2015-16 Executive Meeting 1 Minutes Final

8/20/2019 2015-16 Executive Meeting 1 Minutes Final

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IPSF 1st Executive Committee Meeting; The Hague, the Netherlands; 4 th-9th of October 2015

Agenda

1. Opening of the Meeting ............................................................................................................. 4

1.1 Welcome ................................................................................................................................... 4

1.2 Appointment of Chairperson .................................................................................................. 4

1.3 Adoption of Agenda ................................................................................................................. 4

1.4 Greetings to /Apologies for absence at the meeting ........................................................... 4

2. Organising the work of the Executive Committee .................................................................. 5

2.1 Expectations and Responsibilities ......................................................................................... 5

2.2 Conduct of Live Meetings ....................................................................................................... 5

2.3 Conduct of Online Meetings ................................................................................................... 5

2.4 Email Conduct .......................................................................................................................... 5

2.5 Google Calender ...................................................................................................................... 5

2.6 Storing Files/Box ...................................................................................................................... 5

2.7 Reporting .................................................................................................................................. 6

2.8 Liability ...................................................................................................................................... 6

2.9 Executive Committee/Team Contracts ................................................................................. 6

2.10 Finances and Financial Guidelines ..................................................................................... 6

2.11 Official Documents 101......................................................................................................... 6

2.12 Succession Planning ............................................................................................................. 6

2.13 Motions en Force ................................................................................................................... 7

3. Announcements .......................................................................................................................... 7

4. Year Planning Roundtable ........................................................................................................ 7

4.1 Report of the President ........................................................................................................... 7

4.2 Report of the Secretary General ............................................................................................ 7

4.3 Report of the Treasurer ........................................................................................................... 7

4.4 Report of the Chairperson of External Relations ................................................................. 7

4.5 Report of the Chairperson of Internal Relations .................................................................. 7

4.6 Report of the Chairperson of Media and Publications ........................................................ 7

4.7 Report of the Chairperson of Pharmacy Education ............................................................ 8

4.8 Report of the Chairperson of Professional Development ................................................... 8

4.9 Report of the Chairperson of Public Health.......................................................................... 8


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4.10 Report of the Chairperson of Student Exchange .............................................................. 8

4.11 Report of the Chairperson of the African Regional Office ................................................ 9

4.12 Report of the Chairperson of the Asia Pacific Regional Office ........................................ 9

4.13 Report of the Chairperson of the Eastern Mediterranean Regional Office .................... 9

4.14 Report of the Chairperson of the European Regional Office ......................................... 10

4.15 Report of the Chairperson of the Pan American Regional Office ................................. 10

4.16 Report of the Chairperson of the Reception Committee of the 61 st IPSF World

Congress ....................................................................................................................................... 10

5. Events ........................................................................................................................................ 10

5.1 Future IPSF Events ............................................................................................................... 10

5.2. Past Events ........................................................................................................................... 13

6. For Information/Discussion/Decision ..................................................................................... 14

6.1 Membership ............................................................................................................................ 14

6.2. Reports .................................................................................................................................. 17

6.3. Strategic Plan ........................................................................................................................ 18

6.4. Publications ........................................................................................................................... 19

6.5. 70th Anniversary of IPSF 2019 ............................................................................................ 20

6.6. Policy ...................................................................................................................................... 20

7.

Appointments ............................................................................................................................ 20

7.1. Vice-President ....................................................................................................................... 20

7.2. Permanent Officer ................................................................................................................ 21

8. Any Other Business ................................................................................................................. 22

8.1. Reimbursement for Coordinators ....................................................................................... 22

8.2. Pharmacy Education Project Prioritisation ........................................................................ 22

8.3. Partner Planning ................................................................................................................... 23

8.4. Executive Travel to Regional Symposiums/External Events .......................................... 23

8.5 EM2 Dates .............................................................................................................................. 24

8.6. Website Discussion .............................................................................................................. 24

8.7. Publications ........................................................................................................................... 26

8.8. SEP ........................................................................................................................................ 28

Appendices: Reports of the Executive Committee ...................................................................... 31

Appendix 1: Report of the President 2015-16 .......................................................................... 31

Appendix 2: Report of the Secretary General 2014-16 ........................................................... 33

Appendix 3: Report of the Treasurer 2015-17 .......................................................................... 36


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Appendix 4: Report of the Chairperson of External Relations 2015-16 ................................ 38

Appendix 5: Chairperson of Internal Relations 2015-16 ......................................................... 43

Appendix 6: Chairperson of Media and Publications 2015-16 ............................................... 48

Appendix 7: Chairperson of Pharmacy Education 2015-16 ................................................... 51

Appendix 8: Report of the Chairperson of Professional Development 2015-16 .................. 56

Appendix 9: Report of the Chairperson of Public Health 2015-16 ......................................... 59

Appendix 10: Chairperson of Student Exchange 2015-16 ..................................................... 62

Appendix 11: Report of the Chairperson of the African Regional Office 2015-16 ............... 64

Appendix 12: Report of the Chairperson of the Asia Pacific Regional Office 2015-16 ....... 68

Appendix 13: Report of the Chairperson of the Eastern Mediterranean Regional Office

2015-16 ......................................................................................................................................... 73

Appendix 14: Report of the Chairperson of the European Regional Office 2015-16 .......... 76

Appendix 15: Report of the Chairperson of the Pan American Regional Office 2015-16... 80

Appendix 16: Report of the Chairperson of the Reception Committee for the 62nd IPSF

World Congress ............................................................................................................................ 83

Present: Ms. Dayl Eccles (DE, Chair), Mr. Michael McIntyre (MM), Ms. Maddie Chavara (MC), Mr.

Lucas Ercolin (LE), Ms. Amy Howard (AH), Ms. Whitley Yi (WY), Ms. Stephanie Miller (SM), Ms.

Bianca Chichirau (BC), Mr. Israel Bimpe (IB), Ms. Janet Mirzaei (JM), Ms Asma Sellami (AS), Mr.

Christian Roth (CR)

Present via Skype: Mr. James White (JW), Ms. Ana Duarte (AD), Mr. Jorge Schlotte (JS), Ms.

Mitchelle Masuko (MTM)

Minutes:

1. Opening of the Meeting

1.1 Welcome

1.2 Appointment of Chairperson

Outcome DE appointed as the Chairperson of the Meeting. Unan.

1.3 Adoption of Agenda

Outcome Proposed Agenda adopted.

1.4 Greetings to /Apologies for absence at the meeting

Discussion Apologies received from Mr. James White (JW), Mr. Jorge Schlotte (JS), andMs. Mitchelle Masuko (MTM) who were not able to attend the meeting in person.


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2. Organising the work of the Executive Committee

2.1 Expectations and Responsibilities

Discussion DE states that she would like to improve on how things have been done in thepast (e.g. communication). The expectation is that the ExCo, regardless ofpersonal issues you still need to be communicating with the rest of the ExCo.

You need to prioritise your IPSF work, be present at all Skype meetings nomatter what the time is. We need to ensure we have quorum, if you have anyholidays or commitments, mention them now.

2.2 Conduct of Live Meetings

Discussion SM explained the finger rules (one finger for a ‘new’ comment, two fingers for a‘direct’ comment and the pinky finger for a technical. MM asks that ExCo do not abuse Technical comments and ensure that they aretruly technical.CR asks that no-one abused direct comments, it may be frustrating to have towait to make your point, but please don’t abuse the system.

2.3 Conduct of Online Meetings

Discussion DE explained that the finger rules also exist for the online meetings (i – newcomment, ii – direct comment)

2.3.1 Scheduling

Discussion SM explains that usually meetings are every two weeks.DE and JW have discussed this and have some proposed changes, we wouldlike to have all dates for meetings prepared beforehand to allow for organisationaround the meetings, proposed to set them as every three weeks to allow peopleto have a social life, but not have the meetings spread out too far. In regards totiming of the meetings we will be rotating through times allowing everyone tohave a break from early morning/late night meetings.

