Projects Bulletin Issue 3

International Federation of Medical Students'

Projects Bulletin ISSUE 3

AUGUST 2007

WWW.IFMSA.ORG/

Message from the Editorial Board Welcome to the 3rd issue of IFMSA Projects Bulletin. One of main points we wanted to stress in this issue is to present the common problems and mistakes in project management, as the objective of this publication is to improve the existing projects in IFMSA and to help the new starting ones. We hope the featured issues in the Idiot's Guide to Projects would be helpful and if you have any problem you think it's common, may be you can write to us about it and it can be published in next issues to help other project coordinators. Another issue we would like to highlight, is the application to Projects Bulletin - any project listed in page 7 can apply to this competition - why don't you show case your project here to the world? Please write to us for more details about application. Finally, we would like to thank all the applying projects to this issue and best of luck next issues for those who didn't make it this time.

BEST IFMSA PROJECTS

Idiot's Guide to Projects:

Marrow page 2 Project Smile X page 3 Residency Database page 4 Teddy Bear Hospital page 5 Orphanage Initiative in Romania page 6

Common problems in project coordination page 1-8

Official IFMSA Projects page 7

Idiot's Guide to Projects common problems in project coordination Thinking too small…or too big As medical students and members of the IFMSA family, we are aware that the Millennium Development Goals are major global issues. It is widely known that all these issues affect the world. At many times we are tempted to tackle these issues being inextricably linked to their existence. This is why we must draw a good set of project objectives to make sure that things do not get out of hand.

All objectives should be SMART: Specific, Measurable, Achievable, Realistic, and Timed. *Specific - Be precise about what you are going to achieve *Measurable - Quantify your objectives *Achievable - Are you attempting too much? *Realistic - Do you have the resource to make the objective happen (human, financial, equipment and material resources, will you have enough time)? *Timed - When you plan to achieve the objective?

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Marrow

Marrow, is a project that started in the UK in 1998 and is currently running in the Netherlands and Finland as well. Marrow is applying for IFMSA transnational status. James Kustow, then a medical student at Nottingham University, unfortunately lost a close friend to leukaemia when she was unable to find a suitable match. He realised that there were not enough potential donors on the UK’s bone marrow register (run by the Anthony Nolan Trust) and that students are potentially very good donors as they are young, healthy and are ethnically diverse as a population.

He then made contact with the Anthony Nolan Trust (ANT), proposing that a student run donor recruitment organisation be formed, which would work within institutes of higher education recruiting young, healthy potential donors who would remain on the register for a long time. This would ultimately help the ANT to expand the register. He also proposed that these groups should fundraise to cover some of the high costs involved in running a register. Following this, Marrow-UK was born.

The project runs approximately one third of the total number of clinics run in the UK to recruit people onto the bone marrow register. They also recruit approximately one quarter of the total number of people put onto the bone marrow register in the UK. As a national organisation, in the 9 years Marrow has been active, 86 people who have been recruited have gone on to actually donate bone marrow, which is an incredible number considering how difficult it is to find a good match.

Marrow has grown from a local project in one university in the UK to an international project spreading across Europe with a total of 31 branches worldwide, with interest increasing in other European countries.

The project team won the Rex Crossley Award for best Project in the IFMSA during the AM in Zlatibor, Serbia, in 2006.

And they are among the 5 finalists competing for the 2007 edition of the award.

Mihnea Ioan Ionescu Idiot's Guide to Projects common problems in project coordination Absence of selection criteria An IFMSA project is special because it tackles almost only health and medical related issues and its volunteers are medical students. Yet, just the status of being a medical student does not guarantee that the volunteer will have the qualities needed to work in a specific project (unselfishly in the benefit of others). They might become excellent doctors in the future in the technical and professional way of speaking but alleviating the pain of human beings does not stop at the hospital entrance.

So, in order to select medical students with the proper qualities, one might want to consider selection criteria before their entry into a project team. Some may argue the pros and cons of using selection criteria as at many times we do not find enough medical students to volunteer, which then may become an obstacle in carrying out our projects.

