Standing Orders/Regulations of the Standing Committees of IFMSA

Transcription

1 Standing Orders/Regulations of the Standing Committees of IFMSA Proposed by the IFMSA Standing Committee Directors Taipei, Taiwan August 2014 Notes: The Standing Committee Regulations / Standing Orders are proposed for the following reasons: The first is that no effective mechanism for institutional memory currently exists within IFMSA. As a student-run organization, turnover is fast and experience is quickly lost within IFMSA. Progress is inhibited as teams of Officials find themselves working on the same problems that their predecessors addressed a few years earlier. The second is that if we want to institutionalize and keep the memory and experience that we have gathered working in IFMSA for this period of time, we need to put it in the bylaws as this is the only way in which IFMSA will remember certain points of information over the years. The history of IFMSA is that we consider and re-consider issues over time with startling frequency, and Regulations are designed to alleviate this. It is understood that the internal situation in IFMSA constantly changes, and that guidelines will not fully stand the test of time; but the point is that if we do not make an initial attempt to write some guidelines down on paper, then we have no institutional memory; the guidelines can always be modified later. Through this proposal, we hope that SCOME, SCOPH, SCORA and SCORP will agree on the Standing Committee Regulations creating a general outline that is common for these SCs and then each SC works and fills in the specific parts tailored to your SC. This document will be referring to»regulations«, however, the term will be adopted to the decision of the General Assembly and adjusted in this

2 document according to the vote. These Regulations will be referred to in the IFMSA Bylaws. The Standing Committee Regulations will be voted upon during the Standing Committee sessions of the IFMSA General Assembly March Meeting. National Officers are invited to send in comments until August 6th local time, UTC+8), after which the final draft of the document will be sent, however the sooner your comments are sent in, the earlier we can provide NMOs with the current changes. The final document after approval shall also include the preface, index, annual working plan, strategic plan of the specific Standing Committee. Kind regards, The Standing Committee Directors

3 1. General Definitions 1.1 History of Standing Committee The Standing Committee on Refugees and Peace works within the organisation of the International Federation of Medical Students Association and was founded in 1983 as the global plight of refugees came into the limelight. Its mission was to call attention to the problems displaced people faced as well as participate in relief efforts. The committee members soon realised that these efforts were short term and palliative. Sustainable solutions would have to rest on the prevention of conflicts and human rights abuses. Based on these new resolutions, the Standing Committee on Refugees and Peace was forged in Refugees, internally displaced people and other vulnerable populations are at an extreme risk of losing health and of having their human rights abused. SCORP is concerned with the problems and needs of refugees and internally displaced people, and works for the prevention of conflicts, the main reason why people are forced to become refugees. Sustainable solutions of the problems for refugees will have to rest on the prevention of conflict and human rights abuses. SCORP condemns any use of violence as a conflict solution. SCORP works for a peaceful world. SCORP understands peace as, person to person, group to group, state to state, having international solidarity, tolerance and respect for human rights. 1.2 Name Standing Committee on Human Rights and Peace 1.3 The Corporate Identity of the Standing Committee The Corporate Identity of IFMSA including the Standing Committee is defined in the IFMSA Corporate Identity manual and referred to in the IFMSA bylaws.

4 1.4 Standing Committee Vision and Mission Statement Vision: Our vision is that medical students are aware of their human rights declared by the Universal Declaration of Human Rights from 1948 and that they respect, protect and fulfil them starting by spreading the knowledge and bringing positive change for the global health through acting in their communities; as well as to cooperate on the global scale to remain further committed to human rights both inside and outside of the healthcare setting Mission: Our mission is to be continuously committed to promoting human rights and peace. As future healthcare professionals we work towards empowering and improving the right to health of refugees and other vulnerable populations and minorities. 1.5 Strategic Plan: The Standing Committee Strategic Plan shall be annexed to this document and referred to as Annex The Standing Committee International Team will base their Annual Working Plan on the IFMSA and Standing Committee Strategic Plan The Standing Committee Strategic Plan is open to amendments during the SC sessions of the March Meeting. A call for input should be sent at least two weeks before the start of this meeting. 1.6 Annual Working Plan: The Annual Working Plan of the Standing Committee shall be annexed to this document and referred to as Annex 1.2