2.4 Email Conduct

2.4.1 CP Group Moderation

Discussion DE when you post to the email groups please ensure you understand that youare representing the Federation as a whole and you need to make sure allcommunication is non-political and non-religious so we represent the values ofthe federation. It is delicate for us to intervene and we cannot stop CPs postingwell wishes. Please remember to be polite at all times.MM if you are receiving emails with this tone you need to intervene and informothers.DE if there is something that seems culturally inappropriate to you pleasemention it. The groups will be moderated by LE. Need to ensure you areprofessional in emails and this means including: signature, content, title. Youneed to educate your committee members if you find they aren’t doing this. Ifthere is something very important in the subject ensure it is brackets and that alldeadlines and in brackets as well.

AH refer to the communication guidelines.LE would prefer if you have something specific to your portfolio to discuss withthe CPs that you email them so that they are able to interact with all ExCo.Specific emails such as “Thank you” and “Greetings” will begin to be moderatedin the email group.

2.5 Google Calendar

Discussion DE we will be using the Google Calendar for the mandate. You can set it to yourpersonal time zone and it is the best way to organise events.

2.6 Storing Files/Box

Discussion DE storage compatibilities are chaotic and difficult to use, we use box.com as afile sharing system, and this is where all finalised documents should be stored.

Google Drive is acceptable for documents that are working documents. DE andJW are looking are options if we find that we maxing out the capabilities of box.


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DE we also have an archive in the attic of the FIP office with old IPSFdocuments.

2.7 Reporting

2.7.1 Monthly Updates

Discussion JW the monthly updates were started by my predecessor to allow CPs to have a

quick snapshot of the work of the Executive Committee. As you may know itcovers four main areas: current work, committees and coordinators, externalmeetings and future plans. It is the responsibility of each Executive Member tofill out the monthly update. There is a timeline in the Guideline for the MonthlyUpdates as well. In regards to the regional offices, if the work is for the RegionalOffice then it should go in the Monthly Update of the Chairperson of the RegionalOffice, if it is related to committee work within IPSF it will go in the MonthlyUpdate of the respective Chairperson. With external meetings, we will expectmost meetings to be listed, we are currently developing a guideline for reportingfor External Meetings and what is expected and required.

2.8 Liability

Discussion MM three members of the Secretariat (President, Treasurer and Secretary

General) are signed on under the Chamber of Commerce in the Netherlands.This means that if somewhere to go wrong and we were found to be against theIPSF Official Documents then those three people would be personally liable. Wedo have insurance as well.Parand Akhavan (IPSF Immediate Past President) has been signed on as aproxy for the Chamber of Commerce to allow for a smoother transition for now,this is done on a case by case basis.DE the constitution also needs to be notarised and translated for the chamber ofcommerce which costs approximately 600 euros each time.LE we also have the K.N.P.S.V. helping committee as well.

2.9 Executive Committee/Team Contracts

Discussion JW in the box storage there is the IPSF Team Contract that everyone must sign.

In addition to that you will have to abide by the IPSF Code of Ethics andConduct. For committees the contracts can be done with an electronic signature. According to Dutch law an image is acceptable. All contracts due 1st ofNovember 2015.

2.10 Finances and Financial Guidelines

Discussion MM we currently have a balanced budget. The budget is approved by the GA (ayear in advance) and our financial year is the calendar year. Generally theamount of money we have for things is pretty much set. Main income is frommembership fees, SEP fees, grants and sponsorships. Expenditure is mainlytravel reimbursements and the regional offices. President and External haveseparate budgets for travelling. Unfortunately wasn’t able to sign onto the bankaccount.

Currently we are in the process of obtaining tax exempt status.MM will discuss the regional office budgets with chairpersons in a side meeting.Merchandise is based in the Netherlands at the office.

2.11 Official Documents 101

Discussion JW would like to point out some things within the Official Documents, such asthe fact that IPSF has an Official name, spelling and abbreviation. The GA is thesupreme decision making body so nothing but another GA can overrule them.There is an option to complete voting by correspondence but preferably weshouldn’t do them as they can be tedious and it takes a long time to reachquorum.

2.12 Succession Planning

Discussion DE this is essential for good handover, all about making guidelines.


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2.13 Motions en Force

Discussion JW ‘motions en force’ are motions that have been passed by a GA and areapplied continuously. Several sensitive motions are included in this and they canbe found in the appendixes of the minutes of the General Assembly. They arerevised every year.

3. Announcements

Discussion No announcements to the meeting.

4. Year Planning Roundtable

4.1 Report of the President

Discussion DE presented her report to the Executive Committee. Main goals will be

foundation work also focused on supporting the Executive Committee.Outcome Report accepted Unan.

4.2 Report of the Secretary General

Discussion JW presented his report to the Executive Committee.JW the plan with the secretariat this year is to use them as a support for the restof the Executive Committee, have buddies within the Executive Committee andSecretariat.

Outcome Report accepted Unan.

4.3 Report of the Treasurer

Discussion MM presented his report to the Executive Committee.MM anything that needs to be fixed in the flat has its own budget. With any re-

allocation of funds we will have to wait until we get further into the year to seewhat we are not spending money on.JW was asked to raise the point if there was any money in the budget forreimbursing Coordinators and IPSF Team Members who are more or lessexpected to attend World Congress (e.g. Parliamentary Coordinator, CSECoordinator, PCE Coordinator etc.). This will be discussed and investigated.


4.4 Report of the Chairperson of External Relations

Discussion MC presented her Report to the Executive Committee.Outcome Report accepted Unan.

4.5 Report of the Chairperson of Internal Relations

Discussion LE presented his Report to the Executive Committee.

SM asked when CP trainings were planned to start. LE late November, afterNovember the 1st he will set the final timeline.


4.6 Report of the Chairperson of Media and Publications

Discussion AH presented her Report to the Executive Committee.

SM how much content can be loaded onto the website and if it can be filtered forviewing by different groups (CPs, IMs, General Members etc.), what capacity dowe have to share things with CPs via the Website. AH don’t know exactly howmuch room we have to upload things. AD agrees with the idea of having

passwords for CP, but has the potential to get complicated in terms of handoveretc. IB a password similar to the SEP database. LE against this idea in the past


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(according to Past Chairpersons) CPs have not utilised the functionality. CRfrom past experience as a CP and RO Chair, would definitely prefer to have asection for online voting. SM feels as if this is a different discussion from AHreport.

Discussion on CP section of the website is postponed.

AS are you planning on having the same template for all IPSF publications? Yeshopes to have a specific member of the Design and Creativity Committee (DCC)to be a liaison with each RMPO to ensure consistency in design.LE will there be an update for the branding strategy regarding the logo? AHideally yes.MTM would like to know if the subdomain of 2016.ipsf.org will be renewed. AHtop of the priority list, there is an outstanding account for $7 and AH will takecare of it personally if need be.


4.7 Report of the Chairperson of Pharmacy Education

Discussion WY presented her Report to the Executive Committee.

MC finding internships is great but we need to encourage external partners toapproach us with opportunities.IB in regards to future calls for publications it would be great to accept articles allthe time instead of a specific time.SM didn’t notice anything about PAS in the report and will liaise with WYregarding it as she doesn’t want it to get lost in handover. WY please notify if you have any good ideas for speakers so we can compile alist for events and future webinars. AD regarding internships it might be possible to transform the project intosomething similar to SEP, but smaller.


4.8 Report of the Chairperson of Professional DevelopmentDiscussion SM presented her report to the Executive Committee.

JW suggestion that we look at establishing a documents on mobility ofpharmacists between countries. DE may be more in Pharmacy Education. AH FIP has compounding guidelines.


4.9 Report of the Chairperson of Public Health

Discussion AD presented her report to the Executive Committee.Outcome Report accepted Unan.

4.10 Report of the Chairperson of Student Exchange

Discussion BC presented her report to the Executive Committee.

AS suggests that in addition to the documents concerning the country, haveSEOs send mandatory documents with transportation, culturalmiscommunications etc. Information that is necessary to know. Good to havethis information when you are going to another country. BC it may be difficult toget SEOs to do this as they have a lot of work. DE it is quite important for safetyand liability.

SM in the past there have been issues about the matching system, in someways the deadline is too short. BC there is not too much SEOs can do about thisas it is usually an issue on the end of the host.

