SCOPE BYLAWSAdopted at the GA 1995, Barcelona, Spain.

Last amended at the March Meeting 2011, Jakarta, Indonesia, The Standing Committee onProfessional Exchange (SCOPE)

CONTENTSCONTENTS 11. GENERAL 22. DEFINITIONS 23. SCOPE ACTIVITIES AND PROJECTS 24. MEMBERS 25. PROCEDURES AT SCOPE MEETINGS 36. REGULATIONS FOR THE DIRECTOR OF SCOPE 37. REGULATIONS FOR THE SCOPE INTERNATIONAL TEAM 4

7.1 General 47.2 Regional Assistants 47.3 Division Coordinator 5

8. REGULATIONS FOR THE IFMSA EXCHANGE PROGRAM 58.1 REGULATIONS FOR NMOs AND NEOs 58.2 DEADLINES 78.3 REGULATIONS FOR THE EXCHANGEE 7

9. REGULATIONS FOR THE NATIONAL EXCHANGE OFFICER (NEO) 89.1 THE NEO 89.2 THE NMO 89.3 RESPONSIBILITIES OF THE NEO 8

10. REGULATIONS FOR THE USE OF IFMSA SCOPE OFFICIAL FORMS 1010.1 THE CONTRACT FORM 1010.2 THE ELECTRONIC APPLICATION FORM (E-AF) 1010.3 THE ELECTRONIC CARD OF ACCEPTANCE (E-CA)& THE ELECTRONIC CARD OF CONFIRMATION (E-CC) 1110.4 THE SCOPE CERTIFICATE 1110.5 THE RULES FORM 1110.6 THE EXCHANGE STATISTICS FORM 1110.7 THE SCOPE EVALUATION FORM 1110.8 THE SCOPE CONTRACTS STATISTICS FORM 1110.9 THE CANCELATION FORM 11

11. PENALTIES 1111.1 BREAKING THE RULES OF EXCHANGE 1111.2 MISUSE OF SCOPE FORMS 1111.3 BREAKING THE DEADLINES 1111.4 SCOPE PROBLEM SOLVING 12

12. SCOPE ADMINITRATION FEE 1213. VIOLATION OF THE BYLAWS 1314. CHANGES TO THE SCOPE BYLAWS 14

1

1. GENERAL

1.1 IFMSA International Professional Exchange Program is based upon the flexibility and mutual trust of the participating National Member Organisations (NMOs). The Standing Committee on Professional Exchange has developed these Bylaws to clearly state the exchange procedures and sanctions if not followed.

1.2 The Standing Committee on Professional Exchange as a committee of the IFMSA follows all the decisions of the General Assembly as the highest decision-making body and directly ties itself and its program to the general policy of the IFMSA.

1.3 The official abbreviation of the Standing Committee on Professional Exchange shall be SCOPE.

1.4 SCOPE has a Mission Statement “to promote cultural unterstanding and co-operation amongst medical students and all health professionals, through the facilitation of medical students exchanges.”

1.5 SCOPE regards exchanges as an end by themselves and works actively on their promotion.

2. DEFINITIONS

2.1 A medical student is a student in training to become a medical doctor in a higher education institution, recognized by the state in which they study

2.2 A Professional Exchange or clerkship is the exchange of medical students who undergo a medical clerkship in a hospital abroad. The student will perform his/her medical studies. Students will not receive any salary for their clerkship.

2.3 A Pre-clinical Clerkship is defined as the rotation of a student working or studying in a preclinical department at a Medical Faculty/School or Hospital.

2.4 A Clinical Clerkship is defined as the rotation of a student in a clinical department of a hospital or clinic, or at a general practitioner.

2.5 The Electronic Exchange System (e-ex) is an online database of exchange contracts, electronic Application Forms (e-AF), electronic Cards of Acceptance (e-CA), electronic Cards of Confirmation (e-CC), which only can be reached by authorised persons (National Exchange Officers (NEO), Local Exchange Officers (LEO) and - for a limited timeframe – students).

