Election Guide 2012-2013

IFMSA-Jo/JUST LC Election Guide for the 2012-2013 Term

I F M S A - J o / J U S T L C

J o r d a n U n i v e r s i t y o f

S c i e n c e a n d T e c h n o l o g y -

I r b i d J o r d a n

I n q u i r i e s

c o n t a c t : e l e c t i o n s . i f m s a . j

o . j u s t @ g m a i l . c o m

1 1 / 1 / 2 0 1 2

Reviewed by IFMSA-Jo JUST LC

EB

This is the official election guide for the IFMSA-

Jo/JUST LC Elections for the term 2012-2013. If

you have received this guide then you are eligible

for casting your vote at our upcoming elections.

This guide contains all the information required

about candidatures and the voting process.

The IFMSA-Jo/JUST LC Election Guide 2012-2013

Contents of the Election Guide I. Introduction to voting II. Why should you vote? III. Everything about candidature for the IFMSA-Jo JUSTLC Executive

Board.

Positions opened for candidature.

Tasks and Responsibilities of each position

Candidates criteria. IV. Who can vote? V. When to vote? VI. Procedure VII. Election Committee VIII. Supervision of the newly elected JUST/LC EB and the Handover

Process


I. Introduction to voting Since the formation of IFMSA in 1951, it has been run through democracy, and

free opinion, and as such every NMO should follow this, because it is fair, and

gives everyone their rights. IFMSA-Jo NMO in its two Local Committees (JUST/LC & UJ/LC) will follow IFMSAs footsteps in this matter, and will be holding elections for the executive

boards and local officers positions. Voting for Local Committees EB/LOs is annual event which is practiced to show

the democratic management of the Organization. The EB/LOs elected will

perform their tasks for a year from the day of elections.

Election Bylaws

8.2. The elections procedure shall abide by the election guide of IFMSA-Jo/JUST LC. 8.2.1. The whole elections procedure shall start in December and will end by

January with the results being announced (candidatures can start before

December in case it is required). 8.2.2. IFMSA-Jo/JUST LC EB and Local Officers shall be elected for the duration

of a term (i.e. 1 year).

8.2.3. Elections shall take place according to what is mentioned in the Elections Procedure in the guide and will be supervised by an Election Committee that will consist of but is not limited to:

a. The LC President b. At least one of the Vice Presidents c. The LC Secretary General d. Members of the Supervising Council

8.2.4. Any IFMSA-Jo/JUST LC member can present his candidature for any

position if he meets the criteria for that given position. A member can nominate him/herself for only one position. Members whose


candidatures are valid are only 1st, 2nd, 3rd, 4th, 5th, 6th year students at the time of elections.

8.2.5. Elections shall take place electronically.

8.2.6. Each member has only one vote for each EB position and a vote for the local officer of his standing committee, and his vote is only valid if received during the deadline.

8.2.7. Members whose votes are valid are only 1st, 2nd, 3rd, 4th, 5th, 6th year students and interns.

8.2.8. In the case of only a single approved candidature for a particular position, a for / against vote will be run for that candidate.

8.2.9. In the case of no candidatures being received for a particular position, the EB shall vote for a decision to run a 2nd round of elections with alternatives being agreed upon only with a 5/5 vote.

II. Why should you vote? The right to vote is a fundamental democratic right that is protected by

IFMSA By Laws and Regulations To make IFMSA-Jo JUSTLC better When you vote, you choose who will represent you(The EB and officers of local

committees) Because your voice and opinion should be heard, and we want to hear it. Voting will be online; it will not take much time, and will be easy to perform.

