Official AMSEP Hosting and Delegating Guidebook AMSA-Indonesia 2020/2021 by AMSA-Indonesia

OFFICIAL

AMSEP GUIDEBOOK 2020/2021

A Guide to Hosting and Delegating ASIAN MEDICAL STUDENTSâ&#x20AC;&#x2122; EXCHANGE PROGRAM

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TABLE OF CONTENTS

AMSEP BACKGROUND

AMSEP SYSTEM

HOSTING

04 DELEGATING

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A GUIDE TO HOSTING AND DELEGATING

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FOREWORD [4]

THE COMPANY AMSEP Hosting and Delegating Guidebook, LOREM IPSUM DOLOR SIT AMET, CONSECTETUR ADIPISCING ELIT. VIVAMUS we hope that the number will continue to VITAE EROS NON LOREM PORTA CURSUS. NULLA A NISI AC MAURIS escalate and the spirit of AMSEP continue Savero Vasya Jendriza to spread amongst members throughout Director of AMSEP AMSA-Indonesia 2020/2021 Quisque feugiat convallis fermentum. Quisque pellentesqueIndonesia. leo a lorem accumsan, vel auctor ex pulvinar. Hello, People of Tomorrow! With the unfortunate global pandemic of In actualizing AMSA-Indonesia 2020/2021’s COVID-19, all physical exchanges with a vision to give boundless opportunities and heavy heart need to be suspended for an experiences for members through the three indefinite period of time. However, it has philosophies of AMSA (Knowledge, Action, led to more innovations and creativity in and Friendship), the Asian Medical Students’ today’s digitalization as Virtual AMSEP has Exchange Programme (AMSEP) has proved successfully been conducted. This new way to be one of its best implementations. As one of conducting and experiencing the essence of AMSA International’s subsidiaries, AMSEP of AMSEP provides us with the opportunity has been the place for members to connect to create exciting memories from the safety with various chapters and cherish each and comfort of our home. other’s cultural differences, education, and others through various academic and socio- This AMSEP Hosting and Delegating cultural activities. Not only that, AMSEP also Guidebook is meant to guide AMSAallows members to collaborate with other universities in preparing a physical/virtual chapters to give impact to society through AMSEP for both hosting and delegating. From previous experiences of preparing community service activities. an AMSEP, I know things would not always feel scared, Historically, AMSA-Indonesia has always be so easy. But Crasdo at not nisinhesitate, augue feugiat you willSedget assistance been as one of the most active chapters or worry as conequat. nonthe ex solin AMSEP. We have conducted exchanges and guidance necessary to attain the best licitudin sagittis mi at with a number of countries including Japan, everlasting memories that will be eternally nonlorem your hearts. Singapore, Australia, Malaysia, United embedded ineros Kingdom, Philippines, Thailand, Taiwan, India and more to come. In the previous With that being said, let’s ignite our potentials tenure, we also collaborated beyond AMSA and unleash our possibilities through AMSEP! and conducted exchanges with European Medical Students’ Association (EMSA). Currently, more than 20 universities have participated actively in AMSEP and with this

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01 AMSEP BACKGROUND

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AMSEP BACKGROUND [6]

