Application manual by IFMSA-Québec

Application Manual of IFMSA-Québec Local Officers 2014-2015 Call for applications, position descriptions, required documents, deadlines. *Also included: call for the vacant national positions, call for the organising committee of the Global Health Colloquium & INcommunity internship coordinators.

Updated by :

Stéphanie Lanthier-Labonté Vice-President Internal Affairs 2014/15 vpi@ifmsa.qc.ca prepared by :

David Alexandre Galiano

Vice-President Internal Affairs 2013/

INTRODUCTION This guide is designed to be a helpful resource for anyone interested in applying for the Local Officers positions. Please find below the tasks description, the application process, a short description of IFMSA-Québec's committees and who to contact for any information requests. On every campus, there are 4 Projects Committees (Global Health, Reproductive Health, Public Health, and Human rights and Peace) and 3 Exchanges Committees (Clinical, Research and Immersions). IFMSA-Québec is currently looking for filling all the Local Officier vacant positions, so we can complete a dynamic team committed to medical students’ social involvement.

TASK DESCRIPTION The Projects Committees Local Officer (2 for each campus and each committee) are responsible for initiating, continuing and coordinating their committee's activities on their campus. They are supported by the National Officer and work with their colleagues from the other universities. This is a non-exhaustive list (but not limited to) of activities that can be held throughout the year, by committee: 

Public Health (SCOPH) : mental health awareness activities, nutrition workshops in primary schools, talks on public health matters such as non-communicable diseases and epidemiology, mental health workshops in high schools, etc.;

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Global Health (SCOGH) : Talks on global health matters, tuberculosis campaign, climate changes awareness workshops, attending global health conferences such as the Yale Unite for Sight one, movie nights, etc.;

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Reproductive Health (SCORA): sexual health awareness workshops in high schools (Sexperts!), HIV/AIDS awareness activities, raising awareness towards sexual diversity, dinner talk on urban health, etc.;

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Human Rights & Peace (SCORP): talks on human rights matters, such as world geo-politic conflicts and migration, raising awareness towards refugees and migrants health, movie nights, campaigns, etc.

The Exchanges Committee Local Officers (2 for each campus and each committee) are responsible for organizing and managing the exchanges happening on their campus throughout the year. Specifically, they:    

make sure all the internships offered by IFMSA-Québec run smoothly on their campus; prepare the outgoing students applications and make sure nothing is missing; welcome and manage the incoming students' internships; work, with the support of the Social Program Coordinator, towards developing the Social Program on their campus.

The time devoted to the position varies from week to week and depends on your campus reality (exam schedule, vacations, etc.). One should expect 1 to 3 hours of involvement per week in average. Please note that some weeks will be less busy than other, which is totally up to you. 2

HOW TO APPLY Your application must be sent in .pdf preferably (or in .doc) at vpi@ifmsa.qc.ca before Sunday, September 21st 2014, 23:59. It should contain:   

A one-page maximum motivation letter, explaining why would like the position and what you wish to accomplish during the 2014-2015 term; A two-page maximum curriculum vitae (CV), with your contact information; A conflict of interest declaration detailing the other decision-making bodies where you sit (if relevant).

Successful applicants must attend the training day during IFMSA-Québec's Fall Congress (http://congresnational.ifmsa.qc.ca) on October 4th and 5th, 2013, in Sherbrooke. Attendance to the Congress is MANDATORY to take over the Local Officer's functions.

CONTACT INFORMATION For any question regarding the application process, please email: Stéphanie Lanthier-Labonté at vpi@ifmsa.qc.ca For any question regarding the committees, please email: Public Health: Audrey-Anne Chevrier at npo@ifmsa.qc.ca Global Health: Wenzhen Zuo at nogh@ifmsa.qc.ca Reproductive Health and HIV/AIDS: Sarah Khalifé at nora@ifmsa.qc.ca Human Rights and Peace: Joël Martin at norp@ifmsa.qc.ca Clinical Exchanges: Peter Maliha and Mathieu Hains at neo@ifmsa.qc.ca Research Exchanges: Laurie Dolcé ou David Alexandre Galiano at nore@ifmsa.qc.ca

A short description of each committee, relevant issues and related projects follow, as well as the call for the vacant national positions.