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Project Smile X SMILE! It’s time to have some FUN. Whether you are very young or old, it is difficult not to smile in the presence of a clown. And a smile can gain a significant importance, if seen on a sick person’s face; it can help him to relax and to easily fight the disease.

It is scientifically proven that Clown Therapy can contribute to the improvement of the results of medical treatment and patient management in general. Teaching Clown Therapy develops non-verbal communication skills through art, as acting, music and body language. Such experience can help future doctors to create new, non-conventional channels of communication and therefore improve their relationship with their patients.

Project Smile-X is creating a network of medical students to work for the implementation of a different Culture to deal with patients’ problems; an approach where the doctor-patient relationship and the life quality during hospitalization is improved using “artistic” means.

But the way towards such an ambitious goal is not as easy as it may seem.

Smile X project considered several steps. The first step is to train the volunteers in both theoretical issues essentially related to patient approach and practical skills. Then, some practice in non-hospital structures should follow, as to ensure proper character assimilation and skills learning by each volunteer. Finally, as they are ready for action, student-clowns are sent on field; that is monthly shifts of at least two hours of acting are organized in the hospital wards, where prior permission was obtained. And it is here where the results of the previous preparations come to light. Both future physicians and patients learn how to smile even when they have to deal with the disease, and not because they don’t care but as a mean to overcome a difficult situation.

The project runs in six different countries at the moment and it already involves about one thousand volunteers. It is run by SISM Italy and IFLMS Brazil and was recently accepted as an IFMSA transnational project.

The project team invites you to join it! They guarantee you a lot of fun and an unbelievably rich experience!!! You just can’t pass it over!

Further information at www.sism.org/smile-x and project.smile@yahoo.com

Manuela Moraru

Idiot's Guide to Projects common problems in project coordination The executive summary of a project proposal must be clearly written, so that the reader can understand all the elements of the project; the goals, the target group, timeline and so on…This will be of benefit to students willing to volunteer, or may be even help increase the number of LCs/NMOs involved.

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Residency Database Driving along Residency…the final frontier…The voyage of medical students and young doctors to explore the possibility of specialising or sub-specializing in new worlds, to seek out information concerning the residency system and application procedure to different countries, to boldly go where they have only dreamed about before.

8:00- I have decided! I want to start my residency in the UK! Although it may rain all the time, I think it is worth it! Assuming they do accept international physicians for specialization, I should start thinking about what it takes…

10:00- I know which specialty I would like to follow, but I still need to know about the duration. I’ve spent 2 hours trying to find out the fields that I could specialize in and how long they take to complete. I’ll postpone this till later. I should move on…

13:00- I skipped over lunch to find out the working conditions. I still don’t know how many hours per week will I spend at the hospital? To think more, I don’t even know if I’m needed there...What is the ratio between this country’s doctors and its population?

14:00- Let’s say it doesn’t matter that much what I’ll be doing as long as I’ll be practicing medicine there…The question is whether I’ll be able to support myself far away from home for all those years. How much is the annual salary? Who would be so kind to share with me this kind of information???

16:00- The application procedure is pretty complicated, so I’ve heard. What is a Pre House Officer? And what are my chances? Are there any statistics about foreign applicants?

18:00- I’m tired…all day long I’ve searched google and many others, but my questions are still unanswered…I wish somebody could help me…I know there are lots of medical students who experienced that already, but where can I find them?

Residency…the final frontier…These are the voyages of the RDB project team to explore the possibility of specialising or sub-specializing in new worlds, to seek out and share information concerning the residency system and application procedure to different countries, to boldly do what no project accomplished before.

Explore what we speak about! http://residencydatabase.helmsic.gr/

Oana Tudorache

Idiot's Guide to Projects common problems in project coordination Problems with Partner Organisations Make sure that you always present partner organizations or potential ones with a well prepared project proposal that highlights the link between your project work and their field of interest and any other collaboration details. Don’t forget to mention your contact details!

