EMSA GA 2011 Report

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EMSA European Board2010 / 2011

c/o CPMEStanding Committeeof European Doctors

Rue Guimard 151040 Brussels, Belgium

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EMSA General Assembly 201101.-04.09.2011, Leiden, The Netherlands

GA Handbook

European Medical Students’ Association

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Content

1. Introduction Letter

SECTION A: Official Documents

2. GA Agenda3. Minutes of the 20th EMSA GA4. Minutes of the eoGA 20115. Report of the 2011 NCM

SECTION B: Annual Reports

6. Executive Board7. Pillar Directors8. Liaison Officers9. Public Relations, Human Resources and Fund Raising Officer SECTION C: Documents for Discussion and Adoption

10. Brussels Declaration11. EMSA-ELSA Memorandum of Understanding12. Ohrid Resolution13. EMSOC-Statement of Intent14. Bologna Process Follow-up Workshop-Yeditepe PP I15. Bologna Process Follow-up Workshop-Yeditepe PP II

SECTION D: Appendices

16. Motion Forms17. Statutes and Internal Rules18. Abbreviations

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79111141157

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174176179 182184188

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193198264

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Message from the president

Dear Emsai,

It is my great pleasure to welcome you all at the 21st EMSA General Assembly and the 14th EMS Congress! Welcome to Leiden, The Netherlands and welcome to the celebration of the 20th birthday of our Association!

Two decades ago a group of enthusiasts started a journey. Today we are still on the same ship and in the same waters. The adventure we have been on has led us through storms as well as calms, but through it all our organization has developed and now stands proud and ready to sail to new adventures.

Being a part of EMSA has challenged us, changed us and brought us to the unknown. We hope that you have enjoyed the journey and will stay with us when we chart a new course ahead!

Together, we can shape the World around us!

On behalf of the EMSA European Board,Europeanly yours,

Tin KnezevicPresident of EMSA Europe

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SECTION A:

OFFICIAL DOCUMENTS

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GA SCHEDULE

Thursday September 1st

Friday September 2nd

Saturday September 3rd

Sunday September 4th

08:00 Breakfast Breakfast Breakfast08:30 8:00-9:00 8:00-9:00 and Check-out09:00 Pre-GA I 8:00-10:0009:30 Pillar Session I10:00 Pre GA II 9:00-11:0010:30 9:30-11:0011:00 Coffee Break Coffee Break Pillar Session II11:30 Training II12:00 Arrival 10:00-13:0012:30 Plenary I Plenary IV13:00 11:30-14:00 11:30-14:00 Lunch13:30 13:00-14:0014:00 Lunch Lunch14:30 14:00-15:00 14:00-15:0015:0015:30 Plenary II Plenary V Post-GA Sessions16:00 15:00-17:00 15:00-17:00 Training III16:30 Handover Session17:00 Coffee Break Coffee Break 14:00-18:0017:3018:00 Training I18:30 16:30-19:00 Plenary III Plenary VI19:00 17:30-19:30 17:30-19:3019:3020:0020:30 Dinner Departure21:00 Opening Ceremony Dinner 19:30-21:0021:30 and Gala Dinner 19:30-‐21:0022:00 20:00-‐21:00 European22:30 Village23:00 Party

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MINUTES

Of the 20th EMSA General Assembly 8th-12th September 2010Athens, Greece

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Opening of the General Assembly 9th of September 2010 at 09:40 CET

Pre GA session Tin Knežević, Croatia (President of EMSA Europe 2010/2011): Presentation of the agenda: 1. Opening 2. GA Board: Chair, Vice-‐Chair and Plenary Secretary a. explanation b. candidatures c. elections 3. Commissions: Credential, Constitutional and Financial Commissions a. explanations b. candidatures c. elections 4. Handing out of the voting cards 5. Explanation of motion flow 6. Closing 2. GA Board: 9:45 Motion #1 ”Motion to accept Jacinta Lucke as Chair Ruben da Cruz Lopes as Vice-‐Chair Simone Kooreman as Secretary General for the EMSA General Assemby 2010” Proposer: EEB, Seconder: Jeetindra Balak (The Netherlands) Voted upon by raising of hands. Chair: Jacinta Lucke , The Netherlands 0 against, 0 abstains Vice-‐Chair: Ruben da Cruz Lopes, The Netherlands 0 against, 0 abstains Secretary General: Simone Kooreman, The Netherlands 0 against, 0 abstains Tin Knežević, Croatia (EEB): Motion passes nemo contra 3. GA Commissions Credential commission • Tin Knežević, Croatia (EEB) -‐ Explains the role of the Credential

Commission and makes a call for candidates The following participants at the General Assembly step forward:

-‐ Tamara Darbyshire, The Netherlands -‐ Rita Kamar, The Netherlands -‐ Tessa van Boekholt, The Netherlands -‐ Manoeska Siem, The Netherlands -‐ Wiebke Kewelo, Germany.

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10:00 Motion #2 ”Motion to accept Rita Kamar Tamara Darbyshire Tessa van Boekholt Manoeska Siem Wiebke Kewelo as credential commisson for the EMSA General Assembly 2010” Proposer: EEB, Seconder: Jeetindra Balak (The Netherlands) Voted upon by raising of hands. 0 against, 0 abstain Chair: Motion passes nemo contra Constitutional commission • Tin Knežević, Croatia (EEB) -‐ Explains the role of the Constitutional

Commission and makes a call for candidates. The following participants at the General Assembly step forward:

-‐ Sietke Postema, The Netherlands -‐ Borislav Manev, Macedonia -‐ Veronika Koeppen, Germany

10:05 Motion #3 ”Motion to accept Sietke Postema Veronika Koeppen Borislav Manev As constitutional commissions for the EMSA General Assembly 2010” Proposer: EEB, Seconder: Jeetindra Balak (The Netherlands) Voted by rising of hands. 0 against, 0 abstain Chair: Motion passes nemo contra Financial commission elections • Tin Knežević, Croatia (EEB) -‐ Explains the role of the Financial

Commission and makes a call for candidates.

The following participants at the General Assembly step forward: -‐ Leander Grundeken, The Netherlands -‐ Ingrid Vollenga, The Netherlands -‐ Anna Gilbert, Poland

10:10 Motion #4 ”Motion to accept Ingrid Vollenga Leander Grundeken Anna Gilbert as financial commission for the EMSA General Assembly 2010” Proposer: EEB, Seconder: Jeetindra Balak (The Netherlands) 0 against, 0 abstain Chair: Motion passes nemo contra

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4. Handing out of the voting cards • Tim W. Rattay, Germany (EEB) -‐ Explains that at this GA electronic

voting devices will be used instead of written cards so that to make the voting process more time effective. There will be one voting device for each vote.

A call for proxy forms is made. Participants with voting rights are announced to bring their passports at GA session 1. The passport will act as a guarantee for the voting device so that to make sure that all the devices are given back. 5. Explanation of Motion Flow Anna Dobek, Poland (EMSA Secretary General) explains the motion flow and gives some examples. 6. Closing of the pre-‐GA session Done at 10:19 by the chair. Future of EMSA session • Tin Knežević, Croatia (EEB) -‐ Opens the Future of EMSA session at

10:22 announcing a sessions dedicated to presentations and that this session is going to be shorter then it was initially planned, because of delays.

Recommendation to include „Public health„ in the Medical Ethics Pillar • Constanze Born, Germany (EEB), and Micky las van Bennekom, The

Netherlands (EEB) -‐ State that last year they were working very close together particularly on public health issues. They suggest including the topic of public health to the Medical Ethics pillar and change the pillar’s name. Their argument is that joining ethics and public health will allow for more project opportunities.

• Sandor Ory, The Netherlands -‐ Why not make a new pillar? • Micky las van Bennekom, The Netherlands (EEB) -‐ For now it’s better to

just change the pillar of Medical Ethics in Medical Ethics & Public Health. Two pillars might have been better, but this would be a structural change.

• Sandor Ory, The Netherlands -‐ Is really necessary to rename? • Micky las van Bennekom, The Netherlands (EEB) -‐ Yes. It’s better for

the sustainability. • Alexandros Papadopulos, Greece -‐ Medical Ethics is a very tiny part of

public health. Isn’t it better that, if we change, just to do it well? Don’t be scared to change too much. Why not two pillars?

• Micky las van Bennekom, The Netherlands (EEB) -‐ The Ethics projects are also related with public health. The ethics are too small for a whole pillar. Also, four directors are sometimes hard to work with, five would be too many.

• Sietke Postema, The Netherlands -‐ How is the sustainability now, is it worth changing the name?

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• Micky las van Bennekom, The Netherlands (EEB) -‐ There is a WHO symposium every two years that is very sustainable. There are already a few projects.

• Constanze Born, Germany (EEB) -‐ With this particular pillar is easier to combine, because public health is so related to ethics.

• Jacinta Lucke, The Netherlands (Chair) -‐ Are there any more questions? (No other questions)

Presentation of structural changes • Tin Knežević, Croatia (EEB) -‐ We [the EEB] would like to present and

have these changes adopted as a whole because if we were to adopt them only by pieces they might not function well as they would as whole. We could have proposed several motions for these changes but that would have also been more difficult to vote upon. Who read the documents?

[Many hands are raised but not all] The current structure • Tin Knežević, Croatia (EEB) -‐ First explains the current structure of

EMSA, with the EEB, NC, FMO’s, workgroup, training system (since last NCM). Externals: AMEE, CPME & DM, COE, WHO.

• It’s important to know this if we talk about the structure. Is there anything wrong with this structure?

• Sietke Postema, The Netherlands -‐ It’s not wrong but it can be better. It is really important to have more activation at the national layer, changes in the EEB and a more professional EMSA.

• Jacinta Lucke, The Netherlands -‐ The lines are everywhere now, it must be clearer.

The proposed structure • Tin Knežević, Croatia (EEB) -‐ In the new structure every director is

working with part of the workgroup (workgroup members are project coordinators). A project coordinator (workgroup member) can form a working committee. There are no standing committees because they would be difficult to maintain financially. This is meant to introduce a hierarchy, a flexible hierarchy. With the help of the HRO position, the human resources within the EEB and skills are going to be improved. There will also be a Training System that will be able to provide trainings for the workgroup and training events for FMO’s.

The local and national level NCs are not really workgroups members, but they are in direct contact with the EEB. The EEB wants more coordination nationally, but not national voting rights (FMOs will continue to have voting rights). Every country needs a NC! • Alexandros Papadopulos, Greece -‐ Are you referring to NCs where you

don’t know if there is a national organization, or are they working together?

• Tin Knežević, Croatia (EEB) -‐ The NC is a connection between national level and local level. For example, three EMSA FMO’s in one country

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(all are in EMSA, not in the IFMSA). One other is a member of IFMSA. Now the 4th wants to join EMSA and they chose one NC. The only NC.

• Alexandros Papadopulos, Greece -‐ If there is an IFMSA NMO, than you know there is a connection. If there are only FMOs, how do you know if they work together?

• Tin Knežević, Croatia (EEB) -‐ There is frequently already a Student’s Council, IFMSA and EMSA. We don’t want a national organization if not necessary.

• Borislav Manev, Macedonia -‐ What if they do not want to work together?

• Naomi Begemann, The Netherlands (EEB) -‐ The EEB can help. There has to be a person appointed to this specific task, not a whole board (organization)

• Tin Knežević, Croatia (EEB) -‐ NC should be elected at a national level if possible.

• Borislav Manev, Macedonia -‐ How is going to be the new structure? • Tin Knežević, Croatia (EEB) -‐ We are going to vote on this later.

Moving on to the structure of the EEB: there will be 15 members. The new structure in more detail Tin Knežević, Croatia (EEB) draws the structure: The president and two layers of the EEB: -‐ EB -‐ Everybody else The layers are not strictly defined. The EB leads the EEB and is a decision making body. The GA remains the main and highest decision making body of EMSA. The Board of Officials is the new name of everybody else. • Alexandros Papadopulos, Greece -‐ It can also be the Officials Board

(OB) . • Jacinta Lucke, The Netherlands -‐ Why would the Secretary General

replace the President? • Tin Knežević, Croatia (EEB) -‐ The Vice President has a big workload due

to his involved with the projects. If the VP is the replace, somebody else must replace him (domino effect).

Dissolving the position of Liaison Officer towards the WHO (World Helth Organization): • Constanze Born, Germany (EEB) -‐ Relates the many problems she had

after she started and was in contact with the WHO and with IFMSA. IFMSA represents EMSA in the relations with WHO as both IFMSA and EMSA are medical student organizations. WHO only recognizes one medical student’s representative which is the IFMSA according to the EMSA-‐IFMSA European Partnership Agreement. The EEB proposes to replace, in the new structure, the WHO-‐officer with a new liaison officer that will be in contact with all the formal institutions.

Teddy Bear Hospital Coordinator position is removed from the EEB. Public Relations Officer will be working with the Liaison Officers and the Vice-‐President for External affairs.

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The Fund Raising Officer position is created. The person occupying this position will be able to create a fundraising team and will work with the treasurer. • Tin Knežević, Croatia (EEB) -‐ BEST is a student organization, with a

great fundraising team. The coordinator is the leader of the team. • Sandor Ory, The Netherlands -‐ Who will have voting rights in the EEB. • Tin Knežević, Croatia (EEB) -‐ The EB has voting right; the rest will be

consulted only if the issue concerns them. Otherwise it's too much. • Borislav Manev, Macedonia -‐ Every meeting we change something.

Why not just work? • Tin Knežević, Croatia (EEB) -‐ True. Every board is different. The

structure now is working, but could be better. In the past little thing where changed, now we change a lot.

• Tin Knežević, Croatia (EEB) -‐ The communication is a problem within EMSA.

• Sebastian Schmidt, Germany -‐ It’s a problem to meet each other. We use email a lot and this is not good for big groups. There must be a new system, a sort of Facebook. We are going to refine one we will invite more and more people to join.

• Tin Knežević, Croatia (EEB) -‐ It’s really important everybody understood this, so if you have questions ask!

Closing of the Future of EMSA Session is done by the Chair at 11:23.

GA session I 12.07: The credential commission is not ready yet. We will start first with the pillar sessions. Micky las van Bennekom, The Netherlands (EEB) shows a movie of the EMSA workgroup at 12:18. Opening of GA session I at 15:23 The Chair, Jacinta Lucke, The Netherlands explains the voting rules and the project presentations that will happen on Friday. Changes to the agenda are made: the adoption of the Heidelberg EMScon outcomes and of the NCM report as well as the EMSA EEB accountability session will be moved to tomorrow. • Alexandros Papadopulos, Greece -‐ Can the changes in the internal rules

part I also be postponed to tomorrow, so we can discus them in the FMO’s.

• Jacinta Lucke, The Netherlands (Chair): No, first we accept the new structure before the elections.

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15:29 Motion # 5 ”To adapt the new motion form as presented at the General Assembly” Proposer: Jeetindra Balak, The Netherlands (EEB) Seconder: Alexandros Papadopulos, Greece. Motion passed with absolute majority (51 in favor, 1 against, 11 abstentions) Observation: the layout of this new motion form was sent over the server 15:30 Motion #6 „ Punctuation, spelling mistakes, minor grammatical changes, updated social seat, updates about our international accounts and an update in reference to the change in the Belgian law are added to the Internal Rules„ Proposer: Tim W. Rattay, Germany (EEB) Seconder: Tin Knežević, Croatia (EEB) Motion passes nemo contra Observation: Please refer to the Internal Rules version 11.1 Jeetindra Balak, The Netherlands: the status will also have to be changed in accordance to the new Belgian law. No radical changes will be made, in essence only langue changes and the bank will changed. The exact changes will be made after the ministry has seen it. 15:59 Motion #7 „Change of IR (Internal Rules) according to mandatory changes as proposed.„ The whole change in one motion. Proposer: Tin Knežević, Croatia (EEB), Seconder: Naomi Begemann, The Netherlands (EEB) Amendment #7A on motion #7 From Iza ENE, Romania: To change Board of Officials in Official Board (OB). Alexandros Papadopulos, Greece point of information: it should by Officials boards. The amendment should read: „To change Board of Officials in Officials` Board (OB)„. The amendment is accepted. Amendment #7c on motion #7 Sandor Ory, The Netherlands – I propose to add the following bullet point to 6.2.2 of the Internal Rules version 11.2 (structure): „Maintain the contact with the NC`s and/or LC`s together with the Secretary General„ Reason: Both the Vice-‐President for Internal Affairs and the Secretary General should maintain contact with the NCs and the contact with the LCs. Otherwise the workload is to high for the functions. Naomi Begemann, The Netherlands (EEB) -‐ has a different amendment: it's better in favor externals affairs (external of the EEB). Tin Knežević, Croatia (EEB) -‐ point of information: the VPI has a hard job, being in charge of projects and the rest. There is a vote on Sandor Ory`s motion to („Maintain the contact with the NC`s and/or LC`s together with the Secretary General„ ) Motion passes with absolute majority: 44 in favor, 7 against, 12 abstain Amendment #7C on motion #7 Louis Machado (EEB) proposes „ to put the VPI-‐function (absence of President, IR 6.2.2) in function of the Secretary General.„ The proposer accepts the amendment

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Michaela Hurmer, Germany has a direct negative. Vote 49 in favor,7 against ,11 abstain This is a motion out of order. The credential commission has declared it invalid. 16:03 Motion #8 “1.2 KNOWLEDGE All EMSA members and all EMSA Executives in particular are expected to

know the contents of both the EMSA Statutes, Internal Rules and EMSA Bylaws. 1.3 AVAILABILITY

The EMSA Statutes, Internal Rules and EMSA Bylaws are available for download on the official website of EMSA. 1.4 LEGAL STATUS OF THE ORGANIZATION

EMSA is registered under Belgian Law as an International Association with a pedagogic and scientific purpose.

1.5 OBSERVANCE AND VIOLATION OF EMSA STATUTES AND INTERNAL RULES Every EMSA member is expected to know and observe the EMSA Statutes,

Internal Rules and EMSA Bylaws. When an EMSA member, honorary member, EMSA alumnus, representative or executive board member is proven guilty of violating the EMSA Statutes, Internal Rules or EMSA Bylaws, his/her

membership and/or status can be temporarily suspended by the EMSA European Board until the next General Assembly. This decision will require two-‐thirds majority of the EMSA European Board. The matter must be

presented at the next General Assembly for a final decision, reached by two-‐thirds majority.” Proposer: Tin Knežević, Croatia (EEB), Seconder: Tim W. Rattay, Germany (EEB) Discussion: • Sietke Postema, The Netherlands -‐ Wants a more detailed list of the

bylaws. • Tin Knežević, Croatia (EEB): For example, it's not necessary to put

JEMSA in the Internal Rules. • Sietke Postema, The Netherlands -‐ Why have two documents if the

information puts 2 documents together? • Tin Knežević, Croatia (EEB) -‐ It is more flexible and the document is

smaller • Alexandros Papadopulos, Greece -‐ Could the EEB change the document

without the GA. • Tin Knežević, Croatia (EEB) -‐ The new version has to be adopted. • Sofia Ribeiro, Portugal -‐ Has no question anymore. • Tim W. Rattay, Germany (EEB) -‐ If someone wants a partnership with

EMSA, now the EB can adopt one without waiting for a GA and it's official according to the bylaws.

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• Alexandros Papadopulos, Greece -‐ What if the GA afterwards disapproves?

• Tin Knežević, Croatia (EEB) -‐ There are no big decisions, now the EB does it unofficially.

No amendments Vote -‐ Sietke Postema, The Netherlands has a direct negative. Voting: 39 in favor, 20 against, 14 abstain. TOTAL 73 Motion passes with relative majority 16.07 Motion #9 “2.1.3 MEDICAL STUDENT A medical student is anybody studying at a medical faculty and following a medical curriculum and who does not yet have the authorization to practice.” Proposer: Luis Machado, Portugal (EEB), Seconder: Naomi Begemann, The Netherlands (EEB) No amendments Motion passes nemo contra 16:09 Motion #10 “2.2 EXECUTIVE BODIES EMSA Executive bodies are:

-‐ The EMSA European Board; -‐ EMSA National Boards; -‐ Faculty Member Organizations (FMOs); -‐ An EMSA Task Force -‐ The European Medical Students’ Council (EMS Council); -‐ Advisory Council. -‐ Working Group”

Proposer: Naomi Begemann, The Netherlands (EEB), Seconder: Luis Machado, Portugal (EEB) No amendments Motion passes nemo contra 16:10 Motion #11 “2.2.5 WORKING GROUP The EMSA Working Group or the EMSA WG is an international body of EMSA Europe that supports the EMSA European Board and coordinates various international projects. Members of the WG are appointed by the EB and their mandate is not limited. Membership in the WG can only be given to Director’s Assistants, Project Coordinators or other prominent EMSA members, as deemed fit by the EB. Every member of the WG reports to his or her designated EEB member. Those are mostly the Directors. Every member of the WG can lead his/her own team. This group/committee has to abide by the EMSA Europe statutes, internal rules and bylaws and answers to the EMSA European Board.”

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Proposer: Naomi Begemann, The Netherlands (EEB), Seconder: Tin Knežević, Croatia (EEB), Croatia Motion passes nemo contra 16:11 Motion #12 “2.3.3 EMSA HONORARY TRUSTEES EMSA honorary trustees are people who have contributed outstandingly to EMSA. They receive their status by a decision of the General Assembly.“ Proposer: Tin Knežević, Croatia (EEB), Seconder: Tim W. Rattay, Germany (EEB) Motion passes nemo contra 16:13 Motion #13 “3.4.2 OFFICIAL EMSA FUNCTIONS EMSA Alumni can remain involved in EMSA Europe as members of the advisory council or as external advisors to EMSA Project committees” Proposer: Luis Machado, Portugal (EEB), Seconder: Naomi Begemann, The Netherlands (EEB) Motion passes nemo contra 16.16 Motion #14 “Just look at the mentioned sections. It is only capitals and deleting an ‘s’ or something like that.”[Mention to adopt grammar and punctuation changes] Proposer: Naomi Begemann, The Netherlands (EEB), Seconder: Alexandros Papadopulos, Greece Discussion: • Iza Ene, Romania -‐ Can I see the corrected version of the document in

English? Motion passes nemo contra 16:17 Motion #15 “3.5.2 REQUIREMENTS In order to become a Faculty Member Organization (FMO), the following requirements have to be fulfilled. The organization:

-‐ consists of medical students from a medical faculty situated in Europe.

-‐ operates at only one faculty. -‐ has to be a non-‐political organization. -‐ allows all medical students at its faculty to become a member. -‐ has statutes and is registered under law. -‐ should inform the dean of the faculty of the existence of the FMO. -‐ supports the objectives of EMSA. -‐ acts according to the spirit of EMSA. -‐ has paid the annual registration fee. -‐ has no debts towards EMSA.”

Proposer: Tin Knežević, Croatia (EEB), Seconder: Tim W. Rattay, Germany (EEB)

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16:25 Alternative Motion #15a • Veronika Koeppen, Germany -‐ Part with the dean must go out

(amendment #15a). It can be harmful if the dean is not helpful and it's not really necessary. Amendment is not accepted by proposer.

• Tin Knežević, Croatia (EEB) -‐ Text has to be: “should inform, not have to inform.”

16:25 Vote (alternative option):31 in favor, 30 against, 10 abstain. The amendment is put with the original motion Discussion: • Borislav Manev, Macedonia -‐ How can you calculate which

organization has more members? • Tin Knežević, Croatia (EEB) -‐ We would leave that part out and change

it that they have to work together. • Michaela Hurmer, Germany -‐ Political organization has to be changed

in non-‐political organization. • Tin Knežević, Croatia (EEB) -‐ Yes we are politically active. We don’t

know what the legal phrase, so vote tomorrow (additional motion). 16:27 Vote: 40 in favor, 18 against, 13 abstain. TOTAL: 71 Motion passes with a relative majority Motion proposal # / Motion Withdrawn “Responsibility FMO…they should inform the LC, update their data once a year” Proposer: Luis Machado, Portugal (EEB), Seconder: Naomi Begemann, The Netherlands (EEB) Discussion: • Veronika Koeppen, Germany -‐ What happens to FMOs which pay but

did not filled in the form. Do they not have voting rights? • Tim W. Rattay, Germany (EEB) -‐ There is going to be a more specific

motion which levels FMO´s. Motion postponed in order to first vote that one. Motion proposal #/ Motion Withdrawn “Passive membership and loose voting rights at GA” Proposer: Naomi Begemann, The Netherlands (EEB), EEB withdraws both motions and prepare them better tomorrow. 16:36 Motion #16 ” 3.7.2 REFUSAL AS FACULTY MEMBER ORGANIZATION (FMO) A request for registration as Faculty Member Organization (FMO) can be refused when the requirements are not met. In this case the EMSA European Board will send a letter of refusal to the requesting organization, providing an explanation and possible solutions. Any payments will be returned, necessary transaction fees are paid by the applying FMO.”

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Proposer: Tim W. Rattay, Germany (EEB), Seconder: Borislav Manev, Macedonia No amendments Motion passes nemo contra 17.01 Motion # 17 “...to rename the current pillar of “Medical Ethics” into “Public Health and Medical Ethics” Proposer: Jeetindra Balak, The Netherlands (EEB), Seconder: Constanze Born, Germany (EEB) Discussion: • Veronika Koeppen, Germany -‐ Why is medical ethics not in the front

anymore? • Micky las van Bennekom, The Netherlands (EEB) -‐ The focus should be

more on public health. • CPME also focuses more on public health. • Micky las van Bennekom, The Netherlands (EEB) -‐ If people think of

ethics they name things related things on public health. • Alexandros Papadopulos, Greece -‐ HELMSIC want medical ethics

should be combined with medical science, and there should be a new pillar public health.

• Micky las van Bennekom, The Netherlands (EEB) -‐ Wants not put science not together with ethics.

• Tim W. Rattay, Germany (EEB) -‐ People who are involved in science has not their main focus on ethics.

• Constanze Born, Germany (EEB) -‐ Against medical ethics in front. The focus lies more on public health.

• Sofia Ribeiro, Portugal -‐ In favor medical ethics in front. Everything in public health starts with ethics. Look at the process.

• Micky las van Bennekom, The Netherlands (EEB) -‐ Doesn’t agree. • Tin Knežević, Croatia (EEB) -‐ More we have the feeling that we create a

public health pillar and do also some ethics. It's very hard to sustain the ethics projects because it can be overrun with public health.

• Micky las van Bennekom, the Netherlands (EEB) -‐ It is still related. • Ingmar Rinas, Germany -‐ Things like science are also connected to

ethics. • George Starxidis, Greece -‐ Why not 2 pillars. • Tin Knežević, Croatia (EEB) -‐ Too many changes otherwise. • Paul-‐Henry Mackeprang, Germany (EEB) -‐ IFMSA is doing a lot in public

health and EMSA does ethics, it's not good for the relationships. And I don’t wants to sacrifice ethics over public health. Chair, there are alternative motions.

• Goknur Topcu, Turkey – Would like to have a new pillar on public health, to add a 5th pillar.

• Micky las van Bennekom, The Netherlands (EEB) -‐ Is not in favor the two pillars are to much the same, and they have to begin from scratch. It's better that now put them together and later split them.

• Constitutional Committee -‐ With another pillar, there will also be a new director.

• Goknur Topcu, Turkey -‐ So now trying, and next one or two years split.

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• Micky las van Bennekom, The Netherlands (EEB) -‐ Yeah maybe splitting if the pillar is strong enough.

Alternative: • Alexander Papadopoulos, Greece -‐ Public health has little to do with

ethics. Put it together with medical education. And a new pillar public health.

• Tin Knežević, Croatia (EEB) -‐ Those pillars are doing very different things.

17:01 Vote (#17-‐20), Ethics Pillar name • Motion 17, Public Health -‐ Ethics (11 in favor) • Motion 18, Ethics -‐ Public Health (25 in favor) • Motion 19, Greece model (6 in favor) • Motion 20, 5 pillars (16 in favor)

Vote, 10 against, 4 abstain 17.05 Motion #21 “The debate on the motion be reopened tomorrow.” Proposer: Veronika Koeppen, Germany Seconder: Tin Knežević, Croatia (EEB). We vote. Vote: 47 in favor, 21 against, 5 abstain, Total: 73 Motion passes. Motion proposal / Missing number -‐ Withdrawn “Implementing meeting in the Statutes. Now it's not, EEB members won't get a refunding.” Proposer: Constanze Born, Germany (EEB), • Veronika Koeppen, Germany -‐ Motion on the refunding or reopen a list • Constanze Born, Germany (EEB) -‐ This motion is for every liaison

officer. • Tim W. Rattay, Germany (EEB) -‐ Money for EMSA comes from EU. The

meetings have to be in the statutes to get money. Now we can apply for money, if they don`t want to go it goes back to the EU.

Withdrawal of the motion, discussion tomorrow. Motion proposal / Missing number -‐ Withdrawn “National sections and NC. How they are elected? Proposer: Veronika Koeppen, Germany, • Tin Knežević, Croatia (EEB) -‐ BVMD or EMSA needs to change their

rules. Is it not better to make an appointment with BVMD that the NC is approved by the FMO?

• Veronika Koeppen, Germany -‐ The described election is not equal to the other elects in BVMD.

• Michaela Hurmer, Germany -‐ We don’t have separate elections. BVMD will change their statutes so the EMSA will be in them.

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• Tim W. Rattay, Germany (EEB) -‐ After the EMSA Germany meeting it's possible that also people out of EMSA can be elected as NC. The IR will be very clear.

• Veronika Koeppen, Germany -‐ Repeats the literal change. • Tim W. Rattay, Germany (EEB) -‐ Has an amendment on the words. • Tin Knežević, Croatia (EEB) -‐ Has no problem with the idea but only the

words. Country has to have FMO or have to accept it, because it's an official EMSA position.

• Jacinta Lucke, The Netherlands (Chair) -‐ Sit together and come to a consensus!

Withdrawal of the motion, discussion tomorrow. Chair -‐ Be nice to the Credential Commission. Closing of the GA session I at 17.25.

GA session II Opening 9:37h. Chair explains de rules again. EB accountability session President – Tin Knežević, Croatia Discussion: • Alexandros Papadopulos, Greece -‐ How to move towards the decision

made in Heidelberg regarding our cooperation with the IFMSA? • Tin Knežević, Croatia (EEB) -‐ There were 2 decisions. One was to make

a taskforce. The problem is that there is a misunderstanding about what was meant with the second motion: to merge or to cooperate.

• Tin Knežević, Croatia (EEB) -‐ Has spent a lot of time talking to Silva Rukavina (IFMSA) but he will get into further detail tomorrow.

• Fleur de Jong, The Netherlands -‐ Compliments to Tin! 9:48 Motion #22 “Acceptance of Annual Report of Tin Knežević, the President” Proposer: Tin Knežević, Croatia (EEB) Seconder: is Anna Dobek, Poland (EEB) Amendments: no We vote. Vote: 65 in favor, 3 against, 5 abstain, Total: 73 Motion passes with absolute majority.

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Vice president – Anna Dobek, Poland Discussion: • Veronika Koeppen, Germany -‐ Where is the updated list? The list is

updated several times in the year. It will be public. • Tin Knežević, Croatia (EEB) -‐ Website, can we see it? • Tim W. Rattay, Germany (EEB) -‐ Writes the website’s address. More

will be published soon. • X -‐ How did the EEB keep on working? • Tim W. Rattay, Germany (EEB) -‐ Some private issues, we are very proud

that she returned so motivated. 9:57 Motion #23 “Acceptance of Annual Report of Anna Dobek, the Vice President” Proposer: Tim W. Rattay, Germany (EEB) Seconder: Tin Knežević, Croatia (EEB) Amendments: no We vote. Vote: 72 in favor, 0 against, 1 abstain, Total: 73 Motion passes with absolute majority. Secretary General – Jeetindra Balak, The Netherlands Isn’t at the GA. Anna Dobek, Poland (EEB)) will present the annual report. Discussion: • Anna Dobek, Poland (EEB) -‐ How many online meeting did we have?

Checking the report-‐ around 20. • Ruben Da Cruz Lopes, The Netherlands -‐ Where do you see a solution

for all the mails that you have to reed? EEB is looking in favor a solution, EEB should mail less.

• Jacinta Lucke, The Netherlands -‐ How many exams did Jeetindra pass? Not many.

10.06 Motion #24 “Acceptance of Annual Report of Jeetindra Balak, the Secretary General” Proposer: Tim W. Rattay, Germany (EEB) Seconder: Tin Knežević, Croatia (EEB) Amendments: no We vote. Vote: 68 in favor, 2 against, 1 abstain, Total: 71 Motion passes with absolute majority. Treasurer – Tim W. Rattay, Germany Discussion: • Veronika Koeppen, Germany -‐ Compliments for Tim he was not only

treasurer but a really active member. • Tin Knežević, Croatia (EEB) -‐ A lot of life happened in this EEB,

compliments to the EEB.

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10.12 Motion #25 “Acceptance of Annual Report of Tim W. Rattay, the Treasurer” Proposer: Tim W. Rattay, Germany (EEB), Seconder: Anna Dobek, Poland (EEB) Amendments: no We vote. Vote: 71 in favor, 1 against, 2 abstain, Total: 74 Motion passes with absolute majority. Medical education director – Raquel Correia, Portugal Discussion: • Veronika Koeppen, Germany -‐ Specify what European projects you’ve

made. We made a workgroup, a wish project? We are making a website about the Erasmus Program and we work together with IFMSA.

• Sietke Postema, The Netherlands -‐ Problems to contact local level,

what did you do? She send emails, but she notice that the field is not very strong. She couldn’t find many motivated people.

• Anne Aike Driessen, The Netherlands -‐ Do you have any tips for your

successor? She explained that in her annual report one of the tips is to have face-‐to-‐face meetings with local people.

• Tamara Darbyshire, The Netherlands -‐ Working with assistants, did that help? She got the assistants in April, and tried to have contact with them on the Internet. She is working with them to prepare everything for her successor.

• Constanze Born, Germany (EEB) -‐ Did you have contact with AMSA? No it's not her task.

• Tin Knežević, Croatia (EEB) -‐ We were in contact with AMSA, they were very slow from their side for a partnership. Everything is on hold.

• Diogo Belo, Portugal -‐ Congratulations for the good work. 10.21 Motion #26 “Acceptance of Annual Report of Raquel Correia, the Medical Education Director” Proposer: Tim W. Rattay, Germany (EEB) Seconder: Tin Knežević, Croatia (EEB) Amendments: no We vote. Vote: 31 in favor, 28 against, 14 abstain, Total: 73 Motion passes with absolute majority.

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Medical ethics director – Micky Las van Bannekom, The Netherlands

Discussion: • Anna Dobek, Poland (EEB) -‐ Micky was sending so much mail, she

worked very well! How did you manage? She didn’t do anything on the university.

• Constanze Born, Germany (EEB) -‐ Appreciated working with her. Good job!

• Tin Knežević, Croatia (EEB) -‐ I’ve heard that EMSA wasn’t involved very well in WHSS. Good that she was in Egypt to talk with all the organizations, good chance to do it.

10.30 Motion #27 “Acceptance of Annual Report of Micky Las van Bannekom, the Medical Ethics Director” Proposer: Tim W. Rattay, Germany (EEB) Seconder: Tin Knežević, Croatia (EEB) Amendments: no We vote. Vote: 69 in favor, 2 against, 2 abstain, Total: 73 Motion passes with absolute majority. Medical Science director – Kavita Aggarwal, United Kingdom Isn’t at the GA. Tim W. Rattay, Germany (EEB) will present the annual report. Discussion: • Ruben Da Cruz Lopes, The Netherlands -‐ What do you think she

achieved? People interested in research are in labs and are not really in

EMSA, really hard to get them involved. • Ruben Da Cruz Lopes, The Netherlands -‐ She didn’t go to the NEMSC

Congress.

• Tim W. Rattay, Germany (EEB) -‐ She was board member of NEMSC, she wasn’t there because she didn’t had the money

• Ruben Da Cruz Lopes, The Netherlands -‐ You think is important to go? • Tim W. Rattay, Germany (EEB) – Yes. It is also more important to go to

the face-‐to-‐face meetings. • Constanze Born, Germany (EEB) -‐ She will go in October and will help

Constanze. 10.37 Motion #28 “Acceptance of Annual Report of Kavita Aggarwal, the Medical Science Director” Proposer: Tim W. Rattay, Germany (EEB) Seconder: Tin Knežević, Croatia (EEB) Amendments: no We vote. Vote: 30 in favor, 33 against, 11 abstain, Total: 74 Motion fails. European Integration – Naomi Begemann, The Netherlands

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Discussion: • Micky las van Bennekom, The Netherlands (EEB) – You did a lot for the

training system. How was it and how is it now? There was nothing, only trainers from different organizations. Now we have contacts with organizations and coordinators and there are a lot of training events coming.

• Tim W. Rattay, Germany (EEB) -‐ Sad that she’s leaving, but she will be a good local president.

10:42 Motion #29 “Acceptance of Annual Report of Naomi Begemann, the European Integration Director” Proposer: Tim W. Rattay, Germany (EEB), Seconder: Tin Knežević, Croatia (EEB) Amendments: no We vote. Vote: 68 in favor, 2 against, 3 abstain, Total: 73 Motion passes with absolute majority. European Medical Organizations Liaison Officer, EMO-‐LO – Luis Machado, Portugal Discussion: • Tim W. Rattay, Germany (EEB) -‐ Very happy that Luis Machado,

Portugal (EEB) is now in the CPME Permanent Officer (PO)! • Luis Machado, Portugal (EEB) -‐ Now is easier to understand because he

is working and not studying. • Constanze Born, Germany (EEB) -‐ What do you think about the

cooperation with the last PO? He was really amazing and he helped a

lot. • Elif Keles, Turkey -‐ What kind of work did you do for CPME? He was

working on all of their statements. 10:52 Motion #30 “Approval annual report Luis Machado, the EMO-‐LO.” Proposer: Tim W. Rattay, Germany (EEB), Seconder: Tin Knežević, Croatia (EEB) Vote: 60 in favor, 7 against, 4 abstain Motion passes with absolute majority. World Health Organization Liaison Officer, WHO-‐LO – Constanze Born, Gemrany Discussion: • Alexandros Papadopulos, Greece – What were your goals and

objectives at the World health assembly in Berlin? She was very surprised by all the feedback she got for women’s day. She will present the results and will be giving a workshop.

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• Sietke Postema, The Netherlands -‐ How do you see the future of EMSA at the WHO, because IFMSA is also involved there. There can be only one medical student organization and IFMSA has that position. Still she tried but it didn’t work.

• Micky las van Bennekom, The Netherlands (EEB) -‐ How do you want to achieve durability in EMSA? You weren’t as active as you wanted on the NGO meeting at the ESC? She will be more present on the ESC.

11:01 Motion #31 “Approval of annual report of Constanze Born, the WHO-‐LO.” Proposer: Tim W. Rattay, Germany (EEB) Seconder: Tin Knežević, Croatia (EEB) Vote: 65 in favor, 2 against, 7 abstain Motion passes with absolute majority. Student Organizations Liaison Officer, SOLO -‐ Verena Thiel, Germany Presented by Tin Knežević, Croatia (EEB) Discussion: • Ruben Da Cruz Lopes, The Netherlands -‐ Why was there no one at the

IFMSA GA in Montreal? They didn’t have money and there was a face to face EEB meeting at the same time.

• Zergelis Agisilaos (Greece) -‐ Concrete plans from Verena for the next months. They will talk about that tomorrow.

• Paul-‐Henry Mackeprang, Germany (EEB) -‐ Why is she not here? She has Exams, finals

• Gvantsa Tabaghua, Georgia -‐ Do we have connections with other organization? The answer will be given tomorrow. But in short, yes...

• Iza Ene, Romania -‐ What will have been the achievements of her term? • X -‐ A more specific cooperation with other organizations and a better

relation with IFISO and LSS.

11:09 Motion #32 “Approval of annual report of Verena Thiel, the SO-‐LO.” Proposer: Tim W. Rattay, Germany (EEB) Seconder: Tin Knežević, Croatia (EEB) Vote: 25 in favor, 26 against, 19 abstain. Motion fails. • Paul-‐Henry Mackeprang, Germany (EEB) -‐ point of information -‐ if the

reports are not approved, they have to pay back the reimbursements. • Alexandros Papadopulos, Greece -‐ That doesn’t matter. Money should

not be the most important thing, when thinking about these reports. • Mihai Radulescu, Sweden -‐ We voted now and cannot go back in time.

We have very high demands of the EEB members, so that is the reason why people are disappointed.

• Veronika Koeppen, Germany -‐ Nowhere in the IR is stated what happens when a report is not approved.

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Public Relations Officer, PRO – Paul-‐Henry Mackeprang, Germany Discussion: • Tim W. Rattay, Germany (EEB) -‐ Why is portfolio print later. Paul-‐Henry

Mackeprang, Germany (EEB) had finals, and no computer. Now they are waiting for the new board, so everything is right for the coming year.

• Veronika Koeppen, Germany -‐ Who made the website? Externals made the website. The content was made by Anna Dobek, Poland (VP).

• Veronika Koeppen, Germany -‐ Says the internal rules should be on the website.

• Iza Ene, Romania -‐ Congratulations.

11.22 Motion #33 “Approval of annual report of Paul-‐Henry Mackeprang, the PRO.” Proposer: Tim W. Rattay, Germany (EEB) Seconder: Tin Knežević, Croatia (EEB) Vote: 65 in favor, 0 against, 6 abstain Teddy Bear Hospital Coordinator, TBH-‐coordinator – Alexander Adda, Ukraine There is no annual report or presentation. • Tin Knežević, Croatia (EEB) -‐ Has never seen him. There has been a lot

of discussion, whether to fire him or not, but there was no precedent. The GA has to decide on this.

• Anna Dobek, Poland (EEB) -‐ Says they were looking for contact but there has been no response.

• Veronika Koeppen, Germany -‐ To discharge someone can only be done by the EEB.

• Tin Knežević, Croatia (EEB) -‐ The GA is the highest decision making body, so he can be discharged, even if that is not in the Internal Rules.

• Jacinta Lucke, The Netherlands (Chair) -‐ If he is not fired, he will be in the EMSA archives as EEB member.

• Sietke Postema, The Netherlands -‐ Reads the rules regarding the discharging of EEB members. We can vote upon it, but there has to be a two third majority.

11:24 Motion #34 To discharge Alexander Adda, the TBH-‐coordinator of the year 2010. Proposer: Ruben Da Cruz Lopes, the Netherlands, Seconder: Sandor Ory, the Netherlands. Vote: 54 in favor, 7 against, 10 abstain Motion passes with an absolute majority. The TBH coordinator is discharged. Pause 11.19, re-‐open 11.49

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Candidatures President: Tin Knežević, Croatia (EEB) • Jacinta Lucke, The Netherlands -‐ There is not a lot of time for

questions. Only important ones. • Mihai Radulescu, Sweden -‐ What do you see as your task? • Tin Knežević, Croatia (EEB) -‐ Everyone has his own task. His depends a

lot on the new EEB. He is giving them tasks and pays attention to the workload.

• Alexandros Papadopulos, Greece -‐ Specific point for EMSA-‐IFMSA-‐cooperation?

• Tin Knežević, Croatia (EEB) -‐ Tomorrow will be the big discussion prior to the elections.

VPI: Sietke Postema, The Netherlands • Tim W. Rattay, Germany (EEB) -‐ What happens in countries with only

one FMO? • Sietke Postema, The Netherlands -‐ Then someone of that FMO is NC. • Raquel Correia, Portugal -‐ What happens in countries that don’t have

an NC? • Sietke Postema, The Netherlands -‐ She will stimulate that there will be

one. If not, she will remain in contact with the FMO’s. VPE: Christoph Philipsenburg, Germany, presented by Sietke Postema, The Netherlands. • Sandor Ory, The Netherlands -‐ He has had a year off, is that not a

problem to him? • Sietke Postema, The Netherlands -‐ He was a part of EMSA, so he was

not completely out of the game. He did a lot in the taskforce. • Veronika Koeppen, Germany -‐ Was he good to cooperate with? • Sietke Postema, The Netherlands -‐ Yes. • Tin Knežević, Croatia (EEB) -‐ Add that’s a new function, but Tin has had

a lot of contact with Christoph about the function and the new structure.

• Paul-‐Henry Mackeprang, Germany (EEB) -‐ Christoph is of the same FMO, he is a really good guy. If you want, Paul-‐Henry can answer questions as well.

• Tamara Darbyshire, The Netherlands -‐ He is not here because he has exams. Is that a problem for the entire year?

• X -‐ No, only now because of an Erasmus program last year. • Constanze Born, Germany (EEB) -‐ He will have contact with the WHO,

but that is also a task of the Liaison officers. How will he manage that? • X -‐ He trusts them, but he has a lot of experience, also because of his

good relation with IFMSA. Secretary General: Anna Dobek, Poland • Jeetindra Balak, The Netherlands -‐ With the new structure, there are

more tasks to your function. This takes more time. Do you have that? • X -‐ She will stop her studies for a year and has a lot of experience, so it

will be faster.

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Treasurer: Tim W. Rattay, Germany (EEB) W. Rattay • Tin Knežević, Croatia (EEB) -‐ The last months of your term you will

already be working. Will you still work on EMSA stuff then? • Tim W. Rattay, Germany (EEB) -‐ Yes, of course.

Medical Education Director: two candidates. Matthew Attard, Malta, leaves the room. Suleyman Yildiz, Turkey: • Alexandros Papadopulos, Greece -‐ What are you specific goals with the

IFMSA-‐SCOME? He will have contact with everyone and hopes for a good collaboration.

• Veronika Koeppen, Germany -‐ I believe in you! You were very good with hosting the NCM.

• Micky las van Bennekom, The Netherlands (EEB) -‐ I heard you were first interested in the science pillar, but why did you decide to go for this position? He had a meeting with the university about JEMSA and it didn’t work, so he will put his energy to medical education.

Suleyman Yildiz, Turkey, leaves the room. Matthew Attard, Malta gives his presentation: • Alexandros Papadopulos, Greece -‐ What are you specific goals with the

IFMSA-‐SCOME collaboration? He will maintain a good relationship with IFMSA. He knows the people. People need to cooperate and not split up. He will form a bridge.

• Zergelis Argisilaos, Greece -‐ Why are trainings useful to empower the motivation of local FMO’s?

• x • Matthew Attard, Malta -‐ He will make a handbook that will make sure

that they are not alone. Let them know they can make a difference. This will take time.

• Sandor Ory, The Netherlands -‐ Role in the EEB, how? • Matthew Attard, Malta -‐ He will make joint projects en cooperate with

other directors and liaison officers. • Sietke Postema, The Netherlands -‐ You gave a training at the NCM. And

followed a TNT. Does he have to qualities to organize an entire week of training?

• Matthew Attard, Malta -‐ He is not going to do it alone, but with others. • Micky las van Bennekom, The Netherlands (EEB) -‐ I am very happy with

you as workgroup member. • Iza Ene, Romania -‐ How do you work in a group? Do you like to work

alone or in a group? How much time do you want to invest in handover?

• Matthew Attard, Malta -‐ Doesn’t believe in assistants. As a team you can achieve a lot.

Medical Science Director: Borislav Manev, Macedonia • Veronika Koeppen, Germany -‐ Are you going to continue with your

study, together with everything you are doing in EMSA? • Borislav Manev, Macedonia -‐ This is his last year and he is going to give

everything. After that he will focus on study again.

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• Paul-‐Henry Mackeprang, Germany (EEB) -‐ How are you going to combine the hosting of the GA with the EEB?

• Borislav Manev, Macedonia -‐ He will make teams and do it together with them.

• Sofia Ribeiro, Portugal -‐ Are you going to go to scientific congresses in contrary to the current director?

• Borislav Manev, Macedonia -‐ EMSA needs to be represented, so he will try to do it.

• Tin Knežević, Croatia (EEB) -‐ There are some things going to change regarding JEMSA.

Medical Ethics Director: Sebastian Schmidt, Germany • Micky las van Bennekom, The Netherlands (EEB) -‐ When you start with

your term, what are you dreams for the projects? • Sebastian Schmidt, Germany -‐ The blueprints, so it’s easier to adapt it

for FMO’s. • Paul-‐Henry Mackeprang, Germany (EEB) -‐ IFMSA does a lot in SCOPH,

how do you see the collaboration? • Sebastian Schmidt, Germany -‐ There are a lot of similar projects. He

refers to the blueprints; he thinks they have so much potential. Can be together IFMSA-‐EMSA, without emerging. Ruxandra Dascalescu, Romania -‐ Money for the blueprints? Sebastian Schmidt, Germany -‐ Can be free, if you shared them in digital form.

European Integration Director: Sofia Ribeiro, Portugal; Naomi Begemann, The Netherlands (EEB) gives the presentation • Veronika Koeppen, Germany -‐ Finished with her exams? • Sofia Ribeiro, Portugal -‐ No, she is still a medical student for one year

and she is going to finish her master thesis. • Constanze Born, Germany (EEB) -‐ How was the collaboration? • Naomi Begemann, The Netherlands (EEB) -‐ She was responding really

fast and helped her with the LSS and Twinning. • Iza Ene, Romania -‐ Is she planning to attend international meetings? • Naomi Begemann, The Netherlands (EEB) – Yes.

Liaison Officer towards European Medical Organizations: Elif Keles, Turkey • Zergelis Argisilaos, Greece -‐ How do you see future collaboration with

IFMSA? • Elif Keles, Turkey -‐ In her FMO EMSA and IFMSA are together and she

also worked on IFMSA stuff. She knows the Team of Officials of IFMSA. • Constanze Born, Germany (EEB) -‐ Curious about how to implement

internships, given the status with the WHO? • Elif Keles, Turkey -‐ IFMSA has a internship, she is looking at the results

of the workgroup. • Paul-‐Henry Mackeprang, Germany (EEB) -‐ Only IFMSA can contact

WHO because of the agreement. • Elif Keles, Turkey -‐ She will look into all the rules and see what is

possible. See if we can be officially recognized. • Raquel Correia, Portugal -‐ IFMSA is contact organization for UNESCO as

well.

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• Elif Keles, Turkey -‐ During her internship at WHO she knows that there is a restriction for EMSA collaboration.

• Raquel Correia, Portugal -‐ What about the other organizations like CPME?

• Elif Keles, Turkey -‐ There is a good relationship and she wants to keep the collaboration.

• Raquel Correia, Portugal -‐ How are you going to pay for the meetings? • Elif Keles, Turkey -‐ Most of them are in Europe and she will ask for

funding at her university and TurkMSIC. • Luis Machado, Portugal (EEB) -‐ How are you going to combine the

functions? • Elif Keles, Turkey -‐ Some are already finished, some are easy to

combine. She is already in a routine. • Luis Machado, Portugal (EEB) -‐ Second question, you named a lot of

medical organizations, but not all. • Elif Keles, Turkey -‐ She will keep her focus on the most important ones.

Liaison officer to students’ organizations: no candidates Liaison officer to formal institutions: no candidates PR-‐officer: Ingmar Rinas • Naomi Begemann, The Netherlands (EEB) -‐ Did you see the portfolio?

