SCOPE Survival Kit AM2014 Front Cover

1

1. Welcome Messages ....................................................................................................... 2

2. Introduction ................................................................................................................... 6

2.1 About SCOPE ............................................................................................................................... 6

3. August Meeting 2014 Preparations ............................................................................... 7

3.1 Voting Rights ............................................................................................................................... 7

3.2 Contract Fair ............................................................................................................................... 7

3.3 Small Working Groups Proposals .......................................................................................... 8

3.4 Bylaw Changes Proposals ........................................................................................................ 8

4. SCOPE Sessions Agenda and Details ............................................................................ 9

5. SCOPE IT Report 2013/2014 ....................................................................................... 13

6. List of Small Working Groups ...................................................................................... 16

7. List of Bylaw Changes Proposals ................................................................................ 19

2

1.1 General Introduction

Hello SCOPE family!

It’s been a pleasure for me to present you the SCOPE Survival

Kit for August Meeting 2014! In this guide you will find all the

necessary information for the SCOPE sessions of the upcoming GA,

which will be held from the 5th up till the 11th of August in Taipei, Tunisia.

You can use this guide as a go-to source of information on SCOPE in general,

on our August Meeting SCOPE sessions and as a quick-reference guide to all

things about SCOPE. Whether or not you are new to SCOPE, this manual will

prove to be helpful in the upcoming days of AM2014. Enjoy! If you have any

questions regarding the GA, please feel free to contact us at any time.

We’re looking forward to seeing you at the sessions in Taipei!

Farhan Mar’i Isa, SCOPE Director (scoped@ifmsa.org)

Dear SCOPE friends,

Congratulations for your attendance to IFMSA’s 65th general

assembly, August Meeting Taiwan 2014! Those for whom this GA is

a first, bear in mind this is a golden opportunity to discover IFMSA

and particularly the SCOPE sessions at their best. I can never forget

my first GA in India which changed my IFMSA career and allowed

me to become member of SCOPE International team. For those who

had attended previous GAs make this GA a special one! Whether it

is your first GA or not, the SCOPE international team has planned

everything for unforgettable SCOPE sessions! We welcome your

questions and suggestions and we are looking forward for your

feedback. Be creative and rock the GA!

3

Hello amazing SCOPEians, August meeting in Taiwan is approaching fast and I'm really looking forward to finally meet you all again and to have

productive and interesting SCOPE session. Enjoy people :)

Hey SCOPE Family, Hope you are incredible and highly

motivated to attend our SCOPE sessions at the AM! I am

really excited to meet you all. I still can’t believe it, one

year since I don’t see you! One year has gone so

quickly, but I have to say it was one of the best years of

my life and it was thanks to you, my lovelies

SCOPEans!

I hope all SCOPEople enjoy a joy session, there

are countless of incredible opportunities waiting

for you! Of course, you may participate, learn

and share your passion to improve our

exchanges!!! Remember that: Doing what you

love will feel you more fulfilled. We

are together as family, so do not forget to put a

smile in buddy’ face after spend together. Have

a great blue day right now!

4

Dear SCOPEans,

It is a great pleasure to finally meet you again in

Taiwan after months apart. Although the bylaw

changes will cost us hours (as usual, hahaha), I

believe that we will have a fruitful session like the

one that we had in Tunisia. Since this is the august

meeting, we won't only involve ourselves in SWG or

heated bylaw changes discussion, but also in the

SCOPE-D election. Let's vote wisely, for a far better

SCOPE in the future. Anyway, let's sing together in

the session. I know you are all bored of icebreaking.

Hi guys! and especially to anyone from Africa :)

(hope there’s someone!) I’m feeling excited for this

GA and I’m very sad I couldn’t be here due to some

issues. However I’ll be following everything and I

wish you have so much fun. Peace out and make it

great, because you are great people! Bye!!

Dear readers, the SCOPE Team works on a daily basis to make

sure the IFMSA exchange program meets the highest quality

standards required for the education of medical students

worldwide. Either as an exchange student or as a SCOPE

member at a local, national or international level you will

experience working hand on hand with medical students from

different cultural backgrounds who share a common goal:

making the pre-graduate years of all of us more

interdisciplinary and funnier than expected. I wish the 2014

August Meeting Exchange Sessions meet your expectations

and I also hope you will be blessed enough to meet wonderful

friends in the IFMSA like I have done during the last years.

Without further ado, enjoy Taiwan and also don't forget book

your flights to Cali on January 2015, the city that awaits with

arms wide open for the Americas Regional Meeting.

5

It is with great pleasure and excitement that I pack

my suitcase for yet another international meeting;

where magic happens and the amazing moments

stay for long afterwards. Taiwan, with its amazing

beauty will welcome us all as we gather for another

one of those moments. Prepare yourselves for

productive sessions, good talks, team building

activities and social events to draw your attention!