3. SCOPE ACTIVITIES AND PROJECTS

3.1. SCOPE has as a primary activity the exchange of students on clerkships.

3.2. Other activities, such as Summer-schools or theme based or special exchanges and projects, should be presented by the SCOPE-Director to the SCOPE assembly at the IFMSA General Assemblies, and should obtain a two third majority of voting members to gain the status of an officially endorsed SCOPE Activity.

3.3. Only officially endorsed SCOPE activities and exchanges can use the exchange Database.

3.4. Any Activity other than exchange clerckship will lose its SCOPE status at the end of the SCOPE term and should be reapproved at the following IFMSA General Assembly to regain its status and legitimacy.

4. MEMBERS

4.1 Full, candidate or associate members of the IFMSA are allowed to participate in SCOPE.

4.2 An NMO is considered to be an active member within the SCOPE upon approval by the SCOPE Director based on the following requirements: has submitted exchange conditions via www.ifmsa.net that have been approved by the SCOPE Director, has National and Local Exchange Officers, and has a central office with address posted to the www.ifmsa.net database for all incoming mail. During the first year, the new active NMO is allowed to send out only unilateral outgoings, but may accept incomings if capable. After the first year, the NMO must be able to accommodate both incomings and outgoings in at least one local committee.

4.3 Observer organisations or individual observers are welcome to attend SCOPE meetings, but are not allowed to participate in SCOPE activities.

4.4 A person cannot participate in the exchange if it starts more than 6 months after his\her graduation date.

4.5 A student, local or foreign, should participate in the exchange program through the NMO that covers the university in which he/she is registered.

4.6 All students must reach the age of maturity of the receiving country in order to be automatically accepted. If the student is underage, he/she must send a parental

2

permission to the receiving NMO at the latest along with the e-CC.

5. PROCEDURES AT SCOPE MEETINGS5.1To obtain voting rights during SCOPE Meetings, an NMO mustBe active in SCOPE (see bylaw 4.2)

• For the March Meeting:

1. Submit the NEO report for July-February electronically to the SCOPE Director 2 weeks prior to the start of the IFMSA March Meeting.

2. Update their contact information at www.ifmsa.net between February 1st and the March Meeting.

• For the August Meeting:

1. The following documents have to be submitted electronically to the SCOPE Director 2 weeks prior to the start of the IFMSA August Meeting and include:

• NEO report for the period February-July

• Fill in the online WikiSCOPE pages belonging to the NMO, including basic data table, all of the contents in the main NMO page, and at least 75% of the pages of local committees that accept incomings, all according to the guidelines outlined in the WikiSCOPE manual.

• Update both their exchange conditions and their contact information at www.ifmsa.net between July 1st and the August Meeting.

5.2 SCOPE active NMOs, which submit their documents to the SCOPE director during the meeting, will only obtain voting rights for the rest of the meeting. The NEO Report is excluded from this bylaw.

5.3 The layout of the NMO’s stands at the AF Market and Contract Fair shall be in alphabetical order and arranged in a way to allow equal space and access to all stands

6. REGULATIONS FOR THE DIRECTOR OF SCOPE

The Director of SCOPE shall:

6.1 Be responsible for co-ordinating and guiding the work, which is carried out within IFMSA in the field of medical students Professional Exchange Program.

6.2 Investigate the methods of improving the efficiency of all exchanges of all countries that

can participate in the exchange program.

6.3 Investigate any difficulty that may arise between any National Exchange Officers (NEOs)

and assist them in overcoming their difficulties and then inform all NEOs about his/her

findings.

6.4 Be responsible for recommending that all faculties of medicine and medical schools in the member countries recognise the clerkships and courses organised and approved by IFMSA as part of their students' formal training.