5 1.6.1 The International Team should write an Annual Working Plan (AWP) for the term with details regarding priorities, objectives and indicators of success of each item A call for input from members of the Standing Committee is to be sent via (the standing committee group) by the 14 th of September (before the start of the term) The AWP is to be created within the one month of the start of the term (November 1st) for the International Team and should be amenable every 6 months The AWP is to be evaluated against the indicators for success, reviewed and renewed by the Standing Committee International Team twice per year two weeks after the IFMSA General Assembly March Meeting and August Meeting The AWP is to be made accessible to all members of the IFMSA-Standing Committee through the mailing list 2. Members 2.1 Members of the Standing Committee are members/volunteers of an IFMSA National Member Organizations (NMO) that is working within the Standing Committee or a corresponding field of said NMO. 3. Standing Committee International Team 3.1 General

6 3.1.1 The Standing Committee International Team is the structure within the IFMSA that is working on developing and sustaining the International Level of the Standing Committee The International Team shall oversee all the activities of the Standing Committee 3.2 Functions and duties of the International team Standing Committee Director Functions a. Be responsible for the development of the Standing Committee through activities that are in line with the strategic plan, vision and mission of the Standing Committee and IFMSA b. Be responsible for maintaining contact between the Standing Committee members and the Team of Officials c. Develop an annual evaluation procedure and needs assessment for the Standing Committee. d. Appoint the Regional Assistants in collaboration with the Liaison Officer, Regional Coordinator and/or other relevant Official to the position of the appointed member by the 1 st of October. e. Follow up the work of the International Team. f. Work with the International Team to assist the National Member Organizations in establishing the Standing Committee within their organizations.

7 g. Collaborates with the relevant Liaison Officer for the external representation of the SC h. Continue to perform these tasks until their term ends and provide a full and complete handover to their successor i. Provide SC members with relevant Manuals, Start up Kits, and Documents for all SC activities and events j. Be responsible for setting the agenda and organizing SC sessions in both IFMSA General Assemblies h. The Standing Committee Directors along with the International Team should provide quarterly updates to the standing committee members explaining the work that has been done within the past 3 months Liaison Officer Functions a. Sustain and develop the relationship with existing partner organizations and seek strategic new collaborations b. Provide IFMSA members with information about the partner organizations through the external meetings calendar, ifmsa.org, externals database, MoUs and social media c. Facilitate and initiate contacts between IFMSA members and partner organizations when requested and needed

8 d. Develop short- and long-term strategies for the collaboration with partner organizations in consultation with relevant officials and the build-up of the external representation strategy. e. Find points of possible collaboration, in alignment with the strategies, between IFMSA and partner organizations in close cooperation with relevant officials working in the concerning fields. f. Work closely together with the Regional Coordinators in the communication with partner organizations on a regional level. g. Encourage the NMOs to report on collaborations with the organizations on a national level. h. Disseminate policy statements to IFMSA related external partners i. Seek contact and establish new formal strategic relationships with relevant organizations, taking into consideration the input gathered from the NMOs. j. Report the activities of external representation k. Act in accordance to the MoU signed with partner organizations. l. Directly collaborate with the relevant SC International Team and answer their needs Regional Assistants General

9 a. Regional Assistants are appointed for a term of one year by the SC-D, starting on October 1st. b. There should be one Regional Assistant per IFMSA Region. c. In special cases, and only upon agreement with the relevant RC, more than one RA can be chosen, however the RA tasks should be split between the co- RAs with each RA reporting on their specific tasks, whilst at the same time, supporting their co-ra in carrying out their tasks. d. A call will be sent on the IFMSA-mailing lists for the Standing Committee and Region by the Standing Committee Director. Applications must include: 1. Motivation Letter 2. Plan of action 3. Technical Data Sheet for Assistants 4. Curriculum Vitae 5. Official IFMSA Candidature form for Assistants signed and stamped by NMO President. e. The appointment of an RA is the decision of the SC-D, in consultation with the SC Liaison Officer and Regional Coordinator. According to the application, the candidate must be most qualified to the needs of the SC and the region Functions of the Regional Assistant