Are you up for it?

Dear SCOPEans all over the world XD,

My name is Giacomo (but most of you know me as

Jack), and I’m one of the Regional Assistants for

SCOPE. This next GA is gonna be my sixth one, so

you would probably think I’m tired of all the SCOPE

sessions, but it’s not true!! I’m still very excited to see

all the people I met in the previous GAs and to know

all the new SCOPE addicted!! ^__^ I hope we can

have a lot of fun together, because I am working

really hard, together with all the SCOPE International

Team, to make this experience UNFORGETTABLE!! See

you in Taiwan!!

Dear SCOPE people and EMR family,

I'm very pleased that I had the chance to work with

you throughout this term, I couldnt have wished for a

better team this year.Despite all the national problems

the EMR is facing right now, you guys cannot fail to

amaze us.You work twice as a hard as anyone else to

assure a fruitful, fun and safe exchange, and I'm

telling you that this year you have succeeded, no

matter what's happening around you. I would like to

welcome you in this GA , and I would like to ask you

to speak your minds,vote wisely and make a

change.Remember, If your successors are half the

workers you are, the EMR will shine forever.

6

2.1 About SCOPE

The International Federation of Medical Students' Association (IFMSA) was founded in

Denmark in 1951.

The first standing committee within IFMSA was the Standing Committee on Professional

Exchange (SCOPE). It started small, beginning with only 8 European countries, but since

then has grown into the largest student-run exchange program in the world, with more

than 1.2 million medical students in 107 countries participating! Due to the hard work of

many NEOs like you, SCOPE has expanded beyond previous expectations, and steadily

improved in all aspects such as Academic Quality, Marketing, Capacity Building,

Database, Publication, with many more yet to come. Over the years, we have also

developed partnerships with the UN, the WHO, the World Medical Association and many

others, which have helped us to obtain international recognition and a well-received

reputation.

The SCOPE exchange program is a quality educational and cultural experience

organized entirely by medical students with the help of their medical faculties. Clerkship

exchange will allow students to participate in a 4-week rotation in a department of their

interest. The hosting country offers free room, board, clerkship and generally social

program, which is covered by an outgoing exchange fee as part of the bilateral

agreement, or by a unilateral fee. The main purpose of the program is "to promote the

cultural understanding and the cooperation among medical students and other health

professionals, through international exchanges.” SCOPE offers medical students

worldwide an opportunity to experience medicine in another spectrum of culture and

health system; ultimately making them more sensitive to the differences in healthcare and

culture across the globe.

Among the 103 National Member Organizations (NMOs) represented by IFMSA, 94 are

active in SCOPE. Each NMO appoints a National Exchange Officer (NEO) to lead the

exchange program in their country, who then manages the many Local Exchange Officers

(LEOs), who are responsible for exchanges at their medical faculty, or Local Chapter (LC).

The LEOs manage local clerkship placements, find lodging and board for students, and

recruit Contact Persons (CPs) to act as support for the exchange student before and

during their clerkship.

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3.1 Voting Rights

In order to obtain voting rights for your NMO, you have to make sure to:

a) Activity within SCOPE throughout the year, according to bylaw 7.1.4

b) Submission of the NEO report withih the NMO report prior to each IFMSA GA. If

the NMO president fails at submitting the NMO report, the NEO has to be

informed by the SCOPE Director. Therefore, the NEO still has a chance to send

the NEO report to the SCOPE Director within 2 weeks prior to GA GA

c) Reviewing and correction of the NEO’s contact information in the database after

July 1st

d) Upload the NEOs’ official signature and stamp into the database after July 1st

e) Completion of the online exPlore pages for the NMO, according to the

guidelines outlined in the exPlore manual at least 2 weeks before GA

f) Update the Exchange conditions of the NMO after July 1st and at least 2 weeks

before the August Meeting

NMOs must have 75% of their LCs and their country page updated.

NB: Based on SCOPE bylaws point 6.3.5.5, voting rights can be gained at any moment

of the GA if the requirements stated above have been fulfilled. However failure to

fulfill point a) and b), results in loss of voting rights for the whole GA, and voting rights

cannot be reinstated until the following GA.

3.2 Contract Fair

The purpose of the Contract Fair is to sign contracts for the next exchange season.

The official SCOPE contract Form has been shared on the NEO servers for use by the

NEOs. You can only sign contracts with NMOs that are officially SCOPE active. A list of

the SCOPE-active NMOs is sent to the NEO servers.

The number of unilateral units you sign cannot exceed 40% of the total incoming

units of your NMO exchanges. NMOs willing to exceed this limit must receive the

approval from the rest of the NEOs on August Meeting. A written proposal, signed by

the NMO President and stating the specific reason(s) for exemption, must be sent to the

SCOPE D. It will then be presented and voting upon during the SCOPE sessions.

