Official AMSEP Hosting and Delegating Guidebook AMSA-Indonesia 2019/2020

AMSEP GUIDEBOOK

AMSA-Indonesia 2019/2020

A Guide to Hosting and Delegating ASIAN MEDICAL STUDENTS’ EXCHANGE PROGRAM AMSA-INDONESIA 2019/2020

AMSEP GUIDEBOOK

AMSA-Indonesia 2019/2020

CONTENTS 01.

AMSEP BACKGROUND

02.

AMSEP SYSTEM

03.

HOSTING

04.

DELEGATING

AMSEP GUIDEBOOK

FOREWORD

Junjungan Nimasratu R.

Director of AMSEP AMSA-Indonesia 2019/2020

Halo, People of Tomorrow!

year. Currently, more than 20 universities have participated actively in AMSEP, with various healthcare systems and cultural backgrounds to explore. Our people will accompany you throughout your stay, letting you experience AMSEP Indonesia to the fullest. With foods with unique spices and taste, places that will surely captivate you, and the warmth of Indonesian people, I am sure that your experience with AMSEP Indonesia will be nothing but memorable.

The AMSA-Indonesia 2019/2020 tenure focuses on enhancing collaboration and influencing communities through AMSA’s very Philosophies: Knowledge, Action, and Friendship. To me, Asian Medical Students’ Exchange Program (AMSEP) is one of the best means for members With that being said, let’s enhance of AMSA-Indonesia to accomplish this. our collaboration and influence our Facilitated by AMSA International, AMSEP community through AMSEP Indonesia! has exceeded limits, bridging students from various chapters to meet and share knowledge and cultures. It does not stop there. Through AMSEP, members get the chance to collaborate in social services, giving impact to society.

AMSA-Indonesia is, in fact, one of the most active chapters in AMSEP. We have conducted exchanges with Singapore, Australia, Japan, Malaysia, Philippines, Thailand, India, Taiwan, and China.

Last year, we also went beyond AMSA and conducted exchanges with EMSA, more specifically Berlin and Bucharest.

With this well-established background of AMSEP Indonesia, there shall be no hesitation to collaborate with us this

AMSA-Indonesia 2019/2020

AMSEP BACKGROUND

AMSEP GUIDEBOOK

AMSEP BACKGROUND

A

sian Medical Students’ Exchange Program (AMSEP) is one of AMSA International’s programs, which was established in 2003 to facilitate exchange programs between students of AMSA. The first AMSEP was between Indonesia and Japan in November 2006 and January 2007. As the only exchange program 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 program 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 distinctive culture. All in all, the memories made through AMSEP will be unforgettable.

Every year, the number of participation in AMSEP is growing.

AMSEP International continues 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, 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, AMSA-Indonesia strives to be active in AMSEP. The number of hosting universities in AMSA-Indonesia also increases by the year. Hence, this Guidebook serves to maintain the excellent quality of AMSEP.

AMSA-Indonesia 2019/2020

CORE PRINCIPLES OF AMSEP

Knowledge

Action

Friendship

KNOWLEDGE Knowledge will be provided in AMSEP’s Academic Hours, which will be conducted in English.

ACTION Action will be provided throughout AMSEP’s Social Hours. This year’s theme is Kemenkes RI’s Gerakan Masyarakat Hidup Sehat (GERMAS).

FRIENDSHIP All the activities throughout the AMSEP should centre around creating an everlasting bond with each other. Cultural programs and city tours can help enhance this bond.

AMSEP GUIDEBOOK

AMSA-Indonesia 2019/2020

AMSEP INDONESIA SYSTEM

FREQUENTLY USED TERMS AMSA Chapter: a country that is participating in AMSEP this year Twinning Chapter: the chapter that AMSEP Indonesia is working with Hosting/Inbound: the incoming of delegates from the twinning chapter to Indonesia.

Delegating/Outbound: the sending of Indonesian delegates to the twinning chapter.

AMSEP GUIDEBOOK

HOSTING What are the benefits of being a host?

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 • Share Indonesian culture to international friends • Impact a close community through Social Act An Open Bidding Host Opportunity will be announced via AMSA-Indonesia’s mailing list. To join this bidding opportunity, you must first complete all these steps:

AMSA-Indonesia 2019/2020

1. Get permission from your faculty and prepare funding • It is important and mandatory to get permission from your university before hosting AMSEP. This will be helpful when arranging academic programs and obtaining financial support.

• You will receive a minimum total of Rp 2.300.00,00 x amount of delegates from AMSA-Indonesia if the outbound precedes 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 amount of delegates.

• As stated in the Official AMSEP International Constitution, a maximum of 20% of the registration fee from the delegates can be used for your committee’s needs (e.g. lodging, food and beverages).

• You are welcomed to fundraise for extra money.

