LIST OF ABBREVIATIONS
You can use this page to explain abbreviations that you will be using in your candidature
Maximum 1 page
IFMSA: International Federation of Medical Students’ Associations
EB: Executive Board
TO: Team of Officials
TOM: Team of Officials Meeting
NGA: National General Assembly
NMO: National Member Organization
VPA: Vice-President for Activities
VPF: Vice-President for Finances
VPCB: Vice-President for Capacity Building
VPPRC: Vice-President for Public Relations & Communication
IT: International Team
LSR: IFMSA Liaison Officer on Medical Sciences and Research Issues
SCORE-GA: General Assistant
SCORE-DAs: Development Assistants
SCORE-RA: Regional Assistant
SCORE CBDA: Capacity Building Development Assistant
SCORE EAA: External Affairs Assistant
SCORE ADA: Activities Development Assistant
SCORE PRCA: Public Relations and Communication Assistant
SCORE-SB: Supervising Board
NORE: National Officer on Research Exchange
NEO: National Exchange Officer
LORE: Local Officer on Research Exchange
AQ: Academic Quality
AWP: Annual Working Plan
GA (event): General Assembly
MM: March Meeting
AM: August Meeting
RM: Regional Meeting
OLM: Online Meeting
SWG: Small Working Group
CA: Card of Acceptance
CB: Capacity Building
RCPs: Regulations Change Proposals
PRC: Public Relations & Communication
PDT: Pre-Departure Training
UAT: Upon Arrival Training
GAP: Global Action Project
SRT: Sub-Regional Training
PRET: Professional and Research Exchange Training
TNET: Training New Exchange Trainers
TNRT: Training New Research Trainers
READY: Research Education: Advancement and Development for Youth
BRCF: Basic Research Competencies Framework
MOTIVATION
What motivates you to apply for the position?
Maximum 1000 words
Dear IFMSA Family,
I, Ahmed Rjoub, am a 6th-year student from Palestine. In this letter, I am formally expressing my desire to become an even bigger part of SCORE I wish to become this Standing Committee’s Director and bring it to a whole new era of progress and achievement. This letter here is not to endlessly list every single thing that I have taken part in, but rather to show you my journey, and hopefully allow you to see the person that I am.
About four years ago, while I was but a young second year, busily cramming for my physiology finals, news of my NMO, PMSA-Palestine, becoming a recognized full member of the IFMSA was spread and my seniors were making a very big deal out of it. Although I still had absolutely no idea what any of that meant, it piqued my interest, and I began researching the IFMSA and its many activities. Right then and there, I decided to enroll as a member of my LC, hoping to grow both professionally and personally And I zeroed in on SCORE as the standing committee that I had the most affinity for And thus the journey began
Sometime after that, I was approached by a friend of mine who was also my senior, and he informed me that applications for national officer assistants were being accepted, and I felt that it was a decent starting point and applied Fortunately, I was accepted, and I became a NORE Development Assistant At first, it was difficult There was a steep learning curve, studying all the manuals, and regulations, and familiarizing myself with the structure and functioning of IFMSA I helped my NORE in the activation process of PMSA in SCORE, as well as drafting the Internal Operating Guidelines and our first Strategic Plan. From there I continued going up the ladder From NORE Assistant, to LORE, NORE, and finally the SCORE General Assistant. I am now prepared to climb the final step on that ladder.