6.5 Update all relevant information for the exchange program such as:

1. The National Exchange Officer's Handbook

2. SCOPE official forms.

3. SCOPE statistics.

4. SCOPE web pages within the IFMSA web sites.

5. E-exchange database upon NEO’s request.

6.6 Contact other international students’ organizations that plan to participate in the exchange program and co-operate with them.

6.7 Collect addresses and additional information from organizations in non-member countries that show interest for participation in the exchange program. The director shall inform these organizations about IFMSA and the exchange program.

6.8 See that the Professional Exchanges are carried out in accordance with the SCOPE Bylaws.

6.9 See that the IFMSA Official Forms for SCOPE are used in accordance with the regulations stated in the SCOPE Bylaws.

6.10 Approve the exchange conditions of each new NMO wanting to participate in SCOPE.

6.11 Prepare the SCOPE Meeting for the IFMSA March Meeting and IFMSA August Meeting:

a) Make a preliminary agenda.

b) Appoint a chair for the SCOPE meeting or chair him/herself.

c) Appoint a secretary for taking minutes of the SCOPE Meeting. The minutes of the meeting

have to be distributed by the director through SCOPE mailing lists.

6.12 Distribute the forms of SCOPE:

1. Contract Form

3

2. Official Certificates

3. Evaluation Form

4. Letter of Substitution

5. Invitation Letter

6. Exchange Statistics form

7. Rules form

8. NEO Report Form

9. Contract statistics form

6.13 Provide regular information about SCOPE activities in the IFMSA Newsletter.

6.14 Publish at least five reports on the total IFMSA office period:

1. Before the March Meeting , covering the period September -March

2. After the March Meeting, covering the SCOPE Meeting

3. Before the August Meeting, covering the period March-August

4. After the August Meeting, covering the SCOPE Meeting

5. An annual report to be handed over to the IFMSA Executive Board before the August Meeting

The reports shall include:

• Relevant information about the Exchange Program including introduction of new NEOs.

• Describe ongoing activities/working groups and who the responsible persons are.

6.15 In accordance with the policy decisions of the General Assembly, be allowed to have liaison with other organisations working in the field of student exchange programs and keep these organisations informed about the activities of SCOPE.

6.16 Keep contact with other Standing Committee Directors and work with them whenever needed.

6.17 Actively try to fundraise for SCOPE.

6.18 Write a Letter of Support for the delegates of SCOPE upon request.

6.19 Make sure that only NEOs or named alternates sign contracts within SCOPE during the IFMSA GAs.

6.20 Moderate the SCOPE mailing lists.

6.21 Supervise the e-ex at the IFMSA database (www.ifmsa.net).

6.22 Calculate the number of the exchange units from the number of contracts present in the e-ex (until the 30th of March each exchange year). An invoice of the membership fee and the cost of the exchanges will be calculated by the IFMSA Treasurer following the given figures.

6.23 Publish the Late-CA statistics at the end of each calendar month.

6. 24 Update and Publish the SCOPE Statistics (Total number of NMOs, LCs, Contracts...) at least twice yearly, before GAs.

6.25 Publish the NEO Report on the relevant servers at least 4 weeks prior to the start of the IFMSA March Meeting and IFMSA August Meeting

6.26Send at least a 2 calls for SRTs a year on the Exchange servers before March Meeting and 1st of October and coordinate the communication and collaboration between NMOs willing to organize them.

6.27 Liaise with the IFMSA Vice President on Internal Affairs before General Assemblıes concerning NMOs who are at risk of having their membership of the IFMSA suspended, and inform NEOs of the situation before the contract fair or AF market.

7. REGULATIONS FOR THE SCOPE INTERNATIONAL TEAM7.1. General

The SCOPE International Team is headed by the SCOPE Director and also includes the Liason Officer on Research and Medical Organizations and the Regional Assistants. When called upon by the SCOPE Director, they form the advisory board of SCOPE and assist in the general function and administration of the Standing Committee.

