Official AMSEP Hosting and Delegating Guidebook AMSA-Indonesia 2021/2022

OFFICIAL GUIDEBOOK 2021/2022

AMSEP A Guide to Hosting and Delegating

A GUIDE TO

HOSTING AND DELEGATING

TABLE OF CONTENTS 1

BACKGROUND

1.1

AMSEP BACKGROUND

1.2

EAMSEP BACKGROUND

1.3

FAMSEP BACKGROUND

2

AMSEP SYSTEM

3

HOSTING

4

DELEGATING

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A R R I VA L

Frequently Used Terms AMSA Chapter a country that is participating in AMSEP this year.

Twinning Chapter the chapter that AMSEP Indonesia is working with.

Hosting/Inbound the incoming of delegates from the twinning chapter to Indonesia.

Delegating/Outbound the chapter that AMSEP Indonesia is working with.

Types of Payment Type 1: Delegates directly pay the twinning chapter’s host to cover fees of their inbound.

Type 2: Delegates pay their own chapter’s host to cover fees of their inbound.

FOREW Rhagoza Firman Nawwafdana Director of AMSEP AMSA-Indonesia 2021/2022

Greetings, People of Tomorrow!

To actualize AMSA-Indonesia 2021/2022’s vision to make every member reach their utmost potential that align with the three philosophies of AMSA (Knowledge, Action, and Friendship), the Asian Medical Students’ Exchange Programme (AMSEP) has proved to be one of the best of its implementations. As one of AMSA International’s programmes, AMSEP is a place for members to connect with various chapters with diverse cultural differences, educations, and others through boundless of academic and socio-cultural activities.

Moreover, through AMSEP, it allows members to collaborate with other chapters to have community service activities to manifest the action philosophy of AMSA in order to be

AMSA-Indonesia has always been one of the most active chapters in AMSEP. We have conducted numerous of exchanges with other chapters including Japan, Singapore, Australia, Malaysia, United Kingdom, Philippines, Thailand, Taiwan, India, China, and more to come. In the previous tenure, we also collaborated beyond AMSA and conducted exchanges with several European Medical Students’ Association (EMSA) chapters including Romania, Turkey, Rotterdam, and Ukraine. And in this year, we are going to have more collaborations not only with EMSA, but also with Federation of African Medical Students’ Association (FAMSA) chapters. Currently, 36 universities in AMSA-Indonesia have actively participated in AMSEP and with this AMSEP Hosting and Delegating Guidebook, we hope that AMSEP Indonesia will always maintain the remarkable reputation, escalate the number of participants, and most importantly, to amplify the spirit of AMSEP amongst members throughout Indonesia.

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WORD Due to the global pandemic of COVID-19 that still affects all sorts of activity, unfortunately, all physical exchanges need to be suspended for an indefinite period of time. However, this transition opens a door full of experiences that has led us to more innovations and creativity in today’s digitalization as Virtual AMSEP. This new way of conducting and experiencing the essence of AMSEP provides us to create an everlasting memory from the safety and comfort of our home.

Although, preparing an AMSEP would not always be so easy. This AMSEP Hosting and Delegating Guidebook is meant to guide AMSA-universities in preparing a physical/virtual AMSEP for both hosting and delegating. So don’t hesitate to ask for necessary assistance and guidance to create a mesmerizing experience that we shall cherish forever in our hearts.

All things considered, let’s amplify our courage and advance our capabilities through AMSEP!

”The only person you are destined to become is the person you decide to be.”

- Ralph Waldo Emerson

1

AMSEP BACKGROUND

A

sian Medical Students’ Exchange Programme (AMSEP) is one of AMSA International’s programmes, which was established in 2003 to facilitate exchange programmes between students of AMSA. The first AMSEP was between Indonesia and Japan in November 2006 and January 2007. As the only exchange programme approved by AMSA, AMSEP provides an opportunity for all AMSA members, both pre-clinical and clinical, to experience a glimpse of medicine in other chapters. The programme varies according to the university of the hosting chapter that organizes the schedule. All participating students will experience all AMSA philosophies (Knowledge, Action, and Friendship) in AMSEP. They will experience healthcare systems in other countries, medical education, as well as the country’s distinctive culture. All in all, the memories and friendships made through AMSEP will be unforgettable.