Do you like it or do you want to change it? • Ingmar Rinas, Germany -‐ Yes, he’s seen it, it's good. It looks

professional. • Tin Knežević, Croatia (EEB) -‐ European media -‐ usage of international

level, how will it help in the local level? • Ingmar Rinas, Germany -‐ He will make a corporate design for EMSA. • Tim W. Rattay, Germany (EEB) -‐ I’m happy with the candidate • Zerdelis Agisilaos, Greece -‐ Do you have experience with designing a

whole corporate identity. • Ingmar Rinas, Germany -‐ He forgot to mention it, but he designed

corporate identity on the local level. Nothing big. • Anna Dobek, Poland (EEB) -‐ How do you react on comments from the

EEB on your designs? • Ingmar Rinas, Germany -‐ Can’t say now.

Human resources officer: Iza Ene, Romania • Borislav Manev, Macedonia -‐ Do you want to organize trainings for

trainer? • Iza Ene, Romania – Yes. • Tim W. Rattay, Germany (EEB) -‐ You will you provide training to EB and

OB? • Iza Ene, Romania -‐ Trainings at face to face meetings are the best.

There will be some time. She also did one-‐on-‐one trainings. Otherwise there is always the option of doing online trainings.

• Paul-‐Henry Mackeprang, Germany (EEB) -‐ Potential in medical education?

• Iza Ene, Romania -‐ Yes. • Paul-‐Henry Mackeprang, Germany (EEB) -‐ Will you help the officer? • Iza Ene, Romania – Yes.

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• Tin Knežević, Croatia (EEB) -‐ Working together with other organization for joint session. Do you have some one in mind, who can help you?

• Iza Ene, Romania -‐ Not yet. • Naomi Begemann, The Netherlands (EEB) -‐ Questions are already

answered. Fundraising commission: Eral Gökalp, Turkey • Tin Knežević, Croatia (EEB) -‐ If you go to a new sponsor, could you

please explain what you would do? Which steps would you take? • Eral Gökalp, Turkey -‐ Prepare a document for the sponsor, meeting

with EEB and taskforce, be sure that they know us and we know them. • Tin Knežević, Croatia (EEB) -‐ What do you ask or search from a

sponsor? What you want? • Eral Gökalp, Turkey -‐ We need to give something to them and we will

also ask. • Zerdelis Agisilaos, Greece -‐ Do have national or international

experience? • Eral Gökalp, Turkey -‐ He has only local experience. • Tim W. Rattay, Germany (EEB) -‐ Have you ever assisted a big meeting

with a lot of money from different sponsors? • Eral Gökalp, Turkey -‐ Yes. The most is about 5000 euro.

And Tamara Darbyshire, The Netherlands: • Paul-‐Henry Mackeprang, Germany -‐ What is your opinion about

pharmaceutical sponsoring? • Tamara Darbyshire, The Netherlands -‐ She would consider it, but it is

something that regards the entire EEB and EMSA. They have to back that up. She has some experience with that debate in in IFMSA-‐NL.

• Iza Ene, Romania -‐ Have you raised money and how much? • Tamara Darbyshire, The Netherlands -‐ Yes, I did. You must prepare,

work but we have raised for example 10.000 euro. • Zerdelis Agisilaos, Greece -‐ Experience applying for grant outside NL? • Tamara Darbyshire, The Netherlands -‐ Not really, but has experience

communicating with abroad organizations. • Tim W. Rattay, Germany (EEB) -‐ Very happy with Tamara and with the

second candidate! Did not expect it. Question for both candidates:

• Paul-‐Henry Mackeprang, Germany (EEB) -‐ International fundraising experience.

• Both -‐ None. • Sietke Postema, The Netherlands -‐ Do you want to be an assistant, if

you are not elected? • Tamara Darbyshire, The Netherlands -‐ Yes, but i would also look into

other functions. • Eral Gökalp, Turkey -‐ Yes to gain experience in EMSA. • Iza Ene, Romania -‐ Fundraising for products, is it worth it to cover

your budget? • Both -‐ Yes.

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Eral leaves the room. Questions for Tamara. • Tin Knežević, Croatia (EEB) -‐ You want to contact two different

sponsors, a printer and a pharmaceutical company. Will you do that differently, and how?

• Tamara Darbyshire, The Netherlands -‐ Yes, she can image that the companies are different and you need to look for a common interest between you and the company. You need to adjust to that. With a pharmaceutical company you have a lot more discussion because they are very commercial.

Tamara leaves the room. Questions for Eral. • Tin Knežević, Croatia (EEB) – Same question. You want to contact two

different sponsors, a printer and a pharmaceutical company. Will you do that differently, and how?

• Eral Gökalp, Turkey -‐ A printer is closer to us. Jacinta Lucke, The Netherlands, Chair -‐ Are there any other candidates? • Yes!

Jacinta Lucke, The Netherlands, Chair -‐ I really don’t like it that people candidate after the first one already did their presentations. We will proceed now and the GA candidatures will be after lunch. Raquel Correia candidate for EMO-‐LO: • Zerdelis Agisilaos, Greece -‐ Which would be you relationship with

IFMSA? • Raquel Correia, Portugal -‐ I met them and want to work with them. • Tamara Darbyshire, The Netherlands -‐ You were already in the EEB in

another function. What would you like to do differently this time? • Raquel Correia, Portugal -‐ She wants to plan better and be more aware

of her time. More Skype and less mail. • Constanze Born, Germany (EEB) -‐ There are major changes in the EEB,

did you think of other functions? • x • Luis Machado, Portugal (EEB) -‐How do you see the collaboration with

AMEE. • Raquel Correia, Portugal -‐ It is not really accessible, they are on

another level and do other things.

Both candidates EMO-‐LO: • Paul-‐Henry Mackeprang, Germany (EEB) -‐ Did you think of being FI-‐LO

when you’re not elected? • Elif Keles, Turkey -‐ Yes. • Raquel Correia, Portugal -‐ Does not know because she will be in

Erasmus. The Constutional Comission states that applications from candidates must be submitted two weeks before the GA or, for vacant positions, at the beginning of the plenary session. It’s done now. We will make a motion to clear it, at the next session.

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• Iza Ene, Romania: There should be two motion. On about the

candidatures and one about to candidate after someone else has decided to candidate.

Tim W. Rattay, Germany (EEB): OC announcements. Closing of the session at 14.34.

GA session III: Opening: 15.31h. Host of the GA -‐ Two candidates Leiden, The Netherlands and Skopje, Macedonia. Macedonia (Borislav Manev, Macedonia) is giving a presentation. Leiden (Fleur de Jong, The Netherlands) is giving a presentation. • Tim W. Rattay, Germany (EEB) -‐ Looked at their budgets. If part of the

budget is still left, does it go for (10%) to the EEB? • Leiden -‐ Yes there is, almost the whole budget is covered. • Macedonia -‐ Not a specific budget yet. • Iza Ene, Romania -‐ What are the fees? • Macedonia -‐ 160-‐190 euro, sponsors won't give stuff but products. • Leiden -‐ 120-‐140 euro for the GA, the EMScon is 160 euro. Combine

280 euro, for the whole week (7 days) including everything. • Ioanna Maniou, Greece -‐ How many countries needs a visa in the NL? • Leiden -‐ About 5, it’s in the document, almost never a problem. • X -‐ Next year is EMSAs birthday, did you think about this? • Leiden -‐ Planning a big party, including IFMSA-‐NL (500-‐700 people) and

EMSA. • Macedonia -‐ Purpose is parties. Is there a second plan if the budget

fails? • Leiden -‐ Almost 97% we already have covered and the rest will be paid

by the Dean of the University. • Macedonia -‐ Event is big for their country, so they think it's not a

problem. Otherwise the university will pay. • Sofia Ribeiro, Portugal -‐ In Macedonia, do you also combine the

congress? • Macedonia -‐ No, because we have several congresses and it's our first

GA. • Alexandros Papadopulos, Greece -‐ This summer we had our first

summer school. We have the professor, logistics and, so maybe it can be with the summer school.

Host of NCM: Poland is very spontaneous, the only candidate. Olga Rostkowska and Anna Gilbert are giving a presentation. • Alexandros Papadopulos, Greece -‐ When do you want the consider the

dates, do you also consider the date of the EuRegMe? • Poland -‐ They are going to look to the dates of the EuRegMe so IFMSA-‐

members can go to both.

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16.31 Motion #35 „Suspending for this GA IR [Internal Rule] 10.4 part one referring to the two week prior GA deadline for candidatures.„ Proposer: Veronika Koeppen, Germany (constitutional commission), Seconder: Sietke Postema, The Netherlands. Procedural Motion: Michaela Hurmer, Germany has a direct negative. Vote: 65 in favor, 5 against, 3 abstain Motion passes with an absolute majority Veronika Koeppen, Germany -‐There were candidates for functions that officially don’t exist yet. 16:34 Motion #36 „To accept all candidatures that were presented today„ Proposer: Veronika Koeppen, Germany (constitutional commission), Seconder: Sietke Postema, The Netherlands. Micky las van Bennekom, The Netherlands (EEB) wants to vote. 65 in favor, 6 against, 3 abstain Motion passes with an absolute majority 16:36 Motion #37 To adopt the amended motion with the difference of making the VPI replace the President in case of his or her absence. Proposer: Tin Knežević, Croatia (EEB), Seconder: Naomi Begemann, The Netherlands (EEB). No direct negative. Motion passes nemo contra. Closing plenary 16.37.

GA session III -‐ Continual Opening 20.36 20.51.Motion #38 Proposer: Tim W. Rattay, Germany (EEB), Seconder: Tin Knežević, Croatia (EEB). „To change the article 10.12.2 to the following 10.12.2 VOTING MODE „Unless mentioned in the Statutes or Internal Rules, all decisions shall be made by presentation of official voting cards or usage of electronic voting devices.„ 68 in favor, 4 against, 3 abstain Motion passes with an absolute majority

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Discussion: • Michaela Hurmer, Germany -‐ Can we work with the devices for this

motion. • Naomi Begemann, The Netherlands (EEB) -‐ Next motion is going to

cover all this. • Tamara Darbyshire, The Netherlands -‐ The voting of the candidates will

be done on paper? • Sietke Postema, The Netherlands -‐ All decisions have to be by voting

card, that’s what this motion is about. The candidatures will be voted upon by ballot.

• Borislav Manev, Macedonia -‐ Do we need to buy the system? • Tim W. Rattay, Germany (EEB) -‐ No, we can choose. • Veronika Koeppen, Germany -‐ Do electronic devises mean just

electronic or also via the internet? • Tim W. Rattay, Germany (EEB) -‐ No, not internet, people have to be

here in person. Amendments: • Naomi Begemann, The Netherlands (EEB) -‐ Should we add the use of

the internet? • Tim W. Rattay, Germany (EEB) -‐ How would we make sure that the

right person is voting? • Tin Knežević, Croatia (EEB) -‐ Maybe leave this for later. • Naomi Begemann, The Netherlands (EEB) -‐ I withdraw the amendment.

20.52 Motion #39 Proposer: Naomi Begemann, The Netherlands (EEB), Seconder: Sietke Postema, The Netherlands. To accept all votes made during this GA with voting devices too. Motion passes nemo contra. • Elif Keles, Turkey -‐ You can see what somebody votes. • Tim W. Rattay, Germany (EEB) -‐ Only I can see it, same as when you

raise your hands. • Veronika Koeppen, Germany -‐ You can always ask to vote by ballot.

GA Minutes 2010 approval A part of the minutes was lost so not the entire minutes are presented for adoption.

• Tim W. Rattay, Germany (EEB) -‐ They were partially lost due to a

technical problem • Iza Ene, Romania -‐ Are we ever going to use these minutes? • Tin Knežević, Croatia (EEB) -‐ Yes, they will be official. • Tim W. Rattay, Germany (EEB) -‐ We already voted upon all the stuff in

the minutes, it stays the same. • Veronika Koeppen, Germany -‐ If the chair and president sign the

document it's official, so we can vote. • Michaela Hurmer, Germany -‐ Has a direct negative and wants to vote.

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20:57.Motion #40 „To accept the minutes of the GA 2009„ Proposer: Tin Knežević, Croatia (EEB), Seconder: Tim W. Rattay, Germany (EEB), 52 in favor, 9 against, 13 abstain Motion passes with an absolute majority 20:59 Motion #41 „To accept the NCM report.„ Proposer: Naomi Begemann, The Netherlands (EEB), Seconder Micky las van Bennekom, The Netherlands (EEB) Motion passes nemo contra Tin Knežević, Croatia (EEB) -‐ No motion about the EMS Con, because there was no quorum. Motion withdrawn. 21:01 Motion #42 „To accept the EMS council 7 resolution„ Proposer: Tim W. Rattay, Germany (EEB), Seconder: Anna Dobek, Poland (EEB). Motion passes nemo contra. 21.03 Motion #43 „To accept the Heidelberg EMScon Statement.„ Proposer: Tim W. Rattay, Germany (EEB), Seconder: Naomi Begemann, The Netherlands (EEB). Motion passes nemo contra. 21.06 Motion #44 Proposer: Paul-‐Henry Mackeprang, Germany (EEB), Seconder: Veronika Koeppen, Germany. „I want EMSA to adopt this paper [The „Riga youth declaration on tobacco control”] as an official policy paper.„ Motion passes nemo contra. The HELP RIGA declaration is adopted as an EMSA statement.

Paul-‐Henry Mackeprang, Germany (EEB) gives explanations about the declaration. No questions. No amendments.

Changes in IR: 21.09 Motion #45 „The structural changes to the EMSA board structure will become active by the time the EMSA officials for 2010-‐2011 come into office.„ Proposer: Paul-‐Henry Mackeprang, Germany (EEB), Seconder Tessa van Boekholt. Motion passes nemo contra.

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• Veronika Koeppen, Germany -‐ How will it be if the IR is not approved? • Tin Knežević, Croatia (EEB) -‐ Says that has already been done.

21.13 Motion #46 about the director medical ethics and public health. „To have point 6.2.6 of the EMSA Internal rules read „EMSA Ethics and Public Health Director„„ Proposer: Paul-‐Henry Mackeprang, Germany (EEB), Seconder Fleur de Jong, The Netherlands. Passes nemo contra. • Sietke Postema, The Netherlands -‐ You cannot vote about something if

the topic is already closed. • Paul-‐Henry Mackeprang, Germany (EEB) -‐ There is a problem with the

IR. There is no explanation about what a simple majority is. There are several ways to interpret that. We want to revote on the one that had the most votes yesterday.

• Jacinta Lucke, The Netherlands -‐ We voted yesterday on the name of the pillar and there were a lot of possibilities. The votes were divided.

• Iza Ene, Romania -‐ Did we already have a motion like that earlier in this GA? Could the Secretary check?

• Paul-‐Henry Mackeprang, Germany (EEB) -‐ How do we know for sure it is that one, is there a simple majority?

• Naomi Begemann, The Netherlands (EEB) -‐ We only voted upon the pillar, not the director, we need another motion to change everything.

21.14 Motion #47 To change the name of the pillar everywhere in the IR. „To change „medical ethics” into „medical ethics and public health„ everywhere the first is written in the Internal Rules of EMSA„ Proposer: Sietke Postema, The Netherlands, Seconder: Contanze Born, Germany. Passes nemo contra 21.16 Motion #48 „To adopt the „blacklayout.ai„ in CMYK 100/70/0/50 filling and CMYK 0/0/0/0 background as the official EMSA Logo as adopted by the 20th EMSA General Assembly 2010 in Athens, Greece„ Proposer: Paul-‐Henry Mackeprang, Germany (EEB) , Seconder Tanassis. Change new logo.. • Tin Knežević, Croatia (EEB) makes at 21:19 the amendment #48b.

Change the sentence „change logo„ to „add to official logo”„ The new logo needs to be registered before we can use it.

Paul-‐Henry Mackeprang, Germany (EEB) and Tanassis accept the amendment

The motion passes nemo contra.

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21:20 Motion #49 „The Partnership Agreement between EMSA and the ESC shall be adopted due to the terms that are installed in the document.„ Proposer: Constanze Born, Germany (EEB), Seconder: Veronika Koeppen Germany (EEB). Partnership with the faculty of Groningen and the Network of European Medical Students Conferences (NEMSC) • Constanze Born, Germany (EEB) – Explains that she will meet the

officials in October and she wants backup. She explains what the ESC is.

• Tin Knežević, Croatia (EEB) -‐ We are partners in NEMSC. No amendments. Motion passes nemo contra. Motion proposal # / Withdrawn Motion -‐-‐-‐ by Veronika Koeppen, Germany, Seconder Sandor Ory. Add to the IR that annuals reports need to be voted upon -‐ Tin Knežević, Croatia (EEB), the problem is that YIA sees your entire budget, you cant just send them a little bit, and they see where the money goes to. If a report is denied and that person cannot get money, that is a problem. Veronika Koeppen, Germany – That`s what I’m trying to prevent. • Veronika Koeppen, Germany -‐ What if a report is not accepted. If we

are bound by YIA we need to change that in the IR. • Tim W. Rattay, Germany (EEB) -‐ It won't work because YiA sees

everything. There is no money from somewhere else that those persons could use.

• Veronika Koeppen, Germany – Can’t we change the amendment without YiA

• Tim W. Rattay, Germany (EEB) -‐ Says something about travel expenses. • Tin Knežević, Croatia (EEB) -‐ There is another problem, there is an

underlying statement about them not being reimbursed before their report is approved. The motion cannot pass like this. We will rewrite is and table it again tomorrow.

21.35 Motion #50 „The creation of an innovation team in EMSA whose sole purpose would be to bring innovation to EMSA. To constantly develop new tools (communication..) and help with projects.„ Proposer: Micky las van Bennekom, The Netherlands (EEB), Seconder: Tin Knežević, Croatia (EEB). Tin Knežević, Croatia (EEB) explains, he wants more creativity and innovation. • Michaela Hurmer, Germany -‐ Asks about more explanation and where

this is coming from. Something new for technology? All the decisions need to innovate themselves?

• Tin Knežević, Croatia (EEB) -‐ Wants the structure of this to be flexible and creative.

• Sofia Ribeiro, Portugal -‐ What’s creative director and workgroup? • Tin Knežević, Croatia (EEB) -‐ Not a director. Some one working on that. • Sietke Postema, The Netherlands -‐ The tasks of the group are not very

clear. It is a part of the working group. If you make it obligatory now

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and you can’t find anyone to do it, that’s hard. Make it in the workgroup.

• Tin Knežević, Croatia (EEB) -‐ All functions are mandatory. We need to add this now, so we can make an effort in finding the people.

• Jacinta Lucke, The Netherlands -‐ There is no text for the IR, only an idea, we cannot vote now.

• Paul-‐Henry Mackeprang, Germany (EEB) -‐ Does it need to be in the IR? • Tin Knežević, Croatia (EEB) -‐ Says it's like creating a taskforce. It needs

to be in the minutes of the GA. There is no constriction to the number of people in the team.

No amendments. Sietke Postema, The Netherlands has a direct negative.

35 in favor, 21 against, 17 abstain. Motion is accepted with absolute majority. The team is created. Motion proposition # / Motion Withdrawn by Tin Knežević, Croatia (EEB), Seconded by Naomi Begemann, The Netherlands (EEB) to make levels in the membership of FMOs. • Tin Knežević, Croatia (EEB) -‐ It is not good if a new FMO directly has

voting rights, when they don’t know what everything is about. It's also easier for the grant application. Some FMO’s don’t pay their fee and it is not clear what happens with them. We need to make rules.

• Veronika Koeppen, Germany -‐ Motion is not according to statutes. You are a member if you pay and have speaking and voting rights on a GA if you are a member.

Motion about this will be later. • Tin Knežević, Croatia (EEB) -‐ Can we do an unofficial vote? • Sietke Postema, The Netherlands -‐ Procedural motion is needed.

21.43 Motion #51 Motion that „the meeting take an unofficial vote.„ Proposer: Tin Knežević, Croatia (EEB), Seconder: Anna Dobek Motion passes nemo contra. Unofficial vote to introduce levels of membership. Results unofficial vote 21.46 . 55 In favor, 14 against, 4 abstain 21.50 Motion #52 “8.3 National Coordinator

-‐ The FMOs agree by vote on the way the National Coordinator, abbreviated NC, is elected. This happens preferably during the national assembly, to work as facilitator within the national section.

-‐ The National Coordinator oversees and encourages all activities by the FMOs in a country and facilitate communication between the EMSA Europe board and the FMOs.

Proposer: Naomi Begemann, The Netherlands (EEB), Seconder: Veronika Koeppen (Germany). The FMOs agree to vote.

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Discussion: FMOs should vote on the way the NC is elected. • Tin Knežević, Croatia (EEB) -‐ We talked about this before, it needs to be

clear for everyone what we are talking about. Veronika Koeppen, Germany explains again: every country can decide how their NC is elected, this gives more flexibility.

• Tin Knežević, Croatia (EEB) -‐ The most important is that the FMO’s can choose for themselves, FMO’s can also decide to let someone else decide If that’s what they want.

• Iza Ene, Romania -‐ She is in favor of this idea and wants to vote. No amendments. Motion passes nemo contra. 22.00 Motion #53

„ -‐ To add to point 6.1.1. of the EMSA Internal Rules “Board members upon request” -‐ To add to point 6.2.17 of the EMSA Internal Rules “Board member upon request” -‐ The Board member upon request shall:

-‐ Advise EMSA EB and OB -‐ Work on specific task given by the Executive Board -‐ Act as a member of EMSA OB„

Proposer: by Paul-‐Henry Mackeprang, Germany (EEB), Seconder: Tin Knežević, Croatia (EEB) in favor: 45 agaisnt:16 abstain: 12 total:73 Motion passes with absolute majority Discussion: A change in 6.1.1. of the internal rules, to add a empty function on request. Paul-‐Henry Mackeprang, Germany (EEB) will explain. • Sietke Postema, The Netherlands -‐ Why can’t it be an assistant? What

about voting rights? • Tin Knežević, Croatia (EEB) -‐ Could be assistant, but it depends on the

task. Vroni says the OB doesn’t have voting rights, so the same is for the empty spot

• Jacinta Lucke, The Netherlands -‐ Why no workgroup member? Paul-‐Henry Mackeprang, Germany (EEB) sometimes is needs to be an official function.

No amendments. Sandor Ory, the Netherlands will vote. 45 in favor, 6 against, 12 abstain Motion proposal #/ Motion Withdrawn Proposed by Tim W. Rattay, Germany (EEB) , seconded by Luis Machado, Portugal (EEB). From IR, 3.1.3, remove the last sentence. Because it sounds negative. You can become a member when you agree. • Jacinta Lucke, The Netherlands – If an FMO didn’t pay for three years,

if they become a member again, you still want the retroactive money? • Jacinta Lucke, The Netherlands -‐ Can you be a member on and off

without paying?

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• Tamara Darbyshire, The Netherlands -‐ Will vote upon this, when the discussion about the different membership’s status is held. The motion is withdrawn.

22:15 Motion #54 “2.3.3 EMSA Honorary Trustees EMSA honorary trustees are people who have contributed outstandingly to EMSA. They receive their status by a decision of the General Assembly. 3.3 EMSA Honorary Trustees 3.3.1 General EMSA Honorary trustees are people who have contributed outstandingly to EMSA. They do not necessarily need to be former EMSA members or medical students therefore. They receive their status by a decision of the General Assembly. Such a decision can only be taken by the General Assembly with a two-‐thirds majority vote. 3.3.2 Conditions Being an EMSA honorary member supposes:

-‐ Contributed outstandingly to EMSA; -‐ Supporting the objectives of EMSA; -‐ Acting according to the spirit of EMSA; -‐ Having no debts towards EMSA;

3.3.3. Objectives The EMSA Honorary Trustees will:

-‐ Is welcome to participate in EMSA activities; -‐ Is welcomed to participate at the National Coordinators Meeting and

the General Assembly of EMSA according to the conditions of regular participants;

-‐ Have acces to digital copies of EMSA publications” Proposer: Tin Knežević, Croatia (EEB), Seconder: Tim W. Rattay, Germany (EEB). Discussion: • Veronika Koeppen, Germany -‐ Why add him, it's complicated. • Tim W. Rattay, Germany (EEB) -‐ Says nothing is added, only deleted. • Veronika Koeppen, Germany -‐ Shouldn’t he be official named? • Tim W. Rattay, Germany (EEB) -‐ The honorary member should be

named on the official documents. • X -‐ Does he have access to the bank account? • Paul-‐Henry Mackeprang, Germany (EEB) -‐ According to statutes, only

the President and Treasurer have access to the bank account. • X -‐ Has access to digital copy of EMSA publications.

No amendments. Paul-‐Henry Mackeprang, Germany (EEB) wants to vote. In favor: 50 Against:6 Abstain:15 Total:71 Motion passed with absolute majority.

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22:18 Motion #55 “6.3.1.2 General Objectives The Advisory Council will:

-‐ Administer advice upon request from the EMSA European Board -‐ Administer advice based upon the Year Plan of the new EMSA

European Board (November)”

Proposer: by Anna Dobek, Poland (EEB), seconder Luis Machado, Portugal (EEB). No questions and no amendments. Raquel Correira, Portugal wants a vote. In favor: 50, against:11, abstain:11 total:72 Motion passed with absolute majority Motion proposal # / Motion Withdrawn by Luis Machado, Portugal (EEB) , seconder Naomi Begemann, The Netherlands (EEB). The English as official language. Statutes submitted by applying FMOs should also be in English. Discussion:

• Sietke Postema, The Netherlands -‐ Why? • Luis Machado, Portugal (EEB) -‐ Official language is English, so should

all the documents be. • Mihai Radulescu, Sweden -‐ What should be in English? • Sietke Postema, The Netherlands (EEB) -‐ Says that the sentence is not

in the right part. In the FMO rules is says that all documents should be in English.

• Tin Knežević, Croatia (EEB) -‐ Add, official documents like statutes because English is the official language. We need them so we can check if it is according to EMSA standards.

• Sandor Ory, The Netherlands -‐ Why does EMSA need the statutes of an FMO? Anna: The IR says you need to hand them in.

• Sofia Ribeiro, Portugal -‐ Do you need an official translation, of is it also ok if one of the members does it. An official document costs about 500 euro. Tin Knežević, Croatia (EEB), Translated by them.

• Tamara Darbyshire, The Netherlands -‐ She talks about an official translation/official documents.

• Ingrid Vollenga, The Netherlands -‐ Why should the documents be there always, when you have a new member they hand in the Statutes.

• Tin Knežević, Croatia (EEB) -‐ Also wants to see the changes. • Ingrid Vollenga, The Netherlands -‐ But then you have new Statutes. • Tin Knežević, Croatia (EEB) -‐ Wants them in English. • Mihai Radulescu, Sweden -‐ You want everything in English? • Tin Knežević, Croatia (EEB) -‐ Already answered that.

Sietke Postema, The Netherlands -‐ Commission to withdraw this motion. New motion #56: statute 5.2.5 Tin Knežević, Croatia (EEB) – Accepts. Motion is withdrawn.

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22:50 Motion #57 Internal Rules 5.2.5. “all national and local statues, if any…” change in Internal Rules 5.2.5 “An English translation of all national and local statues, if any,… Proposer: by Sietke Postema, The Netherlands, seconder Luis Machado, Portugal (EEB) Discussion: • Mihai Radulescu, Sweden -‐ We have no English statutes. • Tim W. Rattay,Germany (EEB) -‐ You need to send when you change

something.

Alexandros Papadopulos, Greece has a direct negative. 22.30 In favor: 48 against:18 abstain:6 total:72 Motion passed absolute majority Jacinta Lucke, The Netherlands explains the agenda for tomorrow. The day starts at 9.00. Alexandros Papadopulos, Greece will all the motions be done before the elections? Closing. 22.32.

GA session IV, part I Opening 9.13 Jacinta Lucke, The Netherlands explains the agenda. Announcements by the OC. Statutory changes Tin Knežević, Croatia (EEB) -‐ There is a big problem with the Statutes. In order to change them, you need to announce the changes a month prior to the meeting. It is very important that the Statutes are changed very soon because:

To add different kinds of memberships. There has been an unofficial vote about that.

They need to be updated for the Belgian government. They haven’t been updated since 1996. If we don’t do it now, we might have problems with the YIA grants and we might even have problems with the law. Going so far that we might be in danger of dissolving EMSA.

Solution: There will be a call for an extra ordinary GA. The changes need to be announced a month prior. A second extraordinary GA will needs to be called as well because there will be no quorum on the first one. 2/3 of the FMO’s need to be present at the GA to make Statutory changes, and that’s not realistic. This is a solution. It’s not 100% perfect, but it’s the only way. Different possibilities were looked at, but this is the only one we can manage.

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The call for the GAs will be done now, the EEB has the right to call a GA and they will use their right to call for two extraordinary Gas. One right after the other. Again, this is needed because it is easier to reach the quorum on the second extraordinary GA. So we are not going to have an official vote right now. But we will do an unofficial vote and use that as a guideline at the extraordinary GA. The GAs will be held in The Netherlands or Germany to ensure the maximum possible representation. . • Michaela Hurmer, Germany -‐ Till when do we have to change the

Statutes? • Tin Knežević, Croatia (EEB) -‐ 1st of December. The date is convenient

because of the application to the YiA grants. • Michaela Hurmer, Germany -‐ Is it legal to call 2 GA’s at once? • Veronika Koeppen, Germany -‐ Yes, we can call as many as we want. • Ruben Da Cruz Lopes, The Netherlands -‐ When did you first hear about

this problem? • Tin Knežević, Croatia (EEB) -‐ About a month ago. The big picture only

dawned on us yesterday, when we were working on the IR. • Tim W. Rattay, Germany (EEB) -‐ Yesterday we discussed that the

Secretary General will take over the tasks of the President, we voted upon this and accepted it, but there is a problem as the VP is mentioned in the Statutes as the substitute of the President…

• Jacinta Lucke, The Netherlands -‐ Says we voted upon it several times… EMSA-‐IFMSA relationships: Despina Polidou, Greece elect as the European Regional Coordinator Despina Polidou, Greece gives a short presentation about IFMSA. There are no further questions. This was only a short introduction, now she will talk about the relation. Despina came to the EMSA GA to state that the IFMSA decided they want to merge with EMSA. There are many similarities between the organizations. Despina knows both EMSA as well as IFMSA very well and is a member of both. She explains that there was a working group the EuRegMe working on this issue. They decided that there should be a joint taskforce, with members from both IFMSA as EMSA. The merger would be a process that would take a lot of time/years. She wants to know from EMSA: Do you want to merge? What are your ideas about the taskforce. • Tin Knežević, Croatia (EEB) -‐ When was the decision about the merge

made by IFMSA? • Despina Polidou, Greece -‐ It was made at MM09 in Tunisia. There was

a vote and this is the result. • Paul-‐Henry Mackeprang, Germany-‐ What about the structure? • Despina Polidou, Greece -‐ The merge has been decided, now the joint

taskforce should work out how. • Constanze Born, Germany (EEB) -‐ I never got the documents from the

SWG in Malta. What does IFMSA feel about the European Partnership Agreement and why don`t they act according to it?

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• Despina Polidou, Greece -‐ The SWG only gave an advice, officially the IFMSAs point of view is the merger. At the last GA IFMSA talked about the agreement and at AM10 it was decided that the agreement should be updated together with EMSA, so it will be good for everybody.

• Constanze Born, Germany (EEB) -‐ It doesn`t work for her personally, the contact stopped.

• Despina Polidou, Greece – I do not know what happened exactly with WHO, so I cannot say anything about that.

• Constance -‐ It's good that the SWG was there, but both boards should have been included, they were not in informed.

• Despina Polidou, Greece -‐ It was just a SWG. • Jacinta Lucke, The Netherlands -‐ Asks to keep to the subject. • Veronika Koeppen, Germany -‐ SWG, was very productive. Why weren`t

the documents forwarded? • Despina Polidou, Greece-‐ This happened due to exams etc. There were

EEB members in the taskforce, so they could have forwarded it. • Veronika Koeppen, Germany -‐ EuRegMe and NCM are not combined

anymore, what is the point of view of IFMSA on this? • Despina Polidou, Greece -‐ They don’t want to do it together, until it is

clearer what is going to happen with both organizations in the future. • Alexandros Papadopulos, Greece -‐ GA needs to decide between two

options. Heidelberg wasn`t clear on the merger. We need to make a proper decision now.

• Iza Ene, Romania -‐ What would the merge look like? • Despina Polidou, Greece -‐ This is a decision that needs to be made by

both organizations. That is why IFMSA wants the joint taskforce. • Sietke Postema, The Netherlands -‐ Taskforce of EMSA is going to

present their results. This will include all pros and cons.

Despina Polidou, Greece leaves the room.

Presentation of the taskforce with their results. The taskforce doesn’t decide anything, they only give an advice. Questions: • Sofia Ribeiro, Portugal -‐ What does the partnership agreement say and

does everybody keep to it. • Sietke Postema, The Netherlands -‐ It talks about the contact with

partners, a joint server etc. people can look into it, if they want to. • Tamara Darbyshire, The Netherlands (in reference to the presentation)

-‐ If we became an associate member of IFMSA, does EMSA have speaking rights on behalf of all European students? Even if European NMO’s don`t agree?

• Sietke Postema, The Netherlands -‐ EMSA can only talk about Europe. NMO’s vote and decide.

• Michaela Hurmer, Germany -‐ Do IFMSA and EMSA have the same goals?

• Sietke Postema, The Netherlands -‐ That is stated in the taskforce document.

• Michaela Hurmer, Germany -‐ Could there be an extra standing committee on Europe?

• A short discussion came to a general view that that could not happen.

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• Borislav Manev, Macedonia -‐ Does IFMSA work just as hard as we do for the relationship and how do they feel about us? Maybe it's better to ask that to Despina about this.

• Tin Knežević, Croatia (EEB) -‐ The EEB offered IFMSA to start a taskforce of their own and then share results. IFMSA refused.

• Tamara Darbyshire, The Netherlands -‐ I was in the SWG in EuRegMe. They only want a joined taskforce.

• Veronika Koeppen, Germany -‐ IFMSA wants a joint taskforce. How about the associate membership? And what about the local level? Does the GA still has all the power or do we need to listen to IFMSA?

• Sietke Postema, The Netherlands -‐ IFMSA has associate members, they need to listen to the rules of IFMSA, but these are very similar to the ones of EMSA.

• Veronika Koeppen, Germany -‐ If we want to accept a document and IFMSA doesn’t, is that ok?

• Sietke Postema, The Netherlands -‐ Yes, that is within the rules. • Jacinta Lucke, The Netherlands -‐ I have been to all the meetings of

both organizations on this topic for the last 1,5 year. I noticed that people interpret the results of each other’s meetings differently. It is very important only to keep to the information we are given today and make a very clear decision that cannot be misinterpreted.

• Constanze Born, Germany (EEB) -‐ Did the taskforce of EMSA get into contact with other organizations?

• Sietke Postema, The Netherlands – We tried to contact pharmaceutical student organizations, but they didn’t respond.

• Constanze Born, Germany (EEB) -‐ Could we still apply for the YiA? • Sietke Postema, The Netherlands -‐ With the associate membership we

could. • Paul-‐Henry Mackeprang, Germany -‐ Thanks for all the great work.

Tin Knežević, Croatia (EEB) gives a presentation about his personal opinion (not that of the EEB or EMSA) he wants to thank the taskforce first of all. EMSA is a lot younger then IFMSA. The question is why EMSA was

created when IFMSA was already there. Through the years there have been many partnerships between both organizations. At a point in the 90ties, EMSA has been the regional office of IFMSA, but this did not work because IFMSA insisted that all decisions made on the EMSA GA should be redone at the IFMSA GA. EMSA could not agree to this so the agreement was stopped.

Discussions are personal and emotional a lot of the time. EMSA walked away from the problem for a long time. Both IFMSA and EMSA feel that they are the ones that are right.

Heidelberg GA: A motion was passed that created a lot of problems.

Tin Knežević, Croatia (EEB) -‐ The motion. It states at a point that EMSA “feels positive about a possible merger”. It was passed after a discussion and the general feeling was that we feel just that – positive about a possible merger, that is to say we do not feel strongly against such a possibility. But only as a possibility. Unfortunately, you can interpret it in a way that looks like EMSA wants to merge… And that is what IFMSA did. This created a lot of problems this year and we should be careful to keep clear in the future.

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IFMSA and EMSA Presidents came from the same faculty this year. It seemed like a good thing at the beginning, but Tin kept walking into a wall if he wanted to open the discussion. IFMSA thought the decision was already made. EMSA nevertheless did everything they could, to keep to the agreement. And even beyond when we were given the opportunity to populate the MEDINE2 (Medical Education IN Europe) student team as we did so by accepting both EMSA as well as IFMSA applicants. The situation was the exact opposite when EMSA has been approached by AMEE. Unfortunately, since IFMSA already has a representative at AMEE, they threatened to revoke the partnership agreement. Tin Knežević, Croatia (EEB) – The Board then decided that they needed a cool off period of six months and so a moratorium on any political negotiations was emplaced by our side (Tin had a meeting with Silva Rukavina – the President of IFMSA -‐ about this.). After 6 months they talked again. And this time IFMSA agreed to work on and eventually sign a declaration of friendship. This document was written by Tin and signed by both parties in August of 2010. The document is called the Zagreb Declaration. Tin Knežević, Croatia (EEB) -‐ Wanted to make a timeline of future negotiations, to approve at both GA’s, but this didn’t happen. Discussion about possible options: Tin Knežević, Croatia (EEB) -‐ The problem is no one ever thinks about the merging of the different structures. It seems impossible. It is a problem, IFMSA also has some issues because EMSA exists (about the YIA grant). But it’s not the only problem. I personally feel the merger is not the best idea. But I do want us to collaborate. We are natural partners and we need to! It would be one of my priorities for this year. To have the new discussion with IFMSA. To find new ways of collaboration and talk about political relations with a fresh perspective. However, I would like to be clear. I have a strong feeling about this and am strongly against merger as an only option. Therefore I feel I could not be able to lead EMSA in that way. Tin Knežević, Croatia (EEB) -‐ Shows a diagram of a possible structure should the two organizations be highly integrated. One of the parts would be making the RC of IFMSA an executive board member of EMSA. He has discussed this with Silva as well, but this did not go well as she wants the regional coordinator of IFMSA to be the president of EMSA in this case. His/her assistants are the EEB. All the voting will be done at IFMSA GA’s. Tin Knežević, Croatia (EEB) -‐ States he deeply feels that the decisions about Europe should be made in Europe. Internationally you have IFMSA, not EMSA. But if you integrate and if you have the regional coordinator of IFMSA in the board of both EMSA and IFMSA and also integrate on the national level, it could work. A merger would not solve this problem. Integration would as national and local levels would have autonomy to choose what is best for them. Jacinta Lucke, The Netherlands -‐ All the voting will be done in the next GA session. We will now only have the discussion.

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• Ingmar Rinas, Germany -‐ Thanks for the presentation, how do you see the structure of both boards? RC will be in both boards, within EMSA is would be an EB function. It's just a idea.

• Mihai Radescu, Sweden -‐ What will happen to the voice of the European students?

• Tin Knežević, Croatia (EEB) -‐ This depends on how the relationship develops. IFMSA also has problems, with everything being based on Europe. A mutual vote would be a good thing.

• Iza Ene, Romania -‐ How are you trying to keep your emotions out of this discussion, so you could come to collaboration? How are you going to make sure you are not attacked?

• Tin Knežević, Croatia (EEB) -‐ I am trying to keep his own opinion out of this. That is, my emotions. And I base my actions on my arguments that I have stated before. I am fully dedication to this.

• Alexandros Papadopulos, Greece -‐ The GA of EMSA thinks positive about a merge, IFMSA wants to merge. Now there are new boards that don’t agree with the decision. That’s why there was no outcome. Presidents don’t listen to their GA’s enough.

• Tin Knežević, Croatia (EEB) -‐ The problem is that the motion of the EMSA GA can be interpreted in different ways. A taskforce was created to look at the options

• Alexandros Papadopulos, Greece -‐ We don’t need to decide on the structure now.

• Tin Knežević, Croatia (EEB) -‐ No, we do not. • Alexandros Papadopulos, Greece -‐ I’m in favor of collaboration. There

needs to be a new agreement and we need to stick to it. Both boards need to keep their emotions in control.

• Jacinta Lucke, The Netherlands (Chair) -‐ Please keep the results of the taskforce in mind.

• Veronika Koeppen, Germany -‐ I have some points to criticize. You had to make more clear who could be in the taskforce, and that you didn’t want NCs in it. It also took a very long time before the taskforce even started. You say the contact with Silva was difficult, but how can any progress be made when you don’t talk to each other for the half of your term. There should have been more communication with the rest of the EEB. You have to keep the members more updated on what is happening.

• Tin Knežević, Croatia (EEB) -‐ The call for the taskforce in December was the first moment we had the time to do anything. Before that we had the handover and the grant application. As for the NCs, it was a decision of the EEB about who would be in the taskforce.

• Veronika Koeppen, Germany -‐ Tin is against merger, what will he do if the GA votes in favor of it.

• Tin Knežević, Croatia (EEB) -‐ That is a decision of the GA and I would then probably withdraw his candidature. I cannot work on something that I feels is bad for EMSA.

• Veronika Koeppen, Germany -‐ Wants some more clarification on the AMEE fight.

• Tin Knežević, Croatia (EEB) – IFMSA has a student representative in the AMEE executive board. It is the only student representative spot and IFMSA wants to keep it that way.

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• Veronika Koeppen, Germany – Refers to the structure proposed and asks Tin if he thinks it is reasonable to think that a person could be in both boards at the same time, wouldn’t that be way to busy?

• Tin Knežević, Croatia (EEB) – Thinks that the person would be busy, but not too busy. The EMSA-‐related workload could be very low. It would be mainly a liaise function. Also, EEB members also don’t need to be present at all the meetings.

• Veronika Koeppen, Germany -‐ What steps will you take if you are elected, for the collaboration.

• Tin Knežević, Croatia (EEB) -‐ If we vote for a merge, I will withdraw my candidature. If merging is one of the options, I want to have a discussion. Discussions need to be without emotions. We need to negotiate based on arguments and facts. I would be very much in favor of negotiating. And let me be clear, merger could be one of the options and if the arguments would be good, I would not stop it!

• Sietke Postema, Netherlands -‐ Tin talks a lot about everything that IFMSA did wrong and that EMSA did everything right. Don’t let this influence your collaboration a local level! IFMSA has a new president, from Ghana.

• Tin Knežević, Croatia (EEB) -‐ Agreed. Local level is different. As for the international and the new President, time will tell where this brings us.

• Naomi Begemann, The Netherlands (EEB) -‐ If you are a LC of Rotterdam, can you respond to the taskforce and talk with the EEB about it?

• Tin Knežević, Croatia (EEB) -‐ The taskforce has a lot of ideas. The EEB will make a common statement, not my statement.

• Jacinta Lucke, The Netherlands -‐ Asks everyone to look at the two options of the taskforce. We will talk about the EEB statement after the break.

• Veronika Koeppen, Germany -‐ Also wants to talk about the option of merging.

• Iza Ene, Romania -‐ What is the role of the VPE in this discussion? The VPE needs to make decisions, so also about this. Iza asks if the person can help with the discussion.

• Tin Knežević, Croatia (EEB) -‐ Prefers if there are 2 persons of both organizations so the VPE would be a part of it.

• Borislav Manev, Macedonia -‐ His country has only one FMO. Sometimes having two organizations isn´t a bad thing. When one can´t do a project, maybe the other one can. It works in Macedonia very well.

• Alexandros Papadopulos, Greece -‐ He is confused that Tin Knežević wants to withdraw if we want the merge. He thinks is not ok to say that. You put an ethical dilemma on people. He sees the emotions, but if the could have talked to Silva, not an entire year would have been lost.

• Tin Knežević, Croatia (EEB) -‐ Nobody is perfect and mistakes were made. Tin says he tried his best. Even talked to the person who tabled the Heidelberg motion to make sure he understands the background. The year was not lost. EMSA grew and the relations with IFMSA will in time as well.

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• Sofia Ribeiro, Portugal -‐ I don´t feel pressured by Tin. I think it takes a lot of courage of him to say what he feels. As president you can have your own ideas, you are not the slave of the organization.

• Ingmar Rinas, Germany -‐ the problem on the local level is that sometimes IFMSA and EMSA have the same projects. EMSA works differently on the European level then IFMSA, this is very important for EMSA. Also because of the finances.

• Tin Knežević, Croatia (EEB) -‐ Says people can discuss working together on projects on a local level.

• Ingmar Rinas, Germany -‐ Says it's a good idea for FMO’s to make their own decisions.

• Tin Knežević, Croatia (EEB) -‐ Points out the difference between FMO’s and NMO’s once more and says they have to be able to make the best decision for themselves on their own.

• Iza Ene, Romania -‐ This gives me an ethical dilemma. We can only choose one option if we also want Tin Knežević as President.

• Tin Knežević, Croatia (EEB) -‐ Says he only will withdraw if merging is the ONLY option and repeats that he would not have a problem with negotiations that include merger as one of the options. He reminds that he would accept merger if arguments better then he currently has would be presented and also reminds of the structure with integration he presented. It is clear that he is in favor of cooperation and even integration. He just cannot work on one option. We have to analyze them all. Arguments over emotions!

Session closed, at 11.44

Opening session V, part 1: Opening at: 18.16 Jacinta Lucke, The Netherlands explains the agenda. In the election we vote with papers. • Borislav Manev, Macedonia -‐ I would like to vote electronically. Two

people need to sign the card. Otherwise they can change them.

Constitutional Commission, insists on voting on paper! • Tamara Darbyshire, The Netherlands -‐ We prepared the envelopes. • Borislav Manev, Macedonia -‐ Wants somebody else in the commission

who is not from the Netherlands. • Veronika Koeppen, Germany -‐ You have to make a motion. • Tin Knežević, Croatia (EEB) -‐ Technically we need to stamp every paper. • Jacinta Lucke, The Netherlands -‐ Every paper will be stamped so

nobody can change them. • Tin Knežević, Croatia (EEB) -‐ Will stamp the all one by one. • Veronika Koeppen, Germany -‐ Disagrees that all envelopes will be

opened. She tables a motion.

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19:30 Motion #73 Proposer: Veronika Koeppen, Germany , Seconder: Ruben. Voting ballots cannot be opened or marked with a stamp or signature. Anna wants to vote. 42 in favor, 24 against, 12 abstain. Motion passes with absolute majority at 18.30 Tamara Darbyshire, The Netherlands will be a candidate for the EEB, so she is not going to count the votes. Motion #/ Motion Withdrawn Proposer Anna Dobek, Poland(EEB):, Seconder Jeetindra Balak, The Netherlands (EEB). NC mandatory in every country with more than one FMO.. IR 8.3.1 (No Motion form available) • Veronika Koeppen, Germany -‐ Are there internal rules that clarify what

happens if no NC is elected? • Tim W. Rattay, Germany (EEB) -‐ Checks if there is a rule. • Amendment Miguela, delete more than one FMO, so every country

needs a NC. • Tin Knežević, Croatia (EEB) -‐ If you are one FMO a LC can do that. • Jacinta Lucke, The Netherlands -‐ Motion is not clear, table it later.

Motion is withdrawn

Motion #/ Motion Withdrawn Proposer: Paul-‐Henry Mackeprang, Germany, Seconder Tamara Darbyshire, The Netherlands About the workgroup. (No Motion form available) • Tin Knežević, Croatia (EEB) -‐ Point of information, considers the

working group and the Workgroup as a standing body. • Paul-‐Henry Mackeprang -‐ Withdraws.

18.37 Motion #74 “To write all the abbreviations once fully, then use the abbreviation. “ Proposer Naomi Begemann, The Netherlands (EEB), Seconder Anna. Anne (Leiden): there needs to be a list. Tim W. Rattay, Germany (EEB) that already exists. Motion Passes nemo contra 18.37 Motion #75 “To adjust the index to the changes made during this GA” Proposer Naomi Begemann, The Netherlands (EEB), Seconder Anna Dobek; Poland (EEB). Motion Passes nemo contra

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18.40 Procedural motion #76 Proposer: Luis Machado, Portugal (EEB), Seconder: Jeetindra Balak, The Netherlands (EEB) 8. To let the meeting take an unofficial vote. • Veronika Koeppen, Germany -‐ Specify what could be changed. • Tin Knežević, Croatia (EEB) -‐ Mandatory changes and the membership

status. • Jacinta Lucke, The Netherlands -‐ We are not voting on the membership

status now. We vote on the mandatory changes for Belgium law. Passes nemo contra 18: 42 Motion #77 “To let the GA accept the changes that has to be made in the statutes according to the motions that have been voted upon during this GA.” Proposer: Jeetindra Balak, The Netherlands (EEB), Seconder: Luis Michaela Hurmer, Germany wants to vote. This is an unofficial vote. 60 In favor, 9 against, 10 abstain. Motion passes by absolute majority 18:34 Motion #78 “NC mandatory for every country.” “IR 8.3.1 “ “The NC position is mandatory for every country with more than one FMO. In counties with only one“ “FMO the LC acts as the NC.” “IR 8.3.3 to add” “Having regular meetings with the LCs” “Having regular meetings with the other NCs in EMSA” “Reporting on those meetings to the Sec. Gen. of the EEB at least every half year, meaning four weeks prior to the NCM and the GA.” Proposer: Anna Dobek, Poland (EEB), Seconder Jeetindra Balak, The Netherlands (EEB). Motion Passes nemo contra Jacinta Lucke, The Netherlands, there has been a lot of motions to change the IR. The EEB didn’t have time to finish them all. We will talk about them now and vote on them later. • Tin Knežević, Croatia (EEB) -‐ We talked about having a online GA. We

mention it now, to see if we can have an unofficial vote. Then the EEB knows if they can work on it.

• Veronika Koeppen, Germany -‐ This would be a change to our statues. Motion #79 / Motion Missing – Possibly withdrawn due to Statutory issues Proposer Tin Knežević, Croatia (EEB), Seconder Tim W. Rattay, Germany (EEB) “Procedural motion on informal vote on online meeting. Veronika Koeppen, Germany wants to vote. (Motion form is missing)

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Next Motion: To introduce a maximum of votes per country • Tin Knežević, Croatia (EEB) -‐ Explains next motion.

This means the number of votes per country is not going to be too big. EMSA is FMO based and it needs to stay this way.

• Tin Knežević, Croatia (EEB) -‐ Wants an unofficial vote. 18:53 Motion #80 / Motion Missing Proposer Luis Machado, Portugal (EEB), Seconder: Raquel. (Motion form missing) Unofficial vote about the votes per country. 55 In favor, 9 against, 3 abstain Motion passes Discussion about possibly organizing online GAs Longer discussion needed, better preparation. Plus, there are Statutory issues. • Veronika Koeppen, Germany -‐ This is all going very fast and it’s about

important stuff. • Tin Knežević, Croatia (EEB) -‐ Says it’s just an informal vote, if no one

wants it; they are not going to waste their time on it. 18:56 Motion #/ Motion Missing Unofficial vote, about having an online GA. Iza Ene, Romania wants vote.(Motion form missing) 47 in favor, 27 against, 5 abstain. EEB is going to think about it. Motion #81 “Procedural motion for the meeting to take an unofficial vote “ Proposer Luis Machado, Portugal (EEB), Seconder Raquel. Sietke Postrema, The Netherlands (EEB) wants to vote. 46 In favor, 25 against, 8 abstain Motion passes with absolute Majority at 19.00 Unofficial vote about the number of votes per country. Do we want to do it today? 24 In favor, 40 against, 11 abstain. GA decides to postpone topic at 19.01. Close 19.02.