CR is regards to the new project you want to start; it may be difficult because ofEPSA. DE noted this is not to do with SEP.


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LE to collaborate with you on updating SEO and CP information.

IB think it’s important to investigate discrimination with regards to SEP. Fromexperience some AfRO SEOs receive very little communication compared toother nations.

AS trying to investigate why some students don’t want to come to EMROcountries, but there is a lack of communications and some SEOs are being rudeto some participants.


4.11 Report of the Chairperson of the African Regional Office

Discussion IB presented his report to the Executive Committee.

LE do you have a subcommittee for the RRO? IB yes. DE please ensure that thepeople on the subcommittee know the LE is one of their primary contacts.

DE just want to highlight for MC and MM that membership grants are going to be

especially important for the AfRO.

SM for TDC, we could look at hosting one. Not necessarily limiting it to theregion since it’s an international event, It could be hosted in Africa but open to allmembers.


4.12 Report of the Chairperson of the Asia Pacific Regional Office

Discussion JM presented her report to the Executive Committee.

SM can you explain what the GPPed program. JM Sort of similar to the FIPguidelines. Formed on good practice. You go around and access the currentpractice. The aim of the entire event is that you can compare it to what’s

happening in your country. We basically host it. Last year, we only had around20 people. I don’t know as much about it because there wasn’t anything writtenabout it. We were just in charge of registration. We didn’t even create thecontent. Want to make it so any country can host it.

LE clarify who is writing the guidelines. JM will be Nathan Ting, APRO Secretarybut will confirm, but will also be delegated to other RWG.

DE for everyone and especially regional office, so we don’t duplicate work withthe guidelines, please liaise with her about the work she has done.

JW could everyone making guidelines please contact me so we can have both afull list of what we have and have consistency in structure and content.

SM just a comment that is IPSF already has official campaigns, it means thatwe’ll be doing them for sure, so everyone should keep that in mind. DE RegionalOffices should not be focused on re-doing or restructuring campaigns, but ratherregional specific topic.


4.13 Report of the Chairperson of the Eastern Mediterranean Regional Office

Discussion AS presented her report to the Executive Committee.

DE what are you biggest priorities with the rest of the ExCo. AS would likeguidance the most.



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4.14 Report of the Chairperson of the European Regional Office

Discussion CR presented his report to the Executive Committee.

IB do you have a FB group? CR yes. DE can everyone be added.

CR please liaise with LE and SM regarding the essential statistical reporting andCP update forms to ensure that we don’t duplicate work. LE please rememberthat the EuRO is part of IPSF and not EPSA we work independently.

CR in regards to membership promotion we won’t be approaching organisationsthat were approached recently and declined to join. DE not neglect universitiesor other organisations in that country.


4.15 Report of the Chairperson of the Pan American Regional Office

Discussion JS presented his report to the Executive Committee via Skype.Outcome Report accepted Unan.

4.16 Report of the Chairperson of the Reception Committee of the 61st

IPSF World CongressDiscussion MTM presented her report to the Executive Committee via Skype.

JW communication between ExCo and RC needs to be happening constantly. Itwas lacking last year and this led to problems down the year. Make sure ExCocommunicates their needs to the RC and vice versa to ensure a great congress.If you plan on having any press or media involvement please make sure youhave every participant sign a media release form. JW can help you prepare oneif you need. I am looking forward to Zimbabwe and am very excited.

CR can you please ensure that all customs information is circulated at least sixmonths prior to the congress. MTM the information is already on the website butwe will make sure the information is circulated.

SM the venue for LIT and WC are close together. MTM yes 20 mins.

DE please make sure we signed contract for all speakers and what we expectfrom them. We need contracts signed for everything.

MTM according to the ZPSA constitution we cannot sue or be sued, DE this ispart of the bidding application that the event is separate from IPSF.

JW is there a backup power generator. MTM yes.

MTM what should be done for the alumni event, currently planning on havingone how successful were past events. JW thinks that we need the network and

alumni before we start to have an event. MTM should be cancel it now and focuson the congress. DE yes.

Outcome Alumni event to be postponed until future congresses.

5. Events

5.1 Future IPSF Events

5.1.1 61st IPSF World Congress 2016; Harare, Zimbabwe

Discussion LE asked if you have someone to deal with registrations. MTM the Secretary anda registration Team. DE all the Exec need the contact info for all RC.

MC do you have a deadline set for finalising speakers and sponsors? MTM workplan is based on the guidelines that were finalised in Porto.


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DE we need to address quota and it should be similar to last year.

IB how is the visa facilitation process going? MTM will be having anothermeeting with the ministry of foreign affairs and will update the executive with thatinformation.

SM do you have a session proposal form yet? MTM not yet. SM can you havean online session proposal form to have the ExCo and students submit sessionsthey would like to run.

SM how is everything in regards to social event planning? MTM we have a planof what we propose apart from the standard nights. We have asked the past RCto pass of feedback and evaluation regarding social events, this has nothappened.

5.1.2 5th IPSF African Pharmaceutical Symposium 2016; Mombasa Kenya

Discussion IB don’t have dates set but will be before World Congress and probably in Juneor July. It will be held in Mombasa which is the largest city in Kenya. Would liketo have more representation by Executive in the future, would motivate more

people to apply for positions. DE agrees that we should try to have as manyExCo attending as possible; as well for RWG it is mandatory.

SM Regional symposiums are usually held around congress and they tend not tobe as well promoted. Can we potentially try to spread them out? This mayincrease attendance. JW the only thing that would like to raise is that the RAsusually take place close to the Gas to allow for presenting of reports etc. LEholidays around the world also vary. IB how long do congresses have to be.Generally around 5 days. JW also the price of flights is always going to be thebiggest cost for events, we can do our best to try and minimise this, but thisshould be the only reason we change things and this is usually no matter whattime of year or where it is.

Discussion regarding dates of events postponed.

WY if you know the themes of the symposiums let her know as soon as possible.IB usually these are very flexible due to sponsorships etc.

5.1.3 15th IPSF Asia Pacific Pharmaceutical Symposium 2016; Seoul, Republic of Korea

Discussion JM APPS being two months earlier that usually this year means that everythinghas had to be brought forward. Registration begins on January the 2nd andpromotion has already begun. Overall congress theme is pharmacists’ role inInfectious Disease. There is flexibility for workshops but the speakers will bebased on the theme. Having some trouble finding speakers and would like thehelp of ExCo. The budget is looking really good currently. LIT preparation willalso begin soon.

SM last year we did Team CSE for APPS, will it be the same this year? JM willbe doing jeopardy this year, doing Team CSE and not individual. Eric So HLMwill be attending and can help with CSE.

5.1.4. 5th IPSF Eastern Mediterranean Pharmaceutical Symposium 2016; Cairo, Egypt

Discussion AS EMPS 2016 will be in Cairo from July 15th-20th. Currently don’t have an RCbut hoping to have a final list by the 10th of October. Many of the people involvedwere involved with WC Egypt. The fee will be 230, 260, and 290 per registrationperiod and there is be a package for Egyptians.

DE will the congress fall within the dates of Ramadan? AS no Ramadan isbefore EMPS next year.

DE point of information that there are some countries from EMRO that cannottravel into Egypt. AS this was discussed at the RA and it is what was wanted. DEensure that those countries delegate their votes.


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DE do you have possible dates for PCT? AS not yet, have LIT and will probablyhave PCT depending on the political and security situation.

5.1.5. 10th IPSF Pan American Regional Symposium 2016; Barranquilla, Colombia

Discussion DE with regards to PARS dates it has been suggested to move the dates tobetter align with the FIP congress in Argentina either before or after FIP. This

would be the start of semester for most PARO participants and although it wouldbe better for international participants the need of the region need to be put first,so the current suggestion is to keep the original dates.

JW understandable that that decision was made. Originally the person whobrought it up as the experience we had at APPS in Malaysia which was close toFIP Bangkok was very favourable. In the future as we are discussing increasedExCo involvement in RS it would be beneficial in having them around big eventsto allow ExCo to more easily attend.

CR We have 3 main IPSF events with a very short period; RS, World Congressand FIP and people need to afford flights and registration and thus people willpick and choose which events to go to.

