AMA Queensland
Council of Doctors in Training
(AMA Queensland CDT)
Terms of Reference
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1.0
Introduction to AMA Queensland CDT and its key functions
1.1 What is the Council of Doctors in Training?
AMA Queensland CDT is the peak body representing Doctors in Training throughout
Queensland. Comprised of Doctor in Training members of AMA Queensland appointed
annually, we advocate specifically on behalf of this group.
1.2 Relationship to AMA Queensland/ASMOFQ/AMA CDT
AMA Queensland CDT is an official committee of The Australian Medical Association
Queensland (AMA Queensland) Branch. AMA Queensland CDT informs AMA Queensland
Council and provides recommendations and advice about issues pertaining to Doctors in
Training. Formal decisions of AMA Queensland CDT need to be ratified by AMA Queensland
Council before coming into effect.
AMA Queensland CDT is affiliated with the Australian Salaried Medical Officers’ Federation
Queensland (ASMOFQ) (previously SDQ), through the existing partnership between ASMOFQ
and AMA Queensland. This relationship allows AMA Queensland CDT to have direct input and
representation on industrial issues affecting Doctors in Training.
AMA Queensland CDT is also part of national network of councils for Doctors in Training
through the AMA Council of Doctors in Training (AMA CDT).
1.3 Main functions of AMA Queensland CDT
The Council’s primary aim is to support Doctors in Training through representation and
advocacy. We achieve this aim by progressing issues of concern and representing Doctors in
Training in a range of forums. AMA Queensland CDT is part of a larger, national network of
councils for Doctors in Training through the AMA Council of Doctors in Training.
Support from AMA Queensland allows AMA Queensland CDT to access resources for addressing
the professional and political issues faced by Doctors in Training.
Representatives from the Council of Doctors in Training, by virtue of the affiliation between
AMA Queensland and ASMOFQ, also participate in industrial negotiations for any relevant
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enterprise bargaining agreement covering Doctors in Training (e.g. the Medical Officers’
Certified Agreement (MOCA)).
1.4 Vision and aim of AMA Queensland CDT
To be the peak representative body for Doctors in Training in Queensland, through providing a
strong voice and leadership on issues of importance to all Queensland Doctors in Training.
1.5 Mission of AMA Queensland CDT
To provide strong leadership, through internal and external channels, to ensure that the
views, concerns, and needs of Queensland Doctors in Training are well-represented.
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To be the central conduit for Queensland Doctors in Training to engage in dialogue on
state and national issues, using internal and external representative structures and
collaborating with other Doctors in Training representative groups.
To foster relationships with key stakeholders and Queensland Doctors in Training to
ensure that AMA Queensland CDT is well-informed and actively participating in decisionmaking within AMA Queensland, AMA CDT, and government.
To promote the work of the AMA in order to sustain and grow membership.
To ensure all Queensland Doctors in Training have representation and a channel of
communication to AMA QUEENSLAND CDT.
Structure and governance of AMA Queensland CDT and membership
2.1
Structure of AMA Queensland CDT
AMA Queensland CDT is based on an “executive” style structure, which promotes ownership of
issues by Council members and encourages participation over the long term. The Chair of AMA
Queensland CDT also sits on the AMA Queensland Branch Council as the Doctors in Training
Craft Group Representative.
The Executive consists of the Chair, 2 Deputy Chairs, Immediate Past Chair, AMA Queensland
Council members who are current Doctors in Training or Medical Students and invited Portfolio
and/or Working Party Leads.
AMA Queensland CDT is comprised of general voting members which includes the Executive,
Hospital Representatives, other Portfolio and Working Party Leads and AMA Queensland
Branch Council nominees, and general observers (non-voting) compromised of AMA
Queensland Doctor-in-Training members or representatives, including those from relevant
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Colleges, PMCQ/JMO Forum Representatives and the medical student body. Only Full Financial
members of AMA Queensland and those that fall into the category of Doctors in Training are
eligible for positions on the CDT. The exception to this is AMA Queensland student members
who are hold positions on AMA Queensland Branch Council.
Quorum at any AMA Queensland CDT meeting consists of the three members of the executive
and three general voting members. Quorum at any CDT Executive meeting will
2.2
Membership (to be read in conjunction with Appendix A and B)
2.2.1 Chairperson
The Chair (AMA Queensland Council representative) will continue to be elected by the general
Queensland Doctors in Training membership through AMA Queensland’s election process. This
is generally a two-year term. AMA Queensland CDT will hold a separate electoral process for
the Deputy Chair positions annually.
The Chair is the spokesperson for AMA Queensland Doctors in Training members and the main
advocate on all issues affecting them. The Chair is responsible for calling meetings, setting the
agenda and ensuring action items are completed. The Chair is also responsible for representing
AMA Queensland CDT at the AMA Queensland Branch Council meetings and at AMA CDT, and
for providing appropriate reports. The Chair assists the membership team with events and
initiatives where possible. Aspects of the chairs duties can be delegated to nominated
members. Appendix C contains further role description.
Should a Chair wish to step down from his/her duties, an interim replacement will be selected
by the following process,
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The position will be opened for nomination first to general CDT members who has met
the minimum requirements for attendance/report-backs in the past calendar year.
If only one nomination is received for the vacant position, that position will be filled
unopposed.
If more than one nomination is received, the outcome will be decided by a vote of the
AMA Queensland CDT Executive.
The process will be undertaken in conjunction with any relevant regulations on filling
casual vacancy positions on AMA Queensland Branch Council.
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2.2.2 Deputy Chairs
There will be two (2) Deputy Chairs of AMA Queensland CDT elected every calendar year. The
main roles and responsibilities of these positions are to assist the Chair and their management
of the AMA Queensland CDT. The deputy chairs will form part of the executive and leadership
team to oversee the day to day operations of CDT. The Chair may delegate additional
responsibilities or oversight of projects or portfolios to deputies as necessary. Appendix C
contains further role description.
The process of election of the Deputy Chairs is overseen by the AMA Queensland CDT Executive
and Secretariat and will follow the following process:
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Deputy Chair positions will be declared vacant in prior to the first AMA Queensland CDT
meeting each calendar year.
The positions will be opened for nomination by AMA Queensland financial members
who meet the eligibility criteria (outlined in Appendix B).
These individuals will have defined time from the date the positions are declared vacant
to nominate.
If only one nomination is received for any Deputy Chair position, that position will be
filled unopposed.
If more than one person nominates for a Deputy Chair position, a ballot of general
membership (members of the Doctor-in-Training craft group who are AMA Queensland
financial members) will be conducted to determine the outcome.
If insufficient nominations to fill each position are received, nominations for the unfilled
positions will be opened to general DIT membership.
Please see Appendix D for the Deputy Chair Election guidelines and schedule for the
current year.
For incumbent Deputy Chairs, Executive or other members seeking to retain or nominate for
any deputy chair position beyond 12 months, the representative must have:
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Continue to be part of the Doctors in Training craft group within Queensland for that
calendar year.
Met all Minimum attendance and reporting requirements for previously held roles in
CDT.
Should a Deputy Chair wish to step down from his/her duties, an interim replacement will be
selected by the following process:
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The position will be opened for nomination first to general CDT members who has met
the minimum requirements for attendance/report-backs in the past calendar year.
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If only one nomination is received for the vacant position, that position will be filled
unopposed.
If more than one nomination is received, the outcome will be decided by a vote of the
AMA Queensland CDT Executive.
2.2.3 Portfolio Leads
The number and functions of the Portfolio Leads will be set each year according to the strategic
plans and anticipated workload of AMA Queensland CDT for that year. This ensures consistency
of representation and efficient use of time. Appendix C contains further role description.
The five traditional ‘portfolios’ for consideration are,
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Communication and Membership;
Industrial Relations;
International Medical Graduates and Students;
Rural and Remote; and
Training and Education.
The process of selection of the Portfolio Leads is overseen by the AMA Queensland CDT
Executive and Secretariat and will follow the following process:
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Following the first Executive meeting of the Calendar year, the roles and number of
Portfolios for that calendar year shall be determined and declared open.
The positions will be opened for nomination by AMA Queensland financial members
who meet the eligibility criteria (outlined in Appendix B).
These individuals will have defined time from the date the positions are declared vacant
to nominate.
The nomination process will be advertised with required selection criteria.
If only one nomination is received for any position, that position will be filled
unopposed.
If more than one person nominates for a position, the Executive and AMA Queensland
Secretariat will consider applications and select an appropriate candidate.
If insufficient nominations to fill each position are received, nominations for the unfilled
positions will be opened to general DIT membership, and appointment will be made by
the CDT Executive.
Please see Appendix D for the Portfolio Lead Appointment process guidelines and
schedule for the current year.
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Should a Portfolio Lead wish to step down from his/her duties, an interim replacement will be
selected by the following process:
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The position will be opened for nomination first to general CDT members who has met
the minimum requirements for attendance/report-backs in the past calendar year.
If only one nomination is received for the vacant position, that position will be filled
unopposed.
If more than one nomination is received, the outcome will be decided by a vote of the
AMA Queensland CDT Executive.
2.2.4 Hospital Representatives
Hospital Representatives make up the general membership of CDT. Apart from being a channel
of communication to and from AMA Queensland CDT for registrars and residents at their
hospitals, hospital representatives are expected to promote AMA Queensland and AMA
Queensland CDT events and initiatives at their local hospitals and assist the AMA Queensland
membership team in promoting the value of AMA Queensland membership. They are also
expected to maintain links to the local JHO/RMO societies and medical education units.
Generally two (2) representatives are sought from each Queensland Hospital that participates
in intern training (i.e. Primary Allocation Centre for interns in Queensland). The Executive
Committee reserves the right to appoint more than 2 representatives at its own discretion.
Up to on one (1) representative from other Qld Hospitals may be sought, at the discretion of
the Executive, where it can be demonstrated that there are a reasonable number of DITs that
are not represented on the CDT via other avenues/formal representatives.
For a list of Hospital Representative positions available for application in any given year, please
see Appendix D.
The process of appointment of the Hospital Representatives onto the AMA Queensland CDT is
overseen by the AMA Queensland CDT Secretariat and Executive and will follow the following
process:
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Positions will be declared vacant declared vacant before the first AMA Queensland CDT
meeting each calendar year.
The positions will be opened for nomination by AMA Queensland financial members
who meet the eligibility criteria (outlined in Appendix B).
Incumbent Hospital Representatives are required to have minimum requirements for
attendance and reporting in the previous year to be eligible to re-apply.
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These individuals will have a defined time period from the date the positions are
declared vacant to nominate.
If only two nominations are received for the positions (2), both positions will be filled
unopposed.
At least one representative, where interest exists, should be PGY-2+ DIT member.
If more than two individuals nominates for the positions (2), the sitting AMA
Queensland CDT Executive will review nominees and appoint both positions based on
merit.
Please see Appendix D for the Hospital Representative Appointment guidelines and
schedule for the current year.
2.2.5 AMA Queensland CDT Executive
The AMA Queensland CDT Executive consists of the Chair, all Deputy Chairs, the Immediate Past
Chair, current AMA Queensland Council members who are current Doctors in Training or
Medical Students and invited Portfolio and/or Working Party Leads. The Executive, assisted by
the Secretariat, is the primary vehicle for policy development and activity within the CDT.
The Executive shall meet on the alternate months between CDT meetings.
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The purpose of these meetings would be to keep the leadership updated across all the
CDT portfolios as well as updated on any events.
The main purpose of this group will be to conduct the ‘business’ needed by CDT to
operate effectively and in a streamlined fashion.
The Executive’s role will not include:
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Passing resolutions or policy on behalf of the CDT.
Making significant decisions or statements that could reasonably be held over till the
next CDT meeting.
The Executive’s role may include:
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Making recommendations to the chair on ongoing issues, or applying/interpreting
currently existing policy and position statements to the chair.
Advising the chair on appropriate positions/decision that need to be made prior to the
next full CDT meetings.
Receiving report backs and advising working parties in between CDT meetings.
Instigating new Working Parties and appointing Working Party Leads.
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Making any selections/appointments to the Executive or Hospital Representative
positions.
Appointing additional Hospital Representatives where there is deemed to be a need.
Appointing members to fill casual vacancies to the Chair, Deputy Chair and Portfolio
Lead positions.
Considering confidential matters relevant to DITs, where it would be inappropriate to be
brought before a full CDT.
The Executive shall make decisions via consensus, however may move to voting on
pertinent/decisive issues. In case of ties, the Chair shall cast the deciding vote.
2.2.6 AMA Queensland Branch Council/ President’s nominee representative
Each year the AMA Queensland President may nominate a number of Branch Councillors to sit
on various committees of AMA Queensland. This includes allocating councillors to attend AMA
Queensland CDT meetings.
It is strongly encouraged that the AMA Queensland Medical Student Craft Group
Representative and the Medical Student Observer on Branch Council self-nominate to be part
of AMA Queensland CDT. This allows good links to the medical student cohorts and their issues.
AMA Queensland Branch Council representatives are considered voting members of AMA
Queensland CDT until the end of their terms on the AMA Queensland Branch Council.
2.2.7 Medical student representatives
AMA Queensland CDT invites representatives from each Qld medical student society to
nominate a representative from its membership to attend AMA Queensland CDT meetings as
an observer. Requests for further observers will be considered on a case-by-case basis by the
Chair.
2.2.8
Other Representatives and members
Other representatives to AMA Queensland CDT will include:
• Nominated College representatives;
• Nominated PMCQ/JMO Forum Representative(s); and
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Other interested parties (observers) who are registrars or residents with approval from
the Chair/Secretariat. Unless, specifically invited by the Chair, observers need to be full
financial members of AMA Queensland to attend CDT meetings.
2.3
Meetings of AMA Queensland CDT (to be read in conjunction with Appendix C)
Executive AMA Queensland CDT meetings are held Second-monthly. Before each of these
meetings, hospital representatives are contacted by the Secretariat to provide an update on
any issues specific to their hospital. These meetings can be convened electronically/via
teleconference.
General AMA Queensland CDT meetings for all AMA Queensland CDT members are held
Second-monthly to follow the progress of issues discussed by the Executive, and report on
achievements for the craft group. All AMA Queensland DIT members and Medical Student
members are welcome to attend the CDT General Meeting. This is an opportunity for all
residents and registrars to have their say on current issues.
General AMA Queensland CDT meetings are open forums for broader sharing of ideas. They
provide an opportunity for input from a wider group of residents and registrars. This open
forum model does not operate in the same business sense as Executive meetings.
2.4
Decision-making process
The general AMA Queensland CDT meetings are not forums for voting in the formal sense. They
provide the opportunity to gather ideas, report on issues and actions, and identify future issues
for members of the Executive.
If the need arises for formal decisions to be made and adopted at AMA Queensland CDT
meetings, this will be done by general assent of members present. Any ‘votes’ as such would be
for ‘in principle’ support for actions to be further developed at Executive or resolutions to be
taken to Branch Council.
Some AMA Queensland CDT decisions and directives will need to be ratified by the AMA
Queensland Board of Directors and/or Branch Council before coming into effect or being
actioned, especially pertinent decisions/positions affecting a large part of the membership.
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Whilst, CDT has traditionally operated via consensus of members, at times it has been, and will
be in the future, necessary to conduct formal votes on matters before the CDT. On decisive
issues, a formal vote can be taken by a show of hands. In a formal vote, voting members are
defined below.
It is proposed that the following individuals hold votes if a formal vote is called:
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All members of the Executive, except the Chair and immediate past chair, shall hold one
(1) vote each.
As the immediate past chair is part of the Executive in an advisory role, they will not
hold any votes.
Medical student observer from AMA Queensland Council shall hold one (1) vote.
The Chair shall not hold an ordinary vote, however shall hold the deciding vote in case of
a tie.
The following groups shall also hold votes if a formal vote is called:
o Each Group A Hospital shall hold one vote (1).
o Individual representatives of a Hospital are not afforded an individual vote.
o It is up to the various hospital representatives to decide amongst themselves
how they will cast their hospitals vote.
o Group B Hospitals may be afforded one (1) vote at the discretion of the
Executive.
All other observers, whilst are allowed to be involved in debate and discussion, do not
hold voting rights on the CDT.
Only those with voting rights can put, move and/or second motions.
2.5
Policies and positions
AMA Queensland CDT may produce policy documents and position papers on issues affecting
the residents and registrars in Queensland. Advice will be sought on a case-by-case basis as to
whether the documents will need to be formally ratified by the AMA Queensland Board of
Directors and/or Branch Council before being published/circulated.