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GA session V: Opening 20.46 Chair: the rules of the GA still apply. She explains the agenda. Financial report • Tim W. Rattay, Germany (EEB) -‐ Gives a presentation about the

financial report. • Anna Dobek, Poland (EEB) -‐ Observers and external should leave the

room! • Zergelis Agisilaos, Greece -‐ Only 4000€ for JEMSA? • Tim W. Rattay, Germany (EEB) -‐ Doesn’t print and send JEMSA. There

are different options. • Tamara Darbyshire, The Netherlands -‐ The EEB will be bigger next year. • Tim W. Rattay, Germany (EEB) -‐ That can be changed. • Tin Knežević, Croatia (EEB) -‐ We maybe need to change some small

stuff. Like shirts and gifts. • Constanze Born, Germany (EEB) -‐ Counsel of Europe in budget.

Tim W. Rattay, Germany (EEB), continues his presentation.

-‐ Tobacco officer -‐ We asked for 35000 euro EU money, less Christmas cards, still EMSA

certificate? -‐ We cannot pay meetings except GA and NCM. We can’t use the grant

money for other meetings, such as the WHO meeting. If we want to pay for them, it needs to come from another sponsor.

-‐ Less money for NCM and GA: 1940 € less. It’s a big thing, if you are a EEB member and going to f2f meetings, you are not refunded. Neither travel expenses nor accommodation.

-‐ Clothing and Gifts need to be paid by the EEB members. -‐ Change of 27230 euro. -‐ Elsevier didn’t give any money.

Ingrid reads the statement of the financial commission Tim W. Rattay, Germany (EEB) -‐ Someone registered as Tim van Elst, someone else pressed his button. You can only do that if you have a proxy. If you leave you need to give your voting device to the credential commission. 21:09 Motion #82 “Tim van Elst has no more voting rights.“ Proposed: Tim W. Rattay, Germany (EEB), Seconder Paul-‐Henry Mackeprang, Germany. Ruben Da Cruz Lopes, The Netherlands has a direct negative. Vote. 34 in favor, 21 against, 22 abstain. Motion passes by simple majority Constanze Born, Germany (EEB) -‐ This is no simply majority. Constitutional commission is going to check it. -‐ It is a simple majority

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21:12 Motion #83 “Accept financial report as presented to the GA.” Proposed: Tim W. Rattay, Germany (EEB), Seconder Anna Dobek, Poland (EEB) : 70 in favor, 2 against, 4 abstain. Motion passes by absolute majority at 21.12 Jacinta Lucke, The Netherlands (Chair) -‐ Thanks Tim W. Rattay, Germany (EEB) for working so hard. 21:17 Motion #84, “3.8.2. Membership fee” “3.8.2 Each FMO has to pay an annual fee of 120€. The membership fee is determined annually by the GA in the budget, after the proposal of the financial commission assisted by the treasurer.” Proposer: Tim W. Rattay, Germany (EEB) Seconder: Tin Knezevic; Croatia; Discussions: • Tim W. Rattay, Germany (EEB) -‐ Explains. The new membership fee is

only 10 € per month. The old one has been the same for four years. • Zerdelis Argisilaos, Greece -‐ If we raise the fees, will the deficit be less?

It means we can pay more for the EEB members. That Is very important. Why this amount?

• Tim W. Rattay, Germany (EEB) -‐ There was a lot of discussion, because we didn’t want to make it too high, people still need to afford it.

• Zerdelis Argisilaos, Greece -‐ Are there any other options? • Tim W. Rattay, Germany (EEB) -‐ Yes: sponsors. We are going to work

on that this year. • Tin Knežević, Croatia (EEB) -‐ Add that we thought about making rich

countries pay more, but this idea still needs more time. Direct negative. Alexandros Papadopulos, Greece wants to vote. 43 in favor, 30 against, 2 abstain. Motion passes by absolute majority at 21.17 Constitutional commission. Motion #83 passed. • Tamara Darbyshire, the Netherlands -‐ Can the externals come back? • Jacinta Lucke, The Netherlands (Chair) -‐ No. We are going to have the

vote about IFMSA and EMSA now. Chair explains the procedure. • Alexandros Papadopulos, Greece -‐ Asks if he can table motions while

we are having the discussion. • X -‐ Yes.

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21:32 Motion #86 “To accept the document the task force “for Future Corporation with IFMSA” made as guideline for the EEB when discussing this issue.” Proposer: Anna Dobek, Poland (EEB), Seconder: Ruxandra (Romania). (No motion form available) Sietke Postema, The Netherlands doesn’t seconds this, because she is in the taskforce. The motion is to accept the taskforce document as a guideline for the EEB when discussing this issue. Alexandros Papadopulos, Greece: are we going to vote upon all the motions at the same time? • Jacinta Lucke, the Netherlands – No. • Naomi Begemann, The Netherlands (EEB) -‐ I want to amend, that FMOs

also need to use this as a guideline. The amendment is not accepted by the proposer

• Alexandros Papadopulos, Greece -‐ If this motion passes, is it mandatory for the EEB to use them as guidelines?

• Jacinta Lucke, The Netherlands -‐ Yes. • Alexandros Papadopulos, Greece -‐ It has to be very clear that this is a

guideline. Motion pass absolute majority. In favor 56, against 13, abstain 3, total 21.25 Motion #85 Amendment of Naomi Begemann, the Netherlands (EEB), To add FMO’s to the sentence. 44 in favor, 23 against, 6 abstain. Motion passes with absolute majority Atanas Banchev, Bulgaria amendment NC’s, to also add NC to the sentence. The proposer accepts the amendment. • Constanze Born, Germany (EEB) -‐ To Sietke Postema, externals had to

leave the room. If this motion passes, it is likely they will see the taskforce document. Is it ok for IFMSA to see it?

• Sietke Postema, The Netherlands -‐ Says that it will not harm us. • Alexandros Papadopulos, Greece -‐ To Atanas Banchev. Why add NC to

the sentence? If “collaboration” is discussed, it is with IFMSA, who has a national level.

• Iza Ene, Romania -‐ Has a direct negative. If it good to FMO’s, it doesn’t need to be sent to the NC’s separately and she thinks it can be harmful.

• Tim W. Rattay, Germany (EEB) -‐ Really important to the NCs, because in some countries the NC is in the IFMSA board.

56 in favor, 13 against, 3 abstain. Amended motion #86 passes with absolute majority at 21.32

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21:42 Procedural motion #87 Proposer Anna Dobek, Poland (EEB), Seconder Sietke Postema, the Netherlands, To have an unofficial vote with all the possibilities for the IFMSA/EMSA relationship. Explanation: There has been made a huge document by the taskforce and not a lot of people got the chance to read it. To have a good opinion they should have this opportunity. The situation has been problematic for a long time, so there is no need for an immediate official vote. They want to do the official vote to give everyone the chance to give their opinion. • Tin Knežević, Croatia (EEB) -‐ With this vote you can see peoples

preference? • X -‐ Yes. • Iza Ene, Romania -‐ What is the next GA? • Sietke Postema, The Netherlands -‐ The ordinary GA. • Alexandros Papadopulos, Greece -‐ Has a direct negative. He will vote,

but not official. It takes too long to work on this for another year. • Tin Knežević, Croatia (EEB) -‐ Both the EEBs of EMSA and IFMSA should

work on something that can be adopted in one year. • Zergelis Argisilaos, Greece -‐ What is the next motion? • X -‐ EEB to collaborate with IFMSA.

For the unofficial vote: 50 in favor, 23 against, 3 abstain. Procedural Motion passes with absolute Majority

21.43 Unofficial vote on the options for the EMSA-‐IFMSA relations 1. Option 1 – Complete merger (IFMSA standpoint) 2. Option 2 – Associate Membership 3. Option 3 – New Partnership Agreement 4. Option 4 – Presented by Tin Knežević (as a private option). It described a certain level of regional integration that keeps regional, national and local autonomy. 5. Option 5 – Other 6. Option 6 – Against all 7. Option 7 – Abstain • Iza Ene, Romania -‐ What is option 5? • Sietke Postema, The Netherlands -‐ If you don’t agree with any of the

options. • X -‐ Still in favor of cooperation. • Jacinta Lucke, The Netherlands -‐ It is an unofficial vote so there are no

amendments.

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Results: 1. Option 1 – Complete merger (IFMSA standpoint)

17 votes – 23,37% 2. Option 2 – Associate Membership

19 votes – 25% 3. Option 3 – New Partnership Agreement

9 votes – 11,84% 4. Option 4 – Presented by Tin Knežević (as a private option). It described a certain level of regional integration that keeps regional, national and local autonomy.

21 votes – 27,36% 5. Option 5 – Other

1 vote – 1,32% 6. Option 6 – Against all

3 votes – 3,95% 7. Option 7 – Abstain

6 votes – 7,89% 8. Total: 76 votes Relative distribution:

1. 23,37% in favor of merger 2. 65,52% in favor of some kind of collaboration, keeping autonomy 3. 11,84% against all kinds of collaboration or abstain

• Jacinta Lucke, The Netherlands -‐ Shows that almost no one has the

same opinion, so that there has to be more discussion about this in a later stadium.

21:53 Motion #88 Proposer: Alexandros Papadopulos, Greece, Seconder. Veronika Koeppen, Germany “To create a joint taskforce between IFMSA and EMSA to discuss how the two organizations can merge or how EMSA could become an associate member of IFMSA.” • Alexandros Papadopulos, Greece -‐ Explains that this discussion has

been going on for years and there has to be some concrete action. He wants the GA to give a direction to the EEB.

• Tim W. Rattay, Germany (EEB) -‐ We did an unofficial vote, as a result of that I also want to add to the motion the possibility of closer cooperation. Alexandros Papadopulos, Greece accepts this motion.

• Tin Knežević, Croatia (EEB) -‐ I like the amendment. I am not happy with the word taskforce. I would like to call it a negotiation body. A taskforce is a body created for a project, not for a discussion.

• Alexandros Papadopulos, Greece -‐ Understands what Tin is saying but the purpose of the taskforce is to see how we can work together. So it is a taskforce. Vroni says that the IR does not conflict with calling it a taskforce.

Tin Knežević, Croatia (EEB) withdraws the amendment. Iza Ene, Romania wants to vote.

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• Sietke Postema, The Netherlands -‐ Wants add to the amendment, ‘’if agreed by IFMSA’. If IFMSA does not agree to want to make a taskforce, we cannot do it.

• Alexandros Papadopulos, Greece -‐ Accepts the amendment. • Iza Ene, Romania -‐ It is already clear that IFMSA also wants the joint

taskforce. They also used the word taskforce. • Tim W. Rattay, Germany (EEB) -‐ Likes this, it makes IFMSA responsible

for whether or not starting the taskforce. • Alexandros Papadopulos, Greece -‐ It has to be very clear that we want

the joint taskforce to look at all the options, not only the merge. It has to be minuted very clearly.

Paul-‐Henry Mackeprang, Germany wants to vote. 49 in favor, 16 against, 11 abstain. Motion passes with absolute majority Motion #89 Proposer Anna Dobek, Poland (EEB), Seconder Sietke Postema, the Netherlands. “EEB 2010-‐2011 will try to work together with IFMSA Officials to come up with a plan concerning the future corporation with IFMSA and present it during the EMSA GA 2011.” • Naomi Begemann, The Netherlands (EEB) -‐ Should it not say EB?

It is an amendment. The amendment is accepted. • Tamara Darbyshire, The Netherlands -‐ Then the SOLO is excluded. • Tin Knežević, Croatia (EEB) -‐ It says nowhere that the SOLO cannot

cooperate • Alexandros Papadopulos, Greece -‐ So you want the EB and TO of

IFMSA to work together and there will be a taskforce. • Jacinta Lucke, The Netherlands -‐ Yes. • Iza Ene, Romania -‐ I think it should say EEB. • Tin Knežević, Croatia (EEB) -‐ Disagrees. If it says EB, that doesn’t mean

people cannot help. • Sietke Postema, the Netherlands -‐ Has a comment, we wrote down EB

should try because the EMSA GA cannot decide what the TO of IFMSA does.

• Iza Ene, Romania -‐ I have an amendment to change it to EEB. Anna Dobek, Poland (EEB) doesn’t accept it.

• Sofia Ribeiro, Portugal -‐ It was EEB and was amended to EB. Can you propose a new amendment on the same topic?

• Tim W. Rattay, Germany (EEB) -‐ No. • Jacinta Lucke, The Netherlands -‐ The amendment of Iza Ene, Romania

is impossible. It will be an alternative motion.

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22:03 Alternative motion #90 “To table an alternative motion that reads the EEB instead of EB” Proposed by Iza Ene, Romania. Vote upon #89-‐90 1. 32 (#89, EB) 2. 36 (#90, EEB) 3. 4 (abstain) 4. 4 (against all) No simple minority. Revote upon the motion with the most votes. 22:06 Motion #91 “To propose that the EEB has to try to work together with IFMSA and to work on the relationship issue and come up with a plan.” EEB proposal 50 in favor, 13 against, 13 abstain Motion passes by absolute majority at 22.06 22:10 Motion #92 Proposer Paul-‐Henry Mackeprang, Germany Seconder by Jeetindra Balak, the Netherlands (EEB). “To thank all the commissions and the plenary team for their work.” (Jacinta Luke, Roben De La Cruz, Simone Kooremons, Veronika Koeppen, Sietke Postema, Borislav Manev, Tamara darbyshire, Wiebke Verweloh, Sanoeska Siem and Rita Kamara) Alexandros Papadopulos, Greece -‐ Wants to thank everyone on behalf of the Greek FMOs Ruben Da Cruz Lopes, The Netherlands -‐ Wants to vote. 64 in favor, 6 against, 4 obstain. Motion passes with absolute majority • Anna Dobek, Poland (EEB) -‐ This is the last vote. • Tim W. Rattay, Germany (EEB) -‐ Says that is not the case, because now

we are going to vote on the candidatures. Voting • Jacinta Lucke, The Netherlands (Chair) -‐ Explains the procedure and

says everyone needs to listen to the credential commission, because otherwise everything needs to be redone.

• Tim W. Rattay, Germany (EEB) -‐ Wants to thank the University for the Usage of the voting devices.

Credential commission explains the procedure. • Iza Ene, Romania -‐ Wants the boxes with the votes in the room next

year. 22.15 The voting begins. 23.23 The voting ends.

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Tim W. Rattay, Germany (EEB) has an announcement. If you want you can pay the membership fee for 2011 (120) now in cash. Jacinta Lucke, The Netherlands suspends the plenary at 23.28. Jacinta Lucke, The Netherlands opens the plenary at 1.47. Election results. Order of the results:

-‐ PRO to President -‐ GA and NCM

A big applause for the commission, who was counting during the party. Results: EEB: Public Relations Officer: Ingmar Rinas, Germany 67 in favor, 5 against, 5 abstain, 1 irregular vote He accepts.

Human resources Officer Iza Ene, Romania 50 in favor, 15 against, 2 abstain, 1 irregular vote She accepts. Funds Raising. Officer Tamara Darbyshire, The Netherlands 48 in favor, 10 against She accepts.

-‐ Note: Missing numbers for the other candidate. Presumed 10. EMO-‐LO Elif Keles, Turkey 40 in favor, 25 against, 8 abstain, 4?, 1 irregular vote She accepts.

-‐ Note: Missing data. “4?” are presumed to be the number of votes for the other candidate.

European Integration director, Sofia Ribero, Portugal 55 in favor, 11 against, 11 abstain, 1 irregular vote Naomi Begemann, The Netherlands (EEB) accepts in the name of the candidate.

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Medical science Director Borislav Manev ,Macedonia 56 in favor, 13 against, 8 abstain, 1 irregular vote He accepts. Medical Ethics and Public Health Director, Sebastian Schmidt, Germany 72 in favor, 4 against, 1 abstain, 1 irregular vote He accepts. Medical Education Director, 42 in favor of Süleyman Yildiz,Turkey 29 in favor of Matthew Attard 0 against both, 6 abstain, 1 irregular vote The winning candidate accepts. Thanks for presentation of Matthew. Treasurer Tim W. Rattay,Germany 75 in favor, 1 against, 1 abstain, 1 irregular vote He accepts. Secretary General Anna Dobek, Poland 69 in favor, 5 against, 3 abstain, 1 irregular vote She accepts. Vice President for External Christoph Phillipsenburg, Germany 57 in favor, 10 against, 10 abstain, 1 irregular vote Sietke Postema, The Netherlands accepts in the name of the candidate. Vice President for Internal Sietke Postema, the Netherlands 69 in favor, 1 against, 1 abstain, 1 irregular vote She accepts. President Tin Knežević, Croatia 56 in favor, 20 against, 1 abstain, 1 irregular vote He accepts.

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NCM and GA: NCM Poland, 64in favor, 6against-‐, 6 abstain., 2 irr. They accept. GA 32 Macedonia 44 Leiden, 1 abstain 1 irregular vote Leiden accepts. Thanks to Macedonia for candidateing. Jacinta Lucke, The Netherlands: New president of EMScouncil Sandor, Ory The Netherlands. Ruxandra is vice president Applause for all the candidates that didn’t get elected. Tin Knežević, Croatia (EEB) -‐ Vote of thanks. Thanks Jacinta for chairing this great GA. Jacinta Lucke, The Netherlands liked doing it and sorry for not always being nice. She hopes it was a good GA. See you in Leiden next year. Thanks to Ruben Da Cruz Lopes, The Netherlands and Simone for being the plenary team. Thanks to all the commissions. Special thanks to the OC!

The Dutch sing: “We never had a good one like this. (Zo’n goeie hebben wij nog niet gehad.).” Special thanks to Maria and George.

The entire GA claps for them.

All the EEB members are thanked personally: Anna Dobek Tim W. Rattay Jeetindra Balak Naomi Begemann Micky Las van Bannekom Raquel Correia Kavita Aggarwal Constanze Born Verena Thiel Luis Machado Paul-‐Henry Mackeprang OC is thanked again. Tim W. Rattay, Germany (EEB), thanks for everything! Borislav Manev, Macedonia, congratulations Duchies! Jacinta Lucke, The Netherlands, thanks to Tin Knežević, Croatia (EEB)! Tin Knežević, Croatia (EEB) says the circle is complete, Athens is full of history. Jacinta Lucke, The Netherlands closes the plenary & the GA at 2.21 am.

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MINUTES

Of the EMSA Extraordinary General Assembly 20th November 2010Muenster, Germany

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1. Opening of the Extraordinary General Assembly at 17:54 Pre GA session Tin Knežević, Croatia (President of EMSA Europe 2010/2011): Introduction of the GA board members. Presentation of the agenda. 1. Opening 2. Announcements 3. Board: Chair, Vice-‐Chair and Plenary Secretary

a. explanations b. candidatures c. elections

4. Commissions: Credential and Constitutional a. explanations b. candidatures c. elections

5. Explanation of necessity of extraordinary (eo)-‐GA 6. Explanation of Statute changes 7. Explanation of motion flow 8. Motions 9. Any other business 10. Closing 2. Announcements New EEB members have been elected:

SO-‐LO -‐ Anna Potzy, Germany FI-‐LO -‐ Mehtap Yucel, Turkey EMS Council Secretary General -‐ Luis Machado, Portugal

3. GA Board: Voted upon by raising hands. Chair: Wander Kenter, The Netherlands, 0 against, 0 abstains Vice-‐Chair: Nienke van Andel, The Netherlands 0 against, 0 abstains Secretary General: Anna Dobek, Poland, was appointed by the GA Board with no direct negative of the eoGA. 4. GA Commissions Credential Commission: Veera van Wijnen, The Netherlands 0 against, 0 abstains Wiebke Keweloh, Germany 0 against, 0 abstains

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Constitutional Commission: Paul-‐Henry Mackeprang, Germany 0 against, 0 abstains Naomi Begemann, The Netherlands 0 against, 0 abstains GA Session 1 5. Explanation of the necessity of the extraordinary GA Tin Knežević, Croatia (EEB) explains the necessity of the extraordinary GA: -‐ Illegal organization -‐ Risk of being dissolved -‐ Possible fines -‐ Grant (stricter rules now) -‐ Belgium ministry checking Statutes -‐ It was not done in Athens due to lack of quorum Situation in Athens: -‐ Changes couldn‘t be voted upon officially as there was not the necessary quorum -‐ An unofficial voting procedure took place Legal issues: Statutes need to be updated: -‐ Accordingly with the IR structural changes approved in Athens -‐ Accordingly with the most recent Belgian law (2 May 2002) -‐ Grammar changes, spelling mistakes and punctuations 6. Explanation of statute changes Necessary changes Update Statutes according to the IR approved by the GA in Athens: -‐ Art 3: add “Public Health” to the Ethics pillar -‐ Art 19: change VP to Secretary-‐General -‐ Art 25: change the financial year -‐ Art 27: add “Bylaws as well” Mandatory changes: -‐ Art 1: Change the date of the law (2 May 2002) -‐ Linguistic/grammar changes According to what has been decided at the GA in Athens: “GA session V, part 1, opening at: 18.16 Motion #77: Motion to let the GA accept the changes that have to be made in the Statutes according to the motions that have been voted on and have been accepted during this GA.

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Name of proposer: Jeetindra Balak Name of seconder: Luis Machado Procedural Motion; unofficial vote 60 in favor, 9 against, 10 abstain; 79 total Time: 18.42” • Jacinta Lucke, The Netherlands – Will it be done one by one? • Tin Knežević, Croatia – Yes. • Jacinta Lucke, The Netherlands -‐ Why weren’t they mentioned in the e-‐

mail? • Tin Knežević, Croatia – They were mentioned in the e-‐mail. • Jacinta Lucke, The Netherlands -‐ I would like to see the e-‐mail. Why

didn’t you send these changes – prior to the GA? • Tin, Croatia – They are all mandatory changes – we don’t know the

exact changes now. We first need to start the registration process. • Jacinta Lucke, The Netherlands -‐ They were all done in Athens, why

didn’t you send the changes? • Tin, Croatia -‐ It was a mistake. • Tim W. Rattay, DE – People didn’t really ask. It was indirectly

announced, because it was stated “We need to update the Statutes according to the changes in Athens” and we sent the changes of Athens by mail.

PoI (Point of Information) by Tim W. Rattay -‐ We are going to make statutory changes, so we need a two third majority. We have to remember that we need to have a 2/3 majority of votes of people present here. PoI Constitutional Commission -‐ We have a minority quorum which is subject to approval of the EB. 7. Explanation of motion flow It was done by the Chair. 8. Motions The motions are explained by Tin Knežević, Croatia. Credential commission gives out voting cards. 44 votes in total.

• Jacinta Lucke, The Netherlands -‐ Is the EEB allowed to call 2 GAs in a row?

• Constitutional Commission – There’s nothing mentioned in the IRs or Statutes about that.

• Michaela Hurmer, Germany – Does it say in the Statutes that the changes in the Statutes have to be sent to the Mailing List prior to the GA?

• Constitutional Commission – No.

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• Tim Rattay, DE – It states in the Statutes that you have to mention in the call for the GA that there will be statutory changes.

• Jacinta Lucke, The Netherlands reads the email sent by the EEB to the EMSA-‐net and EMSA-‐Europe mailing list: In the mail, there is nothing stated like „according to the changes from Athens“ and it says nothing about the linguistic changes.

• Tamara Darbyshire, The Netherlands – but still it is possible because it was announced during the GA 2010 Athens – it is in the minutes of the GA – we voted upon it unofficially.

• Jacinta Lucke, The Netherlands -‐ But not everyone was present there, it would have been nice to have it announced via mail before the GA.

• Tim W. Rattay, Germany – There was so much to do on short notice and we were not able to inform you better. The EEB would like to apologize for that.

• Tin Knežević, Croatia – The board acts in good will. We want to work for better -‐ always, we are repairing the mistakes done before. We have to remember that it is also the responsibility of the NCs and LCs.

PoI by Credential Commission: If you leave the room, give back your voting card to the Credential Commission. The voting card is personal. 18:37 Motion #1 “Article 3. The objectives of EMSA, which has no lucrative aims whatsoever, are:

to act as a forum for all medical students in Europe, to discuss topics related to the fields of medical education, medical ethics, public health and medical research.

And to change “General Secretary” to “Secretary General” through the text of the Statutes” Proposer: Tin Knežević, Croatia, Seconder: Tim W. Rattay, DE Question:

• Jacinta Lucke, The Netherlands -‐ Can we vote upon these changes if it wasn’t announced in the e-‐mail?

• Credential Commission: Paul-‐Henry -‐ This is maybe not the best procedure, but there is nothing against it in the Statutes. Naomi -‐ It’s specified that there are going to be changes of the Statutes. Nothing mentioned about the exact things.

• Jacinta Lucke, The Netherlands -‐ Which article are you referring to in your motion?

• Tin Knežević, Croatia – It’s about the whole document, not a single article.

• Jacinta Lucke, The Netherlands -‐ Could you separate this motion please, as it contains 2 completely different subjects?

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Wander Kenter, The Netherlands (Chair) -‐ Are people in favor of separating the motion? An informal vote takes place: Informal vote: 18 in favor, 14 against, 12 abstains Chair: Motion fails.

• Rianne Schutter, The Netherlands -‐ This vote is just an advice to the proposer, the proposer has to decide.

• Credential Commission -‐ It is not possible to vote on both motions at the same time.

• Rianne Schutter, The Netherlands -‐ Can the proposer reconsider

splitting his own motion. • Tin Knežević, Croatia -‐ I don’t see the necessity but ok, I will accept

the proposed change and divide it.

18:49 Alternative motion #1a ““General Secretary” will be “Secretary General” throughout the entire text of the Statutes” Proposer: Jacinta Lucke, The Netherlands, Seconder: Wendelien van der Graag, The Netherlands, Motion passes nemo contra 18:49 Alternative motion #1b “Article 3. The objectives of EMSA, which has no lucrative aims whatsoever, are:

“to act as a forum for all medical students in Europe, to discuss topics related to the fields of medical education, medical ethics, public health and medical research.“

Proposer: Jacinta Lucke, The Netherlands, Seconder: Renske Bruinsma, The Netherlands, Motion passes nemo contra 18:53 Motion #2 “Article 19.

In the absence of the president, the vice president of internal affairs will assume the president's functions.”

Proposer: Tin Knežević, Croatia, Seconder: Christoph Philipsenburg, Germany Amendments: no Direct Negative from Jacinta Lucke, The Netherlands -‐ We should have been informed on that. No alternative motion. We vote.

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Vote: In favour: 43, Against: 0, Abstain: 3, Total: 46 False voting; Vote: In favour: 41, Against: 0, Abstain: 3, Total: 44 Motion passes 18:57 Motion #3 ”Article 25. • The financial year starts on the 1st of January and ends on the 31st of December.” Proposer: Tin Knežević, Croatia, Seconder Süleyman Yildiz, Turkey Amendments: no

• Michaela Hurmer, Germany – After this change, a FMO will be a member of which year in December 2010?

• Tin Knežević, Croatia – The financial year has nothing to do with the membership status, so all the members keep their regular membership status.

Direct Negative from Jacinta Lucke, The Netherlands -‐ We should have been informed on that.

No alternative motion. We vote: Vote: In favor: 43, Against: 0, Abstain: 1, Total: 44 Motion passes 19:00 Motion #4 “Article 27

The present Statutes and everything not explicitly foreseen by these Statutes are subject to Belgian law. The same conditions apply to the Internal Rules and Bylaws as well.”

Proposer: Tin Knežević, Croatia, Seconder Elif Keles, Turkey Amendments: no Direct Negative from Wendelein van der Graag, The Netherlands – It has not been mentioned in the e-‐mail. No alternative motion. We vote: Vote: In favor: 40, Against: 0, Abstain: 4, Total: 44. Motion passes 19:03 Motion #5 “Example: Article 5. 2) Ordinary members of FMO:

FMOs at European Medical Faculties. And to change every other grammar changes in the Statutes.”

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Proposer: Tin Knežević, Croatia, Seconder Sandor Ory, The Netherlands Amendments: no

• Jacinta Lucke, The Netherlands – The grammar changes are obvious for 15 years, how come there was not time to inform the members in advance?

• Tin Knežević, Croatia – We had other priorities and it is perfectly normal that Statutes contain this kind of mistakes.

• Tim W. Rattay, Germany – Even after that GA we will have a lot of work with the Statutes and come back on that later.

No direct negatives. Motion passes nemo contra. PoI by Tim W. Rattay, Germany – The last bus leaves at 20.15, we should try to be done by that time. Jacinta Lucke, The Netherlands -‐ Food is important, but the Statutes are the basics of our organisation, so we should not rush this and do our very best to

make this clear and transparent. We have a responsibility towards other EMSA members.

19:08 Motion #6 “Example: Article 1.

This association will be registered under the Belgian law of 25th October 1919, modified by the law of 6th December 1954 and 2nd May 2002.

And to allow the Executive Board to adopt the necessary changes as introduced by the Belgian Ministry during registration process.” Proposer: Tin Knežević, Croatia, Seconder Tim W. Rattay, Germany Amendments: no

• Tamara Darbyshire, The Netherlands -‐ When we receive the changes the ministry wants, we will inform the members about it.

• Robbert Schouten, The Netherlands -‐ Is it legal to vote on those non-‐specific changes?

• Tin Knežević, Croatia – The changes are not really non-‐specific. And if at any point the process has to be stopped, for example if the Belgian Ministry has the same point like you did, the process will be stopped and we will re-‐start it at the next GA.

• Tim W. Rattay, Germany -‐ Our Statutes state that if we have a rule that is against Belgian law, the Statutes will automatically be reposed to the point where it was legally accepted. At the next GA we will present the changes to adopt by the GA.

• Robbert Schouten, The Netherlands -‐ I see your point, but is the procedure legal?

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• Tin Knežević, Croatia -‐ As far as I am informed with the law and as far as I understand it and our Statutes, it is. Again, if it is not, the process will be stopped like I mentioned before and what Tim and I said will happen...

• Jacinta Lucke, The Netherlands– The EMSA Statutes have to be in French according to IR 5.2.2, not Dutch.

• Michaela Hurmer, Germany -‐ Why didn’t you check the Belgian law? • Tin Knežević, Croatia -‐ Because we had to start the registration

process and it was impossible to check it before. In addition, we will only change linguistic things, as soon as others appear we will stop the process.

• Tim W. Rattay, Germany -‐ We can’t ask them what to change before starting the registration process.

Direct Negative from Jacinta Lucke, The Netherlands – The Netherlands want to vote on this. No alternative motion. We vote. Vote: In favour: 34, Against: 0, Abstain: 10, Total: 44 Motion passes 19:18 Motion #7 “The members of EMSA present at this GA would like to point out their concern regarding this extraordinary GA and the motions tabled. We as members of EMSA, would like to encourage the EEB to be more pro-‐active in preparing this extraordinary GA and its content. More European-‐wide transparency in the upcoming changes in the changes in the Statutes would have been appropriate.” Proposer: Jacinta Lucke, The Netherlands, Seconder: Michaela Hurmer, Germany

• Tin Knežević, Croatia – I agree, but not fair to kick someone who is trying to do a job that hasn’t been done since 1996.

• Jacinta Lucke, The Netherlands – I am not trying to kick you. I just want to make a statement. It is not personal.

• Amendment proposed by Tim W. Rattay, Germany – Not only to encourage the EEB, but also the members of EMSA to become more pro-‐active as well.

The proposer does not accept the amendment. The amendment is withdrawn. Direct Negative from Paul-‐Henry Mackeprang, Germany – I don’t think it’s appropriate towards the job that has been done. Vote: In favour: 18, Against: 16, Abstain: 9, Total: 43, False vote Vote: In favour: 19, Against: 15, Abstain: 9, Total: 43 False vote Vote: In favour: 19, Against: 16, Abstain: 9, Total: 44

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Motion fails

• Wander Kenter, The Netherlands (Chair) -‐ We need a simple majority. The motion is rejected.

• Questions to the Constitutional Commission -‐ What is a simple majority and a relative majority, how many do we need to pass a motion?

• Constitutional Commission -‐ There is no answer in the IRs. • Tin Knežević, Croatia -‐ PoI -‐ There is no official definition that EMSA

uses and since there are several definitions in the Anglo-‐Saxon world, we agreed at the GA in Athens that the EEB would prepare this issue for the upcoming GA and that the issue would be solved then and there.

• Wander Kenter, The Netherlands (Chair) – I have defined the majority in the beginning, so the motion fails.

A part of the delegation leaves the room. PoI by Credential Commission -‐ There are 36 votes left. 19:27 Motion #8 “The EEB should send a timeline of the follow up of the statutory changes on the EMSA-‐net server within two weeks after the end of this GA.” Proposer: Jacinta Lucke, The Netherlands, Seconder: Tim W. Rattay, Germany Amendments: no Direct negative: no Motion passes nemo contra 19:29 Motion #9 “The EEB should send monthly updates on the progress of the Statutory changes on the EMSA-‐net server after the end of this GA.”

Proposer: Jacinta Lucke, The Netherlands, Seconder: Robbert Schouten, The Netherlands Amendments: no Direct Negative from Tim W. Rattay. No alternative. We vote. Vote: In favor: 25, Against: 0, Abstain: 11, Total: 36 Motion passes PoI by Jacinta Lucke, The Netherlands – I don’t want this to be just one sentence in the Monthly Reports. Tim W. Rattay, Germany – I think everyone understands that we need to do this; I just gave the negative to see how many people abstain. 9. Any Other Business (AOB)

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• Tim W. Rattay, Germany – We wanted to thank you for being here and helping us.

• The deadline for the grant was moved to 2 months prior to the former deadline, which is why we had no time to prepare this GA well.

• Tin Knežević, Croatia – The Monthly Reports were in time by the way. • Tim W. Rattay, Germany -‐ I was very uncomfortable with the

situation. • Jacinta Lucke, The Netherlands -‐ Final remark – I feel that at the GA in

Athens – me and Veronika Koeppen, Germany were very clear that we wanted the EEB to be more transparent and now we’re sitting here with less transparency and I know you had a lot of business but we need to be on the loop with the important stuff, we need more professionalism.

• Sietke Postema, The Netherlands – Thank you for being here, we appreciate your effort to come here.

• Luis Machado, Portugal -‐ Since it is their last meeting for EMSA, I would like to thank PH and Naomi for their work in EMSA.

• Tim W. Rattay, Germany -‐ I also want to thank Naomi for creating the Training system.

• Tamara Darbyshire, The Netherlands -‐ And all the old board members who are not here tonight.

• Tim W. Rattay, Germany -‐ We want to invite all EMSA members to come to the NCM to start working with us on our Statutes. We would like to work together with our members on the local level. To make it clear, we will send it also to the mailing list.

• Jacinta Lucke, The Netherlands -‐ Are you talking personally or on behalf of the EEB?

• Tim W. Rattay, Germany -‐ On behalf of the EEB. • Tin Knežević, Croatia -‐ I want to thank IFMSA-‐The Netherlands for the

valuable feedback. Vote of thanks for the Chair and Vice-‐Chair 10. Closure: 19.38

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Report:National Coordinators and Enthusiasts’ Meeting 2011

5-8 May, Warsaw, Poland

Prepared by: Sietke PostemaVice-President of Internal Affairs [email protected]

In May 2011 the National Coordinators and Enthusiasts’ Meeting was organized by EMSA-Warsaw. On a beautiful location a group of enthusiastic EMSA-members can together to discuss, learn and enjoy. The two-day-program was packed with many pillar-sessions, NC-sessions, Small Working Groups and trainings.

After the NCM an extensive NCM-report was sent to the mailing lists. This 15 page document includes detailed information about the agenda and outcomes of each pillar session, Small Working Group session, NC-session and trainings. This document is a small extract of the detailed NCM-report. If you wish to read the extensive NCM-report, please contact the VPI of the EEB ([email protected]).

Pillar sessionsThe directors had 3,5 hours of pillar session on the first day and 2 hours on the second day.

Medical EducationDuring the medical education session different projects like Teddy Bear Hospital, EMSA summer schools and medical English course were discussed. Also the Bologna Process Workshop Follow-up and Association for Medical Education in Europe (AMEE) were discussed. EMSA has a new project cooperation with AMEE and next year EMSA members can benefit from AMEE regarding the organisation of projects. Furthermore the participants got an training on ‘Group Dynamics and Motivation’.

Medical ScienceThis pillar session started with an introduction to the pillar and workgroup, after which an presentation was given about how to write and present a good case report. Furthermore, there was a presentation on medical science conferences. Very important was the brainstorm on new projects. The group came up with two new projects: ‘I can do science’, which will be a database with all necessary information for students wanting to start with research, and ‘Secret Science Society’, which aims to unite all science clubs in Europe.

Medical Ethics and Public HealthThis pillar too started with an introduction, assessing the participants’ knowledge on experience with the pillar. After that it the participants carried out on SWOT analysis for the pillar. Furthermore, three topics were chosen to brainstorm on in an ideas café and small working groups. These

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three topics were: pillar structure, pillar projects (M&M and new ideas) and meetings.

European IntegrationDuring the sessions of this pillar, current projects (Twinning Project, Eurotalk, Best Buddy and Different Christmas) and new projects were discussed. Different subjects regarding Twinning Project came up, for example by the Youth in Action grant. There is a handbook about this grant available. The new project ‘Cultural Injection’ was presented. Finally, the future of the pillar was assessed and a list was made of what should be done before the GA in Leiden.

Small Working GroupsDuring the SWG External of EMSA a short summary on the existing cooperations and their development within the last six months was given. The session focused on the participants experiences. Pros and cons of cooperations were discussed and concluded was that if you have the right attitude there is more to gain than to lose. The second SWG was about Pharmaceutical Sponsoring and EMSA’s statutes. Background information was given about both subjects. The main aim was to get input and create a plan of action on how these two topics would be handled. The participants gave valuable input and a plan of action for both subjects was created. The SWG Communication between FMOs and EEB started with theoretical information about communication, after which the communication within EMSA was assessed. The participants rated the communication within EMSA (results: 6 (on a 1-10 scale)) and named good and bad things. After talking about the negative things in communication within EMSA, groups were formed to discuss how these negative things could be improved.

Trainings There were three trainings, given by EMSA-trainers and one external trainer. The topics of the trainings were: Peer education, Project management and Writing smashing policy statements. During the second European Integration pillar session a training about Conflict Management was given and the participants of the second Medical Education pillar session got a training on Motivation & team dynamics.

NC-sessionThis NCM was the first GA with an actual session for NCs. It appeared to be a great success as every NC was missing contact between each other and the chance to solve some problems in their countries. During the first session we first described what would be the perfect NC-world. Based on this ‘perfect NC-world’ we came up with ten realistic ground rules for NCs. The second day we talked about a job description for NCs, based on the ground rules. Divided in three groups we discussed ‘on meetings and meeting preparations’, ‘communication with the EEB and FMOs’ and ‘promotion of EMSA and EMSA events’.

Future of EMSA -sessionDuring this session an short overview of EMSA’s activities were given. After a short SWAT analysis by the participants, several topics were discussed in Small Working Groups and the outcomes were presented to the group.

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SECTION B:

ANNUAL REPORTS

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1. Online EEB meeting 28 September 2010

2. Online EEB meeting 5 October 2010

3. Online EB meeting 10 October 2010



6. Online EB meeting 31 October 2010

7. Online EEB meeting 9 November 2010

8. EEB F2F meeting, Muenster, Germany 18-‐21 November 2010

9. Online DIA meeting 6 December 2010

10. Online EB meeting 7 December 2010

11. Online EEB meeting 8 December 2010

12. Online EB meeting 13 December 2010

13. Online EEB meeting 15 December 2010

14. Online DIA meeting 4 January 2011

15. EEB F2F meeting, Bucharest, Romania 6-‐9 January 2011

16. Online EEB meeting 23 January 2011

17. Online DIA meeting 27 January 2011

18. Online EEB meeting 3 February 2011

19. Online DIA meeting 7 February 2011

20. Online meeting about the statutes 16 February 2011

21. Online EEB meeting 21 February 2011

22. Online EB - NCM OC meeting 28 February 2011

23. Online EEB meeting 06 March 2011

24. Online EEB meeting 14 March 2011

25. Online DIA meeting, including Christoph (VPE) 16 March 2011

26. EMSA F2F meeting, Istanbul, Turkey 25-‐30 March 2011

27. DIA online meeting 4 April 2011


29. EEB online meeting 13 April 2011

30. EEB online meeting 18 April 2011


32. EEB F2F meeting in Warsaw 3-‐5 May 2011

33. National Coordinators and enthusiasts’ Meeting in Warsaw, Poland 5-‐8 May 2011

34. EEB F2F meeting in Warsaw 9 May 2011

35. DIA online meeting 17 May 2011

36. EEB online meeting concerning the EMS Council 22 May 2011

37. EB-GA OC online meeting 24 May 2011

38. DIA online meeting 25 May 2011

39. EEB F2F meeting, Skopje and Ohrid, Macedonia 28 -‐ 31 May 11

40. EEB online meeting 13 June 2011

41. EEB online meeting 28 June 2011

42. DIA online meeting 20 June 2011

43. Online NC meeting 28 June 2011

44. Online EEB meeting 14 July 2011

45. Online NC meeting 27 July 2011

46. Online EEB meeting 3 August 2011

47. EEB F2F meeting, Cres, Croatia 8-‐12 August 2011

ONLINE MEETINGSEMSA EUROPEAN BOARD2010 -2011

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ANNUAL REPORTSEXECUTIVE BOARDEMSA EUROPE 2010 - 2011

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ANNUAL REPORT

Tin KneževićPresident of EMSA Europe 2010-2011

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DATE OF COMMENCING IN THE EEB:

12th October 2010 (elected by the General Assembly in Athens)

MEETINGS ATTENDED AS EEB REPRESENTATIVE:

EEB Face 2 Face meeting and Extraordinary General Assembly in Muenster, Germany - November 2010EEB Face 2 Face meeting in Bucharest - December 2010EEB Face 2 Face meeting and the Training Centre of Excellence in Istanbul, Turkey - April 2010EEB Face 2 Face meeting and the NCM in Jablonna (near Warsaw), Poland - May 2010TBH Book presentation and a F2F meeting with the President of IFMSA in Lisabon, Portugal - May 2010EEB Face 2 Face meeting and the EMS Forum in Ohrid, Macedonia - June 2010EEB Face 2 Face meeting in Heidelberg, Germany - July 2010BIMS – Batumi International Medical Summit in Batumi, Georgia - July 2010 EEB Face 2 Face meeting in Croatia - August 2010

Additionally, chaired most of the online EEB meetings and EB meetings, had frequent online meetings with EEB members (especially with the PR Officer); attended several online meetings with various externals (especially with the web developer), EMS Council OC and Board.

BRIEF REPORT OF HANDOVER PERIOD:

As this has been my second term in this position, there was no actual handover.However, being one of the „senior“ board members I was activelly working on handovers related to other positions. Especially the VPi and VPe positions having in mind the major structural changes of the board we have done at the GA in Athens.I would like to note that making the handover period last for aproximately 3 months after the general assembly was a good idea as it gives old board members an opportunity to wrap up what they have been doing as well as to successfully hand over their possitions, but it also enables the new board members to get up to speed on all running matters as well as to get acquanted with board work without having to instantly take over all the responcibility. The entire process probably would have been made easiet with clear (written) job descriptions. This is something we have decided to work on this year. The entire handover was also made slightly more complicated due to the fact that some positions were left empty. Which mainly concirns the Department of Extenrnal Affairs that had two vacancies.

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MAIN REPORT:

* ORIGINAL ROADMAP FOR THE PRESIDENT IN 2010/11:

The overall main goal of this term was sustainability that we tried to reach through continuity and development of existing as well as new capacities.

The original roadmap (for this position) was divided into several sub-categories:1. Finances - Gaining sustainability through increased FR activity and financial independence.2. Activation and motivation of EMSA members - Increase of activity on the international level.3. International Recognition

* PERSONAL STATEMENT: OBJECTIVES, ACHIEVEMENTS, OBSTACLES AND SOLUTIONS

1. Finances - After we changed the structure at the GA in Athens and introduced the position of the Funds Raising Officer (FRO) we believed that EMSA would be able to reach financial stability and no longer be highly dependent on EU (EACEA) grants. Unfortunately, due to low activity of our FRO that was caused by personal matters and then consequential resignation most of the main goals of this position as well as the strategy were not achieved. - Nevertheless, EMSA has shown considerable financial stability in the term of 2010-2011. This was mainly because of a better budget plans, higher membership fees that covered more of our needs and the successful application for the YiA grant (EMSA was approved a full grant of 35 000 euros).

2. Activation and motivation of EMSA members - Human resources are probably the most important aspect of any given organization. This is why last year the training system as well as the position of the Human Resources Officer (HRO) were established within EMSA. - Apart from that, in order to increase the international activity of EMSA Europe, an international WorkGroup was created two years ago and during this year it’s development was one of our focuses. Even though this task was not easy, one can safely say that its overall activity is raising and that we can expect it to develop even further in the upcoming period. - It should be noted, however, that we have expected the level of activity to be larger. It has been difficult at points to reach our Emsai on the local level and mobilize them to international activity. In general, one might say that we felt a constant overall we feel that the strategy was a success, but it still requires diligent effort in lack of manpower on the international level. We tried to introduce several solutions and order to make the entire project successful. - We highly suggest further improvement of the EMSA online

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solutions (main website, communication and collaboration platform, FB and other social media activity, WG report system, project management system…). - A very successful project was the introduction of mandatory NC position to our structure. Having active NCs (and monthly NC meetings) has proven to raise communication between our local and international level, increase information flow and feedback system. It has especially proved helpful in preparations for the GA so far. - Our online activities have also become more increasing. Our Facebook page is now followed by over 3500 people and the number is rising. - We have also noticed a raise in annual events. The Training Center of Excellence (TNT and general trainings) was organizes at Yeditepe university in Istanbul and the Batumi International Medical Summit was organized by our Georgian FMOs. - Alongside this general increase in activity we have also increased the overall number of FMOs even though we have had several FMOs discontinue their membership at the end of the last calendar year.

3. International Recognition - In spite of the low activity of the Department of External Affairs - DEA (inactivity issues, resignations…) one could say that we were very successful in this field. - We have developed very good relations with EPSA (European Pharmacy Students’ Association) and ELSA (European Law Students’ Association) with whom we have signed cooperation agreements, we also have a developing relation to EDSA (European Dentistry Students’ Association) with which we hope to finalize an agreement in the short-term period and we have very good developing relations with the EMSOC (European Medical Students’ Orchestra and Choir). - Furthermore, our relations with different EMOs (European Medical Organizations – Domus Medica alliance) has been sustained and developed further. We have been invited to several EMOs events and were represented to our best ability. We hope to be able to develop those relations even further in the course of the following years. - Specifically, we have been very successful in our work with AMEE and within the MEDINE2 network. - More of these achievements can be found in the reports of remaining DEA members and the Medical Education Director (AMEE, MEDINE2).

OTHER TASKS COMPLETED THIS YEAR:

More prominent tasks:> Worked on and finalised the 2011 EACEA YiA Grant Application as well as the 2010 Final Grant Report.> Held 2 trainings at the TCE in Istanbul.> Worked on the organization of the NCM.> Helped in preparations of the EMS Council 8 in Ohrid. After it got cancelled, prepared a substitution event, EMS Forum and facilitated it.

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> Maintained relations with several student organizations through personal connections (EESTEC, EMSOC, EPSA, ELSA).> Been involved in development of several agreements (EPSA, ELSA, EMSOC...).> Promoted EMSA at several meetings and international events such as the Batumi International Medical Summit in Batumi, Georgia.> Coordinated the discussion about the structural and other changes of EMSA Europe.> Worked on the changes of the Internal Rules and Statutes of EMSA Europe.> Made necessary preparations for the EMSA GA.

OTHER IMPORTANT (LARGER) DUTIES:

1. Online solutions - Developing a good website, establishing an online communication and collaboration platform and generally making EMSA’s online activity more effective was one of the important priorities for me. - I regret to report that only about half of online solutions were implemented so far (and they were only implemented by August while we expected them to be implemented around the NCM time – May). - There has nevertheless been considerable progress. A milestone was surely the acquisition of our own server. With this achieved we are from now on not only able to set up our own webspace in regard to website and the groupware, but are also able to provide webspace for our projects, events and FMOs. Should we be able to set up a web development and moderation team in the following period, we could be able to put this existing potential to very good use. - The main website has also been finished and is being populated. Some parts have been left unpopulated (and Lore Ipsum has been used) partially due to expected structural modifications and focus on other priorities (GA preparations). - The structure of the NewsPortal has been finished and the site is ready to be used. However, a team has to be created to manage the site as added workload for the EEB would be unproductive. We expect (and hope) we will be able to create a PR team that will take over this job. - Finally, the gropupware (communication and collaboration platform) has been chosen (Feng Office), however we have not been able to set it up due to overflow of tasks and general lack of manpower. This nevertheless remains a high priority and we do hope it’s realization will commence shortly.

2. Registrations of new Statutes and the EMSA European Board - This has been one of the priorities of this term, regrettably, we were unable to register the board due to several reasons. In the first few months of the term this was not done as the board was not complete and we were waiting to complete it so we would be able to register it entirely. After that we have had some legislative problems as well as other high

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priorities (financial analysis and grant report for 2010 and other) and finally around the time of the NCM (May) we have had two resignations and one discharge due to which the process was again postponed. Finally, a mistake in the application process was done which caused a delay. After this it was decided that it would be best to forfeit this process this term and simply register the newly elected board. - Our recommendation is that this process should be started shortly after the GA, that the members of the 2011-2012 at that time should be registered and that a lawyer should be contacted through the CPME and asked for assistance. There is still budgeted money for that. - As for the Statutes, a full report will be provided at the GA. For now it is suffice to say that we have had troubles with legal issues and that we have encountered additional translational problems. Finally, as we have prepared additional statutory changes for the Leiden General Assembly, we deducted that the best course of action would be to update our new Statutes again right after the Assembly.

3. EMSA-IFMSA relations - I am happy to report that the overall relations with IFMSA have been successful. We have sent full delegations to 3 IFMSA events (March Meeting, EuRegMe and the August Meeting) and have been successful in setting up project collaboration. - Probably the best achievement was the organization of the joined Bolognia Process Follow-up Workshop (BPFW) and MEDINE2 meeting organized at the Yeditepe University in Istanbul. This was a joined project with very good outcomes and we hope to see more joined events and projects like that. - Unfortunately, our diplomatic relations have been less successful. It was very difficult to establish official dialogue and due to that fact this year our political relations have not been discussed at al. Nevertheless, a discussion about the new European Partnership Agreement has been started and we hope this process will continue.