Each NMO will have its own table at the fair. The table must never be left

unattended and so at least 2 people are required; One to go from table to table

looking for the NEOs they want to sign contracts with and the other to stay at their

NMO table and receive the NEOs who come looking for them.

8

The following items are a must-bring:

· Enough Contract Forms (It’s usually wise to bring extra)

· NEO stampVAL KIT, AUGUST MEETING 2013 5

· List of all NMOs with whom you have already negotiated with

You may also bring along the following items:

· Large size national flag

· Pamphlets

· Badges

· Stickers

· T-shirts or unique costumes

· Sweets or chocolate

NB: Voting cards will be provided from SCOPE :)

Note: Small Working Groups and Bylaw Changes Proposals for this August

Meeting are also attached in this survival kit (in the last pages).

3.3 Small Working Groups Proposals

For anyone who wants to discuss specific issue in SCOPE Small Working Groups

agenda, the proposals of the SWGs must be sent to SCOPE Director before the GA. If

the proposals are submitted after or during GA, the SCOPE IT then will review the

proposals and will let the proposed coordinators whether it can be included or not in

the agenda. The compilation of SWGs proposals can be found here:

https://docs.google.com/spreadsheets/d/1TpRj5bjKqRf7VxdzLXy3eyYA7jYvqFhgYnT

RulMI-tk/edit?usp=sharing

3.4 Bylaw Changes Proposals

Everyone is free to propose bylaw changes. Proposals of bylaw changes must be

sent to the SCOPE Director before the GA. If the proposals are submitted during GA,

the SCOPE IT then will review the proposals and will let the proposed coordinators

whether it can be included or not in the agenda. The compilation of bylaw changes

proposals can be found here:

https://docs.google.com/spreadsheets/d/1g_VTHQhIsRkz075p9xSU0nYSBKwaHF0H

89K4P_17rO4/edit?usp=sharing

Travel makes one modest. You see what a tiny place you

occupy in the world.

-Gustave Falubert

9

Arrival Day (Day 1) – August 5th

Time Duration Title Description Facilitator(s)

16:00 – 16:30 30' IFMSA Welcome Session IFMSA Team of

Officials

16:30 – 17:00 30' SCOPE Welcome Session Introduction to SCOPE

Getting to know each other

SCOPE International

Team (IT)

Day 2 – August 6th

Time Duration Title Description Facilitator(s)

08:30 – 09:00 30' Welcome to SCOPE! Opening and welcoming to

SCOPE Sessions

SCOPE International

Team

09:00 – 09:30 30' Initial procedures Roll call, voting rights, minutes

taker, photographers, etc.

SCOPE IT

09:30 – 10.30 60' SCOPE Journey and Future Plan Recapitulation 2nd half of term

2013-14; questions and

answers; discussion

SCOPE IT

10:30 – 10:40 10' 10 min break

10:40 – 11:40 60' WONCA and ICS Presentation from the externals,

Q&A session

Externals

11:40– 12:00 20' Wrap Up and Check Out SCOPE IT

12:00 – 13:00 60' Policy Statements Discussion Discussion together with other

standing committees and

general participants of the

Policy Statements

10

Day 3 – August 7th

Time Duration Title Description Facilitator(s)

08:30 – 09:00 30' Rise and Shine Wake up, updates

09:00 – 09:50 50’ Workshops I: Ethical Electives

and Exchanges/Student Health

Partnerships

Discussion and Q&A about the

medical placement abroad and

the implementation of PDT

SCOPE IT/ Medsin-UK

09:50 – 10:00 10' 10 min break

10:00 – 10:15 15' New NMOs Presentation Presentation from new NMO(s) SCOPE IT/NEOs

10:15 – 11:15 60' SWG Time Small working groups meeting

time

SWG Coordinators

11:15 – 11:30 15’ CF Tips and Check Out What to bring to and what to

do to at the Contract Fair

SCOPE IT

11:30 – 13:00 90' Joint sessions with SCOPH,

SCOME, SCORE, SCORP, and

SCORA

There will be several joint

sessions; participants will have

to assign to a session of their

choice.

SCDs and ITs

Day 4 – August 8th

Time Duration Time Time Facilitator(s)

09:00 – 12:00

180' Contract Fair Signing contracts between

NMOs, and having fun!

