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International Pharmaceutical Students’ Federation

training

Manual Student Exchange Officer

Student Exchange Programme


International Pharmaceutical Students’ Federation

Training Manual Students Echange Officer

Students Exchange Programme

IPSF 2012Š


2011-12 Edition

1,preface Welcome to the wonderful world of Student Exchange! The IPSF Student Exchange Programme has been one of the longest standing and most popular IPSF initiative since the formation of the Federation in 1949. SEP is a year-long project that is run by more than 50 IPSF member associations. Majority of exchanges are conducted over the months of May to September for duration of between one to three months. It may appear overwhelming at first when you start your role as the Student Exchange Officer (SEO) of your association. This is where this Training Manual would come in handy. It is meant as a supplement to your training from your previous SEO and if you are a new SEO, this manual would certainly explain the whole process in detail. It is hoped that this manual will provide you with all the required information you require to better understand the running of SEP and assist you in planning your SEP year out better. If you have any questions or queries, please do not hesitate to contact me or speak to any member of the Student Exchange Committee! We are here for your benefit!

Regards, Joana Carrasqueira Chairperson of Student Exchange 2012-13

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2.glossary of terms The main terms used in the Student Exchange Programme are listed below: The main terms used in the Student Exchange Programme are listed below:

AF Application Form ChP of SE

Chairperson of Student Exchange

CV Curriculum Vitae ES Exchange Student Exec

IPSF Executive Committee

IM Individual Member ML Motivation Letter SE Student Exchange SEC

Student Exchange Committee

SEP

Student Exchange Programme

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3.Introduction

3.1 What is IPSF?

IPSF, the International Pharmaceutical Students´ Federation, was founded in London in 1949, with the statutory aim of “studying and promoting the interests of pharmaceutical students and to encourage international co-operation among them�. At the time, eight countries formed the membership of this Federation, most of them coming from Western Europe. Fifty years have passed and today, IPSF has a solid membership of more than eighty organizations representing a total number of more than three hundred fifty thousand (350,000) pharmacy students worldwide.

3.2 What is SEP? Student Exchange Programme (SEP) is one of the main activities in IPSF. It is a mobility programme that gives students from all over the world the opportunity to get to know pharmacy in a different country. The member associations of IPSF organise the exchanges by finding host sites where the students are trained. The programme runs throughout the year, but the majority of the exchanges take place between May and September. The length is usually 1 to 3 months, and possible host sites include retail pharmacies, hospital pharmacies, wholesale companies, pharmaceutical industry, pharmacy schools, government, and private health agencies. The host may also provide room, board and/or pocket money in addition to the training site in order to help the student.

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4.background 4.1. Chairperson of Student Exchange A member of the executive committee of IPSF, elected each year at the annual congress of IPSF. The main duty of the Chairperson of Student Exchange is to facilitate the smooth running and organisation of the Student Exchange Programme.

4.2 Student Exchange Committee (SEC) The Chairperson of Student Exchange appoints the Student Exchange Committee that is a closed permanent committee of IPSF. SEC consists of ten members. The main duty of SEC is to actively provide guidance and ensure the smooth and fair running of the IPSF Student Exchange Programme.

4.3 Student Exchange Officers (SEOs) The Student Exchange Officers represent their national organisation that is a member of IPSF at national and an international level. The Student Exchange Officers are responsible for finding host sites and accommodation for the incoming students and finding places for the outgoing students by contacting other SEOs. They are responsible for the entire process of SEP.

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DUTIES OF A SEO

• To update the country information section of the Student Exchange Database before 1st October every year. If the information given in this section needs to be changed along the year, the Chairperson of Student Exchange needs to be notified in advance.

• To ensure that the Student Exchange Fees are paid to IPSF by the 1st of January each year. • To check that the AFs from outgoing Exchange Student (ES) are correctly filled in before approval. • To facilitate the AFs from incoming ES to the hosts. • It is recommended to send thank-you letters and certificates to hosts. • To maintain smooth communications with the Chairperson of Student Exchange, other SEOs and ES. To give the appropriate handover to their SEO successors by: o keeping a record of all host sites during their term o guiding and advising the next SEO after them o informing the Chairperson of Student Exchange about the new SEO • To send all information requested by the Chairperson of Student Exchange as soon as possible. • To mark incoming ES successful or unsuccessful at the Student Exchange Database as soon as the exchange period is over. • To complete the SEO Annual Report and to submit the SEO Reporting Document each year in a timely manner.

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4.4 Local Exchange Officers (LEOs) In some countries, where several local students’ associations form the national one, the SEO shares the work with the Local Exchange Officers. In these cases, the SEO represents the national association, does the administrative work, manages the Student Exchange Database and contacts other SEOs and the Chairperson of Student Exchange; while the LEOs act at a local level, looking for host sites and making contacts with the hosts and incoming ES directly. Official Invitation Letters should only be issued by the national SEO.

4.5 Exchange Student (ES) Eligible applicants for SEP are: - Pharmacy Students who are members of an IPSF member association - Pharmacy Students who are individual members of IPSF Requirements: - To complete the SEP AF properly and pay the stipulated fee - To behave appropriately during the exchange - To submit a complete Evaluation Form to SEP Database once the exchange is completed - To pay all upcoming expenses It is recommended that SEOs inform students of their obligations to their association and their country while on exchange. Implementation of the Quality of SEP starting in 2011-12 requires that all students understand and agree to the Waiver of Liability stipulated in the AF and also adhere to the terms and conditions agreed upon by the host and the host SEO. Please see Appendix 1 for a copy of the Waiver of Liability. IPSF strongly recommends all exchange students to provide themselves with a valid health insurance for the entire duration of the exchange and make sure that all proper visa and documentation papers are filled out correctly and on time.

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4.6 Hosts A host is a pharmacist or other professional related to the field of pharmacy, who provides the work site. Host sites have to be arranged by SEOs. Conditions of the exchange such as accommodation and remuneration have to be agreed upon prior to the exchange.