4. Department of External Affairs - Unfortunately, we were rather unlucky with this department this year. At first the department was not full (2 vacant positions) and after that there were some periods of inactivity due to personal issues and travels and finally there was one resignation and one discharge. - Furthermore, the EMS Council (what could be considered a focal point for the DEA) was not completely successful (as previously stated in the report) was not as successful as we have hoped. (It was canceled and the EMS Forum was organized instead. The result is a draft resolution on the importance of youth organizations for Europe and European integration processes.) - Nevertheless, overall outcomes of the DEA are noticeable. We have developed good relations to other student organizations and have signed several agreements, the relations with the European Medical Organizations have also been improved and

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EMSA has started working on a more sustainable strategy for policy making and lobbying. - After the resignation of the elected VPe and the discharge of the appointed FILO (Formal Institutions Liaison Officer) I have taken over the responsibilities of the VPe, but as the SOLO and the EMOLO already had their own action plans my job as the acting VPe was not at all difficult. - We have not, unfortunately, been able to focus our efforts on policy making as we would have liked because we lacked capacity and because establishing good relations with certain organizations (that the next board could use) seemed to be a bigger priority.

* ENVISIONED ROADMAP FOR THE PRESIDENT IN 2011/12:

> Financial stability - Ensure an active FR department and do your best to see that EMSA receives the full YiA grant again. Research other YiA options – project proposals.> International activity - Focus on sustaining the EMSA WG and developing it further. However, aim for quality and not quantity when it comes to members! - It would be a good idea to create HR, PR and other teams during the handover period and see if old board members could join them. - Pay special attention to human resources (and especially internal board resourcing) activities. Try to introduce profiling (connected to job descriptions and psychological requirements) for applicants as well as follow-up for members.> International cooperation - Continue developing multidisciplinary cooperation. There is a lot of potential within the EHSAP (European Healthcare Students’ Association Platform – coordination of work and lobby activities in Brussels), cooperation with ELSA on healthcare law as well as the eBios project (biomedicine and bioengineering) that has been on low activity due to a lack of workforce.> Policy making capacity - EMSA has been involved in policy making and lobbying for quite some time, but our efforts have so far been of limited effect. If we want to be serious about it we have to take more proactive steps by ensuring quality papers, having people constantly work on a strategy and have clearly defined goals and objectives. There is a lot of potential in EHSAP as well as the EMS Council. But EMSA may need to firstly appoint people responsible to develop this field.> Management - Start using a groupware and also preferably Weekly Reports (again). If the groupware does not cover it, start using the online Task Manager and develop an online Project Management system.

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ADDITIONAL EVALUATION AND RECOMMENDATIONS

Leading a team is hard enough; you do not have to be your own enemy. ;-)Make sure you delegate. Be friendly and kind, but if someone is not doing his or her job clear that out! You are not a buddy. You are here to make sure the organization develops.On the other hand, make sure that you inspire people. Create authority by setting example and by helping the board members become leaders themselves. Maintain the EMSA Spirit!Use the F2F meetings for trainings, brainstorming sessions and team building. Most of the work can be done online. Teambuilding cannot!Lead your board! Build trust!Make sure they have an emotional buffer. If you are not that person, find it within the EEB and be in contact with him or her! When personal life interferes, let your board members step back and solve it. Make sure they have enough rest so they do not burn out!Make sure you do not burn out!You are no better (or worse) then your board! And as such you deserve a brake as well!If the board cannot function without you, then you have not done a good job making leaders out of them! ;-)Find time to sharpen the saw! Use Gmail and label your mails, create or find a task managing system, improve your leadership skills! Read a book or two about leadership, organizational management and all that jazz. Read Sun Tzu! JHave a check-list and a priority list. Make sure to work on important things that will have an impact on the organization! Work on big projects, but make sure you work on a few smaller ones as well. It is important to feel the sense of accomplishment when a task is finished. And remember… Once it’s finished, it’s finished!Plan some “freestyle” time! Let yourself and your team brainstorm and come up with new ideas! Remember that sometimes 15 minutes of coffee break are more productive then a 2 hours working session. ;-) Relax, take it easy! Everything that happens, or does not happen, always happens, or does not happen, for a reason! Something happening can be serendipity... And sometimes something not happening is a brilliant stroke of luck. :-)

FINAL WORDS

George Washington, one of the greatest Statesman of history, has once said: “True friendship is a plant of slow growth, and must undergo and withstand the shocks of adversity before it is entitled to the appellation.“If we are ready to sacrifice a piece of ourselves for the sake of making this world a better place, if we are ready to work long hours and stay come what may, then we might be lucky enough to develop a deep relation not only to people around us, but also to our work. Or an organization. Like every relationship, a relationship with an organization has its ups and downs. But what better test of character can one imagine then that of staying devoted in times of trouble?!I can honestly say that the past experience has not only changed, but also shaped my life. I am eternally grateful to all my friends and my colleagues that have walked on the same Road. It is you that make EMSA what it is. It is you that shape its future. And it is you that have changed my life.

„My friends are my estate.“ - Emily DickinsonThank you for being my own.

Europeanly yours,Tin

Contact details:Tin KneževićPresident of EMSA Europe 2010-2011 [email protected]@gmail.com

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ANNUAL REPORT

Sietke PostemaVice-President of Internal Affairs 2010-2011


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12 October 2010 (elected by the general assembly in Athens).

MEETINGS ATTENDED AS EEB RESPRESENTATIVE:

• GA in Athens, Greece (8-12 September 2010) • IFMSA-NL National Assembly, Amsterdam, the Netherlands (24-26 September 2010) • German Bundeskongress and EEB face to face meeting in Münster, Germany (18-20 November 2010) • EEB face to face meeting, Bucharest, Romania (6-10 January 2011)• EEB face to face meetings in Warsaw, Poland (3-5 and 8-10 May 2011)• NCM in Warsaw, Poland (5-8 May 2011) • EEB face to face meeting in Gieten and Leiden, the Netherlands (29 August – 1 September 2011)• GA in Leiden, The Netherlands (1-4 September 2011)

Besides the above mentioned face to face meetings I attended most executive board (EB) and EMSA European Board (EEB) online meetings and all Department of Internal Affairs (DIA) and National Coordinator (NC) online meetings.


The position of VPI was newly created at the GA in Athens, were I was elected as the first VPI. Because of this, there was no handover document and no predecessor. Instead of a handover we had meetings with the EB, to discuss task division. Furthermore I had a meeting with Ania Dobek, the Secretary General, because we had the joined responsibility for contact with the LCs and NCs. We discussed our task distribution and because of personal preference and experience we decided on the following task division: she would be in charge of contact with the FMOs and LCs and would CC me in every email, so I would be updated and could take over in her absence and I would be in charge of contact with the NCs. She was also on the NC-mailing lists and was CC’ed in personal emails to the NCs. Important emails to the FMOs, LCs and NCs we wrote together.

MAIN REPORT

* ORIGINAL ROADMAP FOR THE VICE-PRESIDENT IN 2010/11:

In my candidature for VPI 2010-2011 my plan of action consisted of four topics:• A new position – asking for good record keeping• Good contact with the FMOs• Activation of the national layer• Contact with the directors

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A new position – asking for good record keepingThe position of VPI was newly created at the GA in Athens, just before I got elected. Even though the past EEB had given a lot of thought to the job description of the VPI , the real tasks would be decided along the year. In order to give future VPIs a clear image of their tasks and the efforts of the current year wouldn’t get lost, I planned for good record keeping. I started with the handbook for future VPIs already in my handover period and added things along the year. Every time I encountered something that I thought was important to mention in this handbook, I wrote it down. I plan to have this handbook finished before or right after the GA in Leiden, the Netherlands. Furthermore I have kept all important documents, which I will put together in a map for the future VPI.

Good contact with the FMOsIn my plan of action I wrote that time management and accuracy are important words in my vocabulary and that I wanted to make sure that emails to the FMOs are understandable and send in time. During the year it turned out that contact with the FMOs was less my responsibility than I had anticipated, because of the arrangement Ania and I made early in the year (see ‘Handover period’). This arrangement worked quite well, although it was sometimes difficult if one of us was absent, and important emails had to be written. Since I was very much involved in the organisation of the NCM and GA, I could make sure that our members were well informed and important documents were sent in time. One of the documents that I created together with help of the EEB, was the ‘How-to-prepare-the-NCM/GA?’ (two separate documents, one for each event). These documents contained all important information about the NCM and GA and helped the participants to be well prepared for the event. Both documents were sent to the participants at least one month before the start of the event.

Activation of the national layerThis was an important topic for me. Due to EMSA’s growth it has been more difficult for past Vice-Presidents to stay in good contact with the FMOs. Besides, for the local members it is easier to contact somebody in their own language, from their own country. A national coordinator (NC) might have a better understanding of the needs of a country, than the EEB. My plan of action regarding this topic was to talk with the NCs about their thoughts and to form together a plan to activate the national layer. Furthermore, I planned to create a separate mailing list for the NCs and VPI and to promote the election or appointment in countries that do not have an NC yet. During the GA in Athens, Ania and me gave a three-hour-session for NCs (I wasn’t officially elected as VPI then). Current NCs, NC-elects and people from countries that did not have an NC yet, were invited. More people joined the session, than we anticipated beforehand! The participants were very enthusiastic and active, which motivated us very much! In December 2010 we created the mailing list for NCs. The start was kind of rough and it took effort to get all the NCs on the list and have them participate in discussions. Different topics were discussed, like FMO-NC-EEB-communication and the agenda of the NCM. But the real big breakthrough was not until the NCM, which was actually the first NCM with an NC-session.

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At the NCM, Ania and me gave 5,5 hours of NC-sessions of which every hour was well spent! The group was small, but the present NCs were very active and motivated to work. After an extensive brainstorm we wrote down ten ground rules for NCs and we wrote a more detailed job description. In the Internal Rules (IR) you can find the tasks of an NC, but these are not very detailed and won’t help a current or future NC in executing his/her tasks. Hopefully this more detailed job description will. The job description consist of three parts: on meetings – meeting preparations, communication with the EEB and FMOs, and promotion of EMSA & EMSA-events. Furthermore we had time during the NC-sessions to discuss some problems the current NCs are facing in their countries.

After the NCM, Ania copied the outcomes written on flip chart papers to Word and together we made a document of it. This document also includes an extract from the IR about the position of the NC and will hopefully help current and future NC to execute their tasks. One of the ground rules we came up with at the NCM is to have one online meeting per month with all NCs. Since the NCM we have had an online meeting with the NCs every month and those were very effective. The first one was about FMO-NC-EEB communication. Furthermore we decided during this meeting to have small monthly updates from every NC (by email, questions can be asked during the online meeting) and we accepted the job description as guidelines for NCs. The second online meeting dealt with GA preparations. Private meetings were scheduled with those who couldn’t be present at that meeting. The third one will be right before the GA and will also be about the GA preparations. Minutes of each meeting were made, for those not present. Ania and I have recently contacted all LC-1s and LC-2s of countries that do not have an NC yet. This were eleven countries in total. Two of them already had NCs, but these we not on the mailing list yet (of course they are now). With five of them we are in contact and they are actively in the process of getting an NC and I have good hopes that they are elected or appointed before the GA. Only four countries are difficult to contact and it is unclear who is their NC. All these countries have only one FMO, so officially the LC-1 is also the NC.

I think the national layer grew tremendously in the past year. From a few active NCs (of whom even less were active on the European level) we now have active NCs in more than ten countries, a mailing list, sessions at the GA and NCM and monthly online meetings and updates. Besides that five more countries will have an NC soon. I can really see the activity level increasing and I’m really proud of that! I see a more prominent role for NCs in the future. Thanks, dear NCs, for your work and effort this year!

Contact with the directorsThe structural changes within the EEB, voted upon during the GA in Athens, included the forming of the ‘Department of Internal Affairs’ (DIA). This name was unofficial in use, but became very effective. It consist of the four directors and the VPI. Since it was completely new, the start wasn’t easy. We needed to find our place in the board, a way communication, and a way of working together. We started with monthly online meetings and our own mailing list. Minutes of meetings were made, sometimes by me, sometimes by one of the directors. When necessary we had extra online meetings. These meetings and regular emails to the DIA-mailing list, but also personal emails in times of lower activity, helped me to stay updated about their work.

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In the beginning of our term we decided on a strategic plan for DIA. Topics in this strategic plan were: • Four stable pillars: qualified directors to lead the pillars, enthusiastic local members of EMSA to organize projects, improvement of current projects;• Growth of the pillars: dissemination of current projects, creation of new projects;• EMSA being a useful and respected partner towards European organisations: development of a framework for European recognition of EMSA, in the context of medical education, bring the voice of European medical students into discussion on political, public and global health issues.

We used this strategic plan less as a guideline than I had wanted, mainly because daily management already took so much time. But when looking at it, I can see that we managed to do a lot! One of the directors was already a trainer and two more became trainers at the Training Centre of Excellence (March 2011, Istanbul, Turkey), and becoming trainers and receiving trainings was one of our objectives to create qualified directors. All directors will have a handover document ready for their successors. Furthermore all pillars have created, or are in the process of creating, new projects. And actions were taken to improve the pillar and its projects, for example by writing handbooks or creating a website. The last topic was the most difficult one, due to lower activity of the Department of External Affairs, but the Bologna Process Workshop Follow-up created policy papers, which will bring the voice of European medical students and European Integration’s project ‘Sharing is Caring’ improved collaboration with other student organizations. Another thing we have been working on was the Workgroup. This is a group of EMSA-members active on the European level, but not in the EEB. Since the Workgroup existed in name, but not in reality, we first started the discussion of what each pillar would need. Very soon we figured out that every pillar had its own needs and we wrote an document according to that. In the beginning of 2011 we launched a call for the Workgroup. The document was accompanied with a PowerPoint presentation, which I created. The presentation explained about the Workgroup could be shown by our members during their local meetings. 15 people applied before the deadline, and another ten after the deadline. All people were assigned to a position of project coordinator or director’s assistant, or were placed in a team. Project coordinators and assistants were a great help to the director! Over time it turned out that is was more difficult than expected to work with a team, due to different expectations between the directors and the team. We discussed Workgroup management several times during the online meetings and try to find solutions for existing problems. I think it is safe to say that we made a good start in creating a sustainable and effective Workgroup!

Last thing I want to mention here is the NCM. This meeting is very important for the directors. We helped each other with the preparations of the sessions, by giving advise and share each other’s plans during online meetings. We prepared a document with information about each session (trainings were included in this document as well, with thanks to Iza Ene), so the participants could read beforehand what the sessions would be about and choose the one they were most interested in. After the NCM we created a document (NCM-report) with all the outcomes of the sessions organized at the NCM. It was a

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big document, but helped our members to be updated about the pillars and other things that were discussed at the NCM. I was in charge of coordinating the creation of both these documents. In order to help the directors in the preparations of the pillar sessions at the GA, I created a Google form and sent this to all participants. The form asked about their wishes for the GA and the things they would like to discuss during the pillar sessions. The directors can use this information to prepare their sessions. The four directors are four different people, from different countries and with different personalities, but we became a team. A very close team! I found it very motivating to work with them and want to thank them for their hard work! DIA rocks!

OtherBesides the above mentioned tasks I completed, there was more that crossed my path. In order to improve the general work of the EEB I helped creating a general handbook for future EEBies and wrote the ‘EEB e-mail conversation rules’. Furthermore I wrote an article for Euromeds to introduce DIA, and parts of the grant application (visibility of EMSA in Europe and the strategic plan of DIA, with input from the directors). In the beginning of the term I created the FMO-forms, sent these to the EMSA-mailing lists and LCs and helped collecting them. I also gave, together with Ania, a session about communication between the FMOs and EEB at the NCM. I collected evaluations of the sessions given at the NCM, in order to help the future board with the preparations for their sessions. And I was active in the preparations of the GA and NCM: created a timeline for both events with tasks for the EEB, prepared the ‘How-to-prepare-the-NCM/GA’ handbooks, created presentations for the general hours of the NCM, created a document for the EEBies about the NCM (including ground rules and a detailed agenda) and coordinated the NCM-report.

* ENVISIONED ROADMAP FOR THE ROLE OF THE VICE-PRESIDENT OF INTERNAL AFFAIRS 2011/2012:

Advise that I would like to give to the future VPI: • Discuss with the future Secretary General how you would like to deal with the shared responsibility for the NCs and LCs; • Organize NC-sessions at both the GA and NCM!;• It might be an idea for the future to collect the monthly updates from the NCs and send these to the EMSA-mailing lists;• Make in the call for Workgroup clear what the expectations from the directors are for the team members;• Read the handover document!

EVALUATION AND RECOMMENDATIONS

During the last year I learned that the VP work is very hard but also rewarding and can be fun. I was lucky to have a team of characters with a great sense of humour, which made the work easier. We all would prefer to work together on most of the tasks but because of the distance it is impossible. Therefore, it is really important to attend the online and Face 2 Face meetings in order to keep the team and EMSA spirit.

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FINAL WORDS

Besides preparing a lot of documents, motivating people was an important part of my job. And it wasn’t easy to motivate people mainly by email and during Skype conversations. But although we all had our more difficult times, DIA became a real team and also the national platform shaped up and became active. I’m very grateful for that! I want to thank my dear directors for their hard work, their motivating words and encouraging emails! And to the NCs I want to say: let EMSA hear you! I made some very good friends in the board, and I want to thank them for their support, encouragement and kind words!

Contact details: I feel like I have finished every email with this last sentence, but here it is once more: please, don’t hesitate to contact me, if you have any questions!

Sietke PostemaE-mail 1: [email protected] 2: [email protected] Skype: sietkePhone number: 0046 722 247 362

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ANNUAL REPORT

Christoph PhilipsenburgVice President of External Affairs 2010-2011

ANNUAL REPORT MISSING DUE TO RESIGNATION OF THE PERSON.

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ANNUAL REPORT

Anna Dobek Secretary-General 2010-2011


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12 October 2010 (elected by the General Assembly in Athens)


Handover meeting with Jeetindra Balak 13.11.2010Extraordinary GA and EEB F2F meeting, Münster, Germany together with the Bundeskongress held by BVMD 18-21.11.2010F2F meeting with the head of the NCM OC 20.12.2010EEB Face 2 Face meeting Bucharest, Romania 6-9.01.2011 F2F meeting with the NCM OC 22.02.2011Online EB - NCM OC meeting 28.02.2011Training Centre of Excellence (TCE), Istanbul, Turkey 25-28.03.2011EEB Face 2 Face meeting in Warsaw, Poland 2-5.05.2011NCM Jabłonna, Poland 5-8.05.2011EEB Face 2 Face meeting Cres, Croatia 8-12.08.2011

Attended as many as possible online meetings of EEBAttended as many as possible NC online meetings Attended as many as possible EMSA Warsaw meetings

Upcoming meetings:

EMSA Europe GA in Leiden, The Netherlands (including a face 2 face meeting of the EEB) 1 – 4.09.2011

Handover meeting Date and place not yet settled

BRIEF REPORT OF HANDOVER PERIOD

After the GA in Athens I didn’t need any special introduction to the EMSA general work as I was already in the 2009/2010 board in the position of the Vice President. As for the tasks of the Secretary General, according to the new structure many tasks were overlapping with my last year’s position. To get to know my new tasks I had an online handover meeting with my predecessor, Jeetindra Balak, during which he explained me my upcoming tasks. I was also supposed to receive a CD with all the Sec Gen data from previous years but unfortunately I have never received it. In case of any questions I was writing

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an e-mail to Jeetindra but unfortunately not all of them were answered. Ne-vertheless, he was very supportive.

MAIN REPORT

* ORIGINAL ROADMAP FOR SECRETARY GENERAL IN 2010/11:

As the Vice-President there were a few aims I set and of those I reached the following:

• Support the President of EMSA European Board in accomplishing his tasks • Encourage other medical students to join EMSA• Improving the communication between the EEB and the FMOs by keeping the FMO list updated• Keep in touch with the FMOs and update the contact details on a regular basis. • Gain all the necessary data for the Grant Report beforehand.• General Sec Gen tasks.


The work as the Secretary General was a very interesting and valuable ex-perience. I have learned a lot about myself on a personal and professional level. Additionally, having the last year’s experience, it was easier for me to foresee the problems we were facing during our term. I also could share my experience with my new team.

The specificity of the work of the Secretary General is that there is a constant workload of doing minutes, Euromeds, updating documents, working on the grant application, joining the EEB discussions and much, much more (for more look at the list of tasks I have completed this year). Apart from that, as the Sec Gen, you also should be updated on everything that is going on in the EEB. Hence, I consider this year to be an extremely busy year for me. In this part of the report I will focus on the most time-consuming and most difficult parts of the year. For all the most important tasks I have done this year, please refer to the list of the tasks I have completed this year, which can be found below.

The first couple of months were very busy as the EACEA Grant Application deadline was shifted to mid of October (the year before it was in the begin-ning of December). Hence all the workload concerning the application was condensed in the period just after the GA in Athens. Unfortunately, during the biggest workload I had my post-EMSA-term vacation planned so I wasn’t able to commit to that task as much as I wanted. Nevertheless, I was helping as much as it was possible.

Another task I had to deal with in the first couple of months of my term was implementing the changes of the Internal Rules accepted at the GA in Athens (they were over 90 motions accepted!). Together with not clear mi-nutes made at the GA it was a really challenging task. During that time we also had to prepare for the Extraordinary GA held in November in Muenster. After this event I had to finish the minutes of the sessions and implement

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and publish the changes to the Statutes accepted at the eoGA. Not to mention the work on the minutes of the GAs. This lasted till December. Then it was time to finally focus on the University and go for a short vacation in January/February. After February my focus was shifted to the TCE (Training Centre of Excellence) and the NCM. Especially the last one was very involving and time-consuming for me as it was organised by my local FMO and I was in con-stant contact with them as I tried to support them as much as I possibly could from a personal and professional level.

After the NCM, which appeared to be very exhausting, the University nee-ded my attention as soon after the event, my exams started. Since June I was struggling with my exams and personal issues. The period was very stress-ful for me personally and professionally and it affected my EMSA work – I couldn’t focus on EMSA work as much as I would like to.

During the whole year I was doing my best to complete all my ongoing tasks. My priority was to attend the F2F and online EEB meetings as I know from experience how important they are not only for the team but also for the work that needs to be done. I also was doing my best to answer all the new FMO applications although at points it was very difficult due to time-management/university issues.

I was also trying to collect articles for Euromeds but unfortunately it was har-der than I expected. Unfortunately for the first 2 editions, released during our term, I had to focus on other Sec Gen tasks. Then I was trying to collect artic-les for the next edition but due to lack of local input (articles), not meeting the deadlines for sending the articles and general EEB workload, this task failed. I preferred to postpone the release of Euromeds rather than having only few ar-ticles in it. I am planning to release 1 more Euromeds after the GA and I hope I will collect enough articles for the last edition of my term.

Summing up, the biggest achievements of this year were the following:

> Keeping the FMO list updated so that we had proper contact details to our FMOs> Receiving many applications for new FMOs of which 8 are complete and 6 are in the application process> The other big success of Sietke and me was to start an NC mailing list and an NC chat every month. > We also gave a very successful and needed NC session at the NCM > Updating the emsa-net mailing list with all the proper e-mail addresses of the NCs and LCs> Updating EMSA official documents (Internal Rules and Statutes)

Summing up, the biggest obstacles of this year were the following:

> Not knowing the team and being used to a certain way of working from last year> Changes in the structure were not easy to implement as everyone had to find his/her way> Lack of communication among everyone in the board the structure doesn’t allow to contact everyone in the EEB> WEBSITE o I couldn’t fulfil my plan of creating online accounts for each

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FMO on our website as there were constant problems o no groupware, hence communication problems within the EEB> Workload of the Sec Gen should be reduced

Lastly, the new structure of the board indeed decreased the amount of e-mails to read but unfortunately it created some other problems like lack of commu-nication between the different departments and some board members feeling left out from the team.

To finish, although my term was very busy and stressful it was also a wonder-ful experience and I can’t regret anything. I experienced something special and totally different than in the previous year. I also feel like I gained many new friends I can count on also in very difficult times. Looking back I feel that I have done a good job although I there is always place for improvement :)

TASKS COMPLETED THIS YEAR

• Starting the process of gaining new FMOs.• Supporting the president and sharing some tasks• Finding new EEB members for vacant positions and managing the applications• Communication with the FMOs• Discussing the new layout of the EMSA documents• Helping out with EMSA Portfolio/Brochure• Creating EEB polls, replying to external mails, participating in important discussions etc• Working on the “newies” booklet• Being in contact with the OCs especially the NCM OC• Creating a Writers’ Committee• Updating the Contact Details of the FMOs and the emsa mailing lists

• Tasks completed concerning the extraordinary GA: o Writing motions for the eo GA o Updating Internal Rules (over 90 motions) o Updating EMSA Statutes o Copying and archiving all the motions from the GA Athens and eoGA Muenster o Being the Sec Gen of the eo GA and working on the minutes o Handling the proxies of the eo GA

• Tasks completed concerning the NCM o Being in constant contact with the OC concerning the budget and organisation of the event o Helping as much as I can with the budget and fundraising o Prolonging the registration as long as it’s possible o Trying to attend all the OC meetings o Helping to update the website o Sending calls and reminders to the EMSA servers and facebook o Organising sleeping places for the EEB before the NCM o Organising a meeting place for the EEB F2F meeting o Discussing the problems with the participants who were registered but not coming o Together with Sietke we held 2 NCM sessions and one Small

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Working Group o And much more

• General Sec Gen affairs o Handling FMO applications o Creating new e-mail addresses for the EEB and handling old ones o Clearing EMSA servers together with Tin Knezevic o Attending and minuting e-EEB meeting o Attending and minuting the F2F meetings o Moderating the EMSA International Yahoogroups o Moderating the EMSA EEB Googlegroups o Compiling Monthly Reports of the EEB o Creating polls/doodles for meetings and accepting FMOs etc o Deleting and adding new EEB members o Helping out the FMOs with the NC elections o Writing calls o And much more

- Extra tasks • Working on the EMSA official meetings issues (applications, schedule, issues etc) • Discussing the new layout of the EMSA documents • Being in contact with the NCs together with Sietke • Having online meetings with the NCs • Correcting together with the EEB the minutes of the GA in Athens and making sure they are correct

- General EEB tasks

• Helping with the EACEA Grant Application as much as it was possible concerning the circumstances • Improving the Internal Rules, together with the EB • Preparing and joining the meetings • Joining the discussions about the finances of EMSA and EMSA meetings • Appointing new EEB members

* ENVISIONED ROADMAP FOR THE ROLE OF THE SECRETARY GENE-RAL 2011/2012:

> Support the President and stay up to date on all issues so you can replace the President in case of any emergency.> Keep in touch with the FMOs and update the contact details on a regular basis. > Create an account for each FMO on the website with their current status of their FMO – to simplify the update process and communication.> Send out EMSA brochures to all medical faculties in Europe (refer to the Faculties list created by the WHO).> Keep the deadlines within the EEB and the FMOs and act consistently

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towards them.> Maintain a smooth information flow within the EEB and the EB so that the tasks can be completed with high efficiency.> Gain all the necessary data for the Grant Report beforehand.> Keep the Writers’ Committee close together and brainstorm about solutions for the Euromeds problem of lacking articles> Shift the responsibility of Euromeds to the PRO> Keep in mind that having part of the job is teambuilding.


During the last year I learned that the Sec Gen work is very hard and sometimes invisible but it can be also rewarding and can be fun. I was lucky to have a team of people who appreciated my work very much and in case of any problems they could help me out. It is much easier to work with a team of friends instead of strangers. Hence, it is really important to attend the online and Face 2 Face meetings in order to keep the team and EMSA spirit alive - it is much easier to work via e-mail if you can pin a face to the partner of your conversation :)

For my successor I would recommend to:1. Read the Internal Rules and Statutes in the beginning of your term2. Try to attend as many online and Face 2 Face meetings as possible3. Try to attend teambuilding events with the rest of the EEB – it is very important for the pleasure of working together4. Have regular online meetings with the EB and the EEB – sometimes separate5. Introduce a new communication platform so that the communication becomes easier to handle6. Work on the Grant Application as soon as possible7. Have a to-do-list8. Keep track of the activities you carried out - it’s helpful especially for the reports9. In case of any question just ask, there is nothing wrong about it10. Share if you need help especially if you are lacking motivation, there will be always someone to help11. Remember also about yourself – your health and family should come first I would also recommend the next EEB to think about shifting some tasks of the Sec Gen to other positions as my work as the Sec Gen after the changes in the structure appeared to be a former VP job with additional tasks which at points appeared to be a too much to combine with the University (not to mention the private life).

As the last word, I would like to thank the whole EEB and the EB for the ama-zing year. It was a pleasure working with you and I’m sure that we will be in contact for a very long time! I wish my successor to have such a wonderful team I had a chance to work in for the last 2 years.

Contact details: Anna DobekSecretary General 2010/[email protected] Ul. Świetlików 8/13101-389 WarszawaPoland

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ANNUAL REPORT

Tim W. RattayTreasurer 2010-2011

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20th of November 2009 – Elected and appointed by the EEB Re-elected at the GA in Athens, Greece on September 11th 2010 with no rival candidate with 75 votes in favour, one abstain and one against and one irregular vote (78 total eligible votes)


EMSA GA in Athens, Greece 07.09.2010 – 12.09.2010First meeting for the upcoming term and the last meeting with the board of 2009/2010. After the decision to recandidate at the GA for the position of the treasure and the application I was focusing on the preparation for the GA. One of my goals was to reach the quorum at the GA so I was contacting all LC1+2 before, so that FMOs which were not planning to attend prepared the proxy form in order to assign the votes to people present. The quorum at the GA was reached so we were able to vote upon the changes for the IR which we, as the EEB, proposed beforehand. The IR-modifications were probably the biggest changes which EMSA experienced within the last 5-10 years. I was administrating the IR changes at the EEB Face 2 Face Meeting in Zagreb and Cres, Croatia and therefore applicable involved in the process of preparing EMSA for the upcoming term. At the GA I was presenting the annual financial report and all financial documents were controlled by the financial committee which criticized only minor errors. We increased the membership fees by 50 Euro per anno as well as the late fees and registration fees, after the Youth in Action Grant 2010 was cut by approximately 28.000 Euro in order to stabilize EMSA financially for its bright future in Europe. At the GA I was responsible for the newly introduced electronic voting devices which were thankfully lent by the medical education dean of the medical faculty in Münster, Germany. I am very thankful for the support of the good friends who were present at the GA which enabled the entire EEB to work hard through long nights and to bring the GA to a very successful end with an almost filled EMSA European Board (EEB).

EEB Handover meeting with eoGA at the bvmd Bundeskongress in Münster, Germany 18.11.2010 – 21.12.2010First face to face meeting with a major part of the European board after the GA. Besides a little bit of teambuilding with the bvmd (German IFMSA division) trainer we were really busy with preparations for the eoGA. The Bundeskongress OC was very supportive. Thanks again for hosting the eoGA. The eoGA became necessary because after the changes of the IR which were adopted at the GA some parts were inconsistent within the EMSA Statutes. Another reason were law changes by the Belgium ministry and some minor spelling mistakes as well as punctuation errors. Even though I was very busy with hosting the EEB as well as coordinating with the BK OC I really enjoyed this meeting with the new board.

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EEB Face 2 Face Meeting in Bukarest, Romania 06.01.2011 – 09.01.2011A great warming meeting considering the cold and snowy atmosphere with a great host (Iza Ene) in Romania with a very supportive SSMB (Societatea Studentilor in Medicina din Bucuresti) our local EMSA FMO.

NCM Warsaw 2011 in Warsaw, Poland (including Face to Face meeting with the EEB) 05.05.2011 – 08.05.2011Responsible for the participation fees and the financial coordination with the local coordinating committee as well as doing some last minute budgeting with the local OC treasurer. The meeting was stressful but the NC session (after our IR-changes in Athens, the NC was now mandatory) which I attended gave me a good insight into the National work of EMSA. I was busy with taking pictures of the meeting – which were published on Facebook still during the meeting.

Meeting with the extended bvmd board in Jena, Germany 13.05.2011 – 15.05.2011I got the chance to discuss some EMSA – bvmd relations with the new elected bvmd president Caroline Fleischmann (former vice president of externals) as well as other bvmd officials while being there while the bvmd board was meeting.

Swiss National Academy Summer School on Biology, Ethics and Religion in Magliasio, Italy 25.07.2011 – 02.08.2011I got the chance to participate with a diverse group of students (law, business, philosophy, medicine, theology and biology) together with five professors from German, US, and Swiss universities) a very controversial topic. I was able to promote EMSA to Swiss medical students as well as to students from other subjects.

STILL TO COME:

F2F meeting on Cres, Croatia and EMSA GA with EMS Con in Leiden, NL – I will not attend both due to the start of my elective at the National Hospital for Neurology and Neurosurgery, Queen Square, University College, London which began on August 1st 2011

Attended several online meetings of EEB.Attended several online meetings of the EB.Had plenty of online meetings with the president while and before the grant application.Had plenty of online meetings with the president while and before the grant review process.Had plenty of online meetings before the FRO (fundraising officer) resigned, tried to meet two times in person with her, but it was cancelled twice due to different reasons.

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There was no handover necessary because I was the former EMSA Treasurer.

MAIN REPORT

* ORIGINAL ROADMAP FOR THE TREASURER IN 2010/11:

As Treasurer there were a small number of aims I set and presented in my candidature presentation at the GA of those I reached the following:• Continuity• Stability• Establishment of a support for Fundraising (position of the FRO)


Already at the GA I announced that my term was going to end earlier due to my start of my elective phase (practical year) already in August 2011. Now it is a week before the end of July, and I will shortly send an email to all EMSA members informing them of my inactive period up to the GA. I will still be active for my duties as treasurer regarding membership fees, membership certificates as well as EEB reimbursements and other financial tasks. But I will decrease my activity within the EEB mailing list dramatically. It was a great time looking back on almost two years of achievements for EMSA as well as obstacles and personal experiences.

To start out with things I disliked this term:

Resignations within the board due to personal reasons, lack of functions or inactivity. It was hard to see that the EEB needed to go as far as firing someone from the board to resign him from his active duties. This was a new step for us but important because after the experiences the entire board of 2009/2010 at the GA in Athens, Greece with two annual reports not accepted and almost two other ones close to be dismissed as well – having a member which didn’t attend a single f2f meeting and was still carrying an EEB function throughout almost an entire year – it was important to take this step.The other resignations were hard to take but I rather see someone resigning from a position he or she cannot fill with passion, time and energy than being inactive or not fully supporting with you spirits the idea of our EMSA work.

My personal lack of time.Due to a lot practical time in the hospital with mandatory attendance it was hard for me to miss a couple of f2f meetings. I was able to finish the tasks which were expected of me as a treasurer but I couldn’t participate in general EEB tasks as in the previous year. This was quite a difference in my commitment towards EMSA but it was a new experience to see other EEB members stepping up and working hard for EMSA as well. With a very active group of directors and a very supportive executive board all tasks were handled more as well so that my lack of time was not harming EMSA in any way.

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Lack of fundraisingThere were some troubles with fundraising due to many different reasons. The resignation of the FRO was not helpful either. The discussion about pharmaceutical sponsoring was discussed without a solution within the EEB as well as with EMSAi at the NCM in Warsaw. It doesn’t seem to be solved until the GA because the time seems to be too short to go through the process of creating a working group, surveying all FMOs and presenting those results. Maybe the upcoming GA is a good starting point to prepare this discussion for the upcoming terms to maybe have one solution to this topic so that the new FRO will be able to act according to rules set at some point.

And I will finish with the facts I loved about the last year within EMSA as an active EEB member:

Financial stabilityI promised financial stability at the GA in Athens, Greece at least for EMSA. This goal was more than achieved. We received the YiA grant of the maximal amount possible (35.000 Euro). Our IR changes we did together at the GA as well as our experiences with EACEA grant applications were extremely helpful when applying for the grant for 2011. Even a three months earlier deadline (which we got to know a couple of weeks before) didn’t stop the great team of the EEB to be as successful as we are.

Growth of EMSA and more active FMOsThe FMOs are now paying a lot better than the last years. We have almost all memberships collected and are growing with new FMOs joining our European Project monthly. Even though the increased membership fees scared a couple of rather inactive FMOs away we are now at almost the same number before the last GA. And it seems that we are losing ballast. The process of clearing out inactive FMOs and regaining way more active ones seems quite healthy to me.

Reimbursements of EEB travel expenses and other costs on timeIn the term of 2008/2009 without a treasurer and all reimbursements done with me taking action in November of 2009 one of my goals was reimbursing all expenses quicker than before. With the creation of a working account which the President and the Treasurer could access rather than just the honorary trustee in Belgium was very helpful. And with money from the YiA grant for 2011 we were able to support the enormous time invested by all active EEB members at least with paying their travel expenses to our f2f as well as other planned EMSA related meetings.

Started the discussion of Pharmaceutical Sponsoring and Statutatory Changes as promised at the NCMAfter the eoGA in Münster, we earned a lot of criticism about lack of transparency within the EEB. I promised back then that we would work on this issue more openly and invited everyone interested to participate at this discussion at the NCM 2011. Surprisingly the people who were shouting before the eoGA in Münster the loudest, got lost somewhere on the way to the NCM in Warsaw. It was important to call this important issue back into the focus so that we reach a quorum big enough to change our Statutes at the GA or even later. Most EMSAi never seem to have read our Statutes, at least it seems this way, which is a very interesting fact.

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Friends, support and EMSA spiritIf you are looking for people you want to spend your free time with and you would like to spend more time if you could - you should join the EEB. I never saw so many active and involved medical students with a common European Idea within EMSA and especially within the EEB that it is great to look back on this. As soon as EMSAi gather, you can grasp an atmosphere which enlightens your personal experiences – we call it the EMSA spirit. It was great to spend a lot of time with EMSA members, to work with them on common goals or even visit them in our spare time. It’s great to know that in almost every country there is someone who is looking forward seeing you at (almost) any time.

TASKS COMPLETED THIS YEAR:

Treasurer• Entire reimbursements for the EEB up to the GA travel expenses• Collecting membership fees as well as registration fees of new FMOs• Updating of our financial budget throughout the year• Budget 2010/011• helped with the grant application of the YiA grant for 2011• responsible for the YiA grant budget for 2011• got the YiA grant with the full amount possible (35.000 Euro) for 2011• send the financial report for the 2010 grant to the EU• updated the portfolio with pictures of the new EEB• send membership certificates to a number of FMOs, prepared certificates which were send to our FMOs by our President• helped with budgeting for the NCM

General EEB tasks• Document with information about positions within the EEB (treasurer information).• Updated FMO Address and LC list together with Anna Dobek (Secretary General) and Sietke Postema (Vice President of Internal Affairs)• EMSA-IFMSA relations with focus to the German Situation.

* Envisioned roadmap for the role of the treasurer in 2010/11:• major increase in fundraising activities with the new printed portfolio• new grant application with necessary changes to allow EEB travel reimbursements to Face 2 Face meetings, NCM and GA• Easier access to the bank account to be able to check quickly for money transfers• Enabling FMOs in Non-EU countries to pay without wasting money for transaction fees (pay in cash at GA or other opportunities for transactions)• Increase in membership fees to ensure the financial stability of EMSA


Working with a board of Europeans is at times exhausting and time consuming, but the spirit within the board and their high goals and visions are some of the things which keep you “reaching for the stars” to quote our president. At times, especially when deadlines or exams are approaching, the fun part

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moves partly into the background. I wouldn’t really call it a job, because we don’t earn any money with it, but it is important to keep in mind that as a member of the EMSA European Board we have a responsibility for not only accomplishing the tasks which are delegated to us, but show initiative and be active internally motivated. It was quite a shock to get to know that our grant application deadline was almost three months earlier than expected but we are now even happier that we achieved our goals and received the full maximum grant amount.Last year in the following paragraph I mentioned something about inactive members and suggested suspensions if necessary. I still support this idea and I am proud to be able to state for the upcoming GA that all the annual reports which will be presented that I fully support every EEB member which is left within the board (as well as I would support the two people who resigned due to personal reasons). Having some online meetings and talking on Skype while working together on some documents or some tasks makes it a lot easier if you are doing it together. This technique was used way more often in 2011 then back in 2010.

The DIA (department of internal affairs) worked very well. A lot better than the year before, which is mainly caused by our new structure of a VPI (vice president of Internal Affairs) and regular meetings within the groups of directors. The information flow from the DIA to the rest of the board was at the beginning of the term not very good, but improved throughout the rest of the term.

The DEA (department of external affairs) didn’t work at all. Inactivity, lack of reliability, language problems, integrative problems and a lack of well distributed tasks as well as the resignation of the VPE (vice president of external affairs) were only some of the reasons which assisted to a rather big mixture of chaos. The time period without a PO (permanent officer at the CPME) probably didn’t help either and our former very active PO Luis Machado left a big whole which was not filled until today (last week of July).

RECOMMENDATIONS FOR OUR SUCCESSORS WOULD BE:

I changed some parts from the year 2009/2010 but I kept most points because I still think they are very valuable to all EEB positions. 1. Having more online EB meetings, especially in Skype with voice rather than writing and writing the minutes later together after finishing one topic. – This was a point which I added last year and I would still add this topic. 2. Have a schedule for all EEB members where they can enter more and less active periods from the beginning of the term, so that time-consuming projects can be moved to times with high activity. – It was another point from last year – it was used through parts of the year but should still be in the list. 3. You are taking over a working financial organisation, but there are always things that can be improved. So if you like to take over a running system and make it better, just like any quality guy, you are certainly invited to do so. 4. The fundraising officer who assists the treasurer with the fundraising activities is a position which was created already at the last GA in Athens, Greece. He or she needs to increase

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the sponsoring money for EMSA in order to be more financially independent. 5. The face to face meetings are the heart of the entire board. Without personal contact an organisation like EMSA is not going to run smoothly. You need that contact in order to be able to rely on someone and to know how he or she is really working. Emails might tell to some people a lot, but skipped introductions or missing signatures are not always a sign for rudeness or bad social behaviour. (Still stays on this list!) 6. If you don’t know how to work efficiently, ask other EEB members especially EB members for help. There might be some who are doing this job already for quite some time, and they might have figured out a way to me more effective than you think you could ever be. 7. Write down when you achieved something or you finished something with a date when. Or start doing to-do lists where you cross of things – or even combine both. Then you have an overview of what needs to be done and what you already accomplished. – It makes your reports easier and keeps you motivated. 8. If you don’t understand something, just ask. There is nothing like dumb questions. Even when working in an organisation for 10 months, there are still abbreviations or organisations which you never heard before. But I am surprised that some people didn’t know the difference of basic things of our organisation after almost a year. Reading the internal rules and statutes is mandatory (it is even written in there!), so you should know at least what your tasks are according to the internal rules.

Contact details: Tim W. RattayTreasurer 2009/2010 and 2010/11 [email protected]

Address in Germany and postal address after April 1st 2012:Teichstraße 748151 MünsterGermany

skype: timwrattayprivate email: [email protected]

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ANNUAL REPORTSDIRECTORSEMSA EUROPE 2010 - 2011

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ANNUAL REPORT

Süleyman YıldızMedical Education Director 2010-2011


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DATE OF COMMENCE IN THE EEB:

12th October 2010 (elected by the general assembly in Athens).


• General Assembly in Athens, Greece (8-12 September 2010)• German Bundeskongress and EEB (EMSA European Board) face to face meeting in Munster, Germany (Germany (18-20 November 2010)• EPSA (European Pharmaceutical Students ‘Association) Executive Board Meeting, EMSA representative (18-21 December, Oslo, Norway)• EEB (EMSA European Board) face to face meeting in January Bucharest, Romania (6-10 January 2011)• IFMSA (International Federation of Medical Students’ Association) March Meeting 2011, EMSA Representative Jakarta, Indonesia (5-12 March)• EEB (EMSA European Board) Face to Face meeting, Training New Trainers and Training Center of Excellence in Istanbul, 5 (23- 28 March)• EEB (EMSA European Board) Face to Face meeting and the NCM in Warsaw, Poland (3-5 and 8-10 May 2011)• EMS (European Medical Students’) Forum and EEB (EMSA European Board) Face to Face meeting in Ohrid, Macedonia (1-6 June 2011)• Bologna Process Follow-up Workshop&MEDINE2 Istanbul (Medical Education in Europe) meeting 2011(18-23 July)• EEB (EMSA European Board) face to face meeting in Zagreb, Croatia (10-16 August)• AMEE (Association for Medical Education in Europe) Conference 2011 Vienna August (26-31 August)• EEB (EMSA European Board) face to face meeting in Leiden, The Netherlands (31 August- 1 September 2011)• General Assembly in Leiden, The Netherlands (1-4 September 2011)• EMSA representative, Expert Conference - Education in Quality Care and Patient Safety-Krakow, Poland (9th September)

Besides the above mentioned face to face meetings I attended most external meetings (MEDINE2, IFMSA,etc.) and EMSA European Board (EEB) online meetings and Department of Internal Affairs (DIA) and Medical Education Working Groups online meetings.


The handover took place via a Skype meeting with Raquel Correia, past director. She has been very helpful during the first few weeks of my term. I was able to receive a short overview. However, I had to train myself for many things, luckily though with dear president Tin Knezevic as contact person in any matter. My predecessor and I had an online meeting and then tried to work on strategic plans for next three years. It was affective for me and I am happy to say that I could follow our created strategic plan in whole year.

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Overall, I cannot say it was a productive handover period which I believe it cost at least 2 or 3 month to understand what EMSA has in its hands about medical education.

MAIN REPORT

ORIGINAL ROADMAP FOR THE MEDICAL EDUCATION DIRECTOR

When I candidate for the position of EMSA Medical Education Director 2010/2011, I stated main points for me to focus on:

• Motivating and improving members on medical education projects• Keeping EMSA active in European projects dealing with medical education• Develop a framework for international recognition of qualifications of EMSA, in the context of medical education• Work with IFMSA and AMEE and other organizations towards medical education issues• Create an international network through organizations, medical schools and individual students can share ideas, experiences and expertise and collaborate in the further development of medical education • Organizing a professional summer school and facilitates necessities for a faultless program• Bologna Process& MEDINE2 o Contribute to enhancement of interest of all participants to related projects o Collaborate closely with other related associations and inform all members regularly o Create a web database about all related projects

TASKS COMPLETED:

Training Center of Excellence (TCE)EMSA is expanding in Europe day by day within the responsibility of being European medical students‘ voice. For this meaningful aim, EMSA makes new magnificent projects come true. One of these projects, TCE (Training Center of Excellence) is planning to train new trainers at Yeditepe University. From now on, EMSA is going to train students to become trainers thus, EMSA is going to make its meetings and projects more efficient with the help of these new trainers. There is also a general training program at the TCE which makes possibly to train EMSA members about popular trainings (time management, stress control, leadership skills, etc.). This year, TCE held between 25-28 of March and I was head of the organization committee.To increase the number, quality and awareness of trainings in EMSA, a guide for trainings, which includes such information as what are the steps to organise a training event, what skills which year EMSA member should get, possible funding sources and how to set up a training strategy on national and local level, needs to be prepared by a team of professionals.All this year’s activity has shown us that the results are on a satisfactory level, but with still a lot of work in need to be done in the upcoming years. We all want the synergy effect of 1+1=2 to appear in the EMSA and working with such partners like we can truly reach our goals together and continue to

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contribute to the European identity. So already now, I can inform you about new collaborations between EMSA and other European associations on training.After TCE, I again understand that EMSA needs to set its standards very high when organising events. In general, the events are organised by organising committees at the universities where the tasks are divided after individual knowledge, motivation and experience. To secure the quality of the TCE, in EMSA-Yeditepe we have constructed a guideline on how an organising committee should and could organise TCE in a high quality level. These guidelines also give the organising committees basic knowledge on how to actually organise an event step by step.

AMEE (Association for Medical Education in Europe)AMEE (Association for Medical Education in Europe) is one of the most important organisations for Medical Education in Europe. Among its activities, it produces the journal ‚Medical Teacher‘ and organises the largest annual medical education conference in the world: the AMEE Conference! In the last years, more than 2300 participants attended the AMEE Conferences, with workshops, lectures, poster presentations, short communications, exhibitions, etc.Each year, AMEE offers 25 international medical students a change to attend the Conference free, with financial support for travel and accommodation expenses (500 €). In exchange for that those students are asked to assist in basic tasks, related to helping out with practical issues and assisting participants during the conference.IFMSA holds a student representative spot in the AMEE Executive Board. And EMSA and IFMSA select students for AMEE Conference Students Taskforce together. However, our relationship with IFMSA in relation to AMEE had sometimes been difficult in this year. Some difficulties, especially problems concerning transparency, have lead to a highly unproductive situation that made it difficult to achieve the main goal of EMSA and IFMSA - to work together in order to be able to offer best offers and conditions for Medical Students in Europe. To overcome this situation it is clear EMSA needs to set an official agreement with IFMSA about AMEE. By this way, we can keep transparency between both organisations. If we get it right, transparency will create a virtuous circle where there would not be any doubt about our works and nobody feel he/she is out of team – which in turn leads to improved and sustained cooperation between representatives of both organizations.EMSA is keen to continue cooperation with IFMSA about AMEE and improve the overall situation. It became self-evident after many works together that those two international organisations representing medical students all over Europe have to speak with one voice towards external organisations. However, this is also obvious current situation is not beneficial for EMSA members and cannot be acceptable anymore. If EMSA would not get any result about its wishes for a more productive structure in AMEE, EMSA should evaluate AMEE’s offer to gain a student representative within the AMEE board, an offer that we rejected in order to keep cooperation with IFMSA in AMEE.As EMSA Medical Education Director, I recommend AMEE Conference for each medical student, especially EMSAi who has a good experience in international area. In my opinion, each individual party of the AMEE Conference process benefits from it in an effective and very satisfactory way. AMEE get qualified students for conference and students get valuable experience.

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Bologna Process Follow-up Workshop 2011-YeditepeAs I say all time, medical education is our life that we feel everyday with every details and we are a group of students working on improvements in our education. Therefore, I want to underline this again, bring it to your attention, and remember why we are doing workshop about Bologna Process. I believe it is important for many of us to be part of it or at least contribute to works.In BPFW 2011, we succeed to create two different policy papers about “Students Involvement in Bologna Process& Accessibility to Higher Education”. Partnership between the EMSA and IFMSA about Bologna Process needs to keep at this high-level professionalism. We value this active partnership and I want to say that I fully enjoyed the cooperation with Ioana that we did this year in Yeditepe University. I would like to thank Ioana Goganau, IFMSA SCOME-D, for everything we shared together and succeed to create two important policy papers about Bologna Process. The organisation of the event itself went very well. Based on the experience coming from past works and with the important financial support of Yeditepe University, the quality of the event was ensured by all means. I hope that the BPFW series continues to be as dynamic, excited and intellectually stimulating in the future as it has been in this year.

EMSA Summer SchoolThis year 6 EMSA Summer Schools were organized successfully by EMSA FMOs. I tried to get involve in most of them, especially in promotional part. I cannot say we succeed as I expected but in general, I am hopefully about high quality of summer schools that will be another unique part of EMSA in future. What needs to be kept in mind is that EMSA Summer Schools need a professional promotion by EMSA-Europe. I hope, we will solve this problem via new EMSA-Europe web site. What will make the EMSA Summer Schools unique in the future is that when each EMSA FMOs, which organize summer school, work parallel with EMSA-Europe in a professional way. I already prepared a special part in my handover document that will help to overcome this situation.