10 a. Providing a link between their region and the SC-Director and LO, as well as actively and regularly checking the status of the work within the field of that Standing Committee in each NMO in their region b. Fulfilling any tasks requested by the SC International Team related to their tasks and/or SC. d. Actively engaging themselves in supporting NMOs within their region that are working within the field of the related SC. e. Reporting, investigating, and assisting in solving any SC-related problems within their region. g. Encouraging cooperation between NMOs in their regions h. Assisting NMOs to present projects, activities, and encourage their participation during SC Sessions during GAs. i. Actively searching for NMOs wishing to carry out international activities and to assist them with preparations as well as providing information on procedures, deadlines and organizational details. j. Be responsible for planning, facilitating and following up on the Regional SC Session in Regional Meetings k. Be responsible for recruiting NMOs to start work within the Standing Committee. l. Attend the Online Meetings for the Regional Team, Standing Committee International Team and within his or her own region Development Assistants

11 General a. A DA can be appointed for a term of one year by the SC-D if he or she decides to, starting Oct 1st and ending with the term for the next year. The DA is a member of the SC-Team headed by the SC-D. b. The SC-D will send a call on the IFMSA server and SC- Server for the DA after being elected. Applications should include: 1. Motivation Letter 2. Plan of action 3. Technical Data Sheet 4. Curriculum Vitae 5. Official IFMSA Candidature form stamped by NMO President. c. The appointment of a DA is the decision of the SC-D, in consultation with the relevant other officials, including always the LO. According to the application, the candidate must be most qualified to the needs of the SC and the specific duties Functions of the DA The duties of the DA are: a. Assisting the SC-D in preparing starter kits and manuals to the SC. b. Updating and revising current resources for the SC working with the SC-D and the LO.

12 c. Searching for NMOs that have not established the SC and assisting them together with the RA to establish it. d. Assisting NMOs in the preparations of projects and issues in their NMO related to the SC. e. Encouraging NMOs to established the SC, as well as assist them throughout the term with continuity. f. Working with the SC-D in setting agendas and assisting in reports for recruitment of NMOs and their progress. 3.3 Monitoring and Evaluation for the international team At least twice a year the SC-Director initiates an official evaluation of the work of the SC international team. This evaluation can be included in the NMO report or it can be done separately this evaluation shall contain the following: a. Anonymous evaluation about the work of the SC-D, the SC-LO and the International Team should be sent to the NMOs. b. Anonymous evaluation form about the work of the SC-D and LO should be sent to the international team. c. Evaluation of the work of the members of the International Team being done by the SC-D. 3.4 Resigning/Missing in Action Resigning/Missing in Action in regards to the SC-D/LO

13 c. Resigning: If any Standing Committee Director wishes to resign they must submit a full report to the Standing Committee, TO and International Team stating why they wish to resign at least 2 weeks before they leave their position. b. Missing in Action i. If an NMO or a member of the TO has doubts that the a SC-D is not performing their tasks a report should be sent to the SupCo to investigate the claim ii. Procedure for suspending and removing Officials is stated in section 6.3 of the bylaws iii. the bylaws Procedure for replacing members of the TO is in section 6.4 of Resigning/Missing in Action in regards to the rest of the International Team a. If a member of the IT fails to perform the tasks within their duties for the year, the assistant will be given a written formal warning from the SC-D. i. If there is no improvement after assessment within 2 weeks, the SC-D can suspend the IT member after consultation with the LO, the RC, the EB and the rest of the IT ii. If an IT member is suspended, the SC-D will conduct an investigation in his or her work, taking into consideration the LO, RC, IT and NMOs evaluation of the mentioned IT members work.