WY last year there was no education symposium, will there be one this year? DEdoesn’t anticipate there will be.

5.1.6. Dates of Regional Symposiums

Discussion ExCo Discussion regarding not overlapping dates of Regional Symposiums.5.1.7. FIP World Congress 2016; Buenos Aires, Argentina

5.1.7.1. IPSF Student Package

Discussion JS there are already four people in Buenos Aires plus the PARO RRO and JS asa team.

CR promotion material needs to be finalised by the 15th of December by thelatest and sent to all shortly after. Need at least four months of advertising forstudents to apply.

5.1.8. Event Contracts

Discussion JW will send out Event Contracts to all Regional Chairpersons for CongressChairs to sign.

5.1.9. FIP Global Conference of Pharmacy and Pharmaceutical Science Education 2016,November 2016; China

Discussion WY four delegates from each country and ministers of health will be invited.They want a vision statement for everyone to adopt and region specific goals.FIP will be creating these documents and everyone will be able to revise andadopt. The second half will be workshops and discussions on how to achievethat and bridge the gap on where they are and where they want to be. This is abig opportunity for us to provide our voice to this discussion, We will only beobservers so we cannot vote we can only discuss. The biggest issue is that we

don’t have a collective voice as IPSF because education is so diverse in all ofour areas. It would be hard for me to advocate for this if I don’t know howpharmacy is around the world.

CR what about the parts in the declaration of future pharmacists in regards tostudent education and SLEQ survey? Although we didn’t have the biggestresponse rate it’s a great start to get our input and what we have in common isthe quality of education standard and the direction of pharmacy education. DEwe can look into those areas.

LE what are they expecting from us? WY still need to confirm expectations butmost likely will be statements etc.

SM this would be a good opportunity to get the PE Advocacy Coordinatorposition started and this could be a good project to do that.5.1.10. FIP Pharmaceutical Sciences World Congress, November 2016; Stockholm, Sweden


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Discussion CR student package had a meeting with Oliver from FIP and was informed thatthey were discussing a special price or discounted price for students, to getmore involved. We could do this through IPSF. DE this is in Europe and if this isa project that EuRO would like to implement that would be fantastic.

WY in the meeting yesterday they talked about a program where young

scientists were paired with a mentor to create a session. If we want to cater tomore pharmaceutical sciences we might be able to pair a member with anindustry member.

5.2. Past Events

5.2.1. 61st IPSF World Congress 2015; Hyderabad, India

Discussion SM there was a lot of things that happened at WC in terms of logistics and a lotof unforeseen things that came about that CPs did not agree. Neha gave herreport and it was approved, then more incidents came up. Then they gave thebudget report and things weren’t right and there was money missing in places.CPs rejected the budget and they requested that an incident report be writtenregarding the issues that came up. Encourage everyone to read the report. TheExCo needs to review the report and then it will be sent to CPs who will vote to

accept or not. The motion stated that if the report wasn’t received then IPA-SFwouldn’t be able to host an IPSF event for 10 years.

LE the report must be submitted by the 1 st of October and approved before EM2.

SM another option may be if the CPs don’t approve the draft, they still have untilEM2 so we could request another draft.

LE intends to do the CP before late November, if it’s interesting to send toevaluate at the CP meeting, which is an option.

DE we are looking to confirm that the action we take next is okay with everyone,because we did receive the report on the 30th of September and it sent to

multiple members of IPA-SF, IPA and ExCo. Both DE and JW responded askingclarification for some items and making sure they realised the new CPs would bethe ones to determine and evaluate the report. We have not heard back and ithas been roughly eight days. We have not heard back from Neha regarding howshe wants the information presented to CPs. We need to send her an email asshe asked that there was information in there that she didn’t want presented toCPs.

5.2.2. FIP World Congress 2015; Dusseldorf, Germany

Discussion DE obviously a report that’s going to be done and we know this was a successfulevent in terms of student package and WC. Does anyone have anything thatneeds to be brought up to the entire ExCo that can’t do into the report.

LE is handover with Argentina started? DE that is another topic but student

package is going to be organised.

CR can a meeting be set in the Google Calendar two months in advance, everymeeting needs to be scheduled because it was a bit of a mess this year. Wehave a problem that Parand was sick and no one was there to take the lead andwe had to approach the treasurer and other ExCo. This was really confusing asthe new ExCo didn’t have all the information. DE as far as a deadline, twomonths may be a difficult as we have to be flexible as well. The lesson has beenlearned that we need to be more prepared for FIP congress. SM appreciate yourcomment and the past ExCo including the Treasurer and VP were just asconfused as the new ExCo because we didn’t know Parand was not attendinguntil four days before and we didn’t know what had and hadn’t been done andLaurens did step up a lot. We did want to have a meeting, but there was just the

issue of when to hold it. I don’t agree with your comments but I do understandthe situation.


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MC just a comment on future events, the schedule was essentially finalised for2016 congress. The schedule is prepared beforehand. DE that relates to FIP’sschedule but not out involvement in it.

6. For Information/Discussion/Decision

6.1 Membership

6.1.1. MiA and FM from the same country

Discussion DE the topic was brought up for MiA and FM from the same country. This is oneof the first times that we have rejected a member application. I have personalopinions that I very much disagree with that because I don’t believe it is in thespirit of IPSF. If the applications are eligible we do not want to deny opportunitiesto members. People who present at World Congress are already eligible andhave already made their membership fees. It’s more of a formality, but I’m a bitsurprised that were rejected. The GA has the final say, but this is the first year ithas happened.

SM do you know which association it was about? DE it was India. Forperspective this conversation also took place in Utrecht 2013. We hadBangladesh as a full member and there was a MiA application and the questionwas why they didn’t join the FM and it was that they just didn’t know about theirFM. The Situation was they would be MiA for one year then integrate into theFM. So there are several incidences where there are MiA and FM from the samecountry. We don’t want to deny our members the potential for growth. Indonesiais one of the main examples as they have several MiAs and a FM. It is due totheir internal structure and this is not a problem. We also have Portugal wherethis is an issue of dual representation of members as they are members of APEF. That is also an internal country discussion. We need as a federation toaccount for many different circumstances and need to make IPSF open enoughto cater to all different political and internal situations in a country so we can doright by our members and being public and transparent about member benefitsand we don’t want to deny opportunities.

CR in some parts I believe that we were misinformed about this situation. Themain reason why the association was rejected is that there were big internalissues, and the ODs did not want to bring this up in the Federation, There were alot of fights between the new association and the current association, the ODswere afraid what would happen to the Federation if this was improved. DE toclarify what threats were you specifically worried about? What would cause thefederation’s reputation to decrease? CR Reputation of the Federation and whatthis would mean to the rest of the world. If you have two member associations

from the same country fighting in one big association that is something we don’twant. They didn’t want the drama. Also, there was a problem that we as ODswere not aware of the fact that there were these problems with IPA-SF, IPA-SFput a lot of pressure on the university because it was an association of just oneuniversity branch. DE we know that IPA-SF was pressuring the otherassociations that was applying to be as FM? Was something certain? SM thatwas all rumours, it was heresy. DE so rumours were a factor in the decision? CRthey told CR that they have really big issues trying to develop themselves, therewas not really any response from IPA-SF. DE so to clarify, the FM was notresponse and so the MiA came to IPSF to bring benefits to the members. CRmany of the MiA members are already IPA-SF members. ODs had an informaldiscussion during the lunch with all the ODs. If we accept them as MiA and theyrepresent some one University branch, India has over 100 of these associations,

if we open it to one, we will need to open it to all and we are not sure if we canhandle that. DE for clarification, there was concerns among OD that the logisticsof managing multiple MiAs per country would become too complex for the


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Federation. AS if the reason was that you couldn’t handle the logistics of it, I’mok with that. But we have multiple MiA in other countries and I don’t think it’s abig problem. And as ExCo it’s our responsibility to be able to cope with theseissues.