III. EVERYTHING ABOUT CANDIDATURE FOR THE IFMSA-JO JUSTLC EXECUTIVE BOARD

POSITIONS OPENED FOR CANDIDATURE There are 11 positions in JUST/LC, those are divided into Management of the LC and Standing Committee Officers


1. IFMSA-Jo JUSTLC President 2. IFMSA-Jo JUSTLC Vice President for Clinical Years Students 3. IFMSA-Jo JUSTLC Vice President for Basic Sciences Students 4. IFMSA-Jo JUSTLC Secretary General 5. IFMSA-Jo JUSTLC Treasurer 6. IFMSA-Jo JUSTLC Local Officer on Medical Education (LOME) 7. IFMSA-Jo JUSTLC Local Officer on Reproductive Health and Aids (LORA) 8. IFMSA-Jo JUSTLC Local Officer on Public Health (LPO) 9. IFMSA-Jo JUSTLC Local Officer on Human Rights and Peace (LORP) 10. IFMSA-Jo JUSTLC Local Officer on Professional Exchange (LEO) 11. IFMSA-Jo JUSTLC Local Officer on Research Exchange (LORE)

TASKS AND RESPONSIBILITIES OF EACH POSITION

From the IFMSA-Jo/JUST LC Bylaws: 3.5.1. President 3.5.1.1. Coordinate the Executive Board.

3.5.1.2. Call for meetings of the Executive Board and Local Officers.

3.5.1.3. Represent IFMSA to external relations and maintain contacts, in conjunction with the VPs.

3.5.1.4. Follow up and support the activities of all EB members.

3.5.1.5. Develop short- and long-term strategies for the work and structure of IFMSA-Jo/JUST LC, especially in relation to external organizations.

3.5.1.6. Report the work of IFMSA-Jo/JUST LC according to the constitution and bylaws of IFMSA-Jo to the IFMSA-Jo NMO EB.

3.5.1.7. Send the meeting minutes received from the IFMSA-Jo/JUST LC

Secretary General to the NMO EB within 10 days of its production.

3.5.1.8. Assist the VPs in supporting the members and coordinating the Local Officers.

3.5.1.9. To assist the VPs and Treasurer to raise funds for IFMSA.

3.5.1.10. Be responsible for the official bank accounts of the IFMSA-JO/JUST LC, along with the treasurer.

3.5.1.11. Send an activity report to the secretary general email 2 weeks the date of the upcoming EB meeting.

3.5.1.12. The president is responsible for communications with the university administration, Deanship, NGOs, GOs or partners in company with any relevant members, or assigns somebody else to accompany that member. These communications are under his/her supervision.


3.5.2. Secretary General 3.5.2.1. Be responsible for the administration, correspondence and archives of IFMSA.

3.5.2.2. Produce the minutes of the Executive Board meetings, and send them in two weeks to the EB members, and to all IFMSA-Jo/JUST LC members one week after the EBs adoption of the minutes. (The EB can exclude the details they find not in the best interest of IFMSA-Jo to be sent to the members)

3.5.2.3. Maintain and update the registration, scoring, projects and penalties databases, and send a monthly report including the LC members database and any other updates.

3.5.2.4. Asks for reports from leaders and local officers. 3.5.2.5. Update the Constitution and Bylaws of IFMSA-Jo/JUST LC with the changes decided by Amendments of the constitution and bylaws.

3.5.2.6. Assist the Vice Presidents in maintaining the contact between the members and the Executive Board.

3.5.2.7. Reply on all questions, comments, inquiries coming from IFMSA-Jo/JUST LC members or forward them to whomever EB member or Local Officer responsible.

3.5.2.8. Be responsible for sending recruitment emails (for any new project, event... etc.) mentioning the

needed criteria, number of volunteers and deadlines.

3.5.2.9. Informing the Local Officers in any changes of the members in his Standing Committees

3.5.2.10. Send monthly lists containing the members names and contact information to each of the local officers with respect to his Standing Committee. 3.5.3. Treasurer 3.5.3.1. Be responsible for the financial administration and bookkeeping of IFMSA-Jo/JUST LC.

3.5.3.2. Be responsible for the official bank accounts of the IFMSA-JO/JUST LC, along with the president.

3.5.3.3. Present an adequate report, as decided by the Executive Board, on the financial situation of IFMSA-Jo/JUST LC, sent to the secretary email two weeks before the upcoming EB meeting. This should be done at least once every 4

months if no EB meetings happen during that time.

3.5.3.4. Provide financial state report of IFMSA-Jo/ JUST LC upon request from the President of the LC or the NMO.

3.5.3.5. Propose the budget of the next financial year to the IFMSA-Jo/JUST LC secretary general, at the end of his/her term, and to the NMO EB.


3.5.3.6. Present the annual financial report of his/her term to the EB at least 2 weeks before the beginning of the elections for the next term. If no report is received then go to penalties.

3.5.3.7. Review the budgets of projects, campaigns, events organized by the LC.

3.5.3.8. The treasurer must be responsible for collecting the money from the Local Officers, and from any fundraising project leader and residual money from any project, within one week after the project, event, or campaign is over

3.5.3.9. Upon request, deliver receipts received during his/her term to the IFMSA-Jo NMO Secretary General at the end of his/her term. And send a scanned copy of each receipt to IFMSA-Jo/JUST LC Secretary General

3.5.3.10. Develop and implement fundraising strategies for IFMSA

3.5.3.11. Ensure that the new IFMSA-Jo/JUST LC Treasurer and the new IFMSA-Jo/JUST LC President have access to the IFMSA bank accounts after the elections

3.5.3.12. Be responsible for the assets of IFMSA-Jo/JUST LC. And deliver them to the new treasurer during the hand-over process. 3.5.4. IFMSA-Jo JUSTLC Vice President for Clinical Years

Students/IFMSA-Jo JUSTLC Vice President for Basic Sciences Students (NOTE: Each Vice President performs the tasks in relation to his/her year of study) 3.5.4.1. Take over the tasks delegated by the president in the period of his absence. 3.5.4.2. Perform the tasks assigned to him/her by the president. 3.5.4.3. Be responsible for the recruitment and encouragement of IFMSA-Jo/JUST LC Members 3.5.4.4. Be responsible for maintaining contact between the members and the Executive Board. 3.5.4.5. Make sure the new elected Local Officers follow the regulations regarding their first and following meetings and reports. 3.5.4.6. Coordinate the activities of the Local Officers, and assisting them. 3.5.4.7. Send an activity report to the secretary email two weeks before the date of the upcoming EB meeting. 3.5.4.8. Develop and implement fundraising strategies for IFMSA-Jo/JUST LC along with the Treasurer. 3.5.4.9. Both Vice Presidents are responsible of assisting the President in his task to communicate with the University administration, Deanship, NGOs, GOs or Partners in company with any relevant member, or assign somebody else to accompany that member. These communications are under his/her supervision.


3.5.4.10. Be responsible for the public relations and developing and maintaining contact with mass media. 3.5.4.11. Raise funds for IFMSA. 3.5.4.12. Preparing an archive about personal information about representatives of organizations that were or will be contacted regarding sponsorship or partnership, by him/her, project leaders or IFMSA-Jo/JUST LC members, in order to facilitate coordination for future projects. And deliver it to the new Vice Presidents and the NMO EB, on 1st February at the end of his/her term. 3.5.4.13. Coordinating and distributing sponsors, fundraisers and external organizations on IFMSA-Jo/JUST LC projects, in order to avoid using up resources. 3.5.4.14. Prepare promotional materials and publications that can be used to show the work of IFMSA-Jo/JUST LC to deanship, sponsors and external organizations in coordination with IFMSA-Jo/JUST LC Publicity Team. 3.5.4.15. Send an activity report to the secretary email two weeks before the date of the upcoming EB meeting. 3.5.4.16 Both Vice Presidents can assign Vice President Assistant Positions to members whom he/she sees suitable for the tasks after the approval of the IFMSA-Jo/JUST LC EB.