Teddy Bear Hospital Project (TBH)In recent years, EMSA has become increasingly aware of the promotion of TBH project and demand of members so that as many people around the world can learn how to organize this project and get info about “white coat anxiety”. To end this necessity, we agreed to create a website which one will be updated by work group members regularly: www.emsa-tbh.comIn December, I attended EPSA Executive Board meeting in Oslo. In Oslo, I presented EMSA and its projects and discussed possibly project cooperation between EMSA and EPSA. Within many projects, TBH project really attracted their attention. I am happy to announce that TBH project is also an international project of EPSA by the contribution of EMSA. Local cooperation between the EDSA and EPSA with EMSA is the most valuable cooperation we can offer them in faculty level, since we all wear “white coat” and TBH project fights against “white coat anxiety”.It was a big disappointment to me that I could not get any feedback from IFMSA although TBH is a joint project between EMSA and IFMSA. After several tries, we decided go on it alone. Honestly, it is obvious that EMSA needs to continue work on TBH separately because this is three years there is no any action from IFMSA about TBH project. Therefore, we, as EMSA, do not want to involve TBH project in next European Partnership Agreement (EPA). Otherwise, this restriction will continue and this popular project will decrease its attractivity anyway.

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Healthy Erasmus ProjectWorking group members prepared a booklet about Healthy Erasmus. We still wait feedback from EPSA. It seems next year we will finish all work and then we can publish booklet.

Working GroupOne of the my main aim was the one that defines how to keep up team spirit and enjoy members’ every single moment working in EMSA. That was my personal vision to Medical Education Working Group.Since January, I welcomed 13 work group members. I am delighted that our Work Group members continues to grow and look forward to working closely with our new members in the years to come to raise awareness and enhance the profile of Medical Education in Europe.Albert Camus said “Don‘t walk in front of me; I may not follow. Don‘t walk behind me; I may not lead. Just walk beside me and be my friend”; this is how I see the role of the Work Group member. Let’s hope EMSA Medical Educational Working Group will rock next year! I would not let him alone and I will be huge supporter of Working Group all time.I am finishing my term, and I fully enjoyed the cooperation with all work group members. I would like to thank you for everything we shared and wish you all the best for your future!

MEDINE2EMSA has gained a good name and reputation in the international associations. EMSA is known especially in the European organisations and institutions and still makes them aware of the fact that in case they are looking for a partner among students’ organisations for co-operation, EMSA is there to rely on. The co-operation between international organisations and institutions and NGOs such as EMSA is based on the exchange of information. From our perspective, EMSA should always be informed about the programmes and projects of international organisations and institutions in which it is relevant and important for EMSA to actively participate. From the other perspective, it is equally important that EMSA informs the international organisations and institutions about its programmes and projects. Both of these aspects of the information exchange are mainly guaranteed through the formal way of the granted consultative status of EMSA with several important international organisations and institutions and one of the important of them is MEDINE2 representavity which EMSA holds.What makes the EMSA and Medical Education Pillar as unique as it is, is our involvement in MEDINE2 and other official associations in Europe. EMSA is one of the founders of MEDINE and it is true that EMSA is ascending progress in medical education in Europe with the positive effects of our involvement in MEDINE2. In short, the MEDINE2 network is mainly composed by professionals, faculty representatives and medical educa¬tors, in the same time EMSA has student representative in MEDINE2 . Throughout the workshop that we organized in Yeditepe, we tried to gather more opinions from medical stu¬dents and forwarded it as a resolution to MEDINE2 and contribute to their work. Here again, I want to thanks Ahmet Murt, previous Medical Education Director of EMSA, again for all great works he did until now. Both in MEDINE2 workshop and in MEDINE2 general works, we received important contributions from him all time.

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Lastly, we got two good news from MEDINE2 Executive Board. One of them is EMSA will be also representative of Permanent Working Group of European Juniors Doctors(PWG) in MEDINE2. The other one is I will be new representative of European medical students in MEDINE2 Executive Board.

EMSA YeditepeAs being EMSA Yeditepe president, I did a lot of work with EMSA Yeditepe. I would not write them in details but if I list it:• 5 international meetings (TCE, Summer School, BPFW and MEDINE2 meeting, ICML)• 6 TBH projects• 3 Medical Science conferences• Several social aid programs• MSF(Doctor Without Borders) symposium • Twinning Project with IFMSA-Leiden• Contributed to “1st Inter University Certificate Program Of Predictive & Personalized Medicine in Daily Medical Practice”

Department of Internal AffairsCharles Millhuff said that many of life‘s circumstances are created by three basic choices: the disciplines you choose to keep, the people you choose to be with; and, the laws you choose to obey. Whether it started as a matter of choice or destiny, the Department of Internal Affairs 2010/2011 lived EMSA for one year – the most memorable year of our lives. What was discipline for us? It was the determination to strive towards our goals as a team and as individuals. We brought our experience and our visions together as individuals, and we grew up as a team with a motto- DIA Rocks! The desire was to achieve our goals, act professionally and always give the best of oneself. As we have experienced, a year of living EMSA is not a race towards the end, but a mosaic full of memories, great people, professionalism, battles and funny stories.As a team, we all pointed out what was the focus in each of our areas of activities. We wanted more active member in Working Groups, successful sessions in NCM and General Assembly, increase variety of collaboration with partner associations, improving EMSA at project level, following up EMSA Board topics, making sure that all members can access directors easily, improving the communication between directors and members and making sure that EMSA spirit lives through EMSA members. Of course, all these pieces of the puzzle called the one-year strategic plan were in line with the main goals of our association.How did we choose the people to be with? Simply we didn’t. It was the choice of the General Assembly in September 2010 Athens☺ Each of the individuals brought their culture, experience and personalities to the stage. Together we met our own strengths and weaknesses and as a result, we learned to live and work as a team. We appreciate the advice and example that she gave us all time, Sietke our Dear Vice President of Internal Affairs. Other board members also gave us that we owe a lot. There is one essential thing in living in a team – success of one is a success of the team. When I look back, I am really happy to see that we succeed to be one.This success was not done by us alone, but we had the pleasure to welcome our working group members after January. They were our right hand without which we wouldn’t have reached the goals we set as a team. For that we are grateful and we appreciate first of all their friendship and support and, of course, their devotion to work with us and for one of the key team players; the player

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without whom all our efforts wouldn’t be worth: the EMSA Working Group. But what are the laws that we set? Besides the rules that we were obliged to follow, such as our statutes and precedents that we follow in usual , there were some additional rules that we committed to. We acknowledged the importance of our task to represent the General Assembly. Discussing every single step before hand we learned that the only way to achieve our goals. But one of the main rules however is the one that defines how to keep up team spirit and enjoy every single moment working in EMSA.

General EEB WorkI was also busy with general EEB work many times when working for specific subjects of Medical Education. I read and wrote lots of emails, took part in the EEB face to face and online meetings, wrote monthly reports, helped editing documents like the handbooks or the EMS Forum Outcome Paper and represented the EEB in the many external meetings. All in all, I sent 1329 emails and received app. 8000 emails on 3 accounts, failed 1 and passed 11 exams. It seems I survived.

EMS ForumTo make the event success we took part in EMS Forum with an enormous effort and worked shoulder to shoulder with other EEB members who were in Ohrid, Macedonia. EMSA-Macedonia made it an unforgettable event for us. It was a great pleasure to see that we prepared a great resolution paper on “The Importance of Students’ Organization in Europe”. I would like to give a huge thank Tin Knezevic, Elif Keleş, Sofia Ribeiro and of course especial one to Borislav Manev for their great enthusiasms in EMS Forum. It again felt me that it is a honourable pleasure being a member of EMSA!

EMSA TurkeyThe EMSA Turkey’s reputation continues to grow and we have various vehicles that aid our visibility, including our website (www.emsa-turkey.com), and our new collaboration with ELSA(European Law Students’ Association)- Turkey and EPSA(European Pharmaceutical Students’ Association)-Turkey are just two important of them lastly we did. Let’s hope EMSA-Turkey will continue its aim to give medical students throughout Turkey a drive to get involve in EMSA. Here I want to thanks especially to Ceren Sultan Altay, our dear EMSA-Turkey National Coordinator. It was especially inspiring to receive friendly advice and support from her. It was a great pleasure work with her shoulder to shoulder against all against movements to EMSA-Turkey. I also cannot pass this part without mention the names of two important person that gave support all time in this stressful process: Elif Keleş and Semih Küçükcankurtaran. Thanks for their great support all time.EMSA’s future is defined by the people in it, by the history we have, and by the activities we are organising. I am proud that several projects were a part of our lives and we were a part of EMSA’s life. EMSA-Turkey is one of the projects that we will proud all time! Hurrah for EMSA and hurrah for EMSA-Turkey!

Multidisciplinary Bologna Process Follow-up WorkshopBologna Process discussion has become widespread within European students’ associations but it does not mean that we all associations have enough power to attract attention of authorized persons. The multidisciplinary Bologna Workshop will be a joint effort of the European Medical Students’ Association (EMSA), the European Nursing Students’ Association (ENSA), the European Pharmaceutical Students’ Association (EPSA), the European Law Students’ Association (ELSA)

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and European Students’ Union (ESU). The aim of this workshop is to promote European integration between students and professions in Europe, and create a discussion platform about implementation of Bologna Process in higher education. The students will discuss what the implementation of the Bologna Declaration means for their educational systems and share experiences and opinions.The outcome of this workshop will be a position paper on the ideas and recommendations of European students regarding the Bologna Process. I already shared my draft plan with other associations’ education representatives and discussions will start next term with headship of next Medical Education of EMSA. So far fellow organisations like EPSA and ENSA became partners officially in this project . We look forward to see further steps from ELSA and ESU for this unique project. The student organizations in this project are planning a workshop, which will probably be held in 2012.

RECOMMENDATIONS FOR THE MEDICAL EDUCATION

DIRECTOR 2011-2012:

EMSA – MEDINE2 (Medical Education in Europe2): EMSA has gained a good name and reputation in the MEDINE2. EMSA is known especially in the MEDINE2 network makes them aware of the fact that in case they are looking for a involvement from European students for co-operation, EMSA is there to rely on. The co-operation between EMSA and MEDINE2 based on the exchange of information. From our perspective, EMSA should always be informed about the programmes and projects of MEDINE2. From the other perspective, it is equally important that EMSA informs the them about its programmes and projects.It is advisable to get involve actively in the student team, and to make it a dynamic team. Last year Bologna Process Follow-up Workshop included also MEDINE2 workshop, in order to spread the word and to get more students involved. The Director should also, in case needed, have some face to face meetings with the student team.

EMSA – CPME (Comité Permanent Des Medecins Europeens- Standing Committee of European Doctors): I recommend EMSA medical education director to be in close contact with the EMO-LO, and to try to attend at least one of the CPME meetings. Also, try to read CPME’s newsletter, since they frequently have interesting subjects on Medical Education issues.

EMSA – PWG (Permanent Working of European Junior Doctors): I recommend EMSA medical education director to be in close contact with EMO-LO, since he/she is the one responsible for this contact. This year, we accepted that EMSA will be also representative of PWG in MEDINE2 which one is offered by MEDINE2 executive board.

EMSA – AMEE (Association for Medical Education in Europe): EMSA medical education director should be on the student team of AMEE and if possible try to a present projects or conducting workshops in the AMEE conference. EMSA is keen to continue cooperation with IFMSA about AMEE and improve the overall situation. It became self-evident after many works together that those two international organisations representing medical students all over Europe have to speak with one voice towards external organisations. However, this is also obvious current situation is not beneficial for EMSA members and cannot be acceptable anymore. If EMSA would not get any result about its wishes for a more productive structure in AMEE, EMSA should evaluate AMEE’s offer to gain a student representative within the AMEE board, an offer that we rejected in order to keep cooperation with IFMSA in AMEE.

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EMSA – IFMSA relations: Director should be in close in contact with IFMSA SCOME-d (recently elected Ioanna Goganau again, also an EMSA member and a MEDINE2 student team member) in order to have stronger events, similar positions and representability. Always be aware that you are representing European students and that you are fighting for a better education of doctors, regardless of your Association. The main goal of EMSA and IFMSA that I learned from all my past work is to work together in order to be able to offer best offers and conditions for Medical Students in Europe. In short, One aim but definitely Two different organizations!

EMS Forum (European Medical Students’ Forum): EMSA medical education director should be one of the main contributors to EMS Forum in means of facilitation and expanding the content.

FINAL WORDS:

Skilled and open-minded people create the platform of the present generation. It is true, but they become such by participating in various activities, by organising events, by communicating with their colleagues in different countries and by participating in trainings. Kevin Murphy once wrote - learning that produces no change is about as useful as a parachute that doesn’t open. I know that and this is why I believe it was worth it after all stress and bore I felt this year.This year the EMSA Medical Education Pillar did a great job and I hope that future directors will continue the tradition of success that the EMSA Medical Education directors have had during the previous years.At this point, I also want to thank my FMO, EMSA Yeditepe, and my university, Yeditepe University, for the support they gave me from the beginning on. Without their big support, I would not have done as much as I did.Thousands of words can be written about my enthusiasm to EMSA but I want to keep it short…

I believe that the time and energy devoted in organisations like EMSA gives a three-fold reward: you have good time, you make friends for life and it certainly does not harm your professional career later on the contrary makes better. So let us make friends for life with EMSA!

Contact details:

Suleyman Yıldız Medical Education Director 2010/11 [email protected]

Kordonboyu Mah. Akdeniz Cad. I. Eksioglu Apt. 35/8 Atalar Kartal Istanbul 34186Turkey

skype: suleyman-yeditepeprivate email: [email protected]

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ANNUAL REPORT

Sebastian SchmidtMedical Ethics and Public Health Director 2010-2011

THIS REPORT HAS UNFORTUNATELY NOT BEEN SUBMITTED IN TIME DUE TO TRAVELLING.

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ANNUAL REPORT

Borislav ManevMedical Science Director 2010-2011


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12th October 2010 (elected by the General Assembly in Athens, Greece)


October 2010 - 05. 10.: Handover meeting with Kavita; - 12. 10.: Online meeting (handover, meeting, share of important documents); - 17. 10.: Attended at World Sight Day Event in Vienna; November 2010 - 24. 11.: First online NEMSC meeting; December 2010 - 22.12.: EMSA - Macedonia GA; January 2011 - 06. – 09.01.: EEB face-to-face meeting, Bucharest, Romania; - 09. 01.: face-to-face meeting with Luis, Ruxandra and Tin; general strategy, ideas and plans about EMS Council 8; February 2011 - 03. 02.: 2nd online meeting with NEMSC; March 2011 - Attend at the TNT in Istanbul; - Attend at the TCE and held my first training session for Conflicts Management; - Attend the face-to-face meeting meetings in Istanbul after the TNT and TCE; - Had a face-to-face meeting with Elshad Hasanov, Editor in Chief of JEMSA; - Had face-to-face meeting with Ozan Unlu, the MSD assistant; - Had face-to-face meeting with Emrah Tekin, the MSD of EMSA–Yeditepe; - Had face-to-face meeting with Luis Machado, the general secretary of EMS Council8 board and Tin Knezevic, about the progress of the organization for the event; - Had face-to-face meeting with Ceren Sultan Atay, the new NC of Turkey about plan for promotion of the medical science and corporation between our countries; May 2011 - 01.05.: Pre - NCM face-to-face meeting (EEB) & LCs in Warsaw, Poland; - 05-08.05.: National Coordinators’ and Enthusiasts’ Meeting (NCM) Jablonna, Poland; - 08-10.05.: face-to-face meeting (EEB) Warsaw, Poland; - 18.05.: face-to-face meeting with OC of 2nd EMSA - Macedonia Summer School, Skopje - 20-22.05.: European Student Summit on Right 2 Research Coalition, Berlin, Germany; - 28-31.05.: face-to-face meeting with part of the EEB, Skopje and Ohrid, Macedonia;

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- 30.05.: face-to-face meeting with the web developer, Shtip, Macedonia;

June 2011 - 01.-06.06: European Medical Student’s Forum; Ohrid, Macedonia; - 05.-07.06: EEB face-to-face meeting; Skopje, Macedonia; - 07.-10.06: representing EMSA at ISCOMS – Groningen, The Netherlands; - 08.06.: face-to-face meeting, all three representatives of NEMSC; - 09.06.: face-to-face meeting with the NC of the Netherlands Ellen Stolker; - 23.-28.06.: EMSA Summer School - „Infectious Diseases in the 21st Century“ Istanbul, Turkey; - 24.-27.06.: face-to-face meeting with the Medical Education Director of EMSA, Suleyman Yildiz; - 28.06.: face-to-face meeting with the NC of Turkey Ceren Sultan Altay; face-to-face meeting with the EEB members in Heidelberg, Germany; July 2010 - 01.-03.07: 3th EEB face-to-face meeting in Heidelberg, Germany; - 06.-10.07: 2nd International Emergency Medicine Summer School in Macedonia, Ohrid, R. Macedonia; - 23.- 29.07: EMSO – ESO, Oncology Course, Ioannina, Greece; - 30th - ... IFMSA AM, Copenhagen, Denmark;

FORTHCOMING MEETINGS:

August 2010 - ... till 7th – IFMSA AM, Copenhagen, Denmark; - 8th till 15th – EEB f2f at Cres, Croatia; - MS WG online meeting; - EEB online meeting;

September 2010 - 1st till 4th EMSA GA 2011 in Leiden, The Netharlends; - 4th till 7th face-to-face meeting handover meeting, Leiden, The Netharlends; - xx.09 Online EEB board meeting;

AGITATING FOR NEW FMO’S:

• face-to-face meeting with Nikola Milenkovic from Nis, Serbia; Skopje, R. Macedonia;• face-to-face meeting with Milot Hasani, Gazmend Gashi and Valon

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Hamza from Prishtina, Kosovo; Skopje, R. Macedonia;• Skype meeting with president of AMSB-SU, Metodija Sekulovski;• face-to-face meeting with Ana Maksimovic from Belgrade, Groningen, Nederland;• Face-to-face meeting with Prof. D-r. Nikola Kamcev, the Dean of the Medical Faculty in Shtip, R. Macedonia;• face-to-face meeting with Naim Skenderi, president of the medical students association in Tetovo, R. Macedonia;• face-to-face meeting with Tomasz Zawadzki from Gdans, Poland; Copenhagen, Denmark;

Considering the board online meetings I have visited most of them and take active participation.Considering the Department of Internal affairs online meetings I have visited most of them. When I was not able to attend I always send mail updates written by the agenda for the upcoming meeting.Considering the Medical Science Work Group online meetings I attend and chair all of them.

BRIEF REPORT OF HANDOVER PERIOD: The handover period with the Medical Science Director 2009/10 Kavita Aggarwal took place over 2 Skype meetings.

At the first meeting I get the basic information about the Medical Science Pillar. Also I was named all the medical scientific events around Europe that one Medical Director should visit. At the second meeting I was transferred a lot of essential documents for the functioning of Medical Science Director.

But after the handover period was done I did not gain all the necessary information of what had happened in previous years and how far discussions have been at the moment with regard to continuing projects such as Scientific Pancakes in conjunction with IFMSA, the European School of Oncology or the status of JEMSA.

For the future Medical Science Director Handover process I propose at least one handover meeting to me preformed “tet at tet”.

MAIN REPORT:

Having never been involved with EMSA before on a European level, I had no idea what to expect but my main aims were to continue and improve on all aspects of Medical Science from 2009/10. Than making my research what was done I find out that there is no follow up. No active projects at all.

At this point I will go back to my candidature from the GA in Athens, promising to the GA that I will: (in short)

1. Shift the relations with NEMSC, arrange, event host face to face meetings, rearrange the web page and ect....2. Look in to the research data base for best case report, evaluated it

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and republished again;3. Publish to JEMSA hard copy editions;4. Attend the ISCOMS and ESC – Berlin events;

Now as my term is almost over connected to this I can say, EMSA does not have a research data base according to this I cannot find the best case report, we couldn’t publish hard copies of JEMSA most of finical problems and some were on my half term NEMSC representatives from ISCOMS had an idea to dissolve NEMSC.

So I sit-down and wrote a totally new action plan. I was directly included to all activities, all ongoing things and familiar with all the problems of the Medical Science Pillar. My travels around Europe helped me to conclude what is missing at a FMO level; the role of local faculties in Medical Science and how are they connected with the Medical Science Pillar.

So I divide my action plan in two parts. First is to refresh all medical science pillar projects and second was to create two new projects for the Medical Science Pillar. And one of them will represent the base for the first EMSA research exchanges. The follow up I will try to explain on the next pages.


One of the biggest problems I faced this year was lack of time. This is always an issue but I really would have liked to attend ESC – Berlin, IFMSA MM and much more international medical related events. It would have been very beneficial to attend especially as I already have links with this organisation and would have liked to further the relationship for the future. But most of these events were over lapping and it was impossible to visit them. If we can financially support our work group members they can represent EMSA at these events.

From the events I visit I can comment on these ones:

1. ISCOMS – International Students Conference of (bio)Medical ScienceFirst of all I want to congratulation to the Organization Commit of ISCOMS. It was one of the best scientific connected events I have ever visited. Over 450 participants, best professors over Europe and also two Nobel Prize winners in the scientific jury and all of this people at one place. Amazing! I as representative was warmly welcomed. There was already placed stand for presenting EMSA in the centre of the Hospital were all the lecturers were given. This relationship has to be good taken care of. The best students found of medical science can be found here at this event.

2. NCM – National Coordinators and enthusiastic Meeting; Jablona, Poland;Before the start of the Medical Science Session at this NCM I used thirty minutes to explain to the participants what Medical Science Pillar represent to EMSA and what Medical Science Pillar of EMSA represent to the medical students around Europe. Through several simple slides of power point presentation I present the structure and update the status of the MSP today.Than one of the important points in medical science and medical science research is the presentation of the results. No matter are they prepared as poster or audio/video presentation the results have to be presented professional.

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These were the goals why we start with discussing the guidelines of a good paper work, and then continue with training of presentation skills and oral speaking. Another goal of this session was students to gain self-confidence and to be prepared for the questions of the audience.

After the coffee-brake we boldly enter the session number two, the medical science conferences and medical scientist through time. The idea of talking how important was medical scientist engagement and dedication to science and how they change the humanity was suppose to make the participants, the future, scientist to understand the importance of the science research. But also to understand the hard work and fight with all the obstacles that time and society prepare to this scientist. This subject open really nice and productive discussion.The third session was dedicated for creating and developing drafts for future science projects. That is why we start with training on brainstorming and defining some rules of the session. Based on the research that was discussed in the Medical Science Working Group through the year and added to the brainstorming at the NCM we put some ideas on paper and then grouping all our suggestion we create two projects. The explanation of the projects I will give in the next paragraph...

3. First European Medical Students Forum, Ohrid, R. Macedonia“The Importance of Students’ Organization in Europe” is the resolution paper we succeed to prepare at this international event. Under the guidance and the facilitation of Dr. Thorsten Honung and our president Tin Knezevic writing the statement was pleasure. And we definitely had a special and private training on writing policy statements.

4. ESO – European School of OncologyI will define this event as the highlights of being Medical Science Director. The most professional approach in the medical education today, exceptional professors from all across Europe, giving lessons to the best 40 students from the branch of the Medical Oncology. 5 academic days and 5 exams to define the best student who receive one mount of internship at the clinic he wants to choose from all the present professors and 2000 Euros of financial support. I was there as ESO partner and representative of EMSA. It was very helpful as not only did I get to impart my knowledge and ideas about EMSA and the role of Medical Science but I also got to take part in the conference and meet medical students from all across Europe. Giving EMSA presentation at the closing ceremony I succeed to motivate the present students to ask me lots of EMSA related questions in next several weeks. 5. EMSA Summer School - „Infectious Diseases in the 21st Century“ Istanbul, TurkeyYeditepe – the home of EMSA! Being between friends it is always pleasure. I give an opening speech and small present to the Dean of the medical faculty of Yeditepe. EMSA didn’t need to be presented to Yeditepe folks as they were all updated whit EMSA events and all active projects. That is why I use my visit to have face to face meetings with lots of EMSA representatives in Turkey like the Medical Education director of EMSA, the National Coordinator of EMSA – Turkey and other enthusiastic students.

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6. 2nd International Emergency Medicine Summer School in Macedonia, Ohrid, R. Macedonia;Being a Supervisor to a team that works synchronized it is not so hard. The 2nd International Emergency Medicine Summer School in Macedonia was organized perfect. 75 participants, 15 professors and lecturers, theoretical and practical knowledge, lessons and workshop, and the best social program in the city of Ohrid.I give the opening speech and all the energizers at the school presenting what is the EMSA spirit and what EMSA stands for. We will see much follow up from this event.

About the Medical Science Work Group:Leading the medical science work group was not so easy job. All the meetings we had were more and less updates what I was working in last weeks. I had luck to work with really enthusiastic people. Their contribution was enormous. Not only that they lead my thoughts trough the creation of these huge projects but also they were around as truth team for any problem.I think that there was a bit of lack of communication between various people in this and there was a lot of potential that still needs to be discovered I this but due to time restraints, it was not possible to dedicate more time to this, again something that can be improved upon in the future. However, what I think did work well from this was my ability to trust my team and due to exams.As with anything, you start of very proactive and enthusiastic and as time goes on, the enthusiasm begins to fade as you experience more sleepless nights, more emails than you can read and numerous reports to finish with the deadlines fast approaching. I think that this is a similar story in EMSA, and at times it could be seen in the EEB that there were periods of particularly low activity.

Concerning the projects in the Medical Science Pillar I can comment:

1. NEMSC – Network of European Medical Scientific Conferences;The first meeting with the representatives from NEMSC, the ISCOMS and ESC – Berlin representatives I had at the very beginning of my term. Stefan Knapen from ISCOMS stated that ISCOMS will take the lead of NEMSC this year. We suggested creating new web page for NEMSC and with that to reach people and scientific events around Europe. This topic was prolonging for more than 6 mounts. Most of the online meetings that we had were between EMSA and ISCOMS and ESC – Berlin representative show at only one meeting to share with as that they had new representative.Then in March, I and the ESC – Berlin representative were informed by Stefan that ISCOMS has no more motivation and see no point to keep this network and they proposed cancelling of the NEMSC.As I was not sharing the same opinion with Stefan I replay to him that NEMSC has enormous potential and that we have to talk about this in person. There was no replay from ESC representative. I share this information with the EEB and I also ask for help from our president Tin, who send mail to all NEMSC representatives and later had on line meeting and explained that dissolving is not the solution.

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At our face to face meeting with our EEB in Poland I propose three solutions for fixing this problem. First we fix the relations inside NEMSC and keep what was building séance 2005, second we terminate NEMSC and not waste energy on this topic and third one was to replace NEMSC old partners with new one. Our next face to face meeting was in Groningen at the ISCOMS were all three partners were there and we had internal meeting were we conclude that dissolving NEMSC is bad move. In the coming period we will work on internal relation between three of us, work on the vision and the goal of NEMSC and try to find smaller partners for joining.

2. JEMSA – Journal of EMSA on Medical Scientific AffairsFirst issue of JEMSA was published at the beginning of this year. But as I mention on the start of my report, we didn’t find the necessary finances to print hard copy. Most of you will say how much 1000 copies of student’s newspaper cost, but the process goes more complicate. As you may know JEMSA is registered journal and printing one copy or several and then missing some number mean that we will lose our registration number. This was only one of the reasons. Another one was the there was low communication between the JEMSA editors team and me. The Chef editor Elshad Hasanov didn’t answer to any of my mail in the first 4 mounts and didn’t show at any on line meeting. This was a reason to organize face to face meeting and met Elshad in Istanbul and talk in person. The meeting was facilitated by the president of EMSA. There were some decisions made in Istanbul but now follow up. The situation stay “status quo”. A big personal aim was to improve the current status of JEMSA as I feel that research and publications is an important part of life as a medical student as well as for the future as a doctor. But our news paper JEMSA stayed in the hands of Elshad till today. All the executive power and decisions are made by him and the Medical Science Director has no jurisdiction over them. All my remarks were send to the EB and the President.

3. Secret Science Club & Secret Science Society Medical research is the most popular topics in medicine. The modern society today makes the scientific research available for all students across Europe. The clinics and universities where we study under the mentorship of the best teachers, we can work on latest medical challenges, and recheck latest scientific outcomes.But each of us may feel the inadequate and the weak link between the research and the students. So we decided that we should link these young researchers, young scientists with research teams and of course to help enthusiasts who do not have this opportunity to find their way. This would be the first step of our project.With this move we will update all ongoing projects in our university labs and other research opportunities offered by these projects and of course to offer to our colleagues.Last phase or the vision of this project is one day this umbrella project to become a base for the first student exchange between scientific teams, first EMSA exchanges.For our vision to become your reality would ask you to carefully read this brochure and certainly help us in the realization and improvement of this

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project by sending your comments, observations, critics and questions.

4. ICDS - I Can Do Science;EMSA’s first platform where you can find research and build you up to date with all scientific conferences in Europe and beyond.

This project has a much larger role and meaning despite information. By creating an on line archive, we will try to get them here, especially for beginners all the necessary guidance, tips, tricks for creating a professional paper, case report, case study, or scientific presentation but also and Info where you can publish these articles and your research.

Furthermore, a successful researcher would not be successful unless it would be awesome presenter; precisely because of this online database you can find links, brochures, manuals and the entire fort coming trainings session across Europe. Trainings for public speaking, communication skills, Presentation skills and many more....

Medical Science Director 2011/12: My successor will have just two roles, to continue everything I/we started and second one to contribute even double :)It is really important to continue to work on the development of the two new projects, as they are supported from all the medical students I meet on my pathway with EMSA. Everything is written and explained in the handbooks for them. So with good management of his time everything can be done.I understood that a large part of being Medical Science Director involved good communication skills with a variety of different organisations, as well as managing different groups of people for specific tasks and working alongside a diverse range of students, professionals and professors alike. This would require good time keeping skills as well as organisation to ensure that all tasks are completed by the deadline. Important core skills include good communication skills, the ability to multitask and also leadership as you are essentially in charge of one of the core 4 pillars of EMSA and therefore have a role to organise different sub committees and motivate them in various tasks ensuring that they are done to a high standard and by the deadline that has been set. This is the hardest bit about being the Medical Science Director, having to juggle numerous projects, keep people motivated as well as keep on top of studies. With the numerous meetings, reports and emails...As a director (I am sure this is common between all directors) you are acting a key connection between your pillar and the rest of the EEB and therefore I think that it is important to keep them up to date with the projects that you are involved with and how this could potentially affect the rest of the EEB. Sometimes, things don’t go to plan and so the ability to cope with this and strive for other alternatives as solutions to these problems is another key skill.The most important thing is that you must have a passion for Medical Science.

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It is really important always to be aware to stop, evaluate your work and adapt. And same scheme over again. The good or bad thing in the EEB is that there is always some work to be done. So while I was defining the job description of the Medical Science Pillar I enjoyed working on all going task in the EEB. This is good as all the members of the board will be always aware how much work there is.Later when I need all the help I can get, here was the whole team to help me. This is the base of good teamwork. I share my progress with the EEB all the time and with their input the chances of mistake were equal to zero. This is the first recommendation – share your work with the EEB.Share your work with your work group, share your status, were are you and what are you doing, so you don’t lose the continuity of the team dynamic. Follow the goals of the medical science pillar, believe in your work, and you will feel the satisfaction and see the results of your work even sooner than you expect.

Europeanly Yours,

Borislav ManevMedical Science Director 2010/[email protected]

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ANNUAL REPORT

Sofia RibeiroEuropean Integration Director 2010-2011

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German Bundeskongress and EEB Face 2 Face meeting in Munster, Germany - November 2010

EEB Face 2 Face meeting, Training New Trainers and Training Center of Excellence in Istanbul, Turkey - March 2011

EEB Face 2 Face meeting and the NCM in Warsaw, Poland - May 2011

EMS Forum and EEB Face 2 Face meeting in Ohrid, Macedonia - June 2011

EEB Face 2 Face meeting in Heidelberg, Germany - July 2011

GA and EEB Face 2 Face meeting in Leiden, The Netherlands -September 2011

Additionally, attended most of the online EEB meetings; most of the Department of Internal Affairs meetings; some online meetings with externals and three APYN meetings (Advocacy School, Training Course and Training For Trainers).

Missed the EEB F2F meeting in Bucharest (January) and F2F meeting in Croatia (August) due to personal reasons.


As the assistant of the 2009-2010 European Integration Director, Naomi Begemann, I had already been involved with EMSA on the European level, and therefore had some experience on the tasks involved in the job of the European Integration Director. Due to that, I only had to focus on adapting to the general EEB workload and getting to know the other EEBies, which alone was a lot.The handover was carried out during the designated period, and two extensive online meetings were carried out, in which the handover files were exchanged, including the Handover Handbook, a precious help to develop my work as European Integration.To sum up, I must underline that having the full support for Naomi Begemann was crucial during the first months of the term. That’s the piece of advice I want to leave for next term: keep good contact with your predecessor, he/

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she knows better than anyone how to help you and keep you motivated!

MAIN REPORT

* ORIGINAL ROADMAP FOR EUROPEAN INTEGRATION DIRECTOR IN 2010/11:

As European Integration Director there were a few aims I set and of those I reached the following:- Attending all the e-EEB meetings- Attending all F2F meetings- Attending NCM, EMS-Council, EuRegMe and EMSA-GA- Contributing to Euromeds- Representing EMSA when needed- Helping all the other members of the board when needed

Twinning Project- Continuing to update the Twinning Project Handbook- Setting up the Twinning Project Map- Encouraging FMOs to write articles to Euromeds about their Twinning Projects- Continuing the monthly meeting to discuss issues related to European Integration with any interested members- Giving workshops on how to organize a TP when necessary- Promoting the project to other students’ organizations

Eurotalk- Promoting this project and its potential to all FMOs- Creating a handbook to help FMOs setting up this project

Erasmus- Creating an European database with basic information on all the destinations for Erasmus- Working on the Healthy Erasmus Project

Collaboration with other Student’s Associations- Creating a platform on the EMSA website with information about other students’ associations- Keeping in touch with FMOs to inform about initiatives going on other students’ associations- Attending meetings and other events of other students’ associations- Working closely to SOLO, and helping whenever needed- Promoting our projects, namely Twinning Project, Best Buddy and Different Christmas- “Sharing is caring” Project

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Following Leadership Summer School, after sharing so much knowledge with people from other organizations, the idea of this project came up. The main goal would be setting up workshops on topics that are familiar to us as medical students (for example STDs, alcohol and drugs) and giving them in other students’ organizations’ events, spreading the knowledge. On the other hand, they would also give workshops on EMSA events on topics that might be interesting for us (medical informatics, management and many more).


First of all, I must say that the personal outcomes of this year as a board member of EMSA are far beyond my initial expectations.

When I started the term, I decided to work hard in order to maintain the Pillar as it was left by my predecessor, but also to develop it as much as possible. Starting from the Plan of Action of my candidature, and with the help of the Department of Internal Affairs, I developed a strategic plan in which I included all the tasks I would like to have accomplished this year. Those were mostly related to European Integration Projects, and instead of focusing on the Twinning Project, I preferred to develop other projects such as Eurotalk, Best Buddy and Different Christmas, which were in dire need of promotion.

Apart from Pillar-related work, I engaged myself into trainings by being a participant at the training new trainers, which was something I wanted to do for a long time. Being a trainer also helped me deliver the Pillar Sessions and make the most out of them-which was one of my main objectives for the NCM. As I’m also interested in other fields within the DIA, I started negotiations with APYN (Alcohol Policy Youth Network) in order to make EMSA a member organization. I also contributed to the DIA-work whenever I could, helping the other directors and asking for advice whenever needed.

One of the main challenges this term for me was definitely the creation of the Workgroup, and its management. The establishment of a functional WG took a very long time, and this delayed my personal deadlines. However, all the EMSAi working in European Integration were doing all the tasks required within the deadlines, which helped a lot. I can proudly say that due to their help (and of course to the whole DIA as well), the Pillar has finally handbooks for all the projects, and all the objectives accomplished.

Luckily, by the NCM I found a lot of enthusiastic EMSAi which motivated me to pursue the work along the lines I was thinking, and contributed with awesome ideas to develop until the end of the term, including the “Eurotalk fair”, which will happen together with the Twinning Project fair. Thank you for that!

Looking back on this term, I must say that I didn’t face as many obstacles as I thought in the beginning I would. Perhaps the most important one was the lack of time: I moved to Italy in January and had to adapt to living there,

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and I was in the hospital most mornings and was studying around 3-4 hours in the afternoon the whole time for my state exam. There was not much time for EMSA left, but I was making everything I could to ensure that all my objectives were achieved and that my contribute to the general EEB workload was given whenever needed, especially during the second half of the term, when I started being more proactive. I guess I can say I’ve been testing my time management skills to the limit, but I’m happy with the outcomes so far.


More prominent tasks:

The European Integration Pillar is mostly about projects, so I will be stating all the accomplished tasks per project and also the general EEB work and other tasks accomplished.

General EEB work o Attended most online meetings o Active on the EEB mailing list o Handed all the monthly reports o Attended 2 F2F meetings, NCM, EMS forum and GA o Contributed to Euromeds with 2 articles o Contributed to the Handover Document o Contributed to the Job description template o Wrote the content for the website (Pillar-related) o Contributed to the survey for the Pillar Sessions and Training sessions at the GA o Preparing (together with other EEB members) the Knowledge Management handbook for IFISO o Preparing European Youth Forum membership document for the GA

General DIA work o Attended most online meetings o Contributed to the stategic plan at the beggining of the term o Chose the members of the European Integration Workgroup o Wrote the template for the project Handbooks o Helped the other directors whenever needed o Helped the VPI whenever needed o Looked for sucessors

General Pillar work o Helped EMSAi on the existing projects, especially on the Twinning Project o WG management o Prepared and delivered the Pillar Session at the NCM o Wrote the handouts of the Pillar Session o Accompanied the EMSA-AMSA Twinning Project o Prepared the Pillar Session for the GA

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Twinning Project o Created a form to update the Map with George Tsaknias o Updated the Twinning Project Map with Leander Grundeken o Created a survey on the project with George Tsaknias o Created Twinning Project Certificates with Ingmar Rinas o Prepared information about the YiA grant application for the GA o Followed the EMSA-AMSA Twinning Project through online meetings

Eurotalk o Wrote the Handbook with Damla Saymazlar o Promoted the project at the NCM o Preparing the Eurotalk fair for the GA

Different Christmas o Wrote the Handbook with Diogo Belo o Promoted the project at the NCM

Best Buddy o Wrote the Handbook with Ellen Stolker o Promoted the project at the NCM

Cultural Injection o Adopted the project as an official EMSA project o Adapted the existing Hanbook together with Ingmar Rinas o Invited Olga Rostkowska to promote the project at the NCM

Erasmus Medicus o Adapted the existing Handbook o Will promote the project at the GA

Trainings o Delivered the following topics on EMSA events: advocacy and lobbying, peer education and conflict management. o Wrote the handouts o Had online meetings with Iza Ene about the “Sharing is Caring” project

Other tasks o Negotiated the membership of EMSA with APYN o Contacted PWG of Junior Doctors about the EuroMedMobility project o Contacted Mrs. Madalena Patrício (AMEE president)

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*ENVISIONED ROADMAP FOR THE ROLE OF EUROPEAN INTEGRATION DIRECTOR IN 2011/12:

- Maintain the stability of the Pillar - Continue to develop the projects (focusing especially on Eurotalk and Erasmus Medicus) - Facilitate the access to information about YiA grants for exchange projects - Encourage FMOs to promote their projects and initiatives (eg. By writing articles to Euromeds) - Empower the Workgroup - Cooperate with other directors, creating joint projects - Cooperate with other student organizations, especially using the Twinning Project


With an amazing year lying behind me, I can say I learned lots of things, both at the personal level and the professional level. Even though there were some obstacles along the way, I can (proudly) say that most of my initial objectives were accomplished, and that I could engage in a lot of things I wasn’t expecting initially. Of course this was not only about me: I had an amazing team of directors and an awesome VPI (DIA rocks!) motivating and helping me, a hard-working workgroup and good EEBies-all that made a good combination for me to develop my work.I started slowly, adapting to the EEB communication flow, and tried to raise my activity level and initiative as I went through the term. F2F meetings helped a lot in this process, since I got to know the team better.

At the professional level, here are some recommendations I would like to leave for future EEBies:

- Try to know your team better. You don’t have to be friends with your working buddies, but that helps a lot when it happens.- Be strict about deadlines. Don’t forget to send everything on time, not to delay the work of the other EEBies.- Be active and proactive on the EEB mailing list and on general EEB work. Answer your emails on a daily basis, and let the others know when you won’t be able to do so.- Keep realistic goals and stick to your priorities. Otherwise you risk not having your tasks done on time.- Don’t overwork yourself. Know your limits and your capacities and ask for help when you feel that you’re not managing everything anymore.

And some general recommendations:Expect the unexpected. Be prepared to be surprised.

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FINAL WORDS

I have to leave a word of thanks, not because I feel compelled to, but because I truly mean it. And it goes out to all of the people that somewhere along the way believed in me and in my ability to do this. To the ones who shared moments with me, and whose awesomeness is still difficult for me to describe. I guess you know who you are, and I hope you know what you meant to me at some point. Thank you!

And in the end, for me, it is all about commitment and passion. That makes any job a lot easier.

“Impossible is nothing”.Muhammad Ali

Contact details:

Sofia RibeiroEuropean Integration of EMSA Europe 2010-2011 [email protected]@campus.ul.pt

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ANNUAL REPORTSLIAISON OFFICERSEMSA EUROPE 2010 - 2011

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ANNUAL REPORT

Elıf KeleşLiaison Officer towards European Medical Organisations 2010-2011


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MEETINGS ATTENDED AS AN EEB REPRESENTATIVE:

• EMSA General Assembly , Athens , Greece, September 2010• EEB Face to Face Meeting , Athens, Greece, September 2010• German Bundeskongress and EEB Face 2 Face meeting in Munster, Germany, November 2010• EEB Face 2 Face meeting, Training New Trainers and Training Center of Excellence in Istanbul, Turkey March 2011• CPME Board Meeting and General Assembly , Brussel Belgium, April 2011• EMS Forum and EEB Face 2 Face meeting in Ohrid, Macedonia, June 2011• European Forum of Medical Associations & WHO Europe Meeting, Brussel Belgium, June 2011• AMEE Annual Conference , Vienna , Austria , August 2011• GA and EEB Face 2 Face meeting in Leiden, The Netherlands September 2011

Additionally, attended most of the online EEB meetings; most of the Department of External Affairs meetings; some online meetings with externals and CPME Board Meeting and General Assembly and EFMA & WHO Europe MeetingI missed the EEB F2F meeting in Bucharest (January) ,and F2F meeting in Heidelberg an Cres due to the meeting calendar and academic schedule. I also did not attend NCM in Warsaw due to the fact that I attended CPME Board Meeting and General Assembly one week before NCM.


As the assistant of the 2009-2010 Medical Ethics Director, Mickuela Vas Bennekom and Working Groups Member , I had already engaged in EMSA on the European level, and had insight on the duties of EEB Member, I only had to focus on adapting to the general EEB workload , European Medical Organizations , and getting to know the other EEBies.

The handover was went out in the planned period, and consequent online meetings were carried out with Constanze Born ( WHO-LO 2009-2010) Luis Machado ( EMO-LO 2009-2010), Christoph Philipsenburg ( VPE 2010-2011). Handover files were exchanged, including the Handover Package , an invaluable contribution to improve my work as European Medical Organizations Liasion Officer.

I should underline that having the full support for Luis Machado and Constanze Born were crucial during the first months of the term. My advice

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for next eeb : keep in good contact with your predecessor, don’t hesitate to contact them if you have any questions .

MAIN REPORT:

* ORIGINAL ROADMAP FOR THE EUROPEAN MEDICAL ORGANIZATIONS LIASION OFFICER 2010-2011:

In my application I mentioned my objectives to my term, keeping in mind that many topics are flexible.• Compile current contacts and sustain strong collaboration • Establish new contacts from European Medical Organizations

These are the European Medical Organizations which I would like to work during my term:• Comité Permanent Des Medecins Europeens -CPME (The Standing Committee of European Doctors ) • European Forum of Medical Associations(EFMA) • World Health Organization Europe Office ( WHO-EURO) • Permanent Working Group of European Junior Doctors (PWG )• European Association of Senior Hospital Physicians(Association Européenne des Médecins des Hôpitaux -AEMH)• World Medical Associations ( WMA)• The European Union of General Practitioners (UEMO)• The European Union of Medical Specialists (UEMS)• Attend EMO’s Meeting to see how we colloborate with them• Present EMSA in the the preparation for attending specific meetings of different European Medical Organizations• Propose the new resolutions as a voice of European Medical Student

GENERAL TASKS

- Attending all the e-EEB meetings- Attending all F2F meetings- Attending NCM, EMS-Council, EuRegMe and EMSA-GA- Contributing to Euromeds- Representing EMSA in European Medical Organizations General Assembly and Meetings- Helping all the other members of the board when needed

1) Sustain Contacts - Introduced by meeting EMO Representative- Setting up the communication with EMO Representative- Encouraging EEB and EMSA to have resolution - Giving workshops on how to work with EMOs- Promoting EMSA projects to EMOs

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2) Present EMSA in EMOs Meeting- Promoting EMSA Policy around of Europe

3) Collaboration with EMOs- Creating an handover manual regarding potential collaboration ways and current contacts- Following their General Assembly Reports and commenting on their policy papers- Giving students’ perspective on ongoing topics

4) Collaboration with other EMOs- Creating a platform on the EMSA website with information about other EMO’s and European National Medical Associations- Keeping in touch with EMOs to inform about initiatives going on our activities- Attending meetings and other events of them - Working closely to VPE , and improve strategy to communicate them efficiently- Promoting our projects, namely European Medical Students’ Council and EMSA Policy PaperFollowing CPME Meeting , after sharing knowledge with representative from EMOs, I understood smoothly how can I collaborate more with EMOs. As you seen in the completed tasks part ; my activity has increased after CPME Meeting .


Being Liasion Officer requires 1. Internatıonal experience 2. Comprehensive knowledge on EMSA and European Medical Organizations 3. Good communication and negotation skilss 4. Grabbing the opportunuties 5. Energy and motivation

When I launched the term at least I wanted to work hard in order to maintain the Liasion towards European Medical Organizations as it was left by my predecessor. Starting from the Plan of Action of my candidature, I developed the communication with CPME and European Medical Organizations and came across many opportunities for EMSA. I am really happy to work as an EMO-LO. I tried to establish good communication with European Medical Organizations’ Representative. They are really positive to EMSA and always appreciate the our efforts.They would like to support as much as they can do.I presented the Vienna Resolution in CPME Meeting and EFMA & WHO Meeting. I have met very distinguished person from different organizations and European National Medical Associations. They are always waiting from EMSA to be more active in policy making especially Bologna Process.Trying to start in a new structure , it is not so easy for new EEB Member.

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In our term , Department of External Affair (DEA)has established in EMSA. DEA include VPE , EMO-LO, SO-LO ,FI-LO,Permanent Officer. When I looked back , resignation of VPE and not find a new permanent officer ; I have to continue all work myself. It is hard to decide alone some issue , I asked eeb wiew and act according to them.

Attendance Face to face meetings, and external meeting motivated me so much. When I came back , I have always full of enthusiasim and desire to work. It was really excellent.One of the main challenges this term for me was definitely the finding working group member for CPME and permanent officer. I sent several calls to server , unfortunately I could not assign EMSAi as a CPME Working Group Member. I have followed all discussion but it should have been better that EMSAi get involved in CPME.I should proudly say that the Liasion toward European Medical Organizations is step forward and almost all objectives accomplished.Being fifth year medical student and have exam in every 2 or 3 weeks at the same time work for EMSA is not easy task. I did not face as many obstacles except the health problems. I was infected with adenoviruses and suffered from Adenoviral conjunctivitis. Due to the case , I could not look at computer screen and any document.The second most important one : having lack of time. Everday I went to school at 8:30 and came back 18:00 . On Saturday I had also special course for residency exam from 8:30-19:30. Practically It was hard to find a time for EMSA. Especially second half of term , after attendance to EFMA Meeting and CPME Meeting I have started more active than beginning of my term.I am happy that my objective were achieved and EEB is happy with the outcome of work.


More prominent tasks:

Being Liasion Officer is mostly about communication and give input regarding policy paper and informing EEB and EMSAi about progress.

• General EEB work o Attended most online meetings o Active on the EEB mailing list o Wrote all the monthly reports o Attended 2 F2F meetings, , EMS forum and GA o Contributed to the Handover Document o Preparing (together with other EEB members) the Knowledge Management handbook for IFISO o Represent EMSA in World Healthcare Students’ Symposium

• General DEA work o Attended most online meetings o Contributed to the stategic plan at the beggining of the term o Gave contacts for EPSA& EMSA Partnership Agreement. o Compensated vacant position’s work with the rest of DEA. o Communicate WHSS Joint Working Group Representative.

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• General Liasion work o Sustain contact with CPME ,PWG,FEMS, Domus Medica o Sustain contact with CPME Secretariat o Sustain contact with EFMA Liasion Committee o Followed CPME Working Group o Started Colloboration with EFMA o EMSA has gained observer status only students’ organization o Wrote an article for World Medical Journal ( it will be published soon) o Presented Vienna Resolution in CPME Board Meeting and EFMA & WHO Meeting o Presented our portfolio to World Medical Association President and explained EMSA o Sent our portfolio to European Medical Organizations and European National Medical Associations

• Other tasks o Negotiated the membership of EMSA to SEEMF o Contacted SEEMF ( SouthEastern European Medical Forum) and preparing for SEEMF Congress o Contacted Suleyman Yıldız and Ceren Sultan Altay regarding EMSA Turkey

* ENVISIONED ROADMAP FOR THE ROLE OF EUROPEAN INTEGRATION DIRECTOR IN 2011/12:

> Maintain the liaison towards European Medical Organizations especially with CPME , European Junior Doctors ,FEMS ,. > Help the Directors and DEA to have policy paper > Attend EMO Meeting with EMSA Policy Paper > Promote policy making > Colloborate in specific issue with PWG European Junior Doctors. > Continue supporting multidisciplinary student (and non- student) cooperation especially EPSA,EDSA , > Inform EEB regarding progress > Continue searching for new collaboration > Encourage EMSAi to get involved in CPME > Present and Publish EMSA Resolution


I was the youngest participant in EFMA & WHO Europe and it was pretty experience concerning being part of EMSA, representing EMSA in medical professional organizations ,offerings resolutions.Although I am very busy and have some health problem, I love being EMO LO and I try to do in my best.I get along well with the people that participate in EEB. I learned several things about professional and European volunteerism.I reach that what I achieve the goal so I am delighted that. Only I could

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not effectively connect with t WHO Europe as we need to obey European partnership agreement. That issue should come up with EPA and take action about that.I endeavoured to adapt to the EEB communication network and increase the activity level and preliminary as I went through the term. F2F meetings helped and improved us and were very beneficial for participant in this process to enhance the team.I like being EMO LO, it is very fascinating experience for me and I would like to continue in the future or next time.