7.2. Regional Assistants

7.2.1. Regional Assistants are appointed by the SCOPE Director at the beginning of his/her term. There should be maximal one regional assistant per Recognized IFMSA region. They are part of the SCOPE International Team headed by the SCOPE-Director.

7.2.2. The SCOPE Director launches a call on IFMSA-Server for Regional Assistants at the beginning of the Term. Candidates for this position should present:

4

a. Motivation Letter

b. Technical Data Sheet

c. Curriculum Vitae

d. Official IFMSA Candidature Form stamped by the NMO president.

7.2.3. The Regional Assistants’ shall:

• Be the link between their region and the SCOPE director and actively and regularly check the status of each NMO in his region.

• If they are restricted inside his/her region the RA should be responsible for managing tasks quoted in 6.1-6.3. If unable to manage, he/she must delegate the task to the SCOPE director immediately.

• In between the GAs check on the status of each NMO within his region and send a report to the SCOPE Director at the latest on 1st of February for the March Meeting and at the latest on the 1st of July for the August Meeting.

• Actively engage him/herself in the recruitment of new national member organizations in their region.

• Investigate and assist in solving exchange problems in their region.

• Facilitate the SCOPE sessions at the Regional Meetings and deliver handouts and reports at the latest four weeks afterwards.

• Facilitate the SCOPE regional sessions at the IFMSA General Assemblies.

• Assist NEOs in the development of WikiSCOPE pages and ensure that they are filled out according to the manual. They must also ensure that the WikiSCOPE pages have been filled out according to the WikiSCOPE Manual by each NMO in the region by the deadline to obtain voting rights.

• Encourage the cooperation between NMOs in the region and facilitate cooperation on similar projects within the region.

• Before AM, check ECs of all NMOs from the region to see if they do not violate SCOPE bylaws.

7.2.4. If the RA fails to perform his tasks the SCOPE-Director should warn him/her. If the offense is

repeated the RA is removed from his office. A new RA should be appointed by the SCOPE-Director.

7.3. Division Coordinators

7.3.1. Divisions Coordinators are appointed by the SCOPE-Director.

7.3.2 Divisions are units of work, which deliver throughout the year developments and improvements on SCOPE specific topics.

7.3.3. The themes of the divisions are set by the SCOPE international team according to their plan of action for their term.

7.3.4. The Division Coordinators shall:

• Facilitate the sessions operating on their specific subject throughout their SCOPE term.

• Audit the proper implementations of the recommendations in regards of their themes.

• Write and update guidelines for their themes.

• Keep the SCOPE-Director updated about problems and progress.

• Write a mid-term report to include review of implementation of plan of action from previous

• General Letters and send it to the SCOPE-Director at the latest on 1st of February for the March Meeting and at the latest on the 1st of July for the August Meeting.

8. REGULATIONS FOR THE IFMSA EXCHANGE PROGRAM

8.1 Regulations for NMOs and NEOs

8.1.1 The IFMSA Professional Exchange Program is precisely regulated by the SCOPE Bylaws and NMOs should strictly follow these regulations.

8.1.2 NMOs need to elect a NEO as the official representative in SCOPE and the main coordinator of the SCOPE exchange of medical students in its country.

8.1.3 The primary purpose of money raised through the exchange program should be to further promote SCOPE. NMO’s may use a portion of money raised for NMO expenses.

8.1.4 NMOs taking part in the IFMSA exchange program need to provide basic conditions as stated in the Exchange Conditions: professional training, board and lodging for the exchange students

5

(exchangees) coming to their country for the whole period of their stay.

8.1.5 The Exchange Conditions of a new IFMSA NMO starting an exchange program for the first time should be approved by SCOPE Director before its distribution to other NMOs.

8.1.6 With exception of mentioned basic conditions which need to be provided by every single NMO taking part in SCOPE, each NMO is free to form its own Exchange Conditions according to SCOPE bylaws.

