The Project Monitoring Committee (the “Committee”) hereinafter referred to as “PMC”, is established on 19.08.2020 after the revision of the Sub-Committees of the Faculty of Medicine recommended by the Internal Quality Assurance Cell of the Faculty of Medicine, University of Jaffna.
The PMC will function within the by laws and policies of the University of Jaffna. The scope of the PMC is to:
The objectives of the PMC are encompassed under the following areas. PMC will responsible to:
The PMC is comprised of representatives whose faculty/portfolio has core accountabilities for faculty, staff and student wellness.
The Dean, Faculty of Medicine will be the ex-officio of the Committee.
The Chairperson, member secretary and committee members will be appointed by the Board of Faculty of medicine.
The term of the PMC members will be three years. At the end of the term, members may be reappointed by the Board of Faculty of Medicine.
If a member fails to attend three consecutive meetings of the PMC without letter of excuse the membership lapses. The chairperson will inform the Board of Faculty of Medicine in writing of such lapse of membership and steps will be taken to fill the vacancy of such member for the rest of the terms.
Members may seek a leave of absence from the Board of Faculty of Medicine for up to 3 months. If this period exceeds 3 months, steps will be taken to fill the vacancy of such a member for the rest of the term.
A member may resign from the PMC at any time upon giving notice in writing to the Dean/ FM through Chairman PMC.
Internal and external subject matter experts/other resources will be invited to meetings (On-Invitation) of the PMC as required to provide expertise and support.
A quorum for any meeting will be a majority of members (50% +1).
The PMC shall meet at least once in a month and minimum of 6 meetings must be conducted in a year. The committee shall medelop its own procedures to conduct the meetings. The minutes of PMC meeting shall be forwarded to the Board of the Faculty. Following administrative support must be provided the Office of the Dean, Faculty of Medicine:
First draft of the meeting minutes will be circulated in three days after the meeting to all the members electronically for the inputs from the member. This will also help to monitor the implementation of the decisions made in the meeting. Corrected minutes with meeting agenda will be circulated to members at least 3 working days prior to the meeting. Minutes will typically reflect decision and action items. Other items may be recorded at the decision of the Committee when required to document important information.
The Chair of PMC is responsible for coordinating the meeting, ensuring decisions are accurately recorded, communicating the decisions to the administration and informing the Faculty Board regarding the decisions of the PMC and progress of the ongoing project/s.
Minutes of all meetings of the Committee will be submit to the Faculty Board. The Committee Chair will provide a report on matters not yet minuted and will provide reports to the Faculty Board. Annual performance review report will be submitted for all project’s activities.