Terms of Reference
Fellowship Affairs Committee

Role

The Fellowship Affairs Committee (FAC) is a standing committee of Council that reports to Council through the Executive Committee of Council. The FAC assists Council in addressing issues pertinent to Royal College Fellows. With support from its sub-committees, the FAC serves as one mechanism for the membership to provide input to Council and other committees on Royal College programs and policies. The FAC receives recommendations and reports from its sub-committees and determines the appropriate course of action, including making recommendations to Council on how to best serve the Royal College’s membership.

Responsibility and Authority

The FAC:

  • receives and acts on reports and recommendations from the following sub-committees
    • Regional Advisory Committees
    • Awards Committee
  • recommends policies and new or substantively revised terms of reference for awards to Council;
  • addresses issues and makes recommendations to Council with regard to membership and affiliate services, including status and categories;
  • reviews and approves Membership Policies, or proposed amendments to those policies, and recommends Membership Policy changes to Council when appropriate;
  • provides guidance on strategies, services and programs that enhance the value of Royal College Fellowship;
  • reviews plans and provides advice, as requested, with regard to the various vehicles used for communications with the Fellows and affiliates, including Royal College publications and its web site;
  • informs and provides advice or feedback, as needed, to various Royal College committees (e.g., Health and Public Policy, Professional Learning & Development) on programs, policies or other specific matters that relate or are of concern to the members;
  • adjudicates Honorary Fellowship nominations and recommends recipients to Council consistent with the Honorary Fellowship regulations;
  • periodically reviews and, when applicable, recommends to Council amendments to the Honorary Fellowship regulations; and
  • reports to Council on matters of concern to the Fellowship.

Composition

The FAC has eighteen (18) voting members. The members are the chair and:

  • the chairs of the Regional Advisory Committees (RACs) (5);
  • one member-at-large from each region, the United States, and outside North America with an interest in the affairs of the Royal College (7);
  • the chair of the Awards Committee;
  • one specialty resident from Resident Doctors of Canada (RDoc);
  • one specialty resident from the Fédération des médecins résidents du Québec (FMRQ).
  • One medical student from the Canadian Federation of Medical Students (CFMS); and
  • One medical student from the Fédération médicale étudiante du Québec (FMEQ)

The two specialty residents shall be affiliates of the Royal College, in a Canadian residency program, and identified by RDoC (1) and the FMRQ (1).

The two medical students shall be identified by the CFMS (1) and the FMEQ (1).

Key Competencies and Characteristics

Committee members should possess knowledge and have experience across multiple membership issues including needs assessment, policy development, communications, recruitment and retention, and promotion of value.

Committee members should possess the ability and willingness to meet the strategic directions of the Royal College and the willingness to participate effectively in committee meetings.

Term of Office

The usual term of office of the chair is two years renewable once (maximum 4 years). As a standing committee of Council, the Chair of the FAC is appointed by Council from among its current members (Bylaw No. 20, Article 15.1.1).

The usual term of office of members is two years, renewable twice (maximum 6 years), except for the chairs of FAC subcommittees whose terms are two years renewable once (maximum 4 years). The terms of office take effect as stipulated so long as the member’s total years of service on the committee do not extend beyond 10 years.

Resident and Medical Student appointees are identified by their respective association, with a term ideally of two years. 

All terms shall begin and end at the time of the Annual Meeting of the Members when vacancies need to be filled.

Meetings

The committee usually meets face-to-face twice per year in Ottawa, Ontario.  Virtual meetings may be scheduled in addition to or in place of a face-to-face meeting,

Quorum consists of a majority of the voting members of the committee (i.e., 50% plus one). The chair is counted as a voting member in constituting quorum. However as the presiding official of the committee, the chair does not move motions. Furthermore, the chair shall only vote when the vote is conducted by secret ballot. Every question shall be decided by a majority of the votes cast. In the event of a tie vote, the question shall be defeated. When a committee is called to make a decision outside of a meeting by e-ballot, the same rules apply.

Appointment to a Royal College committee carries significant responsibilities, and all committee members are expected to adhere to the Volunteer Code of Conduct. In addition, committee members are required to maintain absolute discretion and not divulge, re-produce, or release any confidential information except when authorized by the Royal College. Committee members may download a copy of committee materials for the sole purpose of participating in committee work. All downloaded materials must be deleted once the related committee work is completed. The Royal College retains copies of committee materials should committee members wish to access them at a later time for related work.

Committee work product

In the course of performing their committee duties, committee members may produce or contribute to materials, content or other work products. These work products and the related intellectual property will be owned by the Royal College. The Royal College is open to discussing other ownership arrangements for specific projects. Alternative arrangements must be confirmed in writing by the project contributors and the Royal College.

TOR record

Most recent resolution: Resolution No. 2020/2021-12
Previous resolution(s): Resolution No. 2018/2019-10
Approved by: Council
Approval Date: July 3, 2020
Approval path: GC, Council
Effective date: July 3, 2020
Date of next review: Spring 2022
Royal College Office: OMEP
Version status: Non-substantive amendments approved by Corporate Secretary June 2021