8.1.7 The Exchange Conditions are an official SCOPE document for each NMO; they are presented at the August Meetings before signing the contracts and should stay valid without changes throughout the whole exchange season. All Exchange Conditions should be updated before the August Meeting in the www.ifmsa.net Exchange Conditions’ database, and all NEOs should be informed about any changes according to the previous exchange year’s Exchange Conditions.

8.1.8 Any unpredictable and unavoidable change in the Exchange Conditions needs to be reported immediately to SCOPE and the SCOPE director via mailing lists and to be updated to the Exchange Conditions’ database. Such changes will be valid only for the outgoing AF that will be sent by the other NMOs after the day of the change.

8.1.9 The Exchange Conditions of each NMO should include the 19 following points:

• Available periods and towns

• Required level of studies

• Type of clerkships

• Disciplines

• Duration of clerkship

• Working conditions

• Academic Quality Status

• Board and lodging

• Pocket money

• Social Program

• Language

• Insurance

• Application documents and deadline

• Electronic Card of Acceptance deadline

• Electronic Card of Confirmation deadline

• Substitutions

• Cancellations

• Visa remarks

• Special Remarks

• Unilateral contract Fees

8.1.10 The NMOs willing to exchange students will sign contracts using the official IFMSASCOPE contract form. This contract may include the same points as the Exchange Conditions. Each NEO will have a copy signed and stamped by the respective NEO.

8.1.11 Contracts can be signed on a bilateral basis, which means that students from the other NMO should be provided with lodging (free of charge) and board (at least 1 meal /day or equivalent amount of money). Bilateral exchanges are the basis of the IFMSA exchange. When an NMO offers pocket money for board, this amount should be enough to provide at least lunch, at least every working day, at a designated students’ facility.

8.1.12 Accommodation facilities, for both unilateral and bilateral contracts, should contain at least a bed per student, a bathroom, lighting and electricity. In addition, the local committee should work hard on providing the incoming student with the basic means of comfort relative to the conditions of living in the hosting country (Hygiene, HeatingP) Special emphasis should be placed at insuring the safety of exchanges students (safe neighborhood for lodging facility, providing individual keys and locksP).

8.1.13 A unilateral contract means that only the students from the sending NMO will take part in the program. Special conditions may be specified in the contract form and should be reported to the SCOPE-D for approval. The number of unilateral units cannot exceed 40% of the total exchange. NMOs willing to exceed this limit must receive the approval from the rest of the NEOs on IFMSA General Assemblies. A written proposal, signed by the NMO President and stating the specific reason(s) for exemption, must be presented during the SCOPE Meeting and stays valid for the following (August Meeting) or current (March Meeting) exchange season. All the NMOs having voting rights will vote on the proposal and will completely wave the quota or impose a higher one.

6

The proposal must reach simple majority to be passed and the NEO will receive a stamped copy of the proposal from the SCOPE Director.

8.1.14 If an advanced payment for a unilateral contract is required, it will be transferred during the MM. Otherwise it will be paid upon students' arrival.

8.1.15 New IFMSA NMOs signing contracts for the first time, or after 2 seasons of inactivity, are allowed to sign bilateral or unilateral contracts according to their capacities. They would not be subjected to restriction on the percentage of unilateral units for a single exchange season and would later have to comply by bylaw 8.1.13.

8.1.16 It is the responsibility of the NEO to make sure that the students are informed about the exchange conditions and special rules of each NMO, so that the students are able to fill out the Electronic Application Form properly. The valid exchange conditions can be read at the www.ifmsa.net/public webpages. NEOs are responsible for updating their own official address at the www.ifmsa.net databases before both the March (1st deadline, after 1st February each year) and the August Meetings (2nd deadline, after 1st July each year). Any other changes of the address should be reported to the SCOPE Director and also to the other NEOs via the NEO listserver.