Examples of what the host site might provide - The host provides accommodation and work o In some countries after receiving an introductory letter about the Student Exchange Programme and the national organization, the pharmacists are to provide a working place and accommodation for the foreign student. - Host provides work site only, when o The job is paid: when the student receives a salary or some pocket money, the SEO of the hosting country will have to look for a suitable accommodation according to the student’s salary. o The job is not paid: when the students do not receive a salary for the job they are doing, accommodation should be arranged by the SEO.

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4.7 Quality of SEP Quality of SEP placements aims to streamline the running of SEP in each country to ensure a minimum quality is maintained. SEP is about experiencing pharmacy in a different country and to meet this expectation a certain quality of the SEP placement have to be assured. The minimum number of working hours for a placement to be accepted as an official SEP placement is 15 hours a week or 60 hours per exchange. The host, SEO and student can discuss when and how these hours are being spent. If a host cannot provide a placement for 15 hours a week but he or she wants to contribute to the Student Exchange Programme, the host can try to find colleagues to collaborate on the placement. The student can spend a part of the working hours in one pharmacy/ company/university, and the other part in another pharmacy/company/university. If the host is willing to contribute to the programme but the host does not know of any colleagues who want to collaborate on this SEP placement, you as the SEO should try to find a colleague who wants to collaborate on the placement yourself. This way you still conform to the minimum working hours but the host does not have to guide the student for all those hours. This way you do not lose enthusiastic hosts but the quality of the placement is assured. This may cause a lot of logistic issues but it is important the placements you provide have a certain quality. Otherwise the student does not benefit from the placement of the Student Exchange Programme and will lose its professionalism. If the minimum working hours are not met, the exchange will have to be marked as unsuccessful and no SEP certificate will be issued to the student. It is therefore important to make sure the quality of the placement is assured before you accept to host a student. If the student fails to achieve the minimum number of working hours and the student notices this during exchange, the student will have to contact the home SEO as well as the host SEO immediately about this. The host SEO can potentially improve the exchange immediately. The home SEO can also put some pressure on the host SEO to look after the quality of the placement. If the host SEO fails to improve the quality (=working hours) during the exchange, the exchange will have to be marked as unsuccessful and no SEP certificate will be issued to the student. This placement therefore does not count as a successful placement and this placement will not be taken into account when calculating the number of AFs of the following year. • 12


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Guideline for SEOs • Please inform potential hosts about what will be expected from them (host folder and SEP quality document). • Tell them what their responsibilities are and what will be taken care of by the SEO. • Agree about working hours with the host roughly before placing the student. • Tell applicants about the working hours that will be expected from them before placing the student. • Let the student and host define the exact working hours between them. This way both student and host know what to expect from the exchange. • Home SEO: Inform the students about the minimum working hours. Ask the student if they understand this. Inform the student about what to do if he/she notices the number of minimum working hours will not be reached during exchange. • Host SEO: Inform the host about the minimum working hours and ask the hosts if they will be able to achieve this number of working hours or if they would like to be coupled with another host. Combine hosts to make sure the minimum number of working hours is reached. Inform the hosts about the situation if they will be coupled with another host. Define what days or part of days which host will be responsible for the student. Make sure the student knows when to be at which pharmacy, make sure both host placements are in proximity of the accommodation.

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4.8 Number of Application Forms (AFs) The calculation of the number of application forms an association receives in the SEP year 2011-12 is as follows: 4.8.1. Associations that have participated in SEP in the previous years: The number of AFs that the association gets for SEP year 2012-13 will be the number of students placed by the association in SEP year 2011-12 multiplied by 1.5 (rounded to the next integer). If the association did not host any students in the previous year, they shall only receive 2 AFs.

AFs for the association (2012-13)

AFs placed by the association (2011-12) x 1.5

4.8.2. New associations in SEP These associations receive 2 Application Forms (AFs) this year. The application form must be completed online via the SEP database, with the student’s curriculum vitae and motivation letter attached to it. The exchange student has to choose three countries where he/she would like to go for the exchange. Order of preference dictates how and when the potential host SEOs can view the incoming AF.

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4.9 SEP Fee 1. Any participant wishing to take part in the IPSF SEP must pay the SEP fee of 42€. 18€ will be given back to the participants in case they are not placed. 2. In addition to this, the association in the participant’s home country may also charge a fee, which is to be kept to a minimum, and must not be greater than three times the IPSF SEP fee. In this case, the SEO of the home association must justify this fee to the participant and to the Chairperson of Student Exchange. 3. It is not acceptable for a host association to charge any fee to the incoming participant other than to cover the incoming participant’s accommodation, food or travel. 4. IPSF recommends countries not to charge any participant any amount above the 42€ fee.

ES pays 42€ as application fee: - 24€ goes to the IPSF budget. - 18€ goes to the host association, if the student is placed. - 18€ are paid back to the student by the home association if the student is not placed. For SEOs and the national IPSF member associations, this means - Collect 42€ SEP fee from each applying ES. - Take good care of the money during the whole SEP year. - In the month of October 2012, your association will receive an invoice from IPSF. You will have to pay 42€ for each placed and placed but renounced student, and 24€ for each not placed student. Your SEP fee will be decreased by 18€ for each student that your association has hosted during the SEP year 2011-12. The lowest possible SEP Fee is 0€. - Return 18€ to not placed students.

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4.10 Application Forms Reallocation Project It is a new project for running SEP even better. The aim is to use all AFs for each year. Some countries do not need so many AFs but on the other hand some countries would like to have some more AFs. According to Domestic Rules approved by General Assembly at 55th World Congress 2009 Bali, Indonesia, spare or unused AFs will be returned to Chairperson of Student Exchange by 1st March and reallocated in second round by members of the Student Exchange Committee. Timeline December 2012:

Deadline for your students to submit all their AFs and for you to complete your pre-approval process.

January to February 2013: Approve your students after reviewing all the AFs. Determine how many AFs will not be used and determine if you can host more students in your country. 1st March 2013:

Register your interest with Chairperson of Student Exchange about requesting for more AFs or to host.