At the professional level, here are some recommendations I would like to leave for future EEBies:• Do not hesitate concerning broaden your horizons and take action to revolutions. • EMSA will teach that what is the best for you. • Know your team and team members are where they are good at and ask for help • Read and check all e-mail and tell your ideas because it is a proper way to meet EEB members each other. • Far away from procrastination , once getting used to that it may become a pattern. Inform EEB members and others about what you done.

FINAL WORDS

I am grateful EMSA as it makes me happy and special, gives me chances to meet perfect people and allows to study for in favour of European future & European health. I will always do in my best for EMSA

Contact details:

Elıf KeleşEuropean Medical Organizations Liasion Officer of EMSA Europe 2010-2011 [email protected]@gmail.com

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ANNUAL REPORT

Semih KucukcankurtaranLiaison Officer towards Formal Institutions 2010/11

THIS REPORT HAS NOT BEEN SUBMITTED DUE TO DISCHARGE BY THE EB.


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ANNUAL REPORT

Anna PotzyLiaison Officer towards Medical Stuidents‘ Organizations 2010/11

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1st of November 2010 (elected by the EB)


EEB Face 2 Face meeting in Münster -November 2010bvmd Bundeskongress in Münster - November 2010EEB Handover meeting with Verena Thiel in Bamberg -November 2010IFMSA General Assembly in Jarkarta, Indonesia - March 2011Swimsa SwimsCon in Zürich - April 2011bvmd MV in Halle - May 2011EEB– Face 2 Face meeting and NCM in Warsaw - May 2011 EEB Face 2 Face meeting in Heidelberg - July 2011IFMSA General Assembly in Copenhagen -August 2011EEB Face 2 Face meeting in Cres, Croatia -August 2011

Additionally, attended most of the online EEB meetings and several DIA/DEA meetings; attended all WHSS online meetings; attended and chaired 2 online meetings with AMSA (Asian Medical Students Association), attended 2 IFISO online meetings and 2 online meetings with FELOSCEM about the Mulicentric “ I love my heart” congress.

I missed the WHSS F2F due to unforeseen difficulties with my Lab work.


Even though I had considerable experience with other SO such as bvmd and EMSA Heidelberg I was new to EMSA Europe. Fortunately I got a very good handover from Verena Thiel, who also provided a nice written manual. Also I was fortunate to live in the same city as two other EEB members and in the first months I was always able to contact our VPE, if there were any questions. Due to the fact that I wasn´t appointed at the EMSA GA in Athens the handover process took a little longer but was overall very smoothly and thorough. Having had a good handover I would like to stress the importance of such and urge the next board to continue professionalising the Handover process.

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MAIN REPORT:

ORIGINAL ROADMAP FOR THE SOLO 2010/11:

- Represent EMSA and its ideas towards other student organizations o I did so via mail and also through attening meetings. I managed to establish and delelop our relations with EDSA and AMSA. I represented EMSA on two bvmd meetings and on one swimsa meeting. Although I joined two IFISO online meetings I was unable to attend the F2F meeting because one was held before I was appointed and the other one was at the same time as the IFMSA MM.

- Keeping up the dialogue with IFMSA o I attended both IFMSA Gas and was able to represent and promote EMSA there. Unfortunately there was no progress made on agreeing on a new EPA mainly due to time problems of the RC Europe. I also liaised with a lot of NMOs in the NMO management session and hope that this will result in some new EMSA FMOs in the near future

- Taking part in the organization of World HSS 2011 o I followed the mailing list and helped finding a host and creating the agenda. As the So-Lo has only an advisory position within the JWG, I gave input whenever possible, but could not participate in the voting process of the JWG. I promoted the event at the EMSA NCM, via our Facebook page and at the IFMSA GA. I organized all medical students that go to Prague to have a joined mailing list and Facebook page. I will follow up on the whole process by staying in the WG until the WHSS is finished and evaluated. .

- Supporting FMOs to establish joint projects with other student organizations (medical and non medical) o My session on the NCM was focused mainly on accessing the needs of the FMOs regarding this topic. I also provided an overview over possible partners of cooperation and accessed which local projects would be eligible for cooperation. Since our webpage is not working right now I saved the info in a document and will hand it over to my successor.

- Establish the multidisciplinary Bologna workshop as a yearly event o Since this is more part of the medical education pillar Suleyman Yildiz worked on this and held a Joined Bologna workshop with IFMSA at Yeditepe. For making it multidisciplinary I felt that I should focus first on internal stability and did not have the resources to make this happen.

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- Exploring possible fields of cooperation with student organizations from technical disciplines o Due to overlapping schedules I was unable to make it to the IFISO meetings. But our training programe is cooperating very efficiently with trainers from technical disciplines and I see a lot of potential there for future boards.

- Establish interprofessional twinning projects o I worked and planned the twinning with AMSA which will be held in summer 2012.I think this is a good way to strengthen our ties to other regional medical student associations and find more effective ways of cooperation in the future.


Working on an international board is a great challenge but nothing that’s worthwhile is ever easy! And if I realized something this year it is that EMSA is worthwhile. In the last year I did not only grow on a personal level but also met many awesome people and started new projects.

In the beginning of my term I took some time to access the current situation of EMSA and find out in which way I could benefit the organization the most. As a result I first focused on correcting the portfolio and getting input from the directors. I also worked on submitting our new logo to our external partners and created a short description about EMSA for various webpage. I also caught up with the things going on the different servers and finding my way in the multitude of European, national and international Student Organizations them being medical or non medical. After setting that into perspective with the things I learned about EMSAs European projects and contacts (current and future) I decided to focus mainly on medicine related and medical SOs this term. This decision was made due to two reasons: 1. I realized that the main cooperating field for non medical SOs would be our training system and our HRO had a multitude of amazing contacts through the Trainers Forum. So my assistance there was not needed.2. There were two important things coming up in our relations with medicine related SOs: The EPA with IFMSA was running out and the WHSS was coming up in 2011. Both things would require a great deal of work and where very important for EMSA.At around the same time we started our negotiations with EPSA which were mainly carried out by our PO Luis Machado due to the fact that he and the EPSA PO were both in Brussels at the time. I followed this process closely and used it to gain experience for my upcoming negotiations with IFMSA. Suggesting improvements and familiarizing myself with the formal aspects of such a document. After that I prepared the IFMSA GA in Jakarta.

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In March I went to Jakarta and had a very successful MM for EMSA. Me and the RC Europe worked on the EPA in the European Regional Meeting and agreed on a timeline for the follow up. I promoted EMSA as well as the EMS council together with Sandor Ory the EMS Council president. I was also able to collect some best practices from different NMOs regarding our board work.As I was in Indonesia I could not attend the TCE and the F2F in Istanbul.

After my return from Indonesia on April 1st several things happened: 1. Due to personal reasons our Vice president for external affairs resigned. 2. I was unable to communicate with the RC Europe due to her refusal to reply to my mails and FB messages 3. Due to organizational issues, that I was unable to control, I could not continue my thesis as planned and was therefore unable to attend both the EuReMe and the WHSS F2F.

Suddenly I was left with only one fellow DEA member (as Luis term as a PO ended in April as well) and most importantly without a head of department, I could coordinate myself with. This was very difficult because I was struggling with the IFMSA relations at this point and had to work more than foreseen at my thesis ( a project I was anticipating to finish before my travels to Indonesia).So I focused on Swimsa and bvmd and prepared the NCM sessions, since I was unable to work on the IFMSA relations.


More prominent tasks:• Worked on and finalised the handover template and the General Handover Document together with Sietke Postrema, Sophia Ribero and Iza Ene.• Reviewed the EMSA portfolio.• Held and prepared a session at the NCM, assisted at the policy statement training and at the MEPH pillar session.• Worked on the World HSS 2011 agenda, goals and promotion. • Promoted EMSA within bvmd and swimsa.• Represented EMSA and promoted cooperation on projects at two IFMSA GAs.• Developed and started a pilot twinning project with AMSA (Asian Medical Students association).• Maintained relations with several student organizations (AEGEE; JWG, IFISO, IFMSA, etc).• Organized and hosted the F2F in Heidelberg.• Took part in the development of structural changes to the EEB and especially the DEA.• Talked with FELOSCEM about setting up a joint project on the prevention of cardiovascular risk factors • Prepared a Memorandum of understanding with EDSA• Helped gain 2 new FMO• .Ensured a smooth handover in my FMO.

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Along with the general task of the SOLO such as processing requests from other SO and/or forwarding them to the responsible person and vice versa plus following the respective mailing lists, I also supported other EEB members and helped to provide a better infrastructure for future boards.

* ENVISIONED ROADMAP FOR THE ROLE OF THE LIAISON OFFICER TOWARDS STUDENT ORGANIZATIONS IN 2011/12:

If the structural changes are adopted by the GA: - The position of the SO-LO would be incorporated in the position of the LO - The cooperation on projects would go to the directors with the LO only forwarding possible requests from Externals - Create and maintain a DEA workgroup with some skilled and experienced members who can take part of long term projects such as WHSS, the AMSA/EMSA twinning, the cooperation with FELOSCEM. - For the LO the relations he should focus upon are the IFMSA, IFISO and FELOSCEM/AMSA. Also he should be taking care of the more official duties such as inviting externals to our meetings and keeping up the official parts of our communication. - The LO should be in charge of preparing and collecting reports from all the attended meetings and publish them on our new webpage or on the EMSA mailing lists. It would also be his duty to update our database of external contacts. - The LO should work together with the VPE as close as possible and coordinate well with him as to not overlap on certain issues. Regular DEA online meetings should be held to update each other on the current progress. EVALUATION AND RECOMMENDATIONS

Get to know you fellow board members as soon as possible!Is hard to work with someone you only know via e-mail. Have private chats/ call them via skype if you can´t make it to the F2F meetings. Try to make it to as many F2F as possible throughout the year and take part in making them productive! Most things that take days or weeks to discuss via mail can be solved in an hour or two on a F2F so use your time there well.

Prepare yourself! Whether it is a F2F, an online board meeting or a meeting with Externals. You have better results in less time, which will save a lot of energy and keep you motivated. Remember every minute you talk unnecessarily will take a minute from all the 10+ other people there so that makes 10+ minutes they could be working for EMSA. Consider the same thing when writing e-mail.

Agree on a strategy within the DEA and keep the other DEA members updated about your work. Consider writing reports for the meetings you attended telling the EMSAi about your work.

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Coordinate your work with the directors and be flexible in reacting to their needs.

Be aware of your limitations! You are not part of the EB so you do not have the power to set up cooperation by yourself, you need an EB member. Also you are not a director, so be sure to involve them when setting up joint projects.

Try to find a source of intrinsic motivation and be flexible in finding other things you can do if the original plan is not working out.

In e-mail communication: think before you write and try to keep it clear and to the point. Format important mail and be specific about what you want the others to do. Use google docs/ doodle etc whenever possible. Also if you are very upset by a mail consider answering the following day.

You need a working website! Being a year without one made me realise that this should have been the top priority of the whole board from the beginning. But hopefully it will be online by the time you get this report!

Learn from others! There is no need to reinvent the wheel. If you think someone, be it a person or an organisation, is good at something ask them how they do it. Gather best practises and share them within the board

And last but not least: You are the face of EMSA! Whenever you go to a meeting it depends on you what people think of EMSA.

FINAL WORDS:

I would like to thank every hardworking Emsai that has made this year an amazing one!And I would especially like to thank my Board for keeping up with all my mails, my ideas and my nagging. You have been a great team and it was my absolute pleasure and honor to work with you!You are emsastic! Stay that way! ;-)

Contact details:

Anna PotzyLiasion Officer towards Student Organisatins 2010/11 [email protected][email protected]

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ANNUAL REPORTSPUBLIC RELATIONS OFFICERHUMAN RESOURCES OFFICERFUND RAISING OFFICER

EMSA EUROPE 2010 - 2011

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ANNUAL REPORT

Ingmar RinasPublic Relations Officer 2010-2011


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12th of October 2010 – Elected by the EMSA General Assembly 2010 in Athens, Greece


eoGA and German Bundeskongress and EEB Face 2 Face Meeting in Münster, Germany - November 2010EEB Face 2 Face meeting in Bucharest, Romania - January 2011EEB Face 2 Face meeting and Training Center of Excellence in Istanbul, Turkey - March 2011EPSA annual congress in Lisbon, Portugal - April 2011EEB Face 2 Face meeting and the NCM in Warsaw, Poland - May 2011TBH book presentation in Lisbon, Portugal - May 2011Right2Research Coalition congress in Berlin, Germany - May 2011EEB Face 2 Face meeting in Cres, Croatia - August 2011GA and EEB Face 2 Face meeting in Leiden, The Netherlands - September 2011

Additionally, attended most of the online EEB meetings; most of the Department of External Affairs meetings; some online meetings with externals (Right2Research Coalition, EPSA)

Missed the EEB F2F meeting in Ohrid, Macedonia (June) and F2F meeting in Heidelberg, Germany (July) due to personal reasons.


I had my handover throughout my predecessor Paul-Henry Mackeprang at the GA in Athens in Greece. He gave me most of the needed files, designs and information in the days during and after the GA. In the upcoming weeks he passed me further needed files and layouts making it possible to me start working. I was worked in the EEB work by several online meetings and the mailing list.

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MAIN REPORT


Before starting my work for EMSA last year I had no experience in working in a students organization’s board at all. Meeting my predecessor Paul-Henry in Athens was coincidental and I did not really know what to expect from my first year in a (international) students’ board. Fortunately, I benefited a lot by the great work of Paul Henry who gave EMSA a corporate identity, which had basically to be spread throughout all official documents that are published by our organization.

In addition in October 2010 I was elected as one of two Germany’s National Coordinator’s assistants at bvmd assembly in Cologne, Germany. NC was Michaela Hurmer from Munich and the second assistant was Mareike Evers from Berlin. Together we dissolved EMSA Germany and managed the integration of EMSA as a standing committee of the bvmd (IFMSA Germany) in order to avoid double structures and gain a better efficiency. From that time on the working group leader of the bvmd was NC of Germany and able to have two assistants helping her with the workload. Finally, I was released from that position in June 2011 in Tübingen. As a result, most of the time as my term as an EMSA EEB member I was part of the extended IFMSA Germany board (bvmd) as well. Especially in the end of 2010 and the beginning of 2011 the time needed for EMSA increased temporarily and it was quite hard to fulfil the aims I set to myself according to the results of my work for both positions facing the fact that I had to pass several additional exams for my studies making it possible to start my ERASMUS period in Lisbon in March 2011.Due to the characteristics of my work for EMSA that were mainly more technical than substantial one’s I think I could manage to give my best to both positions and organizations. Understandably, I spent more time and gave more personal resources for my work as a full responsible member of the EEB.Coming back to my work for EMSA most of the layouts Paul Henry developed I could use for the publications I worked upon, too. I modified some and continued working on the EMSA logo in order to enhance the professional appearance of EMSA.

After the handover period in which Paul-Henry ordered the business cards for the new board and designed new membership certificates for our FMO’s I started working on personalized letterheads for the EEB. After that I started thinking about redesigning our logo again. Paul-Henry presented an updated logo at the GA in Athens, which included the full name of EMSA around the four letters. It looked more professional and I wanted to keep that idea. Looking at the four letters in detail it appear to me that they actually look like three-dimensional objects that indeed could look more plastic and haptic. I decided to take a sketch of them and scan the draft to split up each letter to several shapes and add transparencies to them. After enhancing this draft for several times I finished working on the final version in December 2010. It was in fact the deadline facing the fact that we had to order several promotional materials until the end of the year 2010.

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Finally, I used the brushed up version of the logo after it was accepted by the EEB in all upcoming online and print documents connected to EMSA. In addition, soon there will be a so-called polygon model of our four letters as three-dimensional objects in a space. I imagine to let the letters spin in a virtual room enlightened by several spots and create a short movie as an introduction to our new website. The help of a professional 3D-graphic expert only can implement these ideas. I am in contact with him and expect results until the GA in Leiden.In November 2010 I designed as well email signatures for the board and finished the layout of the portfolio and the EEB introduction document together with Tin (President) to order and print them next to envelopes, ball pens, stickers and noting pads in December. The first part of promotional material was handed out at the NCM in May 2011; the second part is going to be distributed at the GA in Athens. In addition, I took a look to EMSA archives and put them in a proper order to work with them.After completing these tasks I started on working on the New Years Edition of Euromeds layout and we published it due to big exams with a delay of a month in February 2011.

In March I started my ERASMUS in Lisbon, Portugal and dedicated my work to design updated certificates of attendance to our members according to EMSA’s CI and clothing (t-shirts, polo’s and hoodies) for the EEB. You will finally see the results of that work by the GA in Leiden. In April I started to enhance the EMSA appearance on Facebook by creating a banner, created a new version of Training New Trainers logo and visited together with Luis Machado, former Permanent Officer in Brussels, the annual congress of the European Pharmaceutical Students’ Association (EPSA) in Lisbon due to the fact that at this time I was at the place and could represent EMSA quite easily. I established several contacts and saw once again (there was a meeting between EPSA representatives and the EEB during our F2F in Bucharest in January 2011) how similar our organizations are and how much potential for future collaboration there is. I talked to the new elected president Guilherme Monteiro Ferreira and both organizations signed a partnership agreement. Furthermore, I realized how important our external relations are and how much potential shared knowledge between students associations has. The way towards future should be clear. Further collaborations will enhance the quality of each participating organization.

The next month, May, was a quite busy one for me. Together with Luis and Borislav I went to Berlin to gather more information about the Right2Research Coalition, which is an organization that claim free access to recent research results to every student. We discussed a possible collaboration with them and are looking ahead to adopt an agreement at the GA in Leiden. After compiling the layout for the Cultural Injection project description and redesigning our Teddy Bear Hospital (TBH) logo, our great National Coordinators Meeting (NCM) in Warsaw started where I assisted Sebastian (MEPH Pillar Director) in his policy making session. Directly after the NCM I travelled with Tin to Lisbon to the presentation of a TBH book created in collaboration between EMSA Portugal and AEFML Protugal, the IFMSA equivalent. There I recorded an interview between Tin Knežević and Chijioke Kaduru (IFMSA President) that were both invited by the organisation committee in Lisbon. Parts of that interview will most probably be presented at the GA in Leiden. It was the first recorded meeting

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between the leaders of both organizations so far. In June most of my work was dedicated to the preparations for the GA in Leiden and I redesigned several documents needed for the assembly such as proxy or motion form. Next to that I compiled the “How to prepare the GA?!” layout. Together with Tin I set up articles and filled our web site with texts and pictures. The new EMSA web site will be online until the GA.


Public Relations Officer• EEB handover with Paul-Henry Mackeprang (predecessor)• Updated the Portfolio as a general EMSA overview• Created a new brushed up EMSA logo • Created several templates and documents using the existing colour scheme, design elements • Layout of various documents for the NCM, FMO certificates, the EEB and the GA• Designed and ordered the EEB envelopes, brochures, folders and stickers

General EEB tasks• Worked on the new EMSA structure• Public Relations Officer job description• Updated FMO Address and LC list together with the EB• Improved the Internal Rules together with the EEB.• Set a draft for the Statutes together with the EEB.• Established merger of EMSA Germany and IFMSA Germany (bvmd)• Established collaboration to the European Pharmaceutical Students’ Association• Established collaboration to the Right2Research Coalition• Assisted workshops about policy making during the NCM in Warsaw.• Involved in strategically planning of the Future of EMSA

* ENVISIONED ROADMAP OF THE EMSA PR BRANCH IN 2011/12:

- Extended competencies of the PR branch - external contacts - Major increase in fundraising activities with the printed portfolio - Distribution of the new EMSA design to the FMOs - Further development of the CI - Updating of the web site by giving recent information about upcoming events, press releases, - Improving in spreading information throughout internet media like facebook, twitter, etc.


Looking back on my first year in the EEB it was a very exciting period of my life. I met a bunch of new people and cultures. The possible collaborations with the other student’s initiatives in Europe gave me a new perspective of EMSA and its potential. The time in the EEB showed up that all of us have the potential to do great things just by keeping ourselves awake and staying set off to new horizons.Technically, I learned a lot in designing and theory of publications including

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ordering promotional materials and creating corporate identities in order to spread information. In addition, of course I improved my language and organisation skills. Furthermore, working successfully in a team requires good communication and the personal sacrifice by each member. It is necessary to be able to empathize with other board members and to stick to a common goal.

Due to my exams I had a more or less inactive time in January 2011 and a more active time from May till the GA in 2011. I did as much as I could combining my studies and EMSA work and my work for the bvmd but still didn’t achieve everything I wanted to. I wanted to promote EMSA amongst the media agencies amongst Europe and promote EMSA events much more with the help of our new established web sites and our servers. Unfortunately, the web site was introduced with a delay of several months that made it difficult to fill the press release section there with fruitful contents. All in all I am quite satisfied with the amount of work I got done during the year, even though it was partly different from what I imagined it to be. My work was obviously not only limited to the creation of promotion materials for EMSA. Due to my ERASMUS stay I got the opportunity to represent EMSA to other student’s organizations and therefore gained a lot more of experience than I expected. When it comes to deadlines I would recommend to set deadlines early for all EEB members, otherwise the PRO has not enough time to compile the contents with the layout of the documents in time properly.

For the future I recommend to focus on building up a sustainable work group of public relations that can share the tasks amongst each other. The last year showed that the workload can turn very intense for one person alone doing the job of a web designer, graphic designer, publications officer, IT expert, web developer, fundraising officer and representative. Therefore, I suggest creating a working group that can share these tasks between each other. This will help to sustain the professional image of EMSA towards external contacts. It will furthermore help to improve a field that has almost been neglected in EMSA history for years.

RECOMMENDATIONS FOR MY SUCCESSOR ARE:

- Make use of the Work Group! These tasks are too time consuming to be conducted by a single person. Find specialists for tasks that are out of your work focus early!- Keep in mind you don’t have the same amount of time you can spend on EMSA work during the whole year. Parts of the PR work can easily be rescheduled or be worked on in advance. Use the EEB calendar- Be ready for a change in your communication infrastructure. Having Internet available anytime, anywhere is no pleasing vision, but it surely eases work and cuts it into accomplishable bits.- Reduce communication overhead to a minimum. As the EEB works without personal contact most of the times, communication is essential and misunderstandings occur. Quality of communication really makes the difference in everyday work and the number of tasks being accomplished. Try to be as precise as possible saying everything that has to be said in a minimum number of E-Mails.- Follow the concept of tension and release. No one can survive this

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workload without taking time off in between. If you include short periods of reduced workload or holidays, your motivation will be even better and working for EMSA will remain fun and easy.- Set early deadlines to EEB members to make sure you yourself have enough time to work in your field which basically starts when all the other work is done!!!

Contact details:

Ingmar RinasPublic Relations Officer 2010/[email protected] Doberaner Str. 3418057 [email protected]

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ANNUAL REPORT

Iza EneHuman Resources Officer 2010-2011

[email protected]@[email protected]@googlegroups.com

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12th of October 2010 (elected by the General Assembly in Athens)


GA in Athens and Post-GA Face to Face meeting - 8-13th of September 2010German Bundeskongress and EEB Face 2 Face meeting in Münster, Germany - 18-22 of November 2010EEB face to face meeting, Bucharest, Romania - 6-10 January 2011 - Organized the meeting.Trainers’ Forum 2011, Vienna - 3rd - 7 th of March 2011 Representing EMSA, getting ideas and input for EMSA’s Training system, bringing EMSA to the attention of trainers of other organizations. Held face to face meetings with the training coordinators from Germany and The Netherlands, with the training director of EPSA and with IFISO training coordinators. The Trainers Forum was organized by the Board of European Students of Technology (BEST).EEB face to face meeting, Training New Trainers and Training Center of Excel-lence in Istanbul, Turkey - 20-30th of March 2011 Organized the content and training-related part of the event.EEB face to face meeting and the NCM in Warsaw, Poland - 2nd to 10th of May 2011EEB face to face meeting in Heidelberg, Germany - 30th of June- 4th of July 2011EEB face to face meeting in Cres, Croatia - 8-13th of August 2011GA and EEB Face 2 Face meeting in Leiden, The Netherlands - 28th of August- 4th of September

Attended as many as possible online EEB meetings; Held online meetings with the trainers in preparation for the training sessions; Held meetings with the OC of the TCE. Online and face to face meetings with local or international training represen-tatives from non medical student organizations such as AIESEC, EPSA, EGEA, EFPSA, IFSA, Zero Generation, with trainers from the IFISO trainers platform and with the BVMD and IFMSA NL training coordinators.

Missed the EMS Forum & face to face meeting in Ohrid, Macedonia from the 1-5 of June 2011 because of overlapping exam dates.

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After the EMSA GA in Athens and then by online meetings Naomi Bege-mann handed over all the important documents, her views on the future EMSA training system and an overview of the tasks of the Human Resources Officer. A job description, a list of contacts and the results of the NCM trai-ning event in Istanbul were also part of the handover.

MAIN REPORT

* ORIGINAL ROADMAP FOR HUMAN RESOURCES OFFICER 2010-2011:

As Human Resources Officer the aims I set and reached are the following:

• Create a sustainable & functional EMSA Training System• Organize the first EMSA TNT • Create, foster and empower the EMSA Training Team • Organize the first edition of the Training Center of Excellence (in cooperation with the Yeditepe OC)• Provide Trainings, training material and support for the EMSA European Board• Discuss and cooperate with the existing training coordinators in the process of creating this new training system• Creating and updating a database of training material• Analyze what the needs are and organize EMSA Trainings in accordance to those needs (TNT, TCE, trainings on topics that are needed at the major events)• Organizing trainings for the NCM, GA and also trainings for the EEB• Establish a follow-up system and an internal recognition system for EMSA trainers – in progress• Share training opportunities with the trainers and members. The sources were mainly the IFISO training Coordinators mailing list, the Trainers Forum and the Salto platforms.• Make use of the input and experience of other training systems. I have gathered input from over 10 student and 3 professional organizations that have an established training system and training database*• Help reach a good level of communication within the board both online and face to face.• Provide support for the handover process and other training information when and where needed • Give the board access to information and skills (trainings, booklets, resources)

I hope to be able to use the website and in particular the groupware, in the near future, so that to further the communication amongst trainers and also as platform for sharing training material.

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In the past year I have been given the amazing opportunity of more or less inventing a training system for EMSA and took it as a unique chance and as a personal challenge. The things I wanted most were to implement and foster high quality standards, sustainability and an appropriate place for personal development. The first part of my term was dedicated to scouting for best practices amongst the many currently existing training systems*. It was a wonderful process of finding - choosing - adapting & upgrading different solutions or approaches to the needs of EMSA or to the problems we might face. There slowly appeared to be a solution to mostly everything one might think of and a year was barely enough time to put part of those into practice or to get some others started. Striving for sustainability, I compiled and structured the notes, the references and the contacts and have included them in my handover document so that my successor will be able to continue using the result of that research time.Amongst the improvements I found most important and that tried to include in our now existing training system were:

- A coaching and mentorship program that would start at the TNT and continue until the trainer is recognized as an experienced trainer.- Sustainability, motivation and internal recognition- Quality evaluation and a straight forward reporting system for all trainings including the trainings of trainers- Putting together an extensive database of training materials- High quality standards for the EMSA TNT

The TNTs trainers’ team included 3 experienced trainers 2 from amongst medical students and a non medical student trainer from BEST, AIESEC and AEGEE. We took particular care to help the trainees set and accomplish perso-nal improvement goals with the help of coaching and also put an emphasis on training design, training delivery and motivation. Before the TNT at the Training Center of Excellence was organized I had pre-pared a prospective EMSA TNT (28. 01to 3.02.2011) that I was supposed to held in Bucharest together with Rianne Schutter from The Netherlands. Logistically it could have been done (we had accommodation, food arrangements and 22% (270 euros) covered from the budget) but since one month and a half would have been be very short notice for an international TNT, together with the trainers we decided to focus our efforts on the TNT at the upcoming Training Center of Excellence (Istanbul 22-28 of March 2011). At the TCE – Training Center of Excellence 12 trainings were delivered by both experienced and TNT trainers. The training subjects were chosen accor-ding to the survey done at the NCM training event.At the NCM 6 trainings were held by EMSA trainers. The topics were chosen according to the needs of the pillars and the working group as described by the directors. At the GA 4 trainings will be delivered by EMSA trainers and EMSA alumni in accordance with the preferences of the GA participants.

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THE CURRENT EMSA TRAINERS TEAM:


Training• Worked in close cooperation with Wander Kenter and kept into account the input received from the national training directors of IFMSA NL and BVMD• Developed, distributed and analyzed questionnaires about training needs. • Selecting the training topics and the trainers for the TCE, TNT and NCM• Providing the trainers with a proper needs assessment, informational and logistical support (TNT, TCE, NCM).• Selected the training topics for the next GA and contributed to their integration in the agenda.• Started the process of finding trainers for the GA training sessions.• Evaluating the EMSA training sessions• Completed Handover on my part.

Training in relation to EEB• Put together a guide with basic information on grant writing• Organised trainings specifically for board members (Team building and strategic planning, Project management, Communication, Handover), found experienced trainers to deliver them and worked on having them personalized to the specific needs of the board.• 5 board members became EMSA trainers and thus got a chance to improve their knowledge and abilities in topics such as facilitation, delivery and construction of sessions, and public speaking

EMSA Trainer Country EMSA Trainer since:

1. Aleksandra Petrović Croatia EMSA TNT in Istanbul 22-‐28th of March 2011

2. Jurica Vrbanec Croatia EMSA TNT in Istanbul 22-‐28th of March 2011

3. Tin Knezevic Croatia EESTEC TNT on an EMSA spot in July 2009

4. Borislav Manev FYR Macedonia EMSA TNT in Istanbul 22-‐28th of March 2011

5. Sebastian Schmidt Germany EMSA TNT in Istanbul 22-‐28th of March 2011

6. Georgios Tsaknias Greece EMSA TNT in Istanbul 22-‐28th of March 2011 7. Maria Tsichli Greece EMSA TNT in Istanbul 22-‐28th of March 2011

8. Federico Pisanu Italy Trainer at the EMSA TNT in Istanbul

22-‐28th of March 2011

9. Sofia Ribeiro Portugal EMSA TNT in Istanbul 22-‐28th of March 2011

10. Alexandra-‐Ioana Ienak Romania EMSA TNT in Istanbul 22-‐28th of March 2011

11. Bogdan Matei Romania EMSA TNT in Istanbul 22-‐28th of March 2011

12. Iza Ene Romania Trainer at the EMSA TNT in Istanbul 22-‐28th of March 2011

13. Tamara Darbyshire The Netherlands EMSA TNT in Istanbul 22-‐28th of March 2011

14. Naomi Begemann The Netherlands EMSA TNT in Istanbul 22-‐28th of March 2011

15. Wander Kenter The Netherlands Trainer at the EMSA TNT in Istanbul 22-‐28th of March 2011

16. Lamia Jouini Tunisia EMSA TNT in Istanbul 22-‐28th of March 2011

17. Aslı Kaplan Turkey EMSA TNT in Istanbul 22-‐28th of March 2011

18. Ceren Sultan Altay Turkey EMSA TNT in Istanbul 22-‐28th of March 2011

19. Semih Küçükcankurtaran Turkey EMSA TNT in Istanbul 22-‐28th of March 2011

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• Contributed to having training or training methods included in the NCM pillar sessions

Creating and working on the EMSA Training System• Organized the first EMSA Training New Trainers (TNT) and the first edition of the Training Center of Excellence (TCE)• Prepared for and then held the first EMSA Training New Trainers Workshop together with Wander Kenter and Federico Pisanu.• Providing support to the team of trainers (coaching, training material, and feedback on training agendas). • Supporting the EMSA trainers to find or create training opportunities and providing references for them.• Forming, together with the trainers an interactive trainers server and social platform.• Contact with Training-Coordinators from different NGO’s.• Assembled a Training material database (aka a Training Library) of over 8 GB• Training team identity: 2 Logos of the EMSA Training team.• Continuing work on Training system.

General EEB tasks• Handover document – a standard form adapted to the needs of the EEB for personal handover• Contributed to the job description template• Composing the first version of the sponsorship package.• Writing the minutes of the face to face board meeting in Istanbul

Other• Familiarised myself with the work of the former PO at the CPME in view of the 6 months period when I will be occupying the same position (September 1st 2011 - March 1st 2012)

* EXTERNALS CONTACTED DURING THE TERM SO THAT TO SHARE EXPERIENCE REGARDING TRAINING, TRAINING SYSTEMS, TRAINING MATERIALS OR BEST PRACTICES:

Student organisations with a training system: AIESEC, EPSA, EGEA, EFPSA, IFSA, IFMSA, AEGEE, BEST, Bonding, World Organisation of the Scouts Movement - through the Romanian Scouts Association, USR (Romanian Students Union)Professional organisations concerned with training: Stand for Development; New Media School; Zero Generation, No Label Project.

ENVISIONED ROADMAP FOR THE ROLE OF HUMAN RESOURCES OFFICER IN 2011- 2012: - Support and help develop the EMSA team of trainers - Help organize EMSA trainings and training events such as the TCE or trainings at the GA and NCM - Provide the EMSA European board with training related information or material - Give a helping hand with the team dynamics within the EMSA international team (trainings, handover support, team building, facilitation, mediation or whatever will be needed)

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Being a team and working from so far apart can be rather tricky. Individual online work in a multi cultural team will require quite a bit of innovation and adapting but can also be a lot of fun. Your work will also be about helping with this and not only about the training.

RECOMMENDATIONS FOR OUR SUCCESSORS WOULD BE: 1. Support and foster communication and cooperation within the EMSA trainers team by online and interactive tools and by offering constant and frequent training opportunities. 2. Encourage and support the trainers to constantly improve themselves. 3. Organize trainings or training events for EMSAi, for EEB members and also for trainers with the occasion of each of the EMSA meeting or wherever there is a need or demand 4. Conduct and analyze periodically the needs or problems faced by the EMSAi the FMOs, LCs, local boards, NCs and the international board and try to offer trainings that will help overcome the problems that seem frequent and important. 5. Help maintain a good communication and productivity within the EEB. 6. Provide training knowledge and help improve skills where this is needed. You can contribute in particular by using training methods and experience to help make the handover periods and the sessions be as productive as possible. 7. Create a strategic plan for your term, look over it and update it monthly.

Credits and special thanks to:

Naomi Begemann, trainer formed by EESTEC and the person who brought trai-ning to EMSA, for putting a very good basis and inspiring a great start.Wander Kenter, IFMSA trainer for his constant support in making all our ob-jectives and dreams fade in the face of reality. Tin Knezevic, trainer formed by EESTEC and ongoing active supporter of trainings within EMSA in the last 2 years and during the Training Center of Excellence.Federico Pisanu, BEST, AEGEE and AIESEC trainer, trainer at the TNT for his help with the process of coaching the new trainers during the TNT.Süleyman Yıldız, Medical Education Director for taking on the challenge of organizing the TCE and for his constant strive to make it impeccable.

Contact details:

Iza EneHuman Resources Officer 2010/[email protected]@gmail.comCalea Vitan 113 bl.V16B, ap.18, sector 3031282 Bucharest RomaniaSkype: iza_ene

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ANNUAL REPORT

Tamara DarbyshireFund Raising Officer 2010/11

ANNUAL REPORT MISSING DUE TO RESIGNATION OF THE PERSON.


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SECTION C:

DOCUMENTS FOR ADOPTION

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DECLARATION OF COOPERATION EMSA-EPSA

Brussels, February 2011

The undersigned European students’ associations,

Committing to establish a solid and long lasting partnership, in order to conso-lidate the relations between our two organizations, Willing to improve collaboration in the Healthcare sector and the field of Public Health, Aiming to empower our roles and strengthen our positions within the Euro-pean Institutions and relevant stakeholders, in order to voice our students’ concerns and address their needs,

Endorse the following Statement:

“The European Medical Students’ Association (EMSA) and the European Phar-maceutical Students’ Association (EPSA) are European student organizations representing Healthcare students and have been cooperating in several initia-tives. Both our organizations have common interests and share common needs and face common challenges.

With this Statement it is our primary goal to formalize cooperation and a long term partnership between our two organizations.

The objects of the cooperation shall be:

- To actively searching for new joint projects and initiatives with greater benefit for our student members;

- To enhance communication between the boards of the two associations and ensure the continuity of this communication;

- To encourage and promote regular meetings between our trainees based in Brussels, namely the EMSA Permanent Officer and the EPSA Vice-President for External Affairs;

- To share our best practices, as well as relevant contacts and experience, without overlapping each other’s affairs;

- To seek to act with a common voice whenever the topic is appropriate and there are common interests for both organizations;

- To aim strengthen the cooperation between other European Healthcare Students’ Associations or other Associations whose aim might be relevant for both.

While respecting our differences, we see much potential in our closer collabo-ration and urge our Boards as well as our members to adopt a synergic form of cooperation in order to fully achieve the aforementioned potentials.We furthermore strongly advise our successors and their boards to proactively and open- mindedly search for a more efficient model of joint activity, also

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taking into account other European healthcare student organizations, with the aim of increasing the effectiveness of our common efforts.Lastly, we applaud the effort, the collaborative spirit and the mutual respect that has been shown so far and remain hopeful to see an improvement in the near future but especially in the far one.

Luís MachadoEMSA Permanent Officer 2010-2011On behalf of the European Medical Students’ AssociationFebruary 2011

Sanziana Marcu-LapadatEPSA Vice-President for External Affairs 2010-2011On behalf of the European Pharmaceutical Students’ AssociationFebruary 2011

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OHRID RESOLUTION ON THE IMPORTANCE

OF YOUTH ORGANIZATIONS

PREAMBLE:

Affirming the importance, impact and success of youth exchange programs such as the Erasmus program;Recognizing the importance of further developing the European Higher Education, common standards and diploma recognition;Recognizing the impact of youth mobility and international youth events on the process of European Integration;Appraising the work of European institutions such as the European Union and the Council of Europe as foundations of European integration and cooperation;Appraising the involvement of Youth Organizations in the European political process and recognizing the importance in bringing those political processes closer to the general public by making them more transparent as well as involving the public in them;Emphasizing that the bureaucratic process to develop initiatives in Europe should be simplified in order to stimulate the European youth to initiate new projects;Recognizing the differences in the socio-economic background as important challenge to the equal involvement of young Europeans youth activities;Affirming the continued European youth enthusiasm and energy towards the common European goals;Being aware of the fact that the support and the success of the European youth has been recognized around the world.Convinced of the necessity of European institutions and governments providing perspectives to young people;

DECLARATION:

Convinced that the European youth is the key to European future;

We, the youth of Europe, endorse the following statements:

EUROPEAN INTEGRATION AND CITIZENSHIP

In addition to the existence of European Supranational bodies, integration of youth of all European countries needs to be strengthened.Understanding that the youth of today and especially the leaders of the youth organizations are already and are going to be strongly involved in the civil society as well as the political processes, we feel thatinternational youth organizations and improved mobility through projects such as the Erasmus program have a deep and lasting impact on the quality and strength of the European integration processes.Therefore, nowadays having friends from other European countries is a growing reality for many of the European youth.In spite of the vast language barriers within Europe, the new generations of young Europeans are more connected than ever. This happened not only

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due to new opportunities social media but also due to the open-minded spirit of European cooperation deeply rooted in many European youth’s minds. Technological advances and falling prices of both travel and communication today have helped this project to gain momentum. Furthermore, solving European political debates and opening up borders to citizens throughout the European region have enabled and then after empowered the European youth to communicate and cooperate thereby lifting the European spirit.However, this process is far from being complete and may be endangered by the economic instability and especially conflicting political agendas. Therefore, we call upon all European nations to cooperate and to devote themselves to the empowerment of youth as well has to continue the path that has been bringing increased stability and peace in the region that has, not that long ago, been deeply divided.

EQUAL OPPORTUNITIES

Europe has provided many opportunities for young people. However, access to these opportunities is far from equal. Even though European countries are aiming on building a common European higher education area there are vast inequalities in access to higher education and between higher education programs. Increasing economic pressure, not only due to the current economic crisis, is prohibiting many young people from accessing these opportunities. Appreciating diversity and acknowledging the differences between European countries, we believe that all European youth is equal and should be provided as many opportunities as possible. We call upon European nations to work together towards providing equal opportunities to all. Therefore we call upon all the stakeholders to commit themselves to the cause and continue working in and developing youth organizations and European civil society as well as providing multiple and diverse opportunities to the youth of Europe.

NON FORMAL EDUCATION

Recognizing the increasing value of soft skills, especially intercultural awareness, which can hardly be attained through traditional formal education; we understand and are affirming the importance of non- formal education and lifelong learning. Youth organizations have become an important platform for young people to develop these skills. Even though there is an increasing awareness of the value of non-formal education and the role of youth organizations, much remains to be done. We call upon decision makers to recognize the need of non-formal education when designing curricula and support their students in extracurricular activities. We support the idea of recognition of non-formal education, for example through the ECTS system.

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EMPOWERMENT OF YOUTH ORGANIZATIONS

Experiencing the strength and spirit deeply rooted in youth organizations, many young people commit themselves volunteering their time, skills and expertise in order to achieve common goals. By doing so, those young people are becoming an integral part of the European civil society. This work includes theimprovement of living, education and work standards, thereby making an effort towards a better future not only for individuals and groups, but for the whole Europe. Even though the added value of Youth Organizations within the European society is recognized and highly valued by many, we are becoming increasingly aware of the obstacles that the young Europeans are facing. First and foremost, the recent economic crisis has not only led to strong economic pressure but also decreased opportunities. Specifically, there have been noticeable cuts in local, national and international funding of youth organizations. Should those cuts continue the activity and thereby value of youth organizations would be considerably decreased, endangering not only todays but also tomorrow’s European society.We call upon the appropriate bodies across Europe to recognize the value of European youth organizations in their funding and political decisions and to include financial support of those organizations into their financial planning. Also, the European governments can considerably help youth organizations with supporting visa regimes, public consultation and early involvement as stakeholders. Finally, governments and other stakeholders should adopt a more proactive approach in making the European youth organizations active stakeholders in their work.

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We the EMSA European Board, representing the European Medical Students' Association, endorse the following:

Statement of Intent

Being aware of the simmilarities between our organizations and that added value that strong cooperation between us could bring to European medical students, we feel that our two organizations are ready to undertake a process of integration with the aim of strenghtening our relations, empowerin EMSOC in it's activities and bringing added value to the activities of EMSA in the field of culture.

We therefore suggest an integration process which would result in EMSOC being integrated under the EMSA structure, but with high level of authonomy.

Being aware of the fact that EMSA and it's structure are larger then those of EMSOC, we are also aware of the possibility of EMSOC loosing it's identity within the EMSA structure. To ensure this does not happen, we are ready to ensure this process of integration keeps a high level of authonomy of EMSOC officials and at the same time empowers EMSOC as a project.

To that end we are ready to offer the following status of EMOS within the EMSA network:

1. Authonomy 1.1. EMSOC members would retain the right to elect the organizing committee and the board of EMSOC. EMSA members would gain no priority. 1.2. Non-EMSA members would be free to join EMSOC, host it's events

and be members of it's committees. EMSA members would gain no priority.

1.3. All EMSOC members would gain the right to attend EMSA international events, however the internal rules and bylaws of EMSA Europe on the quota would be observed.

2. Continuity 1.1. EMSOC concert would continue to be hosted annually. 1.2. EMSOC would be able to organize smaller events connected to the EMSA international events.

3. Support 1.1. EMSA would offer EMSOC assistance. Specifically in the fields of human resources (training), funds raising (knowledge and experience of European Grants and other) and public relations (server solution, design support and so on).

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4. Initiative 1.1. EMSOC and EMSA would work together on establishing a network

of local and national medical students' choirs and orchestras and would agree to support those already existing.

Furthermore, to ensure high quality and continuity, the following regulations would be necessary:

1. EMSOC and EMSA would agree on one or more liaisons. This person would be in direct contact with the international board of EMSA and would ensure good communication between the two boards.

2. EMSOC would provide an annual activity report that would be presented at the EMSA General Assembly.

EMSA would furthermore obide to the following: 1. EMSOC would be promoted through all EMSA communication

channels equal to all international projects of EMSA Europe. 2. EMSA would activelly promote EMSOC and connect it to other culture-

related activities of the organization. 3. EMSA would furthermore promote EMSOC through other promotional

materials such as broschures, lieflets and alike.

EMSOC would furthermore obide to the following: 1. The logo of EMSA Europe would be prominently placed on the EMSOC

website and on all EMSOC promotional material. 2. EMSOC would promote it's activities as „under the auspices of EMSA

Europe“.

We hope that after carefully reading the content of this document the board and the members of EMSOC will decide to undertake official steps to formalize the relations between our two organizations.

The EMSA European Board looks forward to a reply.

On behalf of the EMSA European Board,

Tin Knežević President

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MEDICAL STUDENTS’ INVOLVEMENT IN THE

EDUCATIONAL PROCESS

A policy statement of the medical students of EuropeIstanbul, Turkey, 22nd July 2011

Outcome of the Bologna Process Follow-up Workshop-Yeditepe Organized by

European Medical Students’ Association (EMSA) and

International Federation of Medical Students’ Associations (IFMSA)

BACKGROUND

The students are the core of the university, thus students should be actively involved in academic activities and decisions that are affecting them. Progress in increasing student participation in higher education continues to be slow, with only around one third of respondents to the European Student Union questionnaire, recording a rise compared to 2007 [1]. In particular, there are delays with the implementation of legislation on student participation, where this exists. Only a very small proportion of students’ organizations are satisfied with the current situation, highlighting a need for much greater action to be taken over the next years [1].

Higher education should play a strong role in fostering social cohesion, reducing inequalities and raising the level of knowledge, skills and competences in society [1]. Medical education is not an exception from the situation in general education regarding student involvement and participation in higher education governance.

Student involvement refers to the quantity and quality of the energy that students invest in the experience [2]. Such involvement takes many forms, such as inclusion in academic work, participation in extracurricular activities, and interaction with faculty and other institutional personnel. It is necessary to widen participation at all levels on the basis of equal opportunities.The main problem we identify is that students are not considered to be as relevant as academic staff and other stakeholders are in decision making related to medical education in higher education processes. Getting involved and motivation are linked. Students’ involvement is fundamentally based on motivation. It strongly depends on opportunities, university support, academic staff and educational setting.

OUR POINT OF VIEW

We consider students should be equal contributors in the governance of higher education. We believe students are competent, active and constructive partners in the establishment and shaping of educational systems. Students need to be involved in decision-making at all levels, and for their voice to be recognized as of equal value in governance structures.

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STUDENT REPRESENTATIONMedical faculties should have a policy on student representation and appropriate participation in every important matter in the university. Legislation guaranteeing minimum level of student participation is needed and student representativity assured by a certain percent of votes in all higher education bodies.The student representatives should be chosen by democratic vote by all students, periodically. The process should be transparent and any student should have equal rights to candidate and be elected. It should be the student representative’s responsibility to facilitate bilateral communication between university and students, by providing clear, understandable information and total transparency. The students elected as representatives should speak on behalf of the student body as a group regardless of their individual opinion.The students should be assured through their representatives a significant percentage of votes in all decision making bodies of the institution. The university has to provide comprehensive information to students so that they can make informed decisions, as well as providing necessary knowledge in the medical education field. The students should be able to integrate their representation tasks within their academic schedule. Organized development of student opinion is necessary thus we recommend collaboration and communication within the student body on the local, national and international levels, as well as with other governmental or non-governmental bodies and organizations.

STUDENT ORGANIZATIONSStudent organizations provide services and programs needed by students which are not directly provided by the institutions [3].To support students’ involvement, students’ organizations should be encouraged and facilitated. Student activities and organizations would include student self-government and representation on educational committees and other relevant bodies as well as volunteering and social activities [4].Student organizations are essential for national and international cooperation between medical students. We acknowledge the important role of all organizations and recommend collaboration and coordination of different student organizations and students structures.

POLICY, DECISIONS AND REGULATIONSWe believe that students should be involved in all policy, decisions and regulations regarding medical education and higher education governance, at the university level as well as national and international ones.

LEARNING AND TEACHING ACTIVITIESWe support an active role of students in their education by engagement in all learning activities e.g. lectures, tutorials, labs, small or large group teaching, developing of education resources and of teaching skills, including formal and informal involvement in collaborative learning and peer teaching. Faculty should be trained to encourage student involvement.

CURRICULUM DEVELOPMENTStudents should be involved in curriculum development by expressing their opinions and contributing to the design, implementation and evaluation of curriculum. Student representatives should participate in curriculum committee.

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EXTRA-CURRICULAR ACTIVITIESExtra-curricular activities increase student engagement, satisfaction and personal development. We acknowledge the need for students to be involved in organization of educational, social activities and projects, including meetings, conferences, volunteering activities, social gathering activities and others.We urge the faculty to support such activities not only by creating funds and resources but also by encouraging and motivating student participation.

ASSESSMENTStudents should be involved in assessment by encouraging self-assessment as well as peer-to-peer evaluation. Student representatives should take part in the bodies that decide on the assessment tools used in the university as well as in decisions regarding national post-graduate entry procedures.

FACULTY EVALUATION AND DEVELOPMENTStudents’ opinions regarding content of courses and teaching methods should be taking into consideration in order to improve the quality of teaching and give the direction for faculty development needs. Student representatives should be involved in deciding on tools used for evaluation of faculty and teaching. They should also evaluate to what extent the students’ input has been taken into consideration by the institution. We suggest the result of the evaluation to be public.

HEALTH-CARE COMMUNITY SERVICESMedical students should be stimulated to take part in community services such as primary and preventive care. These activities can be informal, but we recommend faculties to officially structure and recognize them in means of education and in the best benefit of the medical students and the community. Student-led community projects, participation in local healthcare clinics, in health-care delivery should be encouraged.

RESEARCH AND SCIENTIFIC ACTIVITIESStudents must be introduced to new research and get the chance to increase their understanding in terms of the search for new knowledge [1].It is essential for students to be encouraged to get involved in conducting scientific research. The faculty should provide information and contacts of the research and scientific activities available and the procedures for students to join them.Interested students should be engaged in ongoing research projects and their initiatives should be stimulated. Also, they should be engaged and supported to participate in local, national and international scientific meetings.

LEADERSHIP AND MANAGEMENT ROLESWe consider leadership and management skills very important for students, and the involvement in leadership and management roles essential. Educational institutions should engage students in leadership positions and in managerial roles. They should also support the organizations that are student led and self-governed. Student organizations provide opportunities for students to develop leadership skills and individual responsibility through participation and leadership in student activities and organizations [3].

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STUDENT-SUPPORT ACTIVITIESThe universities should provide career exploration and counseling and involve students in the delivery of them. Students and institutional alumni should be engaged in mentoring and supporting junior students, providing information about developing their education plan by alternative experiences in their home country and abroad, e.g. internships, exchange programs, scholarships, extra-curricular activities.