Every year, the participation of AMSA members in AMSEP continues to grow with AMSEP International continuing to add new members every year. Currently, chapters that are involved in AMSEP are Indonesia, Thailand, Philippines, Taiwan, Japan, Malaysia, Singapore, Australia, Bangladesh, India, Egypt, Hong Kong, United Kingdom, Northern Ireland, Mongolia, Pakistan, China, and Nepal. AMSA International also bridges AMSA with European Medical Students’ Association (EMSA) and Federation of African Medical Students’ Association (FAMSA).

With the development of AMSEP International each year, AMSA-Indonesia strives to actively contribute and participate in all AMSEP activities. The number of hosting universities in AMSA-Indonesia also increases by the year. Although all offline exchange programmes have been postponed and replaced with e-Twinning programmes due to the COVID-19 pandemic, AMSEP continues to make wonderful memories virtually. This new approach has been expected to give a new euphoria while maintaining AMSA philosophies for all participants. Hence, this Guidebook serves to maintain the excellent quality of AMSEP, both physically and virtually.

CORE PRINCIPL

KNOWLEDGE Knowledge is actualized through AMSEP’s Academic Hours, which are conducted in English.

ACT

Action is through AM Hour (Commu which follow of Health’ Masyarakat (GER

LES OF AMSEP

TION

actualized MSEP’s Social unity Service), ws the Ministry ’s Gerakan Hidup Sehat RMAS).

FRIENDSHIP All the activities throughout the AMSEP should center around creating an everlasting bond with each other.

Sociocultural programmes such as city tours, ice-breaking games, and others can help enhance this bond.

EAMSEP BACKGROUND

EAMSEP BACKGROUND

T

he medical system is an ever-changing industry making the next generation of medical students and doctors need to constantly evolve. Therefore, internationally qualified workforces are no longer peculiar in this rapidly changing era. The need of medical students to develop skills pertinent to expectations, in the era of globalization has never been as important as it is now, especially, the ability to collaborate internationally and intercultural awareness. In order to improve these two skills as early as possible, while being especially surrounded by medical sciences, AMSA International and EMSA are collaborating to establish intercontinental twinning programmes which aim to:

Provide medical students the opportunity to get acquainted with different medical education and healthcare systems Raise intercultural awareness among medical students and teach about the contribution of culture in different healthcare systems Provide early exposure for international collaborations through developing social networking

The European-Asian Medical Students’ Exchange Programme (EAMSEP) Intercontinental Twinning Programme is a bilateral exchange programme of 10-14 days, comprising educational, cultural, and social activities. This programme is directed for medical students from eligible AMSA International chapters and EMSA FMOs. This collaborative programme between AMSA International and EMSA was first conducted between AMSA Malaysia and EMSA Lithuania in 2014.

Ever since, this Intercontinental Twinning Programme have persisted and the following countries have also been involved: Indonesia, Croatia, Taiwan, Romania, Philippines, Germany, Malaysia, and the Netherlands.

Looking forward, AMSA International aiming to establish this programme and make it a routine exchange yearly, as we are hoping to involve even more countries in the future.

FAMSEP BACKGROUND

FAMSEP BACKGROUND

A

s the world awaits in anticipation for the beginning of a new era in global diplomacy, the sheer volume of international collaborations has been increased substantially. As medical and scientific researches in the last few years have become global, cross-national, cross-cultural, and collaborative, the next generation of medical students and doctors are expected to collaborate in many levels particularly in the medical field.

The need of medical students to develop new skillsets is obligatory. The medical systems all over the world are competing to find its best implementation of health care, hence we should collaborate internationally and interculturally to create qualified workforces in this new era.

The Federation of African-Asian Medical Students’ Exchange Programmes (FAMSEP) Intercontinental Twinning Programme is a bilateral exchange programme of 5-10 days, comprising educational, cultural, and social activities. This programme is directed for medical students from eligible AMSA International chapters and FAMSA Country of Medical University.