PROJECTS COMMITTEES Projects committees (in IFMSA World: Standing Committee on...) each have a specific theme and aim at raising awareness towards their theme on the campuses using diverse tactics. The same committees exist at the international level, which facilitates communication, knowledge and ideas sharing across the world.

Public Health (npo@ifmsa.qc.ca) The public health committee aims at promoting and preserving health of our populations by acting upstream on the social determinants of health, such as life habits, access to proper healthcare, education and environment. Specifically, the committee organizes educational activities for the university community, offering an exchange platform for discussions on public health matters. Acronyme: Standing Committee on Public Health (SCOPH)

Global Health (nogh@ifmsa.qc.ca) The committee wants to raise awareness and mobilize medical students and the general population towards global health issues and health injustice. We aim at training a generation of citizens aware of their role on the global scale and their impact on health, by organizing talks on the various campuses and by educating elementary school children on how climate changes issues can impact on health. Acronyme: Standing Committee on Global Health (SCOGH)

Reproductive Health & HIV/AIDS (nora@ifmsa.qc.ca) The sexual health and AIDS committee of IFMSAQuĂŠbec gathers medical students that wish to promote sexual health to the public as well as to future health professionals. The committee aims at raising awareness towards HIV, maternal and reproductive health, female genital mutilations and gender and sexual diversity. Acronyme: Standing Committee on Reproductive health including AIDS (SCORA)

Human Rights and Peace (norp@ifmsa.qc.ca) The committee works towards human rights respect in a health perspective. It tries to demonstrate the direct link between human rights and social determinants of health with awareness campaigns, talks and community internships with diverse populations. Aboriginal health, refugee rights, medicine access, urban populations issues and world conflicts putting healthcare access at risk are all issues covered within the committee. Acronyme: Standing Committee on Human Rights and Peace (SCORP)

EXCHANGES COMMITTEES Exchanges committees are responsible for organizing clinical, research and immersive internships in more than 30 countries. They are in charge of finding the internships for incoming students; help with the application processes, the pre-departure trainings and supporting the incoming students as well as the outgoing ones from when they apply until they completed their internship.

Clinical Exchanges (neo@ifmsa.qc.ca) The committee aims to give the opportunity to medical students across the globe to participate into an exchange program. The committee also strives to offer an educative cultural experience that goes beyond the traditional medical school curriculum, allowing medical students to know the different ways to practice medicine as well as the health problems of other countries. Acronyme: Standing Committee on Professional Exchanges (SCOPE)

Research Exchanges (nore@ifmsa.qc.ca) The committee aims to give an opportunity to students worldwide to participate in a research exchange of IFMSA and to offer and educative experience, which goes beyond the traditional medical school curriculum. Acronyme: Standing Committee on Research Exchange (SCORE)

EXECUTIVE BOARD The IFMSA-Québec governance is provided by an Executive Board whose officers are normally elected by the membership at Spring Congress. A more exhaustive list of duties of the officer can be found in the General Regulations of IFMSAQuébec A.4 section available online at http://ifmsa.qc.ca/fr/about/constitution. We strongly encourage you to consider this position if you are tempted by large-scale pan-Quebec challenges. A cover letter (1 page), a curriculum vitae (2 pages) and action plan (1 page) should be sent to secgen@ifmsa.qc.ca before September 21, 2014, 11:59 p.m.

Vice-President of Internal Affairs (vpi@ifmsa.qc.ca) The Vice-President of Internal Affairs has for primary duty to ensure the proper functioning and activities of IFMSA-Québec committees in all medical schools. He or she is in constant communication with the national officers of the seven committees, six campus coordinators and the team support. He or she must also coordinate communications to members and organize IFMSAQuébec general assembly.

VACANT NATIONAL POSITIONS We are looking for interested members to fill those positions on the National Team, left vacant after the Spring Congress 2014 in McGill. We warmly encourage you to consider applying, shall you be tempted by national challenges. A motivation letter (1 page), a CV (2 pages) and a plan of action (1 page) must be sent to vpi@ifmsa.qc.ca before September 21st 2014, 23h59. Please note that working knowledge of French is required.

