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Area of Focused Competence (AFC) Subcommittee

Information, Policies and Procedures

Please note that this document only applies to those areas of focused competence (AFC-diplomas) that are encompassed under an existing parent specialty committee, including AFC-diplomas with single or multiple entry routes. For AFC-diplomas not encompassed under one parent discipline, please see the Information, Policies and Procedures for AFC Committees.

Definition:

The Royal College establishes an AFC subcommittee for each AFC-diploma it recognizes that is encompassed by a parent specialty committee; AFC-diplomas encompassed by one parent discipline may have a single or multiple entry routes. AFC subcommittees advise the Royal College in matters related to that relevant AFC-diploma.

Committee Structure:

The AFC subcommittee consists of voting and non-voting members (please refer to the Terms of Reference for the AFC subcommittees).

VOTING MEMBERS:

Voting members consist of up to nine members. They include the chair, chair-elect and/or vice-chair(s), and five members-at-large which should be selected to reflect the five geographical regions in Canada as specified in the bylaw (Bylaw No. 20, Article 11.1.2) and depending on the practice patterns of the AFC-diploma. The regions recognized by the Royal College are:

  • Region 1: British Columbia, Alberta, Yukon Territory, and the Northwest Territories;
  • Region 2: Saskatchewan and Manitoba;
  • Region 3: Ontario and Nunavut;
  • Region 4: Québec;
  • Region 5: New Brunswick, Nova Scotia, Prince Edward Island, and Newfoundland and Labrador.

Exceptions to the geographic representation requirement may be granted when the discipline is not evenly practiced across the country or the size of the discipline make it too difficult to identify candidates to serve as voting members in specific regions.

The chair-elect is appointed during the chairs’ final two-year term with the anticipation that they assume the responsibilities of chair at the end of the chairs’ mandate.

The vice-chair is selected due to their expertise in the discipline and experience in the AFC subcommittee’s business. The vice-chair has an additional responsibility to that of the other voting members in that they will be expected to assume the responsibilities of the chair in the event that the chair cannot perform those responsibilities (for example when the program they are affiliated with is being surveyed or if they are unexpectedly unable to attend a web conference or teleconference).

In those disciplines having more than one stream, the presence of at least one representative from each stream is important. Preferably, appropriate representation of all relevant streams would be found among the members-at-large.

AFC subcommittees are encouraged to ensure that membership is representative of the practice pattern of the discipline including a community-based member or an academic representative as appropriate.

Voting members are permitted to hold more than one position on the subcommittee, for example the vice-chair can also be a member-at-large or a member-at-large can also be a representative from a related stream.

NON-VOTING MEMBERS:

Non-voting members automatically include the chair of the parent or related specialty committee.

Non-voting members automatically include AFC directors from each university offering that specific AFC-diploma program. Additional non-voting members may be appointed to widen geographic representation and to serve as a resource for broadening consultation.

The national specialty society (NSS) observer has a critical non-voting member position on the AFC subcommittee. The purpose of this role is to ensure contact and communication is maintained between the society and the AFC subcommittee, as well as to ensure that meaningful NSS input is provided on various subcommittee issues. One of the members-at-large can be appointed as the NSS observer. If this role cannot be filled by a current member, another representative from the NSS will be appointed as a non-voting observer. The chair of the committee is strongly encouraged to consult with the NSS when identifying an individual to fulfil this role.

The AFC subcommittee may wish to invite non-voting representatives from other related organizations to participate in subcommittee business and ensure communication is maintained. Participation of guests is limited to two per meeting or web/teleconference. Guests would not be privy to any discussions on accreditation or credentialing; and would not be able to vote on any subcommittee initiatives.

The AFC subcommittee cannot include trainee representatives.

EXCEPTIONS

If an AFC subcommittee seeks an exception from the above described membership, they must send a request, in writing to the manager, Specialty Support in the Specialties Unit, fully explaining the reason for their request.

