and maintaining a network of resources to which a faculty member could be referred including, but not limited to the Manager, Academic Affairs, the University Equity Officer, General Counsel, Faculty Relations, Sexual Harassment Office, or the other internal or external office as appropriate.
• Assisting the Vice-Dean, Education and Faculty Affairs by working with the Policy Analyst to develop, interpret, and implement policy pertaining to faculty wellness and professionalism. 
• Liaising with the Manager of Academic Affairs and advising the Vice-Dean, Education and Faculty Affairs on matters relating to faculty wellness, professionalism, and equity.
• Establishing and maintaining effective working relationships with leaders across the Faculty, University, government, partner institutions and health care institutions, as required for the delivery of the position’s mandate.
• Leading scholarship in the areas of faculty wellness, professionalism, equity and mentorship within the Faculty of Medicine. 
• The Assistant Dean, Faculty Wellness, Equity and Professionalism, committee membership includes but is not limited to:
  • Senior Management Committee
  • Faculty Council
  • Strategic Plan project teams

6. ASSOCIATE DEAN, Graduate Studies

 Accountabilities 

The Associate Dean, Graduate Studies shall have charge of and be responsible for:

• Coordinating and supervising the graduate programs and post-doctoral scholars in the Faculty of Medicine to include (but not limited to)
  1. Admissions
     • Oversight and coordination of the admissions process
  2. Assessment and Evaluation
     • Oversight and coordination of evaluation processes
     • Organization of regular internal reviews of graduate programs
  3. Facilitating approval of new courses within existing programs
• Developing, implementing and monitoring procedures for graduate studies education within the Faculty of Medicine.
• Leading the development of new graduate research programs and facilitate the approval process.
• Implementing and monitoring Graduate Studies and University regulations and policies.
• Coordinating activities related to graduate student stipends, awards, fellowships and other Graduate Student applications.
• Promotion of graduate programs externally.
• Liaising with Assistant and Associate Deans and the Director of Clinical Research Development where applicable.
• Undertaking such other duties or special assignments as may from time to time, be requested by the Dean or Vice- Dean, Research and Graduate Studies.
•  The Assistant Dean, Graduate Studies, committee membership includes but is not limited to:
  • Committees related to Graduate Studies and Post-Doctoral Scholars (Faculty of Medicine representative) 
  • Faculty of Medicine Graduate Studies Committee (chair)
  • Senior Management Committee 
  • Faculty Council
  • Association of Faculties of Medicine of Canada (AFMC) Committee  

7. ASSISTANT DEAN, Clinical Research

Accountabilities 

The Assistant Dean, Clinical Research will develop clinical and applied health research within and external to the Faculty of Medicine and shall have charge of and be responsible for:

• Collaborating with the Vice Dean, Research and Graduate Studies (Medicine) to create a strategic direction for the Faculty of Medicine and develop a research organizational structure that addresses the needs of the Divisions, Disciplines and NLCAHR (Newfoundland and Labrador Centre for Applied Health Research) and key stakeholders including the government of Newfoundland and Labrador. 
• Marketing the Faculty of Medicine’s clinical and applied research expertise to external funding sources.
• Collaborating with NL Health Services (NLHS) to promote clinical research and clinical trials.
• Liaising with external stakeholders, such as the other affiliated health care boards, to enhance their involvement and commitment to research.
• Collaborating with the Vice- Dean, Research and Graduate Studies (Medicine) to strengthen knowledge exchange mechanisms between Divisions and Disciplines.
• Promoting knowledge translation of faculty research - from the bench to the patient and patient to bench.
• Liaising with the Department of Health and Community Services to promote clinical and applied health research.
• To advance clinical research within the Faculty of Medicine, the University and the external community by:
  • Promoting the clinician as a clinician scientist
  • Fostering communications with the University external to the Faculty of Medicine in conjunction with the Vice-Dean, Research and Graduate Studies (Medicine)
  • Representing the Faculty of Medicine on selected national committees
  • Developing inter-disciplinary health research teams across the University and between universities
•  Ensuring that the Faculty of Medicine and NLHS become a stronger and more viable research partnership.
• Advising the Dean on matters relating to research infrastructure support including:
  • Expenditure of Faculty funds for research
  • Sources of funding for resources such as space and support staff
  • Bridge funding to individual researchers (on start up or between grants)
•  The Assistant Dean, Clinical Research, committee membership includes but is not limited to:
  • Senior Management Committee
  • Faculty Council