Asian Medical Students’ Exchange Programme (AMSEP) is one of AMSA International’s programmes, which was established in 2003 to facilitate exchange programmes between students of AMSA. The first AMSEP was between Indonesia and Japan in November 2006 and January 2007. As the only exchange programme approved by AMSA, AMSEP provides an opportunity for all AMSA members, both preclinical and clinical, to experience a glimpse of medicine in other chapters. The programme varies according to the university of the host country that organizes the schedule. All participating students will experience all AMSA philosophies (Knowledge, Action, and Friendship) in AMSEP. They will experience healthcare systems in other countries, medical education, as well as the country’s distinctive culture. All in all, the memories and friendships made through AMSEP will be unforgettable. Every year, the participation of AMSA members in AMSEP continues to grow with AMSEP International continuing to add new members every year. Currently, chapters that are involved in AMSEP are Indonesia, Thailand, Philippines, Taiwan, Japan, Malaysia, Singapore, Australia, Bangladesh, India, Egypt, Hong Kong, United Kingdom, Northern Ireland, Mongolia, Pakistan, China, and Nepal. AMSA International also bridges AMSA with European Medical Students’ Association (EMSA) and Federation of African Medical Students’ Associations (FAMSA). With the development of AMSEP International each year, AMSAIndonesia strives to actively contribute and participate in all AMSEP activities. The number of hosting universities in AMSA-Indonesia also increases by the year. Although all offline exchange programmes have been postponed and replaced with e-Twinning programmes due to the COVID-19 pandemic, AMSEP continues to make wonderful memories virtually. This new approach has been expected to give a new euphoria while maintaining AMSA philosophies for all participants. Hence, this Guidebook serves to maintain the excellent quality of AMSEP, both physically and virtually.

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

ACTION Action is actualized through AMSEP’s Social Hours (Community Service), which follows the Ministry of Health’s Gerakan Masyarakat Hidup Sehat (GERMAS).

FRIENDSHIP All the activities throughout the AMSEP should centre around creating an everlasting bond with each other. Sociocultural programmes such as city tours, ice-breaking games, and others can help enhance this bond.

Knowledge

Action

Friendship

CORE PRINCIPLES OF AMSEP client nane

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AMSEP GUIDEBOOK 2020/2021

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OUR CAPABILITY

02 LOREM IPSUM DOLOR SIT AMET, CONSECTETUR ADIPISCING ELIT. VIVAMUS VITAE EROS NON LOREM PORTA CURSUS. NULLA A NISI AC MAURIS

AMSEP INDONESIA SYSTEM

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MARKETING STRATEGY

BUSINESS STRATEGY

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ANOTHER CHAPTER

INDONESIA Offer/Demand

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FREQUENTLY USED TERMS AMSA Chapter: a country that is participating in AMSEP this year. Twinning Chapter: the chapter that AMSEP Indonesia is working with.

OUR CLIENTS

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

NEGOTIATION

Delegating/Outbound: the sending of Indonesian

LOREM IPSUM DOLOR SIT AMET, CONSECTETUR ADIPISCING VIVAMUS delegates ELIT. to the twinning chapter. VITAE EROS NON LOREM PORTA CURSUS. NULLA A NISI AC of MAURIS Types Payment: • •

Type 1: delegates directly pay the twinning chapter’s host to cover fees of their inbound. Type 2: delegates pay their own chapter’s host to cover fees of their inbound.

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Twinning Chapter

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Membership and Development

Regional Chairperson

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Aenean Pretium Ltd DELIBERATION

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General Secretary

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Director of AMSEP

Ex Mollicitudin Ltd

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

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DELEGATING

HOSTING

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ANNOUNCEMENT VIA AMSA-INDONESIA MAILING LIST

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DELEGATING

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AMSEP GUIDEBOOK 2020/2021

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THE BRIEF

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What are the benefits of being a host? proposal for client name [ 11 ] Being an AMSEP host means that you can… Bond with your own AMSA-university as you prepare the event Be considered for the Best Host University Award Get to know members from other chapters Promote Indonesian culture to international friends Impact a community through Social Act (Community Service programme)

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Sed non ex sol-mailing An Open Bidding Host Opportunity will be announced viaconequat. AMSA-Indonesia’s list. To join this bidding opportunity, you must complete alllicitudin these sagittis steps: mi at eros nonlorem

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1. Get Permission from your Faculty and Prepare Funding ADIPISCING ELIT. VIVAMUS VITAE EROS NON LOREM PORTA PELLENTESQUE AC SED TELLUS.

