Application Manual

Local Officers 2013-2014

Call for applications, position descriptions,

required documents, deadlines.

*Also included: call for the vacant national positions & INcommunity internship coordinators.

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INTRODUCTION This guide is designed to be an helpful resource for anyone interested in applying for the Local

Officers positions. Please find below the tasks description, the application process, a short

description of IFMSA-Québec's committees and who to contact for any information requests.

On every campus, there are 4 Projects Committees (Global Health, Reproductive Health, Public

Health, and Human rights and Peace) and 3 Exchanges Committees (Clinical, Research and

Immersions). IFMSA-Québec is currently looking for filling all the Local Officier vacant positions,

so we can complete a dynamic team committed to medical students’ social involvement.

TASK DESCRIPTION The Projects Committees Local Officer (2 for each campus and each committee) are responsible

for initiating, continuing and coordinating their committee's activities on their campus. They are supported by the National Officer and work with their colleagues from the other universities. This

is an non-exhaustive list (but not limited to) of activities that can be held throughout the year, by

committee:

Public Health : mental health awareness activities, nutrition workshops in high schools,

talks on public health matters such as non-communicable diseases and epidemiology,

mental health workshops in high schools, etc.;

Global Health : Talks on global health matters, tuberculosis campaign, climate changes

awareness workshops, attending global health conferences such as the Yale Unite for Sight

one, movie nights, etc.;

Reproductive Health & HIV/AIDS: sexual health awareness workshops in high schools

(Sexperts!), HIV/AIDS awareness activities, raising awareness towards sexual diversity,

dinner talk on urban health, etc.;

Human Rights & Peace: talks on human rights matters, such as world geo-politic conflicts

and migration, raising awareness towards refugees and migrants health, movie nights,

campaigns, etc.

The Exchanges Committee Local Officers (2 for each campus and each committee) are

responsible for organizing and managing the exchanges happening on their campus throughout

the year. Specifically, they:

make sure all the internships offered by IFMSA-Québec run smoothly on their campus;

prepare the outgoing students applications and make sure nothing is missing;

welcome and manage the incoming students' internships;

work, with the support of the Social Program Coordinator, towards developing the Social

Program on their campus.

The time devoted to the position varies from week to week and depends on your campus reality (exam schedule, vacations, etc.). One should expect 1 to 3 hours of involvement per week in

average. Please note that some weeks will be less busy than other, which is totally up to you.

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HOW TO APPLY Your application must be sent in .pdf preferably (or in .doc) at secgen@ifmsa.qc.ca before Sunday,

September 22nd 2013, 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 2013-2014 term; A two-page maximum curriculum vitae (CV), with your contact information;

A conflict of interest declaration detailing the other decision-making bodies where you sit

(if relevant).

Successful applicants must attend the training day during IFMSA-Québec's Fall Congress

(http://congresnational.ifmsa.qc.ca) on October 5th and 6th, 2013, in Quebec City. Attendance to the

Congress is MANDATORY to take over the Local Officer's functions.

CONTACT INFORMATION For any question regarding the application process, please email:

David Alexandre Galiano at vpi@ifmsa.qc.ca

For any question regarding the committees, please email:

Public Health: Alissar Jaber at npo@ifmsa.qc.ca

Global Health: Anne Paquette-Tremblay at nogh@ifmsa.qc.ca

Reproductive Health and HIV/AIDS: Camille Marcoux at nora@ifmsa.qc.ca

Human Rights and Peace: Camille Pelletier Vernooy at norp@ifmsa.qc.ca

Clinical Exchanges: Peter Maliha and Mathieu Hains at neo@ifmsa.qc.ca

Research Exchanges: Elyse Perron and Jouhayna Bentaleb at nore@ifmsa.qc.ca

A short description of each committee, relevant issues and related projects follow, as well as the

call for the vacant national positions.

