Governance

The overall planning and direction of VicPHCRED are guided by a Statewide Advisory Committee (SAC) that convenes three times a year. The activities of the partnership are overseen by the PHCRED Directors at the four university departments, and administered by the PHCRED Coordinators at each department, overall coordinated by a Statewide Coordinator.

Members of the VicPHCRED SAC 2009

SAC terms of reference

1. Primary Role
• To play a significant role in quality assurance in relation to Research Capacity Building Initiatives (RCBI) activities undertaken in each jurisdiction through provision of input to Annual Plans
• To ensure that RCBI activities are aligned with the National RCBI Strategic Plan while also informed by and responsive to local community needs; and
• To support the State-wide Coordinator to fulfil the following functions:
• provide coordination of overall projects and activities in order to prevent duplication of effort and to maximise the appropriateness, effectiveness and efficiency of the implementation of the program
• organise and facilitate communication between participants in the partnership
• establish the Statewide Advisory Committee
• develop collaborative arrangements between the participants and other peak bodies representing primary health care in Victoria to support the strategic implementation of the program
• facilitate planning and coordinate input to the development of a state-based research plan to support the implementation of the program
• facilitate planning and coordinate input to the development of communication strategies to support the implementation of the program
• provide input to development of individual participants Annual Business Plans and Annual Reports
• where appropriate, coordinate recruitment for the Research Development Program (RDP)
2. Objectives
• To ensure good governance of the contractual obligations and accountability between the Partnership and Government Department of Health and Ageing (DoHA)
• To develop strategic direction of the Partnership to align with that of DoHA Strategic Plans as well as stakeholders/local community needs
• To formulate policies to implement strategic/business plans of the Partnership
• To ensure quality of the RCBI activities undertaken by the Partnership
3. Membership
• Representations (PHCRED Directors) from all State Participant Institutions
• Representative from DoHa
• Primary Health Care Stakeholders Representatives
• Statewide Coordinator
4. Committee protocol

1. Frequency of Meetings
   Three times a year
2. Convener
   Meetings or teleconference shall be convened by the Statewide Coordinator
3. Chairperson
   Meetings shall be chaired by a PHCRED Director or a nominated member
4. Secretary
   Secretarial functions will be undertaken by the Statewide Coordinator. Meeting agendas will be emailed to members one week prior to meeting; minutes of the meeting circulated within three weeks.

Minutes will form part of the Appendices to the Annual Report for the Participant hosting the Statewide Coordinator position for each reporting period.

5. Decision Making
   Decisions shall be determined by consensus
6. Co-opting Powers
   The committee may co-opt additional members on a sessional or short-term basis to address specific issues
7. Quorum
   Five members of the committee, one of whom must be a Participant representative
8. Review Date
   The terms of reference are to be reviewed at the beginning of each calendar year
9. Key Performance Indicators

• Attend 3 meetings a year to:
• ensure VicPHCRED is responsive to local needs within the scope of National RCBI strategic Plan
• identify opportunities for collaboration between different organisations and VicPHCRED
• Participate in and contribute to VicPHCRED annual strategic planning
• Facilitate all activities and programs as specified in the Business Plans of the four Participant Institutes
• Promote opportunities and resources provided by VicPHCRED to their local networks
• Participate in fellowship and scholarship selection process
• Track and monitor the progress of PHCRED fellows and scholars to ensure quality of education and support delivery by reviewing regular tabulated reports by Statewide Coordinator at each meeting
• Follow up survey of PHCRED Fellows following the completion of their research to determine where/how findings may be applied to influence primary health care policies and practices