It is important and mandatory to get permission from your university before hosting AMSEP. This will be helpful when arranging academic programmes and obtaining financial support. • Physical AMSEP: 1. You will receive a minimum total of Rp 2.300.000,00 x number of delegates from AMSA-Indonesia if the outbound occurs before the inbound. However, if the inbound is earlier than the outbound, you will have to prepare the money with the minimum of Rp 2.300.000,00 x number of delegates. 2. As stated in the Official AMSEP International Constitution, a maximum of 20% Lorem ipsum dolor sit amet, consectetur adipiscing elit. Vivamus of the registration fee from the delegates can be used for your committee’s vitae eros non lorem porta cursus. Nulla a nisi ac mauris conseneeds (e.g. lodging, food and beverages). quat aliquam mollis sem, ac interdum nunc vehicula a. Interdum • Virtual AMSEP: et malesuada fames ac ante primis in faucibus. 1. You will need toipsum determine the hosting fees (if any) based on the activities that are planned with the maximum range of 15 USD per delegate (inclusive of Pellentesque lorem nisl,transfer posuere velfees, neque et, international if sollicitudin type 1 is used). ultricies Nunc cursus erat id lectus volutpat, will consectetur 2. Thefelis. registration fee proposed only have to cover the speakers, tools used, maximus turpis efficitur. Praesent fermentum diam venenatis, and also to kick start the fundraising project. dignissim purus vel, elementum tortor. Fusce eu consequat orci,

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AMSEP GUIDEBOOK 2020/2021

2. Form SilukEight a Hosting Committee

Proposal Valid to: 04.25. 2015

It is recommended that the committee consists of, but not limited to: Estimate Number

: EB/CIWD18/1014

Company

: Client Company Name

Physical AMSEP: : Titile Project Description Project Description Address : 51 Samin Street, Colorijo 1. Project Officer – in charge of coordinating all divisions and conducting the Client Contact : Ambi Protro Loro SKM Box 4321, Vestium PTA 987 programme. Tel. +0123 456 7849 2. Events Division – in charge of arranging the programme and making sure the programme goes as planned. Arranging permission for academic sessions, # preparing Item Description Unit Price social sessions, booking the tickets for tourist Quantity attractions, etc. Total 3. 1 Transportation – in arcu charge for the Pellentesque interdumDivision semurabitur euismod maximusof preparing $ 250.00 the transportation 2 $ 500.00 pellentesque ullamcorper uspendisse dui purus. delegates. Phasellus urna est, facilisisDivision a condimentum accumsan, fer- of preparing $ 100.00 the accommodation, 1 $ 100.00 4. 2 Accommodation – in charge food, mentum vel quam. Curabitur eget elit mauris and other needs of the delegates. 3 Sed sapien libero, tristique in enim a pellentesque interdum $ 65 3 $ 195.00 5. Publication and Documentation Division – in charge of preparing the welcoming sem finibus nisi quis suscipit vestibulum. video and farewell video, documenting photos$and videos of the programme, 4 Sed sapien libero, tristique in enim ac, pellentesque inter120 2 $ 240.00 and AMSEP to AMSA-Indonesia. dumcompiling sem. Curabitur euismod arcupublication maximus pellentesque Virtual AMSEP: Payment Methot SUB TOTAL $ 995.00 details Officer - in charge of coordinating all divisions and conducting the 1. Bank Project TAX VAT 10% $ 99.50 Acount Holder : Slilukeight Corp. programme. Acount No : 2222 4444 6666 888 TOATL DUE $ 1,094.50 2. Events Division - in charge of arranging the programme and making sure the programme goes as planned. • Academic - arranging the academic programmes, permission and Date approval : / 2015 certificates for the speakers, etc. • Sociocultural - arranging the sociocultural programmes, preparing the cultural activities (dance/handicraft/cooking/language tutorial) and icebreaking games. Client Name service programmes, • Community service - arranging the community preparing the concepts, collaboration with NGOs, Position or others. 3. Publication and Documentation Division - in charge of preparing twibbon, virtual background, farewell video, documenting photos and videos of the programme, and compiling AMSEP publication to AMSA-Indonesia. 4. Liaison Officer Division - in charge of one or more delegates to give information TERM AND CONDITION about the hosting, making sure the delegates turn on their camera, bridges for 1. Lorem ipsum dolor sit amet, consectetur adipiscing elit. Vivamus vitae eros non lorem porta cursus. Nulla a nisi ac mauanyone have permission, ris consequatwho blandit.wants Cras at nisito in augue feugiat consequat. Sed etc. non ex sollicitudin, sagittis mi at, commodo quam. 2 Proin laoreet a dolor sed vehicula. Aenean pretium bibendum orci. Praesent blandit gravida risus eu tempor. Duis sed 5. Operator Division - in charge of the video conference platform, spotlight tellus eu metus feugiat dignissim. Etiam aliquam mollis sem, ac interdum nunc vehicula et. delegates, admitAenean the pretium participants, and share materials 3 the Proin laoreet a dolor sed vehicula. bibendum orci. Praesent blanditscreen gravida risusthe eu tempor. Duis sed for all tellus eu metus feugiat dignissim. Etiam aliquam mollis sem interdum nunc vehicula et malesuada fames ac ante ipsum activities.

