PREAMBLE

South Asian Family Support Services (SAFSS) and the Council of Agencies Serving South Asians (CASSA) have undertaken the sponsorship of the Association of International Physicians and Surgeons of Ontario, initiated by the one year project on the "Integration of Foreign Trained Doctors into the Canadian Healthcare System" (August 1999 to August 2000) under funding from the Maytree Foundation as administered by the Community Social Planning Council of Toronto (CSPCT).

This document is intended to give structure to the AIPSO while maintaining its vitality and flexibility. All clauses should be interpreted in the spirit of the organization’s mandate and principles of equity and access.
 

PURPOSE

The Association of International Physicians and Surgeons of Ontario is an independent professional association which represents physicians and surgeons trained and licensed in jurisdictions outside Canada, presenting a unified and collective voice for its members. The AIPSO is committed to the responsible, consultative, and equitable integration of foreign trained physicians and surgeons into the Canadian healthcare system, with compromise to neither ideals nor standards, but with recognition of their skills and experience.

The work of the AIPSO includes research related to access for foreign trained doctors, network and coalition building, and participating with regulatory and government bodies in the consultative reform of the current processes of integration.
 

MEMBERSHIP

General

Any person who supports the objectives and positions of the AIPSO may become a member. This includes, but is not limited to, graduates of international medical schools as listed in the World Health Organization Directory of medical schools, physicians who have been licensed and have practical medical experience from jurisdictions outside of Canada, internationally licensed physicians with post-graduate or specialized training, internationally licensed physicians who have entered the Canadian healthcare system, and community group representatives. Members must additionally be in Good Standing with the AIPSO in order to serve as representatives on the Steering Committee. In Good Standing means their dues are not in arrears, and their conduct is not such that the AIPSO would fall into disrepute.

Steering Committee

The Steering Committee formally represents the work of the Association of International Physicians and Surgeons of Ontario. The Steering Committee will be composed of 11 to 15 members total:

a) 2 representatives from the two sponsoring agencies (one each);

b) 8 to 12 elected members; and

c) Project Coordinator (ex-officio).

The sponsoring agencies will be responsible for selecting their own representatives. All elected members must be general members of the AIPSO in Good Standing. As far as possible, the Steering Committee should include members from all stakeholders including international physicians and surgeons who; are recent graduates / have practical experience / have post-graduate training and experience / are working as physicians in the Canadian healthcare system.

Chair, Vice Chair, and Spokesperson

The Chair, Vice Chair and Spokesperson of the Steering Committee will be elected from among its members, by its members, to serve a one-year term. They must be general members of the AIPSO in Good Standing.

Working Committees

The Steering Committee in response to issues, concerns, and priorities raised by general membership will establish working and ad-hoc committees as necessary. The Steering Committee members and general membership will be encouraged to participate on such committees. Each committee will consist of 2 to 5 members drawn from the general membership, including at least 1 member from the Steering Committee who will serve as a liaison with the Steering Committee.
 

ROLES AND RESPONSIBILITIES

General Membership

The Steering Committee Chair, the Project Coordinator, and the chairs of the Working Committees will update the general membership on the progress of the project. The general membership will be consulted on substantive issues relevant to the association, and matters which implicate changes to these terms of reference. The general membership will be encouraged to participate through focus groups, working groups, ad hoc committees and other initiatives.

Steering Committee

The Steering Committee is made up of representatives from the general membership to ensure that the AIPSO fulfills its stated objectives. The representatives on this committee will consist of those showing a strong commitment towards the inclusion of foreign trained doctors into the Canadian medical community, and who are knowledgeable about the sector. Steering Committee members must also be prepared to serve on Working Committees as a liaison between the two groups. The liaison will be responsible for reporting back on the progress of the work of the respective committee at Steering Committee meetings.

Chair, Vice Chair and Spokesperson

The Chair shall uphold the AIPSO Terms of Reference to the best of her/his ability. S/he will be primarily responsible for leading the AIPSO and the Steering Committee. The Chair will lead both Steering Committee and General Membership meetings. S/he will also be responsible for reporting to the general membership on a regular basis on the activities of the Steering Committee. The Vice Chair will be available to act in the full capacity of Chair in the Chair’s absence. The Spokesperson, as well as the Chair and Vice Chair when necessary, will represent the association in public presentations, press conferences, and formal negotiations.

Working Committees

The members of each Working Committee will select a chair for their particular committee. The chair will be responsible for reporting back to the general membership on the progress of their particular Working Committee. The Working Committee chairs should have regular discussions with the Project Coordinator and the Steering Committee liaison to establish the agenda of Working Committee meetings and to be informed of decisions made at Steering Committee meetings that relate to Working Committees and/or general membership. This communication is also important to ensure that the timelines of the project objectives are being met.

Project Coordinator

The Project Coordinator is responsible for supporting the activities of the AIPSO in general, as determined by the general membership and the Steering Committee, and as specified in the job description.

MEETINGS

Steering Committee

The Steering Committee will meet monthly when possible, with no less than 11 meetings annually. The Project Coordinator will set meeting times and locations and set the agenda in consultation with members. The Project Coordinator will also be responsible for taking minutes and distributing to the committee.

In order to perform the duties of this position to a satisfactory level, an attendance policy will be applicable to all members -- any member missing more than 3 Steering Committee meetings consecutively, regardless of reason, will be immediately removed from the committee.

Decision making should be by consensus, whenever possible. In the event of a vote, there shall be one vote per member. However, if a tie vote occurs, the Chair, or Vice Chair or Spokesperson in her/his place shall have two votes.

Working Committees

The Working Committees will meet as often as needed. Setting the agenda and distributing the minutes will be the responsibility of the individual committee.

Decision making should be by consensus, whenever possible. In the event of a vote, there shall be one vote per member. However, if a tie vote occurs, the Chair shall have two votes.

General Membership

There will be General Membership Meetings at least 4 times per year. They will be organized by the Project Coordinator in consultation with the Steering Committee. All votes may be subject to secret ballot if requested by any member.
 

ELECTIONS

The Project Coordinator shall serve as Chief Electoral Officer, except in instances of conflict of interest (in which case someone designated by the general membership will preside). S/he will be responsible for keeping track of which Steering Committee positions are open.

When positions become available on the Steering Committee, an announcement at the next general membership meeting will be made to invite letters of interest by members, to be submitted to the Chief Electoral Officer within a specified time (usually before the next steering committee meeting). At the next Steering Committee meeting, members of the Steering Committee will review the letters of interest and elect candidates to the available positions.
 

AMENDING FORMULA

These Terms of Reference are amenable if at least 66% of the general membership votes in favour of the amendment. Amendments may be proposed by any member, but must be announced before any general membership meeting via formal inclusion in the agenda.