LE the motion itself was proposed by asep, Switzerland this ExCo committee

must address this motion so it is a must. It was discussed during the applicationitself; it was something that came later. LE has a problem with this motion; themotion was amended to what was approved. Another problem for me thatcomplicates it money, they paid their annual membership fee for the year andthey are now not members. The situation itself at the discussion was veryaggressive, since the time that they raised their hand; they were very aggressiveand unprofessional. This was one of the biggest reasons that they were notaccepted. We are representing the students and not the associations. If youwant IPSF to represent all the schools we would have many members in thefuture, this would happen anyway, the GA would be 2-3 times bigger in thefuture. I think space is not an issue; it’s something we’d have to address anywayif we want to represent everyone. As we have to propose a motion, this may bea very big problem for the Federation.

SM in regards to the background of this issue from the old ExCo and how we aredealing with this. Previously at EM3 the ExCo felt very strongly, since the GA isour highest decision making body of the Federation, it should not be up to theExCo to decide who becomes a member and we had a separate issues withregards to Luka with this. ExCo said that if an application comes and meets thecriteria for members, we should then bring it to the GA. We did not feel we couldreject someone as an ExCo vote if they met the criteria. Another thing to keep inmind that when this was brought to GA, we couldn’t say anything because of amotion en force unless it was a direct question, but then only objectivecomments can be made. So, in this discussion we could not provide advice tothe GA or make clarification to GA unless it was a technical clarification. Sothat’s something to consider .

IB thinks that the way they behaved during the vote is one of the reasons theywere rejected. If they had submitted their application and not presented, thenthey probably would have be accepted. But their attitude towards the Indian FMwas what probably caused them to be accepted. You also have large countries,with multiple languages, that can’t be represented by one organisation. Sosaying we don’t accept MiA from single countries could not a problem. I wouldlike to hear what caused the GA to reject it.

LE my feeling is that what happened in the Gas, is that IPA-SF was soaggressive we did not have a proper debate or discussion, they were veryaggressive. They raised their hand first, specifically the treasurer of the RC. DElet’s not go into heresy and let’s discuss this at EM2 after we have gotten the

minutes of the GA. DE reminder that this discussion is regarding the whole issueand not the specific situation.

CR since we mentioned that we don’t want a fight between IPA-SF and otherMiAs, that is what has already happened. We had a talk with the MiA after theyapplied to understand the situation. We asked them to try and solve the probleminternally with India and then theirs is the possibility of them re-applying. So it’snot the issue that we don’t want them to be involved. We need to define criteriaand reach a solution. Speaking for European members, we had this issue aswell in EPSA, LE mentioned that he talked already and someone about thisview. Since we haven’t finalised the minutes so far, and it was mostly CR, SMand LE that were there at GA think it is important to understand to the wholeExCo why it has come to this situation. DE we want a report from the ExCo why

this occurred in order to analyse this situation, if we feel that is necessary. I think


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this is a longer conversation we need to have separately. We will have CP inputon all motion we put forward.

LE there are two things we can do to change this, firstly try to take this from thehands of the GA and have very specific criteria on the official documents of whywe accept or reject and what they should do until they are finally members.

Secondly, I think the changes should be in the Domestic Rules and Constitution.It should be very official and constitutional changes should be done before EM2.SM we need full support from the GA.

CR firstly if you want to make these decisions, would like to make sure hiscolleagues are involved to ensure CPs involved. CR states as ChP of EuRO wevalue very highly that the GA is the highest decision making body. We need tokeep in mind that people pay before they present to GA and they can berejected. We need to solve the money issue as well.

JS goal is to achieve dialogue between the two Peruvian associations to createa national association within Peru. DE thinks it is a great idea to allow twoassociations that want to be involved; we can accept them both as MiA while we

guide them towards those goals.

IB the Official Documents are quite clear regarding who can be MiAs and whocan be FMs. We can’t refuse if they abide by the rules of the Federation. If wehave clear rules of who has voting rights, we need to state that IPSF is open toeveryone, and that students from the other associations could benefit of whatIPSF has to offer.

DE thinks we are all on the same page; we should have multiple MiAs perassociation so we should not discuss this point more. We all want MiAs, as faras the action goes we need to decide if this is a high priority to be done in thenext few months. Do we want to decide this online within two months or wait untilnext year at GA? SM option one we will still be discussing this throughout the

year and bring it to the GA? DE we would either talk now or make changes now,or we will discuss this though EM2. We are not rushing ourselves at ExCo, sothat we could arrange logistically issues appropriate.

JW realistically think it’s the decision of the members on what they want to do.We can’t say that they should be part of an organisation if they don’t want to be,we should aim to include everyone who wants to be a member, and it is theirchoice if they want to be members.

6.1.2. Alumni

Discussion DE this topic is due to the establishment of Alumni at the last GA. LE the motionchanges the constitution to add the alumni, which is in the same article asfriends of the federation. At this time we should not to hunt and look for them, butwait for them and do some level of membership promotion. It will be more them

coming to us then having to take them. Right now there is no new position. Rightnow what we can do with the Alumni is talk about criteria. The only thing wehave now is the information that the Alumni exist and what we can expect fromthem and what they expect from us. What I am planning is to have a way forthem to apply online and create a list. The only thing I am struggling with ismoney, as FoF they have to pay but as Alumni they do not.

IB how can we benefit from them and them from us. Can we take time to investmore in how we can use them to help the federation? For Example, perhaps forthe DF and places to stay for internships in Geneva. I think we should look intothis and it would help add motivation for them to join. Also, I know some peoplein ExCo are giving each other jobs. So we should conceptualise how they benefitand interact with the Federation.


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DE basically my understanding of how we all feel is that it needs moreinvestigation of the purpose of alumni. LE is going to start gathering a list at thispoint.

WY alumni members could really benefit the Pharmacy Education portfolio.

6.2. Reports6.2.1. Rejection of Reports

Discussion DE this is in regards to that we need to have discussion for how we respondwhen a report is rejected. A response to this is not in our official documents andit has come up enough times that it needs to be included in the officialdocuments. Our understanding for many years has been that that person wouldno longer get any credit for that position, (as it official record, their name wouldbe deleted). The complication is that if the official report is rejected and manyyears later, it no one remembers, we can end up putting that person back inposition without realizing that they were blacklisted. The question is what kind ofconsequences do we want to have? We also don’t want it to be a trend thatsomeone gets zero recognition when there were extenuating circumstances andthey tried their best and we don’t want to punish them for the work they did do.

SM traditionally it has also been that if your report is rejected you do not receiveany reimbursements. And you have to pay back any money you received.

CR from past experience what was often the problem with reports is they werenot complete so they weren’t as good as GA would have wished them. That issomething we should think about if there is possible to allow them to alter it onetime and give them a second chance. Understand that they are delivering theirdefense of what they did so and if they did or didn’t do work, that would beacknowledged in the report.

DE these reports are provided to CPs with enough time prior to congress toallow for revision and comments. So it is not that first time the CPs has seen it, if

they are not accepted this needs to be addressed prior to congress.

LE thinks that the best way to address these questions is to have a discussionand not decide what we think is the best thing but to have a list of potentialconsequences and let the CPs decide how they want us to punish them.

DE what is an adequate punishment for the rejection of a report? LE for our lastmandate we were given a certificate, if your report is rejected you don’t get thatcertificate. DE believes that this is the current practice but this is not stated in theofficial documents. SM if your report is rejected you should no longer be able toapply for another IPSF Team position for at least two years.

CR not sure if denying them re-applying for a position is strong enough. Agrees

more with a financial disincentive. DE what if the position had no moneyinvolved? LE thinks it would work if all reimbursement of all activities happenedat the end of the mandate, but that is not how we reimburse people . Doesn’tagree with reimbursing people at the end of the mandate as it would preventthose with less money from applying to be on the ExCo.

SM if we’re worried about ExCo not completing their duties and requirementsand accepting people who are not familiar with their work ethic, we could make ita requirement that they would need to have attended one IPSF event or havebeen on the team for one year before they can apply for coordinator positions.

AS agrees with CR that the only solution currently is financial. When you banpeople, you don’t give them the option of redemption. Some people who don’t

submit reports may do so because they don’t’ know how to write the report.Think that the association or IM should have to pay a contribution if it is rejected.