3. Arrange the Programme Schedule An AMSEP typically lasts for 7 days, which includes: Physical AMSEP: we have solutions 1. Welcoming party, which may include an introduction session, ice breaking games, for your business performances, etc. 2. AMSA-Indonesia session, which is a presentation about the overview of AMSAIndonesia (the powerpoint slides will be given by Director of AMSEP AMSAIndonesia 2020/2021). 3. Academic sessions, examples: discussions, lecture, skills lab, hospital tour, etc. 4. Social acts, examples: orphanage visit, health parade, health campaigns in schools, etc. 5. City tours & cultural sessions, examples: Batik workshop, tourist attractions visits, traditional dance class, etc. 6. Free time for the delegates. 7. Farewell party, which may include sharing sessions, performances, etc. Virtual AMSEP: 1. Welcoming party, which might include an introduction session, ice breaking games, performances, etc. 2. AMSA-Indonesia session, which is a presentation about the overview of AMSAIndonesia (the powerpoint slides will be given by Director of AMSEP AMSAIndonesia 2020/2021). 3. Academic sessions, examples: Online webinar, We look forward toOnline hear workshops, from youFocus soonGroup Discussion, virtual hospital/campus tour, etc. 4. Sociocultural, examples: cultural lesson (dance/handicraft/cooking/language tutorial), interactive ice-breaking games. 5. Community service, examples: virtual orphanage visit, online health campaigns, online crowd fundraising, others. 6. Farewell party, which might include sharing sessions, performances, awards etc. Important! Each AMSA-university is free to organise programmes as creative as possible. For Virtual AMSEP, it is highly encouraged to make the activities as interactive as possible to ensure the active participation of the delegates. Additionally, there should be a delegate bundle (what to bring and wear, schedule, guideline) sent to the delegates before each day. Keep in mind that the overall itinerary and hosting process MUST ADHERE to â&#x20AC;&#x153;Standardisasi Host AMSEP 2020/2021â&#x20AC;?. Blantik M. Edia co-founder

AMSEP GUIDEBOOK 2020/2021

4. Constructing the Booklet

AMSEP

The booklet consists of approximately 20 pages. The booklet must contain, but not limited to, the following: a. Cover b. Table of Contents c. Overview of Indonesia (geography, people, climate, culture, food) d. Overview of AMSA-Indonesia (members, organizational Structure, philosophies) e. Overview of your university (history, location, facilities) and the city (tourism, food, hallmark, places to visit) f. Overview of your AMSA-university g. Schedule with specific hours h. Overview of the programme (academic, social, and city tour according to the minimum hours in the standardization) i. Things to bring and dress codes j. Facilities (accommodation, meals per day, and transportation)* k. Contact person Others (helpful phrases, currencies, rules and regulations, etc.). *not needed for Virtual AMSEP.

