CMSA Meeting Minutes Feb 11, 2026
CMSA Council Meeting Minutes — February 11, 2026
Attendance
Present: Jaspreet, Antonio, Eliana, Rica, Duaa, Ryan, Ijun
Online: Ore, Catherine, Nicole, Sara
Absent: —
Minutes
1) Updates
VP Communications — Eliana
Mailchimp sending issues: ongoing; exploring alternative options.
Newsletter feedback forms: adding a surveys section (Anatomy, VP Academic).
One-email policy update: going well; more submissions are coming in for the newsletter prior to class-wide emails.
Newsletter addition: add Student Research Rep to newsletter.
VP Academics — Jaspreet, Nicole
Unit 5 blueprint: assessment reps are working on this.
Block 2 video feedback form: will continue resending; responses are increasing to support Block Directors/PCPs in improving content.
Cards feedback form: Nicole planning to send; exploring a Linktree to centralize feedback forms/spreadsheets.
Student Research Rep application (UMERC):
Application form sent.
Next UMERC meeting: March.
Deadline: Feb 23 at 11:59 PM.
Request to include in newsletter.
Anatomy Representatives (Matt Penney, Mehr Malhotra)
Survey sent to student body regarding anatomy content coverage.
Proposed inclusion of the anatomy table in didactic teaching/anatomy curriculum (used at SAMP; positive feedback).
Concern: limit monitor use in lab to respect specimens.
Proposal: split delivery—didactic/table teaching in one space + guided teaching with specimens in ATSSL.
Matt/Mehr can support development of additional material and are open to training on operating the table.
Additional issues raised (noting some are long-term); students concerned about a perceived lack of a “spiral” curriculum.
Cards Representatives (Dr. Mike Paget, Ryan Chaffee, Armaan Sekhon)
Separate anatomy decks from the rest of the week.
UI changes (e.g., “next” button more accessible).
Consider option to let students “create their own deck” by flagging cards.
Assessment Representatives (Calveen Basi, Simar Gill)
Preparing presentation for next Student Evaluation Committee (SEC) meeting re: releasing EPA scores in OSCE feedback.
Goal: students can see scores per individual EPA within OSCE stations.
Student feedback at Dean’s meeting indicated this would be beneficial.
RIME Pre-Clerkship Committee (RPCC) Meeting
Nicole/Jaspreet brought forward the above concerns/updates.
Discussed better integration between anatomy and other curricular content.
Discussed better clinical skills integration:
Awaiting clinical skills reps to compile class-wide feedback and share with clinical skills team.
Tutorial group consistency:
Make experiences more consistent and student-driven (less preceptor-driven).
Improve onboarding process for preceptor consistency.
Community-engaged learning curriculum changes (Class of 2028/2029; mostly 2029) based on feedback.
Block 3
Improving “launch to clerkship” (moving to 3 weeks instead of 1).
Integrating POCUS into curricular content.
Jaspreet connecting with reps nationally to understand POCUS coverage.
Clerkship
First clerkship intro session in March (Dr. Sarah Weeks).
Students can review Class of 2027 clerkship resources in Osler.
Meeting with Faculty & Non-Executive Reps
Nicole organizing a meeting between Dr. Carolyn Wong (Block 2 Director) and VP Academic portfolio members (Cards, Assessment, Block reps).
Next Steps (Academics)
Unify experiences across tutorial groups.
Touch base with new Indigenous Health Representative.
Review UMERC student rep applications for next meeting.
VP Finance — Antonio
Budget report/presentation.
Budgeting instructions for VPs to be posted in shared drive (with Excel comments).
VPs to submit their own budget proposals.
Use prior allocations as reference.
Potential survey to guide spending.
Exploring ways to increase CMSA revenue (e.g., potential membership fee increase).
Need to reserve funds for graduation.
Currently running $5–6k over on student group funding.
VP Events — Catherine, Ijun
Winter Formal
Advertising ongoing.
~50 tickets sold.
Venue minimum: 200 students (minimum the venue accepts).
Could run in-budget for 200, but uncertain attendance.
Final number notice by Mon Feb 23 (if cancel, by Sun Feb 22).
Deposit would be lost; cannot change date/cancel without losing deposit.
Next steps:
Review contract.
Discuss options with venue again.
Plan refund process.
$1 lost per refund (processing fee).
Consider opening to other faculties.
MMI
Supported throughout weekend as needed.
