Temporary IOGs for PRET Coordination December 2018

SAVE OFFLINE

Temporary IOGs for PRET Coordination Last edited: December 2018 Recognition of Professional and Research Exchange Training from IFMSA (Standing Committee on Professional Exchanges (SCOPE) / Standing Committee on Research Exchanges (SCORE)

Please, note that the recommendations may be changing because of the process of establishment of the new SRT IOGs in IFMSA! Please, double check your steps with the SCOPE/SCORE General Assistants while organizing a PRET!

1.

General Principles 1.1. If a Professional and Research Exchange Training (PRET) seeks recognition from IFMSA (SCOPE/SCORE), there is a procedure established, requiring the following steps: 1.1.1. SRT (including PRET) Preliminary Proposal Permission 1.1.2. SRT (including PRET) Proposal Approval 1.1.3. SRT (including PRET) Follow Up and Proof of Completion 1.1.4. SRT (including PRET) Certification 1.2. In order to obtain PRET recognition, the Organizing Committee (OC) must contact the relevant Capacity Building Regional Assistant (CB RA) and SCOPE and SCORE General Assistants and maintain contact until assuring the proof of completion.

2.

Roles and Responsibilities 2.1. Organizing Committee (OC) is the structure responsible to implement the SRT. 2.1.1. The OC submits the preliminary proposal, final proposal and SRT report to IFMSA, via the CB RA 2.1.2. The OC shares the call for trainers and participants only after the official SRT approval. The call for trainers is opened and trainers are selected in accordance with the relevant International Team, given the specific requirements defined by the workshop regulations 2.1.3. The OC facilitates the contact with participants and is responsible for conducting an SRT evaluation. In case specific evaluation is required from the Standing Committee (SC) side, the OC (WCo) is responsible for coordinating the evaluation with them.

IFMSA International Secretariat, c/o IMCC, Nørre Allé 14, 2200 København N., Denmark

2.1.4. 2.2.

2.3. 2.4.

2.5.

3.

The OC is responsible to abide by the present IOGs, as well as the relevant workshop regulations for the SRT Workshop Coordinators (WCo) (= PRET Coordinators) are appointed by the OC and establish the contact with the SCOPE and SCORE International Teams, SCOPE and SCORE General Assistants in particular. They are also responsible to update the OC about the progress done with the PRET they are coordinating. 2.2.1. WCo coordinates the requirements for call for trainers and participants with the relevant International Team member (General Assistants in case of PRETs) 2.2.2. WCo sends the list of participants eligible for certificate to the relevant International Team member (General Assistants in case of PRETs) 2.2.3. WCo coordinates the Evaluation of the PRET and Certification of the participants with CB RA and SCOPE and/or SCORE GA Capacity Building Regional Assistant (CB RA) is the contact person between the OC and IFMSA. Relevant International Team member (ITm) is the contact person between the workshop coordinator and the IFMSA Official responsible for the workshop 2.4.1. SCOPE General Assistant (GA) [email protected] 2.4.2. SCORE General Assistant (GA) [email protected] 2.4.3. ITm (SCOPE and SCORE GAs) assures the proposal sent by the WCo follows the SCOPE and SCORE regulations. In case the proposal needs improvement, the ITm is responsible to support the WCo developing the proposal. Vice President for Capacity Building (VPCB) is the official responsible to overview all the SRT procedures and approve the SRT, assuring they abide by the present IOG. No SRT can be officially opened without an official SRT approval from the VPCB.

SRT Preliminary Proposal Permission 3.1. The OC contacts the relevant CB RA with a preliminary SRT proposal, at least 10 weeks before the proposed date for the training. The VPCB may accept a proposal after the deadline, considering there is no jeopardy to the process or the activity. 3.2. The WCo contacts in parallel SCOPE and SCORE General Assistants with a preliminary PRET Proposal, at least 10 weeks before the proposed date for the training. 3.3. The preliminary SRT proposal must include: 3.3.1. Date and Location 3.3.2. Main Goals 3.3.3. General Agenda 3.3.4. Follow Up Methods 3.3.5. Budget & sponsors 3.3.6. Proposed method for selecting trainers

IFMSA International Secretariat, c/o IMCC, Nørre Allé 14, 2200 København N., Denmark

3.3.7. 3.3.8. 3.4.

3.5.

3.6. 3.7. 3.8.

3.9.

