Handbook Intro This handbook is provided to you by "Internal Relation Working Group" (IR WG), to guide you through all stages to be an Associate Member in EPSF The aim of this handbook is to simplify all needed information for you to start and gather them all in one place. In this handbook you can find: 1- EPSF intro (include EPSF History, Achievements and Main National Events). 2- EPSF Regulations for joining of New Association. 3- What is the Constitution? 4- EPSF Structure and Job Description. 5- The Sequence and Steps to start an Event. 6- Tips to start with strong Financial Situation. 7- Events Ideas to inspire your imagination. 8- How to deal with a Problem or a Crisis! 9- Basic Point System for members Evaluation. 10- How to Brand your New Association! 11- FAQs (Frequently Asked Questions) and their Answers. Hoping that all your inquiries are fully satisfied after reading this Handbook and we wish for you a remarkable endless journey in EPSF, full of Experience, Good memories, and Success â€Ś
Sincerely, EPSF IR WG
1-EPSF Intro EPSF in Brief: New generation of EPSFers is on to make the best of pharmacy profession in Egypt, and spread our vision and achievements to as much of the world as possible. The journey is long and needs determination and high spirit, but together we will do the best of it and we’ll prove -as we do every day- that Egyptian pharmacy students are the world’s future leading pharmacists. Our last reminder, let your daily life activities always express your motivation and passion for pharmacy profession, let it be you, who brings hope and knowledge to the world. The Egyptian Pharmaceutical Students' Federation (EPSF) is an independent student organization representing about 85,000 pharmacy students in 32 pharmacy schools all over Egypt. It works under the supervision of the Egyptian Pharmacist Syndicate. -Our Vision: Our vision is to make EPSF the best organization that gives the pharmacy student what he needs and helps him to give what is needed from him. -Our Mission: -Produce a qualified pharmacist. -Fulfill pharmacist’s duty in serving the community. -Introduce the shining face of Egypt to the whole world. -Our Morals: We have the passion to learn. We respect our entity. We reflect our respect. We believe in our potentials. -Our Values: Give more than you take. Together everyone achieves more. Noblest services come from nameless hands and done unseen.
The story of the federation establishment: In the 28th IPSF Congress (IPSF: International Pharmaceutical Students Federation) â€“ Sweden, August 1982; Egyptian Delegation succeeded in getting Full Membership (FM) of Egypt in IPSF represented in Egyptian Pharmaceutical Studentsâ€™ Federation (EPSF) which is the Egyptian Union of Scientific Pharmaceutical Associations in all Pharmacy Colleges in Egypt. Thus EPSF established in January 1982, firstly upon the membership of Scientific Pharmaceutical Associations of Alexandria University, Cairo University, Tanta University , Zagazig University , Assuit University, and Al Azhar University. EPSF established firstly by these Associations, with the main projects Student Exchange Program, and EPSF Annual Local Students Conference.
AWARDS AND ACHIEVEMENTS: EPSF has broken World Guinness Record by achieving 8600 blood glucose level measurements in one day, on 6 December 2014 at Mall of Arabia in Cairo. Sidney J. Relph Award 2010-11 On Friday, 12th of August 2011, the EPSF has won IPSF Annual Award (Sidney J. Relph Award) for the overall best performance association in the World 2010-11 in the Gala Night of the 57th IPSF World Congress in Hat Yai, Thailand.
Association Membership: Full Member (FM): The Full Members Associations of EPSF have the right to vote in the General Assembly and the right to get SEP contracts. Member in Association (MIA): Have no right to vote, but have the right to get SEP contracts in the rate of 3:1 Compared to Full member association. Association Members (AM): Have no right to vote or get SEP contracts.
National Events: National event means an event where many associations can attend and participate.