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

6. Create other Promotional Content For More Information

Having a video and poster about the exchange will greatly increase a chapterâ&#x20AC;&#x2122;s SilukEight interest in your university. It is also helpful as your AMSA-universityâ&#x20AC;&#x2122;s profile. 51 Tampingan DSN, Ndeso SKM Box 4321, Xwungu PTA 987 Tel. +0123 456 7849

After completing all these steps, submit all the required files to the corresponding e-mail info@yourdomain.com www. yourdomain.com addresses stated in the Open Bidding Host Opportunity before the deadline. If your AMSA-university has been selected as an AMSEP host, congratulations! Great work!You have just a few more things to prepare.

PRE-AMSEP

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Between D-40 to D-10 Online Meeting 1. An P Rminimum O J E C TofT1 I(one) M E LOnline I N E Meeting (OLM) will be conducted before hosting to discuss the overall progress of the preparation, the problems currently being faced, and their possible solutions. 2. The participants of this OLM are: LOREM IPSUM DOLOR SIT AMET, CONSECTETUR ADIPISCING ELIT. VIVAMUS • Director of AMSEP AMSA-Indonesia VITAE EROS NON LOREM PORTA CURSUS. NULLA A NISI AC MAURIS • Regional Chairperson AMSA-Indonesia • General Secretary AMSA-Indonesia • Secretary of Membership and Development AMSA-Indonesia Quisque feugiat convallis fermentum. Quisque pellentesque leo a lorem accumsan, vel auctor ex pulvinar. • Secretary of Community Outreach AMSA-Indonesia • Secretary of Academic AMSA-Indonesia • Project Officer and his/her daily governing body • Coordinators st and/or vice coordinators of each division nd

D-7 L O R E MList IPSUM DOLOR SIT LOREM IPSUM DOLOR SIT Pre-AMSEP Mailing A M E T Tby I V Ayour M U S AMSEP V I T A E E ROfficer OS M Eposted T T I V A M Uup S Vto ITA E R Obefore S This will be uploaded and canAbe 1Eday the first day of the AMSEP. 1. Open AMSA-Indonesia’s Google Group via https://bit.ly/AMSA-INAGoogleGroups 2. Click New Topic 3. Subject: [AMSEP] D-(number of days) AMSEP Indonesia for (Chapter) E.g. [AMSEP] D-7 AMSEP Indonesia for Philippines 4. Body: The body betristique approved AMSEP and contain Sedshould sapien libero, in enimby ac, the Director Sedof sapien libero, tristique in enim ac,the following information: pellentesque interdum sem. Curabitur pellentesque interdum sem. Curabitur • Number of euismod delegates arcu maximus pellentesque euismod arcu maximus pellentesque • Name of delegates ullamcorper. Suspendisse dui purus, ullamcorper. Suspendisse dui purus, • Origin of delegates dapibus ut aliquam in, tristique vitae dapibus ut aliquam in, tristique vitae • Date of AMSEP ipsum. ipsum. • Overview of the program 1. Tristique facilisis, nisl nulla eleifend

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AMSEP GUIDEBOOK 2020/2021

POST AMSEP [ 16 ]

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

D+7 Post-AMSEP Mailing List This will be uploaded by your AMSEP Officer and can be posted up to 7 days after the last day of the AMSEP. 1. Open AMSA-Indonesia’s Google Group via https://bit.ly/AMSA-INAGoogleGroups 2. Click New Topic 3. Subject: [AMSEP] D+(number of days) AMSEP Indonesia for (Chapter) e.g. [AMSEP] D+7 AMSEP Indonesia for Philippines 4. Body: The body should be approved by the Director of AMSEP and contain the following information: • Number of delegates • Name of delegates • Origin of delegates • Date of AMSEP • Overview of how the program went • Overall impression of the program

D+7 Documentation It is recommended that you go through the following steps when submitting the documentation: 1. Sort the photos and videos taken throughout hosting into folders by day. e.g. Day 1 - October 15th, Day 2 - October 16th, and so on 2. Place them into a folder named “AMSEP Indonesia ((AMSA-university)) for (Chapter)” e.g. AMSEP Indonesia (AMSA-UB) for Philippines 3. Upload the folder to an online archive (Google Drive or Dropbox) with a shareable link 4. Send the link to the Director of AMSEP

D+7 Feedback All of the coordinators of your hosting committee should fill the feedback form.