Committee Appointments – Voting Members:

TERMS OF OFFICE:

AFC subcommittee chairs, chair-elects, vice-chairs and members are appointed by the Royal College. AFC subcommittee members have a two-year mandate, which begins on the first of July. The maximum mandate of a voting member (including the chair) is three consecutive terms of two years in the same position (therefore, a maximum of six years). Appointments will not be automatically renewed. Approximately six months before the end of each appointment term, subcommittees will be asked to look at their membership and propose any changes. To ensure the involvement of all Fellows, mandates may be limited to one or two terms. The Royal College may appoint a new chair, chair-elect, vice-chair or member of an AFC subcommittee at any time.

ELIGIBILITY:

All voting members must:

  • Be a Royal College Fellow in good standing
  • Possess diploma or clinical and educational expertise relevant to the AFC-diploma discipline

It is recognized that some AFC subcommittees may experience difficulties in adhering to the above membership composition due to a limited number of eligible nominees (i.e. Royal College Fellows in good standing). In these circumstances, some flexibility is permitted as follows:

Non-Fellow members may be appointed to voting member roles until there is a mechanism for those individuals to become credentialed through the practice eligibility route for areas of focused competence (PER-AFC). Non-Fellow members will have up to one membership cycle (two years) from the date the PER-AFC is launched to achieve the AFC designation through this route. Should a non- Fellow member not achieve the PER-AFC within the two-year period they will be asked to step down from the AFC subcommittee.

AFC directors should not be voting members as they have a direct responsibility to their institution, program and trainees which may create a real, potential or perceived conflict with the performance of the responsibilities of a voting member on the AFC subcommittee. It is recognized however that the size of AFC disciplines may limit the selection of individuals who may be involved in AFC subcommittee activities. AFC directors who are also voting members must declare any perceived or potential conflict of interest, and the AFC subcommittee must have a process to manage those conflicts.

NOMINATIONS – CHAIR-ELECT

The appointment process of a new chair (chair-elect) will begin during the current chairs’ final mandate. The outgoing chair will be asked to consult their committee to obtain three nominations for the chair-elect. The nominations will also be solicited from the national specialty society, and professors’ group (if applicable). All three groups should ensure that the nominees will let their name stand if appointed. All nominations will be compiled, reviewed and ratified in the spring of the applicable appointment year by the Royal College. Once the appointment is accepted the appointee will assume the chair-elect role in the last two years of the current chair’s mandate so that continuity of committee activities is ensured and that there is sufficient time for the chair-elect to learn about the role and committee business. Ideally the chair-elect will serve one two-year term that overlaps with the outgoing committee chair’s final term of office. This overlap will be shortened as necessary if the outgoing chair ends their term sooner than expected.

NOMINATIONS – VICE-CHAIR AND MEMBERS:

The vice-chair may be one of the members-at-large and should be experienced in the AFC subcommittee’s business. Vice-chair and members’ nominations are to be discussed with the committee, the chair-elect, the national specialty society and with the relevant professors’ group (if applicable). The nominee’s interest must be confirmed before their name is submitted to the Office of Specialty Education. The membership list will be sent to the chair-elect (if applicable) for review and approval.

APPOINTMENT PROCESS

The Royal College approves all appointments of AFC subcommittees and the Specialties Unit operationalizes the procedure. Appointments should be sufficiently staggered to ensure continuity in the work of the AFC subcommittee.

Invitations to become a chair-elect, vice-chair and voting member of the AFC subcommittee will be sent to the nominee, with copies to the current chair, incoming chair, the national specialty society and if applicable, to the professors’ group.

The Royal College may appoint a new chair, chair-elect, vice-chair or member of an AFC subcommittee at any time.

Committee Appointments – Non-voting Members:

Some subcommittees may have additional non-voting members to augment their regional, stream or related discipline representation.

TERMS OF OFFICE:

Appointed non-voting members have the same two-year mandate renewable twice (maximum six years) as voting members.