Everybody

Day 5 – August 9th

Time Duration Title Description Facilitator(s)

08:30 – 08:50 20' Rise and Shine Wake up, updates

08:50 – 09:10 20' Initial procedure Roll call SCOPE IT

11

09:10 – 10:00 50' Bylaw Voting Voting on proposed bylaw

changes

SCOPE IT

10:00 – 10:10 10' 10 min break

10:10 – 11:00 50' AQ Workshops Workshop for the Academic

Quality in SCOPE

SCOPE IT

11:00 – 12:00 60' Recognition on Exchanges Joint session with SCORE and

discussing about the recognition

in the exchanges

SCOPE/SCORE IT

12:00 – 12:10 10' 10 min break

12:10 – 12:40 30' Candidature Presentation The SCOPE-D elect presentation;

Q&A

SCOPE IT

12:40 – 13:00 20' Wrap up and check out SCOPE IT

Day 6 – August 10th

Time Duration Title Description Facilitator(s)

08:30 – 08:50 20' Rise and Shine Wake up, updates

08:50 – 10:20 90' Presentation of SWGs and

discussion

SWGs will present their

outcomes and recommendations

and they will be discussed; short

and long term SWGs

SCOPE IT/SWG

Coordinators

10:20 – 11:20 60' Open Space SCOPE IT/NEOs

11:20 – 11:30 10' 10 min break

11:30 – 12:00 30' Database Update Update for the latest news

about database ifmsa.org ways

to improve it

SCOPE IT

12:00 – 12:40 40' New SCOPED and LORMA speech Speech from the elect SCOPED

and LORMA; SCOPED plan for

the next term

SCOPED/LORMA

Elect

12:40 – 13:00 20' Wrap Up/SCOPE Photo/Check

out

SCOPE IT

The agenda remains very flexible to easily adapt to needs that arise during the GA.

Everyday during the Check-Out time we can decide together in which way we will follow the

current agenda, or where we will adapt it.

12

D E T A I L S

1. Initial procedures

This includes the first “roll call”- we call for every NMO that is SCOPE active and see

which of them is present at the SCOPE sessions. At the same time we will announce those of

you that have obtained voting rights. We will provide the voting card for you- if you have

voting rights you will receive the SCOPE- D stamp on your card. It is valid for vote only

with this stamp.

2. SCOPE Journey and Future Plan

Please read the reports of the SCOPE International Team provided in this survival kit.

During the session we will only point out the most important achievements of this term and

leave the rest of the time for questions and answers.

3. WONCA and ICS

IFMSA has partnership with Vasco Global Family Doctor (WONCA) and The International

College of Surgeons (ICS). In this opportunity, both organizations can provide an insight of

how medical students- and who are having exchanges as well in family doctor and

surgery- can give contribution in both professional and personal levels.

4. Joint session with SCORE: Recognition on Exchanges

SCOPE and SCORE will join and sit together to have the introduction and discussion about

the recognition on exchanges with LMEi as well. In the discussion we will also discuss further

plan such as endorsement and the improvement of the academic quality that can be

handed over to next stewardship of SCOPE.

5. Joint sessions with other SCs

There will be 7 joint sessions in total for all Standing Committees on day 3, August 7th.

Participants have to choose one of these joint sessions later.

6. Academic Quality

Because we’re always trying and working to improve the Academic Quality in SCOPE,

there will be presentation of NMO AQ Status, and the presentation of the SWG of AQ

Manual.

7. Check Out

Every day directly before lunch we have a check- out together. We will present the agenda of the upcoming day and make space for any kind of questions you may have.

13

14

15

16

The topic title for the SWG

A brief description of the topic

The name(s) of the

coordinator(s) and your email

address(es)

1

How to get

Credits for Exchanges

This SWG was proposed on April 2014 as an initiative of the 2013-2014 term

Americas Regional Assistant and NEOs of the same region to contribute to the

improvement of the Academical Quality of Exchanges. Accreditation of exchanges is an indirect way to measure the relevance and trust of the

Universities on the quality of the IFMSA Exchange Programs.

SCOPE members and outgoings interested on getting credits for their exchanges

even as electives will benefit from this guidelines.

Whitney Cordoba (ra.scope.pamsa

@gmail.com)

Regional Assistant for

SCOPE- Americas Region

ASCEMCOL

(Colombia)

Estefania Lopez

(neo.ascemcol@yahoo.com)

NEO incomings

of ASCEMCOL (Colombia)

2 Recognition of

Exchanges

There are still a lot of countries within the IFMSA SCOPE Exchange Program

where students don't receive credits for their exchanges from their med schools.

What possibilities are there to get our program recognized in all NMOs and how can SCOPE International support the NEOs of these NMOs?

comment: Farhan, I know a lot of work was already conducted towards this topic and I

don't know what you guys have already planned on that. But if it fits, I would love to do an SWG about recognition of exchanges! :)

Philipp Foessleitner,

philipp.foessleitn

er@amsa.at

3

Making a

video: how does SCOPE

work?

Sending a CA step by step

Making a video: how does scope work?

I would like to make a short video, explaining the system of scope. this video could be used by each and every NMO to explain to the students, how

scope works within the IFMSA and explain all the documents (I wanted to make it on my own, but I guess I won't find the time to do it...)