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PROJECTS COMMITTEES

Projects committees (in IFMSA World: Standing Committee on...) each have a specific theme and

aim at raising awareness towards their theme on the campuses using diverse tactics. The same

committees exist at the international level, which facilitates communication, knowledge and ideas

sharing across the world.

Public Health (npo@ifmsa.qc.ca)

The public health committee aims at promoting and

preserving health of our populations by acting

upstream on the social determinants of health, such

as life habits, access to proper healthcare, education

and environment. Specifically, the committee

organizes educational activities for the university

community, offering an exchange platform for discussions on public health matters. Acronyme: Standing Committee on Public Health (SCOPH)

Global Health (nogh@ifmsa.qc.ca)

The committee wants to raise awareness and

mobilize medical students and the general

population towards global health issues and health

injustice. We aim at training a generation of

citizens aware of their role on the global scale and

their impact on health, by organizing talks on the

various campuses and by educating elementary

school children on how climate changes issues can impact on health. Acronyme: Standing Committee on Global Health (SCOGH)

Reproductive Health & HIV/AIDS (nora@ifmsa.qc.ca)

The sexual health and AIDS committee of IFMSA-

Québec gathers medical students that wish to

promote sexual health to the public as well as to

future health professionals. The committee aims at

raising awareness towards HIV, maternal and

reproductive health, female genital mutilations and

gender and sexual diversity. Acronyme: Standing Committee on Reproductive health including AIDS (SCORA)

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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. Aboriginal health,

refugee rights, medicine access, urban populations

issues and world conflicts putting healthcare access at risk are all issues covered within the

committee. Acronyme: Standing Committee on Human Rights and Peace (SCORP)

EXCHANGES COMMITTEES

Exchanges committees are responsible for organizing clinical, research and immersive internships

in more than 30 countries. They are in charge of finding the internships for incoming students; help

with the application processes, the pre-departure trainings and supporting the incoming students

as well as the outgoing ones from when they apply until they completed their internship.

Clinical Exchanges (neo@ifmsa.qc.ca)

The committee aims to give the opportunity to medical

students across the globe to participate into an

exchange program. The committee also strives to

offer an educative cultural experience that goes

beyond the traditional medical school curriculum,

allowing medical students to know the different ways

to practice medicine as well as the health problems of other countries. Acronyme: Standing Committee on Professional Exchanges (SCOPE)

Research Exchanges (nore@ifmsa.qc.ca)

The committee aims to give an opportunity to students

worldwide to participate in a research exchange of

IFMSA and to offer and educative experience, which

goes beyond the traditional medical school

curriculum. Acronyme: Standing Committee on Research Exchange (SCORE)

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VACANT NATIONAL POSITIONS

We are looking for interested members to fill those positions on the National Team, left vacant after

the Spring Congress 2013 in Sherbrooke. We warmly encourage you to consider applying, shall

you be tempted by national challenges.

National Officer for Immersions (noi@ifmsa.qc.ca)

The national officer for Immersions oversees the promotion of ethical student internships, by

working on the intercultural understanding and stimulating students' global health interests. The

main tasks are the feedback and evaluation of the internships, relations with Québec medical

faculties and the internship environments. The national officer for Immersions oversees the work of

around 12 students by demonstrating strong leadership. A motivation letter (1 page), a CV (2

pages) and a plan of action (1 page) must be sent to secgen@ifmsa.qc.ca before September 22nd

2013, 11:59 PM. Please note that working knowledge of French is required.

Healthy & Proud Coordinator (fiersetenforme@ifmsa.qc.ca)

Healthy & Proud is a peer education project for high school students exploring the concepts of self

esteem and body image. The Healthy & Proud coordinator ensures that the project runs smoothly

throughout the campuses, works with the national officer for the Public health committee, makes the

liaison between the partners (Jeunes et en santé) and manages the promotional and educational

material. A motivation letter (1 page), a CV (2 pages) and a plan of action (1 page) must be sent to

secgen@ifmsa.qc.ca before September 22nd 2013, 11:59 PM. Please note that working knowledge of

French is required.