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This way they won’t apply lightly and they will ask their association to take itmore seriously because they are working for the benefits of IPSF but alsorepresenting their country and association. CR understands the proposal but weneed to consider that they represent their associations we need to guaranteethat the association is aware of their candidates. LE doesn’t like this idea whenyou have an association that is small and represents maybe one university, but

when you have associations that have 30,000 members there is no way that theorganization can be aware of all students that apply. If a student applies andtheir report is rejected how is that the association’s fault. SM if there are internalconflicts within an association might be prejudiced about who let be involved withIPSF. DE only issue with the proposal is what to do with IM.

SM at EM3 last year JW presented idea regarding an IPSF Auditing Committee,not sure if it was approved at GA.

LE what happened in the past is that coordinator and committee members thatweren’t working were fired. DE prior to last year it was just kind of accepted thatthey disappeared.

JM it’s about the individual’s accountability. So that person who applied for theposition, no matter what their status in that association it’s about their duty toIPSF.

Summary of options: Associations are charged No change, just document it was rejected Banned from applying for two years Banned from applying forever for position Banned from IPSF Events Make publically evident in our record keeping that they were removed

from their post due to failure of duty. Add the punishment to the working documents which will have a

punishment end date Banned from all benefits for three years (SEP, events, publication

opportunities etc.)

AS an external partner looking on the IPSF website and seeing a long list ofnames that were removed from their position does not look good on IPSF.

Majority of ExCo in favour of asking for the CPs opinions then refining them tosomething the Federation can work with.

6.3. Strategic Plan

6.3.1. Strategic Plan 2014-2017: Implementation and Implications

Discussion DE just want to make a few comments to really clarify that this strategic plan waslast updated from 2011 to roughly 2013 and we should have discussed it lastyear, but we are a little late on it. It is something DE is really focused on for theterm, but the overall idea is that we can connect all goals and be able to discussit at the end of EM2 and the CPs will vote. Would like to take three minutes tosee our biggest overall goal of IPSF as a Federation.

SM through the work of IPSF would like all countries to have achieved anextended scope of practise in the next ten years.

CR would to agree with SM, doing advocacy which has not been done that well,and focus on our strength our members.

DE half the purpose of IPSF is for cultural exchange.


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WY establish us as a key stakeholder in practise education, to have a respectedopinion and be able to make a difference and advocate for students globally.

LE not only have more members but be relevant for every student, even if theyaren’t paying members.

IB strengthen the Federation and being more present on the international level,with decision making which affects the world in general.

BC to make the world a better place and for them to be involved and aware ofcultural differences and be more accepting of each other.

AS having more involvement in the regions and less differences between theregions. For example would like to see more people from EMRO involved in theassociation and would like the Federation to look for solutions to those kinds ofproblems.

AD biggest involvement of the entire Federation regarding the representationand what the Federation defends. See more political themes in GA and RA

regarding the policies of the Federation. Reach more countries and see biggerrepresentation at events and advocate strongly for the portfolios.

AH see IPSF as a leading voice in the future of pharmacy practise. Generatinginnovative content and advocating for changes especially with regard to beinginfluential in FIPed dictating pharmacy curriculum.

JM encourage students to expand their vision of pharmacy beyond the scope oflocal community and encourage and motivate them to learn about pharmacypractise in different areas of the world and make them realise that since we arethe next generation of pharmacists we need to make out voice heard and inparticular take advantage of our strong relationship with professional bodies sowe can communicate that we want to advance our scope of practise and show

everyone what we are capable of contributing to healthcare.

MC would like every student involved in IPSF to have a voice and an opportunityto grow professionally and personally from their involvement in the Federation.For external this means making sure that students have the resources theyneed, whether it’s networking with other professionals, groups, or monetary.

6.4. Publications

6.4.1. Status of Phuture

Discussion DE there were some complications receiving articles and finalising ourpublications under Essra (Previous Chairperson of Media and Publications). WYthe publication is not currently at the quality of IPSF but there are some articlesthat are good. There are some people that have already been told their articles

are going to be published. We need to make it presentable. SM the past ExCohave made their comments are believes that the next best step would be to sendthem back to Media and Publications or we can break the articles up (if WYagrees) and publish them in IPSF Newsletters.

DE WY will be working on more guidelines and criteria of publication prior tosubmission so we don’t have as many issues with content because that is up tous to develop our members in that sense.

IB if the quality is not good, we should not publish it.

WY all articles will be reviewed for content. Additionally are we willing to pay fora program that will allow us to check for plagiarism of the whole articles?


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DE are we comfortable telling members who have previously been told theircontent will be included that it won’t be if it is not deemed to meet our qualitystandards. DE we need a diplomatic response and the Secretariat will need toapprove it.

6.5. 70th Anniversary of IPSF 2019

Discussion DE believes that we have a portion of the budget allocated for this and the hopeis that we can make it a very large celebration. So whichever WC takes places in2019 we have additional funds for it. Not sure why the 70th is more important thatthe 60th or 80th. LE the discussion was to not do the 80th of 90th and prepare forthe centenary. DE maybe this should be a discussion whether we should focuson the 70th or 75th? CR believes there should be a celebration on the 70 th but thelarge celebration on the 75th. SM although 75th would make sense we shouldmake sure it is not tradition to do it every 10 years.

JM we made a booklet for the 60 th anniversary.

IB both the 70th and 75th are equally important, but if we have started to savemoney for the 70th then we shouldn’t care for one more than the other. SM why

don’t we try to plan a strong Alumni event at the 70 th.

CR we can try to contact current Alumni and deliver greetings and testimonialsthat can be shown at the opening ceremony. Also allow for past ExCo to sharetheir vision for the future of IPSF. DE would like anything that is produces to beable to use for the Federation and not just to make a bigger party or biggerdecorations. AG every 10 years we can produce a decade bulletin a printedpublication that would be available for pre-order limited edition.

6.6. Policy

Discussion DE as we have new advocacy coordinators this year and the policy committeehas been restructured, we plan to look at how we draft policy. Plan to have CPinput and make opinions pieces throughout the year instead of having the policy

committee focusing on a statement at WHA and that’s it. If you have commentsplease email them to DE.

7. Appointments

7.1. Vice-President

Discussion SM, LE and IB submitted nominations for the role of Vice-President. DEpresented candidates written motivation. Candidates were given 3 minutes topresent a verbal motivation.

SM gotten to know everyone over the past week, and we have a really strongteam. Would like to run because of past experience in the last year, we need astrong VP that can keep the motivation and communication high within the team.It is going to be a lot of work and having a strong VP is crucial to: maintainingteamwork, communication and motivation so we can remain a team and workefficiently. It is very easy to fly to Seattle and work face-to-face with DE, and willbe available to do that. Hope we can work together as a team and hopes you willsupport her in that.

LE applying to be the Vice-President to help the Secretariat with his experiencein the Federation. Experience started as applying to be a new member with hisown association. Believe that the position of Chairperson of Internal Relationswould allow for this position as there is direct contact with CPs and RegionalOffices. Believe the experience within the ExCo and especially the OfficialDocuments and Professionalism and how the Executive Committee and theFederation should work. Feels sufficient experience because of the work done


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changing the Official Documents and working on the Motion Committee. Thethree points of: knowledge, experiences and the position allow LE the support ofthe Executive Committee and Team.

IB all that wanted to say is in his Written motivation.

DE we will have two questions and then discuss if comfortable voting.

BC how do you think you will be able to cope with all the additional work, do youhave enough time to manage and do quality work? LE believes that some of theportfolios are compiled and it shouldn’t be too hard to manage to do both. SMalready has experience in her portfolio so knows how long tasks will take andknows what can and can’t be delegated. Knows how the position works and feelcomfortable adding on additional duties of the Executive Committee. IB in finalyear and doesn’t not have any more commitments soon and does not haveanything that will take up too much of his time.

MC how available are you to represent DE at external events? SM starting anew job in November and they know that travel is necessary. Knows that there is

an IPSF budget but is able to cover her own expenses. IB has a specialunderstanding with the University so is free to travel whenever is necessary aslong as it is related to his duties. LE for the first and second months of themandate will be opening his own business so for those months will not be able tobut after will be.