General Assembly (GA) The GA is the highest decision-making body in EPSF at which discussion of all the Federation's ongoing matters and plans take place. It also accepts reports and elects the Executive Board. EPSF General Assemblies are held four times a year, first during the Annual National Congress in October, the second after the mid-year vacation at the end of February named Semi GA, the third during the National Symposium, and the fourth in August named Final GA. This ensures a smooth running of the Local Associations whilst taking important decisions, accepting reports of Executive and Associations, accepting new members to EPSF, and the constitution changes. The
Annual National Congress and symposium. These conferences are hosted by an association which can provide scientific sessions, social program, accommodation and suitable places for GA and workshops. The Annual Congress is held in October, while the National symposium is held between March and April.
There are other National events such as: -Step on the way course: This course is held in many universities as a project of Continues Education committee and it is consists of scientific and soft skills sessions and workshops.
-JOB fair: This fair is held in two or more universities where many medical companies can participate and provide training for pharmacy students.
-EPSF Camp: This camp is held in summer vacation in order to develop EPSFers skills and spirit.
These are not fixed events in EPSF
-EPSF Seminar: This event consists of EPSF workshop of executive board and social.
-EPSF Iftar: This an event held in Ramadan as social for EPSFers to meet each other's.
-EPSF Safari It is a national event not hosted by association done by the IR committee to gather EPSFers and socializing with all members.
2-EPSF Regulations for joining of new Association 1- The association wishing to join EPSF should communicate with the Internal Relations Chairperson of EPSF. 2- The association wants to join EPSF should consists of a working group at least "twenty individuals", including at least five individuals familiar with the EPSF and have knowledge of general history and its activities. 3- The association must select members represent Executive Board of it in a structure like EPSF executive board. 4- The association wishing to join EPSF Should get an approval from the university to establish the association following the general rules of EPSF, and appoint a Supervisor for the association from the faculty of pharmacy. 5- The association should explain to the university that they will present an action plan of the association and reasons for their desire to join EPSF to the General Assembly (GA) of EPSF, and being voted to join the Federation or not, which shows that it is possible not to be able to join EPSF. 6- The team and the executive board of the association should target at least one hundred people from a selected segment of society (inside or outside the university) and make a project to achieve a specific vision serving their needs. 7- The association must provide at least four people-including the secretary general- to communicate with the Secretary General of EPSF to develop a preliminary constitution before joining the federation.
8- The association must present a request for joining and make a presentation to the General Assembly (GA) includes: Name of the university. Association name. Logo or label that describes the vision comes true by joining. University approvals. Previous estimation of their activities. Clarification of the initial constitution progress.
3-What is the Constitution?
Rules or laws that define the work system in the association. Define the way the members/executives deal with each other. Guarantee the rights and duties of the members. The application of seniority is one of the things that matter in the work field and we can achieve it by having a strong constitution.
We can build a strong constitution by reading EPSF Official Documents + the other associations’ constitutions and with the help of EPSF secretary general. -There are three types of constitution: (association-federationinternational federation)
Association: includes positions rules, how elections are done, the punishments…etc. it’s needed for completing the association’s progress. Federation: it’s the parent of the association, defines the relations between the federation and the associations, and associations with each other. It includes instruction of how to communicate with EPSF executives. International federation: EPSF executives need it because it defines the rules between EPSF and IPSF.
The constitution is the rules of EPSF and it is better to know the rules of our work.
4-EPSF Structure & Job Description ** (this is a simplified description of the positions as a beginning, you can find the full description in EPSF Constitution + Official Documents).
Manage work between chairpersons and make sure that everything is going smoothly. He is EPSF representative. Leading the GA.
Responsible of documentation and make sure that everyone keeps the rule and respects them. Writing Minutes in general assemblies and send mails to associations. Responsible for Facebook groups. Reporting associations about amendment of constitution and regulations. Responsible about the GA and the application of all rules.
Responsible for merchandise and dealing with banks. Collecting annual subscriptions from associations and incomes from different committees. Works on increasing EPSF’s budget and regular reporting about it. Full statement by all of what has been spent and keeping billings. Paying annual subscription to IPSF.
Chairperson of Public Health:
Organizing EPSF Public health campaigns which aim to spread awareness to the public about diseases, especially epidemic ones. EPSFers take the initiative every year targeting all the possible places across Egypt. Establishing relationships between EPSF and world health organization WHO. Responsible for medical convoys.