This collaborative programme between AMSA International and FAMSA was first conducted between AMSA Malaysia and FAMSA Kenya along with AMSA India and FAMSA Nigeria in 2020. Ever since, this Intercontinental Twinning Programme have persisted to more countries in the future. Both authorities believe in virtual sustainability despite the ongoing global pandemic. Connecting people from far ends of the earth may definitely result in some communication problems but overcoming them is the main goal of FAMSEP; which would end up in a developed intercultural competence skillset. Looking forward, AMSA International aims to establish this programme and make it a routine exchange yearly, as we are hoping to involve even more countries in the future as AMSA and FAMSA aspire to venture further and continue to create exciting memories together.

2

AMSEP SYSTEM

ANOTHER CHAPTER

INDONESIA Offer/Demand

NEGOTIATION

OPEN TENDER TO AMSA-INDONESIA VIA MAILING LIST

DEAL

Twinning Chapter Membership and Development

Regional Chairperson

DELIBERATION REGISTRATION OF CANDIDATE UNIVERSITIES (Proposal and Booklet) General Secretary

Director of AMSEP

HOSTING

DELEGATING

ANNOUNCEMENT VIA AMSA-INDONESIA MAILING LIST

DELEGATING

HOSTING

3

HOSTING

BENEFITS OF HOSTING

01 Bond with your own AMSA-university as you prepare the event

02

Bond with the Twinning chapter trough Academic, Sociocultural, and Community Service programmes

03 Be considered for the Best Host University Award

04 Get to know members from other chapters

05 Share Indonesian medical education to international friends

06 Promote Indonesian culture to international friends

07

Impact a community through social act (Community Service programme)

HOST An Open Bidding Host Opportunity will be announced via AMSA-Indonesia’s mailing list. To join this bidding opportunity, you must complete all these steps:

1

GET PERMISSION FROM YOUR FACULTY AND PREPARE FUNDING

It is important and mandatory to get permission from your university before hosting AMSEP. This will be helpful when arranging academic programmes and obtaining financial support.

Physical AMSEP: You will receive a minimum total of Rp2.300.000,00 x number of delegates from twinning chapter or AMSA-Indonesia (based on the typed of payment used) if the outbound occurs before the inbound. However, if the inbound is earlier than the outbound, you will have to prepare the money with the minimum of Rp2.300.000,00 x number of delegates.

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As stated in the Official AMSEP International Constitution, a maximum of 20% of the registration fee from the delegates can be used for your committee’s needs (e.g. lodging, food, and beverages).

TING Virtual AMSEP: You will need to determine the hosting fees (if any) based on the activities that are planned with the maximum range of 15 USD per delegate (inclusive of international transfer fees, if type 1 is used).

The registration fee proposed will only have to cover the speakers, tools used, and also to kick start the fundraising project.

You are welcomed to fundraise for extra money in both physical and virtual AMSEP.

HOST 2

FORM A HOSTING COMMITTEE

It is recommended that the committee consists of, but not limited to: Physical AMSEP: Project Officer in charge of coordinating all divisions and conducting the programme.

Events Division in charge of arranging the programme and making sure the programme goes as planned. Arranging permission for academic sessions, preparing social sessions, booking the tickets for tourist attractions, etc.

Transportation Division in charge of preparing the transportation for the delegates.

Accommodation Division in charge of preparing the accommodation, food, and other needs of the delegates.

4

Publication and Documentation Division in charge of preparing the welcoming video and farewell video, documenting photos and videos of the programme, and compiling AMSEP publication to AMSA-Indonesia.

TING Virtual AMSEP: Project Officer in charge of coordinating all divisions and conducting the programme.

