Academic and Research Space Committee

The UBC Department of Medicine Academic and Research Space Committee (hereto after referred to as the Space Committee) is a representative of department members, elected and appointed, who make recommendations to the Head of the Department of Medicine regarding outstanding disputes related to academic space usage within the Department of Medicine and its divisions.

Terms of Reference

Purpose

The Space Committee’s recommendations are based on the Faculty of Medicine’s Academic Administrative Space Allocation and Management Policy and Academic Research Space Allocation and Management Policy. Academic space is allocated to the Department of Medicine and the Department of Medicine has historically elected to delegate day-to-day usage to its UBC divisions. The Space Committee is accountable to the Head of the Department of Medicine.

While UBC Division Heads provide input and suggestions, the authority to make decisions in relation to academic space usage within the Department of Medicine’s academic space allocation is held by the Head.

It is noted that the Department of Medicine does not oversee, manage, or have the authority to make decisions regarding space related to clinical service and/or patient care. Space-related to clinical service and patient care is overseen and managed by the Health Authorities. If known in advance, if there are serious concerns related to space overseen and managed by the Health Authorities that impacts the Department of Medicine and its divisions, the Space Committee may recommend that the Head bring forward the concerns to the Faculty of Medicine’s

Scope

The scope of the Space Committee is focused on the Department of Medicine’s academic space allocation and ensuring that usage of academic space is compliant with the Faculty of Medicine’s Administrative Space Allocation and Management Policy and Academic Research Space Allocation and Management Policy.

Mandate and Role

• To review outstanding disputes within the Department of Medicine and its divisions related to academic space within the Department of Medicine’s academic space allocation.
• If known, to discuss significant upcoming space requirements within the Department of Medicine as a whole and to plan accordingly based on available academic space within the academic space assessable to the Department of Medicine.
• If known in advance, if there are serious concerns related to space overseen and managed by the Health Authorities that impacts the Department of Medicine and its divisions, the Space Committee may recommend that the Head bring forward the concerns to the Faculty of Medicine’s Space Planning and Facilities Management Team via the Faculty of Medicine’s Space Planner.
• To provide recommendations to the Head in relation to resolving the outstanding academic space disputes. The recommendations are to be based on the Faculty of Medicine’s Academic Administrative Space Allocation and Management Policy and Academic Research Space Allocation and Management Policy.
• The Head will consult with the Space Committee as needed before making a final recommendation to the Faculty of Medicine’s Space Planning and Facilities Team.
• The Chair of the Space Committee will advise the departmental members impacted of the Head’s final recommendation to the Faculty of Medicine’s Space Planning and Facilities Team.

Committee Member Expectations:

• Space Committee members are expected to understand the Faculty of Medicine’s Administrative Space Allocation and Management Policy and Academic Research Space Allocation and Management Policy.
• Space Committee members are expected to review the documentation related to academic space usage disputes within the Department of Medicine and its divisions in advance of the meeting date.

Meeting Schedule and Administrative Deadlines:

• Meetings are ad hoc based on whether there are outstanding academic space usage disputes within the Department of Medicine and its divisions.
• If known in advance, the Space Committee will also meet to discuss significant upcoming space requirements within the Department of Medicine as a whole and to plan accordingly based on available academic space within the academic space assessable to the Department of Medicine. These meetings would also be on an ad hoc basis.
• If known in advance, if there are serious concerns related to space overseen and managed by the Health Authorities that impacts the Department of Medicine and its divisions, the Space Committee may recommend that the Head bring forward the concerns to the Faculty of Medicine’s Space Planning and Facilities Management Team via the Faculty of Medicine’s Space Planner.
• The meetings are normally conducted in-person meeting but can be conducted virtually if needed.
• Documentation related to academic space usage disputes within the Department of Medicine and its divisions will be provided to the Space Committee members at least one (1) week in advance of the meeting date by the Office and Communications Manager.
• The Space Committee is expected to formulate a recommendation to the Head by the end of the ad hoc meeting.

Membership

The Space Committee is accountable to the Head of the Department of Medicine and is chaired by the Director of Administration. The Committee is made up of elected and appointed members.

Elected members are appointed through nomination by another departmental member or self-nomination and voted on by departmental members. Appointed members are members by virtue of their administrative position. Elected members are appointed for three-year terms and are eligible for one renewal term of three years. Appointed members are appointed as long as they hold their administrative appointment.

Quorum consists of three (3) elected members, Space Planner, Office and Communications Manager, and Director of Administration.

Space Committee Members as of February 2023: