Faculty Council Meeting& Town Hall

February 25, 2020

AgendaSection I – VP-Dean David Eidelman1. Welcoming remarks 2. Approval of agenda3. In MemoriamSection II4. Helping Hands – Student Project, D. Kaufman, M. Chandramohan & T. Sangarapillai5. Graduate Students Survey, A. Ryan 6. UGME French/English Language Assessment – Pilot Project, K. Hooton7. Flexible Work Arrangements – Pilot Program, Demetra KafantarisSection III – Dr. David Eidelman8. Report from the Steering Committee9. Consent Agenda – Faculty Council minutes (December 5, 2019)10. Business arising and updates – Project Renaissance; Other business; Committee vacanciesSection IV – Dr. David Eidelman11. KudosSection V12. Open session / Town Hall

Welcome New Faculty Council Members

• Undergraduate Medical Education (UGME) representative: Dr. Mélanie Mondou, Acting Associate Dean, UGME

• Basic Science Graduate Student representative: Lauralicia Sacre, PhD student, Biochemistry

• Epidemiology, Biostatistics and Occupational Health representative: Dr. Rebecca Fuhrer (replacing Dr. Amélie Quesnel-Vallée to June 2020)

3

In MemoriamDr. Ernest (Ernie) Seidman

Professor, Distinguished James McGill Professor, Bruce Kaufman Endowed Chair in Inflammatory Bowel Disease,

Depts. of Medicine and Pediatrics*

Dr. Chawki BenkelfatProfessor, Dept. of Psychiatry; Senior Scientist, RI-MUHC

*Dr. Isaac Fried

Assistant Professor (retired),Dept. of Otolaryngology - Head & Neck Surgery

In MemoriamDr. Leonard Pinsky

Emeritus Professor, Depts. of Human Genetics and Pediatrics, Former Chair, Dept. of Human Genetics, Director, Centre of Human

Genetics*

Dr. Shulmon FriedmanFaculty Lecturer, Dept. of Ophthlamology

*Dr. Kenneth Morgan

Emeritus Professor, Depts. of Human Genetics and Medicine

Helping HandsA Student Project

D. Kaufman, M. Chandramohan & T. Sangarapillai

● Co-Founder, Current Co-President: Minuoja Chandramohan, Med-3

● Co-Founder, Senior Advisor, former Co-President: Daniel Kaufman, Med-4

● Current Co-President, former VP Executive Finance:Tarsan Sangarapillai, Med-3

HELPING HANDSA Medical Student Project Supporting Women

Our Mission:- Relieve socioeconomic disparities as upstream barriers to

health.- Facilitate education on barrier protection & feminine hygiene

products.- Enhance the trusting relationship between vulnerable women

and HCPs, SWs.

WHAT IS HELPING HANDS?

THE BEGINNINGS

My LFME preceptor: Dr. Bertrand Lebouché

Social worker at the CVIS: Ms. Claire Duchesneau

Social worker at the CVIS: Pedro Meijia

OUR KITS

10-15 basic kit items per kit

- Sanitary napkins- Deodorant- Wet wipes- Soap- Condoms- Toothpaste- Toothbrush- Floss- Hand lotion- Nail clipper- Chapstick- Shampoo- Conditioner In a reusable

bag!

Wholesaler

Kit Packing Party 2018

Kit Packing Party 2019

SW Pedro Mejia at CVIS with our kits.

OUR KITS

Kit Packing Party 2020 Sample Kit, circa 2018

The kits at each Partner Organization differ via:

- Surveys!- Given to each patient/resident who

receives a kit. Completed with help from SW.

- Collect surveys when bringing the next batch of kits.

- Kits at each location evolve as the need of the patients/residents change

SURVEYS

From the CVIS:

“We would like to offer an example of the sort of patients whom the ‘Helping Hands’ project will help. After recently meeting with Minuoja and Daniel, they left us a sample kit. The next couple that walked through our clinic doors were new asylum seekers who have a combined income of $1122 from welfare. Their rent is $810. Their phone is $65, electricity $40, and the monthly lunch supervision fee for their 7-year old daughter is $65. This leaves them with very little money for food and transportation, not to mention all of the other things they need in life. And so, when we gave the personal hygiene kit to this woman, she just smiled from cheek to cheek. We explained the kit to her, and asked her what she thought of this gift. She answered that the kit was really helpful. Not only was the kit well received, but it also led to a discussion about safer sexual practices. In fact, the couple left with an extra bag of condoms provided by the nurses of the clinic after noticing a condom in the kit. As healthcare providers, we applaud the positive long-term impact that this simple kit may have upon this couple’s and many others’ future. We hope that these students can garner the community’s support in order to help the greatest number of patients as possible with their kits.”

CHRONIC VIRAL ILLNESS SERVICE +OUR IMPACT

THE TEAMMSS CLUB: the executive team

● Minuoja Chandramohan, Med3, Co president

● Nardin Fa, Med1, Med1 Representative ● Maria Giannoumis, Med2, VP Events● Daniel Kaufman, Med4, Senior Advisor ● Dillon Lee, Med1, VP Finances ● Faizan Mansoory, Med3, VP Internal● Dean Noutsios, Med1, VP Community

Resources● Vithushaa Panchadcharam, Med3, VP

Communications● Tarsan Sangarapillai, Med3, Co-president● Noemie Sauve, Med1, VP External● Ranuka Sivanathan, PreMed, MedP

Representative

NATIVE WOMEN’S SHELTER OF MONTREAL

● About the shelter:○ Only women’s shelter in Montreal that provides frontline services to

First Nations, Inuit and Metis women and children○ Up to 13 private rooms

● 90 kits delivered ● 15 kits per month

● CHAP: PhoneTree with Dr. Chirgwin● High volume of financially struggling

immigrants, refugees● Nicola Masse (Psychosocial Team

Leader) and Cristiana Anghelescu (Clinical Nurse)

● 20 kits already distributed, another 30 kits delivered 2 weeks ago

CLSC Parc Extension

SPONSORS● Canadian Federation of Medical Student

(CFMS)

● MSS Special Projects and Community involvement (SPCI)

● Quebec Medical Association (QMA)

● Student’s Society of McGill University (SSMU)

● Dollarama

● Muslim Student Association of McGill University

● Tamil Students Association of McGill University

● Bangladeshi Students Association of McGill University

We Are Seeking:

● Financial:

○ MORE FUNDING = MORE KITS!!!● Space:

○ Currently using a room in the Annex for storage■ Not secure■ Limited space

HOW CAN MCGILL HELP?

THANK YOU!

You can contact us at helpinghandsmcgill@gmail.com for more information.

Graduate Student SurveyDr. Aimee Ryan, Associate Dean,

Biomedical BSc, Graduate & Postgraduate Affairs

Information collected in the survey

Demographics(Self-identification in specific demographic groups)

Trainee Life and Learning Environment

Experiences with Harassment, Intimidation & Discrimination

Mentorship and Career Development

Faculty of Medicine Graduate Student and PDF Equity, Diversity, Inclusion & Experience Survey – AK Ryan – 25 February 2020

Analysis &

Dissemination

Survey – Winter 2020Opened: 16 December 2010Closes: 10 March 2020

Data will be exported & analyzed – Spring 2020

Report generated –Spring/Summer 2020)

Dissemination to stakeholders –Fall 2020

Faculty of Medicine Graduate Student and PDF Equity, Diversity, Inclusion & Experience Survey – AK Ryan – 25 February 2020

2019 Medicine Admissions MDCM & Med-P

Language Testing Results

February 25, 2020

Faculty Council

Estelle Chétrit, Assistant Dean MDCM Admissions

Kate Hooton, Manager, Medical Admissions

Background

MDCM program committee updates Language Policy July 2018

Verify English and French language proficiency to maintain access to learning opportunities and support patient safety in clinical settings.

MDCM Admissions committee implements policy for Fall 2019 start

Identified initial “ideal recommended minimum” of proficiency : Mid-Intermediate

Identified exemptions: no test if Med. Interview or secondary/post-secondary studies in target language

Partnered with School of Continuing Studies to offer tests Summer 2019

Created communication plan for applicants & resource sheet for students

Results SummaryNew

Med-P 2019

IMG Intl Out of Prov

QCUniv.

QC (promoted

from Med-P)Grand Total

Bilingual or meets minimum 69 (97%) 4 (40%) 65 (75%) 69 (92%) 207 (84%)Based on testing 52 (73%) 4 (40%) 38 (44%) 12 (16%) 106 (43%)

No test required (Biling. studies or MMI) 17 (24%) 27 (31%) 57 (76%) 101 (41%)

Below recommended level Based on test (all for FR) 2 (3%) 1 (50%) 2 (100%) 6 (60%) 22 (25%) 5 (7%) 38 (15%)

No data (need FR test) 1 (50%) 1 (1%) 2 (1%)

Grand Total 71 2 2 10 87 75 247

MDCM entering class Fall 2019

Highlights High rates of English & French Proficiency

84% of MDCM and Med-P class at min. level or above for French and English.

41% exempted from testing (prior proof of bilingualism)

Spotlight on Outaouais

Of the 20 Med-P students who accepted an offer for Campus Outaouais 2020, 85% had prior proof of bilingualism, remainder tested at advanced level of French.

Students assessed at promotion from Med-P to MDCM: this year only

Cohort shows high bilingualism: francophones completed 1 year of English study (Med-P) before the testing policy started.

Majority of Med-Ps are francophones who have never studied in English before, but who consistently excel in Med-P year. Immersion effect?

Highlights Who is not proficient?

15% of MDCM class + new Med-P class did not attain the recommended minimum.

Lowest proficiency rate = Canadian, International, IMG; 9 of 14 below recommended level.

Of 36 Med-1s below recommended French 27 are QC residents; generally did not attend Quebec Cegep or secondary schools.

How can these students improve their skills?

1 level = 2 courses. 6% could attain recommended proficiency by the end of year.

Remaining 9% within 2 years (can accelerate with Summer courses).

2020 admission cycle

Maintain current plan for 2020 admission; obtain a 2nd year of data

Identify online/proctored testing options with Continuing Studies for students assigned to Campus Outaouais

Partner with UGME to share information with faculty members about language proficiency expectations for students as class of 2023 progresses

Gather feedback from stakeholders, including Faculty members, students

MDCM Language Policy Next Steps

Explore Feasibility of Pre-Admission Requirement

• Assess timeline and budget to develop and implement reliable high-stakes test: many logistics and stepsSeek partner to develop standardized test for French

• Ensure accessibility for applicants• Evaluate categories for test exemptions

Interim Goals• Reinforce complementary in-program support for all learners

• Advanced language classes tailored to healthcare students• Explore medical education classes or learning opportunities in French

• Quality improvement: use data from field to refine recommended minimum level

Sharing our outcomes

Faculty of Medicine November 19, 2019 - MDCM Admissions committee meeting November 22, 2019 – C-MEG meeting December 2, 2019 – MDCM Program committee February 25, 2020 – Faculty Council TBC, Winter 2020 – Language Proficiency Interprofessional committee

McGill Inter-Faculty February 6, 2020 –Registrar’s Inter-Faculty Professional Program Language

Working Group

Dr. Chétrit & Kate Hooton are available to present this data at other meetings upon request.

Flexible Work Arrangements Pilot ProgramFaculty Council

Demetra Kafantaris, Executive Director

February 25, 2020

Why FWA is importantGrowing trend• Benchmarking & Best Practices• Attraction, Engagement, Retention• McGill’s Multi-generational Workforce

My Healthy Workplace (Principal’s Priority)• Work Life Balance• Agility, Flexibility and Sustainability• Measurability, Accountability, Continuous Learning &

Improvement

Requested by HR Professionals

Flexible Work Arrangements - FC 35

FWA Benchmarks

Flexible Work Arrangements – FC 36

Canadian Universities U.S. UniversitiesUniversity of British Columbia Harvard University

University of Calgary Berkeley University

University of Toronto University of California, Davis

Ryerson University University of Michigan

Université de Montréal Purdue University

Université du Québec à Montréal Virginia Polytechnic & State

Pilot Overview• It is a pilot program, not yet a policy

• February 2020 to December 2020

• Available to all administrative and support staff

• Not available to those on Temporary Alternative Work Arrangements (TAWA), or on probation/trial periods or on performance improvement plans

• Participation is voluntary and conditional upon Manager’s approval as per unit operational needs

• Request made by completing the relevant form(s)

• 3-month review and end of year assessment

Flexible Work Arrangements - FC 37

Who is Eligible?

Flexible Work Arrangements - FC 38

All Administrative and Support Staff

• Contingent on:– Operational needs of the unit– Nature of the Role– Employee Suitability– Approval of the Manager

FWA Options

Flexible Work Arrangements - FC 39

1. Flex Time

2. Work From Home

1) Flex Time

Flexible Work Arrangements - FC 40

• Employee elects a daily work schedule different from standard workday.