Chairperson of Professional Development:
Ensuring pharmacy education quality at both the institution and membership levels and to advocate the role of the pharmacist with skills to effectively communicate with patients, other healthcare professionals.
Chairperson of Continuous Education:
Holding events (workshops, lectures, and courses) for developing skills of all pharmacy students.
Events: Annual Congress and National Symposium: The two events gather pharmacy students from every city in Egypt, where they spend 3-4 days attending educational and scientific workshops and taking part in scientific competitions. Fun social programs are also included during the program. Step On The Way Course in Mid-year Vacation
Student Exchange officer:
Responsible for students’ exchange through IPSF Students Exchange Program (SEP) to promote understanding and cooperation amongst pharmacy students and all health care professionals.
Chairperson of Internal Relations:
Creating good relationships between the associations. Solving the associations’ problems. Helping new association to join EPSF. Follow up with the associations. Responsible for social events which gather EPSFers. Send invitations to university stuff to attend conferences related to EPSF. Represent EPSF with Local Associations universities. Responsible for making profile analysis for Associations. Responsible for taking Feedback from associations about EPSF.
Chairperson of External Relations:
Create external relations with NGOs, companies, organizations etc. Dealing with partnerships and sponsorships.
Marketing Director: Prepare a year-long marketing plan for EPSF, including social media marketing plan: Website, Facebook, Instagram, etc. Prepare and update EPSF’s official file/organization identity profile. Prepare marketing and promotional plans for all EPSF events including offline toolkit ideas, online promotional plan. Plan EPSF events’ (responsible for opening and closing ceremonies, reach out for public figures. Brand EPSF through external entities and NGO program. Guiding and monitoring the orientation.
Chairperson of Media and Publications:
Give a professional and innovative image about EPSF work. Help in designing and developing publication materials such as flyers, posters, banners and booklets of EPSF events and projects depending upon the plan of the year.
Chairperson of Logistics and Organizing Committee:
Responsible of organizing events. Providing logistics and required materials for events. Providing a proper place for storage of materials.
Training Director: Manage training process in EPSF training department. Provide EPSF as an entity with training required. Recruit trainers from EPSF members to TOT program.
Contact Person: (Only in EPSF Executive Board, there is no CP in Local Associations)
Representing EPSF internationally. Editing and proofreading all reports and issues related to EPSF events and projects to be sent to IPSF. Writing and editing the EPSF periodical newsletters to be published and printed.
*What are the basic requirements of each position in your association? President Requirements: Highly management skills. Sociable. Secretary General Requirements: Excellent professional writing skills. Good E-mail managing. Highly organized. Treasurer: Excellent negotiation skills. Good communication skills. Have skills in financial management and financial reporting. Chairperson of Public Health Requirements: Knowledge about "Health" and different diseases. Open minded with great imagination to contribute in planning. Chairperson of Professional Development Requirements: Creative Good planning skills. Chairperson of Continuous Education Requirements: Open minded with great imagination to contribute in planning. Scientific knowledge.
Local Exchange officer Requirements: Fluency in spoken and written English is required. Excellent communication and presentation skills. Regular internet connections (3 times weekly at least).
Chairperson of Internal Relations Requirements: Good presentation, communication and negotiations skills. High team working. Sociable. Problem solving skills. positive attitude Chairperson of External Relations Requirements: Public Speaking. Negotiation skills. Writing articles skills. Chairperson of Logistics and Organizing Committee Requirements: High team working and time management skills. High creativity. Chairperson of Media and Publications Requirements: Knowledge with designing programs like Adobe products specially Adobe Photoshop. Good knowledge with Adobe After Effects® Program and other professional software for video editing and motion graphics. Good knowledge about web designing. Good managing with social media accounts.
Marketing Director Requirements: -Excellent writing and presenting skills. -Good communication skills. - High creativity. - Time management skills.