Events Division in charge of arranging the programme and making sure the programme goes as planned. a. Academic arranging the academic programmes, certificates for the speakers, etc.

permission

and

b. Sociocultural arranging the sociocultural programmes, preparing the cultural activities (dance/handicraft/cooking/language tutorial) and ice-breaking games. c. Community service arranging the community service programmes, preparing the concepts, collaboration with NGOs, or others Publication and Documentation Division in charge of preparing twibbon, virtual background, farewell video, documenting photos and videos of the programme, and compiling AMSEP publication to AMSA-Indonesia.

HOST Liaison Officer Division in charge of one or more delegates to give information about the hosting, making sure the delegates turn on their camera, bridges for anyone who wants to have permission, etc.

Operator Division in charge of the video conference platform, spotlight the delegates, admit the participants, and share screen the materials for all activities.

4

TING 3

ARRANGE THE PROGRAMME SCHEDULE

An AMSEP typically lasts for 7 days, which includes: Physical AMSEP: Welcoming party, which may include an introduction session, ice-breaking games, performances, etc.

AMSA-Indonesia Session, which is a presentation about the overview of AMSA-Indonesia (the powerpoint slides will be given

by Director of AMSEP AMSA-Indonesia 2021/2022) Academic sessions, examples: discussions, lecture, skills lab, hospital tour, etc.

Social acts, examples: orphanage visit, health parade, health campaigns in schools, etc.

City tours and cultural sessions, examples: Batik workshop, tourist attractions visits, traditional dance class, etc.

Free time for the delegates Farewell party, which may include sharing sessions, performances, etc.

HOST Virtual AMSEP: Welcoming party, which might include an introduction session, ice-breaking games, performances, etc.

AMSA-Indonesia session, which is a presentation about the overview of AMSA-Indonesia (the powerpoint slides will be given

by Director of AMSEP AMSA-Indonesia 2021/2022) Academic sessions, examples: Online webinar, Online workshops, Focus Group Discussion, virtual hospital/campus tour, etc.

Sociocultural sessions, examples: cultural lesson (dance/handicraft/cooking/language tutorial), interactive ice-breaking games.

Community service, examples: virtual orphanage visit, online health campaigns, online crowd fundraising, others.

Farewell party, which might performances, awards etc.

include

sharing

sessions,

TING Important!

Each AMSA-university is free to organize programmes as creative as possible. For Virtual AMSEP, it is highly encouraged to make the activities as interactive as possible to ensure the active participation of the delegates. Additionally, there should be a delegate bundle (what to bring and wear, schedule, guideline, etc.) sent to the delegates before each day. Keep in mind that the overall itinerary and hosting process MUST ADHERE to “Standardisasi Host AMSEP 2021/2022”.

AMSEP

HOST 4

CONSTRUCTING THE BOOKLET

The booklet must contain, but not limited to, the following: 1. Cover 2. Table of Contents 3. Overview of Indonesia (geography, people, climate, culture, food) 4. Overview of AMSA-Indonesia (members, organizational Structure, philosophies) 5. Overview of your university (history, location, facilities) and the city (tourism, food, hallmark, places to visit) 6. Overview of your AMSA-university 7. Schedule with specific hours

4

8. Overview of the programme (academic, social, and city tour according to the minimum hours in the standardization) 9. Things to bring and dress codes

TING 10. Facilities (accommodation, meals per day, and transportation)* 11. Contact person 12. Others (helpful phrases, currencies, rules and regulations, etc.) *Not needed for Virtual AMSEP.

HOST 5

DRAFT YOUR PROPOSAL

The AMSEP Proposal Form serves to describe the details of your preparation, committee, funding, programme, accommodation, etc.

4

TING 6

CREATE OTHER PROMOTIONAL CONTENT

Having a video, poster, or any promotional content about the exchange will greatly increase a chapter’s interest in your university. It is also helpful as your AMSA-university’s profile.

After completing all these steps, submit all the required files to the corresponding e-mail addresses stated in the Open Bidding Host Opportunity before the deadline.

If your AMSA-university has been selected as an AMSEP host, congratulations! Great work!

You have just a few more things to prepare.

PRE-AMSEP Between D-40 to D-10

Online Meeting A minimum of 1 (one) Online Meeting (OLM) will be conducted before hosting to discuss the overall progress of the preparation, the problems currently being faced, and their possible solutions.