Sending a CA step by step the students need to know the city asap, everything else is less important for

buying the flight tickets etc. So it would be awesome, if a CA could be sent step by step

Chris Schaefer (chris.schaefer.2

8@gmail.com,

neo@bvmd.de)

4

Strategic

Planning and Time

Management

strategic planning and time management Peace Kakibibi, kapeace12@gma

il.com

5 Recognition of

Exchanges

As we know that one of the awesome achievements that SCOPE has got, was the endorsement of the exchanges by the (WFME), and this was one of the big

steps to enhance the recognition of our awesome exchanges and to be like an

Mohammed Haidar,

mohammed93k@

17

official course for each student.

But till now unfortunately many of the universities around the world did not

recognize our exchanges and they may even look at it like a waisting of time not more.

So, for this reason I want to facilitate a SWG on this topic and try to find way

how to solve these problems and how to make the exchanges become like a university course for all the students around the world in order to exchange the

world :)

gmail.com

6

Sustainable and ethical

exchanges

(and co-development of

partnerships)

How we can make IFMSA exchanges more fair, equitable and sustainable using:

- long term partnerships - working with other institutions and NGOs

- encouraging global health learning outcomes - post-exchange partnerships and projects

Victoria Bakare, vbakare92@gmai

l.com

7 SCOPE and SCORE

collaboration

It differs per country how SCOPE and SCORE function within the NMO. I think it would be interesting to see how collaboration between SCOPE and SCORE is

implemented at the moment, and how this could be improved. Both working groups have a lot of knowledge, so what could we learn form each other?

So we could discuss

- The rules and regulation of both working group internationally - Collaboration between the NEO and the NORE

- The collaboration in the local commities

(I could send a better discription per e-mail when I have had more sleep)

"The aim of this SWG is to establish what a perfect collaboration between these

two standing committees would look like on a local and national level, according to both NEO’s and NORE’s.

The extend of collaboration between SCOPE and SCORE seems to differ per NMO. It would be interesting to consider whether the collaboration in certain

areas of our exchange programs could be extended, in both small and larger

NMOs, and what possible benefits and disadvantages this would have. We, the NEO and NORE of IFMSA The Netherlands, would like to facilitate this

SWG in the SCOPE and SCORE sessions, and share the outcomes of both SWGs with you during the evaluation of the SWG.

We hope lots of NEOs and NOREs are willing to join our SWG, so we can have a

great variety in opinion of SCOPE and SCORE collaboration. "

Laura Kalkman,

neo@ifmsa.nl

8

Academics with

or without professionalism

Academics with or without professionalism

Nashon Mitchell,

neojamsa@gmail.com

9

SRTs:

Opportunities for both LEOs

and NEOs!

SRTs are a great opportunity to get trained,share experience and inspiration and

get to know each other and they can be as advanced as their participants can take to be able to train also NEOs or NEO-elects and facilitate teambuilding

among NEOs!

Vaya Petrou, neo@helmsic.gr

10 Global Health

within SCOPE

IFMSA as the biggest organization of Medical Students in the world have a responsability in Global Health problems. Global Surgery issues, Health Equity,

Millenium Development Goals Achievements in Health, etc. We have been working hard with the non Exchange Permanent Committees

such as SCOPH, SCORA, SCORP and SCOME. However we SCOPE as a moderator of more than 10000 medical students traveling around the world

each year, should came to a conclusion on how we can use this advantage to

Carlos Morales neoifmsamx@ya

hoo.com

18

improve Health around the world and help Global Health.

11 Creating the SCOPE Profile

Book

The profile book will be the most important tool to using when need represent

SCOPE & IFMSA. This profile book will be shown to Universities and other

institutions who are considering endorsing our Exchange Program. A lovely way to show our efforts to ensure Academic Quality and create that lasting first

impression. through this publication we will improve our professional image, reducing NEO’s with organizing the elective or receiving the credits for outgoing

students. It is a truly creative project.

We are looking for ideas who as a part of SWT to create the content and layout

of SCOPE Profile Book in the next Months. This SWG will produce a specification for our Profile Book. through of this group

participants can bring their ideas and in collaborative work helping to reflect aspects of our PB. As a part of our tasks , we would like to produce creative

design ideas to ensure that our strategic plans are successfully. ie carefully

create a vision of their future and the strategies needed to get build it.

https://docs.google.com/document/d/1CW_P5w65PWqMcj7Vr4LWdb4u_JLIKz8-1JBGTHRPqzM/edit

Germán Ángel

Emanuel Escobar SCOPE IT

Marketing and

Publication Coordinator

profexchangemarketing@gmail.co

m

Pamela Flores (*)

NEO Assistant of Marketing and

Publications from México

cefmuv.leo@gma

il.com

(*) Coordinator - Presenter at the

General

Assembly AM 14

12

How to start

SCOPE in a new LC?