Budget confirmed and sent to Duaa.
Jersey
Supported ceremony planning.
Other / Non-execs
Supporting as needed.
Orientation team getting started.
VP Global Health — Sara
No updates provided.
VP External (Provincial) — Noam
Attending CPSA meeting (Edmonton) Mar 5–6.
AMA Spring RF (Edmonton) Mar 13–14; bringing ~7 UofC observers.
AMA Committee on Student Affairs meeting held Feb 10.
Adding two more future AMA RF spots for Lethbridge students.
AMA Physician Resource Planning Working Group needs a UofC student rep:
Term: Apr 2026–Mar 2027.
Application to be opened with blinded review once details received.
Alternates with UofA yearly.
Planning PDoA with GAAC and UofA:
Topic: reducing ER wait times (student-voted).
Date: Mar 14–15.
Research teams underway; collaborating with AMA.
Potential extra AMA funding this year.
Applying for funding for next year; will coordinate with VP Finance to reserve funds.
VP External (National) — Ore
ICAM: everything booked.
Continuing Western school roundtables; requested discussion of “satellite sites” and supports for distributed learning sites (SAMP).
Upcoming meeting to set up: Antonio, Duaa, Ore, Rica, Ijun, Catherine.
VP SAW — Ryan
Jan/Feb Events
Dr. Kilam in-class talk (Part 2: “how to get where you want to go”) — Feb 24 confirmed.
Review session on student supports (late Jan/early Feb).
Letter to future self (WeCare) — Feb 5, 2026: successful, strong participation.
CFMS weekly challenges + skating — Feb 13, 2026: approved and ready.
Mistreatment in medicine event — Feb 24 (online): email sent.
Review of available supports for students (Feb) — Shada PFSP (timing pending).
UME purchasing a well-being index (burnout study).
Student Groups Rep / Governance
Need to discuss student groups and related policies.
Two questions:
Who will be the clubs director?
How can democratic process be enforced?
Add to bylaws.
Other
WeCare birthday celebrations resumed.
Continuing attendance at National Wellness Roundtables.
CFMS budget: $1500 to budget.
Weekly wellness update from Jess to be included in newsletter.
VP EDI — Rica
No updates.
President — Duaa
MMI Funding
UME confirmed $1,000 funding this year; advised future councils should plan to cover costs within CMSA budget unless unmanageable.
UME prefers reimbursing an individual who paid rather than transferring funds to CMSA.
Connected with Behrad re: reimbursement; follow-up later this week.
Anatomy — Reduce Plastic Initiative
Anatomy lab coats in storage from prior council plastic waste reduction initiative (funded by SU Quality money).
Initiative lead went on maternity leave; project incomplete.
Plan to contact Anatomy reps + UME Anatomy team to plan continuation/implementation.
Patagonia Order Mishaps
Sent last-minute email to reduce odd-hour inquiries impacting company communications.
3 additional inquiries received after email.
No further corrections possible due to timing.
Returns/corrections shipped; plan confirmed:
3 students (direct company contact): new orders shipped; tracking shared.
1 student: refund pending for missed embroidery (unable to return for correction).
1 student: full refund upon return of incorrect jacket.
5 students: jackets returned with corrected personalizations.
Will follow up with affected students and distribute jackets.
Feedback on External Presenters
First event under new policy; presenters impressed with organization/communication.
Lessons learned:
Review slides beforehand (see motion).
Clarify presenting structure.
Consolidated student feedback to share with presenters.
Need a new budget line for these payments:
Proposed under President’s budget (simplifies organizing/distribution; allows council vote for allocations as needed).
Tactile Toolkit Updates
Met Alex Paquette (Jan 28).
3D printing via Schulich Maker Space:
Max 3 file submissions/day/student.
1000g free printing per student/year.
Target: 1000 tools (160 sets).
1 set: 130g, ~7 hours.
1kg spool: ~$40 → ~7.5 sets.
Estimated cost for 1000 tools: ~$840.
Kevin (Maker Space manager): plan to contact in March for spring printing (Apr–May).
3D printer cost ~$700; exploring external funding for sustainability.
SGM Updates
Will host pre-conference discussion for attendees closer to date (roles/responsibilities + agenda).
Need update from VP National on planning to ensure attendance.
Unselected Jersey Logos
Proposal to budget for stickers/pins of unselected logos.
SAWH has button/pin-making tools and can support; needs logistics in advance.