5- The Sequence & Steps to start an Event: There are mainly two types of events: A-Portfolio Events B-Extra Events
A: Portfolio Events: -It goes through 4 steps:
1- Committee Workshops: •EPSF Workshops for every committee are held to make proper arrangements concerning the events of the year. •Chairpersons of each Committee in every Local Association should attend the workshop of his Committee.
2- General Assembly: •Events are then announced at the general assembly. •Agendas are then approved and appointed to timeline. •Point System Criteria for Evaluation of the events are announced during the general assembly.
3-Official Mail: •Official mails are then sent to the Presidents of all associations and designated Committee's chairperson containing every detail related to the event (called: Toolkit) to start the action plan.
4- Performing in Local Association After receiving the event toolkit, the Chairperson should: 1. Read the toolkit very well to understand the main goals and ideas of the event. 2. Discuss the toolkit in a Board Meeting to share the efforts. 3. Send the Pre-plan to EPSF-Chairperson. 4. Hold a workshop with the members to have a brainstorming and reach for new and creative ideas. 5. Workshops for any event must begin at least 3-4 days before the event. 6. Appoint the date, time, and place of the event. 7. Make sure that the approvals and official papers are going smoothly. 8. Make the event report and send it to the EPSF Chairperson 9. Stick to Deadlines. 10. Always Have a Backup plan, who knows what would happen...
Events that invented and organized by the association. Are considered beneficial as they increase experience in event making and help bring out creativity through training. Points of extra events will not be awarded to any committee that has not completed the designated portfolio events. Then we should follow step 4 (performing in local association)
-Performance: Performance judgment mainly depends on three points: General image. Quality of the materials. Quality of the Information. IR chairperson and his working group should evaluate the performance of each of the members responsible for the event.
-After the event:
Collecting a Feedback concerning the positive and negative aspects of the event should surely help in improving the upcoming events quality and avoid mistakes later on. A meeting should be held right after the event to discuss the summary of the event.
6-How to start with strong financial situation Financial situation is the responsibility of the Treasurer and ER chairperson in the association under supervision of the president and with coordination with EPSF Treasurer and EPSF ER. As a new association there many sources for income like: 1. Membership fees. 2. Merchandising (special items for EPSFers like bag, note, pen, Mug, suit pin, etc…), you can have them with coordination with EPSF Treasurer. 3. Partner & Sponsorships (with coordination with ER). 4. Association T-Shirt. 5. Courses. 6. Social events. 7. University Support if Possible. 8. Syndicate support. All previous points should provide you with finances that help you to make: 1. Extra Ideas in your events. 2. Extra Awareness Campaigns. 3. Medical Convoys. 4. Opening Ceremony and Recruitment.
5. 6. 7. 8.
Workshops for Different Events. Professional Development Campaigns. Reward your Active Members. Pay EPSF membership fees.
-For any inquiries about finances you can contact EPSF Treasurer.
7- Events Ideas to inspire your imagination Public Health Ideas: Obesity Awareness Campaign: 1. A member wearing a mask for obese patient showing how defecate to have normal lifestyle with so much weight. 2. A stand with common food containing high sugar level with the actual weight of the sugar in bags next to high sugar level food. 3. Marathon or sport day and each participant determined a target of calories to lose within this day. 4. Causes of obesity and how mental statues can control body weight. 5. Sketch or silent act. 6. Online health care program. AIDS Awareness Campaign: 1. Video about stigma. 2. Aids patient in a person with each bar represent something bad that can face aids patient 3. TV talk show in the collage with questions for student about their knowledge about AIDS and HIV 4. Session about how to talk with aids patients and how give him confidant. 5. A doll wearing a T-shirt with a slogan â€œI have aids please hug me â€œwhich represent that aids patient is as normal as healthy one. Breast Cancer Awareness Campaign:
1. Big model like a ribbon "breast cancer slogan" using pink balloons. 2. Girls wearing pink Satan fabrics on their hand. 3. Plates with the paintings show ways of self-examination. 4. Sound system plays all songs related to breast cancer. 5. Photos of all famous people who face breast cancer. 6. Pasting paper on studentsâ€™ lockers as a promotion writing our slogan and the name of our campaigns. 7. Give students sticky notes and ask them to leave a motivational message for breast cancer patients. 8. Give flowers to students with the flyers. 9. Writing information about breast cancer on smile face. Diabetes Awareness Campaign: 1. At the beginning: doing countdown with balloons to attract people. 2. Freezing that shows diabetic coma. 3. Survey. 4. Screening. 5. Handmade should focus on insulin syringe and the proper diet for a diabetic. 6. Video shows symptoms, problems and advice for diabetics. Blood donation Campaign: 1. Session before the campaign to have the maximum amount of needed information... 2. Workshops before the event to get ideas that attract people in the campaign. 3. Awareness about the importance of blood donation in schools, villages, university and public spots (clubs or streets). 4. The way of awareness in the villages and schools differs from it in clubs or other places. In the villages they should explain in a simple way that make people understand everything easily. HCV Awareness Campaign: 1. Awareness in Schools, villages, university, public spots. 2. Drawings that explain the disease and how to avoid it. 3. Hygiene (online - offline).