QUALITY ASSURANCE AND INSTITUTIONAL ACCREDITATIONQuality of education not only affects students’ academic careers, but to a high degree determines their future lives, thus it is only fair that they have a strong say in accreditation and quality improvement. We see the need to increase the effectiveness of both internal quality assurance systems and student involvement in quality assurance at the institutional level. Additional efforts need to be made in order to properly inform students of present education standards. Finally, students need to be involved in external quality assurance bodies and creation of national and international standards for accreditation.

CONCLUSIONS

Students, as partners in the educational system, have the responsibility to bring their own contribution to the educational process. Furthermore, students can bring their own unique perspective to education that can only complete the visions of the rest of the stakeholders. Thus we urge students to take a stand, and governments and higher education institutions to recognize and empower students as key stakeholders.

REFERENCES:

1) Bologna with student eyes 2009 (http://www.esib.org/documents/ publications/official_publications/BWSE2009-final.pdf)2) Astin, A. W., 1984, Student involvement: a developmental theory for higher education, Journal of College Student Development, 40(5), 518-529 (http://www.middlesex.mass.edu/tutoringservices/ downloads/astininv.pdf)3) UNESCO – The role of student affairs and services in higher education (http://unesdoc.unesco.org/images/0012/001281/128118e. pdf)4) WFME - The global standards of medical education (http://www3.sund.ku.dk/Activities/WFME%20Standard%20 Documents%20and%20translations/WFME%20Standard.pdf)

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ACCESSIBILITY TO HIGHER EDUCATION

A Policy Statement from the Medical Students of EuropeBologna Process Follow-up Workshop-Yeditepe

2011, Istanbul-TurkeyEMSA/IFMSA23rd July 2011

SUMMARY

The pace of the chance in the area of higher education increased in the 1990’s, and this trend has continued with a high speed into the 2000’s and included the countries outside Europe. All these changes and developments have, once again, underlined the importance of the role of the students’ organizations in Bologna Process and society. Student associations are considered to have a critical role in improving EHEA in the Bologna Process. We are developing carefully tailored policies and strategies for the implementation of innovation and creativity take a prominent role in the Bologna Process.There are several factors that shape higher education’s today and future. And accessibility is one of the these factors. Limitation to education because of financial problems is a big problem for many European countries. This of course has significant effect on higher education and students’ education. European countries search for new ways to find solutions...We should keep in mind that the Bologna Process is basically a process of collaboration in order to increase the quality, attractiveness and internationalization of higher education. It is impossible to achieve innovative and creative solutions and to build up a sustainable and safe future without collaborating and working with students. Since 2003, European Medical Students‘ Association (EMSA) and International Federation of Medical Students Associations (IFMSA) have jointly organised workshops dedicated to the study of the development of the Bologna Process in the European Higher Education Area. The Bologna Process Follow-up Workshop is an annual workshop where medical students from all over Europe discuss the implementation of the Bologna Process in medical education. Together they voice the position of European medical students with the aim to advise the European authorities and medical faculties from the students‘ point of view.During these workshops, students develop statements to represent their views and perspectives, and to influence European policymakers and other relevant stakeholders in the process of development and implementation of the Bologna Process.From 18th-23rd July 2011, the 9th Bologna Process Follow-up Workshop organized by the European Medical Students’ Association (EMSA) and International Federation of Medical Students’ Association took place in Yeditepe University, Istanbul. In this workshop, more than 40 medical students’ representative from 10 countries agreed on an outcome-based “Accessibility to Higher Education”.

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BACKGROUND

The Bologna Process and EHEA in Retrospect

Sorbonne Joint Declaration on “Harmonization of the Architecture of the European Higher Education System”, which was signed by the representative of the Germany, France, Italy and United Kingdom in May of 1998, is taken as the start of the Bologna Process. In the declaration, the central role of universities in developing European cultural dimension and promoting mobility and employability is addressed Bologna declaration on June 19, 1999 by the signatures of 29 countries practically started the Bologna Process, whose main aim is to establish the “European Higher Education Area”(EHEA) till 2010.

Process has contained 6 action areas: • To establish easy perceptible and comparable system of certificate and degree • To practice two stage system of degree • To perform ECTS (European Credit Transfer and Accumulation System) • To increase mobility • To constitute internal and external quality assurance systems and networks • To develop European dimension in higher education

In 2001 in Prague, 32 countries decided to add 3 more action areas to Bologna Process and to establish Bologna Monitoring Committee:

• Encouraging life long learning• Ensuring the active participation of students higher education institutions in the Bologna Process• Making EHEA attractive

In 2003 in Berlin, 10th action plan of “Establishing Synergy between European Research Area(ERA) and EHEA and Doctorate Degree Studies” was added and three priority areas were determined to speed up the Bologna Process:

• Two stage degree structure in Higher Education• Approval of higher education certificate and degrees and education duration• Quality assurance

In May of 2005, the Ministers of Education from 45 different countries met in the city of Bergen in Norway. In this meeting, the determination, implementation of and monitoring of quality standards along with the implementation of qualifications framework were the main issues for discussion. In this meeting, “Standards and Guidelines for Quality Assurance in the European Higher Education Area” were adopted. In the following conference in London in May of 2007, two prior areas were also added to the areas defined in Bergen Conference:

• Life long learning• Establishment and approval of common degrees

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INTRODUCTION

Bologna Declaration suggests that students should have access to higher education in an easy way without obstacles, as the access is the right of every single qualified candidate to apply and to be considered for admission. It is also claimed that higher education should play a strong role in fostering social cohesion, reducing inequalities and raising the level if knowledge, skills and competences(1).Over years, higher education has become widespread, but it does not exactly mean that higher education is provided equally to all socio-economical classes. This situation brings inequality to socioeconomically disadvantaged groups, which includes people that face special problems such as physical and mental disability, lack financial support or are politically deemed to be without sufficient power(2).We are concerned with these socioeconomically disadvantaged groups, specifically that lack financial support. As, the social dimension of the envisaged European Higher Education Area (3) aims at, equality of opportunities in higher education, in terms of access, participation and successful completion of studies; studying and living conditions; guidance and counselling; financial support and student participation in higher education governance; these all should be given utmost importance.The modern systems in medical education have been created for a successful, effective and efficient progression and completion of the studies. The limited places in the 2nd and 3rd cycle cause this system to get a leakage which in addition to the future applicants will cause a worsening of the situation. An increasing number of non-functional 1st cycle graduates may lead to a waste of public resources.The governments should play a key role in accessibility and funding of medical education(4), which is henceforth discussed.

MAIN TEXT

I. ACCESSIBILITY TO FIRST CYCLE

As the European society is passing through a global financial crisis higher education can be one of the saving tools for the well-being of the community. Increasing the public funding in higher education is considered to be an investment in the future which can lead to an improvement in both health care and financial well-being.Thus, higher education must be accessible for all who are qualified regardless of their demographic and personal characteristics(5).In order to start, progress and complete medical education financial concerns are one of the major problems. Students who are from socio-economically disadvantaged and vulnerable parts of society cannot afford the expenses which can lead to less interest in studying medicine.We call the governments to make sure that universities have the necessary resources to fulfil their very own task in medical higher education. Consequently students do not have to pay for their education as tuition fees were abolished in Hungary and Ireland(2).If this is not possible, student from disadvantaged groups will be granted an exemption from the fees. But we also believe that the faculties as well as the

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government should offer other possible ways of financing like scholarships or loans yet the government should carry the final responsibility to assure that the university has relevant cooperation with private-sector-funding and donations(2,5,6).Any way of financing should cover all the costs both for learning and living(2). We believe that higher education is important for the best benefit of the community. That is why we consider being a student should be enough for being eligible to receive a loan.It is known that students are forced to work in order to compensate the lack of financial resources. Hence students have less time to prepare for exams and failure is more likely which can lead to delays. Any delay may cause an increase in costs students have to deal with. Thus students have to concentrate on finishing the study in time which possibly limits the interest in extracurricular activities and personal development. On the other hand this will stimulate a shift to exam-focused extrinsic motivation instead of naturally medical interest. Students who face life related problems such as physical and mental disabilities or who have to deal with special social issues like being single parent should be approached differently, for a delay is more likely. Social support should be provided to this group and when possible schedules can be adjusted individually.

II. ACCESSIBILITY TO FURTHER CYCLES

In some countries i.e. in the Netherlands students experience difficulties to proceed fluently into the next cycles due to lack of places. As first cycle currently is not a job-defining degree it causes the intervening time to become unproductive.It should be assured that there are enough places for all students finishing first cycle to get into second cycle.It is highly demanded that the first cycle degree is a basic job-defining degree(6). Especially those students who have to wait for entering further cycles due to unmanageable number of applicants will have a greater benefit. Hereby the intervening time can become more productive.All dimensions of accessibility should be dynamically evaluated by a committee composed of members of government, faculties, student bodies and relevant stakeholders.

REFERENCES(1) London Communiqué 2007 (http://www.ond.vlaanderen.be/ hogeronderwijs/bologna/documents/MDC/London_Communique 18May2007.pdf)(2) Bologna with student eyes 2009 (http://www.esib.org/documents/ publications/official_publications/BWSE2009-final.pdf)(3) Berlin Communiqué 2003 (http://www.bologna-berlin2003.de/pdf/ Communique_dt.pdf)(4) Albufeira Resolution on Medical Students’ Rights in Europe (http:// cpme.dyndns.org:591/adopted/2007/CPME_AD_Brd_170307_145_ EN.pdf)(5) UNESCO – The role of student affairs and services in higher education (http://unesdoc.unesco.org/images/0012/001281/128118e.pdf)(6) Leuven/Louvain-la-Neuve Communiqué 2009 (http://www.ond. vlaanderen.be/hogeronderwijs/bologna/conference/documents/ leuven_louvain-la-neuve_communiqu%C3%A9_april_2009.pdf)

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SECTION D:

APPENDICES

MOTION FORM

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E u r o p e a n M e d i c a l S t u d e n t s ’ A s s o c i a t i o nc/o CPME Standing Committee of European Doctors - Rue Guimard 15 - 1040 Brussels - Belgium

Please leave fields below blank and proceed to the motion form!

Number of proposal: ......................Event: ...........................................Date: ...........................................Time: ...........................................

Chair:

Amendments No of votes Motion passes

In favor Nemo contra

Against Absolute majority

Abstain Relative majority

TOTAL Motion fails

Yes No

If yes, motion no.:

Signature chair:

Name of the Proposer: Name of the Seconder:

a summary of proposal - what will practically happen if this proposal is accepted?Summary

................................................

Motion

................................................

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your proposal - be very clear and write in a way that cannot be misinterpreted!

background of proposal - what facts have lead you to make this proposal?

the aim of proposal - what do you hope to reach with this proposal?

Number of proposal: ......................

Aim

Background

Therefore we propose…

If this proposal is…

…accepted, then… …rejected, then….

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MOTION FORM

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Please leave fields below blank and proceed to the motion form!

Number of proposal: ......................Event: ...........................................Date: ...........................................Time: ...........................................Chair:

Amendments No of votes Motion passes

In favor Nemo contra

Against Absolute majority

Abstain Relative majority

TOTAL Motion fails

Yes No

If yes, motion no.:

Signature chair:

Name of the Proposer: Name of the Seconder:

List of procedural motions (Internal Rule 10.11):

................................................

Procedural Motion

1. Challenge to the ruling of the chairperson.2. No confidence in the chair.3. The debate on the motion be reopened.4. The meeting be adjourned.5. The meeting proceed immediately to vote.6. The meeting proceed to next business.7. Consideration of the motion on table be postponed.8. The meeting take an unofficial vote.9. A discussion be not recorded in the minutes.10. Candidates for election leave the hall during preliminary discussion.11. Voting be by ballot.12. Observers leave the hall.13. The speakers' list be reopened.14. To add subjects to the agenda.15. To overrule decisions upon constitutional controversies.16. Internal Rules to be suspended.17. Internal Rules to be resumed.18. The order of the agenda be changed.

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According to EMSA Internal Rules 11.3 (“Delegation of voting right”) • Any EMSA Representative may delegate his/her voting rights to any other EMSA Representative through a signed proxy. • The maximum number of received proxies is limited to one per person.

Herewith I,

Last Name: ____________________________________________________________________________

First Name: ____________________________________________________________________________

EMSA FMO: ____________________________________________________________________________

Position in EMSA FMO: ____________________________________________________________________

would like to delegate my voting right for the following meeting:

EMSA General Assembly held from the 1st until 4th of September 2011.The General Assembly is taking place in Leiden, Netherlands.

To:

Last name: _____________________________________________________________________________

First name: _____________________________________________________________________________

The carrier of this proxy shall have voting rights

□ on all issues □ only on the following issues:

Date, Place: _____________________________________________________________________________(invalid if dated more than 30 days prior to the first day of the specified meeting)

Signature: _____________________________________________________________________________

PROXY FORM

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EMSA STATUTES

As amanded by the Extra-ordinary EMSA General Assembly in MünsterNovember 20th, 2010

Edited by:Anna DobekSecretary General 2010-2011EMSA European Board

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Statutes of EMSA Europe

Chapter I - Name, Social Seat

Article 1.

The signatories of this act decided to constitute an international association with a pedagogic and scientific purpose.

The association will be known as „European Medical Students‘ Association“ and will be officially abbreviated to EMSA.

This association will be registered under the Belgian law of 25th October 1919, modified by the law of 6th December 1954 and 2nd May 2002.

Article 2.

The social seat is situated at:

EMSA c/o Standing Committee of European Doctors Rue Guimard 15B-1040 BrusselsBelgium

It may be transferred to any other region of Belgium through a decision by majority of the European Board. Every transfer of the social seat has to be published in the Belgian Gazette within the month of the transfer.

Chapter II - Objectives

Article 3.

The objectives of EMSA, which has no lucrative aims whatsoever, are:> to form a network between European medical students to facilitate European integration and develop a sense of European identity.> to represent and voice the opinions of the medical students of Europe.> to act as a forum for all medical students in Europe, to discuss topics related to the fields of medical education, medical ethics, public health and medical research.> to promote the highest standards in European medical education and ensure the quality of healthcare in Europe.> to promote training, activities and projects related to health in Europe to the benefit of medical students and society.> to facilitate intercultural understanding by organising social and cultural events.> to co-operate with other student organisations representing the medical profession.

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Chapter III - Members

Article 4.

The association consists of Faculty Member Organizations (FMO), Official Representatives, associate members and honorary trustees. EMSA has to have at least 3 semi-official representatives.

Article 5.

The admission of new members has to comply with the following conditions:

1) Representatives:

> The signatories of this document who are also ordinary trustees elected by the medical students of his/her FMO accredited European Medical FMOs whose fees have been remitted for that membership year. The number of representatives is limited to two per faculty.

2) Ordinary members of FMO:

> FMOs at European Medical Faculties. The concept „Europe“ is defined in the Internal Rules.

3) Associate members:

> A person supporting the objectives of EMSA, who is not a medical student studying at a European Medical Faculty.

4) Honorary members:

> A person who has contributed outstandingly to EMSA. They receive their status by a decision of the General Assembly.

5) Senior members:

> A person who has been an EMSA member; and who wants to stay involved within EMSA.

6) Executive members:

> An EMSA member belonging to the EMSA Executive Body.

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Chapter IV - Resignation, exclusion and suspension

Article 6.

All FMOs are free to resign from EMSA at any moment by addressing their written resignation to the European Board.

FMOs who do not pay the membership fee, are considered to have resigned.

Membership can only be suspended, revoked and reinstated by a decision of the General Assembly by a two-thirds majority vote. This decision can only be adopted after giving the FMO the opportunity of a hearing.

A decision about reinstating a suspended FMO must be made at the first General Assembly after the suspension of the member.

Article 7.

A FMO, having resigned or being suspended, or his rightful claimants, have no right to the assets and ideas of EMSA.

Chapter V - Contribution

Article 8.

All FMOs are required to pay annual fees, to be fixed annually by the GA, but never more than 200 EUR.

Associate members may be required to pay fees to be fixed annually by the GA, but never more than 200 EUR. Honorary trustees are exempted from fees.

FMOs in need of fees may be exempted from fees for a period of one year by means of an application to the EEB, who will present the application to the GA which then requires a two-thirds majority vote for approval.

Chapter VI - General Assembly

Article 9.

The General Assembly consists of all the representatives. The ordinary members of FMOs and associate members may be present with speaking and proposing right.

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Article 10.

The General Assembly is the decision making body of the association. It possesses all the powers vested in it by law and the present statutes.The General Assembly is the only body to decide upon:

1. all modifications of the present statutes and/or the Internal Rules of the association

2. exclusion, suspension and readmittance of members

3. dissolution of the association.

4. election of the members of the European Board.

5. suspension, removal or reinstatement of the members of the EMSA European Board.

6. approval of the budgets and accounts of the members and associate members

7. fixation of the amounts of the membership fees

8. others items as defined in the Internal Rules

Article 11.

The General Assembly has to meet at least once a year, in principle in September or October.

However, the European Board, by a majority vote of its members, can convoke the General Assembly in an extraordinary meeting at any time. At the request of at least one fifth of the representatives, the European Board has to convoke the General Assembly.

Representatives and ordinary members are invited by convocation to the meeting of the General Assembly. The convocation has to contain specifications as to date, time and place of the meeting. It has to be delivered to representatives and ordinary members by most approriate means (for example e-mail, post, phone, etc.).

Informing representatives and ordinary members, along with third parties on decisions taken by the Genreral Assembly will also be done by most appropriate means (for example e-mail, post, phone, etc.).

Article 12.

A convocation has to be put down in writing and must be distributed to

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all FMOs and NC in written or electronic form at least one month prior to any General Assembly, signed by the secretary general in the name of the European Board. The agenda is to be enclosed in the convocation.

Article 13.

Every medical student studying in Europe has the right to attend the meeting of the General Assembly.

All representatives have an equal right to be credentialed to vote, each representative holding one vote.

The ordinary members of FMOs and associate members have the right to be present at the General Assembly, but they cannot participate in the voting. They have the right to give their opinion on items arising in the agenda.

A representative has the possibility to transfer his/her voting right to another representative or ordinary member of FMO. Any representative or ordinary member of FMO can only hold one transferred vote.

The General Assembly is valid if at least half of representatives are present or represented.

Article 14.

Decisions are taken by a majority of votes, except when decided otherwise by the present statutes and/or Internal Rules. In case of equality of votes, the Chair has the casting vote.

Article 15.

The General Assembly can only deliberate on the modification of the statutes, the dissolution or the liquidation of the association, if this is specified in the convocation and if two-thirds of the registered representatives are present.

If less than two-thirds of the registered representatives are present at this General Assembly, a second General Assembly can be convoked, which can deliberate and vote by a two thirds majority concerning the items on the agenda, regardless of the number of representatives who are present.The decision to modify the statutes needs a two-thirds majority vote.Every modification of the statutes will take effect after a registration by royal decree and after the conditions for publication, stated in article 3 of the law of 25th October 1919, have been fulfilled.

Article 16.

The elections of the General Assembly are minuted by a representative elected by the GA as secretary of the Chair, these minutes are to be

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signed by the chair and a member of the European Board.

These minutes, signed and dated, are kept at the social seat, where all members have access to them.All FMOs or eventual external parties who justify their interest, have the right to demand access to extracts of the signed and dated minutes. Approval is to be granted by the European Board.All modifications of the statutes have to be published in the Belgian Gazette, within one month as of the date of decision

Chapter VII - European Board

Article 17.

The European Board is composed of at least seven members. The members are elected by the General Assembly for a one-year term. They are revocable by the General Assembly at all times. At least one administrator must be a Belgian by nationality.

Article 18.

The members of the European Board can be re-elected. Any member can hold his function for two years only.

Article 19.

In the absence of the president, the vice-president of internal affairs will assume the president‘s functions.

Article 20.

The European Board meets on convocation by the president or the secretary general.

Decisions can only be made if at least five members of the European Board are present at the meeting. These decisions are made by a majority vote.

In case of equality of votes, the president has the casting vote. In his/her absence, the chair of the meeting has casting vote.

The minutes of every meeting of the European Board are to be approved of at the next meeting and signed by the president and the secretary general.

Any extract from these minutes is to be signed by the president and the

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secretary general, who will hold them at the disposal of the members.

Article 21.

The European Board is in charge of the daily management and the administrative tasks of the organisation, except for the assignments of the General Assembly.

It can, among other things, draw up and sign all documents and contracts and come to an agreement unless there are of utmost important to all EMSA members, except legacies, etc.

It can delegate the daily management to the president, a member of the European Board or a third party.

It can assign, under its responsibility, special and defined tasks to one or more persons, concerning the financial management of the association.

Article 22.

All legal actions, both defending and accusing, are supported by the European Board, represented by the president or another European Board member indicated by the president.

Legal actions which engage the association in any other way than the daily management (which can be delegated), are to be signed by two members of the European Board, who do not have to justify their position towards a third party.

Article 23.

The members of the European Board are not personally legally liable but are responsible for the execution of their mandate while in office.The members of the European Board fulfill the functions of their office free of charge.

Chapter VIII - Dissolution, financial year

Article 24.

In case of dissolution of the association, the General Assembly appoints one or more persons, responsible for the liquidation of the association, defines their powers and their remuneration. The same person(s) will make decisions on the destination of the remaining goods and values of the association, transferring them to another association following objectives of EMSA.

These decisions, and also the name(s) of the liquidator(s) have to be published in the Belgian Gazette, within one month as of the date of the decision.

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Article 25.

The financial year starts on the 1st of January and ends on the 31st of December.

Article 26.

The financial report and the budget for the next year have to be submitted annually by the EEB to the General Assembly for approval.

Article 27.

The present Statutes and everything not explicitly foreseen by these Statutes are subject to Belgian law. The same conditions apply to the Internal Rules and Bylaws as well.

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European Medical Students’ Association Internal Rules 11.0

THE EMSA INTERNAL RULES ARE THE EMSA PRINCIPLES AND OBJECTIVES

Edited by: EMSA European Board 2009/2010

Revised by:Anna DobekSecretary General 2010/2011

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Content

1. General Regulations 1.1 Management of EMSA 1.2 Knowledge 1.3 Availability 1.4 Legal status of the Organisation 1.5 Observance and violation of EMSA Statutes and Internal Rules

2. Nomenclature 2.1 General 2.1.1 Europe2.1.2 Medical Faculty 2.1.3 Medical Student 2.1.4 EMSA-Europe 2.1.5 EMSA European Event (EEE) 2.2 Executive Bodies 2.2.1 EMSA European Board (EEB) 2.2.2 EMSA National Boards 2.2.3 Faculty Member Organisations (FMOs) 2.2.4 EMSA Task Forces2.2.5 Working Group 2.3 Persons 2.3.1 EMSA Member 2.3.2 EMSA Representatives 2.3.3 EMSA Honorary Trustees 2.3.4 EMSA Alumnus

3. Membership 3.1 General 3.1.1 Registration 3.1.2 Access3.1.3 Conditions for EMSA Members3.1.4 Official EMSA Functions

3.2 EMSA Honorary Trustees 3.2.1 General 3.2.2 Conditions 3.2.3 Objectives3.2.4 List of Honorary Trustees 3.3 EMSA Alumni 3.3.1 Conditions 3.3.2 Official EMSA Functions 3.3.3 Objectives 3.4 Faculty Member Organisations 3.4.1 General 3.4.2 Requirements 3.4.3 Objectives 3.4.4 Local Membership 3.5 Registration 3.5.1 General 3.5.2 Registration fee 3.5.3 Practical Regulations 3.6 Acceptance and refusal 3.6.1 Acceptance as Faculty Member Organisation (FMO) 3.6.2 Refusal as Faculty Member Organisation (FMO) 3.6.3 Report of registered Faculty Member Organisation (FMO) 3.7 Duration, prolongation and termination of membership 3.7.1 Duration 3.7.2 Membership fee 3.7.3 First registration 3.7.4 Prolongation 3.8 Termination 3.9 Late fee payment 4. Faculty Member Organisations (FMOs) 4.1 Representatives 4.1.1 General 4.1.2 Election 4.1.3 Registration

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4.2 Appelation4.2.1 Appelation of FMOs

5. EMSA structure & general management 5.1 Languages 5.1.1 Official language 5.1.2 Other languages 5.2 Statutes 5.2.1 Purpose 5.2.2 The EMSA European Statutes 5.2.3 EMSA National / Local Statutes 5.2.4 Modifications to the Statutes 5.2.5 Notification of the Statutes 5.3 EMSA Internal Rules 5.3.1 Validity 5.3.2 Translations 5.3.3 Modifications-Amendments 5.3.4 Regulations for modifications 5.3.5 Denominations 5.4 Additional Rules 5.4.1 Executive Bodies

6. EMSA European Board 6.1 General 6.1.1 Composition 6.1.2 Voting rights6.1.3 Meeting frequency 6.1.4 Convocation 6.1.5 Continuity between EMSA European Boards 6.1.6 Handover period 6.1.7 Advising role 6.1.8 General tasks 6.1.9 Delegation 6.1.10 Consultation 6.1.11 Resignation 6.1.12 Suspension and discharge

6.1.13 Vacancy 6.2 Specific tasks 6.2.1 President 6.2.2 Vice-President of Internal Affairs (VPi)6.2.3 Vice-President of External Affairs (VPe)6.2.4 Secretary General 6.2.5 Treasurer 6.2.6 Medical Education Director 6.2.7 Medical Ethics & Public Health Director 6.2.8 Medical Science Director 6.2.9 European Integration Director 6.2.10 Liaison Officer to European Medical Organisations (EMO-LO)6.2.11 Liaison Officer to Student Organisations (SO-LO)6.2.12 Liaison Officer towards Formal Institutions (FI-LO)6.2.13 EMS Council Secretary shall: 6.2.14 Public Relations Officer6.2.15 Fund Raising Officer 6.2.16 Human Resources Officer 6.2.17 Permanent Officer 6.3 Advisory Council 6.3.1 General 6.3.1.1 Definition6.3.1.2 General Objectives6.3.1.3 Membership6.3.1.4 Communication6.3.1.5 Dissolution

7. Taskforces & Working Groups 7.1 Taskforces 7.1.1 General 7.1.1.1 Definition7.1.1.2 Annual Report7.1.1.3 Financing

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7.1.1.4 Coordination of EMSA Task Forces7.1.2 Creation of EMSA Task Forces 7.1.2.1 Requirements for creation7.1.2.2 Statement of purpose, objectives and means7.2 Working Groups 7.2.1 General 7.2.2 Definition 7.2.3 Supervision 7.2.4 Duration

8. Regulations for EMSA National sections8.1 General 8.2. Conditions 8.3 National Coordinator 8.3.1 General 8.3.2 Coordination 8.3.3 Activities 8.3.4 Communication 8.3.5 Promotion 8.4 Notification and registration 8.4.1 Notification to the EMSA European Board 8.4.2 Registration of the National section

9. Regulations of EMSA Faculty Member Organisations 9.1 General 9.2 EMSA Local Board 9.3 Local Coordinator 1 9.4 Local Coordinator 2 9.5 Notification to the EMSA European Board

10. Procedures at meetings 10.1 Applicability 10.2 Minutes

10.3 Delegation of voting right 10.3.1 Proxy 10.4 Candidature for elections 10.5 Quorums 10.5.1 Quorum at meetings of executive bodies 10.5.2 Insufficient quorum 10.5.3 Adjournment of meetings 10.5.4 Minority quorum 10.5.5 Quorum at the General Assembly 10.5.6 Insufficient quorum at the General Assembly 10.6 Written voting 10.6.1 Definition 10.6.2 Procedure 10.6.3 Official voting ballots 10.6.4 Return address 10.6.5 Conclusion 10.7 Chairperson 10.7.1 Precedence 10.7.2 Tasks of the Chairperson 10.7.3 Vice Chairperson 10.7.4 Plenary Secretary 10.7.5 Temporary Chairperson 10.7.6 Casting vote 10.7.7 Challenge to the ruling 10.7.8 No confidence in the Chair 10.8 Motion and debate 10.8.1 Tabling 10.8.2 Presentation 10.8.3 Seconding 10.8.4 Withdrawal 10.8.5 Call for amendments 10.8.6 Call for direct negatives – alternative motion 10.8.7 Speaking rights 10.8.8 Call for vote 10.8.9 Motions ‘out of order’ 10.9 Point of order 10.9.1 Nature

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10.9.2 Precedence 10.9.3 Abuse 10.10 Point of information 10.10.1 Nature 10.10.2 Presentation 10.10.3 Abuse 10.11 Procedural motion 10.11.1 Nature 10.11.2 Precedence 10.11.3 Seconding 10.11.4 Application 10.11.5 Majority 10.12 Voting 10.12.1 Majority 10.12.2 Voting mode 10.12.3 Voting cards 10.12.4 Change of voting mode 10.12.5 Ballot 10.12.6 Representation 11. Records 11.1 Annual reports 11.1.1 Report of activity 11.1.2 Financial report 12. Commissions 12.1 General 12.1.1 Definition 12.1.2 Supervision 12.1.3 List of EMSA Commissions 12.2 Credential Commission 12.2.1 Tasks 12.2.2 Election 12.2.3 Voting Cards 12.3 Constitutional Commission 12.3.1 Tasks 12.3.2 Election 12.3.3 Decision of overrule 12.4 Financial Commission 12.4.1 Tasks 12.4.2 Rights

12.4.3 Election 12.4.4 Financial Commission assistance

13. The Social Seat 13.1 General 13.1.1 Storage 13.1.2 Access 13.1.3 Services 13.1.4 Location

14. Finances 14.1 General 14.1.1 Financial year 14.1.2 Receipts 14.1.3 Report of the Treasurer 14.1.4 Official currency 14.2 Bank accounts 14.2.1 EMSA European accounts14.2.2 EMSA International account 14.2.3 EMSA Working account 14.2.4 Other accounts 14.2.5 Authorisation – Notification 14.2.6 Closing of accounts 14.3 Financial regulations 14.3.1 Access to the EMSA General account 14.3.2 Sources of income 14.3.3 Funds transfer 14.3.4 Acces to EMSA International and Savings account 14.3.5 Expending clearance 14.4 Regulations for the EMSA Budget 14.4.1 Budget 14.4.2 Financial Commission 14.4.3 Budget report 14.5 Regulations of the EMSA

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Membership fee 14.5.1 General

15. External Relations 15.1 General 15.2 Consultation 15.3 Liaison Officers

16. Partners 16.1 International Federation of Medical Students’ Associations (IFMSA) 16.1.1 General 16.1.2 Conditions for cooperation16.1.3 Meetings 16.2 Asian Medical Students’ Association (AMSA) 16.2.1 General 16.2.2 Conditions for cooperation 16.3 FELSOCEM 16.3.1 General 16.3.2 Conditions for cooperation

17. Fundraising17.1 Responsibility17.2 Consultation17.3 Exclusion17.4 Contract17.5 Conditions

18. Regulations for EMSA recognition of non- EMSA events 18.1 Applicants 18.2 Application contents 18.3 Conditions 18.4 Violation of EMSA Internal Rules and Statutes

19. EMSA Activities 19.1 EMSA European Event 19.2 Regulations host EMSA

Meeting 19.2.1 Hosting country 19.2.2 Contract19.2.3 Registration Fee19.2.4 Invitation 19.3 Local Projects 19.3.1 Eurotalk 19.3.2 Working Abroad Database Project (WADP) 19.3.3 Twinning Project (TP) 19.3.4 EMSA Summer School (ESS) 19.3.5 EMSA Movies & Medicine (M&M) 19.3.6 Teddy Bear Hospital (TBH)

20. Publications 20.1 JEMSA Task Force 20.1.1 Definition 20.1.2 Supervision 20.1.3 Editing 20.2 EUROMEDS Task Force 20.2.1 Definition 20.2.2 Supervision 20.2.3 Editing 20.3 European Words Task Force 20.3.1 Definition 20.3.2 Supervision 20.3.3 Editing

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1. GENERAL REGULATIONS

1.1 MANAGEMENT OF EMSA Management of EMSA is governed both by the EMSA Statutes and Internal Rules, where all information should be sought. When in doubt, the EMSA European Board will decide on the relevant action.

1.2 KNOWLEDGE All EMSA members and all EMSA Executives in particular are expected to know the contents of both the EMSA Statutes, Internal Rules and EMSA Bylaws.

1.3 AVAILABILITY The EMSA Statutes, Internal Rules and EMSA Bylaws are available for download on the official website of EMSA.

1.4 LEGAL STATUS OF THE ORGANISATION EMSA is registered under Belgian Law as an International Association with a pedagogic and scientific purpose.

1.5 OBSERVANCE AND VIOLATION OF EMSA STATUTES AND INTERNAL RULES Every EMSA member is expected to know and observe the EMSA Statutes, Internal Rules and EMSA Bylaws. When an EMSA member, honorary member, EMSA alumnus, representative or executive board member is proven guilty of violating the EMSA Statutes, Internal Rules or EMSA Bylaws, his/her membership and/or status can be temporarily suspended by the EMSA European Board until the next General Assembly. This decision will require two-thirds majority of the EMSA European Board. The matter must be presented at the next General Assembly for a final decision, reached by two-thirds majority.

2. NOMENCLATURE

2.1 GENERAL

2.1.1 EUROPEEurope is defined as the whole of countries lying totally or partly within the geographical borders of Europe. These countries are the member states of the Council of Europe and

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those with the status of special guest of its Parliamentary Assembly, as they are stated in the official list of the Council of Europe‘s members on its website.

2.1.2 MEDICAL FACULTY Any medical institution, school or faculty teaching medicine with the purpose to educate medical students to become physicians. In the Internal Rules medical faculty may be abbreviated to faculty. 2.1.3 MEDICAL STUDENT A medical student is anybody studying at a medical faculty and following a medical curriculum with the, and who does not yet have the authorisation to practice.

2.1.4 EMSA-EUROPE To avoid confusion between EMSA and its sections or branches, the Association shall be referred to as „EMSA-Europe“ when necessary. 2.1.5 EMSA EUROPEAN EVENT (EEE) An EMSA European Event (EEE) is any event organised in the name of EMSA and intended for people from more than one country.

2.2 EXECUTIVE BODIES EMSA Executive bodies are: • The EMSA European Board• EMSA National Boards• Faculty Member Organisations (FMOs)• An EMSA Task Force• The European Medical Students’ Council (EMS Council)• Advisory Council• Working Group

2.2.1 EMSA EUROPEAN BOARD (EEB) The EMSA European Board (EEB) is the supreme executive body of EMSA. It is in charge of the daily management of the Association.

2.2.2 EMSA NATIONAL BOARDS The EMSA National Boards are in charge of the daily management of the relevant EMSA section.

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2.2.3 FACULTY MEMBER ORGANISATIONS (FMOs) A Faculty Member Organisation (FMO) is an organisation representing EMSA at faculty level.

2.2.4 EMSA TASK FORCES An EMSA Task Force is any EMSA entity in charge of a specific EMSA activity, approved by the EMSA General Assembly.

2.2.5 WORKING GROUPThe EMSA Working Group or the EMSA WG is an international body of EMSA Europe that supports the EMSA European Board and coordinates various international projects.Members of the WG are appointed by the EB and their mandate is not limited. Membership in the WG can only be given to Director’s Assistants, Project Coordinators or other prominent EMSA members, as deemed fit by the EB.Every member of the WG reports to his or her designated EEB member. Those are mostly the Directors.Every member of the WG can lead his/her own team. This group/committee has to abide by the EMSA Europe statutes, internal rules and bylaws and answers to the EMSA European Board.

2.3 PERSONS

2.3.1 EMSA MEMBER An EMSA member is any current medical student registered as a member of the FMO at his/her faculty.

2.3.2 EMSA REPRESENTATIVES An EMSA Representative, abbreviated „Rep“, is an EMSA member officially entitled to represent his/her faculty during an EMSA General and/or National Assembly.

2.3.3 EMSA HONORARY TRUSTEES EMSA honorary trustees are people who have contributed outstandingly to EMSA. They receive their status by a decision of the General Assembly.

2.3.4 EMSA ALUMNUS An EMSA Alumnus is any person who is affiliated to EMSA and wants to remain as such.

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3. MEMBERSHIP

3.1 GENERALEMSA is made up of members, which are regular members or representatives. EMSA also has honorary trustees, and alumni.

3.1.1 REGISTRATION The registration of members is done by Faculty Member Organisations (FMOs) or the EMSA European Board (EEB). Honorary trustees and alumni are registered by the EMSA European Board.

3.1.2 ACCESS Every EMSA member, honorary trustee and alumnus has access to: • EMSA information networks• EMSA activities• EMSA publications• Any privileges granted to EMSA members by any third party

3.1.3 CONDITIONS FOR EMSA MEMBERS Being an EMSA member supposes: • Being a medical student at a European medical faculty• Being registered by the Faculty Member Organisation (FMO) at his/her faculty• Supporting the objectives of EMSA• Acting according to the spirit of EMSA • Having no debts towards EMSA

3.1.4 OFFICIAL EMSA FUNCTIONSEvery EMSA member has the right to run for any function on any EMSA Executive body and is eligible to become an EMSA Representative at his/her faculty.

3.2 EMSA HONORARY TRUSTEES

3.2.1 GENERAL EMSA honorary trustees are people who have contributed outstandingly to EMSA. They don’t necessarily need to be former EMSA members or medical students therefore.receive their status by a decision of the General Assembly. Such a decision can only be taken by the General Assembly with a two-thirds majority vote.

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3.2.2 CONDITIONS Being an EMSA honorary member supposes: • Contributed outstandingly to EMSA• Supporting the objectives of EMSA• Acting according to the spirit of EMSA• Having no debts towards EMSA

3.2.3 OBJECTIVES The EMSA Honorary Trustees: • are welcome to participate in EMSA activities• are welcome to participate at the National Coordinators Meeting and the General Assembly of EMSA according to the conditions of regular participants• will have access to digital copies of EMSA publications

3.2.4 LIST OF HONORARY TRUSTEES All honorary trustees will be listed in this article with their name, country and the date of receiving their status. • Tjasa Vizintin, Slovenia, 06.10.1996• Clementine Maddock, United Kingdom, 19.10.1997• Stefan Waegemans, Belgium, 09.10.1998• Jacco Veldhuyzen, The Netherlands, 07.10.1999• Vijay Rawal, United Kingdom, 30.09.2000• Cristina Dias, Portugal, 30.09.2000• William Ching, United States of America, 30.09.2000• Magdalena Pietka, Poland, 17.10.2002• Ana Guerreiro, Portugal, 17.10.2002• Nick Schneider, Germany, 17.10.2002• Filip Stoma, Poland, 27.9.2003• Dr Gauthier Desuter, Belgium, 02.04.2004• Anabela Serranito, Portugal, 16.10.2004• Hrvoje Vrazic, Croatia, 16.10.2004

3.3 EMSA ALUMNI

3.3.1 CONDITIONS Being EMSA Alumni supposes: • Supporting the objectives of EMSA• Acting according to the spirit of EMSA• Having no debts toward EMSA

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3.3.2 OFFICIAL EMSA FUNCTIONS EMSA Alumni can remain involved in EMSA Europe as members of the advisory council or as external advisors to EMSA Project committees.

3.3.3 OBJECTIVES The EMSA Alumni aim to keep former EMSA members and other people affiliated to EMSA involved within EMSA. General aims of the EMSA Alumni are: • To support EMSA in general with knowledge acquired during previous active years in EMSA affairs• To administer advice to any EMSA member, upon request. The EMSA Alumni will: • Be regularly updated about EMSA activities • Be encouraged to attend National Coordinators Meeting and the General Assembly of EMSA• Have access to digital copies of EMSA publications.

3.4 FACULTY MEMBER ORGANIZATIONS

3.4.1 GENERAL Faculty Member Organisations, abbreviated FMOs, are the registration body of the EMSA members at their faculty.

3.4.2 REQUIREMENTS In order to become a Faculty Member Organisation (FMO), the following requirements have to be fulfilled. The organisation: • consists of medical students from a medical faculty situated in Europe• operates at only one faculty. has to be a non-political organisation• allows all medical students at its faculty to become a member• has statutes and is registered and under law• should inform the dean of the faculty of the existence of the FMO• supports the objectives of EMSA• acts according to the spirit of EMSA• has paid the annual registration fee• has no debts towards EMSA

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Taking into account that: • National organisations can only become Faculty Member Organisation (FMO) if the respective country only has one medical faculty. • There can only be one Faculty Member Organisation (FMO) per medical faculty. • When two organisations at one faculty want to become an EMSA FMO, the two groups should try to work together in one EMSA spirit, if this is not possible they EEB will make the decision after carefully considering both sides.

3.4.3 OBJECTIVES Faculty Member Organisations (FMOs): • Have to promote EMSA activities at their faculty among students and physicians. • Have to co-operate with all the FMO‘s and the EEB by participating in activities and providing relevant information and materials. • Shall try to organise EMSA activities. • Are responsible for updating their complete contact data (including two personal email addresses and one FMO email address if possible)on a regular base at least once every year.• Are responsible for informing the EEB if they have personal changes (LC 1 and LC 2) within a week of the elections.• The FMOs must complete the Activity Report for the current year before mid-October of the same year.• The FMOs are strongly urged to participate in questionnaires about relationships to other student organisations.

3.4.4 LOCAL MEMBERSHIP The Faculty Member Organisations (FMOs) can decide themselves upon the practical regulations concerning the application of individual members to become EMSA Members.

3.5 REGISTRATION

3.5.1 GENERAL Registration of Faculty Member Organisations (FMOs) is done by the EMSA European Board. In order to become registered as Faculty Member Organisation (FMO) it is necessary to: • Send in the necessary data.

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• Pay the registration and membership fee. • Submit the officially published Statutes of the organisation in original language and an explanatory note in English.

3.5.2 REGISTRATION FEE To become a Faculty Member Organisation (FMO) an organisation has to pay a registration fee of 50 EUR.

3.5.3 PRACTICAL REGULATIONS The EMSA European Board will decide on the practical regulations concerning the registration of Faculty Member Organisation (FMO). The EMSA European Board will issue official forms for all parts of the registration procedure.

3.6 ACCEPTANCE AND REFUSAL

3.6.1 ACCEPTANCE AS FACULTY MEMBER ORGANISATION (FMO) The EMSA European Board determines for each request of registration if the requirements are met. When all requirements are met the status of Faculty Member Organisation (FMO) will be granted.

3.6.2 REFUSAL AS FACULTY MEMBER ORGANISATION (FMO) A request for registration as Faculty Member Organisation (FMO) can be refused when the requirements are not met. In this case the EMSA European Board will send a letter of refusal to the requesting organisation, providing an explanation and possible solutions. Any payments will be returned, necessary transaction fees are paid by the applying FMO.

3.6.3 REPORT OF REGISTERED FACULTY MEMBER ORGANISATION (FMO) The EMSA European Board has to present a report to the General Assembly, which states the number of registered Faculty Member Organisations (FMOs), including the number of prolonged, new and terminated registrations. Also the cases in which registration was refused should be reported.

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3.7 DURATION, PROLONGATION AND TERMINATION OF MEMBERSHIP

3.7.1 DURATION The membership is valid for one calendar year, from 1st of January until 31st of December.

3.7.2 MEMBERSHIP FEE Each Faculty Member Organisation has to pay annual membership fee of 120 EUR. The membership fee is determined annually by the General Assembly in the budget, after the proposal of the Financial Commission assisted by the Treasurer.

3.7.3 FIRST REGISTRATION When all requirements are met the status of Faculty Member Organisation (FMO) is granted after the registration and membership fees are received by the Treasurer. In case of registration between 1st of October and 31st of December, membership is granted for the next calendar year.

3.7.4 PROLONGATION For prolonging membership status: • The membership fee for the next calendar year has to be paid prior to the 31st of October of the current calendar year. • Along with the membership fee, an updated Data Card has to be submitted to the EMSA European Board. This Data Card will be provided by the EMSA European Board and will be available online. • All pending obligations, if any, need to be fulfilled.

3.8 TERMINATION In case the membership fee is not received before the 1st of January of the new calendar year, the Faculty Member Organisation (FMO) will no longer be considered active and membership will be terminated. In this case the Faculty Member Organisation will have to submit new registration to obtain membership status.

3.9 LATE FEE PAYMENT Membership fee received from 1st November until 31st December for the next calendar year will be considered as late fee. An additional 40 EUR will be charged for this reason.

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4. FACULTY MEMBER ORGANIZATIONS

4.1 REPRESENTATIVES

4.1.1 GENERALAn EMSA Representative, abbreviated „Rep“, is an EMSA member officially entitled to represent his/her faculty during an EMSA General and/or National Assembly. Each faculty contains two EMSA Representatives. The Reps. are called Local Coordinator-1 and Local Coordinator-2, abbreviated LC-1 and LC-2.

4.1.2 ELECTION Representatives are elected by the members of the Faculty Member Organisation (FMO).

4.1.3 REGISTRATION Representatives have to be registered by the EMSA European Board. The EMSA European Board will decide on the practical regulations concerning the registration of Representatives. The EMSA European Board will issue official forms for this registration.

4.2 APPELLATION

4.2.1 APPELATION OF FMOsFor official external communication the name used by EMSA and the FMOs should be the full name of the city or university or medical faculty which the FMO represents. On condition that the FMO is also representing the whole state it may also use the name of state used by the United Nations. For official internal communication the name used by EMSA and the FMOs should be the constitutional name of the city, the faculty, the country, or the name of the university.

5. EMSA STRUCTURE & GENERAL MANAGEMENT

5.1 LANGUAGES

5.1.1 OFFICIAL LANGUAGE The official language of EMSA is English.

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5.1.2 OTHER LANGUAGES In case another language than English is used, a translation in English has to be made.

5.2 STATUTES

5.2.1 PURPOSE The EMSA Statutes govern the general management and the structure of the Association. The EMSA Statutes constitute the legal basis of the Association.

5.2.2 THE EMSA EUROPEAN STATUTES The EMSA European Statutes are the supreme legal chart of the association. This text is deposited in French language. In the event of controversial interpretations and/or omissions arisen from a translated version, the official Statutes in French shall prevail.

5.2.3 EMSA NATIONAL / LOCAL STATUTES Both the EMSA national and local statutes cannot be incompatible with the EMSA-Europe statutes.

5.2.4 MODIFICATIONS TO THE STATUTES Modifications to the EMSA-Europe Statutes shall demand a two-thirds majority of the General Assembly (See also Statutes article 15). If these modifications are incompatible with the previous version, of national and/or local statutes, then these national and local statutes must be updated within 12 months. During the process of changing the national and/or local statutes article 5.2.3 does not apply.

5.2.5 NOTIFICATION OF STATUTES An English translation of all national and local statutes (and the changes to these statutes) must be forwarded to the EMSA European Board and will be available at the social seat.

5.3 EMSA INTERNAL RULES

5.3.1 VALIDITY • The EMSA Internal Rules, once approved by a General Assembly, cannot be amended or modified in any way until the next General Assembly.

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• The latest version of Internal Rules voted by the General Assembly, shall constitute the sole official reference and invali- dates all previous versions.

5.3.2 TRANSLATIONS In the event of controversial interpretations and/or omissions arisen from a translated version, the official Internal Rules in English shall prevail.

5.3.3 MODIFICATIONS-AMENDMENTS Modification and amendments to the EMSA Internal Rules shall be voted by the General Assembly by simple majority.

5.3.4 REGULATIONS FOR MODIFICATIONS • All articles shall be titled and capitalised for legibility reasons. • When necessary, itemised propositions within an article shall be numbered accordingly. • Articles shall be written as concise as possible, without allowing ambiguities of any kind. • Changes made by the General Assembly will be modified by the Secretary General and send to the members within two weeks after the General Assembly. The Secretary General is responsible to address any contradictions resulting from these modifications.

5.3.5 DENOMINATIONS To comply with the EMSA Statutes denominations: the „Conseil d‘administration“ shall be referred to in the Internal Rules as the „EMSA European Board“ (EEB); the „Membres effectives“ as „Representatives“ (reps).

5.4 ADDITIONAL RULES

5.4.1 EXECUTIVE BODIES Any recognised EMSA executive body may add officious rules for internal use only and provided they are not incompatible with the EMSA Statutes and Internal Rules.

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6. EMSA EUROPEAN BOARD

6.1 GENERAL

6.1.1 COMPOSITION The EMSA Executive Board (EB) is composed of: • The President. • The Vice-President-Internal.• The Vice-President-External. • The Secretary General. • The Treasurer.

The EMSA European Board (EEB) is composed of the Executive Board and the Officials Board (OB). The latter being composed of Elected Officials and Appointed Officials.The EMSA GA elects the following officials to the EMSA EEB:• The Medical Education Director. • The Medical Ethics & Public Health Director. • The Medical Science Director. • The European Integration Director EMSA Executive Board appoints following officials to perform specific tasks: • Liaison Officer towards European Medical Organisations (EMO-LO). • Liaison Officer towards Student Organisations (SO-LO). • Liaison Officer towards Formal Institutions (FI-LO). • Human Resource Officer (HRO)• Fund Raising Officer (FRO)• The EMSA Permanent Officer• Public-Relation Officer• EMS Council Secretary General. • Temporary position• Trainers

6.1.2 VOTING RIGHTS The Executive Board members hold voting rights. The members of the Officials Board do not hold voting rights.The Directors and the Officers play an advisory role towards the Executive Board and can exceptionally gain voting rights while decisions concerning his or her field of work are being made.In case of a tie-vote, the President has the casting vote.

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6.1.3 MEETING FREQUENCY The EMSA European Board will have at least six mandatory face-to-face meetings a year.

6.1.4 CONVOCATION Dates of EMSA European Board face to face meetings will be set all together be decided for the entire term, with the first one to be held within one months, preferably immediately after the General Assembly and the last after the next General Assembly.

6.1.5 CONTINUITY BETWEEN EMSA EUROPEAN BOARDS The resigned EMSA European Board and the newly elected EMSA European Board should meet within one months, preferably immediately after the General Assembly to ensure the continuity between EMSA European Boards. The resigned EMSA European Board members must hand over all relevant documents and information to the newly elected EMSA European Board, preferably in the form of handbooks.Before the term of the EEB-elect starts the two Boards will create a plan of action for the upcoming term(s).

6.1.6 HANDOVER PERIOD Immediately after the elections a handover period of around 2 months will follow.During the first month the past EMSA European Board will remain responsible for all actions and decisions. In this period the EEB-Elect will join the discussions, but will not have decision-making power. During the second month, the EEB-Elect will be responsible for all actions and decisions. In this period the Past-EEB will attain an active advisory position.

6.1.7 ADVISING ROLEThe past-EB members will remain as advisors to the EEB-Elect until the Annual Report has been finished. The Annual Report is due in January of the following year and is defined by specific bylaws. 6.1.8 GENERAL TASKS • Every EMSA European Board member including all appointed officers must present a written final report (annual report) on activities undertaken in the past year to the General Assembly. A copy of those should be sent by the Secretary General to the

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official EMSA mailing list two weeks before the General As- sembly. • Each EMSA European Board member including all appointed officers must write a monthly report on his/her activities at the end of each month, a copy should be send to the official EMSA mailing list.• The EMSA European Board has the right to decide upon immediate sanctions in case an EMSA European Board member does not submit a report for at least three months in a row. • For every international EMSA event, the EB will appoint an EEB member to be responsible for its coordination.• Each Executive Board member is responsible for the management of a part of the European Board.• Each EMSA European Board member is responsible for the promotion of the establishment of EMSA in all European Medical faculties where EMSA is not present.• EB members automatically become members of the Advisory Board of EMSA Europe after their term is over (and in case they are not staying in the EEB the following term). They carry on this for the period of one year.

