Application Manual of IFMSA-QuĂŠbec Local Officers 2016-2017 Call for applications, position descriptions, required documents, deadlines.
Updated by :
Karma Abukasm, Charles-Antoine Barbeau-Meunier, Laurence Garon, Lena Zotova and Djamila Saad Executive Board 2016-17 ce@ifmsa.qc.ca Original version by :
David Alexandre Galiano Vice-president for internal affairs 2013-14
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INTRODUCTION This guide is designed to be a helpful resource for anyone interested in applying for the Local Officers positions. Please find below the task descriptions, 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 positions, in order to complete a dynamic team committed to medical students’ social involvement.
HOW TO APPLY Your application must be sent in .pdf at elections@ifmsa.qc.ca before Wednesday, September th 14 2016, 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;
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A two-page maximum curriculum vitae (CV), with your contact information;
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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 September 24th and 25th 2016. Attendance to the Congress is MANDATORY in order to take over the Local Officer's functions.
CONTACT INFORMATION For any question regarding the application process, please email: Karma Abukasm at vpi@ifmsa.qc.ca. For any question regarding the committees, please email: Public Health: Bing Yu Chen at npo@ifmsa.qc.ca Global Health: Synthia Meilleur at nogh@ifmsa.qc.ca Reproductive Health and HIV/AIDS: Camille Durenceau at nora@ifmsa.qc.ca Human Rights and Peace: Marie-Ève Farley at norp@ifmsa.qc.ca Clinical Exchanges: Anaelle Massenet and Alexa Eberle at neo@ifmsa.qc.ca Research Exchanges: Alexandra Lessieur and Xiya Ma at nore@ifmsa.qc.ca Immersions : Wenzhen Zuo at noi@ifmsa.qc.ca
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TABLE OF CONTENTS OPEN POSITIONS ON THE NATIONAL TEAM ............................................................................ 4 General Secretariat Coordinator of the Alumni Division Webmaster OPEN LOCAL POSITIONS ............................................................................................................. 5 Standing Committee on Public Health (SCOPH) Standing Committee on Global Health (SCOGH) Standing Committee on Sexual and Reproductive Health Including HIV/Aids (SCORA) Standing Committee on Human Rights and Peace (SCORP) Standing Committee on Professional Exchanges (SCOPE) Standing Committee on Research Exchanges (SCORE) Standing Committee on Immersions (SCOI) Description of the committees INCOMMUNITY INTERNSHIP COORDINATOR ......................................................................... 9
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OPEN POSITIONS ON THE NATIONAL TEAM We are looking for interested members to fill the positions on the National Team, most of which were left vacant after the Spring Congress of 2016 in Montreal. 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 short action plan (1 page) must be sent to elections@ifmsa.qc.ca before September 14th 2016, 23h59.
General Secretariat (secgen@ifmsa.qc.ca) The General Secretary is a crucial member of the Executive Board of IFMSA-Québec, which is also composed of the President, the Vice-President of Internal Affairs, the Vice-President of Projects, the Vice-President of External Affairs and the Vice-President of Finances. The Secretary General’s tasks are to : • ensure the application of the bylaws of IFMSA-Québec; • take care of the archives of the official documents of IFMSA-Québec; • write and publish the minutes of the meetings of the Executive Board; • write and send the newsletters on a monthly basis; • send calls for the meetings of the national teams; • send calls for an elections committee and coordinate the call for candidatures of the officers; • follow-up with the strategic plan of the organisation; • execute other tasks asked for by the president; • facilitate the exposition of IFMSA-Québec members to national and international activities. For his or her 2016-2017 mandate, the Secretary General will have the privilege of creating the 2017-2020 strategic plan of IFMSA-Québec and evaluate the accomplishments of the 2014-2017 strategic plan. Moreover, he or she will be able to lead the project on the translation of IFMSAQuébec’s bylaws in English. Finally, as an important member of the Executive Board of IFMSAQuébec, the Secretary General will participate actively in the decision-making processes of the organisation, and get involved in a dynamic, inclusive and passionate team.
Alumni Division Coordinator (anciens@ifmsa.qc.ca) IFMSA-Québec’s Alumni Division represents all alumni from Québec’s medical faculties, but more routinely refers to old IFMSA-Québec members who are still interested in contributing to the organisation. The coordinator is responsible for organising activities to allow alumni members to come together and meet new members, for promoting current IFMSA-Québec events in the alumni network, as well as to obtain financial support for the organisation.
Webmaster (webmestre@ifmsa.qc.ca) The webmaster is responsible of managing the website of IFMSA-Québec. While collaborating mainly with the Vice-President for External Affairs and the President, the webmaster has the important task of coordinating the image of IFMSA-Québec on the internet and, according to his or her interests, to show creativity by contributing to the design of promotional banners.
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OPEN SPOTS IN LOCAL COMMITTEES IFMSA-Québec is composed of 7 locally-active committees on each medical campus. 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 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, social determinants of health, climate changes awareness workshops, attending global health conferences such as the Canadian Conference on Global Health, 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, social justice 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.