Healthy & Proud Coordinator (fiersetenforme@ifmsa.qc.ca) Healthy & Proud is a peer education project for high school students exploring the concepts of self esteem and body image. The Healthy & Proud coordinator ensures that the project runs smoothly throughout the campuses, works with the national officer for the Public health committee, makes the liaison with schools and manages the promotional and educational material.

Sexperts Coordinator (sexperts@ifmsa.qc.ca) The peer education project « Sexperts » proposed High Schools to facilitate sexual health awareness activities. This initiative has the goal that youth take responsibility for their own sexual health, to stimulate their curiosity, to promote respect of ourselves and of others, to eliminate some myths and to provide tools and simple resources for taking informed and responsible decisions about their sexual activities. The coordinator needs to ensure the project maintained, to recruit presenters, to keep in touch with schools and to maintain updated the Presentation Manual.

INcommunity Coordinator (incommunity@ifmsa.qc.ca) Please note that working knowledge of French is required. The national Officer of INcommunity oversees the organization of immersions promoting a better understanding of local underserved communities. The coordinator ensures the development and visibility of the project throughout the different campuses, maintains good relations with Quebec medical faculties, and helps to develop different partnerships within the communities, while offering an educative experience to the participants beyond the traditional curriculum.

For any questions: Stéphanie Lanthier-Labonté Vice-President Internal Affairs vpi@ifmsa.qc.ca | www.ifmsa.qc.ca

Responsable de stage INcommunity (incommunity@ifmsa.qc.ca) The INcommunity team is looking for the following coordinators: Migrant internship, Offender internship, Urban internship, Aboriginal internship, Saguenay representative and Sherbrooke representative. A motivation letter (1 page), a CV (2 pages) and a plan of action (1 page) must be sent to vpi@ifmsa.qc.ca before September 21st 2014, 11:59 PM. Please note that working knowledge of French is required. -INcommunity est un programme d’apprentissage orienté vers la découverte des communautés négligées et marginalisées du Québec. Dans l’optique d’une action orientée vers les besoins locaux, des stages de quatre semaines (précédés par des journées de formation) sont organisés l’été pour les étudiants en médecine dans l’une des quatre populations identifiées : migrants, contrevenants, milieu urbain et autochtones. Description des postes Le masculin est utilisé uniquement dans le but d’alléger la lecture Coordonnateur de stage Chacun des stages INcommunity (urbain, migrants, contrevenants, autochtones) est supervisé par au moins un coordonnateur de stage. Les tâches du coordonnateur se divisent en 3 volets : planification du stage, sélection et accompagnement des stagiaires, et participation à l’équipe INcommunity 1. PLANIFICATION DU STAGE Dans l’année précédant le stage, le coordonnateur :  revoit les rétroactions des stagiaires des années passées afin d’améliorer son stage;  si nécessaire, met à jour les objectifs et les questions de réflexion relatifs à son stage;  si nécessaire, met à jour le document des partenaires associé à son stage;  prend contact avec les organismes partenaires afin de vérifier leurs disponibilités et confirmer leur participation au stage pour une nouvelle année;  prend contact avec de nouveaux organismes qui pourraient être intéressés à recevoir des stagiaires et dont les activités rejoignent les objectifs du stage, en leur envoyant le document des partenaires;  tient à jour un document des partenaires accessible aux autres coordonnateurs (via le dossier Google Drive d’INcommunity), où sont mentionnées les coordonnées de l’organisme et d’une personne-contact au sein de l’organisme, ainsi qu’un historique du partenariat avec l’organisme. Quelques semaines avant le début du stage, le coordonnateur :  prend à nouveau contact avec les organismes partenaires pour leur rappeler leur participation au stage et préciser leurs disponibilités;  bâtit les horaires des stagiaires;  si nécessaire, met à jour le codex des stagiaires pour son stage, en y rajoutant des lectures qui lui semblent pertinentes et en finalisant la liste des partenaires;  si nécessaire, met à jour le formulaire de rétroaction de son stage.