8. ASSOCIATE DEAN, BioMedical Sciences

 Accountabilities 

The Associate Dean, BioMedical Sciences will conduct and promote excellence in research and associated scholarly activities in the area of BioMedical Sciences, and shall have charge of and be responsible for:

• Promoting the Division by providing strong leadership and guidance in a manner that the goals and objectives of the Division of BioMedical Sciences are achieved within the Faculty of Medicine.  
• Encouraging faculty members to apply for external research funding and fostering interactions and collaborations within the Division and communicating the contributions of the Division.
• Participating in development of the general policies that emphasize and enhance the contributions of the Division to the Faculty of Medicine and ensuring that these policies are reflected in the recruitment of faculty and in other activities.
• Ensuring that adequate resources are available for all teaching and research programs within the Division and ensuring that resources are deployed equitably and for maximal benefit to the Division.
• Scheduling annual discussions with each faculty member on the allocation of their time and resources.  Identifying divisional / faculty resources that would assist faculty members in their activities.  Advising faculty members regarding their professional development.  Decisions agreed upon will be recorded in a jointly approved document.
• Providing new faculty with guidance and infrastructure required to establish their research program and teaching activities.  
• Encouraging and advising faculty members in the development of their scholarly activity, including the identification and recommendations of the most appropriate sources of both internal and external support.
• Encouraging participation of faculty members in decision making and policy formulation for the Division and ensures timely communication of all matters which affect them, including monthly Division meetings (September to May) and the circulation of minutes for approval and acceptance at subsequent meetings.
• Representing the Division, in association with other Vice, Associate and Assistant Deans, in the development of general administrative policies which promote cooperative and effective interdisciplinary relationships within the Faculty of Medicine, the University and NLHS.
• Working in collaboration with the Vice- Dean of Research and Graduate Studies to develop and implement policies that serve to increase external research support, highlight the research profile of the Division, and enrich the educational experience for graduate students.
• Serving on committees referred to in the Constitution and Bylaws of the Faculty of Medicine.
• Ensuring that appropriate searches for new faculty are conducted to achieve the goals and objectives of the Division of BioMedical Sciences.
• Developing a strategic plan that aligns with the Faculty of Medicine’s strategic plan.
• Working in collaboration with the Associate Dean, Graduate Studies to address issues related to graduate programs and learners.
• Submitting an annual report to the Faculty of BioMedical Sciences which includes an overview of Divisional goals and objectives for the upcoming year (e.g., faculty recruitment, development).
•  Developing the budget for the Division, submitting it for approval to the Dean and for maintaining control of expenditures by the Division and to administer budgetary matters delegated by the Dean’s Office.  The Associate Dean, BioMedical Sciences will also periodically undertake budget review and advise the Dean in a timely fashion of significant variance from the budget plan.
• The Associate Dean, Biomedical Studies, committee membership includes but is not limited to:
  • Senior Executive Committee
  • Senior Management Committee
  • Faculty Council
  • Space Committee
  • Other committees as requested by the Dean

9. ASSOCIATE DEAN, Population Health and Applied Health Sciences

 Accountabilities 

The Associate Dean for Population Health and Applied Health Sciences is the Dean’s representative and assistant. They shall have charge of and be responsible for:

• Providing a source of advice or consultation on all matters relating to the Division of Population Health and Applied Health Sciences within the Faculty of Medicine.
• Serving in those ex-officio roles for Associate Deans referred to in the Constitution and By-laws of the Faculty of Medicine.
• Assisting in developing the general policies and areas of emphasis of the Faculty of Medicine, particularly in relation to Population Health and Applied Health Sciences, ensuring that these policies are reflected in faculty recruitment and other activities.
• Discussing with faculty members the allocation of their time so as to ensure appropriate distribution between teaching, research, administration and other activities and to guide and evaluate the academic and professional contribution of faculty members of the division and to monitor the contribution of individual members and of the division as a whole to teaching, research, clinical service and administration in the Faculty of Medicine and the University.
• Encouraging and advising faculty members with respect to their research including:
  • the identification of and approach to the most appropriate sources of support
  • to develop and implement policies directed toward increasing external research support of the Division
  • to support the Health Research Unit as a resource to community and government organizations to conduct community-based research.
• Assisting the Dean of Medicine in the development and implementation of administrative inter-relationships in the Faculty with primary emphasis directed towards the Division of Population Health and Applied Health Sciences and to promote, in association with the other Vice- Deans, Associate and Assistant Deans, Clinical Chairs and Assistant Deans, the optimum interdisciplinary relationships in the Faculty and in the University and to foster and strengthen linkages with community and government organizations.
• Through direct participation or by delegated representation, the Associate Dean, Population Health and Applied Health Sciences, will participate in various committees and make the views of the Division known to the appropriate committees and Faculty Council.
• Assuring appropriate development and adequacy of Faculty and materials for the MD education, postgraduate residency and graduate studies programs in association with the Associate Deans for Medical Education (UGME), Postgraduate Medical Education (PGME), and Research and Graduate Studies, and appropriate committees.
• Assisting the Dean of Medicine and the Faculty of Medicine and the University with the appointments, promotion and tenure processes for Population Health and Applied Health Sciences members and is responsible for making recommendation to the Dean’s Office regarding:  
  • all full-time and part-time appointments and resignations
  • promotions and appointments without term (tenure)
  • salary levels
  • sabbatical leaves
  • absences
  • certain committee memberships
  • equipment purchases
  • appointment of support staff
  • development of policies for recruitment of faculty 
  • assuring that appropriate searches for suitable faculty are conducted.
• Developing the budget for the Division, submitting it for approval to the Dean and for maintaining control of expenditures by the Division and to administer budgetary matters delegated by the Dean’s Office.   The Associate Dean, Population Health and Applied Health Sciences will also periodically undertake budget review and advise the Dean in a timely fashion of significant variance from the budget plan.
• Holding regular meetings of full-time faculty in the Division and joint meetings of all part-time and full-time faculty members at least once a year.
• Preparing an annual report of the activities and programs of the Division with an emphasis on major accomplishments.
•  The Associate Dean of Population Health and Applied Health Sciences, committee membership includes but is not limited to:
  • Senior Management Committee
  • Member of Space Committee (Faculty of Medicine)
  • Member of Graduate Studies Committee
  • Member of Medical Research Endowment Fund Board

10. ASSISTANT DEAN, Social Accountability

 Accountabilities 

The Assistant Dean Social Accountability provides oversight of the development, implementation, and measurement of Social Accountability (SA) initiatives within the Faculty of Medicine. They shall have charge of and be responsible for:

• Building partnerships with the populations we serve.
• Strengthening community capacity, particularly in underserved populations and rural and remote areas.
• Providing leadership and guidance to the Faculty of Medicine in meeting the SA mandate, including assessing priority health needs, identifying priority community engagement needs and opportunities.
• Overseeing the evaluation of the effectiveness of activities and programs.
• Working collaboratively with the policy analyst to develop policy briefs to inform strategic planning.
• Collaborating and advocating with key leadership within the Faculty of Medicine to promote an integrated approach to SA.
• Representing the Faculty of Medicine provincially, nationally and internationally in matters pertaining to SA.
• Overseeing the day-to-day work of the Social Accountability Office.
• Working with the Associate Dean, Undergraduate Medical Education and the Associate Dean, Postgraduate Medical Education to ensure the integration of SA principles and competencies into academic programming, and curriculum development and renewal.
• Working with the Office of Professional Education and Development to create new learning and professional development opportunities that promote SA principles and competencies.
•  In collaboration with community partners develop, implement and evaluate a community engagement strategy for the Faculty of Medicine.
•  Contributing to curriculum development and renewal with a SA lens to ensure learners understand the determinants of health and health policy and to advocate for patients and communities.
• Leading communication on SA within in the Faculty of Medicine, and more broadly, including producing an annual report.
•  The Assistant Dean, Social Accountability, committee membership includes but is not limited to: 
  • Undergraduate Medical Studies Committee (ex-officio)
  • Education Deans Committee of the Faculty of Medicine (ex-officio)
  • Program Evaluation Subcommittee (ex-officio)