• Alternative start and end times BUT total daily and weekly hours worked unchanged (e.g. 33.75/35 hrs/wk).

• Can include a fixed core period (i.e. hrs during which all staff must be present each day) – set by manager.

• Same daily schedule or variable.• Lunchtime must be at least 30 minutes.• Breaks cannot be:

– accumulated to reduce hours worked nor– taken at beginning or end of daily schedule

2) Work From Home

Flexible Work Arrangements - FC 41

• Can work from home for up to 1 day/wk.• Arrangement can be for a short period of time (e.g. one

month) or for duration of FWA PP. • Arrangement is at Manager discretion; must be operationally

feasible.• Employee is responsible for providing computer equipment,

space, telephone, printing, networking and/or internet capabilities

• Employee shall not be reimbursed for these or related expenses.

Work From Home Parameters

Flexible Work Arrangements - FC 42

• Must not be used for the purposes of caring for children or family members (during work hours)

• Must not have a negative impact on work of others• Employee must

– be available to come into office if business need arises– remain accessible (i.e. for teleconferences)

• Duties, obligations, responsibilities, and standards of performance, remain the same as when working at the office.2

Request Process

Flexible Work Arrangements - FC 43

• Initial request period: January 16th to January 31st, 2020. – Managers review requests, assess team - operational impacts. – Does not preclude requests submitted outside these dates.

– Managers should aim to reply to requests by February 28, 2020.

– Outside this period, respond within 10 business days.

• Employees complete Request Form, submit by email– to their manager– CC’ing their local HR representative

• Form available online at: https://www.mcgill.ca/hr/flexibility/fwa

Evaluation Process cont’d

Flexible Work Arrangements - FC 44

• If a request is declined, each manager must have a conversation with the employee to explain.

• Manager will send completed form to:– the HR rep– CCing Central HR for statistical purposes

• If a request is approved, you must meet employee within 3 months of start date to assess impact and ongoing viability.

• FWAs may be terminated at request of the manager or employee with 30-day written notice.

• FWA can be shortened with agreement from all parties.

FWA Pros and Cons

Flexible Work Arrangements - FC 45

PROS CONSCan improve work/life balance and wellbeing: •reduced time and stress commuting•more opportunity for family, school, community

May increase complexity of managing team:•Juggling unit, team, individual needs•Tracking mechanisms

Increases individual productivity Decision-making processEmpowers employees, displays trust

Not all employees or positions are suited

Reinforces importance of their role @ McGill; their Interdependence with their team

Lack of consistency across McGill Faculties and units

Perceived “Haves & Have Nots”Cultural attitudes

Managing Risks

Flexible Work Arrangements - FC 46

• Demotivating those employees refused or sense of “holding the fort”

• Impact of a “failed attempt”• Prioritizing multiple requests• Managing individual productivity• Managing team effectiveness• Maintaining client service• Grievances, accusations of unfairness, discrimination, etc.

Faculty of Medicine - Key MessagesWe will :1. Respect McGill guidelines of the pilot program

2. Demonstrate flexibility and sound judgement

3. Ensure equity and adopt consistent standards

4. Establish mechanisms to monitor outcomes (individual, team)

5. Ensure unit needs, team functioning and individual performance are not compromised

6. Track and assess existing unofficial flexible work arrangements

7. Very exciting opportunity for admin and support staffFlexible Work Arrangements - FC 47

Thank you!

Questions & Comments

Flexible Work Arrangements – FC 48

AgendaSection I – VP-Dean David Eidelman1. Welcoming remarks 2. Approval of agenda3. In MemoriamSection II4. Helping Hands – Student Project, D. Kaufman, M. Chandramohan & T. Sangarapillai5. Graduate Students Survey, A. Ryann 6. UGME French/English Language Assessment – Pilot Project, K. Hooton7. Flexible Work Arrangements – Pilot Program, Demetra KafantarisSection III – Dr. David Eidelman8. Report from the Steering Committee9. Consent Agenda – Faculty Council minutes (December 5, 2019)10. Business arising and updates: Project Renaissance; Other business; Committee vacanciesSection IV – Dr. David Eidelman11. KudosSection V12. Open session / Town Hall