Health & Environment Coordinator (zia.saleh@gmail.com)

Health & Environment is a new IFMSA-Quebec project for primary school students. The purpose of

this initiative is to inform and educate students about how the environment affects health and why it

is important to preserve it. It is divided in four sessions on different issues, taking place each week

for four weeks. The first presentations in Montreal English schools were extremely successful.

Coordinator of the Social Program (socialprogram@ifmsa.qc.ca)

The national coordinator of the social program has the mandate to ensure a fun and diverse social

program for all our exchanges incoming students from SCOPE and SCORE, mostly in summer time.

This person works in close collaboration with the local and national exchanges officers, and with

the exchanges contact persons, all year long. This is a new position, so IFMSA-Quebec is looking

for a creative, enthusiastic and hard-working person!

For any inquiries : David Alexandre Galiano

Vice-president for Internal Affairs

vpi@ifmsa.qc.ca | www.ifmsa.qc.ca ©2013-2014

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INcommunity (incommunity@ifmsa.qc.ca)

The INcommunity team is looking for the following coordinators: Migrant internship, Offender

internship, Urban internship, Aboriginal internship, Saguenay representative and Sherbrooke

representative. A motivation letter (1 page), a CV (2 pages) and a plan of action (1 page) must be

sent to incommunity@ifmsa.qc.ca before September 22nd 2013, 11:59 PM. Please note that working

knowledge of French is required.

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INcommunity est un programme d’apprentissage orienté vers la découverte des communautés

négligées et marginalisées du Québec. Dans l’optique d’une action orientée vers les besoins

locaux, des stages de quatre semaines (précédés par des journées de formation) sont organisés

l’été pour les étudiants en médecine dans l’une des quatre populations identifiées : migrants,

contrevenants, milieu urbain et autochtones.

Description des postes

Le masculin est utilisé uniquement dans le but d’alléger la lecture

Coordonnateur de stage

Chacun des stages INcommunity (urbain, migrants, contrevenants, autochtones) est supervisé par

au moins un coordonnateur de stage. Les tâches du coordonnateur se divisent en 3 volets :

planification du stage, sélection et accompagnement des stagiaires, et participation à l’équipe

INcommunity

1. PLANIFICATION DU STAGE

Dans l’année précédant le stage, le coordonnateur :

revoit les rétroactions des stagiaires des années passées afin d’améliorer son stage;

si nécessaire, met à jour les objectifs et les questions de réflexion relatifs à son stage;

si nécessaire, met à jour le document des partenaires associé à son stage;

prend contact avec les organismes partenaires afin de vérifier leurs disponibilités et

confirmer leur participation au stage pour une nouvelle année;

prend contact avec de nouveaux organismes qui pourraient être intéressés à recevoir des

stagiaires et dont les activités rejoignent les objectifs du stage, en leur envoyant le

document des partenaires;

tient à jour un document des partenaires accessible aux autres coordonnateurs (via le

dossier Google Drive d’INcommunity), où sont mentionnées les coordonnées de

l’organisme et d’une personne-contact au sein de l’organisme, ainsi qu’un historique du

partenariat avec l’organisme.

Quelques semaines avant le début du stage, le coordonnateur :

prend à nouveau contact avec les organismes partenaires pour leur rappeler leur

participation au stage et préciser leurs disponibilités;

bâtit les horaires des stagiaires;

si nécessaire, met à jour le codex des stagiaires pour son stage, en y rajoutant des lectures

qui lui semblent pertinentes et en finalisant la liste des partenaires;

si nécessaire, met à jour le formulaire de rétroaction de son stage.

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2. SÉLECTION ET ACCOMPAGNEMENT DES STAGIAIRES

Avant le stage, le coordonnateur :

participe aux efforts de promotion des stages INcommunity auprès des étudiants;

participe à la sélection des stagiaires et s’assure de contacter ses stagiaires pour leur faire

part de leur sélection et de certaines informations pertinentes, notamment la date de la

formation INcommunity;

participe à la journée de formation INcommunity, lors de laquelle il dispose d’une certaine

période de temps pour rencontrer ses stagiaires et leur expliquer les détails du stage.