11. ASSOCIATE DEAN, Leaner Well-Being and Success

 Accountabilities 

The Associate Dean, Learner Well-Being and Success is the Dean’s representative and assistant for the Office of Learner Well-Being and Success, and shall have charge of and be responsible for:

• Overseeing necessary activities required to meet accreditation standards related to learner well-being and success (www.cacms-cafmc.ca – particular focus on Standards 11 and 12).
• Responsible for facilitation and oversight of academic and personal counselling of learners.
• Working in partnership with the LWS Directors and staff for regular staff meetings.
• Consulting, in a confidential manner, with learners who have academic, personal, financial or other concerns both self-identified and referred by faculty, other learners, or staff including the Student Wellness Consultant.
• Partnering and collaborating with the appropriate Assistant and Associate Deans and Vice- Dean (or delegates) in support of learners.
• Working with the Undergraduate Medical Studies Committee and other appropriate committees in developing policy related to undergraduate learners.
• Working with the Postgraduate Medical Education Committee and other appropriate committees in developing policy related to postgraduate learners.
• Liaising with the Director of Student Wellness and Counselling Centre with Memorial University.
• Promoting and supporting learner personal and professional well-being.
• Facilitating an increased awareness of the importance of professionalism recognizing that medical professional life begins at the undergraduate medical education level.
• Facilitating an increased awareness of mistreatment and respond to mistreatment concerns.
• Participating in regular meetings with the Medical Student Society (MedSoc) in efforts to support continuous quality improvement.
• Supporting the manager of the office in facilitating ongoing activities
• Encouraging and promoting activities that will improve the quality of learner life such as the following annual activities: Orientation and White Coat Ceremony for the incoming undergraduate medical student class; Convocation/Graduation Activities; Monte Carlo Fundraiser; Health Fair/Well-Being activities; support Interest Group Community Outreach Projects.
• Leading and supporting Continuous Quality Improvement (CQI) initiatives and implementing changes as needed
• Representing the Faculty of Medicine on national committees and at national meetings regarding Learner Well-Being and Success
• Promoting self-education in the area of Learner Well-Being and Success by attending at least one relevant national meeting annually
• Meeting with, and reporting to the Vice Dean, Education and Faculty Affairs on a regular basis
• Undertaking other duties or special assignments as may, from time to time, be requested by the Dean or Vice Dean, Education and Faculty Affairs.
•  The Associate Dean committee membership includes, but is not limited to:
  • Undergraduate Medical Education Phase Management Teams (Phase 4) (Ex-Officio)
  • Undergraduate Medical Education Students’ Promotions Committee
  • Education Dean’s Committee
  • Senior Management Committee
  • Other committees at the request of the Vice Dean, Education and Faculty Affairs

12. ASSOCIATE DEAN, Undergraduate Medical Education

 Accountabilities:

The Associate Dean, Undergraduate Medical Education (MD Program) shall have charge of and be responsible for the Undergraduate Medical Education Program and:

• Is accountable for the adherence to the standards for medical education of the Committee on Accreditation of Canadian Medical Schools (CACMS).
• Providing direction to the Office of Undergraduate Medical Education (MD Program).
• Overseeing UGME activities which align with the strategic plan of the Faculty of Medicine and the University.
•  Developing and implementing policy pertaining to the Undergraduate Medical Education MD Program’s curriculum and student performance. 
•   Leading the Undergraduate Medical Education (MD Program) Management Team.
• Chairing the UGMS Committee and makes reports to the Committee as needed.
• Working collaboratively with the Undergraduate Accreditation Lead.
•  Providing leadership for pedagogical innovation in undergraduate medical education. 
• Encouraging scholarship in medical education.
• Having fiduciary budget responsibility along with the Coordinator for the Undergraduate Medical Education (MD Program).
• Providing academic counseling to medical students as appropriate.
• Compiling a Medical Student Performance Record (Dean’s Letter) for each learner.
• Facilitating the transfer of medical students between Memorial University and other medical schools.
• Recommending appointment, review, and reappointment of the Undergraduate Educational Administrative positions.
• Providing leadership to, working closely with, and liaising with, the Assistant Dean, Admissions.
• Providing leadership to, working closely with, and liaising with, the Assistant Dean of DME (who reports to the Associate Dean, UGME and the Associate Dean, PGME).
• Providing leadership to, working closely with, and liaising with, the Associate Dean, Prince Edward Island
• Working closely with and liaising with the Associate Dean, Learner Wellbeing and Success; the Associate Dean, Postgraduate Medical Education; the Associate Dean, Educational Development; and the Associate Dean, Graduate Studies
• Providing leadership to the Assistant Dean, New Brunswick.
•  Reporting to, and meets with, the Vice Dean, Education and Faculty Affairs monthly.
•  Providing an annual report to the Dean of Medicine.
•  Liaising with the Registrar’s Office, Memorial University.
• Liaising with Health Authorities including New Brunswick, PEI and Nunavut
•  Undertaking other duties or special assignments, as requested by the Dean and/or Vice Dean, Education and Faculty Affairs.
•  Pursuing professional development in leadership and medical education.