6.1.9 DELEGATION • Any EMSA European Board member may delegate a part of his/her task to (an)other person(s), but (s)he remains at all times responsible. • The EMSA European Board member has at all times the right to withdraw the delegation.

6.1.10 CONSULTATIONThe EEB can call for an official non-binding opinion from Honorary Trustees, Alumni, National and Local Co-ordinators. The result of this official opinion should be made known in the EEB report to EMSA members.

6.1.11 RESIGNATION Members of the EEB who wish to resign must give six weeks notice in writing to the remaining members of the EEB, during which time they must continue to carry out their duties and endeavour to aid the EEB in finding a suitable replacement.

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6.1.12 SUSPENSION AND DISCHARGE Members of the EEB and appointed officers may be suspended or discharged with the approval of the two thirds of the sitting members of the EB or by a decision of the General Assembly with a two thirds majority should they fail to abide by the Statutes, Internal Rules and Bylaws of the organization or neglect their duty for a period longer than three consecutive months.

6.1.13 VACANCY When a vacancy arises, the EB shall delegate tasks to another member or members of the EEB until such time as they find and appoint a suitable replacement. During this vacancy period the EEB will seek actively for a replacement. An incomplete EEB shall still have its full authority.

6.2 SPECIFIC TASKS

6.2.1 PRESIDENT The President shall: • Be responsible for the general management of EMSA. • Be responsible for co-ordination of the Executive Board, as well as share the responsibility of their tasks. • Oversee the work of the Human Resources Officer. Prepare preliminary agendas for Board meetings and chair them.• Prepare preliminary agendas for face to face meetings and chair them.• Ensure objectives of EMSA Statutes, Internal Rules and Bylaws are observed. • Present an official annual report regarding the status quo of EMSA to the General Assembly.• Together with the Vice-President of external affair represent EMSA toward External Relations Is co-responsible for the financial stability of the organization together with the Treasurer.

6.2.2 VICE-PRESIDENT OF INTERNAL AFFAIRS (VPi)The Vice-President shall: • Assume the functions of the President in his/her absence. • Maintain the contact with the NC’s and/or LC’s, together with the Secretary General.• Be co-responsible for the co-ordination of the Executive Board.

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• Be responsible for the co-ordination of part of the EMSA European Board; the four Pillar Directors, and supervise them.• Report about these to the President and the rest of the Executive Board.

6.2.3 VICE-PRESIDENT OF EXTERNAL AFFAIRS (VPe)The Vice-President-External shall:• Be responsible for the co-ordination of part of the EMSA European Board; the three Liaison Officers, the Permanent Officer in Brussels and the Public Relations Officer, and supervise them.• Report about these to the President and the rest of the Executive board. • Promote the establishment of EMSA in all European Medical faculties where EMSA is not present. • Maintain the contact with the Organising Committees of International events together with the Secretary General.

6.2.4 SECRETARY GENERAL The Secretary General shall:• Be responsible for the minutes of all EMSA European Board meetings and the General Assembly (with the Chair). • Send out the minutes and/or reports of the General Assembly, the National Co-ordinators Meeting and the EMSA European Board Meetings to the EMSA-net mailing list within four weeks. This does not include online EMSA European Board Meetings. • Be responsible for the internal communication within EMSA as an organisation. • OVERSEEING THE CURRENT FMO ACTIVITY• Be responsible for the maintenance of the EMSA Statutes and Internal Rules • Send a call for the Board meetings.• Maintain the contact with the NC’s and/or LC’s together with the VPi.• Maintain the contact with the Organising Committees of International events together with the VPe.

6.2.5 TREASURER The Treasurer shall: • Be responsible for the financial management of all the EMSA

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European Board‘s expenses. • Be responsible for the official EMSA-Europe bank accounts and for a legally relevant bookkeeping. • Keep the EB up to date on EMSA Europe financial status. He/she should also provide the EEB members with all necessary information when the need arises.• Present a final written financial annual report to the General Assembly. • Formulate a written analysis of the general financial situation of EMSA to be presented to the General Assembly. • Audit all EMSA Task Forces accounts. • Be responsible for the registration of Faculty Member Organisations (FMOs). • Be responsible for the collection of the membership fees and the distribution of membership cards. • Issue official invoices and receipts. • Be responsible for finding fundraising for the general management of EMSA together with the Funds Raising Officer. • Four weeks before the membership fee is due, the treasurer will contact all FMO’s in order to remind them to transfer the fee including bank account date and the concrete deadline. If this will not be conducted on time, FMOs should not be required to pay the late fee in case they miss the deadline.

6.2.6 MEDICAL EDUCATION DIRECTOR The Medical Education Director shall: • Co-ordinate all tasks related to EMSA activities in the field of medical education. • Promote activities in the field of medical education in medical faculties. • Establish and maintain contacts with other institutions pursuing similar objectives and activities. • Contribute to the according Subcommittee of CPME (Standing Committee of European Doctors), as appropriate • Head a working committee consisting of medical students committed to the field of interest, as appropriate • Be responsible for coordination of pillar projects as defined by the internal rules, the bylaws or as appointed by the EB.• Organise at least one joined meeting of the Directors and the VPi.

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6.2.7 MEDICAL ETHICS & PUBLIC HEALTH DIRECTOR The Medical Ethics & Public Health Director shall: • Co-ordinate all tasks related to EMSA activities in the field of medical ethics and public health. • Promote activities in the field of ethics and public health in medical faculties. • Establish and maintain contacts with other institutions pursuing similar objective and activities. • Contribute to the according Subcommittee of CPME (Standing Committee of European Doctors), as appropriate • Head a working committee consisting of medical students committed to the field of interest, as appropriate• Organise at least one joined meeting of the Directors and the VPi.

6.2.8 MEDICAL SCIENCE DIRECTOR The Medical Science Director shall: • Co-ordinate all tasks related to EMSA activities in the field of science. • Promote scientific activities in medical faculties, including scientific congresses and symposia. • Establish and maintain contacts with other institutions pursuing similar objectives or activities. • Supervise pillar projects as defined by the internal rules, the bylaws or as appointed by the EB. • Contribute to the according Subcommittee of CPME (Standing Committee of European Doctors), as appropriate. • Head a working committee consisting of medical students committed to the field of interest, as appropriate. • Organise at least one joined meeting of the Directors and the VPi.

6.2.9 EUROPEAN INTEGRATION DIRECTOR The European Integration Director shall: • Co-ordinate all tasks related to EMSA activities in the field of European integration. • Promote and develop activities that bring Europe’s medical students closer together and that lead to peace and friendship between the European nations. • Establish and maintain contacts with other institutions pursuing similar objective and activities.

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• Head a working committee consisting of medical students committed to the field of interest, as appropriate. • Integration of members at international meetings (such as NCM and GA)• Organise at least one joined meeting of the Directors and the VPi.

6.2.10 LIAISON OFFICER TO EUROPEAN MEDICAL ORGANISATIONS (EMO-LO)The Liaison Officer to European Medical Organisations shall: • Be elected by the General Assembly• Maintain strong links to the CPME (Commité Permanent des Médecins Européens - Standing Committee of European Doc- tors). • Maintain strong links to the PWG - Permanent Working Group of European Junior Doctors. • Maintain strong links between EMSA and the EFMA/WHO, the European Forum of Medical Associations and WHO. • Maintain links with any other relevant medical organisations 6.2.11 LIAISON OFFICER TO STUDENT ORGANISATIONS (SO-LO)The Liaison Officer to Student Organisations shall: • Be elected by the General Assembly • Maintain strong ties between EMSA and all student organisations as as defined by the internal rules, the bylaws or as appointed by the EB.• Maintain links with any other relevant student organisations.

6.2.12 LIAISON OFFICER TOWARDS FORMAL INSTITUTIONS (FILO) The FI Liaison Officer shall: • Be appointed by EMSA European Board. • Maintain strong ties between EMSA and international formal institutions, paying special attention to European Formal Institutions such as the Council of Europe and the EU.

6.2.13 EMS COUNCIL SECRETARY The EMS Council Secretary shall: • Be appointed by the EMSA European Board. • Fulfil his/her duties according to the EMS Council Statutes.

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6.2.14 PULIC RELATIONS OFFICERThe Public relations officer shall:• Maintain, promote and encourage Internet activities. • Be responsible for the development of promotional material for EMSA.• Ensure that the emsa-europe.eu related services (website, mailing lists, etc.) are functional and updated at all times. • At all times allow access to the administration of domain emsa-europe.eu and all of services associated with his domain to the president. • After termination of his/her mandate transfer all administrative rights and services to the next webmaster within 30 days after appointment.

6.2.15 FUND RAISING OFFICERThe Fund Raising Officer shall: • Work together with the Treasurer and will co-ordinate the fund raising activities of EMSA Europe.• Be co-responsible for the financial stability of the organization. • Appoint assistants and lead the FR Team.

6.2.15 HUMAN RESOURCES OFFICERThe Human Resources Officer shall: • Work with the President on internal EEB communication and team dynamics.• Will organize trainings for EEB members.• Will coordinate the international EMSA Training System.

6.2.16 PERMANENT OFFICER The Permanent Officer is a full-time employee under Belgian law representing EMSA at the premises of the CPME. The Permanent Officer shall: • Be appointed by the EEB for a renewable 6 months term. • Manage the EMSA Secretaries in Brussels. • Liaise with and maintain strong ties with European institutions, agencies and NGOs • Assist the VPe and the EEB in their tasks

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6.3 ADVISORY COUNCIL

6.3.1 GENERAL

6.3.1.1 DEFINITION The Advisory Council is a sleeping body, constructed to support the EMSA European Board.

6.3.1.2 GENERAL OBJECTIVES The Advisory Council will: • Administer advice upon request from the EMSA European Board. • Administer advice based upon the Year Plan of the new EMSA European Board (November) and the Half Year report of the EMSA European Board (April).

6.3.1.3 MEMBERSHIP The Advisory Council will consist of three to eight people that consists of former EB members and people elected individually by the General Assembly of EMSA or appointed by the EB. Advisory Council members should: • Have considerable experience in EMSA Europe affairs. • Have knowledge of EMSA European Board business. • Have no other activities or interest within EMSA.

6.3.1.4 COMMUNICATION The Advisory Council members • Will be in contact through a separate mailing list. • Will give a report about their activities of the previous year at the General Assembly. • Will be members of the Council for a period of one year with the possibility to re-candidate.

6.3.1.5 DISSOLUTION The EMSA General Assembly may vote with a two-thirds majority the dissolution of the Advisory Council.

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7. TASKFORCES & WORKING GROUPS

7.1 TASKFORCES

7.1.1 GENERAL

7.1.1.1 DEFINITION An EMSA Task Force is any EMSA entity in charge of a specific EMSA activity.

7.1.1.2 ANNUAL REPORT EMSA Task Forces shall present an annual report to the General Assembly.

7.1.1.3 FINANCING • As a general rule EMSA Task Forces should be self-financed. The General Assembly may decide on subsidies or loans from internal sources. • Funds raised by the Task Forces in the frame of fund-raising campaigns lead by the EMSA European Board are to be transferred to the association‘s general account, except for exceptions established by common agreement.

7.1.1.4 CO-ORDINATION OF EMSA TASK FORCES An EMSA Task Force is co-ordinated by a member of the EMSA European Board.

7.1.2 CREATION OF EMSA TASK FORCES

7.1.2.1 REQUIREMENTS FOR CREATION To be recognised as an EMSA Task Force the following requirements must be met: • presentation of statement of Purpose, Objectives and Means at the General Assembly. • the General Assembly must approve the taskforce with a simple majority.

7.1.2.2 STATEMENT OF PURPOSE, OBJECTIVES AND MEANS A statement of „Purpose, Objectives and Means“ shall define the Task Force‘s mission. It shall include: • Name of the Task Force.

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• Clearly stated anticipated „Objectives“, specifying the projected accomplishments in the short and long term, including at least one of the following topics: • subjects to be addressed if any. • event(s) to be organised, if any, in which a detailed explanation of its/their nature shall be sent. • An explanation of the „Means“ and plan of action by which the above mentioned objectives are expected to be realised, including: • names of the EMSA members interested to be actively involved. • event(s) to be organised, if any, in which a detailed explanation of its/their nature shall be sent. • list of possible institutions to be contacted if any. • strategy for promotion and financing, including a budget if any.

7.2 WORKING GROUPS

7.2.1 GENERAL

7.2.2 DEFINITION The EMSA Working Group is a working group appointed by the EMSA European Board, consisting of several Wroking Committees, with a broad range of activities to carry out, which are specified by the EMSA European Board.

7.2.3 SUPERVISION The EMSA Working Group is under the supervision of the EMSA European Board.

7.2.4 DURATION The EEB will decide on the future status of the Working Committee. This status can either be: • Dissolve Working Group• Proceed Working Group

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8. REGULATIONS FOR EMSA NATIONAL SECTIONS

8.1 GENERALFaculty Member Organisations (FMOs) or members in one country can work together in a national section. The National Coordinator position is mandatory for every country with more than one FMO.

8.2 CONDITIONS • If there is no National Coordinator in a country with EMSA member FMOs, the EMSA European Board can appoint an acting National Coordinator. The term of this acting NC ends automatically when a new NC is elected by a National Assembly of the respective country. • The FMOs, preferably during the National Assembly decide upon the composition of an EMSA National Board (ENB), according to the needs of the national section.

8.3 NATIONAL COORDINATOR

8.3.1 GENERAL • The FMOs agree by vote on the way the National Coordinator, abbreviated NC, is elected to work as a facilitator within the national section. The election is preferably during the National Assembly. • The National Coordinator (NC) oversees and encourages all activities by the FMOs in a country and facilitates communication between the EMSA European Board and the FMOs.

8.3.2 COORDINATION The National Coordinator (NC) is responsible for: • The co-ordination of EMSA within his/her section. • Ensuring the continuity of EMSA within his/her section.

8.3.3 ACTIVITIES The National Coordinator (NC) is responsible for: • Giving information on EMSA activities. • Encouraging the Faculty Member Organisations (FMOs) to organise and participate in EMSA activities. • Informing EMSA bodies outside his/her section of the activities within his/her section.

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• Having regular meetings with the LCs.• Having regular meetings with the other NCs.• Reporting on these meetings to the secretary general of the EB at least every half year, meaning 4 weeks before respectively the NCM and the GA.

8.3.4 COMMUNICATION The National Coordinator (NC) is responsible for: • Facilitating the communication between the Faculty Member Organisations (FMOs) within his/her section and other EMSA bodies. • Assisting Faculty Member Organisations (FMOs) in the registration of their organisation. • Regular meetings with his/her LCs.• Giving the Secretary General a report every half-year on the meetings.

8.3.5 PROMOTION The National Coordinator (NC) is responsible for: • The promotion of EMSA and its activities within his/her section. • Keeping contact with and informing relevant organisations of EMSA • Encouraging medical students at faculties where no Faculty Member Organisation (FMO) is established in his/her National section, to participate in EMSA.

8.4 NOTIFICATION AND REGISTRATION

8.4.1 NOTIFICATION TO THE EMSA EUROPEAN BOARD The National Coordinator (NC) has to notify the EMSA European Board (EEB) of the composition of the National Board.

8.4.2 REGISTRATION OF THE NATIONAL SECTION The national section can register itself under the law of the respective country, after notifying the EMSA European Board (EEB). A copy of all official registration documents has to be sent to the EMSA Social Seat.

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9. REGULATIONS OF EMSA FACULTY MEMBER ORGANISATIONS

9.1 GENERAL On the Local Level EMSA representatives – see chapter 1400 – serve as Local Coordinator 1 (LC 1) and Local Coordinator 2 (LC 2).

9.2 EMSA LOCAL BOARD The EMSA Local Board (ELB) will comprise at least of a LC 1 and a LC 2.

9.3 LOCAL COORDINATOR 1 The Local Coordinator (LC) shall: • Supervise EMSA within his/her FMO. • Ensure the continuity of EMSA within his/her FMO. • Hold the contact between the FMO and the EMSA European Board. • Hold the contact between the FMO and the EMSA National Board, as appropriate. • Represent his/her FMO at EMSA General Assemblies and EMSA National Assemblies, as appropriate.

9.4 LOCAL COORDINATOR 2 The Local Coordinator (LC 2) shall: • Assume the functions of the Local Coordinator 1 in his/her absence • Represent his/her FMO at EMSA General Assemblies and EMSA National Assemblies, as appropriate.

9.5 NOTIFICATION TO THE EMSA EUROPEAN BOARD The Local Coordinator 1 (LC 1) has to notify the EMSA European Board (EEB) of the composition of the EMSA Local Board immediately after the election.

10. PROCEDURES AT MEETINGS

10.1 APPLICABILITY These procedures at meetings shall be observed in any EMSA European meetings. These procedures at meetings shall also be used at a regional and/or local meeting if no other rules, concerning these matters, exist.

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10.2 MINUTES All meetings will be subject to minutes or reports. These will be written in English.

10.3 DELEGATION OF VOTING RIGHT Any EMSA Representative may delegate his/her voting rights to any other EMSA Member through a signed proxy. The maximum number of proxies is limited to one per person.

10.3.1 PROXY The proxy shall have the following requirements, otherwise it shall be considered void: • Specifying the name, FMO and function of the LC-1 and LC-2 that delegates his/her vote• Specifying the meeting or congress it is valid for. • Dated and no proxy shall be dated more than 30 days prior to the first day of the event in question. • Specifying the name of the carrier. • Specifying whether the carrier shall have voting right on all voting issues or on certain ones, which shall be listed. • Signed.

10.4 CANDIDATURE FOR ELECTIONS Candidature motions forms must be submitted to the President of the EMSA European Board or his/her nominated deputy two weeks prior to the scheduled start of the elections. If there is no candidate for a certain post at the start of the elections, there will be a final call for candidates at the beginning of the plenary session in which the elections take place.

10.5 QUORUMS

10.5.1 QUORUM AT MEETINGS OF EXECUTIVE BODIESAt all meetings of EMSA Executive bodies, half of its members plus one, present or represented by a proxy, shall form a quorum.

10.5.2 INSUFFICIENT QUORUMIn the event the quorum is not attained, the meeting shall be adjourned.

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10.5.3 ADJOURNMENT OF MEETINGS The adjournment of meetings shall normally be pronounced by the chairperson. Any member with a voting right, may propose the adjournment of the meeting (s)he is attending. This decision shall require a procedural motion with a two thirds majority of any member present with a voting right.

10.5.4 MINORITY QUORUM In the event of the adjourned meeting did not attain a quorum, the present or represented members with a voting right shall constitute a „minority quorum“, whose deliberations shall be subject to the EMSA European Board approval before application.

10.5.5 QUORUM AT THE GENERAL ASSEMBLY At the General Assembly, 50% of the registered Representatives present or represented by a proxy, shall form a quorum.

10.5.6 INSUFFICIENT QUORUM AT THE GENERAL ASSEMBLY If the quorum at the General Assembly is not reached, the registered voting members present or represented by a proxy, will elect the new EMSA European Board. The election of the new EMSA European Board must be validated by the written voting procedure.

10.6 WRITTEN VOTING

10.6.1 DEFINITION Written voting is an exceptional voting procedure only to be applied for validating the EMSA European Board if the quorum during the General Assembly is not reached.

10.6.2 PROCEDURE The credential commission has to send out official voting ballots to all registered Representatives within two weeks after the General Assembly where the quorum was not reached. The voting can be one of the following options: • Approval of the new EMSA European Board as a whole. • Disapproval of the new EMSA European Board as a whole. • Blank. The official voting ballots have to be returned within eight weeks after the General Assembly to the return address.The official voting ballots have to be returned within eight weeks after

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the General Assembly to the return address. The credential commission shall count the votes and will send the result to the EMSA European Board and the EMSA-net mailing list.

10.6.3 OFFICIAL VOTING BALLOTS Official voting ballots shall state: • The names and faculties of the elected EMSA European Board members. • The address where the official voting ballots have to be returned to. • Deadline for receiving the official voting ballots.

10.6.4 RETURN ADDRESS The return address for the official voting ballots is the address of one of the members of the credential commission.

10.6.5 CONCLUSION • Not returned official voting ballots will be considered as blank votes. • If a simple majority is obtained, the EMSA European Board is validated. • If a simple majority is not obtained the EMSA European Board will be called as an Acting Board.

10.7 CHAIRPERSON

10.7.1 PRECEDENCE • At the General Assembly the President of EMSA has the precedence as chairperson, unless (s)he declines to chair the meeting. In which case a chairperson shall be elected by the participating members present with a voting right, by a simple majority. • At the General Assembly the Vice-President of EMSA has the precedence as vice-chairperson, unless (s)he declines the role. In which case a vice-chairperson shall be elected by the participating members present with a voting right, by a simple majority. • At the General Assembly the Secretary General of EMSA has the precedence as secretary, unless (s)he declines the role. In which case a secretary shall be elected by the participating members present with a voting right, by a simple majority.

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• Any candidate needs to have participated in at least one previous EMSA General Assembly of the same nature. • This election shall take place preceding the first General Assembly Session.

10.7.2 TASKS OF THE CHAIRPERSON The chairperson shall: • Conduct the meeting. • Interpret and give his/her ruling on all matters of procedure, order, competency and relevancy, as stated in the Statutes and Internal Rules. • Call delegates for indication to a speakers‘ list. • See to that minutes are taken.

10.7.3 VICE-CHAIRPERSON The vice-chairperson shall: • assist the chair in all his/her tasks. The vice-chairperson shall take the chair: • When requested to do so by the chairperson. • In the absence of the chairperson. • In the case of no confidence in the chair.

10.7.4 PLENARY SECRETARY The secretary shall: • Draft the minutes of the General Assembly under guidance of the Secretary General and the chairperson, according to the rules set in the statutes and Internal Rules. • Send the draft minutes within a maximum of two weeks to the EMSA European Board for review and approval. The approved draft minutes shall then be sent to the EMSA-net mailing list within four weeks after the General Assembly. The draft minutes will be presented for adoption by the EMSA European Board at the next General Assembly.

10.7.5 TEMPORARY CHAIRPERSON In the event of both the chairperson and vice-chairperson being absent for more than 15 minutes after the appointed time of the opening or resuming of the meeting, the participating voting members shall elect a temporary chairperson amongst themselves. The temporary chairperson shall act until the chairperson or vice-chairperson arrives at the meeting and takes over the chair.

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10.7.6 CASTING VOTE In the event of an equality of votes, the chairperson shall call for re-vote. If an equality of votes occurs on the second round of voting, the chairperson has the casting vote. In case the chairperson isn’t a Representative or carrying a proxy, the vice-chairperson will have the casting vote.

10.7.7 CHALLENGE TO THE RULING The ruling of the chairperson may be challenged by any present EMSA member. Such a decision requires a procedural motion with a simple majority. In the event of the motion being passed, the chairperson shall reverse the ruling in question.

10.7.8 NO CONFIDENCE IN THE CHAIR The competence of the chairperson may be questioned by a procedural motion of „No confidence in the chair“, requiring a two thirds majority. In the event of the motion being passed, the chairperson shall immediately thereafter leave the chair in favour of the vice-chairperson, who becomes chairperson and shall call for an immediate voting for a new vice-chairperson.

10.8 MOTION AND DEBATE

10.8.1 TABLING A written motion must be tabled before debate is undertaken on a subject. The motion has to be named and numbered for reference in the minutes of that meeting.

10.8.2 PRESENTATION When a motion is tabled, the chairperson must read it and the proposer may explain briefly the purpose of the motion if necessary.

10.8.3 SECONDING • In the event of a motion being proposed, the chairperson shall, after a brief introduction by the proposer, ask for a seconder. • Any present voting EMSA member may second a motion. If there is no seconder found, the motion fails immediately.

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10.8.4 WITHDRAWAL • No motion may be withdrawn without the consent of both the proposer and the seconder. • If only the proposer withdraws, the seconder automatically becomes the proposer of the motion in question and another seconder needs to be found. • After closure of the debate, no withdrawal of motions is acceptable.

10.8.5 CALL FOR AMENDMENTS Following the introduction of the motion, the chairperson shall call for amendments to the motion. All alternate motions and amendments to the motions shall be tabled in writing. In the event of an EMSA-member proposing an amendment to a motion, the chairperson shall: • Ask the proposer and the seconder of the motion if they accept the amendment. • A motion passes if it reaches a simple majority of voting members, present or represented by a proxy. Abstentions do not count into the number of votes needed to reach the simple majority, unless the number of abstentions reach the relative majority. • In the event the proposer and the seconder of the motion accepting the amendment, it shall be immediately incorporated into the original motion. • In the event the proposer or the seconder of the motion being unwilling to accept the amendment, (s)he shall be allowed a short explanation before calling for an immediate vote on the amendment. In case the amendment is accepted by a simple majority, the amendment is incorporated into the original motion.

10.8.6 CALL FOR DIRECT NEGATIVES - ALTERNATIVE MOTION • In the event of no further amendments, the chairperson shall call for any direct negatives of EMSA members to the motion. Should no further EMSA member oppose the motion, the motion passes nemo contra without further debate. • In the event of a direct negative, the chairperson shall call for an alternative motion. The proposer of such an alternative motion may explain briefly the purpose of the motion if necessary.

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• After the call for alternative motions, the chairperson will open the speakers list for a moderated discussion.

10.8.7 SPEAKING RIGHTS The proposer of the motion and the proposer of the alternate motion shall have the right to speak before the closure of debate on the motion, the proposer of the motion being the last to speak.

10.8.8 CALL FOR VOTE • The chairperson shall call for a vote on the motion and any alternative motions if present. • A motion passes if it reaches a simple majority of voting members, present or represented by a proxy. Abstentions do not count into the number of votes needed to reach the simple majority, unless the number of abstentions reach the relative majority. • In case alternative motions have been submitted and no simple majority is reached for any of the motions, there will be an immediate second vote only on the motion receiving the highest number of votes in the first round. • If an equality of votes occurs on the second round of voting, the chairperson has the casting vote. In case the chairperson isn’t a Representative or carrying a proxy, the vice-chairperson will have the casting vote.

10.8.9 MOTIONS ‘OUT OF ORDER’Any submitted motion that is deemed to be in violation of the Internal Rules or Statutes of EMSA should be declared to be out of order.

10.9 POINT OF ORDER

10.9.1 NATURE A point of order shall be concerned with the enforcement of interpretations of the Statutes and Internal Rules.

10.9.2 PRECEDENCE A point of order shall take precedence over all the terms of address to the chair and shall carry the right of interrupting the current speaker and shall require the chair immediately to allow the delegate to make his/her point of order.

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10.9.3 ABUSE In the event of any delegate using the point of order to make statements, which are not directly related to the defined concern, (s)he shall be called to order by the chairperson. In the event of a delegate being so warned on three occasions during the same meeting (s)he shall personally lose the right to use the point of order for the rest of the meeting.

10.10 POINT OF INFORMATION

10.10.1 NATURE A point of information to somebody shall be brief information of a fact, which is of value to the current speaker or to the meeting at large. A point of information can in no case be abused to express a personal point of view. A point of information from somebody serves to put a brief question to the current speaker on the meeting at large, which is relevant to the particular debate.In the event of an EMSA member being so warned on three occasions during the same meeting (s)he shall personally loose the right to use the point of information for the rest of the meeting.

10.10.2 PRESENTATION • When a point of information is indicated to the chairperson while a speaker is exercising his/her speech, the chairperson will ask the speaker whether (s)he will accept the point of information. • In the event of the speaker refusing it, the chairperson must take it as soon as the speaker has finished.

10.10.3 ABUSE • In the event of any EMSA member abusing the point of information to make statements or to express personal views which are not directly related to the particular debate t, (s)he shall be called to order by the chairperson. • In the event of an EMSA member being so warned on three occasions during the same meeting (s)he shall personally loose the right to use the point of information for the rest of the meeting.

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10.11 PROCEDURAL MOTION

10.11.1 NATURE The following motions shall constitute procedural motions: 1. Challenge to the ruling of the chairperson. 2. No confidence in the chair. 3. The debate on the motion be reopened. 4. The meeting be adjourned. 5. The meeting proceed immediately to vote. 6. The meeting proceed to next business. 7. Consideration of the motion on table be postponed. 8. The meeting take an unofficial vote. 9. A discussion to be not recorded in the minutes. 10. Candidates for election leave the hall during preliminary discussion. 11. Voting by ballot. 12. Observers leave the hall. 13. The speakers‘ list be reopened. 14. To add subjects to the agenda. 15. To overrule decisions upon constitutional controversies. 16. Internal Rules to be suspended. 17. Internal Rules to be resumed. 18. The order of the agenda be changed.

10.11.2 PRECEDENCE A procedural motion shall take the precedence over all terms of address to the chair apart from the point of order, but shall not carry the right of interrupting the current speaker.

10.11.3 SECONDING • In the event of a procedural motion being proposed, the chairperson shall after a brief introduction by the proposer ask for a seconder. • If the motion is seconded, the chairperson shall immediately put the procedural motion to the vote.

10.11.4 APPLICATION In the event of a procedural motion being carried out it shall be put into effect immediately.

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10.11.5 MAJORITYOfficial voting cards shall state the name and the faculty of the registered voting member. All procedural motions require a simple majority except 2 and 16, which shall require a two-thirds majority.

10.12 VOTING

10.12.1 MAJORITY Unless mentioned in the Statutes or Internal Rules, all decisions shall require simple majority.

10.12.2 VOTING MODE Unless mentioned in the Statutes or Internal Rules, all decisions shall be by show of official voting cards, or voting devices.

10.12.3 VOTING CARDS • Official voting cards shall state the name and the faculty of the registered voting member. • The credential commission shall issue official voting cards just before the plenary session of the General Assembly. The cards are only issued once. By losing the voting card the member will lose his/her voting right.

10.12.4 CHANGE OF VOTING MODE Any EMSA member at any meeting may propose a procedural motion on voting by ballot paper.

10.12.5 BALLOT Voting by ballot shall be defined as voting conducted by written indication on ballot.

10.12.6 REPRESENTATION EMSA members shall be represented at the General Assembly through the Representatives of their Faculty or by the members carrying a proxy.

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11. RECORDS

11.1 ANNUAL REPORTS

11.1.1 REPORT OF ACTIVITY All EMSA European Board members shall document their annual activities in the form of a written report to the General Assembly.

11.1.2 FINANCIAL REPORT The EMSA European Board and all EMSA Task Forces (if applicable) shall present a written financial report to the General Assembly.

12. COMMISSIONS

12.1 GENERAL

12.1.1 DEFINITION An EMSA Commission is an EMSA Task Force with a specific task to carry out during the General Assembly. In case one of the commissions is not able to finish its task during the GA, it shall persist until the task is completed.

12.1.2 SUPERVISION All commissions are under the supervision of the EMSA European Board.

12.1.3 LIST OF EMSA COMMISSIONS • Credential Commission. • Constitutional Commission. • Financial Commission.

12.2 CREDENTIAL COMMISSION

12.2.1 TASKS The credential commission shall: • Verify the identities of participants in General Assemblies. • Verify the credentials of every EMSA Representative. • Produce a list of registered voting members. • Propose to the General Assembly a list of EMSA registered

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members to be granted voting right. • Conduct all voting procedures, including the written voting procedure in case of a minority quorum at the General Assembly.

12.2.2 ELECTION The Credential Commission shall be elected at a preceding session to a General Assembly (specifically a pre-General Assembly session) and shall be composed of at least three to five EMSA members.

12.2.3 VOTING CARDS Official voting cards shall state the name and the faculty of the registered voting member. The credential commission shall issue official voting cards just before the plenary session of the General Assembly. The cards are only issued once. By losing the voting card the member will lose his/her voting right.

12.3 CONSTITUTIONAL COMMISSION

12.3.1 TASKS The Constitutional Commission shall: • Be the decision making body when controversies in interpretation of EMSA Statutes and Internal Rules arise. • See to that the EMSA Statutes and Internal Rules are observed.

12.3.2 ELECTION The Constitutional Commission shall be elected at a preceding session to a General Assembly (specifically a pre-General Assembly session) and shall be composed of three EMSA members. The candidates must have prior knowledge of the EMSA Statutes and Internal Rules.

12.3.3 DECISION OF OVERRULE A decision of overrule can be demanded by any EMSA member or by the chairperson of the meeting. To overrule a decision by the constitutional commission in the interpretation of the EMSA Statutes and Internal Rules a two-thirds majority of vote is required.

12.4 FINANCIAL COMMISSION

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12.4.1 TASKS Financial commissions shall audit the financial state of EMSA Europe and shall thereafter produce a written report. 12.4.2 RIGHTS Financial commissions shall have access to all account bookkeeping in connection with its task.

12.4.3 ELECTION A financial commission shall be elected at a preceding session to a General Assembly (specifically a pre-General Assembly session) and shall be composed of at least three EMSA members.

12.4.4 FINANCIAL COMMISSION ASSISTANCE The relevant treasurer shall assist the financial commission in its tasks and shall give the financial commission full access to all sources of information required.

13. THE SOCIAL SEAT

13.1 GENERAL

13.1.1 STORAGE The Social Seat shall store EMSA archives, documents and General Assembly minutes.

13.1.2 ACCESS The Social Seat is open to any EMSA member and honorary trustee. Any third party, who justifies their interest, may demand access to extracts of signed and dated minutes. Approval is granted by the EMSA European Board with a simple majority vote.

13.1.3 SERVICES The General Secretariat shall provide all information on EMSA-Europe activities.

13.1.4 LOCATION The social seat is situated at: EMSA c/o Standing Committee of European Doctors (CPME) Rue Guimard 15

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B-1040 Brussels Belgium It may be transferred to any other part of Belgium through a decision of the EMSA European Board.

14. FINANCES

14.1 GENERAL

14.1.1 FINANCIAL YEARThe financial year of EMSA runs from September 1st to August 31st of the following year.

14.1.2 RECEIPTS All expenses made for EMSA-Europe shall be presented in writing on the official EMSA expenses claims form, together with the official receipt stating: • The total amount,• The name of the receiver, • The name of the authorised payer, • The date, when the payment was made.The expenses claims form shall state: • The total amount, • The name of the receiver, • The name of the authorised payer, • The date, • The purpose of expense.

14.1.3 REPORT TO THE TREASURER • All Task Forces shall report to the Treasurer through a full financial report on a quarterly basis. This report shall be specified upon request. • All the European Board members must provide financial reports every half-year, if they don’t the treasurer will be able to freeze their payments. • Organisers of European events must provide a financial report of the event.

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14.1.4 OFFICIAL CURRENCY The official currency used is EUR (Euro).

14.2 BANK ACCOUNTS

14.2.1 EMSA EUROPEAN ACCOUNTS EMSA shall have accounts in convertible currency. The accounts are: • The EMSA International Account • The EMSA Working Account • The EMSA Savings Account• Other accounts

14.2.2 EMSA INTERNATIONAL ACCOUNT The International Account is based in Belgium at Fortis bank and only the honorary trustee Stefan Waegemans has direct access to the account. The Treasurer as well as the President are allowed to instruct bank transfers together. The honorary trustee ensures that the International Account is balanced and transfers money from the EMSA Saving account if necessary. Upon request the honorary trustee sends the balance sheet to the Treasurer.

14.2.3 EMSA WORKING ACCOUNTThe EMSA working account is an account created by the Treasurer and President to ensure the reimbursments and payments of bills by decreasing the workload for our honorary trustee in Belgium and allowing payments to EMSA European Board members, externals and companies. The balance on the working account should be kept at around 3000 Euro and is in responsibility of the Treasurer.

14.2.4 OTHER ACCOUNTS The opening of bank accounts for Executive bodies (for example Task Forces or local organizing committees) shall require the written authorisation from the Treasurer, who shall have their references (number of accounts, account numbers, bank address and names of authorised users) at all times.

14.2.5 AUTHORISATION - NOTIFICATION The opening of bank accounts for EMSA Task Forces shall require the written authorisation from the Treasurer, who shall have their references (number of accounts, account numbers, bank address and names of authorised users) at all times.

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14.2.6 CLOSING OF ACCOUNTS In the event of the closure of any of the general accounts, the Treasurer shall be consulted previously and will decide on the transfer of the remaining asset. This decision shall require ratification by the EMSA European Board.

14.3 FINANCIAL REGULATIONS

14.3.1 ACCESS TO THE EMSA INTERNATIONAL ACCOUNT Payments out of the EMSA international account can only be authorised by the Treasurer and the President. The subject used in the bank transfer should be specified.

14.3.2 SOURCES OF INCOME The sources of income are: • Membership fees• Subsidies• Grants and funds • Advertisements in EMSA publications• EMSA Events: o Congresses o General Assembly• Contributions from EMSA branches, sections or Task Forces• OthersThe incoming money must be paid into the EMSA International Account.

14.3.3 FUNDS TRANSFER The EMSA International Account is only to be used to transfer money to other EMSA accounts.

14.3.4 ACCESS TO EMSA INTERNATIONAL AND SAVINGS ACCOUNT Access to EMSA International and Savings Accounts is granted to: • The honorary trustee Stefan Waegemans only, he will be instructed by the treasurer signing with the President If the above mentioned are not able to sign, access will be granted to: • The Treasurer signing together with any other Board member. • The President signing together with any other Board Member.

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14.3.5 EXPENDING CLEARANCE Expenses and withdrawals can be authorised by: • The Treasurer up to a limit of 1000 EUR. • Sales. • The President together with any other Board Member up to a limit of 1000 EUR. • The EMSA Executive Board for any higher amount. All transactions have to be notified to the Treasurer within a week form the date of the transaction. Every transaction must be ratified at the next EMSA Executive Board meeting to renew the expending clearance amount; else the transacted amount will be deducted form the initial expending clearance amount. In the event that the transacted amount exceeds the expending clearance amount, the EMSA European Board will decide on appropriate action, which may include legal action.

14.4 REGULATIONS FOR THE EMSA BUDGET

14.4.1 BUDGET The EMSA budget for the coming financial year is proposed by the EMSA European Board and shall be presented for adoption to the EMSA General Assembly. The budget should be prepared according to the application rules of the applicable grants.

14.4.2 FINANCIAL COMMISSION The Financial Commission, assisted by the Treasurer shall propose guidelines for the coming financial year to the new elected EMSA European Board. (See also Financial Commission, articles 2430-2434). 14.4.3 BUDGET REPORT The budget report shall include all known items as follows: • Incomes from: o Membership fees o Subsidies o Sponsorship o Advertising o Contributions from EMSA Task Forces o Sales o Interests o Other incomes

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• Expenses for: o Administration o Communication o Printing costs of the EMSA European Board members o Travel costs of the EMSA European Board members o Other expenses o Any other relevant information

14.5 REGULATIONS OF THE EMSA MEMBERSHIP FEE

14.5.1 GENERAL The membership fee is based on one year of membership.

15. EXTERNAL RELATIONS

15.1 GENERAL The President of EMSA is responsible to maintain and establish the contacts with the following relevant institutions: • Medical and non-medical entities. • Student and non-student entities. • European and International entities. No funds may be raised for EMSA activities and/or publications from sources disapproved by the EMSA General Assembly and/or EMSA European Board. Disapprovals needing a simple majority vote. This concerns:

15.2 CONSULTATION Task Forces can maintain and establish contacts with other institutions and associations within the field of their activities. Before contacting other institutions and Associations the Task Forces should communicate with the President of EMSA.

15.3 LIAISON OFFICERS The EMSA European Board can appoint liaison officers to keep contacts with external relations. Liaison officers work under jurisdiction of the President of EMSA.

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16. PARTNERS

16.1 INTERNATIONAL FEDERATION OF MEDICAL STUDENTS’ ASSOCIATIONS (IFMSA)

16.1.1 GENERAL IFMSA works in the same field as EMSA with partly the same target group and similar objectives, on an International level.

16.1.2 CONDITIONS FOR CO-OPERATION The conditions for co-operation are defined in the European Partnership Agreement, signed in 2007.

16.1.3 MEETINGSIf one of the General Assemblies (March / August) will be in Europe, at least two EMSA European Board members will attend this meeting if possible.The EMSA European Board will also send members to the EuregMe (European Regional Meeting) of IFMSA.

16.2 ASIAN MEDICAL STUDENTS’ ASSOCIATION (AMSA)

16.2.1 GENERAL AMSA works in the same field as EMSA with partly the same target group and similar objectives in the Asian region.

16.2.2 CONDITIONS FOR COOPERATION The conditions for cooperation are defined in the Agreement signed in 2008.

16.3 FELSOCEM

16.3.1 GENERALFELSOCEM works in the same field as EMSA with partly the same target group and similar objectives in the Latin American Region.

16.3.2 CONDITIONS FOR COOPERATION

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17. FUNDRAISING

17.1 RESPONSIBILITY Raising funds is the joint responsibility of the President and the Treasurer.

17.2 CONSULTATION Before contacting International companies for fundraising purposes EMSA members should communicate with the President and the Treasurer.

17.3 EXCLUSION No funds may be raised for EMSA activities and/or publications from sources disapproved by the EMSA General Assembly and/or EMSA European Board. Disapprovals needing a simple majority vote. This concerns: • Tobacco companies • Any other institution vetoed as mentioned above

17.4 CONTRACT EMSA will only accept specified funds from any source. All funds raised and services obtained must be documented in a contract, signed and dated by both parties.

17.5 CONDITIONS The contract must state: • The funded EMSA activity shall not be used in commercial advertising by the sponsoring source, safe for authorisation from the EMSA European Board, regardless of the sponsoring level. • That funding sources shall not control the content, planning administration or execution of the sponsored activity. • That EMSA will provide a summary report to the sponsoring source. • That information should be provided to the participants and public that there is no commercial obligation implied.

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18. REGULATIONS FOR EMSA RECOGNITION OF NON-EMSA EVENTS

18.1 APPLICANTS Non-EMSA organisations can apply to EMSA for recognition and promotion of non-EMSA events, which they intend to organise. The EMSA European Board‘s answer, voted by simple majority, and shall be made known to them after the next EMSA European Board meeting.

18.2 APPLICATION CONTENTS The application shall include: • Name, address and composition of the organising entity. • Aims and objectives of the event. • Prerequisites for participation. • Official languages and draft programme (including dates, place, time-schedule, registration fees, travel information, budget proposals, etc.).

18.3 CONDITIONS The International event should be organized according to the EMSA objectives.

18.4 VIOLATION OF EMSA INTERNAL RULES AND STATUTES The EMSA European Board shall take proper action including legal action if it deems necessary if the EMSA Statutes and/or Internal Rules are violated within associated events.

19. EMSA ACTIVITIES

19.1 EMSA EUROPEAN EVENT • An EMSA European Event (EEE) is any event organised in the name of EMSA and intended for people from more than one country. • The EMSA European Board has to be notified of any EMSA European Event taking place. An EMSA European Event will be recognised if a written approval by the EMSA European Board is granted.

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19.2 REGULATIONS HOST EMSA MEETINGS

19.2.1 HOSTING COUNTRY The GA should elect a hosting country for the next General Assembly (GA) and National Coordinators Meeting (NCM). If there is no proposal or the elected country cannot fulfil the requirements, the EMSA European Board (EEB) has to decide on a new location for the meeting.

19.2.2 CONTRACT • The Organising Committee (OC) and the EMSA European Board (EEB) should sign a written contract regarding the organisation of the meeting. The OC and the EEB should clearly outline the registration fee, estimated budget, preliminary programme, the working facilities, board and lodging. • The contract for the forthcoming meeting should be signed within two months of the preceding GA.

19.2.3 REGISTRATION FEE The registration fee for EMSA meetings should not exceed 200 EUR. 10 % of all registration fees of the General Assembly and the National Coordinators’ Meeting are reserved for the EMSA European Board and shall be transferred to this account.

19.2.4 INVITATION The EMSA European Board members should be invited by the Organising Committee of the meeting. Partners of EMSA and EMSA Honorary Trustees should be invited by the EMSA European Board (EEB).

19.3 LOCAL PROJECTS

19.3.1 EUROTALK A Eurotalk is a course on medical phraseology. The mains of a Eurotalk are to introduce medics to the medical terminology of a European language and to relearn the everyday language and grammar, with a view to study or work in another country. 19.3.2 WORKING ABROAD DATABASE PROJECT (WADP) The Working Abroad Database Project was initiated to develop a website database (http://www.mediwork.info) including all necessary

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information about working and postgraduate training conditions for medical students and young doctors willing to work outside of their home countries in Europe.

19.3.3 TWINNING PROJECT (TP) A medical education based short term exchange-like program on local level to experience the teaching methods used by other medical faculties and in other health care systems as well as to promote the integration of medical students on the academic, social and cultural level.

19.3.4 EMSA SUMMER SCHOOL (ESS) The EMSA Summer Schools offer medical students from all geographical Europe to study a specific field of medicine during the summer in an international group. The students not only learn medical knowledge, but also interactive communication and teamwork with other medical students from diverse social and cultural backgrounds.

19.3.5 EMSA MOVIES & MEDICINE (M&M) Movies & Medicine combines a movie on a medical topic with a lecture on the topic of the film. This project unifies entertainment and medical education.

19.3.6 TEDDY BEAR HOSPITAL (TBH) Teddy Bear Hospital is a roleplay of the hospital setting with children and medical students. This project allows medical students to gain experience working with children. The Teddy Bear Hospital schedule is a joint project of the International Federation of Medical Students’ Associations (IFMSA) and the European Medical Students’ Association (EMSA).

20. PUBLICATIONS

20.1 JEMSA TASK FORCE20.1.1 DEFINITIONJEMSA is the Journal of EMSA on Medical and Scientific Affairs (registered under the ISSN 0779- 1577). JEMSA contains mainly scientific papers from and for medical students. At least one issue should be published at the ESC in Berlin. JEMSA should contain full articles and is edited by the JEMSA Task Force.

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20.1.2 SUPERVISIONJEMSA is under the supervision of the EMSA Medical Science Director.

20.1.3 EDITINGThe JEMSA Task Force is responsible for editing, publishing and spreading JEMSA all over Europe.

20.2 EUROMEDS TASK FORCE

20.2.1 DEFINITION EUROMEDS is a newsletter-like journal, which contains information on EMSA and EMSA events. The EUROMEDS shall appear at least five times a year.

20.2.2 SUPERVISIONThe EUROMEDS Task Force is under the supervision of the EMSA Secretary General.

20.2.3 EDITING The Secretary General is responsible for editing, publishing and spreading the EUROMEDS among Faculty Member Organisations (FMOs), external relations and interested students in Europe.

20.3 EUROPEAN WORDS TASK FORCE

20.3.1 DEFINITION European Words is an online newsletter for all EMSA members, which contains articles from and for medical students in Europe. In order to represent the words of Europe. European Words shall appear at least two times a year.

20.3.2 SUPERVISION The European Words Task Force is under the supervision of the EMSA European Integration Director.

20.3.3 EDITING The EMSA European Integration Director is responsible for editing, publishing and spreading the European Words among Faculty Member Organisations (FMOs) and interested students in Europe.

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gniniarT lacideM no eettimmoC yrosivdA TMCA sed xuareneG statE sed noitaicossA EEGEA

Etudiants d' Europe ñ European Studentsí Forum

srotcoD roineS fo noitaicossA naeporuE HMEA ne stnaidutE sed elanoitanretnI noitaicossA CESEIA

Sciences Economiques et Commerciales. noitaicossA lacideM naciremA AMA

lacideM noitaicossA lacideM naciremA SSM-AMAStudents Section

eporuE ni noitacudE lacideM rof noitaicossA EEMA noitaicossA ístnedutS lacideM naciremA ASM naciremA

eporuE ni sloohcS lacideM fo noitaicossA ESMA )EMPC( noitasinagrO detaicossA OA

ssenisuB rehto ynA BOA elbissop sa noos sA PASA

noitaicossA ístnedutS lacideM naisA ASM naisA noitaicossA lacideM namreG KEAB ro KƒB

noitaicossA lacideM hsitirB AMB lanruoJ lacideM hsitirB JMB

noitacudE lacideM gniunitnoC EMC eporuE fo licnuoC EOC

tnempoleveD lanoisseforP suounitnoC DPC srotcoD naeporuE fo eettimmoC gnidnatS EMPC

)CE( lareneG etarotceriD GD erutluC dna noitacudE GD CAE GD

noitcetorP remusnoC dna htlaeH GD OCNAS GD rof licnuoC noitatiderccA naeporuE EMCCAE

Continuous Medical Education ro noissimmoC naeporuE CE

Executive Committee (CPME) draoB naeporuE ASME BEE

gniteeM draoB naeporuE ASME MBEE snoitaicossA stnedutS waL naeporuE ASLE

snoitasinagrO lacideM naeporuE OME nosiaiL-snoitasinagrO lacideM naeporuE OL-OME

Officer ssergnoC ístnedutS lacideM naeporuE noCSME

tnemailraP naeporuE PE snoitaicossA stnedutS ycamrahP naeporuE ASPE

ecnerefnoC ístnedutS naeporuE CSE loohcS remmuS ASME SSE

noinU naeporuE UE srotcoD deiralaS fo noitaredeF naeporuE SMEF

noitasinagrO rebmeM ytlucaF OMF noitamrofnI ruoy roF IYF

ylbmessA lareneG AG stnedutS lanoitanretnI fo muroF lamrofnI OSIFI

Organisations ístnedutS lacideM fo noitaredeF lanoitanretnI ASMFI

Associations retteL noitativnI LI

noitaredeF stnedutS ycamrahP lanoitanretnI FSPI seluR lanretnI RI

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rotanidrooC lacoL CL reciffO nosiaiL OL rotcoD lacideM DM

htlaeH fo yrtsiniM HOM htlaeH cilbuP fo retsaM HPM

rotanidrooC lanoitaN CN gniteeM srotanidrooC lanoitaN MCN

eettimmoC gnisinagrO CO htlaeH cilbuP HP

elpoeP LPP naeporuE fo puorG gnikroW tnenamreP GWP

Junior Doctors eettimmocbuS CS

noitacudE lacideM fo eettimmoC gnidnatS EMOCS(IFMSA)

tnedutS sdrawot reciffO nosiaiL OL-OSOrganisations

latipsoH raeB yddeT HBT tcejorP gninniwT PT

srenoititcarP lareneG fo noinU naeporuE OMEU stsilaicepS lacideM fo noinU naeporuE SMEU noitacudE lacideM rof noitaredeF dlroW EMFW

ylbmessA htlaeH dlroW AHW noitasinagrO htlaeH dlroW OHW

muisopmyS ístnedutS erachtlaeH dlroW SSHW eettimmoC gnikroW oCoW

stnedutS ycamrahP dna lacideM dlroW sPaMdlroW

Please use the remaining space to note down any other terms which may be confusing for you. Please also inform an EEB member, so that it can be included in a future list.

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European Medical Students’ Association

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c/o CPMEStanding Committeeof European DoctorsRue Guimard 151040 Brussels, Belgium

EMSA GA 2011 Report

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Transcript of EMSA GA 2011 Report