2.6
Working parties
The Chair and Executive may instigate working parties composed of AMA Queensland CDT
members and other interested stakeholders to explore and investigate specific issues further.
The general directive of these temporal groups will be to liaise with the Chair regularly during
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the period of their existence and provide a written report at the appointed AMA Queensland
CDT general meeting.
These working parties will provide recommendations to AMA Queensland CDT on specific
issues and may be directed further at AMA Queensland CDT executive or general meetings.
Secretariat support will be provided where appropriate.
3.0
Events, communication and publications
Clear and effective communication is essential to maintain a robust Doctor in Training
membership segment. Electronic communication is an effective means of communication and
will be used extensively to keep peers informed about issues that affect them. However, an
increased physical presence within hospitals will also occur as outlined in the AMA Queensland
CDT Strategic goals.
3.1 AMA Queensland CDT publications
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‘The Rounds’ (formerly Residents and Registrars Bulletin) – bi-monthly electronic
distribution.
Doctor Q CDT pages – published quarterly.
CDT members will have a requirement to make submissions to either/both of
these publications during their terms as clarified in Appendix C.
3.2 Social media
AMA Queensland CDT utilises social media avenues such as ‘Facebook’ and ‘Twitter’ to
maintain its presence amongst the younger generation of doctors. These avenues are used to
communicate up-to-date messages, AMA Queensland/AMA Queensland CDT announcements
and breaking news to the wider Doctors in Training community within Queensland. The
everyday management, terms of use, rules and regulations for the operations and management
of these avenues are undertaken by the AMA Queensland secretariat.
3.3 Events
AMA Queensland CDT runs a number of social and academic events every year in its own right
as well as helping with joint AMA Queensland events. These events are subject to change on a
yearly basis, however an effort is to be made to incorporate consistence and sustainability into
the events programme.
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In general, the AMA Queensland CDT will strive to minimise attendance costs for members, but
may, at its discretion, incorporate a supplementary fee into any ticketing prices for nonmembers. Where possible and appropriate, members will be given preferential access to events
over non-members.
4.0 Appendices
Document name Title, description and suggested review and renewal period.
Appendix A
Structure of the CDT Executive and General Members
● Outlines the hierarchy of the AMA Queensland CDT, and the breakdown
of membership to the Executive in a particular year.
● Outline of general member positions as well as observer roles.
● This document serves an illustrative purpose only. Review and
renewal as required by the Executive.
Appendix B
Information for DIT Members seeking named positions in AMA
Queensland CDT
● Contains general and specific requirements and eligibility criteria
for CDT positions.
● Outlines the minimum requirements to be eligible for a formal
letter of participation/confirmation from the AMA Queensland CDT
on roles that a member has held.
● It is recommended that this document be reviewed at least every
two years.
● This appendix needs to be ratified each year by the AMA
Queensland CDT.
Appendix C
Executive and Hospital Representatives role descriptions
● Outlines responsibilities of the Executive and all individual
positions.
● Contains specific information for each portfolio available for
appointment in that calendar year.
● It is recommended that this document be reviewed at least every 2
years.
● This appendix needs to be ratified each year by the AMA
Queensland CDT.
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Appendix D
AMA
Queensland CDT
events schedule
CDT Deputy Chair Election and Portfolio Lead and Hospital
Representative Appointment Guidelines and Schedule.
● List of available CDT Hospital Representative roles in 2014.
● Procedures for making amendments to the list of Hospitals in
Queensland which receive official representation on the AMA
Queensland CDT.
● It is recommended that this document be reviewed annually for
scheduling and process modifications as well as adjustments to the
Hospital Representative roles.
● This appendix needs to be ratified each year by the AMA
Queensland CDT.
● Outlines the schedule for AMA Queensland CDT and affiliate
events for the calendar year.
5.0 Review and renewal
The AMA Queensland CDT Terms of Reference (ToR) and associated Appendices be reviewed at
least every 2 years, however no limitation is imposed on the CDT of the day in undertaking a
major review and re-draft at any stage it is felt appropriate. The Appendices should be ratified
(by simple majority) and adopted at the first CDT General meeting of each calendar year so that
minor changes and revisions can be implemented in that year. Any changes to the Terms of
Reference need to be passed at a General AMA Queensland CDT meeting with a majority of at
least 60 per cent of eligible members present voting in favour of the new ToR.
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