The Associate Dean UGME committee membership includes but is not limited to:

• Association of Faculties of Medicine of Canada (AFMC) Committee on Undergraduate Medical Education 
• UGMS Committee and its subcommittees
• Student Promotions Committee
• Education Dean’s Committee
• Senior Management Committee
• Faculty Council
• Other committees, as appropriate

13. ASSOCIATE DEAN, Postgraduate Medical Education (PGME)

 Accountabilities 

The Associate Dean Postgraduate Medical Education shall have charge of and be responsible for: 

• Coordinating and supervising the postgraduate medical education programs at Memorial.
• Acting as a resident advocate.
• Counselling postgraduate trainees as needed.
• Advising the program directors on administrative issues.
• Advising and facilitating resident transfers.
• Meeting annually with individual Administrative Residents and Program Directors 
• Meeting each PGY 1 postgraduate trainee annually (usually within the first six months of training).
• Meeting as many exiting residents as possible for their feedback on their training and other issues.
• Liaising with postgraduate counsellors.
• Preparing and negotiating the Postgraduate Medical Education (PGME) training budget and trainee numbers directly with the Department of Health and Community Services (DOHCS).
• Overseeing and facilitating the internal review process of training programs.
• Overseeing and facilitating the Royal College of Physicians and Surgeons of Canada (RCPSC) and College of Family Physicians of Canada (CFPC) accreditation process.
• Liaising with University Registrar. 
• Liaising with the office of the General Counsel of Memorial University and any other appropriate Memorial offices.
• Supporting the PGME Office.
• Developing and reviewing policies governing operations of PGME.
• Reporting to the Dean of the Faculty of Medicine, monthly.
• Reporting to the Vice-Dean, Education and Faculty of Affairs, monthly, and when needed. 
• Liaising with other Assistant and Associate Deans of the Faculty of Medicine. 
• Liaising with the Discipline Chairs of the Faculty of Medicine when required.
• Liaising and/or participating with the Department of Health and Community Services (DOHCS), College of Physicians and Surgeons of Newfoundland and Labrador (CPSNL), Newfoundland & Labrador Medical Association (NLMA), Newfoundland and Labrador Health Authority and affiliated Teaching Hospitals.
• Liaising with the Assistant Dean for New Brunswick on resident education rotations in NB.
• Liaising with the Associate Dean, PEI as required.
• Facilitating training for Memorial University in other provinces as appropriate.
• Negotiating and generating interuniversity agreements.
• Arranging interprovincial transfer requests.
• Facilitating learner accommodations. 
• Overseeing professionalism and privacy issues.
• Acting as faculty liaison/participant with national accrediting and certifying bodies including (RCPSC), (CFPC), Association of Faculties of Medicine of Canada (AFMC), Medical Council of Canada (MCC), Federation of Medical Regulatory Authorities of Canada (FMRAC).
• Liaising with Professional Association of Residents of Newfoundland (PARNL)
• Fostering scholarly activity in postgraduate medical education at Memorial University.
• Undertake such other duties or special assignments as requested by the Dean.
• The Associate Dean, PGME committee membership includes, but is not limited to:
  • Postgraduate Medical Education Committee (chair)
  • Senior Management Committee 
  • Faculty Council 
  • AFMC Committee on Postgraduate Education (FMEC-PG)
  • Regional Advisory Committee 
  • Medical School Interview Committee
  • Clinical Simulation Learning Centre (CLSC) and Medical Education Scholarship Centre (MESC) Advisory Committees
  • RCPSC and CFPC Accreditation Teams for national on-site surveys
  • Education Dean’s Committee