New NMOs join IFMSA each term and as SCOPE is the first Standing Committee

in IFMSA, we should work on a manual about how to start SCOPE in new LCs

step by step as Making agreements with the university, arranging the accommodation and organising the scientific and social programs.

This will allow more medical students worldwide to join our exchange program and will increase the available cities in each NMO.

Amr Diaa (IFMSA-Egypt

NEO-in) A.d.ajlan.93@gm

ail.com

19

The original text The proposed change

The proposer

1

4. Regulations for the SCOPE International Team

4.3.3 Regional Assistants are responsible for

m. the reviewing and correction of the Regional

Assistants´ contact information in the database during the first 4 weeks of their term.

FiMSIC

2

3. Regulations for the director of SCOPE

The director of SCOPE shall

3.27 review and correct his/her contact

information in the database during the first 4

weeks of his/her term.

FiMSIC

3

11.4 If an NMO is found at any single point of

time to have more than 20% of its CAs late,

the SCOPE Director, after investigation, might present a motion to the next SCOPE General

Assembly to limit the number of contracts signed by this NMO for the following season

by a factor of 10%. This motion needs simple

majority to pass and is valid for one exchange season.

10.3.3 Card of Acceptance (CA):

10.3.3.1 The CAs must be sent 8 weeks before the start of the student’s Exchange program. If

an NMO is found at any single point of time to

have more than 15% of its CAs late, the respective NMO will be sanctioned with a 10%

reduction of its signed contracts in the next exchange season.

10.3.3.2 For this purpose delay means inexistence of communication or established

agreement between NORE upon the student exchange.

IFMSA-Morocco

4 - Bylaw Proposal -

10.3.4. If the exchangee does not send back the

CC 4 weeks before the exchange, or 4 weeks after the issue date of a late CA, the hosting NMO

can consider this unit cancelled and can decide not to receive the student. The applicant loses

his/her exchange

IFMSA-

Morocco

5 - Bylaw proposal -

Adopt the bylaw 6.3.5.4 and renumber accordingly:

6.3.5.4 Voting rights are necessary for a) Applying for any position within the SCOPE

International Team b) Signing Contracts

IFMSA-

Morocco

6

8.1.2 The value of this contract between two

NMOs is for the period of one exchange year. An exchange year starts on the 1st of April

and ends on the 31st of March of the

following year.

8.1.2 The value of this contract between two

NMOs is for the period of one exchange year. An exchange year starts on the 1st of April and ends

on the 31st of March of the following year. Relevant for the validity of a unit is the first day

of the specific exchange.

bvmd

Germany

7

6.3.5.3 All of the following must be completed in order to gain voting rights:

a) Activity within SCOPE throughout the year, according to bylaw 7.1.4

b) Submission of the NEO report withih the

NMO report prior to each IFMSA GA. If the

6.3.5.3 as it exists should be deleted bvmd Germany

20

NMO president fails at submitting the NMO report, the NEO has to be informed by the

SCOPE Director. Therefore, the NEO still has a

chance to send the NEO report to the SCOPE Director within 2 weeks prior to each IFMSA

GA. c) Reviewing and correction of the NEO’s

contact information in the database after February 1st for the March Meeting and after

July 1st for the August Meeting

d) Upload the NEOs’ official signature and stamp into the database after February 1st for

the MM and after July 1st for the AM e) Completion of the online exPlore pages for

the NMO, according to the guidelines outlined

in the exPlore manual at least 2 weeks before each IFMSA GA

f) Update the Exchange conditions of the NMO after July 1st and at least 2 weeks before the

August Meeting

8 -

to add 6.3.5.1 and renumber accordingly 6.3.5.1 Every SCOPE active NMO according to

bylaw 2.6 has voting rights.

bvmd

Germany

9

2.6 In order to keep an active membership status within SCOPE, every NMO has to meet

the following requirements: 1. Activity within SCOPE throughout the

exchange season, according to bylaw 7.1.4 2. Submission of the NEO report within the

NMO report to the August Meeting. If the

NMO President fails at submitting the NMO report, the NEO has to be informed by the

SCOPE Director. Therefore, the NEO still has a chance to send the NEO report to the SCOPE

Director within 2 weeks prior to August

Meeting. 3. Review and updat the NEOs' contact

information in the database after July 1st and 2 weeks prior to the August Meeting.