4. Sketch that explain the importance of hygiene and the side effects that can happen if we ignored it. 5. Awareness in any place but especially for children in schools. 6. Giving flyers to people that have drawings which show the importance of it. Recycling: Pasting paper show information about recycling on all baskets and rubbish bins Flyers show how we should benefit from wastes
Continuous Education: -Agenda events (Step On The Way). -Extra events: 1. Soft skills course and the topics will be about the needs of the members. 2. Online form has a question "what do you want to learn in ESPF?" and the answers will show the needs that sessions will be about it. 3. Session about public speaking because many people fear about it. 4. First aid course (Online - offline) “And it can be as a long term course”. 5. Course about “marketing “as it's an exciting topics and many people are interested in it, and can benefit media team in the association. 6. Fame Lab Simulation.
Welcome Party: -to attract students to join your association and participate in your events. -At the beginning of the year you can welcome students by:-
1. At the entrance of the faculty: A gate of balloons at the entrance of the faculty. 2. Flyers with information about EPSF and the activities of the association. 3. Pasting papers on studentsâ€™ lockers and write "what is EPSF?", "why you should join us?" 4. Share videos about EPSF on social media and all studentsâ€™ groups. 5. Info desks with an attractive statements" ask me who are we?" 6. Freezing about anything with a sound system that will attract students. 7. Talk with students between lectures. 8. Competitions and games to attract more students.
8- How to deal with a Problem or a Crisis Is your association prepared? A crisis can strike at any time. Associations are often unprepared and usually do not have a crisis plan in first place. They believe it will never happen to them. But, what if it does? Who would assume your role and continue? Before a crisis strikes, people in charge should think about how a disaster would impact members and their association's value. Advanced planning is the key to survival. Here are 6 critical steps of crisis management:
1. Have a plan -Every plan begins with clear objectives. The objectives during any crisis are to protect any individual who may be endangered by the crisis. This written plan should include specific actions that will be taken in the event of a crisis with a plan A, B and C.
2. Identify a spokesperson - To ensure your event delivers a clear consistent message; a spokesperson must be identified as well as prepared to answer many questions which usually would be the Marketing Director.
3. Be honest and open - Nothing generates more negative media coverage than a lack of honesty and transparency. Therefore, being as open and transparent as possible can help stop rumors.
4. Keep Members informed - Maintaining an informed workforce helps ensure that work continues to flow as smoothly as possible. It also minimizes the internal rumors.
5. Update early and often - It is better to over-communicate than to allow rumors to fill the void. Updated action plans and new developments as early and often as possible, we live in a time of the 24/7 news cycle. Your crisis plan must do the same.
6. Don't forget social media - Social media is one of the most important channels of communications. Be sure to establish a social media team to monitor and react to social media activity throughout the crisis. ď‚ˇ ď‚ˇ
A crisis that is not managed well can wipe out years of hard work and association's value in a matter of hours. A well-managed crisis confirms that your association has the processes and procedures in place to address almost any issue that may develop. Another critical component of crisis management planning is the establishment of a succession plan.