14.ASSISTANT DEAN, Distributed Medical Education

 Accountabilities 

The Assistant Dean, Distributed Medical Education (DME) shall have charge of and be responsible for:

• Implementing and monitor the MD program curriculum in rural and regional settings.
• Liaising with Regional Medical Educators and the zonal senior medical directors.
• Liaising with rural/regional specialty faculty.
• Participating in the Undergraduate Medical Studies Committee.
• Participating in the PGME Committee.
• Providing direction to the Regional Academic Program Coordinator in the recruitment of preceptors and clinical sites for the MD program curriculum.
• Conducting site visits with appropriate discipline faculty.
• Providing DME Leads with feedback on student evaluations.
• Ensuring compliance with standards of all accreditation bodies (CaCMS, Canadian College Family Physicians, Royal College Physicians and Surgeons Canada).
• Contributing to scholarship in education.
• Identifying to the Dean’s office potential full and part- time regional faculty.
• The Assistant Dean, DME committee membership includes, but is not limited to:
  • Undergraduate Medical Studies Committee
  • Academic Council – Medical Education Research Unit
  • Program Evaluation Subcommittee

15. ASSOCIATE DEAN, Educational Development (OPED)

 Accountabilities  

The Associate Dean, Educational Development shall have charge of and be responsible for:

• Providing oversight for the coordination of all faculty development activities.
• Overseeing the development of programs for physicians, faculty and staff that enhance their professional roles.
• Providing oversight for the Centre for Collaborative Health and Professional Education (CCHPE). 
• Providing oversight for the Office of Professional and Educational Development including strategic planning, policy development, fiscal accountability and coordination of activities.
• Representing or delegating representation of the Office of Professional and Educational Development at the national level at the Royal College of Physicians and Surgeons of Canada (RCPSC), College of Family Physicians of Canada (CFPC) and the Association of the Faculties of Medicine of Canada (AFMC).
• Oversight for and participation in the preparation for the Committee on Accreditation of Continuing Medical Education (CACME). 
• Fostering a culture of educational innovation scholarship.
• Supporting and fostering innovations in the scholarship of medical education along the continuum.
• Exploring and recommending operational opportunities to enhance the continuum of lifelong learning in Faculty of Medicine education programs.
• Leading program and faculty evaluation activities for medical education continuum.
• Collaborating with Undergraduate Medical Education (UGME) and Postgraduate Medical Education (PGME).
• Working with the Office of Research and Graduate Studies to develop research faculty development for learners, staff and faculty.
• Involvement in education scholarship.
• Additional duties or special assignments, as may be requested by the Dean
• Regular meetings with the Vice Dean, Education and Faculty Affairs and written yearly report to the Vice Dean, Education and Faculty Affairs and the Dean, as requested by either party.
• The Associate Dean, Educational Development, committee membership includes but is not limited to:

 University

• Senior Management Committee (member)
• Governing Council, CCHPE
• Faculty Council
• Dean’s Education Committee

National

o   AFMC Continuing Professional Development (CPD) Committee, as appointed

16. Associate Dean, Prince Edward Island (PEI) Regional Campus

Accountabilities:

The Associate Dean, PEI Regional Campus shall have charge of and be responsible for: 