2. SÉLECTION ET ACCOMPAGNEMENT DES STAGIAIRES Avant le stage, le coordonnateur :  participe aux efforts de promotion des stages INcommunity auprès des étudiants;  participe à la sélection des stagiaires et s’assure de contacter ses stagiaires pour leur faire part de leur sélection et de certaines informations pertinentes, notamment la date de la formation INcommunity;  participe à la journée de formation INcommunity, lors de laquelle il dispose d’une certaine période de temps pour rencontrer ses stagiaires et leur expliquer les détails du stage. Pendant le stage, le coordonnateur :  effectue un suivi régulier avec ses stagiaires, par courriel et/ou par téléphone, afin de pallier rapidement à tout problème concernant le déroulement du stage;  rappelle à ses stagiaires l’importance de leur présence aux debriefings, ainsi que l’importance de faire les lectures requises dans le codex;  participe, dans la mesure de ses disponibilités, aux debriefings, stimulant la discussion à l’aide des guides de debriefings;  reste à l’écoute de ses stagiaires, de leurs difficultés, de leurs questionnements. Après le stage, le coordonnateur:  transmet aux stagiaires le formulaire de rétroaction du stage, le questionnaire d’évaluation des acquis et le gabarit du rapport final;  s’assure de la réception des formulaires de rétroaction, des questionnaires d’évaluation des acquis et des rapports de stage dans les délais prescrits;  remercie les organismes partenaires de leur participation;  lit les rapports de ses stagiaires. À la lumière des réflexions du stagiaire, le coordonnateur s’assure de proposer les modifications nécessaires au stage, au codex ou aux autres moyens d’apprentissage pour assurer l’apprentissage le plus complet et pertinent possible. 3. PARTICIPATION À L’ÉQUIPE INCOMMUNITY Tout au long de l’année, le coordonnateur  participe, dans la mesure de ses disponibilités, aux réunions d’équipe d’INcommunity;  assiste le coordonnateur de projet dans ses tâches;  rend compte de l’avancement de la planification de son stage aux autres coordonnateurs; Si vous avez des questions, vous pouvez envoyer un message à Delphine Roussel-Bergeron, coordonnatrice d’INcommunity 2013-2014 à incommunity@ifmsa.qc.ca.

Global Health Colloquium (csm@ifmsa.qc.ca) Edition 2015 Coordinator: Camille Duranceau The Global Health Colloquium (GHC) is an IFMSA-Quebec project organized each year since 2009. It gathers medical students from the four medical faculties of the province, as well as individuals for the public for a weekend filled with talks and workshop on diverse global health challenges. The participants are asked to reflect and to debate on the questions raised, and are encouraged to recognize their roles as young professionals in facing those complex health challenges. The team is looking for motivated members willing to invest time in organizing the GHC Edition of 2015. The event is to take place next spring in Montreal. The organizing committee is made of 8 members meeting twice a month (and each week after between February and the weekend of the event). If global health is your thing, you might consider applying for the GHC team! Please note that working knowledge of French is required. Available positions: Logistic Director (1): In charge of the logistics of the Global Health Colloquium (location, menu, material, coordinator, volunteers training, etc) Marketing Director (2): Conception and production of promotional material (logo, theme, pamphlets, etc), and promotion of the event across Quebec. Multimedia Conception (1): In charge of the website and registration platform. In charge of the multimedia during the event. Finances Director (1): In charge of the budget. Fundraising Director (1): In charge of the fundraising for the event. Is expected to fundraise for at least 5,000$. External Affairs Rep (1): Ensure GHC visbility across medical faculties of Quebec, several faculties of Montreal University and other universities, CEGEPs, and general public. Program Director (1): In charge of reaching out to speakers (approximately 20-30) and to ensure a diverse range of talks and workshops aligned with the theme event. To apply, or for any questions or suggestions, please send the following requested documents to csm@ifmsa.qc.ca either in .doc or .pdf before September 21st 2014:    

Name Program, University and School Year Position you are applying for Relevant past experience and interests (½ page)

info@ifmsa.qc.ca www.ifmsa.qc.ca