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Teddy Bear Hospital Look in the eyes of a child when he is attended by a physician and you will probably see … FEAR! Kids fear to doctors is something all of us has heard of or even experienced. And this interferes in the already difficult relationship between the doctor and the child-patient.

With this in mind, and aiming to reduce what is also known as “the white coat syndrome” in the paediatric patients, medical students in more than 30 countries around the world, IFMSA or EMSA members, came up with the idea of the “Teddy Bear Hospital”.

Teddy Bear Hospital? What this actually is? Obviously a hospital for teddies. In such a “hospital” the kids are the parents of their dolls and the medical students are the doctors. As “Mum” or “Dad” the children visiting the “hospital” are responsible for their sick little friends – their teddies. Now why sick teddies? Because while the students are “treating” the teddy, the child will have the possibility to follow the course of examination and treatment, without the pressure of being a patient.

Moreover, the students will also have a great chance to learn how to deal with the paediatric patients, to better understand the incredible world of children and to gain experience on how to interact with them as a physician and as a friend.

Decorated colorful tents on a big square in the city centre, the school's gym, a kindergarten or a hospital hall… almost any place can work well for setting up a “Teddy Hospital”. What really matters once you have decorated your “hospital” is to have the actors on the scene you choose as the “venue” for your “teddy hospital” and a plan for your “play”.

If everything goes as planned, at the end, most of the children involved in the project will really enjoy the time spent at the “hospital” and they understand that illness and the fight against it is part of everyday-life and does not necessarily have to be experienced as threatening or frightening!

If you are convinced to try to set up a Teddy Bear Hospital in your home country, feel free to contact the Teddy Bear Hospital Project Coordinator at teddybearhospital@dsms.net More inspiration, ideas and suggestions can be found at www.dsms.net/teddybear.

Manuela Moraru **Teddy Bear Hospital is an IFMSA transnational project organized in collaboration with the European Medical Students Association (EMSA)

Idiot's Guide to Projects common problems in project coordination Fundraising We have ideas, we are determined, so are all the members of the project team, we are ready to address the health issue and the target group is waiting for us. Yet we need the final element which puts us in motion: the funds. We are certainly not going to obtain them if we deal with minor problems or approach sponsors with irrelevant issues not falling within their field or scope of interest. We should keep in mind that the closer they are to the problem the swifter they will be to help us and the target group in need.

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Orphanage Initiative In Romania “I love you, mom!� is what a curly haired four year boy told me after a few hours of playing together in the orphanage yard.

As I am only in the 20s and we were in an orphanage yard, you can easily imagine he was not my son. It was then when I realized that abandoned children are yearning to pronounce that word, and not only to pronounce it but to associate it with a person who cares for them.

Children are in need of constant stimulation and attention from elders in order to develop normally. As much personnel as an orphanage might have, there is never enough. What children really need is personalized attention and care.

Orphanage Initiative Romania is an IFMSA transnational project whose main aim is to contribute to the improvement of the life quality of institutionalized children. Since 1996, students from all around the world volunteer in placement centers offering abandoned children the so much needed attention for their harmonious development. The project is opened to all students, and no medical background is required. International participation is welcomed during summer time; and in order to ensure sustainability of the project, local students maintain close contact with the kids through weekly activities all year round.

There are many activities one can think of, in which children can get involved. From indoor activities such as painting or LEGO playing, to trips in the country side or open air games, they are all well received by the kids and help in the achievement of the proposed goals.

Over the years, the Orphanage Initiative project team organized uncountable activities with and for orphan or abandoned children; hygiene education workshops, English classes for the elders, theatre plays with and for the kids, special parties, visits to the zoo, museums, botanical gardens, many different games and much more. Overall, children in about 25 placement centers were visited by hundreds of students from all over the world; they have learned new things, made new friends, and spend some quality time together. As for the volunteers, we all had the opportunity to discover the importance of each minute of attention dedicated to a child yearning for attention and love.