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COMMITTEES PRESENTATION 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. Abbreviation: 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. Abbreviation: 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. Abbreviation: Standing Committee on Reproductive health including AIDS (SCORA)
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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. Indigenous health, refugee rights, access to medicines, urban populations issues and world conflicts putting healthcare access at risk are all issues covered within the committee. Abbreviation: 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 at giving 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. Abbreviation: 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. Abbreviation: Standing Committee on Research Exchange (SCORE
IMMERSIONS (noi@ifmsa.qc.ca) The committee is responsible of preparing and overlooking the clinical immersion in a low resource setting. Following the necessity to improve the pre-departure training and to teach the ethical components of international placements, the SCOI added to its mandate the promotion of pre-departure training for all students going abroad. The SCOI has also spread its activities outside of IFMSA-Québec, more specifically to the Québec faculties of medicine. Abbreviation: Standing Commitee on Immersions (SCOI) The SCOI is recruting for the positions on it’s team in Québec. If you are interested in applying, please submit a letter of motivation (1 page), a curriculum vitae (2 pages) and a declaration of conflict of interest (if applicable) at elections@ifmsa.qc.ca before September 14th 2016, 23h59. Global health immersions program coordinator The SCOI’s foreign immersions coordinator is responsible for the logistical aspects of the immersions : applications, emails, preparations for trainings, contactings presenters, etc. He or she is also responsible for keeping the program running smoothl and to support the LOIs. Canadian immersions program coordinator The Canadian immersions program coordoinator is responsible for organising one intership in the province of Québec for a profesional from each of the host nations for SCOI (Benin, China, Peru and Rwanda), in an effort to provide bilateral opportunities with our local imersions.
INCOMMUNITY INTERNSHIP COORDINATOR (incommunity@ifmsa.qc.ca)
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The INcommunity team is looking for the following coordinators: Migrant internship, Offender internship, Urban internship, Aboriginal internship. A motivation letter (1 page), a CV (2 pages) and a short action plan (1 page) must be sent to secgen@ifmsa.qc.ca before September 14 2016, 23h59. Please note that working knowledge of French is required. INcommunity is a program oriented towards the discovery of neglected and marginalies communities within Quebec. In an action paradigm oriented towards local needs, four week internships, preceded by few days of formation, are offered to students during the summer period amongst one of four targeted populations: migrants, offenders, urban populations and aboriginals Internship Coordinator Each INcommunity internship locale is supervised by at least one coordinator. The coordinator’s tasks are divided into three sectors: internship planning, selection and support of applicants and participation in the INcommunity team. 1. INTERNSHIP PLANIFICATION In the year preceding the internship, the coordinator: • reviews the feedback given by participants from previous years to improve his internships; • if necessary, updates the objectives and reflection questions for his internship; • if necessary, updates the partners document for his internship; • contacts partners to verify their availability and to confirm their participation in the internship program for the year; • contacts new organisations that could be interested in taking in students and who’s activities fit the intended objectives of the internships; • keeps his partners document up to date and accessible to other coordinators (through INcommunity’s Google Drive folder). Inside, he mentions the contact information for the organisations as well as a contact person and maintains an archive of past partnerships; A few weeks before the start of the internships, the coordinator: • contacts partners to remind them of their participation in this year’s program, as well as to confirm their precise openings; • builds the schedules for the internships; • if necessary, updates the information codex for his internships by adding pertinent readings and by adding a final list of partners; • if necessary, updates the feedback document for his internships. 2. SELECTION AND SUPPORT OF APPLICANTS Before the internship, the coordinator: • participates in promoting INcommunity internships to students; • participates in the selections of applicants and ensures the selected applicants are contacted and given pertinent information including the INcommunityé training dates; • participates to the INcommunity training day, wherein he can meet his applicants to explain to them the details of their internships. During the internships, the coordinator : • does regular follow-ups with his participants via email or telephone to ensure that any issues with the internships’ progress are dealt with swiftly and efficiently;
reminds to his participants the importance of assisting to the debriefing meetings, as well 10 as to do the required readings in the codex; • according to his availability, participates in the debriefing meetings and stimulated discussions using the debriefing guide; • remains available to listen to and discuss his participants’ questions, issues and difficulties. After the internship, the coordinator: • communicates to his participants the feedback form, the questionnaire to evaluate new aptitudes as well as the template for the final report; • ensures sure that all previously mentioned documents are received within the agreed upon delays; • thanks the partners for their participation; • reads his participants final reports; in light of them, he ensures that the required modifications to the internship, the codex or the training are taken into account as soon as possible to ensure the best and most pertinent internship experience possible. •
3. PARTICIPATION IN THE INCOMMUNITY TEAM All through the year, the coordinator: • participates to the INcommunity team meetings to the utmost of his capacity; • assists the project coordinator in his tasks; • keeps other coordinators updated on the progress of the planification of his internships. If you have any questions, please contact Sara Dionne, INcommunity’s coordinator for the year 2016-2017 at incommunity@ifmsa.qc.ca
For all enquiries: Karma Abukasm Vice-President for Internal Affairs vpi@ifmsa.qc.ca | www.ifmsa.qc.ca
©2016-2017
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National Fall Congress 2016 From the Ebola to the zika epidemic, infectious diseases affect entire populations, impact ecosystems and influence negatively the Human Developpement Index. Climate change, migrations of populations, poverty and armed conflicts are some of the many factors of today's world that facilitate the birth of new epidemics. How can physicians of today and tomorrow respond to this new healthcare challenge? How do communities around the world adapt to their reality? Under the theme Infectious diseases : a global epidemic, IFMSAQuebec's National Fall Congress, which will take place on September 24 in Sherbrooke city, will allow you to discover the health issues of here and abroad. A national congress is a unique opportunity for all medical students in Québec to get together and talk about issues related to public health, global health, sexual and reproductive health, human rights, medical education and much more! The congress is the perfect place to discover IFMSA-Québec, to begin or continue your involvement and to participate in the development of the organisation. It is also your chance to receive trainings, to attend interesting conferences about health in Québec and beyond, and to meet and chat with passionate medical students from all over Québec. It is also your opportunity to vote and contribute to the improvement of IFMSA-Québec. We'll be awaiting you on September 24th in Sherbrooke city! 5$ participation fee, meal and transportation included. Website of the Congress : http://congresnational.ifmsa.qc.ca/ Facebook event : http://bit.ly/2aaR2PO