[MM15] SCOPE Survival Kit

SCOPE

Survival Kit

Antalya, Turkey March 2-8, 2015

IFMSA Imprint Standing Committee Director Omar Cherkaoui - Morocco International Team Ivana Di Salvo - Italy Chioma Audrey Amugo - Ghana Carlos Morales - Mexico Armalya Pritazahra - Indonesia Karim Salah Abd El-Motaleb - Egypt Philipp Foessleitner - Austria Amr Diaa Ajlan - Egypt Publications Support Division Firas Yassine - Lebanon Esraa Atiya - Egypt

The International Federation of Medical Students’ Associations (IFMSA) is a non-profit, non-governmental organization representing associations of medical students worldwide. IFMSA was founded in 1951 and currently maintains 123 National Member Organizations from more than 100 countries across six continents, representing a network of 1.3 million medical students.

IFMSA envisions a world in which medical students unite for global health and are equipped with the knowledge, skills and values to take on health leadership roles locally and globally, so to shape a sustainable and healthy future.

IFMSA is recognized as a nongovernmental organization within the United Nations’ system and the World Health Organization; and works in collaboration with the World Medical Association.

Publisher International Federation of Medical Students’ Associations (IFMSA)

This is an IFMSA Publication

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International Secretariat: c/o Academic Medical Center Meibergdreef 15 1105AZ

© 2015 - Only portions of this publication may be reproduced for non political and non profit purposes, provided mentioning the source.

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Contents

Welcome Message Introduction to SCOPE Before the March Meeting Voting Rights Exchanges Fair Small Working Groups Proposals SCOPE Regulations Changes Proposals

Agenda The Details

www.ifmsa.org

SCOPE Annual Working Plan SCOPE IT Midterm Report

Welcome Message Dear SCOPEans, We are extremely excited to finally get the opportunity to meet each and every one of you in what is promising to be a spectacular event. First and foremost, we would like to express our enthusiasm seeing as this will be the largest event to unite us SCOPE-ians all in a single place and time. Needless to say, we have planned jam-packed sessions which we are certain will consolidate both your SCOPE knowledge, and serve as an incredible opportunity to meet new people and make new friends.

It does not matter if you are an experienced or beginner member in SCOPE, we have ensured that all the sessions organised will meet and cater for all of your needs.

We promise you that after attending the SCOPE sessions during this March Meeting, each one of you will have developed on both a personal and professional level.

Blue Hugs, Your sexy SCOPE International Team!

Introduction to SCOPE The first standing committee within IFMSA was the Standing Committee on Professional Exchange (SCOPE) in 1951. It started small, with only 8 European countries, but has since then grown into one of the largest student-run exchange program in the world, with more than 1.5 million medical students from 98 National Member Organizations participating until today. The SCOPE exchange program is a quality educational and cultural experience organized entirely by medical students with the help of their medical faculties.

The main purpose of the program is “to promote cultural understanding and co-operation amongst medical students and all health professionals, through the facilitation of international student exchanges. SCOPE aims to give all students the opportunity to learn about global health, and attains this partly by having its exchanges accredited by medical faculties across the world�.

Since 2003 until today, 103.354 students went on exchange with SCOPE, in 98 National Member Organizations and 923 Local Committees & universities around the world.

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Before the March Meeting Voting Rights: To gain voting rights, according to SCOPE Regulations 6.3.3, you need to: a. Inform the SCOPE Director if someone other than the NEO will be representing your NMO

by February 16th. That person has to be from your NMO. b. Submit your NEO Report by February 1st. c. After February 1st, review and correct your contact information in the database. Even if the data there is accurate, it has to show that it has been edited after February 1st, so you can just open it and save it again. d. After February 1st, make sure that your signature and stamp is uploaded to the database, in your profile. e. After February 1st, complete/update your ExPlore pages. You have to complete/update your NMO Page, and complete/update at least two-thirds of your LC Pages. If they are up-todate, you can just open them and save, but the date of last update has to be after February 1st.

Deadline: 16th February.

Please note that: - Based on SCOPE bylaws point 6.3.5, voting rights can be gained at any moment of the GA if the requirements stated in regulations 6.3.3 c), d), e) have been fulfilled. However, failure to fulfill point 6.3.3 a) and b) results in loss of voting rights for the whole GA, and voting rights cannot be reinstated until the following GA. - Voting rights can be lost during SCOPE sessions: a. For the current session whenever the NMO fails to return their voting card to the SCOPE IT when leaving the session; b. For the next session whenever the NMO fails 4

to return their voting card to the SCOPE IT at the end of the session.

- Lack of voting rights does not affect speaking rights.

Exchanges Fair: The AF Market was originally created when Exchanges didn’t have databases to exchange documents. In order to do that, Exchange Officers from all over the world had to gather in March and trade all the documents in hard copies. Nowadays the tradition maintains but the AF Market is much more than that. Today, it is a unique opportunity to show the best that is being done in your countries.