DE continue with questions.

MC can you speak to the fact that you can operate well under pressure and thatyou can delegate tasks properly? IB I will speak from experience, I have been aleader, especially in my local organization and organizing IPF events and allthose have been successful due to me being strict and getting things done whenthey need to. When we work as a team and have a goal to achieve I know how

to get people to do what they need to be doing and assign tasks and get us towork together to achieve a goals we need to achieve and I know how to notharm anyone while doing it LE believe that previous work in IPSF has will saythis for him, in PARO was working with around 20 people, have the job ofcoordinating people. Has experience with this can work efficient with pressureand has those skills honed within IPSF. SM The biggest example I can think ofwhere I had to step up under pressure was in India when we had our halfpresident in the situation and I saw James taking on huge role that needed to bedelegated. So we had to help out the secretariat in a lot of instances. When itcomes to delegating tasks, you need to work together as a team. You need tohave that conversation about how is able to complete the task in the best aboutof time. I don’t like the idea of people just being told they have to do something. Iwould prefer to work to together as a team to figure out how is most appropriate

for completing tasks and then if that doesn’t work, you can delegate tasks.

DE the vote will be completed on doodle.Outcome IB elected as Vice-President for the term of 2015-16

7.2. Permanent Officer

Discussion DE does everyone understand what the PO is? No one really applied for it andon the Executive Committee there is no-one who can spend an extended periodof time at the flat. We have K.N.P.S.V. who can help us manage the flat and mailand we also have Parand and Laurens from the previous Executive that arewilling to help. Do want to make sure that we know who will be here the mostoften to check thing, and who might be staying on the flat for one or two months.We have suggest CR as he lives the closest, so he will be able to make sure the

flat is in good condition. We will have to agree on it. CR as long as costs arerefunded then it is fine.


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CR current plan at the moment would be to visit the flat and office once monthlyso I would fly from Nuremberg to Amsterdam and then take public transportationto get here. So I will try to keep it that I’m visiting a minimum of once a month,unless unforeseen circumstances (e.g. illnesses). Long weekends, go in onFriday to the office and do the rest of the weekend. So it will be at beginning of

month. If there is something that needs more time to be done, send me an emailso we can figure out the best date from side. I’m very flexible in timing thesethings since I’m just studying for my exams. I just need to know pr ior ifsomething needs more time so I can schedule it. And flights are about 150euros. That’s equal or even less to train which takes 14 hours.

MC wanted to mention that I have signed up to do rotation through my schooland they approved I could live at IPSF flat between end of April until beginning ofJune. With exception of going to WHA and pre-WHA events, I’ll be at the flat.

Outcome CR appointed Permanent Officer

8. Any Other Business

8.1. Reimbursement for Coordinators

Discussion DE something that was brought up by Coordinator, for some coordinators it isexpected that they come to World Congress (Parliamentary, PCE, CSE etc.) dowe have a way to fit them into our budget? What funds do we take away, is it theFederation or RC responsibility? SM suggests that registration fees are waived.CR Parliamentary Coordinator is now included to facilitate the GA, against takingmoney from the budget as it is already stretched, agree with SM. Would gofurther allowing DF to fund some of it. IB some positions are duplicated. DEneed to think about what the DF is used for a whether that is appropriate forCoordinators. Would rather an Executive Member than a Coordinator we canalso appoint people to cover those duties in emergency cases. SM just becauseit is stated in the call that they must attend WC doesn’t always happen and putsa tremendous strain on the respective Executive Committee member.

AS two ideas: ask the RC to consider their budget to include Coordinators orhaving the Treasurer assessing the possibility of accommodating some of theircosts being raised through donations etc.

DE main point is where is the money coming from? AS should be assistedfinancial based on the country’s ability to pay, a reduction in fees so the RCdoesn’t cover the entire cost of registration. SM have to remember that withinFIP there are working pharmacists which means solid incomes, this is not thecase within IPSF where the majority of members are students.

8.2. Pharmacy Education Project Prioritisation

Discussion WY discusses which PE projects to re-prioritise and which to drop.

SLEQ - this is done because the information has been collected and submittedto Naoko Arakawa so it is done. She already has enough to write the dissertationfor her PhD so we can keep this live but not actually promote it. Are we inagreement or is this something you want to keep alive and aim for moreresponses? I want to know your thoughts on whether you are okay with medropping this project. DE as long as the relationship with our partners are notharmed and we have no guaranteed that we would do something for them andthey have other projects that we collaborate with them then you can reprioritize.WY will contact and follow up.

Critical Appraisal Essay Competition - Competition that any student canparticipate within. No matter if you’re clinical or industry focused students you


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can write an essay for this and go through the peer review process and thewinner is published in the FIP PEJ journal. Do you think this is valuable tostudents and something that students are interested in? DE As long as we put inplace explicit judging criteria and address that there is a chance that due to thepeer review process it may not be published, would say to continue. SM thinksthat it is some of the ways that members who do not have clinical knowledge to

participate in PD events are able to be introduced into these aspects. It is a wayfor students to get recognition. CR what are the criteria? Does it need to bescience based, people may not understand what is wanted as we don’t haveguidelines, think it is better to re-evaluate. DE that goes for everything, alwayshave someone else assess the quality of the call. CR additionally can we askone of the responsible FIP section and set up a short guideline on how to buildup an essay. DE no need to duplicate work, these resources are alreadyavailable to mould to fit IPSF.

8.3. Partner Planning

Discussion

8.4. Executive Travel to Regional Symposiums/External Events

Discussion AfPSo Attending: IBo Considering: AS, ADo Not attending: LE; BC, SM, CR, DE, WY, JM, AH

APPSo Attending: JM,o Considering: SM, DE, SM, DE, WY, IBo Not attending: LE, AS, BC, CR, AH, AD

PARSo Attending:o Considering: SM, LE, DEo Not attending: AS, BC, CR, AH, AD, JM, WY

EMPSo Attending: AS, AHo Considering: IB, CRo Not attending: SM, DE, LE, JM, AD, WY

FIP 2016o Attending: WY, CR, SM, JM, AHo Considering: AD, IB, LE, BC DE, IB, ASo Not attending:

WHAo Attending: IB, CR, AD, JM, AH, , SMo Considering: AS, DE, LE, BC, WYo Not attending:

January WHO EBo Attending: ADo Considering: SM, CR, IB,o Not attending: LE, AS BC, DE, WY, AH, JM

WHSS 2015o Attending:o Considering:o Not attending: LE, IB, AS, SM, CR, DE, WY, JM, AH, BC, AD

EPSA Annual Reception (around middle of March)o Attending:o maybe: CRo no: LE, IB, AS, BC, DE, WY, AH, JM, AD

Duphat (15th - 17th of march in Dubai)o Attending:o considering: AS, IB


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o not attending: LE, BC, SM, CR, DE, WY, AH, JM, AD

AS what are the reasons that keep some people from attending certain events?If the RC can give free registration etc., will that help more Executive Committeeto come? Because believe it is important for the Executive Committee to attend.CR biggest issue is time, personally would like to attend all of them but other

commitments such as work, but agrees that we need at least one or twoExecutive Committee members at each event. SM it is hard to say this far inadvance, trying to attend the events that are in relationship with the portfolio. DEmoney is an issue as from the US each plane ticket is at least $1000. WY has toget time off from school, have rotations as well, even for the WC is logisticallydifficult. SM members need to understand that the Executive Committee is avolunteer position and we have other commitments. DE another thing to note isthat we have events where we have multiple Executive Committee membersattending and some with none and we may have to re-prioritise.

8.5 EM2 Dates

Discussion DE finalizing plans for EM2 so people can apply for visas. Few dates have beensuggested, but it looks like when you look at what we have/need to accomplish

for EM2 January is too early. February/March might be more appropriate. Theonly things I’ve heard with regards to potential dates are that are a few peopleare off school in mid-February and the FIP meeting is in mid-February and aweek and a half in mid-march that only I am required to attend. The WHOexecutive board meeting is at the end of January, which might not be ideal as wedon’t have too much to discuss in January.