While on that journey, I have the opportunity to achieve many things, all of which I am proud and grateful of having accomplished I participated in sessions worldwide, as well as gave them as part of the international team. I worked with my team on building a strong Research Exchange program in my NMO, and established the strategy for its improvement I have constantly strived in order to propel the quality of SCORE projects in my NMO. I established the plan for improving the Academic Quality of PMSA-Palestine Exchanges, and created the national social program for PMSA-Palestine’s first class of incoming exchange students
I had the opportunity to participate in my first in-person workshop, PRET, in the Pre-EMR18, Tunisia This workshop gave me a lot of what I needed to fulfill my tasks as a NORE, expanded my knowledge, and exchanged experiences with the trainers and participants Moreover, I attended my first Regional Meeting as an Exchanges Sessions Team member in the EMR18, Tunisia, which enriched me with a significant experience, widened my horizons, and expanded my vision to start working on the improvement of the Exchanges in my beloved region, or maybe worldwide, why not? I had the chance to live the experience of an exchange student in Tunisia, in July 2022, which was life-changing, and a learning experience, on a personal and professional level, and I saw with my bare eyes what impact the IFMSA Exchange Programs have After that, I applied for the SCORE Sessions Team in
the AM22, as I admire facilitating sessions, and I want to achieve my goal, by helping the NOREs and SCOREans worldwide to improve their Exchange Programs and achieve the mission of this Standing Committee
I graduated from TNET in the Pre-AM22, Istanbul, Turkey, which was an experience in which I need more than 26 letters in the alphabet to describe. Although I became the Exchange Trainer that I wanted to be and qualified me to train and capacitate the exchange officers worldwide, TNET taught me that we never stop learning, in our lives, and in Exchanges particularly In September 2022, I was given the trust to serve this Federation as the SCORE General Assistant for this term. It is a heavy responsibility, but a valuable experience. I did my best to support the SCORE Director, my team, and NOREs worldwide Being a SCORE GA has provided me with plentiful experience regarding the internal matters of SCORE, as well as the skills that are required to lead and handle an international team I learned how to see the full picture, understand the needs of the NOREs, and address them in our plans
This journey of mine, both the good and bad parts, has shaped me into who I am today: a person that is capable of leading SCORE forward I gained a lot from IFMSA and its Dark Blue Committee, and it is now the time to give more to our federation, I see it as an opportunity to contribute more and plant the seeds for the future of an impactful Standing Committee I have given a lot, and will continue to do so, for SCORE is my passion Finally, I loop back to the beginning, and announce my candidature for the position of IFMSA Director of the Standing Committee on Research Exchange for the term 2023/2024 If you decide to give me your trust, I will do my best to make SCORE the committee that inspires and empowers medical students worldwide
To Research Exchange, Research Education and Beyond.
Dark Blue hugs, Ahmed
Abdel Rahman RjoubPLAN OF ACTION
What is your plan of action for the position?
Maximum 3000 words
1. Academic Quality:
It is any activity or process that turns an exchange into an educational or academic opportunity.
1.1. Ensuring high standards for the AQ:
● By December 2023, organizing an Online Academic Quality Course, to be focused on the methods of implementing and improving the 9 steps of the AQ of the NMOs’ Exchange Programs
● Between October and December 2023, organizing Academic Quality Awareness Campaigns in collaboration with SCOPE with proper evaluation and follow-up on the outcomes of those campaigns
● By November 2023, assist the NMOs in developing their own Outgoing Selection Criteria, and ensure that each NMO has a plan to evaluate and improve its own criteria through 1:1 OLMs with the NOREs and RAs
● During the SCORE sessions in the GAs and RMs, ensure the inclusion of "How to organize impactful PDTs & UATs” and focus on the inclusion of Educational Activities that tackle the research methodologies, basic lab work, and ethics in research
● Throughout the term, promote the use of SCORE Logbooks, ensuring that at least 80% of the exchange students use the SCORE Logbooks during the Exchange Season 2024/2025.
● By May 2024, promote the use of the Exchanges Scientific Outcomes among the NOREs, ensuring that NOREs encourage their outgoings and incoming students to use the Scientific Outcomes Templates.
1.2. Improving the AQ of the Research Exchange Program:
● By March 2024, launch an easy-to-fill survey to gather data about the common practice of the actions and activities made to improve the AQ of the IFMSA Research Exchange Program and possible obstacles toward fulfilling or improving these practices The results of this survey will be analyzed and transformed into action points in the SCORE IT AWP, new Manuals on Improving Academic Quality, and new Educational Activities to be shared with the NOREs In addition to creating abstracts for SCORE-related External Meetings along with the LSR and SCORE IT
● Between March and May 2024, working with the SCOPE-Director, LSR, and in collaboration with the UNESCO Chair in Bioethics to update the IFMSA Ethics in Pre-Departure Training Manual and Toolkit, making it more inclusive in terms of research ethics.