4.4.2. Tasks

4.4.2.1. Local officer on Medical Education (LOME) a) The LOME must make sure to organize and complete at least 5 activities including ( but not limited to ) : workshops, medical trainings and students representation.

b) The LOME is encouraged to push his/her committees members to organize as many projects as possible.

c) The LOME is responsible for all the projects that fall under his/her committees category. 4.4.2.2. Local officer on Professional Exchange (LEO) a) The LEO and SCOPE members are responsible for securing accommodation, boarding and social program for the exchange students, according to the planned budget and the recommendations of the national exchange conditions.

b) The LEO and SCOPE members are responsible for securing all the official permissions and paperwork from the university and hospital and securing one of the 3 asked for rotations by the exchange student. c) The LEO is responsible for announcing the available exchange contracts, sending the registration email containing the Terms & Conditions, exchange conditions for the hosting countries, announcing an orientation session prior to members registration, establishing the


members selected (by the secretary general according to their scores) to each contract, and giving a training session to those selected.

d) The LEO is responsible for collecting exchange fees from selected members with a time period designated by the exchange conditions and the national exchange officer ( NEO ) and signing receipts for students who paid keeping a copy for the treasurer.

e) If the exchange fees are paid in cheque, the LEO must make sure it is endorsed to the treasurer and given to him/her.

f) Handing the exchange fees ONLY to the treasurer within 1 week of collection.

g) The LEO is responsible for making sure all the paperwork of the selected members are ready before a deadline specified by the countries exchange conditions or the NEO.

h) The LEO must secure receipts for ALL FIXED payments (decided by the LEO and the treasurer) from the point of booking an accommodation to

the point when the exchange student leaves.

i) The LEO must make sure to organize and complete at least 3 activities in his standing committee including ( but not limited to ) : fundraising dinners, social activities, games days/nights.

j) Assigning of contact persons for exchange students is responsibility for the LEO. 4.4.2.3. Local officer on Public Health (LPO) a) The LPO must make sure to organize and complete at least 7 activities per term including ( but not limited to ) screening, awareness and blood donation.

b) The LPO must work to prepare events/activities for all the known international health days that fall under Public Health.

c) The LPO is encouraged to push his/her committees members to organize as many projects as possible.

d) The LPO is responsible for all the projects that fall under his/her committees category. 4.4.2.4. Local officer on Reproductive Health including AIDS. (LORA) a) The LORA must make sure to organize and complete at least 5 activities including ( but not limited to ) : breast cancer screening projects, breast cancer awareness projects per term.

b) The LORA must work to prepare events/activities for all the known international health days that fall under Reproductive Health including AIDS.


c) The LORA is encouraged to push his/her committees members to organize as many projects as possible.

d) The LORA is responsible for all the projects that fall under his/her committees category . 4.4.2.5. Local officer on Human Rights and Peace (LORP) a) The LORP must make sure to organize and complete at least 5 activities including ( but not limited to ) : refugee camps in Jordan, workshops regarding human rights.

b) The LORP must work to prepare events/activities for all the known international health days that fall under Human Rights and Peace.

c) The LORP is encouraged to push his/her committees members to organize as many projects as possible.

d) The LORP is responsible for all the projects that fall under his/her committees category. 4.4.2.6. Local officer on Research Exchange (LORE) a) The LORE and SCORE members are responsible for securing accommodation, boarding and social program for the exchange students, according to the planned budget and the recommendations of the national exchange conditions.

b) The LORE and SCORE members are responsible for securing all the official permissions and

paperwork from the university and hospital regarding the research opportunities.

c) The LORE is responsible for announcing the available exchange contracts, sending the registration email containing the Terms & Conditions, exchange conditions for the hosting countries, announcing an orientation session prior to members registration, establishing the members selected (by the secretary general according to their scores) to each contract, and giving a training session to those selected.

d) The LORE is responsible for collecting exchange fees from selected members with a time period designated by the exchange conditions and the national exchange officer ( NORE ) and signing receipts for students who paid keeping a copy for the treasurer.

e) If the exchange fees are paid in cheque, the LORE must make sure it is endorsed to the treasurer and given to him/her.

f) Handing the exchange fees ONLY to the treasurer within 1 week of collection.

g) The LORE is responsible for making sure all the paperwork of the selected members are ready before a deadline


specified by the countries exchange conditions or the NORE.

h) The LORE must secure receipts for ALL FIXED payments (decided by the LORE and the Treasurer) from the point of booking an accommodation to the point when the exchange student leaves.

i) The LORE must make sure to organize and complete at least 3 activities in his standing committee including ( but not limited to ) : research projects, social activities, games days/nights.

j) Assigning of contact persons for exchange students is responsibility for the LORE.