SCs workshop (PRET) proposal Workshops coordinators list with contact details (at least 1 workshop coordinator per 1 workshop in the SRT) The preliminary PRET proposal must include: 3.4.1. Date and Location 3.4.2. Main Goals, Objectives and Indicators 3.4.3. Agenda hours in total 3.4.4. Trainers selection questions 3.4.5. Participants selection questions 3.4.6. PRET Coordinator name and contact details The ITm(SCOPE and/or SCORE GA) reviews the preliminary PRET proposal. 3.5.1. If the proposal follows the relevant regulations, the proposal is forwarded to the SCD and to the CB RA with confirmation of validity 3.5.2. If the proposal needs to be improved, the ITm (SCOPE and/or SCORE GA) will develop the proposal with the WCo to assure the proposal’s quality and that it follows the relevant regulations The approval of preliminary PRET Proposal must be reported to the WCo and to the CB RA by the SCOPE and/or SCORE GAs. SCOPE and/or SCORE Director must report approval of the PRET to VPCB. The CB RA is responsible to communicate the decision to the OC after the agreement with VPCB no later than 2 weeks after the proposal has been sent. In case the proposal was further developed with the ITm, the 2 weeks time is considered only after the final draft of the proposal is agreed with the ITm (SCOPE and/or SCORE GA). Without this permission, NMOs are not allowed to promote their SRTs (PRETs), open calls for trainers or participants or any communication that implies the SRT is already endorsed by IFMSA

4.

List of trainers, Agenda and list of participants approval 4.1. The call for trainers and for the participants must be opened taking into consideration the submitted questions in the PRET Proposal as soon as the permission of the SRT is received. 4.2. The preliminary list of preselected trainers as well as the whole list of trainers candidates is to be sent to the SCOPE and/or SCORE GA for the approval. 4.3. As soon as the trainers are selected, they should provide the preliminary agenda to the SCOPE and/or SCORE GA within 1 week from the moment of trainers selection for the approval 4.4. The participants are selected by the PRET Trainers 4.5. When approved, all the lists (of the selected trainers and selected participants) and the Agenda are to be sent by the WCo to the OC.

5.

SRT (PRET) Proposal Approval 5.1. The OC contacts the relevant CB RA with a final proposal, at least 4 weeks before the proposed date for the training

IFMSA International Secretariat, c/o IMCC, Nørre Allé 14, 2200 København N., Denmark

5.2.

5.3.

5.4. 5.5.

5.6.

The final proposal must include: 5.2.1. List of trainers 5.2.2. List of participants 5.2.3. Descriptive agenda for each workshop (including PRET) 5.2.4. Any specific requirement that may be established for the workshop (PRET). The WCo should contact directly SCOPE and/or SCORE GA, in order to receive support on the development of the workshop content for the final proposal The SCOPE and/or SCORE Director review the conditions in order to approve the PRET and report approval to the VPCB. The VPCB communicates the decision to the CB RA, taking into consideration the decisions made on the specific workshops (including PRET). The CB RA is responsible to communicate the decision to the OC, no later than 1 week after the final proposal has been sent.

6.

PRET Evaluation & Follow Up and Proof of Completion 6.1. To follow up on the PRET, the OC (or WCo) must submit the PRET report form not later than 1 month after the completion of the event 6.2. The PRET report must include: 6.2.1. Final list of participants (to be sent separately from the report) and facilitators 6.2.2. Summary every working day 6.2.3. Pictures of the event 6.2.4. Link to the folder with PRET materials 6.3. The PRET Evaluation is facilitated by the OC (WCo). The questions must be agreed with the SCOPE and/or SCORE GA. An evaluation form proposed by the SCOPE and SCORE ITs must be included. 6.4. The PRET Report must be sent to [email protected] and [email protected], CCing [email protected] and [email protected] within 1 month after the PRET is over.

7.

PRET Certification 7.1. A PRET certificate is issued when participants complete the requirements of the trainings: 7.1.1. Attend at least 80% of the PRET working hours 7.1.2. Fill out the official PRET Evaluation Form within 30 days after the end of the PRET 7.2. The WCo is responsible to facilitate the contact between the participants and the CB RA or SCOPE and/or SCORE GA 7.3. The information about the fulfilment of requirements by participants has to be shared with the CB RA or SCOPE and/or SCORE GA no later than 6 months after the workshop took place.

IFMSA International Secretariat, c/o IMCC, Nørre Allé 14, 2200 København N., Denmark

7.4. 7.5.

7.6.

8.

The CB RA or SCOPE and/or SCORE GA are responsible for sharing the list of participants eligible for certificate with the VPCB IFMSA is responsible for issuing workshop certificates, no later than 2 months after the list of participants eligible for certificate is shared by the workshop coordinator The SCOPE and/or SCORE GA are responsible for sending the certificates to the participants

Penalties 8.1. In case the guidelines are not followed the NMO is not allowed to host an SRT within the next 1-3 years according to the decision of the VPCB.

IFMSA International Secretariat, c/o IMCC, Nørre Allé 14, 2200 København N., Denmark