Report from Steering Committee

• At its January 27 meeting, the Steering Committee:• Approved the December 5, 2019 Faculty Council minutes (online)• Reviewed open Faculty Council and Nominating Committee positions• Approved today’s Faculty Council agenda

Consent Agenda

• Faculty Council December 5, 2019 minutes• Link was sent to FC members and Faculty at-large following the meeting• https://www.mcgill.ca/medicine/about/governance/faculty-

council/meetings-minutes

Education

Project Renaissance

Health Affairs

Research

Strategic planning 2016-2022

Academic Affairs

Faculty of Medicine and Health SciencesTowards a

Project Renaissance

Faculty name change:• As a reminder, Faculty-wide poll held starting Nov. 7• 1,036 responses received, representing close to 9%• 81% in favour: McGill Faculty of Medicine and Health Sciences

Approvals:• Academic Policy Committee, Feb. 13• McGill Senate, Feb. 19

Next: • McGill’s Board of Governors, April 23

Project Renaissance

School of Medicine:• Moving forward• Discussions on governance structure are underway• VP-Dean Eidelman remains Dean of School

School of Biomedical Sciences:• Moving forward• Interviews for Associate Dean (School Director) are underway

Projet Renaissance: Campus Outaouais

Ouverture et lancement du programme de premier cycle en médecine en 2020

De plus : lancement du programme d’année préparatoire en médecine en 2020

McGill Cancer Institute Approved

• Board of Governors, Feb. 13

• Steering Committee: • CAS representative• Graduate student representative

• Nominating Committee:• 3 elected representatives

Committee membership - Vacancies

Medal of HonourQuebec National Assembly

(also Super Bowl LIV Champion, NFL)Dr. Laurent Duvernay-Tardif

Elected ChairmanAmerican Prehabilitation Society

Dr. Franco Carli

Minidefi Innovation PrizeCanadian Foundation for Healthcare Improvement

MUHC Clinical Pertinence Team

Kudos

Jansen AwardSociety for The Study of Reproduction

Dr. Bernard Robaire

Program Director Leadership AwardPostgraduate Medical Education

Dr. Leon Tourian

Elected FellowAcoustical Society of America

Dr. Linda Polka

Kudos

Certificate of MeritCanadian Association for Medical Education

Dr. Ilana BankDr. Geoffroy NoelDr. Fraser Moore

Clinical Teacher AwardAssociation of Faculties of Medicine of Canada

Dr. Bryan Arthurs

Best PublicationCanadian Association of Nurses in Oncology

Dr. Carmen Loiselle and Team

More Kudos

Top 10 scientific breakthroughs for 2019Québec Science

Dr. Heidi McBride and Dr. Samantha Gruenheid

Excellence in CareFédération des médecins specialistes

Operating Room Team, Montreal Children’s Hospital

Alexander Leighton Award in Psychiatric EpidemiologyCanadian Psychiatric Association and the

Canadian Academy of Psychiatric EpidemiologyDr. Norbert Schmitz

More Kudos

Cyril and Dorothy, Joel and Jill Reitman Foundation PrizeOpen Science in Action

Dr. Thomas Durcan

Trottier Webster Innovation AwardTrottier Family Foundation and the R. Howard Webster Foundation

Opal App

Canada CIFAR AI ChairDr. Danilo Bzdok

2020 Outstanding Achievement in Adolescent Health and MedicineSociety for Adolescent Health and Medicine

Dr. Pierre-Paul Tellier

Still More Kudos

Kudos to Our StudentsRelève étoile Jacques-Genest (January)

Fonds de recherche du Québec – Santé (FRQS)Agustin Cerani

Named Top 10 Research Advances of 2019Arthritis SocietyDr. Sabrina Hoa

Relève étoile Jacques-Genest (December)Fonds de recherche du Québec – Santé (FRQS)

Sirui Zhou

More Kudos to Our StudentsFirst prize for an oral presentation on diabetes and pregnancy

Diabetes Canada Professional ConferenceNancy Wu

Dr. Alice Benjamin Global Maternal and Child Health AwardDr. Céline Giordano

J.R. Cunningham Young Investigators Award (first place)Canadian Organization of Medical Physicists

Julien Mégrourèche

Congratulations to all!

Open Discussion/Town Hall

www.mcgill.ca/medicine/about/governance/faculty-council/topicscomments-questions

Please hand inyour name cards!