14 ii. If deemed necessary, the SC-D is allowed to relieve the IT member from duty and a call for vacant positions can be reopened by the SC-D to replace the suspended IT member c. After completing the term, members of the IT will be given a certificate to recognize their efforts and commitment to the SC as well as their region, signed by the SC-D 4. The Standing Committee on the National Level a. National Member Organizations are encouraged to create a National Team that works within the Standing Committee or within a related field b. The Standing Committee National Team can be the official structure of the National Member Organizations working on developing and sustaining the National Level of the Standing Committees. c. The National Team can comprise of the National Officer, Local Officers and any other officer deemed necessary by the NMO. d. The NMO should at least appoint an official National Representative for the Standing Committee to participate in its international work 4.1 The National Officer Suggested Functions a. Coordinate all SC activities on the National Level b. Ensure proper planning and execution of (trans)national and local projects and activities related to the mission, vision and strategic plan of the SC c. Coordinate the work of all Local Committees within an NMO

15 d. Hold National SC sessions e. Assist, support and keep in contact with Local Officers of the SC f. Request regular reports from the Local Officers. g. Encourage Local Officers to attend National SC sessions h. Encourage Standing Committee members within the NMO to attend International IFMSA SC sessions or international events relating to the SC i. Keep the national and local SC groups updated on any relevant information from the regional and/or international SC server j. Ensure proper handover of all relevant documents to the incoming National Officer after the term of office expires. These documents should at least include the latest SC manual, current plan of action (on-going projects) and contacts of the SC international team k. National Officers are advised to attend the Regional Meetings as well as IFMSA meetings in March and August respectively. At these meetings, they can network with other National Officers exchange ideas and attain new knowledge and motivation to bring back home to the Local and National Committees l. Liaise with external bodies so as to garner support for the SC on a national level as well as coordinate with the relevant Liaison Officer to help if necessary Reporting of the National Officer (or NMO-SC-Representative) The National Officer shall:

16 a. Send regular reports to, and keep in contact with, the SC Regional Assistant and SC Director (through , IFMSA-yahoo groups and SC face book page). b. The National Officer is highly encouraged filling his/her Standing Committee section in the NMO report or assist the National Responsible for the NMO report in doing so c. Submit a detailed report of the activities of the Standing Committee and other relevant activities of the administrative year to SC Regional Assistant not later than one month after handing over. 5. Standing Committee Sessions 5.1 SC Sessions during General Assemblies General The responsibility to plan and lead the SC session falls under the SC-D with the help of the Liaison Officer, SC GA Support Person and the International Team In the event that the SC-D is not available, the work should be delegated to the members of the LO, SC International Team and Support Person In the event that both the SC-D and the International Team are either unavailable or in small numbers the SC-D is responsible for finding a suitable replacement to lead the SC session Requirements for holding a SC session are:

17 a. Calling for input to SC sessions with particular focus on international, regional and national health and on internal issues by sending out a call at least six weeks prior to the GA b. The Detailed Agenda for the SC Sessions is to be sent to the SC Communication Channels one month prior to the start of the General Assembly c. A survival kit to be sent out 2 weeks prior to the start of the General Assembly. This should contain the most relevant information for members on what to expect, how to prepare for and what to bring to the GA and the SC session. d. Organizing facilitators for each workshop. e. Finding relevant externals to hold sessions. f. Holding at least one session to discuss relevant documents up for voting during the plenary sessions, and have the possibility to rediscuss the Regulations when needed. g. Hold at least one session to discuss the SC strategic plan (with a focus on how it translates to SC regional strategies), SC communication channels as well as needs assessment of each NMO represented at the SC session. h. Organizing materials needed and the rooms with the help of the OC. i. Evaluation of both sessions and facilitators j. Send a Conclusion Kit of the session which includes the outcomes of the session as well as a summary of the evaluations one month after the closure of the meeting.