AD suggest to do it after EBM, DE first week of January would still be too earlyfor EM2. We can discuss this but from what I’ve heard anything scheduled mid-February would not be as useful. As a general overview of the week we’relooking at, from February 14th to late March.

CR will be unavailable for any meetings from Feb 25th onwards. AD discussedwith former Executive Committee members and they have said that the firstweek of February is entirely possible. DE possible yes, but it’s up for discussionwhether or not it is ideal. AH has offered her house and would be able to hostus. Money factors as far as cost and then having EM2 in the USA would savethe Federation around 2000 Euros. Additionally there is APhA in Baltimore at theend of March which is a professional event which would make Visa’s mucheasier to obtain.

AS if the meeting is in Baltimore, when would it be? DE not sure of the exactdate but closer to the start of March.

DE how valuable will it be to us being around in early February compared toanother time. AD EM2 is a middle meeting, good for planning and not justoutcomes. DE general consensus is that the first week of February does notwork for the majority of the team.

Vote was deferred to emails.

8.6. Website Discussion

Discussion IB would like a website that is something that better helps us interact with theworld. An active blog, photos, stories updated in real time. Interacting with onlyCPs can be boring and restrictive. It will also help students discover more aboutIPSF individually rather than though CPs. History of IPSF improved and moreinteractivity. Better utilize the side areas with widgets such as Facebook posts.

AS think it would be great to have the World Congress and all RegionalSymposiums appear first when you go to the website. International events likethese motivate members and allows them to discover and become more


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involved with IPSF. SEP should have its own dedicated tab and not be listedunder projects.

SM we need to put our mission and vision on the website either in the “about”section or on the homepage. Is the store being utilized? MM no, only a handfulof purchases and it needs to be updated.

MC for the partnership page, would like a set-up similar to IFMSA’s website, givebrief introduction of how we use our partners, add my contact info (or DE)directly under it. Then I want to have a tiered partner display. The first would beour main partners - UN, WHO, and FIP. I like that we should define each of ourpartners, instead of just providing a link, for those who don’t know who they are.The IFMSA has the partner logo and definition. I would prefer to have thesponsor logos on the bottom of the page instead of on the right side. The 3partners already on our page would be the only ones with logos. I would alsohave partners in associations be student associations and other NGOs we haveMoU with. I like that we list student partner organization, but we don’t need somuch text to describe them. DE those student partners provide those updates forus. If they don’t then they are just outdated. MC thinks that we should list out

partners by level of collaboration instead of alphabetically.

MC would like to take the MoUs off the website. Think we should consider doingan opt-in email newsletter – a way to directly access members without thecascade of CPs. If there is a way we can our members to sign up for internshipcalls and then they would get that whenever that comes out. SM how feasible isthis? IB we can do it through the blog. There are platforms like mailchimp thatcan be incorporated into the website. It’s a mailing platform and you can send anemail to many people at the same time and send a newsletter. You can sendannouncements easily.

SM agrees that we have an issue with the filter down system. Individualmembers really miss a lot of the information. Facebook isn’t the only place that

people should be able to find information. Part of that is inactivity of the CPs,part of that is timing as it goes through CPs to the next person who then send itto the next level who then distribute. We need to find a way to get directly tomembers.

WY would like to see the Pharmacy Education tab working properly. Much of thePharmacy Education database stud would be advantageous to incorporate intothe website. I have a list of things would like to see on the website.

DE on the IPSF events tab we could have a calendar application. What like isthat members can advertise the times/dates of their own congresses, that can doso directly by posting to a calendar that can be updated. CR already been doneby EuRO.

IB would like to raise the concern on the regional websites. Don’t know whatextent we need to use these websites. Wondering how we can best use thewebsite? DE something that needs to be revised with all Regional Chairpersons,is meant to highlight what each region is doing specifically. Should have accessto portfolio specific areas, BC to SEP, MC to partners etc.

AH there are issues with the 2016.ipsf.org domain, the website says we don’thave anything there but we have paid for it until July 2016. There are issues withsecuring the login details.

AH main website will have all publications done by two native English speakers,how does everyone else feel about updating their own sections? All content to

be sent to Editor-in-chief and AH to upload to website.


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Secretary General will be back up for all Media logins and passwords.

8.7. Publications

Discussion DE publication discussion should be run by AH.

AH the delay in publication is attributed to the pushing back of deadlines and a

final release of the publication with a lack of checking. Additionally some of thedelay is attributed to a lack of responsiveness from the previous Chairperson. Ibelieve there was some correspondence from DE and it now will fall of the newteam to complete the work. So, things like the annual bulletin content from thepast Executive Committee, there was also a lack of accountability of gatheringcontent from past Executive Committee members. SM sometimes this also camefrom the timeframe or deadlines, WY additionally there was a lack of clarity withdeadlines.

SM The reason I put this in the agenda was from the previous year. I would loveto do a PD publication. The purpose of the PD publication would be to inform ourmember give them skills practice throughout the year to do something like thecrazy clinical corner, so fun facts on therapeutics to keep people engaged, and

keeping my PD team engaged. What I found last year is that it isn’t always easyto keep the PD team engaged and often coordinators tend to individualize theworkload. We’re also planning on working on pharmacy around the world. Wecould incorporate pharmacy practice from around the world, challenges andcommon practices. Proper made it clear that people were having issues with thenumber of publications we were issuing, and it was overwhelming for somepeople to generate material for these publications and they weren’t being readproperly. He suggested possibly combining publications to be released quarterly.I would combine SPOT with PEN and SEP digest to be distributed three times ayear. Our members could read just the sections relevant to them, but still haveaccess to this extra information. Same goes for the annual bulletin. Spoke withother Executive Committee members at FIP in how these other portfolios couldget involved.

DE this has been discussed in recent years. With new publications it begins toput a human resource strain on Media and Publications portfolio. WY combiningnewsletters sounds goof. DE shorter articles may be more viable in a combinedpublication, because the overall volume of the information suffers less.

WY Disconnect between PE and M&P, in the past submitted articles and hadn’theard back for month or two which causes disengagement with PEC. Just a lackof response. They layout is also difficult because the suggestions were turndown due to programming and logistics etc. Lack of guidelines and don’t knowhow many articles or word limits etc. We need to work more in synch becausehow it’s worked in the past isn’t working currently. Plagiarism has also been abig issue. This year with critical essay only 20% was original. Has also been a

problem in the past? We need a peer review and a way to address plagiarism.We also need guidelines on how to do references for the articles that aresubmitted so that everything is uniform.

DE something that needs to be included in guidelines, universality of referencingand plagiarism. AH in favor of WY editing submitted articles to fit and thengetting those edits approved by the original author. Editorial committee isresponsible for the edits.

SM on behalf of AD concerned about splitting SPOT into three. She still wantedto do SPOT once a year, but was okay with doing it once annually with fewerarticles. We had said that between PH, PE and PD we would have 30 pages, anequal number each, some could use more but we would try to stick with what we

have. So if SPOT wanted to stick with one issue, they would only get 30-40pages of that instead of their total 90-100 pages. Because of the timeframe


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associated with waiting for articles submitted by deadlines. DE so treat SPOTlike Phuture, only one publication per year? SM usually wait for WHA usuallythen publish.

IB how important is it to move SEP digest into that publication? DE discussion ismore about whether were move all publications into one or none. BC SEOs like

SEP Digest.

SM To summarize, we would have the newsletter published 3 times per year,theoretically released Winter, Spring and Summer (post congress). SEP digestand Phuture would be separate, SPOT would be feature of the Springnewsletter, and PD would be an added section to the newsletters as well as adistinct SEP section. PEN would be incorporated into the newsletter. Winterissue would contain Executive introductions; summer issue would containcongress highlights and annual bulletin and results of the elections and awards.

DE To clarify, incorporating the annual bulletin into a different publication wouldbe essentially eliminating the annual bulletin which has been our annualpublication for many years. It depends on how it is incorporated. If that final

issue is presented as a celebration of the year such as the Spring edition’s focuson Public health, I am ok with it. What is your opinion LE? LE doesn’t likeeliminating the annual bulletin

2015-16 Executive Meeting 1 Minutes Final

Documents

Transcript of 2015-16 Executive Meeting 1 Minutes Final