You should clearly outline the necessary steps to follow if you suddenly become unable to perform your duties. Also types of crisis you will face is plenty: financial, tools, people, technical, Natural, workplace and etc.
There are two types of people dealing with crisis: A problem oriented: who only focus on the problem and just stay shocked not accepting the reality A solution oriented: who realize the problem fast and start acting upon solving it So, you must be a solution oriented association during facing any crisis which will help you get over it, so finally realizing that you will eventually face a crisis at any time is the key to getting out of it rapidly.
9-Basic Performance Appraisal for Members Members in your association can participate in: 1. Main Events 2. Extra Events 3. Working Group
Members Evaluation: Evaluation of members based on specific issues like: 1. Attitude 2. Commitment 3. Communication 4. Uniform 5. Completion of tasks 6. Attendance of any activity by your association 7. And any desired issue determined by IR chairperson
Members are divided into 2 types according to their activity level: -Active Members: 1. Golden Member (75% and more) 2. Silver Member (50% to less than 75%)
-Inactive Members: 3. 4.
Bronze Member (30% to less than 50%) Inactive Member (less than 30%)
10- How to Brand your New Association What is Branding? Itâ€˜s a marketing strategy that involves creating a differentiated name and image (often using a logo and/or tag line) in order to establish a presence in the consumer's mind and attract and keep customers.
Here are some tips for branding: 1. Create an image in your membersâ€™ minds connected with your vision and mission. 2. Create your unique logo and slogan. 3. The official page of your association reflects the work and the spirit of the association. 4. The online articles are one of the fast ways for branding. 5. Itâ€™s very important to brand for your local association in your faculty by using a booth or any creative ideas. 6. Try always to have good relations with the administration of your faculty and always update them with the achievements of the association. 7. Print some T-shirts, pins, pens, mugs, posters and medals with the name of your association & the logo.
11- FAQs (Frequently Asked Questions) and their Answers
What is IPSF?
International Pharmaceutical Students' Federation. Founded in London in 1949, the International Pharmaceutical Students’ Federation (IPSF) is one of the world’s oldest international student volunteer organization. IPSF is the leading international advocacy organization for pharmacy students with the aim to promote improved public health through provision of information, education, networking as well as a range of publications and professional initiatives. Today, the Federation represents over 350,000 pharmacy students and young graduates from 84 countries worldwide. EPSF is a Full member in the IPSF.
How many members do we need to set up a new local association?
EPSF is the best organization that gives the pharmacy student what he needs and helps him to give what is needed from him to produce a qualified pharmacy student, to Fulfill pharmacist’s duty in serving the community and to introduce the shining face of Egypt to the whole world.
If you reached 20 members you can set up a new local association in your university.
Whom to contact if we want to join?!
You can simply contact the Internal Relation chairperson. And he will help you as much as he could and provide you with all the support and information you need. Here is the email address for the IR chairperson: Internalrelations@e-psf.org.
What is the working group and coordinators?
EPSF working group members and coordinators are the primary help in accomplishing EPSF projects. They work directly with EPSF's Chairpersons and Executive Board members on planning, preparing, evaluating and following up with the event. With total supervision of the executive member they overview and supervise the work of local associations and the progress of EPSF projects locally. They also help in preparing for the national events, collect reports and make analysis of every step made.
How can I get extra information about EPSF Activities?
You can visit: EPSF Official Website: http://www.e-psf.org Facebook: https://www.facebook.com/EPSFeg Twitter: https://twitter.com/EPSFeg YouTube: http://www.youtube.com/EPSFegypt
Most Common Abbreviations used in EPSF: -ADP: Association Development Program -GA: General Assembly -GM: General Meeting -IPP: Immediate Past President -MAP: Mentality Assurance Program -OD: Official Delegate -PPAC: Pharmacy Profession Awareness Campaign -SEP: Student Exchange Program -SOTW: Stop On The Way course -SYE: Start Your Engine program -TOT: Training of Trainers -TOD: Training of Designers -TOMA: Training of media arts -WS: Workshop -WG: Working Group