The participants of this OLM are:

1. Director of AMSEP AMSA-Indonesia 2. Regional Chairperson AMSA-Indonesia 3. General Secretary AMSA-Indonesia 4. Secretary of Membership and Development AMSA-Indonesia 5. Secretary of Community Outreach AMSA-Indonesia 6. Secretary of Academics AMSA-Indonesia 7. Project Officer and his/her daily governing body 8. Coordinators and/or vice coordinators of each division

D-7 Before Event Pre-AMSEP Mailing List This will be uploaded by your AMSEP Officer and can be posted up to 1 day before the first day of the AMSEP. The mailing list procedures are listed as below:

AMSA-Indonesia’s Google 1. Open http://bit.ly/AMSA-INAGoogleGroups

Group

via

2. Click New Topic 3. Subject: [AMSEP] D-(number of days) AMSEP Indonesia for (Chapter) E.g. [AMSEP] D-7 AMSEP Indonesia for Philippines 4. Body: The content of the pre-AMSEP Mailing List must be approved by the Director of AMSEP AMSA-Indonesia 2021/2022 and contain the following information: a. Number of delegates b. Name of delegates c. Origin of delegates d. Date of AMSEP e. Overview of the programme

DURING AMSEP

The AMSEP Officer or Project Officer from your AMSA-university MUST report to the Director of AMSEP AMSA-Indonesia every day. The report contains AT LEAST 1 picture and/or video of each activity with its description.

POST-AMSEP D+7 After Event Post-AMSEP Mailing List This will be uploaded by your AMSEP Officer and can be posted up to 7 days after the last day of the AMSEP. The mailing list procedures are listed as below:

AMSA-Indonesia’s Google 1. Open http://bit.ly/AMSA-INAGoogleGroups

Group

via

2. Click New Topic 3. Subject: [AMSEP] D+(number of days) AMSEP Indonesia for (Chapter) E.g. [AMSEP] D+7 AMSEP Indonesia for Philippines 4. Body: The content of the pre-AMSEP Mailing List must be approved by the Director of AMSEP AMSA-Indonesia 2021/2022 and contain the following information: a. Number of delegates b. Names of delegates c. Origin of delegates d. Dates of AMSEP e. Overview of how the programme went f. Overall impression of the programme

D+7 After Event Documentation It is recommended that you go through the following steps when submitting the documentation:

1. Sort the photos and videos taken throughout hosting into folders by day. e.g. Day 1 - October 15, Day 2 - October 16, and so on 2. Place them into a folder named “AMSEP ((AMSA-university)) for (Chapter)” E.g. AMSEP (AMSA-Undip) for India

Indonesia Indonesia

3. Upload the folder to an online archive (Google Drive or Dropbox) with a shareable link 4. Send the link to the Director of AMSEP

Feedback All the coordinators of your hosting committee should fill the evaluation feedback form.

D+10 After Event

Post AMSEP Presentation 1. The Post AMSEP Presentation (PAP) should contain the following information:

a. Number of delegates b. Name of delegates c. Origin of delegates d. Date of the AMSEP e. Descriptions of the programme per day with photos/videos f.

SWOT Analysis

g. Implementation of AMSA Philosophies h. Testimonies from the incoming delegates with videos 2. The PAP should be in the form of slides, sent in .pdf format 3. The PAP must be presented in the upcoming national event (NAE, IMSTC, NLT, Munas) by one of the committees of the AMSEP (suitably by the AMSEP officer in charge) 4. The format and examples will be given by the Director of AMSEP.

D+20 After Event Post AMSEP Written Report The report template will be given by the Director of AMSEP. It should be filled with honesty and actuality.

IMPORTANT! The Post AMSEP Written Report (PAR) is to be sent to AMSA International by the Director of AMSEP. Failure to submit the file punctually will result in a POINT DEDUCTION in AMSA-Indonesia’s algorithm score. Therefore, if an AMSA-university fails to send it to the Director of AMSEP on time, it will affect their scoring in the future Open Bidding Host Opportunity.