4. Completion and/or update of the NMOs'

exPlore pages 2 weeks prior to the August Meeting

5. Update of the NMOs' Exchange Conditions after July 1st and 2 weeks prior to the August

Meeting

Any failure of fulfilment of point 1- 5

according to the deadlines will result in an immediate investigation. The SCOPE Director

will inform the affected NMOs within 3 days of the deadline. If the NEO is not reachable the

SCOPE Director will then inform the NMOs'

president and IFMSA VPI about the situation. The affected NMO faces suspension according

to bylaw 11.2. In case the NMOs vote on

2.6 In order to keep an active membership status

within SCOPE, every NMO has to meet the following requirements:

1. Activity within SCOPE throughout the exchange

season, according to bylaw 7.1.4 2. Submission of the NEO report within the NMO

report prior to each IFMSA GA. If the NMO President fails to submit the NMO report, or if the

NEO report is missing, the NEO has to be

informed by the SCOPE Director. Therefore, the NEO still has a chance to send the NEO report to

the SCOPE Director within 2 weeks prior to each IFMSA GA.

3. Review and updat the NEOs' contact

information in the database after February 1st and and two weeks prior to the March Meeting as

well as after July 1st and 2 weeks prior to the August Meeting.

4. Update the NEOs’ official signature and stamp into the database after February 1st for the MM

and after July 1st for the AM

5. Completion and/or update of the NMOs' exPlore pages 2 weeks prior to each IFMSA GA

6. Update of the NMOs' Exchange Conditions after July 1st and 2 weeks prior to the August

Meeting

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Germany

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suspension, the affected NMO is not allowed to

sign new contracts during the August Meeting

and will be suspended from any SCOPE activity starting with the following exchange

season. The suspended NMO can regain its active SCOPE membership according to bylaw

2.2 at any time.

10 -

To add bylaw 2.6.1

SCOPE-D is responsible for informing NMOs on the status at least 4 weeks prior to GA and for

sending updates on changes of the status before

via the NEO mailing list. Any failure of fulfillment of 2.6 will result in an

immediate investigation. The SCOPE Director will inform the affected NMOs within 3 days of the

deadline. If the NEO is not reachable the SCOPE Director will then inform the NMOs' president and

IFMSA VPI about the situation.

The affected NMO faces suspension according to bylaw 11.2. In case the NMOs vote on

suspension, the affected NMO is not allowed to sign new contracts during the August Meeting

and will be suspended from any SCOPE activity

starting with the following exchange season. The suspended NMO can regain its active SCOPE

membership according to bylaw 2.2 at any time.

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11

6.3.5.4 SCOPE-D is responsible for informing

NMOs on the status of their voting rights at

least 3 weeks prior to GA and for sending updates on changes of the status before and

during the GA via the NEO mailing list

6.3.5.4 should be deleted bvmd

Germany

12

6.3.5.5 Voting rights can be gained at any moment of the GA if the requirements stated

in bylaw 6.3.5.3 c), d) and e) have been fulfilled. Failure to fulfill point 6.3.5.3 a) and

b), however, results in loss of voting rights for

the whole GA, and voting rights cannot be reinstated until the following GA.

6.3.5.5 should be deleted bvmd

Germany

13

this reflects to Neo, who sign more contract that they will not be able to manage ,this

usually results into postponements and late

CAs , this hurts exchangees alot.

Neo should be able to sign contracts , he /she will send CA on time to avoid disappointments , if not

, scope director can reduce number of contracts

to that NMO, in following season.

Medsar-

Rwanda

14

7.2.4 The exchangee must receive the CA

eight weeks before the beginning of the

clerkship.

7.2.4 The exchangee must receive the CA ten weeks before the beginning of the clerkship.

IFMSA-Poland & PorMSIC

15 None, it's a new point proposal.

7.2.1.2 The NEO of the hosting NMO should

inform proper NEO of the sending NMO if they can't accept the student in the desired dates at

least 12 weeks before the exchange start date of

the clerkship, requested by student in AF. It's mandatory to send an oficial e-mail by the NEO of

IFMSA-Poland

& PorMSIC

22

the hosting NMO to the proper NEO of the sending NMO only if they can't accept the

student. If no e-mail is sent, the student will be

accepted in the desired date.

16

1.6.3 Documents exchanged through the SCOPE

database are: a. Application Form “AF”.

b. Card of Documents

c. Card of Acceptance “CA”. d. Card of Confirmation “CC”.

e. Students’ Invitation Letters “e-IL”. f. Students Evaluation form “e-EF”.

g. Incomings evaluation forms from LEOs

h. Exchange Certificate

1.6.3

Documents exchanged through the SCOPE database are:

a. Application Form “AF”.

b. Card of Documents “CoD” c. Card of Acceptance “CA”.

d. Card of Confirmation “CC”. e. Students’ Invitation Letters “e-IL”.

f. Students Evaluation form “e-EF”.

g. Incomings evaluation forms from LEOs h. Exchange Certificate

(motivation: Later on in the text, the Card of

Documents is referred to as CoD, so it would be inconsistent not to mention this abbreviation here

)

IFMSA - The

Netherlands

17

1.6.3

Documents exchanged through the SCOPE database are:

a. Application Form “AF”.