If you want to experience it yourself, all you have to do is join the Orphanage Initiative project team as a local or international volunteer. Surf on http://www.ssmb.ro/oir/ and you will find all the details you might need.

Manuela Moraru

Idiot's Guide to Projects common problems in project coordination Evaluating the project IFMSA Project Coordinators should always be keen to secure the objectives stated in the Project Proposal. All project coordinators should keep in mind the importance of monitoring and evaluation. Monitoring and evaluation should be objective and according to indicators to make sure that you are always on the right track. For example the target group should be surveyed about the project team and the other way around and after every evaluation the plan should be reset accordingly.

Even if every detail of the project proves fit as a fiddle, we are always left wondering isn’t there a way to achieve the goals in a more efficient way?

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Official IFMSA Projects IFMSA Anti TB Campaign Think Global-phase 2 Action project Awareness Strategies for Pollution from Industries (ASPIS), Calcutta Village Project Curriculum Database Daisy Project – Margarita Disasters and Emergencies Medical Students´ Network Hepatitis awareness campaign Influence of Studies on Students´ Health International Campaign on Malaria International Students Network on Ageing and Health (ISNAH) Innovative Approaches Promoting Adolescent Health and Development (IAPAHD) Kenya Village Project Kumba Project Malaika Project Native Health Initiative Northern European Cooperation of Sex Education Projects Organ Donation Orphanage Initiative in Romania Palestinian Refugee project in Lebanon Peace Test Residency Database Rex Crossley Award Rwanda Village Concept Project Scientific Opportunities Database SCORA Exchange Smile X Project Sudan Project Tanzania Health Project The Teddy Bear Hospital Tobacco Initiative Project Uganda Village Project Unite for Sight Workshops in Peer Education for Medical Students from Lebanon

Idiot's Guide to Projects common problems in project coordination Not raising awareness in an effective way At times, the method of awareness being used is not the best way to reach your target group. Setting and using proper methodology to ensure that the awareness is raised in the most effective way is the key to a successful project. Just writing reports and articles about the tremendous efforts of IFMSA volunteers in a poor and war-stricken community in a distant country might not be enough. As it is said, a picture is worth more than a thousand words; sometimes an intriguing new idea may do the trick to reach your target group. Many projects start off with a baseline survey which can be used as a reference along the project timeline and during follow up to get a concrete look at the level of awareness reached.

Editorial Board of Projects Bulletin Ahmed Magdy, IFMSA Publications Director Anel Okic, IFMSA Projects Director Goran Mijaljica, IFMSA Projects Director Manuela Moraru, IFMSA PPRC Member Mihnea Ioan Ionescu, Rex Crossley Award Coordinator Anca Chelariu, Rex Crossley Award Coordinator

Projects Applied for this issue Africa Village Project Marrow Movies & Medicine Orphanage Initiative in Romania Project SMILE X Residency Database Sickle Cell Decisión Club Teddy Bear Hospital Tobacco Initiative Project Teddy Bear Hospital Macedonia

List of IFMSA abbreviations EB - Executive Board

PPRC - Projects Proposal Review Committee

GA - General Assembly

GS - General Secretariat

PSD - Projects Support Division

NMO - National Member Organization

SG - Secretary General

WHO - World Health Organization

RDB—Residence Database

SC - Standing Committee

Projects Bulletin is official IFMSA publication Copy Editing by Walaa El Bedewy International Federation of Medical Students' Associations Design & Layout by Ahmed Magdy General Secretariat IFMSA c/o WMA B.P. 63 01212 Ferney-Voltaire cedex France Phone:+33 450 404 759 Fax: +33 450 405 937 Email: gs@ifmsa.org Home page: http://www.ifmsa.org

© Portions of Projects Bulletin may be reproduced for non political, and non profit purposes mentioning the source provided. Notice: Every care has been taken in the preparation of these articles. Nevertheless, errors cannot always be avoided. IFMSA cannot accept any responsibility for any liability.

Email: publications@ifmsa.org