CANDIDATES CRITERIA ANY IFMSA-JO/JUSTLC MEMBER CAN PRESENT HIS CANDIDATURE FOR ANY

POSITION IF HE MEETS THE CRITERIA FOR THAT GIVEN POSITION BASED ON THE

FOLLOWING CRITERIA FOR EACH POSITION: IFMSA-Jo/JUSTLC President: 1. Must be a Medical Student in Jordan University of Science and Technology 2. Must be a registered member in IFMSA-Jo/JUSTLC Members database before

18/11/2012. 3. Must have been involved in IFMSA-Jo/JUSTLC Work for at least 1 year. 4. Must have attended at least one Standing Committee Session of his/her

registered committee. 5. Must have attended one of the IFMSA-Jo National General Assemblies or one

of the following: a. MM2012 Ghana b. AM 2012 Mumbai India c. EMR 8 Amman, Jordan

6. Must have been on the Organizing committee of at least two activities or projects in IFMSA-Jo/JUSTLC.

IFMSA-Jo/JUSTLC Vice President for Clinical Years Students: 1. Must be a Medical Student in Jordan University of Science and Technology in

4th, 5th or 6th year at the time of the candidature. 2. Must be a registered member in IFMSA-Jo JUSTLC Members database before


18/11/2012. 3. Must have attended one of the IFMSA-Jo National General Assemblies or one


4. Must have participated in at least one activity or project in IFMSA-Jo/JUSTLC. IFMSA-Jo/JUSTLC Vice President for Basic Sciences Years Students: 1. Must be a Medical Student in Jordan University of Science and Technology in

1th, 2th or 3th year at the time of the candidature. 2. Must be a registered member in IFMSA-Jo JUSTLC Members database before



4. Must have participated in at least one activity or project in IFMSA-Jo/JUSTLC. IFMSA-Jo/JUSTLC Treasurer: 1. Must be a Medical Student in Jordan University of Science and Technology. 2. Must be a registered member in IFMSA-Jo/JUSTLC Members database before



4. Must have participated in at least one activity or project in IFMSA-Jo/JUSTLC. 5. Must show experience in a similar field. IFMSA-Jo/JUSTLC Secretary General 1. Must be a Medical Student in Jordan University of Science and Technology. 2. Must be a registered member in IFMSA-Jo/JUSTLC Members database before

18/11/2012.


3. Must have attended one of the IFMSA-Jo National General Assemblies or one of the following: a. MM2012 Ghana d. AM 2012 Mumbai India e. EMR 8 Amman, Jordan

4. Must have participated in at least one activity or project in IFMSA-Jo/JUSTLC. 5. Must have excellent use of Microsoft Word, Excel, Access, PowerPoint, online

Google documents, internet meetings, typing and communication. IFMSA-Jo/JUST Local Officers

1. Must be a Medical Student in Jordan University of Science and Technology. 2. Must be a registered member in IFMSA-Jo JUSTLC Members database

before 18/11/2012. 3. Must be a member of the respective Standing Committee he is running for

(i.e. LORE must be a member of SCORE). 4. Must have attended at least one Standing Committee session of his

Standing Committee. 5. Must have participated in at least one activity of his Standing Committee

and another activity in the LC(can belong to his own SC as well).

OTHER CANDIDATURE RULES ALL CANDIDATES MUST BE FREE OF PENALTIES. All candidatures shall be voted upon by the Local EB, where the local EB has

the right to refuse any candidature providing suitable reasons by an absolute majority vote.

WHATS NEXT?

Candidatures will be approved By the EB.

Members who want to candidate must submit the following by sending it to

([email protected]) in the following manner:

a. Which position are you applying for? b. Full Name (First, Father, Grandfather, Family) as in passport (if found) c. Date of Birth (Day/Month/Year) d. Medical Year


e. Phone Number f. Current address of stay g. Email h. Passport number if available i. Curriculum Vitae j. Facebook account k. Skype account l. Personal professional photo. m. A letter of motivation (150-300 words). n. A time lined plan of action.