4

DELEGATING

BENEFITS OF DELEGATING

01 Represent AMSA-Indonesia at an international level

02 Experience going to a medical school overseas

03 Learn about the medical system in other countries

04

Get to know members from other AMSA-universities in AMSA-Indonesia

05 Get to know members from other AMSA chapters

An Open Delegation Opportunity will be announced via AMSA-Indonesia’s mailing list. To join this delegation opportunity, you must complete all these steps:

PRE-AMSEP Selection Process An Open Delegation Opportunity will be announced via AMSA-Indonesia’s mailing list.

Required documents to join this selection process: The participants of this OLM are:

1. Physical/Virtual AMSEP Application Form 2. Physical/Virtual AMSEP Declaration Form 3. Curriculum Vitae 4. Motivation Letter 5. Statement Letter 6. Recommendation Letter from your Representative A post will be created in AMSA-Indonesia’s mailing list to announce the chosen delegates. Those who have been selected as an AMSEP delegate should contact the Director of AMSEP as soon as possible, as a forum will be made to prepare for your departure. A Chief of Delegate will be selected to help lead the outbound.

Preparation Phase What you need to prepare for a Physical AMSEP:

1. Plane tickets 2. Passport 3. Visa (if needed) 4. Luggage tag 5. ID Card 6. Banner to bring during cultural tours 7. Cultural performance 8. Cultural presentation 9. Goods for the lecturers, hosting committee What you need to prepare for a Virtual AMSEP:

1. Refer to the terms on the delegates’ bundle by the hosting committee.

DURING AMSEP The Chief of Delegate MUST report to the Director of AMSEP every day. The report contains AT LEAST 1 picture and/or video of EACH activity with its description.

POST-AMSEP The following files need to be submitted after the last day of an AMSEP:

D+7 After Event Documentation It is recommended that you go through the following steps when submitting the documentation:

1. Sort the photos and videos taken throughout hosting into folders by day. e.g. Day 1 - October 15, Day 2 - October 16, and so on 2. Place them into a folder named “AMSEP (Chapter) for Indonesia” e.g. AMSEP Taiwan for Indonesia 3. Upload the folder to an online archive (Google Drive or Dropbox) with a shareable link 4. Send the link to the Director of AMSEP

Feedback All the outgoing delegates from AMSA-Indonesia should fill the feedback form.

D+10 After Event

Post AMSEP Presentation 1. The Post AMSEP Presentation (PAP) should contain the following information:

a. Number of delegates b. Name of delegates c. Origin of delegates d. Date of the AMSEP e. Descriptions of the programme per day with photos/videos f.

SWOT Analysis

g. Implementation of AMSA Philosophies h. Testimonies from the outbound delegates 2. The PAP should be in the form of slides, sent in .pdf format 3. The PAP must be presented in the upcoming national event (NAE, IMSTC, NLT, Munas) by one of the committees of the AMSEP (suitably by the AMSEP officer in charge) 4. The format and examples will be given by the Director of AMSEP.

D+20 After Event Post AMSEP Report The report template will be given by the Director of AMSEP. It should be filled with honesty and actuality.

FOR FURTHER INQUIRIES

CONTACT US!

CONTACT INFORMATION Rhagoza Firman Nawwafdana Director of AMSEP AMSA-Indonesia 2021/2022 Faculty of Medicine, Universitas Hasanuddin Batch 2019 Phone number : +6287710222910 Official E-mail : amsep@amsaindonesia.org Personal E-mail : rhagoza2001@gmail.com Line ID : rhagoza Skype : Rhagoza

Geraldus Sigap Gung Binathara Regional Chairperson AMSA-Indonesia 2021/2022 Faculty of Medicine, Universitas Indonesia Batch 2019 Phone number : +6281210257046 Official E-mail : rcindonesia@amsa-international.org chairperson@amsaindonesia.org Personal E-mail : geraldus.sigap@gmail.com LINE ID : geraldussigap Skype : Geraldus Sigap