2. Form a Hosting Comittee It is recommended that the committee consists of, but not limited to: 1. Project Officer – in charge of coordinating all divisions and conducting the program.

2. Events Division – in charge of arranging the program and making sure the program goes as planned. Arranging permission for academic sessions, preparing social session, booking the tickets for tourist attractions, etc.

3. Transportation Division – in charge of preparing the transportation for the delegates.

4. Accommodation Division – in charge of preparing the accommodation, food, and other needs of the delegates.

5. Publication and Documentation Division – in charge of preparing the welcoming video and farewell video, documenting photos and videos of the program, and compiling AMSEP publication to AMSA-Indonesia.

AMSEP GUIDEBOOK

3. Arrange the Program Schedule An AMSEP typically lasts for 7 days, which includes: 1. Welcoming party, which might include 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 2019/2020).

3. Academic sessions, examples: discussions, lecture, skills lab, hospital tour.

4. Social acts, examples: orphanage visit, health parade, health campaigns in schools.

5. City tours & cultural sessions, examples: Batik workshop, tourist attractions visits, traditional dance class.

6. Free time for the delegates.

7. Farewell party, which might include sharing session, performances, etc.

Important!

Each AMSA-university is free to organise programs as creatively as possible. However, the overall itinerary MUST FULFILL “Standardisasi Host AMSEP.�

AMSA-Indonesia 2019/2020

4. Construct the Booklet The booklet consists of approximately 20 pages. The booklet must contain, but not limited to, the following: 1. Cover 2. Table of Contents 3. Overview of Indonesia (Geography, People, Climate, Culture, Food) 4. Overview of AMSA-Indonesia (Members, Organizational Structure, Philosophies) 5. Overview of your university (History, Location, Facilities) and the city (Tourism, Food, Hallmark, Places to Visit) 6. Overview of your AMSA-university 7. Schedule with specific hours 8. Overview of the program (Academic, Social, and City Tour according to the minimum hours in the standardization) 9. Things to bring and dress codes 10. Facilities (accommodation, meals per day, and transportation) 11. Contact person 12. Others (Helpful Phrases, Currencies, Rules and Regulations, etc).

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

6. Create Other Promotional Content Having a video and poster about the exchange will greatly increase a chapter’s interest in your university. It is also helpful as your AMSA-university’s profile.

After completing all these steps, submit all the required files to the corresponding e-mail 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.

AMSEP GUIDEBOOK

PRE AMSEP Between D-40 to D-10 Online Meeting 1. An minimum of 1 (one) Online 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: • Director of AMSEP AMSA-Indonesia • Regional Chairperson AMSA-Indonesia • General Secretary AMSA-Indonesia • Secretary of Membership and Development AMSA-Indonesia • Secretary of Community Outreach AMSA-Indonesia • Secretary of Academic AMSA-Indonesia • Project Officer and his/her daily governing body • Coordinators and/or vice coordinators of each division

D-7 Pre-AMSEP Mailing List This will be uploaded by your AMSEP Officer and can be posted up to 1 day before the first day of the AMSEP. 1. Open AMSA-Indonesia’s Google Group via https://groups.google.com/ 2. Click New Topic 3. Subject: D-(number of days) AMSEP Indonesia for (Chapter) E.g. 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 the program

DURING AMSEP The AMSEP Officer or Project Officer from your AMSA-university 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.

AMSA-Indonesia 2019/2020

POST AMSEP 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://groups.google.com/ 2. Click New Topic 3. Subject: D+(number of days) AMSEP Indonesia for (Chapter) e.g. 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 (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.

AMSEP GUIDEBOOK

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 (NAE or IMSTC or NLT) by one of the committees of the AMSEP (suitably by the AMSEP officer in charge) 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.

AMSA-Indonesia 2019/2020

DELEGATING What are the benefits of being a delegate?

Being an AMSEP delegate means that you can: • 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

AMSEP GUIDEBOOK

PRE AMSEP Selection Process An Open Delegation Opportunity will be announced via AMSA-Indonesia’s mailing list. Required documents to join this selection process: • Application Form • Curriculum Vitae • Declaration Form • 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 • 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

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.

AMSA-Indonesia 2019/2020

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

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 (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 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 (NAE or IMSTC or NLT) by one of the committees of the AMSEP (suitably by the AMSEP officer in charge) 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

CONTACT US

AMSA-Indonesia 2019/2020

CONTACT US! Junjungan Nimasratu Rahmatsani Director of AMSEP AMSA-Indonesia 2019/2020 amsep@amsaindonesia.org jn.rahmatsani@gmail.com LINE: jtsani2 Skype: jn.rahmatsani_1 Raynanda Kevin Alifiano Regional Chairperson AMSA-Indonesia 2019/2020 chairperson@amsaindonesia.org kevinraynanda@gmail.com LINE: raykevano Skype: raykevano

AMSEP GUIDEBOOK