B. Card of Documents c. Card of Acceptance “CA”.

d. Card of Confirmation “CC”. e. Students’ Invitation Letters “e-IL”.

f. Students Evaluation form “e-EF”.

g. Incomings evaluation forms from LEOs h. Exchange Certificate

Documents exchanged through the SCOPE database are:

a. Application Form “AF”.

B. Card of Documents c. Card of Acceptance “CA”.

d. Card of Confirmation “CC”. e. Students’ Invitation Letters “IL”.

f. Students Evaluation form “EF”. g. Incomings evaluation forms from LEOs

h. Exchange Certificate

All the other abbreviations don´t have an “e” in

front of them anymore, as it is clear that these documents are “electronic”: the sentence on top

of the numeration already states these

documents are submitted through the database.

IFMSA - The Netherlands

18

1.4

"The aim of SCOPE is to promote cultural understanding and co-operation amongst

medical students and all health professionals, through the facilitation of international

student exchanges (1951). SCOPE aims to

have its exchanges accredited by medical faculties across the world and to give all

students the opportunity to learn about global health. (2010)”

1.4

"The aim of SCOPE is to promote cultural understanding and co-operation amongst medical

students and all health professionals, through the facilitation of international student exchanges

(1951).” “SCOPE aims to give all students the opportunity to learn about global health, and

attains this partly by having its exchanges

accredited by medical faculties across the world (2014)”

(Motivation: As the mission statement is a very

essential part of the SCOPE bylaws, IFMSA-The

Netherlands would like to propose this bylaw change in order to open a discussion about the

improvement of our missions statement. The accreditation of medical faculties across the

IFMSA - The

Netherlands

23

world is a mean to reach the aforementioned goal, and not really a goal itself. Thanks to

accreditation of medical faculties across the world

we are able to arrange our exchanges and promote cultural understanding and co-operation

and give students the opportunity to learn about global health.)

19 New Bylaw Proposal and renumber

2.4 A candidate NMO in its third year of

candidacy is allowed to sign contracts only for the months during which it will maintain its status in

IFMSA

2.4.1 If the deadline for the NMO to apply is a

March Meeting, no contracts can be signed at the previous August Meeting. However, if they gain

associate/full membership, they can resume signing contracts according to bylaw 8.1.4

2.4.2 If the deadline for the NMO to apply is an

August Meeting, at the previous August Meeting

contracts can only be signed for a period April-July of the same year.

SCOPE-IT

20

8.1.4 Contracts signed at/after the March

Meeting are additional to contracts signed at the previous August Meeting, and are valid for

the same exchange year mentioned in 8.1.2. These contracts are invoiced after the 8.1.7.

8.1.4 Contracts signed at/after the March Meeting

are additional to contracts signed at the previous August Meeting, and are valid for the same

exchange year mentioned in 8.1.2. These contracts are invoiced after the 8.1.6.

SCOPE-IT

21

3.2.3 Update and Publish the SCOPE Statistics

two weeks before each GA. Statistics must

include data from the period between GAs, including: number of active NMOs, number of

unilateral and bilateral contracts per NMO, late CAs per NMO and the number of

exchanges per department.

3.2.3 Update and Publish the SCOPE Statistics

two weeks before each GA. Statistics must include data from the period between GAs,

including: number of active NMOs, number of unilateral and bilateral contracts per NMO, late

CAs per NMO, number of exchanges per

department, (number of outgoings and incomings per NMO)

IFMSA-Egypt

22

7.3.3 The exchangee is obliged to attend the

clerkship program regularly for its whole duration. If a student fails to do so and does

not pay attention to any warning, the NEO has the right to authorize the LEO to cancel

his/her clerkship immediately.

7.3.3 The exchangee is obliged to attend the

clerkship program regularly (at least 80% of its) whole duration. If a student fails to do so and

does not pay attention to any warning, the NEO has the right to authorize the LEO to cancel

his/her clerkship immediately.

IFMSA-Egypt

23

7.3.4 The exchangee must strictly follow the

instructions of the doctors in charge and the

rules of the Local Committee. Failure to do so may result in cancellation of the remaining

clerkship period.

7.3.4 The exchangee must strictly follow the instructions of the doctors in charge and the rules

of the Local Committee, (If the student fails to do so, the NEO-In should send warning to the

student and the sending NMO, if the student does

not pay attention to the warning, the NEO-In has the right to authorize the LEO to cancel his/her

clerkship immediately)

IFMSA-Egypt

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7.1.8 The Exchange Conditions of each NMO

should include the following 22 points:

19. Visa Remarks

7.1.8 The Exchange Conditions of each NMO

should include the following 22 points:

19. Detailed Visa Requirements

IFMSA-Egypt

24

W E ‘ R E W A I T I N G F O R Y O U I N

S C O P E S E S S I O N S!

25