• Providing strategic leadership to undergraduate implementation in PEI and ensuring activities align with the strategic priorities and plan of the Faculty of Medicine at Memorial. 
• Fostering the delivery of medical education at distributed sites affiliated with UPEI through faculty, learner, staff and provincial stakeholder collaboration. 
• Undertaking other duties or special assignments, as requested by the Dean. 
• Liaising with the Registrar’s Office at UPEI and Memorial University. 
• Liaising with Health PEI. 
• Liaising with the Medical Society of PEI. 
• Overseeing activities which align with the Strategic Plan of the Faculty of Medicine at Memorial and both universities. 
• Liaising with other offices in the Faculty of Medicine including Admissions, Undergraduate Medical Education (UGME), Postgraduate Medical Education (PGME), Office of Professional and Educational Development (OPED), Research and Graduate Studies, and the Office of Learner Well-Being and Success (LWS). 
• Providing direction and participating in the supervision, evaluation, mentorship and coaching of clinical faculty and program leaders for medical education in PEI. 
• Identifying, supporting and participating in faculty development; working collaboratively in the development of continuing education programs for faculty. 
• Facilitating the integration of administrative systems and services to support both undergraduate and postgraduate medical education programs.
• Promoting collaboration in inter-professional education and teaching among faculty members in UPEI departments that are related to medical education.
• Enhancing opportunities and programs for Indigenous learners. 
• Pursuing professional development in leadership and medical education. 
• Undertaking such other duties or special assignments as may be requested by the Dean
• The Associate Dean, PEI, committee membership includes but is not limited to:

• UGME Committees
• PGME Committees
• Senior Management Committee  
• Faculty Council

17. ASSISTANT DEAN, Admissions

 Accountabilities: 

The Assistant Dean, Admissions interprets and implements policy pertaining to undergraduate admissions and is responsible for the overall direction and function of the Admissions Office. 

• Overseeing necessary activities required to meet accreditation standards.
• Supervising in collaboration with the Admissions Officer, the Office of Admissions in the following functions:

• providing a secretariat for the Admissions Committee
• preparing and maintaining records relating to admissions
• gathering of current information regarding the applicant pool
• producing evaluations of the effects of changes to the admission requirements and procedures
• publishing the annual report of the Admissions Committee
• preparing the necessary records for the annual report to the Association of Faculties of Medicine of Canada regarding applicants, the admitted class and admission requirements
• maintaining financial records of the application process
• assessing budgetary and human resources requirements for the Admissions Office

• Interviewing and advising potential applicants and unsuccessful applicants regarding application procedures.
• Developing and implementing promotional strategies for recruitment of learners.
• Maintaining close liaison with the Education Deans.
• Conducting and participating in research as it relates to medical school admissions.
• Representing the Faculty of Medicine at national meetings regarding Admissions.
• Promoting self-education in the area of Admissions by attending at least one relevant national meeting annually.
• Meeting with, and reporting to, the Associate Dean for Undergraduate Medical Education on a regular basis.
• Meeting with, and reporting to, the Dean on a regular basis.
• Undertaking such other duties or special assignments as may, from time to time, be requested by the Dean.
•  The Assistant Dean, Admissions, committee membership includes, but is not limited to: 

• Chair of the Admissions Committee for Medical School Admissions
• Chair of the Interview Committee for Medical School Admissions
• Member of the Education Deans Committee
• Member of the Senior Management Committee
• Faculty Council

18. Assistant Dean, Clinical Experiences, UGME

Accountabilities 

The Assistant Dean, Clinical Experiences, UGME shall have charge of and be responsible for: 

• Providing oversight into the development of clinical education experiences in the MD Program across all four learning years and all campuses. 
• Providing guidance to Phase Leads, Regional Campus Leads, Community Engagement Leads, Electives Coordinator, Selectives Coordinator, and LIC Site Directors for the clinical portions of the MD program.
• Monitoring comparability of clinical learning experiences across campuses.
• Chairing the Clerkship Committee Meetings.
• Coordinating with the Associate Dean, Distributed Medical Education on matters relating to rural medical education.
• Participating as a voting member of the Undergraduate Medical Studies (UGMS) committee.
• Contributing to Curriculum Review and Renewal.
• Ensuring the MD program is meeting the Committee on the Accreditation of Canadian Medical Schools (CACMS) educational accreditation standards and participating in accreditation site visit planning and meetings.
• Attending the International Congress on Academic Medicine (ICAM).
• Reporting to, and meeting with, Associate Dean, Undergraduate Medical Education monthly.
• Undertaking other duties or special assignments, as requested by the Associate Dean, Undergraduate Medical Education.
• Pursuing professional development in leadership and medical education.
•  The Assistant Dean, Clinical Experiences, committee membership includes but is not limited to:

•  Association of Faculties of Medicine of Canada (AFMC) Clerkship Network
• Association of Faculties of Medicine of Canada (AFMC) Electives Network
• Undergraduate Medical Studies (UGMS) Committee

19. Assistant Dean, Classroom Experiences, UGME

 Accountabilities:

• Providing oversight for the development of classroom experiences in the MD Program (i.e. lectures, tutorials, etc.) across all four learning years and all campuses.
• Providing guidance to Phase Leads, regional campus leads and Undergraduate Content Leads (UCLs) for the classroom portions of the MD program.
• Monitoring comparability of classroom learning experiences across campuses.
• Chairing the Curriculum Oversight Subcommittee and Undergraduate Content Lead meetings.
• Coordinating with the Curriculum and Accreditation Advisor, Academic Program Administrator Phase 1, 2, 3 and Academic Program Administrator Phase 4 on matters relating to MD program classroom learning and sequencing.
• Participating as a voting member and Vice-Chair for the Undergraduate Medical Studies (UGMS) committee.
• Ensuring the MD program is meeting the Committee on the Accreditation of Canadian Medical Schools (CACMS) educational accreditation standards and participates in accreditation site visit planning and meetings.
• Attending the International Congress on Academic Medicine (ICAM).
• Reporting to, and meeting with the Associate Dean, Undergraduate Medical Education monthly.
• Undertaking other duties or special assignments, as requested by the Associate Dean
• Undergraduate Medical Education.
• Pursuing professional development in leadership and medical education.
•  The Assistant Dean, Classroom Experiences committee membership includes, but is not limited to:

• Association of Faculties of Medicine of Canada (AFMC) Pre-Clerkship Network
• Undergraduate Medical Studies (UGMS) Committee

20. Chairs, Clinical Disciplines   

Accountabilities:

The Chair will lead the development, integration and coordination of clinical, educational and research activities for the Faculty of Medicine.

Scholarship of Education

• Participating in and oversee the current Undergraduate and Postgraduate teaching in the Discipline.
• Liaising with the Undergraduate Medical Studies Committee and Associate Dean, Undergraduate, to enhance the learning experience over the four years of the medical school curriculum.
• Assessing and supporting excellence of a Royal College training programs in concert with the Associate Dean, Postgraduate Education.
• Participating in the provision of professional development for the physicians of Newfoundland and Labrador through the Office of Professional Development and the Associate Dean, Educational Development.

Leadership

• Working with the Dean and NLHS to recruit and retain faculty for the Discipline and developing a five-year human resource plan to determine any clinical resource implications.
• Directing and evaluating the academic and professional contribution of members to the Discipline, the Faculty of Medicine and the University.
• Recommending (R) to the Dean or notifying (N) the Dean’s Office:
  • Part-time appointments and the appropriate stipend according to the Part-time appointment guide (R)
  • Resignations and retirements (N)
  • Full-time faculty salary levels (R)
  • Sabbatical leaves (R) 
  • Committee memberships when requested (R)
  • Appointment of support staff (R)
  • Equipment (R)
  • Human Resource concerns (N) 
• Fostering the academic professional development of the Discipline members by: 
  • Meeting annually with each Discipline member
  • Establishing with the individual faculty members their goals and objectives
  • Negotiating resources needed to achieve goals and objectives
  • Advising on and supporting promotion and tenure
• Preparing an annual report of Discipline activities highlighting major accomplishments.
• Liaising in a leadership capacity with NLHS representatives and leaders in the provision of care, regionally and provincially.
• Overseeing and preparing budget and operations of the discipline.
• Being responsible for the use of travel and discipline funds allocated to the Discipline to include the development of priorities with the Discipline for the use of discipline and travel funds. 
• Holding regular meetings within the Discipline. 
• Completing annual reviews on all full-time and part-time faculty.

Scholarship of Discovery

• Fostering increased research collaboration between the Discipline and other divisions within the Faculty of Medicine 
• Increasing the research activities of the Discipline 

Clinical Care

• Providing excellence in clinical care in their area of expertise.
• The Chair, Clinical Disciplines, committee membership includes, but is not limited to:

• Senior Management Committee
• Faculty Council
• Clinical Chairs Committee

Procedures:

There are no procedures associated with this policy.