● Work on creating new Educational Activities/Toolkits on Open Science and Responsible Research and Innovation (RRI), promoting its use among the Exchange Officers, through RAs meetings with the NOREs and sharing them on the servers
● By December 2023, update the Basic Principles in Medical Research and Research Methods & Study Designs Educational Activities along with the SCORE ADA, making them more inclusive, and containing more details about Research Methodologies
● By June 2023, create an effective SCORE Logbooks analysis tool to be used by the NOREs and their LOREs to analyze the logbooks and assess the quality of their outgoing and incoming exchange students.
● By June 2023, create an effective analysis tool for the Exchanges Evaluation Forms (EFs), and train the NOREs on how to properly analyze the EFs and utilize the outcome of the analysis to improve the impact of the Exchanges on their students for future terms
● Ensuring that the PRETs and TNETs contain advanced AQ-related sessions, to ensure that the workshops' participants are equipped with all the required knowledge and skills to improve the AQ of IFMSA Exchanges
2. Capacity Building:
CB is the key to empowering our members and improving our Research Exchange Program My plan will be focused on Research Education and Advocacy, Perfect Exchanges, and turning SCORE Sessions into an opportunity to capacitate SCOREans worldwide The following points will be worked on with the help of the SCORE CBDA.
2.1. Research-related Workshops:
● Coordinating SWG on creating TNRT and READY Manuals, to be finalized by June 2024
● Organizing at least one READY Workshop in Pre-GAs, Pre-RMs, or any SRT.
● Promote the TNRT Workshop, supporting the SCORE RAs in proposing TNRTs to their Pre-RMs, as well as the Pre-GAs, in order to increase the number and improve the quality of the current IFMSA Research Trainers by August 2024.
● By March 2024, enrich the Research Trainers Resources Center by collecting all the materials and resources from the previous TNRTs and Research Camps, revising their content, and including additional resources based on SCORE Research Resources Database
● By September 2024, create a Manual on Research Camps, to be used as a reference along with SCORE Regulations for future Research Camps organized by IFMSA or its NMOs
● Organizing one Research Camp between the March and August Meetings
● Establishing constant and effective communication with the current and possible new Research Trainers to ensure their engagement in our Workshops improvement and SWGs throughout the term
2.2. Exchange-related Workshops:
● By August 2024, organize Themed and Advanced Exchange-related CB events and Online Workshops based on the needs of the NOREs worldwide and on a regional level
● By July 2024, update the PRET Manual through a SWG with the SCOPE IT, ensuring its inclusiveness and clarity, and promoting its usage among the NOREs/NEOs and Exchange Trainers
● Promote the usage of the updated TNET Manual among Exchange Trainers, and support the SCORE RAs in proposing TNETs to their Pre-RMs, by August 2024
● Establishing constant and effective communication with the current and possible new Exchange Trainers to ensure their engagement in our Workshops improvement and SWGs throughout the term
2.3. SCORE Sessions in GAs and RMs:
● Ensuring high-quality SCORE Sessions in the RMs and GAs based on the NOREs needs, and SCORE Strategic Plan 2022-2025 to achieve the best outcomes of these sessions With careful selection of SCORE Sessions Teams, and ensuring their qualification, commitment, and adherence to the timelines and deadlines
● Organize a well-structured Competency Module based on a Baseline Assessment for the SCORE Sessions Team, to empower them to prepare and facilitate impactful SCORE
sessions
2.4. Online courses and workshops:
● Updating and enriching the SCORE 101 Pilot Course on the IFMSA Moodle platform, along with the VPCB, and promoting it with the help of the SCORE RAs.