Pendant le stage, le coordonnateur :

effectue un suivi régulier avec ses stagiaires, par courriel et/ou par téléphone, afin de

pallier rapidement à tout problème concernant le déroulement du stage;

rappelle à ses stagiaires l’importance de leur présence aux debriefings, ainsi que

l’importance de faire les lectures requises dans le codex;

participe, dans la mesure de ses disponibilités, aux debriefings, stimulant la discussion à

l’aide des guides de debriefings;

reste à l’écoute de ses stagiaires, de leurs difficultés, de leurs questionnements.

Après le stage, le coordonnateur:

transmet aux stagiaires le formulaire de rétroaction du stage, le questionnaire d’évaluation

des acquis et le gabarit du rapport final;

s’assure de la réception des formulaires de rétroaction, des questionnaires d’évaluation des

acquis et des rapports de stage dans les délais prescrits;

remercie les organismes partenaires de leur participation;

lit les rapports de ses stagiaires. À la lumière des réflexions du stagiaire, le coordonnateur

s’assure de proposer les modifications nécessaires au stage, au codex ou aux autres moyens

d’apprentissage pour assurer l’apprentissage le plus complet et pertinent possible.

3. PARTICIPATION À L’ÉQUIPE INCOMMUNITY

Tout au long de l’année, le coordonnateur

participe, dans la mesure de ses disponibilités, aux réunions d’équipe d’INcommunity;

assiste le coordonnateur de projet dans ses tâches;

rend compte de l’avancement de la planification de son stage aux autres coordonnateurs;

Si vous avez des questions, vous pouvez envoyer un message à Delphine Roussel-Bergeron,

coordonnatrice d’INcommunity 2013-2014 à incommunity@ifmsa.qc.ca.

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Global Health Colloquium (csm@ifmsa.qc.ca) Edition 2014 Coordinator: Fannie Lajeunesse-Trempe

The Global Health Colloquium (GHC) is an IFMSA-Quebec project organized each year since 2009.

It gathers medical students from the four medical faculties of the province, as well as individuals for

the public for a weekend filled with talks and workshop on diverse global health challenges. The

participants are asked to reflect and to debate on the questions raised, and are encouraged to

recognize their roles as young professionals in facing those complex health challenges.

The team is looking for motivated members willing to invest time in organizing the GHC Edition of

2014. The event is to take place next spring in Montreal. The organizing committee is made of

8 members meeting twice a month (and each week after between February and the weekend of the

event). If global health is your thing, you might consider applying for the GHC team! Please note

that working knowledge of French is required.

Available positions:

Logistic Director (1): In charge of the logistics of the Global Health Colloquium (location, menu,

material, coordinator, volunteers training, etc)

Marketing Director (2): Conception and production of promotional material (logo, theme,

pamphlets, etc), and promotion of the event across Quebec.

Multimedia Conception (1): In charge of the website and registration platform. In charge of the

multimedia during the event.

Finances Director (1): In charge of the budget.

Fundraising Director (1): In charge of the fundraising for the event. Is expected to fundraise for at

least 5,000$.

External Affairs Rep (1): Ensure GHC visbility across medical faculties of Quebec, several

faculties of Montreal University and other universities, CEGEPs, and general public.

Program Director (1): In charge of reaching out to speakers (approximately 20-30) and to ensure a

diverse range of talks and workshops aligned with the theme event.

To apply, please send the following requested documents to csm@ifmsa.qc.ca either in .doc or

.pdf before September 22nd 2013:

Name

Program, University and School Year

Position you are applying for

Relevant past experience and interests (½ page)

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info@ifmsa.qc.ca

www.ifmsa.qc.ca