30th March 2013:

SEC will have reached a decision about allocating the AFs and information will be released to all SEOs.

April 2013:

Begin disseminating the information through to your students and finalise as many AFs as possible.

31st May 2013:

Deadline for approval of 2nd round AFs on the database.

4.11. SEP Grant The purpose of this grant is to allow some students with low economic resources to participate in the IPSF SEP. The grant will finance partial or full costs of a plane, train, bus or ferry ticket to the destination country, and exempt the exchange student from the payment of the fees imposed to participate in the exchange programme. The application must be completed and all the rules have to be followed! (Conditions of applying for the Student Exchange Grant 2012-13: Appendix IV. – Development Fund Regulations of the Domestic Rules)

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4.12. Potential conflicts and misunderstandings with exchange students Where different people and different cultures meet, there is a potential for conflicts. Dealing with them is not always easy and requires some experience. However, there can be summarized some basic rules how to prevent and handle conflicts. Beware As SEO, it is certain that you will be confronted with conflict situations sooner or later. People from different cultures have very different ways standards to what is polite and express their feelings in very different ways. This of course hast to lead to misunderstandings. However, they are part of the experience of SEP for ES, host, LEOs and also you as SEO. So don’t be surprised by such situations. Stay calm, react considerate, keep your emotions under control and be self confident that you can handle this situation. Just by doing so, you’ll see that you can already solve most of the problems. Prevent As SEO, it is not only your duty to be aware of conflicts yourself, but also to make aware ES, hosts and LEOs. At the end, only the awareness of all parties can help to prevent and solve conflicts. Here are some further points that can help to prevent conflicts: Encourage ES to contact you immediately as soon as they have questions about how to react or to behave in your country. Encourage hosts and LEOs to contact you as soon as they have problems or questions. Define roles clearly: Explain to all parties what their duty is and also in which issues are not of their concern. Define circumstances of the exchange (like housing, work hours etc. ) clearly prior to the exchange. Crate a good relationship with all parties: Show interest in the culture of the ES, ask what the host expects from the exchange, solve problems actively, be willing to adopt to the opinions of the other parties and thank all parties for their work. Don’t use so called “killer phrases” like “This doesn’t work at all!”. Such sentences make it look like you are not willing to find solution for all parties. Also be careful with early 17


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and harsh accuses. Once accuses are spoken, it is almost impossible to get them out of the world again. Recognize The first step in dealing with conflicts is to recognize them. Generally, it can be said that in a conflict there always are involved bad feelings from at least on party. Seeing signs for those bad feelings is not always easy. Different people and different cultures show their dissatisfactions in very different ways. Here are some possibilities how different people show dissatisfaction: Verbal communication: Some people say directly what troubles them. They demonstrate their dissatisfaction actively. Non-verbal communication: But also gestures like an angry look or a demonstrative silence can be signs for dissatisfaction. Passive demonstration: If people for example don’t seem to be motivated, don’t answer constructively or are always late, this too can be a demonstration of dissatisfaction. React As soon as you see signs for conflicts (from ES, hosts or LEOs), take them serious and react instantly. The earlier the problem for the conflict is identified, the easier it is so solve it. If you see signs of a conflict, ask this person if everything is alright or if you can help him in any way. If it is a small problem, encourage this person to talk about it with the other party or talk to the other party yourself. If the conflict is already established, the best way to solve it is to talk with all the parties involved about it, directly or with an meeting. If you discuss the conflict via email or online meeting, the same rules apply as well: Be prepared for the conversation and take your time. Explain to the parties procedure and the goals of the conversation Try to separate upcoming feelings from the objective fact of the conflict

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Listen carefully to the point of views of all parties involved Point out what the parties have in common, try to find where the real problem is Let the parties react to each other If there are, hear to the opinion of witnesses Try to find a fair solution together with the parties involved. Generally, both parties have the right to be treated equally and to get a fair procedure, as it is established in most systems of justice on the world. It is also possible that get you get involved in a conflict personally. Generally, the same rules apply to react on that. However, in this case it of course is harder to find an objective solution and to control your emotions. Get help You are not alone! As soon as you feel that you can’t handle the conflict anymore, especially if you are involved yourself, contact the ChP of SE. If you are not sure when to get help, it is better to get help too early than to wait until the conflict is blown out of proportion.

4.13. Disciplinary issues and Summary of penalties based on possible scenarios Below most common scenarios of disciplinary issue will be explained. For general disciplinary issues and penalty system, please refer to SEP Domestic Rules. The Chairperson of Student Exchange must be informed of any of the scenarios described below or any breach of SEP conditions. A detailed investigation will be launched and a final decision will be made after discussions with members of Student Exchange Committee and if necessary, IPSF Executive Committee.

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Scenario 1: Student arrives in the host country for exchange, works at the host pharmacy for 1 week or less and then quits the exchange and tours the country. Penalty: Student:

- AF marked unsuccessful on SEP database

- No SEP certificate issued to student

- Banned from SEP for the next SEP year and black-listed on SEP Database accessible only by SEOs

Home Association:

- No refund of 18 Euros per unsuccessful exchange (that is normally refunded to the association for every placed incoming student) Note: IPSF strongly encourages member associations to: -

impose strict regulations during the pre-selection process,

- charge a deposit which is refundable once the student completes a successful exchange -

award penalties to unsuccessful students.

Scenario 2: Student arrives in the host country for exchange and discovers the host pharmacy has been changed from the one previously agreed upon. The student is dissatisfied with this unplanned and un-discussed change and leaves the country. An alternative scenario is that the host SEO charges additional fees to the student upon arrival without first notifying the student. Student must inform home SEO about the situation and subsequently, the home SEO must inform the Chairperson of Student Exchange. The Chairperson of Student Exchange or Student Exchange Committee (SEC) investigates the situation.

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Penalty: - No refund of 18 Euros - Decrease of the Application Form for the next SEP year by using the factor of 0.8 in the Application Forms calculation process (reduction by 20%). Scenario 3: The host SEO agrees to host a student, proceeds to reserve and place the student. At the last minute (for example, one month before the exchange), the host SEO says the host pharmacist has changed their mind and cannot host the student. The host SEO has tried in vain to find other options but there are no possible replacements. Home SEO has to inform Chairperson of Student Exchange about the situation. Chairperson obliged to investigate it and to interview the home and host SEO and the placed student. Penalties: - If the host pharmacist has changed their mind or decided to not participate in SEP, there will be no refund of 18 Euros - If the cancellation is due to an unresponsive host SEO,

- No refund of 18 Euros

- Decrease of the Application Form for the next SEP year by using the factor of 0.5 in the Application Forms calculation process (reduction of 50%) Scenario 4: Student completes exchange but behaved inappropriately during exchange. Inappropriate behavior includes: 1.

Did not conform to the minimum 60-hour requirement

2.

Did not perform to the expectations of the host

3. Do not show respect to his/her contact persons and to others in the exchange group 4.

Do not respect the culture of the host country

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Penalty to student: - AF is marked as unsuccessful on the SEP database - No SEP certificate is issued to the student - Banned from SEP for the next SEP year and black-listed on the SEP database that is accessible by SEOs.

Scenario 5: Host SEO did not provide 60 hours of exchange for student as per new changes in Domestic Rules. Chairperson of Student Exchange should be notified by home SEO and by the student. Penalty to host SEO: - Decrease of the Application Form for the next SEP year by using the factor of 0.8 in the Application Forms calculation process (reduction of 20%).

Scenario 6: Student arrived in host country. Halfway through the exchange, the student has a family emergency and has to leave from the exchange immediately. The host SEO should inform the home SEO and Chairperson of Student Exchange about the situation. Penalty to student: - AF marked as unsuccessful on SEP database - No SEP certificate issued - BUT the student is able to apply for SEP the next year as this is an unavoidable situation 22


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Scenario 7: Home SEO is trying to contact the host SEO to discuss hosting capabilities or the host SEO has already placed a few students but has not provided sufficient information or made contact with the students. Host SEO is unresponsive despite multiple contacts. Home SEO should make every attempt to contact the host SEO but if unsuccessful, the home SEO must inform Chairperson of Student Exchange. If Chairperson of Student Exchange is unaware of any specific circumstances pertaining to the SEO’s lack of response, the Chairperson of Student Exchange has to contact the Contact Person and President of the host association to try to get into contact with the SEO. Note: IPSF strongly encourages SEOs to report Penalty to the host association: If all attempts at making contact fails, - Decrease of the Application Form for the next SEP year by using the factor of 0.2 in the Application Forms calculation process (reduction of 80%)

Scenario 8: From the viewpoint of the home SEO, the outgoing approved student has left the country for SEP but did not turn up at the host pharmacy. Penalty to student: - AF marked as unsuccessful in SEP database - No SEP certificate is issued to the student - Banned from SEP for the next SEP year

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4.process Student fills in the AF NOT APPROVED AF The student fills in CV and motivation letter and pays the SEP fee42 € SEO approves AF

APPROVED AF AF cancelled by student before the deadline

Student unreserved

Reserved

Placed Unsuccessful = renounces the

Evaluation form

ARCHIVE

Whole 42€ to IPSF

24

18€ paid back to the student

Participation Certificate

Passed

Unsucessful

18€ to host association

Filled in

Sucessful

AF disappears


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5. SEP

database All country SEOs that participate in SEP has a login username assigned to them by the Chairperson of Student Exchange. The password has already been created. SEOs can choose to keep them or have them changed. For most SEOs, your previous SEO would have given you all the appropriate login username and password to log onto the database. If you have forgotten the password, simply click on ‘Forgot your password?’ link and you will be sent a generic password to log back into the database. The password is sent to the email address registered with the database.

Upon logging in, you will come to the main homepage for SEOs. The toolbar on the left shows the options available to all SEOs.

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6.1. Manage Application Forms

Outgoing Applications • When a student creates an account, you as the SEO will receive an automated notification via email to confirm their account. o You can choose NOT to activate the account if the student did not pass the pre-selection process. In this case, you do not need to do anything. As long as you do not click on the link to confirm the account, the student is not able to log onto the database. • After you approve the account, the exchange student (ES) can log into their account using the username and password they created and apply for SEP by clicking on ‘Apply for SEP’ and selecting ‘New Application’. • Do not forget that all your students NEED to put in the correct association name. This is important so that you as the SEO can view their AF when it appears in the system. Otherwise, the student will not be able to participate in SEP. • Once a student submits his AF, the SEO will receive an automated email about it and the AF will appear under ‘SEO outgoing applications’. 26


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• SEOs can ‘UNSUBMIT’ the AF so that their students can make modifications to the AF, they CANNOT and SHOULD NOT ‘CANCEL’ the AF, and otherwise, the student will be BANNED from SEP for the rest of the year. • Check through the AF properly and concisely and if you are happy with it, you can approve it. The AFs cannot be modified after approving them. • Once the student’s AF is placed or reserved by the host association that reserved or placed the student, the association name will be highlighted in bold (that is the way for the SEO to know that the student has been reserved or placed by the host SEO). • At the end of each SEP year, all applications will be archived.

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Incoming Applications • When the AF has been approved, the host SEOs will be notified in this way: o 1st SEO will be notified immediately. o The 2nd SEO a week later than the 1st, and o The 3rd SEO a week later than the 2nd o By the 3rd week of approving the AF, all 3 SEOs would have been notified about the AF. • To view the AF, you can click on ‘View’. Here you can download the CV, ML and Picture of the student. • If you decide that you can host the student, you can mark the AF as reserved. Please bear in mind that once you reserve the AF, other SEOs will not be able to view the application. As courtesy, please do email the other 2 SEOs notifying them you have reserved the student. • You have 30 days to place the student’s AF after reserving him. At 25 days, if the AF is still not placed, the SEO will receive a reminder email notification. If by 30 days, the AF is still not placed, the AF will be returned to ‘unreserved’ status. o During this 30-day period, contact the home SEO and the student to discuss details of the exchange. For instance, the dates of exchange, area of practice, accommodation options and visa options. o It is important that you always keep the home SEO in the loop when communicating with the student. o When you reserve the AF, the AF will not appear to the other two SEOs (if applicable). Thus, it is important to honour the 30 days reserve status. That way, the student will not miss out on SEP if you decide not to host the student. o Once you, the student and the home SEO have reached an agreement, you can then proceed to place the student. • When you place the student, it is mandatory to complete the dates of exchange

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and the area of practice. • Once the exchange has been completed, mark the student as ‘successful’ or ‘unsuccessful’. The student can then complete the Evaluation Form (which is a similar process to the previous database). Information uploaded to this form will appear under the host SEO’s Statistics profile.

NOTE: When the student has completed his/her exchange at your country, REMEMBER to update her exchange as “SUCCESSFUL” or “UNSUCCESSFUL”.

6.2. Archived Applications All AFs will be automatically archived once the SEP year concludes.

6.3. Public Page Public page allows SEOs to change and edit information about their association/ country in this tab. SEO has to make sure the information he/she includes here is in English, true, accurate and easy to understand.

The information that should be recorded in this section is as below: 29


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Total number of places per year Board, pocket money or other financial (approximately) benefits/ remuneration - Board paid by: the student/ the host association/ employer/ others? - Pocket money provided (Yes / No)? - Other possible financial benefits/ remuneration? -Comments? Area possibilities Social events - Community/ hospital/ industry/ research Possible presence of other exchange in a university/ other? student at the same time in the same city - Can you describe the work in more (pharmacy students or other fields)? detail? - % Bilateral exchanges usually done? - Choice of the Exchange Student by: the SEO / the host (employer)? Length of training periods Language requirements (usually 1-3 months) Available months and cities Other requirements for the student - Specify whether or not full month is - Minimum year of study? required - Comments? The type of accommodation Information on Work Permits and Visa - Student residence/ family/ hostel/ other? - Paid by: the student/ the host association/ employer/ others? If paid by the student how much is it HTML coding for your association approximately per month? You can upload a presentation or - Other comments? promotional video for your association Note: Accommodation should always be at least organised by the host association, preferably for free for exchange students! Selection Procedures - Deadline to apply? 30


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NOTE: this will be online! If you don’t want strangers to contact you, don’t give out your contact details!

6.4. Messages The messages tab can be used to communicate with the SEP Chairperson and other SEOs. It is another form of communicating with the SEO family and works similarly to website posts.

6.5. User settings This tab allows SEOs to fill in details about themselves and change passwords.

6.6. Countries This section lists all the countries and organizations participating in upcoming SEP year. By clicking on the link of each organization, SEO can find all information about other SEOs according to their association and country. Here you will find the SEO’s full name and email address.

6.7. SEP Promotion Here SEO can find all necessary promotion materials for students and hosts (posters, promotional presentation…)

6.8. SEP Resources You can locate all important documents about SEP under the SEP Resources section. Resources available include SEO Training Manual, SEP Domestic Rules, SEP Grant application form, SEP timeline and promotional materials.

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6.9. SEP Statistics SEP Statistics provides a clear overview of the whole SEP across all IPSF member countries. The tabs include: - Exchanges per Year and Month - From/To Every Region - Fields of Work - Candidates per Month and Region - Overview per Country and Status

6.10. SEP FAQs As this is a new database, there are bound to be plenty of questions and headscratching. This is the place to view all the frequently asked questions. Only the IPSF Chairperson to Student Exchange is able to update and change this page. However, if you have burning questions that you would like to answer, please send the question to the IPSF Chairperson of Student Exchange via email at sep@ipsf.org.

6.11. Instructions for exchange students All exchange students (ES) that participate in SEP have to first create an account, using a user name and password via the ‘Apply for SEP’ tab. The account needs to be confirmed by SEO before proceeding. Once confirmed, the ES can begin ‘New application’ under ‘Applications’ tab.

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TIP • Do not forget to select the correct home association. If you are not sure do not hesitate to contact your SEO. • Ensure that all information entered to your application form is accurate and true. Otherwise, your application for SEP may not be considered. • After you submit your AF, you cannot change any data entered. Only your SEO can ‘unsubmit’ your application for modifications. • When the AF has been approved, the host SEOs will be notified in this way: 1st SEO will be notified immediately, the 2nd SEO a week later than the 1st and the 3rd SEO a week later than the 2nd (by the 3rd week of approving the AF, all 3 SEOs would have been notified about the AF). • Once the exchange has been completed, the student can then complete the Evaluation Form (which is a similar process to the previous database). Information uploaded to this form will appear under the host SEO’s Statistics profile. • If you still have questions regarding applying with SEP, please check the FAQs on the website.

Refer your students to the FAQ section of the database about how to use the database.

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7.Important points about SEP 7.1. Deadlines 1. Deadlines to be met during SEP year shall be: a. Deadlines decided in the previous International Pharmaceutical Students´ Federation (IPSF) Annual Congress during SEOs’ Workshop, and approved by the General Assembly. 2. For SEP year 2012-13, the deadlines read as follows: a. The number of Application Forms each association can submit through SEP database must be allocated and confirmed by the Chairperson of Student Exchange before the 30th of September. b. The SEO must ensure that Application Forms are approved on SEP database no later than 3 months prior to the exchange. c. Unless otherwise agreed upon, host SEOs must accept or refuse applicants no later than 2 months before the exchange period commences. d. The Chairperson of Student Exchange shall consider special cases at their discretion.

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7.2. Timeline This timeline serves as a guide for SEOs only.

SEPTEMBER TO OCTOBER September and October marks the beginning of the SEP year. These are the months for preparation for the year ahead. Begin the year by updating your country information and your contact information on the SEP Database (http://sep.ipsf.org). It is essential that you read the IPSF Domestic Rules and SEO Training Manual to gain a better understanding of what your role and responsibilities as SEO is. You find these essential documents in the ‘Resources’ section of the SEP Database. Complete any outstanding tasks left-over from the previous SEO such as marking students as successful or unsuccessful, ensure that your students have completed their evaluation forms about their exchange, issue and post certificates to students and hosts, Create and/or update promotional posters, leaflets and presentation for SEP to be distributed to your students and hosts. Schedule time to give a presentation at lectures at University to promote SEP. If possible, enlist the help of students who have participated in SEP the year before to share their experience with students. Depending on the volume of students that apply each year, begin the pre-selection procedure EARLY to determine the suitable candidates for SEP. Nominate a closing date for the pre-selection process to provide your students with ample time to apply. For example, you may wish to begin the pre-selection process at the end of October and nominate the deadline as 1st of December. Begin searching for potential host sites for the year ahead. Provide hosts with as much information as possible about SEP. Also, create presentations about why students should apply to your country for SEP and send it to other SEOs.

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NOVEMBER Put up promotional posters at University and distribute leaflets to students. When doing promotion, ensure that you provide students with all the required information and that they understand the SEP process. Advise them about the deadline to submit their AF for consideration (usually at the end of December). Give them your contact details and/ or your LEO contact details so that they can contact you with questions. Encourage them to visit the SEP Database to research the countries they are interested in and submit their AF.

DECEMBER Refer to the SEP Database to determine how many students you can approve for SEP. Ensure your students pay the nominated SEP fee before you approve their AF. Ideally, the final date for closing of AF submission is in December or late January. If your association runs a pre-selection process and have selected the students, you can now provide them with the link to the SEP Database to begin completing their AF. If you have selected your host sites, maintain adequate contact with the hosts by providing a contract that describes the conditions of the exchange. Begin looking for accommodation options as well for incoming students.

JANUARY For your students, once you approve their AF, all three SEOs of the country your student has selected can view their AF. You can choose to contact each SEO individually before approving the AF to determine if it is possible to host your student. Always keep a close eye on the progress of your student’s AF. If they are reserved by another SEO, contact that SEO to obtain details of the exchange to feed back to your student. You can act as the mediator until the exchange has been confirmed and your student is placed. Once the student is placed, remind your students to obtain an invitation letter from the SEO to begin visa application processes (if required). Continue to provide assistance to your students up until they go on exchange. 36


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For students applying to your country, review each AF carefully to determine if they are suitable. Check through their language skills, motivation letter and curriculum vitae. Confirm that your host sites (community, hospital, research, university or industry) are prepared to take the students. There are TWO ways to select the student. 1. The hosts select the student they want - Disseminate the selected AFs to your hosts to choose the most suitable candidate. Give your hosts a deadline to select a student (ideally, allow about 2-3 weeks for hosts to choose). 2. You select the students – the decision of selecting a suitable student lies with you. Your host has no involvement in student selection. Always maintain close contact with the SEOs of the AFs you are considering to inform them of their students’ status.

FEBRUARY Once your hosts have chosen the students they want, proceed to reserve the students on the SEP Database. Send an email to the SEO to inform them that their student has been reserved and the terms of the exchange. Once you reserve the student on the Database, the other two SEOs will not be able to view the student’s AF. Ensure that you only reserve a student for a maximum of 2 months. If the student agrees to the terms of the exchange, proceed to PLACE them on the database. It is easier to keep track of your incoming placed students by creating a list of when and where their exchange will occur along with their contact details. If required, send an invitation letter to them for purposes of visa application to your country. It is useful for the student to have details of their exchange, the general expectation of their conduct, their accommodation, information about your country and any activities that they can participate while on exchange. Alternatively, set up a mailing list of the students who are coming to your country. Send them regular updates on their status of exchange, information about your country, recommended activities, visa application information (if applicable) and FAQs. This will minimise your time of individually emailing each student.

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MARCH TO MAY For your own students going out, always check their status of exchange on the SEP Database. Again, it is useful to keep a list of when and where they are going for exchange. Always be in constant contact with your students and assist them where you can. With your hosts, check up with them regarding the confirmed exchanges. Always maintain contact with them. Make the necessary arrangements with your LEOs and the host to ensure the incoming student’s exchange will be as smooth as possible. Obtain the incoming student’s flight itineraries, photo identification and contact details so that you have them on hand.

JUNE TO SEPTEMBER These are the usual months for exchange. Once the incoming student has arrived in your country, make a call to them to welcome them for their exchange. If possible, take them to their placement site yourself on the first day. Provide them with your contact number and also any other important numbers. At the end of their exchange, make sure you mark the student as ‘Successful’ or ‘Unsuccessful’ on the SEP Database. With your hosts, you can do a follow up evaluation by visiting the host personally or contacting them. For your outgoing students, check up with them via email about how their exchange is going while they are overseas. Once they have completed their exchange, ensure that they complete the evaluation form on the SEP Database. For promotional purposes, you can ask your students to write an article about their SEP experience. It is also important to note that you should begin preparing your handover to your next upcoming SEO. That way, the transition process will be smooth for your new SEO.

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8.Finding hosts

To be able to host students, it is obviously important to find host pharmacy sites. A lot of effort is needed to make this a reality. SEOs and LEOs that approach potential host sites must know what IPSF stands for, what their organisation stands for and about SEP, so that you are able to answer any questions the host may have.

8.1. Potential hosts

Community pharmacy

o Chain pharmacies or independent pharmacies are more likely to host students. o Check if your university sets up regular student placements with community pharmacies. It may be worth utilising this resource and working together with your University or Pharmacy school.

Hospital pharmacy

Speak to the Head of the Department or Director of Pharmacy about the programme.

University o Research opportunities are plenty in Universities. Speak to your professors or lecturers to gain support and interest. o Set up 1-month research projects or agendas that could interest students. 39


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Pharmaceutical Industry o Approach pharmaceutical companies in your city/country about the programme. o Main areas of interest usually include clinical trials, regulatory affairs or quality control.

Pharmaceutical laboratories o Main areas of interest include quality control and research.

Previous SEP participants o This is one HUGE source of potential hosts! Graduated SEP participants can persuade their employers or their pharmacist colleagues to host students. o Maintain a list of previous SEP participants and continue to update their progress through University and after graduation. o They should be assisting you in finding host sites as they have already benefited from the programme.

8.2 Etiquette in approaching hosts It is important that you or the LEOs approach hosts in a professional and timely manner. Best practice is to send a formal introduction letter and then follow up with personal phone calls.

Note: Promotional material is available about IPSF and SEP. You also have a possibility to get a support letter from the Chairperson of Student Exchange to give to potential hosts.

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8.2.1 Materials a) Introduction Letter: The introduction letter should have basic information about IPSF, SEP and your organisation. Some tips: o Obtain the name of the person you will contact

o Start with a very good opening line that the reader can identify with o State the purpose of the letter, introduce the host to IPSF o Give only the basics at first

o Standard letters get thrown away before being read o Give examples of other participating hosts b) Telephone call: Some tips: o Try to make an appointment to meet the host face to face o Make sure you know exactly what you want to say c) Meeting the potential host: Be polite and be prepared when meeting the host. Explain that SEP is international and has existed since 1953. Inform the host that they can select the students (if you choose to do so) and they can pick the dates they are available. Inform the host that they will gain a different perspective on pharmacy and also about a different culture from the exchange student.

Note: Remember to follow up and thank the potential host for their time.

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8.2.2. Communications with host Once you have secured the host, it is important to continually maintain communications with the host throughout the whole SEP period. Provide the hosts with the AFs of the students, either via email or in printed form. Include the CV and photo of the student. If possible, let the host decide which student to take. Give the host a couple of weeks to think about whether to take the student or not. Agree on a date to get in touch again and preferably, have a confirmation as early as possible. It is ideal to sign a contract between the host and yourself especially to outline the requirements of the exchange (minimum number of hours of exchange). Signing the contract will formalise the agreement between the host and you as the SEO. This will give an assurance to the host that this exchange is serious and important. Please refer to the Appendix 2 for a copy of the SEP Host Contract Template. 8.2.3. Remuneration Remuneration should be discussed with the host. Some hosts decide to give some pocket money or salary to the exchange student while others do not. Students are told not to expect a salary from the exchange as it is not common practice. If the host decides to pay the student for their exchange, ensure that the amount and conditions are clearly outlined in the SEP Host Contract. It is advisable to have the exchange student sign a binding contract between the host, yourself and the student so that the student is made aware of their obligations and requirements.

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9.Promotion IPSF has several tools available for SEOs to use to promote SEP to your students. The available materials include: • SEP Powerpoint presentation – adaptable to suit your needs • SEP Posters • SEP Brochure – brochure that can be printed and handed out to students These promotional materials are available through the SEP database under ‘SEP Promotion’.

9.1 Tips on promoting SEP • Show them a presentation about the benefits of SEP and what your association and IPSF can offer! • Put up posters around the University campus and Pharmacy school common room • Send out emails to your students about SEP • Provide them with information about SEP and direct them to the SEP database • Word of mouth! • Publish an article about one of your student’s SEP experience in the magazine of your association • It is recommended that home SEOs also publish a guideline of the expectations of students applying for SEP. Ensure that students are made aware that SEP is not just fun and games but that it is a professional exchange. 43


IPSF International Pharmaceutical Students’ Federation

10.Logistics This section covers the logistics of hosting a student in your country. It is necessary to be well prepared for the arrival for your student to ensure that they have a wonderful time in your country!

10.1. Tips for Organizing Accommodation: It is necessary to organise accommodation for the Exchange Student! Options include: • Finding host families o Students This mode of hosting is usually free-of-charge. Utilise your home students by encouraging them to host a foreign student. That way, they can learn and experience a different culture and language. Inform them that the incentive of hosting a student is that they are able to participate in SEP. o Host pharmacists When speaking to your host pharmacist, also include the option of hosting the student in their own home. • External accommodation (hostel, hotel, university dorms etc) o If possible, ask around for cheap or free university dorms to house the student. This can possibly be funded by the University or the student body. o Look for sponsorship or fund-raise at your association o Potentially, ask hosts to pay for accommodation

o You can ask the ES to pay for their accommodation but ensure that the price is reasonable, quality is good and the accommodation is safe! 44


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10.2 Visas Visas are routinely the main stumbling block of SEP. As the home SEO, it is recommended that you advise your own students about the need to secure their visas at least 1-2 months before your student goes on exchange. As the host SEO, it is the responsibility of the student to apply for their own visa to enter your country! It is not YOUR responsibility to do it for them. The most common problems faced include • Students not applying for their visas in time (ie the student only applies for their visa 1 week prior to their arrival in your country) • Embassies not approving their visa application • Last minute cancellation of visas by embassies • Ineptitude of students in finding out whether they need the visa or not To prevent these problems from occurring, it is strongly suggested that you advise the ES about the visa requirements the minute you have decided to accept the student. It is recommended that you cc the home SEO into all your email communications regarding visa issues so that they are kept aware of this. Make sure you advise the student about which visa to apply for. Some countries require the student to apply for a temporary working visa or only a tourist visa. Make sure that you clearly indicate the visa the student needs to apply for. Provide the student with the visa invitation letter to your country. Please see Appendix 3 for the template of the invitation letter. Continue to enquire about the visa application process throughout the placement of the student. You can assist the student in every way possible to acquire their visa but you are not obliged to do so. If the student was not able to acquire their visa for their exchange and you have placed them on the database, you can choose to mark them as unsuccessful. You can then choose to replace this student with another so as to not waste the host place.

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10.3 Social activities It is recommended that the hosting association organises social activities for the exchange student. These social activities can be organised as a joint effort with another health profession student organisation such as the medical students or nursing students. Clearly outline in your country information on the SEP database what social activities are available for the student and whether payments are required. It is important to outline these requirements early and ahead of time so that the student is aware. Social activities can include: • Your association functions such as Quiz night, pub crawls, visits to university or faculty • Tourist activities such as visiting the local tourist attractions • Excursions to nature reserves • Dinner and gatherings with other local pharmacy students

10.4 Certificate of Participation and Finalisation of exchange The last step of finalising the exchange is after the student has completed their exchange period. You should mark the student as successful or unsuccessful on the SEP database. If a student has completed their exchange successfully, the host SEO must provide the student with the certificate of participation. A template of the certificate is available on the SEP database. Once the student is marked as successful on the SEP database, the student will be automatically notified to complete the SEP Evaluation Form. You can choose to only issue the Certificate of Participation to the student after they have completed the form or choose to issue it to them before they leave your country.

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Appendix Appendix 1: Waiver of Liability This is a binding waiver of liability agreement, which should be read carefully and in its entirety. I. Participation 1. I have voluntarily agreed to participate in the Student Exchange Programme (SEP) provided by the International Pharmaceutical Students’ Federation (IPSF) and my home association. 2. I understand that I have to pay the SEP fee of 42 euros or another amount that the home association has determined. 3. I am aware that I may not have a guaranteed SEP place despite paying the SEP fee. In this case, only 18 Euros from the 42 Euros will be returned to me. 4. I fully understand that IPSF is not responsible for determining the aspects of the exchange. 5. I agree to fully comply with the conditions outlined by the host association and the host pharmacist/pharmacy/organization. 6. I am aware that if I do not comply with the conditions of the exchange, my application will be deemed ‘unsuccessful’ and I may be banned from participating in SEP the following year. 7. I am fully responsible for organizing my own travel visa to the host country. II. Own risk 1. I am participating in the IPSF Student Exchange Programme at my own risk. 2. IPSF will not be held responsible for any kind of real or spiritual damages. 3. I understand that IPSF cannot be held responsible for damage to, loss or theft of my personal belongings during my stay abroad for the exchange. III. Health 47


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1. I am personally responsible for any costs of any (para)medical services I may need during my stay abroad for the exchange. 2. I am fully responsible for any damages, accidents or injury I may cause during the length of my exchange. 3. IPSF will not be held responsible for any kind of damages, accidents or injury I may cause. VI. Applicable law and competent court I agree to the fact that the agreement between IPSF and myself regarding the exchange programme, including this waiver of liability, shall be governed by Dutch law and that the Dutch courts shall be exclusively competent regarding legal issues of any kind concerning the afore mentioned agreement. By submitting my Application Form in the SEP Database, I hereby agree to comply to all the above conditions as stated in this Waiver of Liability.

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Appendix 2: SEP Host Contract Template Quality and conditions of a placement for the Student Exchange Programme (SEP) Mobility in pharmacy education is an important factor in preparing pharmacy Exchange Students to work as health professionals in the dynamic global health care environment. In many countries, lack of opportunity is often compounded by limited access to educational resources and/or innovative teaching methods. This document aims to streamline the running of SEP in each country to ensure a minimum quality is maintained. The minimum number of working hours for a placement to be accepted as an official SEP placement is a total of 60 hours per month of exchange. By signing this document I hereby agree that I am able to provide a SEP placement which is in line with the quality and conditions listed in this document or will try to find a colleague to collaborate with on this exchange to comply to the quality and conditions listed in this document. When this is not possible, I hereby agree to notify the Student Exchange Officer (SEO) about this prior to the exchange so the SEO can try to find a partner to comply with the quality and conditions listed in this document. I completely understand and have read this information. By signing this document, I agree to the terms and conditions outlined. Name: Pharmacy/Company/University: City: Number of working hours I can provide per month roughly:

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Appendix 3: Example of Visa Invitation Letter To Whom it May Concern: Subject: [name and surname] (passport number: [number of passport]) to participate in student exchange program in [city, country] during [month and year]. Dear Sir or Madam, The International Pharmaceutical Students’ Federation (IPSF) was founded in London, in 1949, with the statutory aim of “studying and promoting the interests of pharmaceutical students and to encourage international co-operation among them”. At that time, eight countries formed the membership of this Federation, most of them coming from Western Europe. More then fifty years have passed and today, IPSF has a solid membership of seventy organizations representing a total number of around two hundred thousand pharmacy students from the whole World. [Name of the association] is one of organizations and represents pharmacy students from [country]. [Name of the association] started as a member in association and now thanks to many efforts is full member organization. There is a lot of campaigns and projects implemented into IPSF and one of them is the “Student Exchange Programme” (SEP). IPSF Student Exchange Programme helps students from member organizations becoming better professionals and better citizens. IPSF SEP also give students an opportunity to improve their personal and professional profiles and also to improve education and public health in their local communities following examples from other countries. Above all, we believe that major potential of participating in SEP is that it allows students to learn from their counterparts in other countries, empowering them to contribute towards the development of their own countries. Therefore, I hereby officially invite [name and surname] to participate in the Student Exchange Programme in [full name of a country] from [date, month, year] till [date, month, year] and appeal to all relevant institutions to provide this student with necessary assistance and visas to enable him to take part in SEP in [country] . Lodging during whole period of stay is covered by – Name. Board during whole period of stay is covered by – Name of association. Should you have further queries, please do not hesitate to contact me for clarification.

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Personal information First name:

[ name ]

Last name:

[ surname ]

Place of birth:

[ town ]

Date of birth:

[ date ]

Personal no:

[ personal no. ]

Place of resistance: [ town, street ] Passport no:

[ passport no ]

Date of issue:

[ date of issue]

Valid until:

[ date till valid ]

Pharmacy practice details Work area: Address: Contact in pharmacy: Telephone: The student will be placed at following address: [Full address, telephone contact (if possible)] Yours sincerely, [Name of the Student Exchange Officer] Full address of a SEO: SEO e-mail: SEO phone: (don’t forget to include the international code) SEO mobile: (don’t forget to include the international code)

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P.O BOX 84200 2508 AE Den Haag The Netherlands Tel: +31 70 302 1992 Fax: +31 70 302 1999 Email: ipsf@ipsf.org Website: www.ipsf.org IPSF 2012©

International Pharmaceutical Students’ Federation

SEO Training Manual 2012-13  

All you need to know about being a Student Exchange Officer

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