D+10

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Post AMSEP Presentation 1. The Post AMSEP Presentation (PAP) should contain the following information: • Number of delegates • Name of delegates • Origin of delegates • Date of the AMSEP • Descriptions of the program per day with photos • SWOT analysis • Implementation of AMSA philosophies • Testimonies from the incoming delegates 2. The PAP should be in the form of slides, sent in google slides or .pdf format. 3. The PAP must be presented in the upcoming national event (IMSTC, NALT, Munas) by one of the committees of the AMSEP (suitably by the AMSEP officer in charge)

PAP

The format and examples will be given by the Director of AMSEP.

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

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

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AMSEP GUIDEBOOK 2020/2021

[ 18 ]

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3th

Approval

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What are the benefits of being a delegate? Being an AMSEP delegate means that you can… proposal for client name [ 19 ] Represent AMSA-Indonesia at an International level Experience going to a medical school overseas Learn about the medical system in other countries Get to know members from other AMSA-universities in AMSA-Indonesia Get to know members from other AMSA chapters An Open Bidding Host Opportunity will be announced via AMSA-Indonesia’s mailing list. To join this bidding opportunity, you must complete all these steps:

PRE AMSEP Selection Process An Open Delegation Opportunity will be announced via AMSA-Indonesia’s mailing list. Required documents to join this selection process: • Physical/Virtual AMSEP Application Form • Physical/Virtual AMSEP Declaration Form • Curriculum Vitae • Motivation Letter • Statement Letter • Recommendation Letter from your Representative A post will be created in AMSA-Indonesia’s mailing list to announce the chosen delegates. Those who have been selected as an AMSEP delegate should contact the Director of AMSEP as soon as possible, as a forum will be made to prepare for your departure. A Chief of Delegate will be selected to help lead the outbound. Preparation Phase What you need to prepare (physical) • Plane tickets • Passport • Visa (if needed) • Luggage tag • ID Card • Banner to bring during cultural tours • Cultural performance • Cultural presentation • Goods for the lecturers, hosting committee

What you need to prepare (virtual) • Terms on the delegates’ bundle by the hosting committee.

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

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AMSEP GUIDEBOOK 2020/2021

POST-AMSEP [ 20 ]

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

D+7 Feedback All of the coordinators of your hosting committee should fill the feedback form.

D+10 Post AMSEP Presentation 1. The Post AMSEP Presentation (PAP) should contain the following information: • Number of delegates • Name of delegates • Origin of delegates • Date of the AMSEP • Descriptions of the program per day with photos • SWOT analysis • Implementation of AMSA philosophies • Testimonies from the incoming delegates 2. The PAP should be in the form of slides, sent in the .pdf format. 3. The PAP must be presented in the upcoming national event (IMSTC, NALT, Munas) by one of the committees of the AMSEP (suitably by the AMSEP officer in charge)

PAP

The format and examples will be given by the Director of AMSEP.

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

AMSEP GUIDEBOOK 2020/2021

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CONTACT US! Savero Vasya Jendriza Director of AMSEP AMSA-Indonesia 2020/2021 +62 82261992000 amsep@amsaindonesia.org savero04@gmail.com LINE: saverov Skype: Savero Jendriza Helena Arnetta Puteri Regional Chairperson AMSA-Indonesia 2020/2021 +62 818661066 chairperson@amsaindonesia.org helenaarnetta@gmail.com LINE: helenaarnetta Skype: helenaarnetta

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document prepared on january 24, 2018