If stickers desired, create budget.
Rationale: recognize peer time/effort in submissions.
Student Groups
Met with Director of Student Groups + VP SAWH.
Need recruitment plan and approach for excess clubs/demands + bylaw compliance.
Consider another meeting including Director of Student Groups.
2) Agenda
2.1 Previous Meeting Minutes Approval (2 min) — Eliana
Mover: Antonio
Seconder: Eliana
Result: Carried
2.2 Voting on Motions (5 min) — Duaa
Motion: Unselected Jersey Logos
THAT CMSA distribute stickers/pins of unselected logos at Graduation or Jersey Day to celebrate peers’ logo design efforts.
Mover: Ijun
Seconder: Ryan
Result: Carried
Motion: Winter Gala
THAT the Winter Formal scheduled for February 28th be cancelled or moved (tentative with discussion) to account for maximized attendance if possible.
Mover: Ryan
Seconder: Antonio
Result: Carried
Motion: Update External Presenter Policy
THAT the policy under the bylaws, Article XIII — Finance, be updated to the below (changes noted in bold).
Mover: Jaspreet
Seconder: Eliana
Result: Carried
External Presenter Policy (Updated)
The CMSA shall permit for-profit organizations to deliver informational or promotional presentations (e.g., “lunch talks”) to members or students, subject to approval by the Executive Council.
Only for-profit entities (such as financial, consulting, or insurance institutions) seeking to promote commercial offers or services to students shall be charged a participation fee.
The standard fee structure shall be as follows:
In-person presentations: $1,000 per session, plus the cost of lunch if provided by the sponsoring organization.
Virtual (Zoom) presentations: $500 per session.
The funds raised through these fees shall be allocated to the President’s portfolio as “External Presenter Profit” and used to address budget deficits and support student clubs, events, and initiatives, as determined by the President with the guidance of the Executive Council.
The Executive Council retains discretion to adjust or waive fees in special circumstances with the approval of a majority vote.
The CMSA Council shall ensure, to the best of its ability, that no scheduled external presentation or event under this policy conflicts with other CMSA executive-led events or initiatives, in order to maintain balanced engagement within the student community.
Presenter material shall be reviewed by the CMSA President to ensure content meets student conduct guidelines.
Prior to each presentation, the CMSA Council shall share a written disclaimer with the class or attendees outlining how any contact information collected by presenters may be used, stored, and for how long it will be retained.
Presenters may only use student contact information for professional follow-up directly related to the content of the presentation (e.g., sharing informational materials or follow-up opportunities discussed during the scheduled event).
Presenters must refrain from excessive or unsolicited communication that could contribute to “email fatigue” or constitute nuisance outreach.
Presenters shall retain any contact information collected for these approved purposes for no longer than three (3) years, after which all data must be securely deleted.
This policy shall take effect immediately upon adoption and remain in force unless amended or repealed by the membership according to the procedures outlined in these bylaws.
2.3 [Quick] VP & President Updates (15 min)
Covered above.
2.4 Managing Student Groups — Discussion/Vote (30 min) — Duaa & Ryan
Discussed (details not provided in notes).
2.5 In Camera
Mover: Antonio
Seconder: Jaspreet
Result: Carried
2.6 Out of Camera
Mover: Eliana
Seconder: Jaspreet
Result: Carried
2.7 Meeting Adjourned
Mover: Jaspreet
Seconder: Ryan
Result: Carried
3) Action Items
Duaa to arrange 3D Printing Maker Space training session for herself and other interested students.
Duaa to schedule meeting with Alex and Maker Space Manager (Kevin) re: streamlining production/access.
Duaa to reach out to Anatomy reps and UME Anatomy team re: continuing/implementing Reduce Plastic initiative.
Duaa to connect with students impacted by Patagonia issues to ensure follow-through; distribute jackets.
Duaa to reach out to last year’s VP Academic (Adibba) to collect key copies for CMSA storage room.
Duaa to follow up with Behrad regarding MMI reimbursement (coordinate with UME).
Duaa to send class announcement re: student groups; connect with SAWH about continued application screening.
Send follow-up motion detailing logistics; update constitution and elections manual.
Jaspreet/Duaa to reach out to Rajveer Banquet Hall.
Ore, Rica, Antonio, Ijun, and Catherine to meet regarding SAMP.
Duaa to touch base with SAWH re: student group request + stickers/jersey logos.
"
"