APPOINTMENT PROCESS

These members are selected and appointed in the same manner as the voting members.

Membership by virtue of another appointment:

TERMS OF OFFICE:

Certain non-voting members remain members of the AFC subcommittee for the duration of their appointment in the position they represent, e.g., chairs of related committees and AFC directors. To ensure the involvement of all Fellows, mandates may be limited to one or two terms.

Since non-voting members that represent other organizations (NSS or professors’ group) are not appointed by the Royal College, their term of office does not necessarily follow the two-year mandate or the maximum of six years.

APPOINTMENT PROCESS

Non-voting members that represent the NSS, professors’ group, or from any organization are usually selected by the group they represent, after consultation with the chair of the AFC subcommittee.

All AFC directors are automatically non-voting members of the AFC subcommittee. The AFC directors are appointed by the universities. As soon as the Royal College is notified by the official decanal unit within the faculty of medicine designated as responsible for oversight of AFC programs, the person is added to the AFC subcommittee membership. The Office of Specialty Education automatically sends an information package to the new AFC director.

Mode of Functioning:

AFC subcommittee deliberations are conducted by correspondence, web conferences, teleconferences and use of Alfresco. The following guidelines will allow the Specialties Unit to better assist the subcommittees:

CORRESPONDENCE

Most matters on which the advice of an AFC subcommittee is sought are conducted by correspondence with voting members. The chair of the AFC subcommittee is required to ensure that non-voting members are kept informed and that their views are solicited on topics under discussion when appropriate.

COMMITTEE MEETINGS

Annual face-to-face meetings will not be supported by the Royal College. If an AFC subcommittee seeks an exception from this policy, they must send a written request to the manager, Specialty Support, of the Specialties Unit, explaining the reason for their request. If an exception is made, voting members and select non-voting members, including up to two AFC director representatives, will be reimbursed for travel and accommodation expenses for AFC subcommittee meetings held at the Royal College (for further information, please refer to Royal College Volunteer Travel Expense Reimbursement Policy)

WEB CONFERENCES AND TELECONFERENCES

The chair of the AFC subcommittee may also book a virtual meeting via a teleconference or web conference for a full subcommittee meeting or to discuss specific items of business between meetings. Virtual meetings must be confirmed by the chair at least four weeks’ notice to allow adequate time for the Specialties Unit and committee members to make the necessary arrangements.

Support to AFC Committees:

AGENDA PREPARATION AND DISTRIBUTION

The Specialties Unit will assist the chair with agenda preparation by advising on matters of importance and requiring comment from AFC subcommittees, as well as recent discussions, decision and policy statements of Royal College committees. The Specialties Unit must receive the agenda items from the chair at least four weeks prior to the meeting to allow time to finalize and distribute the agenda and its attachments to the members.

ATTENDANCE OF ROYAL COLLEGE STAFF AT AFC COMMITTEE MEETINGS

During web conferences or teleconferences, one or more members of the Office of Specialty Education staff may participate to provide background information, expert opinion, and advice on Royal College policies and procedures.

MINUTES OF THE MEETING

Whenever possible, Specialties Unit staff will assist with the recording and/or preparation of minutes of AFC subcommittee meetings. In the event that staff members are unable to assist, this task will be assumed by the chair of the AFC subcommittee or an AFC subcommittee member designated to do so.

All AFC subcommittee minutes are reviewed by the Committee on Specialties (COS) and therefore must clearly reflect the committee’s discussions and decisions.

The Specialties Unit will distribute the minutes along with relevant attachments and informational material to AFC subcommittee members (voting and non-voting members), members of the COS, and to the president of the NSS and their headquarters. Our goal is that minutes will be finalized by the Specialties Unit within two months of the meeting.

CORRESPONDENCE AND MAILINGS BETWEEN MEETINGS

At the request of the chair, the Specialties Unit will mail/e-mail letters, reports or other documents to members of the AFC subcommittee; and, if appropriate, receive and collate subcommittee members’ responses for transmission to the chair.