● Working with the VPCB and SCORE CBDA on adding the Online AQ Course to the IFMSA Moodle platform, and promoting it through the AQ Awareness Campaign, sessions in the GAs/RMs, and through the RAs meetings with their NOREs
3. SCORE IT Structure and Internal Work:
To achieve the best outcome of this plan and the Strategic Plan 2022-2025, and improve SCORE worldwide, a functional TEAM of well-equipped, qualified, oriented, and highly motivated members is needed If I am elected, I will take the honor of building, supporting, and leading such a TEAM.
3.1. SCORE IT Structure and empowerment:
● The SCORE IT 23/24 will have the same structure as the SCORE IT 22/23, with 5 Regional Assistants, 5 Core IT members (GA, CBDA, ADA, EAA, and PRCA), and 4 SCORE SB members
● The tasks of the SCORE IT will be reasonably redefined and distributed to create balanced work, and equity, and prevent burnouts
● Ensuring a smooth handover process for all the SCORE IT members, and ensuring that the SCORE IT will provide a full handover for the next SCORE IT(s).
● A SCORE IT Competency Module based on a Baseline Assessment for the needs of the selected IT members in collaboration with the VPCB and the previous SCORE IT will be organized at the beginning of the term, to ensure that the new SCORE IT is equipped with all the knowledge and skills required to perform their tasks
● The SCORE IT members will have equal participation in the decision-making process, regularly being involved to contribute ideas, inputs, opinions, and consultations, throughout the term
3.2. SCORE IT Internal Work Regulation and Mental Health:
● By November 2023, the SCORE IT 23/24 AWP will be built on the SCORE Strategic Plan 2022-2025, SCORE IT 22/23 AWP, results of previous NORE Report Analysis and Baseline Assessment Analysis, SCORE IT Ideas and Initiatives, and recommendations from the previous SCORE ITs
● A SCORE IT 23/24 Work-frame will be created at the beginning of the term, with the help of SCORE GA, SCORE EAA, and the LSR This work frame will include a detailed working timeline of the most important tasks to be done for the term 23/24
● The internal work of the SCORE IT will be aligned with the external work of SCORE with the help of the LSR and SCORE EAA
● Creating the SCORE IT Buddy System, the SCORE IT will support each other to perform the tasks, distribute the work overload, and emotionally support each other to prevent burnout
● Regular Monthly Meetings with the SCORE IT, to ensure a smooth workflow, and closely support the team.
● Organizing multiple informal meetings with the Team, to help create sustainable communication with the team, a safe space for reflecting on the work, and maintaining good team dynamics.
● Take a set of preventive measures to avoid mental breakdown and burnout, by encouraging work-life balance, setting realistic deadlines, supportive communication environment, etc
● Create a Mental Health Watch for the SCORE IT, to be checked regularly for any indicators of burnout or any other factors affecting the mental health of the SCORE IT, and take actions accordingly
4. IFMSA Exchanges Database, Resources, and Documents:
● Evaluate the Manuals on the new Database, and promote their use among NOREs, LOREs, and Exchange students.
● Work closely with the SCOPE Director, VPPRC on maintaining a functional Database, continuously seeking improvements in the Database, and fixing all the commonly reported Database bugs.
● Encourage the NOREs to report their encountered Database dysfunctionalities using the updated version of the SCORE Database Problem Report Form in collaboration with the SCORE GA and RAs.
● By February 2024, develop a troubleshooting plan consisting of pre-made temporary alternative solutions for the anticipated commonly reported Database Problems along with the SCOPE Director, VPPRC, and the ITs.
● Organize several Database Trainings for NOREs, NMO-Specific Database Training for the LOREs, and create a Database Training Request Form for the NOREs, along with the SCORE GA and RAs.
