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Procedures and Guidelines

Appointment of Public Members to the PGME Committee Policy

Categories: Committee Public Member PGME

Purpose

The Postgraduate Medical Education (PGME) Committee is committed to incorporating a member of the public to its membership to provide public representation, and to the open, inclusive, and equitable management of the Public Member recruitment and appointment process.
To establish guiding principles for the recruitment, screening, and selection of Public Members appointed to the PGME committee.

Definitions

Committee means a Council-appointed Governing Body, Advisory Body, or quasi-judicial Body whether known as a board, commission, committee, tribunal, or task force.

Conflict of Interest is a situation in which financial or other personal considerations have the potential to compromise or bias professional judgement and objectivity. An apparent conflict of interest is one in which it is reasonable to think that the professional’s judgement is likely to be compromised. A potential conflict of interest may develop into an actual conflict of interest. A conflict of interest exists whether decisions are affected by personal interest. A conflict of interest implies only the potential for bias and not a likelihood.

Public Member means members of the public who are appointed to sit on a committee for a defined term.

Qualifications mean the specific competencies, skills, and experience (including volunteer experience, professional experience, or lived experience) required to meet the needs of the Committee.

Resident means an individual who lives within the province of Saskatchewan

Scope of this Guideline

This policy applies to all members to the PGME Committee at the College of Medicine, University of Saskatchewan

Policy

1. GUIDING PRINCIPLES FOR PUBLIC MEMBER APPOINTMENTS

1.1 The appointment of Public Members to serve on Committees is intended to reflect the diversity of the community and to engage the public in areas of postgraduate medical education.

2. VALUES APPLIED TO THE RECRUITMENT PROCESS

2.1 PGME is committed to the following values in the recruitment process to encourage broad interest and participation:
a) Openness – clear expectations for the position are identified, with expectations agreed to in advance and clearly communicated to all individuals associated with the selection process.
b) Impartiality – the selection process is conducted in an objective manner.
c) Competition – there is open and widespread recruitment for positions and a commitment to seeking the most suitable candidates by evaluating applicants based on their eligibility and qualifications.

3. PUBLIC MEMBER ELIGIBILITY

3.1 To be eligible for appointment as a Public Member, applicants must be a Resident of Saskatchewan.
3.2 College of Medicine staff, faculty, or students are not eligible for appointment.
3.3 Public Members must maintain eligibility status throughout their term on the Committee.
3.4 Public Members must not be a physician or work in a medical field.

4. GUIDELINES FOR ESTABLISHING QUALIFICATIONS

4.1 The following guidelines are considered in establishing qualifications for the committee:
a) Qualifications must relate to the ability to perform the duties of the committee.
b) Qualifications must be clear, defining areas of experience, community service, or areas of specialization where required; and
c) Qualifications must not be more specialized than necessary.

5. PUBLIC MEMBER RECRUITMENT AND SELECTION PROCESS

5.1 The advertisement must outline the eligibility requirements and qualifications for the position and describe the position broadly enough to elicit a wide response from qualified applicants.
5.2 If multiple applications of suitable candidates are received, a reserve list of applicants will be created. The reserve list may be used to fill vacant positions.
5.3 Public Membership on the Committee is subject to application review performed by members of the PGME Office. The application review must:
a) review and consider applications received. Based on eligibility requirements and qualifications, applicants may be shortlisted for interview.
5.4 Current Public Member(s) of the committee will be required to apply to be considered for an appointment to a second or third term on the committee. It will be at the Ad Hoc Committee’s discretion whether these applicants will be interviewed.

6. EXCEPTIONS TO THE RECRUITMENT AND SELECTION PROCESS

6.1 If no eligible and qualified applicants apply to the committee, the PGME Office may reach out to known eligible and qualified individual(s) to inquire if those individual(s) would be interested being appointed as a Public Member to the Committee.
6.2 It will be at the Ad Hoc Committee for public member selection discretion whether these applicants will be interviewed.

7. PUBLIC MEMBER VACANCIES

7.1 If the process is taking longer than anticipated, then the PGME Associate Dean may appoint an interim member for a period not exceeding 1 year while the search is underway.
7.2 The position will continue to be advertised until a candidate is found.

8. CONFLICT OF INTEREST

8.1 As part of the recruitment process, applicants must identify and disclose any actual or perceived Conflicts of Interest.
8.2 Disclosure of an actual or perceived Conflict of Interest does not automatically make an applicant ineligible for appointment.
8.3 The PGME Associate Dean must assess any actual or perceived Conflicts of Interest in determining whether an applicant may be considered for appointment.

9. ORIENTATION

9.1 As soon as practical after new Public Members have been appointed, the PGME office must prepare and conduct an orientation session.
9.2 The orientation session must be designed to equip the new Public Member with the necessary procedural, and technical information required to perform effectively as a Public Member.

10. REMUNERATION

10.1 Public Members sitting on the committee may be remunerated for their services.
10.2 Remuneration is limited to mileage reimbursement to attend in-person meetings. Any additional expenses must be approved by the PGME Associate Dean.
10.3 Remuneration submissions will be managed by the PGME Office.

Responsibilities

The PGME Ad Hoc Public Member appointment Committee must:
a) Consider recommendations from the PGME Office regarding qualified applicants; and
b) Appoint Public Members as required by the Committees’ terms of reference.

The PGME Office must:
a) Perform all duties in relation to recruitment, including preparation of recruitment, selection, and remuneration documentation.

Non-Compliance

Instances or concerns of non-compliance with this guideline should be brought to the attention of the Associate Dean, PGME.

References

This policy has been adapted with permission from the City of Spruce Grove.

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