PCS Committee Terms of Reference

The purpose of the Professional Competence Scheme (PCS) Committee is to provide strategic direction and leadership to ensure that the Irish College of GPs PCS for General Practitioners operates in compliance with the arrangements with the Medical Council of Ireland. Using clear management, effective decision making and governance frameworks, the committee reviews PCS measures to support GPs in complying with the Scheme appropriately within their scope of practice.

With reference to the Irish College of GPs arrangements with the Medical Council of Ireland, the Committee's role is to oversee PCS supports for GPs and reporting on same.

Committee Chair responsibilities include, but are not restricted to, the following:

• Prepare background work to facilitate ongoing discussion and constructive feedback
• Chair meetings with fairness and encourage input from all members
• Bring discussions to a conclusion in a manner that empowers collective decision making
• Attend Education Governance Committee and report on PCS Committee activities

Committee members' responsibilities include, but are not restricted to, the following:

• Working together to achieve the committee's purpose
• Supporting the Chair by offering sound and trusted advice
• Maintaining confidentiality; acting thoughtfully; delivering on time
• Soliciting, collating and acting on feedback from enrolees and other stakeholders to enhance PCS for all enrolees
• Reviewing level of compliance with PCS and exploring ways to improve it
• Preparing submissions for reports
• Reviewing summary reports on CPD activity that map to the lifelong learning needs of enrolees and advising on improvement suggestions
• Ensuring compliance with relevant legislation, regulations and standards

The Committee will carry out its responsibilities by oversight as well as through work on relevant external groups, for example The Forum of Postgraduate Training Bodies Professional Competence Scheme Sub Committee.

The committee aspires to ensure a diversity of representation with particular reference to geographic spread, gender and experience.

• Chair: must be a member of the Irish College of GPs in good standing; enrolled on and consistently in compliance with the Irish College of GPs PCS and in active practice as a GP for a minimum of four sessions per week 
• Representatives to include the following, who should be enrolled on and consistently in compliance with the Irish College of GPs PCS:
  • GPIT
  • Network of Establishing GPs (NEGS)
  • Three members from Council / Faculty
  • National Director of CME
  • Assistant Medical Director
  • Ex officio members who attend as deemed appropriate: Head of Research, Policy & Information Department; Head of the Centre for Education and PCS
  • In attendance: PCS Team Lead

A quorum of six (6) members is required for a meeting to proceed.

With discretion, the Committee can invite specific expertise, including patient representation, to attend or address topics on an as-needed basis.

Committee members usually serve one three-year term and can be reappointed to serve a second consecutive term, after which time the member rotates off the committee. Tenure may be extended by agreement to retain particular and appropriate expertise. To retain appropriate levels of committee-specific expertise, care is taken to avoid all members rotating off the committee at the same time.

The chair serves one three-year term and can be reappointed to serve a second consecutive term, after which time a new chair is appointed.

The PCS Committee reports to the Education Governance Committee, which, in turn, reports to the Irish College of GPs Board.

At least five meetings per year – in September, November, January, March and June. Meetings can be in person or virtually.

The standing items on the agenda include the following:

• Declaration regarding potential conflicts of interest
• Matters arising from previous meeting minutes
• Reports submitted
• Ideas for change

 Committee members and administrators use the designated electronic area to access and comment on committee documentation.

Minutes from each meeting are prepared, approved and disseminated as soon as possible after each meeting and no later than 15 business days after the meeting. Committee reports are submitted in advance of each meeting, preferably within five working days. Specific reports may be disseminated to appropriate audiences as required.

The performance of the committee of individual members is gauged using metrics such as percentage of attendance, achievement of roles and responsibilities, review of committee effectiveness, and how well the committee and individual members feel they are performing their role.

A member of Irish College of GPs staff provides administrative support to the PCS Committee. This staff member is responsible for arranging meeting logistics; circulating agenda, schedule, pre-meeting papers; documenting minutes; and disseminating approved minutes within the agreed time frame of the meeting being held.

These terms of reference are subject to an annual review.