18 h. A final comprehensive report of the SC session should be sent to the SC communication channels and all relevant externals by the LO 4 weeks after the GA 5.2. Standing Committee Sessions during Regional Meetings General The responsibility to plan the SC session falls to the SC-RA after coordinating with the SC-D with the added aid of a Sessions Assistant if deemed necessary, the final agenda needs to be approved by the SC-D If a sessions assistant is needed, a call for assistants should be sent 2 months prior to the Regional Meeting. Minimum requirements should be a Curriculum Vitae and a Motivational Letter In the event that the SC-RA is not available, it is the responsibility of the SC-Director to find a suitable replacement Specific Requirements for holding a Standing Committee Regional Meeting session are: a. A Call for inputs to SC sessions with particular focus on regional/national issues should be sent out at least six weeks prior to the Regional Meeting b. The draft agenda shall be sent to the SC-D and RC at least 1 month prior to the RM for inputs and recommendations. c. The Detailed Agenda for the SC Sessions are to be sent to the SC Communication Channels 2 weeks prior to the start of the RM

19 d. A survival kit is to be sent out 2 weeks before the start of the RM. This should contain the most relevant information on what to expect, how to prepare for and what to bring to the RM session. e. Organizing facilitators for each workshop. f. Organizing materials needed and the rooms with the help of the OC. g. Evaluation of both sessions and facilitators i. a draft report of the SC session at the RM should be sent to the SC-D and RC no later than 2 weeks after the RM h. Send a Conclusion Kit of the session which includes the outcomes of the session as well as a summary of the evaluations 4 weeks after the closure of the meeting 5.3 Voting in-session (during the GA) Voting Procedure a. To gain voting rights a National Member Organization needs to have filled in the Standing Committee section of the NMO report b. Each National Member Organization with voting rights that is present during the Standing Committee Sessions will receive one vote. c. Members of the Standing Committee International Team are not allowed to vote

20 5.3.2 Calling a vote A vote within the session shall be called for by a. The Standing Committee Director b. Any member with voting rights during the SC session Situations in which a vote can be cast a. Amendments to the SC-Regulations i. Changes to the Regulations that are purely lingual, related to the template of the document or the inclusion of the necessary annexes (such as attaching the Annual Working Plan) shall not require to be voted upon b. Amendments to the SC Strategic Plan (during the MM as per section of the SC-REGULATIONSs) c. Any occasions deemed fit by the SC-D/IT or attendees d. A call for an official vote needs to be shared with all NMOs and Standing Committee members at least 2 weeks prior to the General Assembly 6. Media and Communication Channels 6.1 Standing Committee Communication Channels shall be SC Section of the website ( a. Shall contain background information of SC: History, announcement of the International Team, Reports of conferences or meetings attended.

21 6.1.2 Mailing List a. Dissemination of any and every information targeted at members of the committee Social Media Outlets: a. There should be only IFMSA official facebookpage, IFMSA-SC facebookgroup, IFMSA official twitter account and IFMSA youtube channel b. Calls for input and announcements relating to the internal functions of the SC should be sent through the internal communication channels only 6.2 Publications SC Section of MSI Magazine IFMSA Newsletter 7. Violation of the Regulations, Penalties and Complaints 7.1 Keeping to the Regulations is the responsibility of the any member of the Standing Committee. a. Upholding the Regulations falls under the responsibility of the Standing Committee Director, failing to do so shall be considered as not fulfilling the tasks of the position. b. Strong or repetitive violations by the Standing Committee Director or Liaison Officer can be reason to request a SupCo investigation

22 c. Violations by the RAs and DAs are investigated by the SC-D and the rest of the IT. Strong or repetitive violations of the Regulations can be seen as reason for suspension as mentioned above in suspension and replacement of the RAs/DAs 7.4 Formal Complaint Formal complaints about the SC D/LO shall be sent to the IFMSA SupCo and Executive Board Formal complaints about the RAs/DAs shall be sent to the SC-D All formal complaints are to be investigated 8. Role of the IFMSA Executive Board 8.1 The Executive Board oversees the work of the SC and offers advice in issues relating to the management of the Standing Committee. 8.2 The Executive Board makes sure that the work of the Standing Committee is in accordance with the Strategic Plan and Mission and Vision of IFMSA 8.3 The Executive Board shall make sure that the SC-D and LOs are working in accordance to the IFMSA Constitution and Bylaws Annex 1.1 Standing Committee Strategic Plan To be added next term after adoption of this document Annex 1.2 Annual Working Plan (AWP) To be added next term after adoption of this document

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