4.2. Resources and Documents:
● Continuously revising and updating the content of the NORE Folder and LORE Folder, ensuring that they contain all the resources required by the national and local officers throughout the term, and updating the NORE/LORE Folders Map along with SCORE GA
● Ensuring that all of the NOREs and LOREs worldwide are aware of and using the available resources in the NORE/LORE Folders, through regular meetings with the NOREs on a regional level and sessions about the Folders and resources in the GAs and RMs
● Promote the utilization of the SCORE Research Resources Database among the NOREs and their members, through campaigns and sessions about the Research Resources Database in the GAs and RMs
● Updating the content of and rebranding the Manuals available in the NORE/LORE Folder by July 2024
● By March 2024, update and enrich the SCORE Resources Center with ready-made presentations and Educational Activities so the NOREs can use them in their Local/National CB events
5. Communication, Collaboration, and Sustainability:
5.1. Communication:
● Ensuring the approachability and accessibility of the SCORE IT to the NOREs. The SCORE RAs will be encouraged to organize regular meetings with the NOREs, establish sustainable and effective communication with the NOREs, explore the difficulties encountered by them, and propose solutions and recommendations for improvements and collaborations
● Ensure constant presence, active participation, and communication with the IFMSA TO and the SCORE IT.
● Maintain and manage the IFMSA-NORE Server, IFMSA-SCORE Server, and NOREs WhatsApp group, ensuring that all the opportunities, important announcements, and SCORE IT updates are shared on these platforms.
5.2.
Collaboration:
● With SCOPE, working on:
Coordinate the work on common focus areas (Database, AQ, External Affairs, Voting Rights Timelines, RCPs, etc)
- Updating the common flyers, manuals, and Educational Activities (Exchanges Profile Book, Global Health Within Exchanges Guidebook, Ethics in Exchanges, etc)
- Joint SWGs and Joint Sessions in GAs and RMs upon discussion with the SCOPE Director
- Continuous improvement of PRET and TNET Workshops, in terms of content, quality of the trainers, outcomes, and follow-up plans
● With SCOPH, working on:
- Global Action Project (GAP) Exchanges promotion through campaigns and sessions in the GAs and RMs, to support NMOs in increasing the quantity and quality of GAP projects.
- Joint SWGs (eg Research in Public Health, GAP Exchanges PDT Manual)
- Joint Sessions in GAs and RMs
● With SCOME, SCORA, and SCORP, working on:
- Joint SWGs (Research inclusion in Medical curricula, Gender Equity and Inclusiveness in Exchanges, and Research on Refugees’ Health)
- Joint Sessions in GAs and RMs.
● With the LSR: explained later in the External Affairs section below
● With IFMSA EB and TO:
- Fulfilling all the tasks assigned by the EB, and constantly representing SCORE in TOMs
- With the VPF, counting the contract fees before the AM24, and developing a Guide on Finances in Exchanges for NOREs/NEOs.
- With the VPPRC, maintaining and improving the Database
- Actively working on the inclusion of SCORE efforts in the adopted Global Priorities for the next term.
5.3. Sustainability:
● Creation of an operational plan for SCORE Strategy to address the pursued goals for the next term
● Work with the SCORE IT on creating a new LORE Handover Manual, updating and enriching the current NORE Handover Manual, and promoting their usage among the LOREs and NOREs by May 2024
● Work with the VPF, SCOPE Director, and SCORE GA on developing a Guide on Finances in Exchanges by July 2024, and promote its use among the NOREs with the aid of the RAs, and through a session in the AM 24
● In collaboration with SCORE RAs, provide full support for the NOREs in creating and evaluating their AWPs and Strategic Plans throughout the term
● Seek possible solutions for the Late CAs along with SCORE RAs, and develop a long-term action plan aiming to greatly decrease the amount of Late CAs (e.g. Notifications on the Server and WhatsApp group 2 weeks before the deadline to send the CAs for each month of the season)
6. External Affairs and SCORE Visibility:
6.1. External Affairs in SCORE internationally
● Providing support and assistance for the LSR in obtaining new Endorsements from externals
● Promoting the use of SCORE-related Endorsement Letters among the NOREs by sharing them on the NORE Server quarterly, and including them in the agenda of the RAs meeting with the NOREs
● Work closely with the LSR and SCORE EAA on obtaining the endorsement of SCORE-related Educational Activities by externals
● Supporting the LSR in creating and submitting abstracts to current and potential new externals to endorse the SCORE Initiatives and Workshops (e.g. GAP Exchanges, BRCF, READY, Research Camps, and TNRT)
● Promote the use of SCORE-related Policy Documents among NMOs, along with the LSR and SCORE EAA during SCORE Sessions in the GAs, RMs, and Workshops.