*If any of the required documents is missing the application is considered invalid. *Citation of some points of the curriculum vitae may be asked for.

DEADLINE FOR SENDING CANDIDATURE APPLICATIONS WILL BE 10/12/2012 @1:00pm. Any late applications shall be rejected.

How will the EB assess my candidature? The EB will assess the candidatures based on the following:

- Previous work in IFMSA - Previous work in Other NGOs (or similar field of work) - Motivation Letter - Plan of action in terms of feasibility and benefit - Any skills/talents that will help in the position you are applying for

My Candidature is approved what now?

The EB will schedule an appointment for an interview with the candidate

to discuss with him a number of points including his plan of action and

Curriculum Vitae.


The results of the interview will be released a day or two after the

interviewing process is completed.

The approved candidates shall proceed to the voting process.

IV. WHO CAN VOTE?

Are you a medical student in JUST University? Are you registered in IFMSA-Jo JUSTLC Members Database Before 18/11/2012? Did you receive this by your email?

YES YOU CAN

VOTE!


V. When to Vote?

Here are the time details for the whole election process: 25/11/2012 @ 1:00pm (START of Election process)

Members interested in candidature for one of the above

mentioned positions can send their applications for candidature.

Send your candidature applications to

([email protected] )

10/12/2012 @ 1:00pm (CLOSING of candidate application acceptance)

Closure of accepting candidature applications Checking applications to meet criteria

15/12/2012 @ 1:00pm (Announcing accepted candidature

applications) 15/12/2012-22/12/2012 Interviewing process

24/12/2012 @ 5:00pm (Announcing candidatures to proceed to

elections) 26/12/2012 @ 6:00pm (Voting starts and emails are sent)

Results are viewed and approved by the EB

1/1/2012 @ 9:00pm (Voting Closes and Results are announced)


VI. Procedure Please follow the following steps carefully On the 26 of December at @ 6:00pm you will receive the following email


PLEASE NOTE THAT YOU WILL RECEIVE AN EMAIL FOR THE VOTING FOR THE EB POSITIONS AND ANOTHER ONE FOR THE VOTING FOR THE LOCAL OFFICER OF YOUR STANDING COMMITTEE SO MAKE SURE YOU FILL IN BOTH FORMS!!!!!


VII. Election Committee The election committee shall be:

-Members of the Executive Board of IFMSA-Jo/JUST LC -Members of the Supervising Council should they chose to be on the committee.


VIII. Supervision of the newly elected JUST/LC EB and the Handover Process

The newly elected JUSTLC EB/LOs will start its term after the 3rd NGA in March and during the period until then will undergo a handover process by the previous EB/LOs for a period between the announcement of the results and the handover at the 3rd NGA. The newly elected JUSTLC EB/LOs will be known as President-Elect, Treasurer-Elect etc and will be delegated tasks by the previous EB during the handover process while undergoing a rigorous process of evaluation and training.

The new LC will also undergo training by IFMSA-Jo own Training Support Division within the first month of their election, the training will include but not limited to

Time management training Fundraising Other required training and information related to

IFMSA-Jos work.

The newly elected Supervising council members shall supervise the handover process.


IX. Appendices:

Appendix 1:

Shorthand words

NMO: National Member Organization

IFMSA: International Federation of Medical Students Associations

LC: Local Committee

EB: Executive Board

LO: Local Officer

MM: March Meeting

AM: August Meeting

EMR: Eastern Mediterranean Regional Meeting

Appendix 2:

Some definitions:

-Motivation Letter: a short letter addressed to the Local EB showing what position

have you candidate for, why have you candidated for it and what can you offer

the LC if you receive the position, providing examples from previous work etc..

-Plan of action: a clear structured plan indicating objectives that you aim to

achieve during your term and some suggested means by which youll achieve your

objectives and goals.

Special Thanks to Owais Al Srouji (NMO VPI 2011/2012) who has

prepared the first draft of this guide.

Election Guide 2012-2013

Documents

Transcript of Election Guide 2012-2013