We will set up a room full of tables where NMOs will have the opportunity to build their stands. During this time you need to exchange the hard copy documents required by some NMOs, and will have the opportunity to promote your exchange program in your NMO among the other countries. It is not allowed to ever leave the table unattended and documents will only be collected, not distributed.

This means that the NEO will stay at the table with all the documents and that the other NEO, assistant or helping hands will walk around the other tables and collect all necessary documents.

During the Exchanges Fair we will hold a competition: The best Exchange stand. So do you have a wonderful exchange program? Do you want to promote your country? This is the best chance for you ! Everyone will assess your ability of promoting your exchange program and your country by valuing the following: 1. Academic Quality and Exchange Program; 2. Boarding and Lodging; 3. Social Program; 4. Promotion Media (how you promote it, you can use any media, or any campaign materials). www.ifmsa.org

Before the March Meeting Promote your SCOPE/SCORE program in your NMO at its fullest! Use your imagination and be creative! The top 3 stands will be voted by the NMOs present (of course you cannot vote for your own NMO) and they will be announced in the closing ceremony.

Do not forget to bring the following items: - NEO Stamp; - All the hard copies required by the NMOs you have contracts with; - Invitation letters for the students requiring hard copies (e.g. for visa purposes); - Promotional material (pins, posters, flags, costumes, sweets, everything you can gather to promote your country).

Small Working Groups Proposals: Anyone who has a topic that they would like to head a SWG on should send the proposal at least 2 weeks before the beginning of the March Meeting.

You can submit all your proposals through this form: http://goo.gl/forms/fuYpeyk7ut.

For each proposal, you have to mention:

2. A brief description of the topic; 3. The name(s) of the coordinator(s) and your email address(es).

Deadline is February 16th.

Important Note: As we would like to be as efficient as possible, please do not submit a proposal that has already been discussed in the past, unless you are expecting new outcomes. If you have a doubt, please contact scoped@ifmsa.org.

SCOPE Regulations Changes Proposals: All bylaw change proposals should be sent at least 2 weeks before the beginning of the March Meeting. You can find the SCOPE Regulations post AM14 here.

You can submit all your proposals through this form: http://goo.gl/forms/ssvtUInBg8.

For each proposal, you have to mention: 1. The original text (do not forget the number of the regulation) 2. The proposed change 3. The proposer (Your NMO) Deadline is February 16th.

1. The topic title for the SWG;

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Agenda

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Agenda

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Agenda

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The Details As around 150 participants are planning to attend the SCOPE sessions, and as we all have different backgrounds, this year we decided to propose parallel sessions. Some of them are advanced, while the other ones will take you to some basics in SCOPE. We hope you will enjoy this new format of the sessions, and we are really counting on your feedbacks to improve them even more.

Below, you can find some details of the sessions: 1. Initial procedures This includes the first “roll call�- we call for every NMO that is SCOPE active and see which of them is present at the SCOPE sessions. At the same time we will announce those of you that have obtained voting rights. We will provide you with your voting card for speaking rights, and voting devices, if you have voting rights.

2. SCOPE IT Journey & Annual Working Plan Please read the reports of the SCOPE International Team in the NEO Folder beforehand. During the session we will only point out the most important achievements of this term and leave the rest of the time for questions and answers. We will also provide you with some updates regarding the achievements of the Annual Working Plan.

4. Speed dating Speed dating session with the SCOPE international team and the most experienced NEOs. This is a good opportunity for you to exchange some experiences, ideas and suggestions, or to simply have the time to talk about an important matter with another NEO. 5. Presentation of Small Working Groups Coordinators of Small Working Groups will introduce the topics of their SWGs and give a brief explanation after which interested participants can join them for discussions at given times during and outside of the sessions. The outcomes of the SWGs will be presented on the last day.

6. New database update Presentation of the updates of the new database project, and open discussion about it.

6.bis Policy (Parallel Session)

Statements

discussions

Discussions of the Policy Statements proposed for adoption during the MM15. All of them will be discussed in different sessions, and delegates can join the one that is interesting for them.

3. External Representation Update The latest updates about IFMSA and SCOPE relationship with externals will be explained here.

The concerned IFMSA Liaison Officers will be present and be able to answer all of your questions and concerns.

3.bis Basics to start SCOPE in your LC/NMO (Parallel Session) If you are wondering how to activate SCOPE in your NMO, or how to set up this exchange program in some of your other Local Committees, this session is for you.

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The Details this will be the opportunity to present the current situation and vote on the recommendations.

9.bis Team Building Activity (Parallel Session) This is going to be a game to know more about SCOPE & IFMSA. We intend it to be a great Team Building activity so you can get to know each others.

10. Evaluation Forms statistics report & exchange conditions template 7. Global Health within exchanges We are trying to improve the global health mindset in exchange program. Therefore in this session, there will be a discussion about the global health in exchanges, including the pre departure training and how this fits with the global health part of an exchange.

7.bis Ethical issues (Parallel Session)

within

exchanges

During this session, the different ethical issues that can occur during an exchange will be tackled. The purpose of this session is to have an open discussion about those issues, and try to come up with some clear outcomes on how to overcome them.