● Working on the annual Open Access Week Campaign along with the LSR, SCORE IT, and in collaboration with externals
6.2. External Affairs in SCORE nationally:
● Promote the use of the External Affairs and Advocacy Folder among the NOREs
● Providing the NOREs with Support Letters to obtain academic recognition of the Research Exchange Program from the Deanship of their Medical Faculties along with the IFMSA VPA
● Promote the use of the updated “The step-by-step guide to obtain Academic Recognition of Exchanges” Manual among the NOREs
● Promote the use of the updated version of the Manual on Visa Issues among the NOREs, and assess its usefulness in the upcoming NORE Reports
● Develop an Action Plan to address the NOREs’ knowledge gaps about External Affairs in SCORE, and the barriers to their participation and work on External Affairs in SCORE, based on the Analysis of the previous NORE Reports and Baseline Assessments by March 2023
6.3. SCORE Visibility:
● Enhancing the image of SCORE through high-quality SCORE publications and reports with the help of the SCORE PRCA and PRC IT.
● By November 2023, update the SCORE page on the IFMSA Official website, adding the updated information and references, with the help of SCORE PRCA and PRC IT
● In collaboration with SCOPE, work on developing the Exchanges Week outreach and visibility, through engaging NOREs/NEOs and former exchange students in the campaign, creating eye-catching infographics, social media stories, and profile photo frames. As well as tracking and analyzing the results and outreach of the campaign using social media analytics tools, and including them in the recommendations for future ITs
7. NOREs and NMOs Empowerment:
● In collaboration with the SCORE CBDA, continue the NOREs Training Camps initiative on a Regional level, based on the NOREs’ needs, focusing on the basic tasks for the NOREs, preparations for the GAs, Exchange management, and program improvement
● In collaboration with SCORE CBDA and RAs, providing full support for the NOREs to organize CB events for their LOREs, CPs, and Exchange Teams throughout the term
● The NORE Handover process will be supported by the SCORE RAs, to ensure that all the NORE elects are fully equipped with the required skills and resources
● Empowering and supporting the SCORE RAs to assist NOREs in activating their NMOs in SCORE, through meetings, and CB sessions on the basic requirements to establish and develop SCORE in new NMOs
● Ensuring that each new SCORE Active NMO develops a Strategic Plan to maintain and further develop SCORE in their NMO, and supervise their budget with the help of the SCORE RAs
● Assigning a Core IT member with a job description to help the NOREs in managing their finances and budgeting, and update the current template of the exchanges budget plan
● Evaluating the previous NORE Reports, and creating new NORE Reports that are updated, focused, shorter, easy to be filled, and designed to assess the situation of SCORE within the NMOs, and assessing the focus areas that need to be improved for each NMO.
● Continuously supporting the NOREs to obtain their Voting Rights for the SCORE Working Committee (plenary) in the IFMSA GAs with the assistance of SCORE RAs
● NOREs will be encouraged to participate in improving SCORE at the International Level, by providing them the space to provide input on the SCORE IT work and provide constant feedback to the SCORE IT members.
● Promote enrolling SCORE-related activities among the NOREs and NMOs through a SCORE Activities Week Campaign in collaboration with the SCORE ADA
● The NOREs’ Mental Health, requirements, and preparedness for the exchange season will be constantly assessed by the SCORE RAs through their meetings with the NOREs
● Conducting several OLMs, SCORE IT Cafe, sharing-is-caring sessions, and OSDs with the NOREs using formal and non-formal platforms, to help the NOREs get more engaged with the SCORE IT, and bridge the gap between SCORE on the National and International level.