8. Academic Quality: Let’s get practical This an advanced session for all of those SCOPEans who have a certain background on Academic Quality and would like to discuss efficient ways to improve it among NMOs. We believe this topic has been extensively discussed during the past years, and that it is time to move on to the next step.

8.bis Academic (Parallel Session)

Quality

for

beginners

Introduction to Academic Quality in SCOPE, and all the possible ways to improve it in your NMO. 9. Presentation of SCOPE Investigations As some NMOs are under SCOPE investigation, 10

Presentation of the report of the Evaluation Forms statistics, and discussions on the Exchange Conditions new template, and possible ways to implement it.

10.bis Advocacy in exchanges (Parallel Session) Training on how to better advocate for your exchange program in your NMO, with your universities, deans and externals.

11. Let’s communicate As communication issues is regularly the main issue stated by NEOs while working in SCOPE, this session is an open discussion on the best ways to improve the situation.

12. New NMOs Presentation Presentation of the exchange program of the newly SCOPE active NMOs. 12.bis PRET Introduction (Parallel Session / Joint session with SCORE) Introduction to what a Professional & Research Exchanges Training is, and how to organize one in your NMO. 13. PRET Presentations (Joint session with SCORE) Presentations from the NMOs willing to host a Professional & Research Exchanges Training in the upcoming months.

14. SCOPE Regulations Voting Discussions on proposed changes to the SCOPE Regulations and voting. www.ifmsa.org

The Details 14.bis Incomings’ Issues (Parallel Session) Working groups on the most common issues that the incomings may face, and discussions of the possible solutions.

14.bis Outgoings’ Issues (Parallel Session) Working groups on the most common issues that the outgoings may face, and discussions of the possible solutions.

15. Joint Sessions Joint sessions with other Standing Committees on different topics. Those topics are going to be revealed later on.

16. Promotion of the exchanges (Parallel Session) Working groups on possible ways to promote your exchanges in your NMO. 17. Check Out Every day directly before lunch we have a checkout together. We will present the agenda of the upcoming day and make space for any kind of questions you may have.

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SCOPE Annual Working Plan The SCOPE International Team started its term last October 2014. One of the first things that we worked on, was an Annual Working Plan for SCOPE, to make our goals as clear as possible, and our work transparent to all. We have already achieved many of those action points, and you can expect us to finalize all of them by the end of our term.

functional, finalized and tested and perfect database on ifmsa.org for the 2016-2017 exchange season;

Below is the SCOPE annual working plan for this year:

Goal 4: To promote the Exchange Program worldwide

Goal 1: To Improve the Quality of the Exchange Program Action Point 1: Creating specific logbooks for each department with the help of external; Action Point 2: Creating standardized templates for Exchange Conditions; Action Point 3: Reviewing the Pre-Departure Training status for each NMO at the beginning and the end of the term, and encouraging the NEOs to organize one for their students, with a proper and personalized follow-up from the RAs; Action Point 4: Reviewing the Academic Quality status for each NMO at the beginning and the end of the term, and encouraging the NEOs to become more active in Academic Quality implementation and usage, with a proper and personalized followup from the RAs; Action Point 5: Reviewing Evaluation Forms of NMOs at the beginning and the end of the term, and share the statistics in the servers; Goal 2: To get recognition from other organizations and universities Action Point 1: Contacting organizations & medical associations, seeking for their support, recognition and endorsement (With the help of relevant Liaison Officers);

Action Point 2: Updating the Student, LEO & NEO Database Manuals; Action Point 3: Setting up the needs for the SCOPE Exchanges Database on ifmsa.org;

Action Point 1: Creating an “Exchange Profile Book” explaining SCOPE and SCORE in a brief way along with its NMOs and its exchange program and using it for the promotion of the Exchanges; Action Point 2: Creating a video channels in YouTube: To create one platform for all NMOs to share their Exchange promotional movies and testimonials video from the students; Action Point 3: Creating an Exchanges Promotional Video; Goal 5: To Empower SCOPE Active NMOs, and support new NMOs Action Point 1: Organizing more trainings, PRETs, PreGAs and PreRMs on Exchanges, to empower Exchange Officers; Action Point 2: Setting up a NEOs Buddy System; Action Point 3: Making a list of new NMOs and the progress updated by RAs; to make them ready and feel comfortable to conduct the outgoing and incoming programs; Action Point 4: Addition of new NMOs from all the regions;

Action Point 2: Gathering all the materials and support letters about recognition and sharing it through the servers;

Action Point 5: Updating templates and manuals that are used in SCOPE (Small Working Group, ExPlore, PDT …) and centralization of all of them in one folder on the database and on a google folder;

Goal 3: To have a functional and final exchanges database on ifmsa.org

Action Point 6: Updating the Manual for Regional Assistants.

Action Point 1: Ensuring SCOPE is using a new 12

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SCOPE IT Midterm Report

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SCOPE IT Midterm Report

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