8.1.18. The National Exchange Officer must equip their outgoing students with a copy of the certified SCOPE Student’s Handbook adapted to their NMOs requirements based on the IFMSA Student Handbook and provide training in its proper use. The minimum required content of the IFMSA Student’s Handbook will be presented by the SCOPE D at the August Meeting and sets the minimum requirements for each NMO handbook.

8.2 Deadlines

8.2.1 The deadline for receiving complete applications to IFMSA Professional Exchange Program is before the March Meeting (until 28th February each exchange year) or 3 months in advance. Otherwise, it should be agreed upon among the NEOs. All application forms should be submitted through the e-ex and filled out properly. NEOs should enclose all the necessary papers required by each NMO according to the Exchange Conditions.

8.2.2 The NEO has the right to receive information concerning the clerkship of their student at least eight weeks before the beginning of the clerkship. Otherwise it should be agreed upon among the NEOs or stated in the Exchange Conditions.

8.2.3 The NEO has the right to receive the e-CA or information about the exchange unit at least eight weeks before the beginning of the clerkship. Otherwise this should be agreed upon between the NEOs on an individual basis.

8.2.4 The exchangee must receive the e-CA eight weeks before the beginning of the clerkship.

8.2.5 If the NEO of the outgoing student doesn’t receive the e-CA or any information about it six weeks prior to the exchange period of his/her student, the NEO has the right to consider this unit as a spoiled unit. In that case this unit is to be regained from the hosting NMO. The unit can be regained in the same year or added as a bonus unit in the contract in the following year. This regained unit can be used by the same student or any other student from the outgoing NMO.

8.2.6 The exchangee must return the e-CC no later than four weeks before the start of the clerkship, or four weeks after the e-CA was received, whichever arrives later. If the e-CC is not received, the hosting NMO has the right to cancel the clerkship. On the agreement between the local exchange person responsible and the exchangee, confirmation of the clerkship can also be done by other ways of communication like e-mail, phone or fax. Otherwise, it should be agreed upon among the NEOs or stated in the Exchange Conditions.

8.3 Regulations for the exchangee

8.3.1 The exchangee must arrive on the first day of the clerkship. If the exchangee does not arrive within 4 days (or as defined in individual NMO exchange conditions) the exchange can no longer be guaranteed.

8.3.2 He/she is obliged to attend the clerkship program regularly for its whole duration. If a student fails to do so and does not pay attention to any warning, the NEO has the right to authorize the LEO to cancel his/her clerkship immediately.

8.3.3 The exchangee must strictly follow the instructions of the doctors in charge and the rules of the Local Committee. Failure to do so may result in cancellation of the remaining clerkship.

8.3.4 All exchangees are responsible for their own health/liability insurance. The copy of health/liability insurance should be presented upon arrival or sent along with e-CC, unless another procedure is mentioned in the host NMO’s Exchange Conditions. If the copy of health/liability insurance is not sent along with the e-CC or the printout version not

7

presented upon arrival, the hosting NEO has a right to cancel the clerkship.

8.3.5 The exchangee is responsible for any financial loss caused by the breach of his/her contract.

8.3.6 The exchangee is responsible for any damage that he/she may cause to living quarters and other materials lent for his/her use during the duration of the clerkship. In the case where damage is discovered after the student has finished the clerkship, the claim should be passed on to the NEO or NMO who represents the exchangee. The NEO has to try to solve this problem immediately with the exchangee.

8.3.7 If a student wants to cancel a clerkship, his/her NEO has to send a cancellation form to the concerned NEO at least 21 days before the beginning of the clerkship.

8.3.7.1 Once the cancellation form has been sent, the contract cannot be used again, except if a special agreement is made between the two NEOs.

8.3.7.2 If the cancellation form is sent in time a substitution according to the Exchange Conditions can be arranged if:

• The NEO sends a substitution form together with the cancellation form to the other NEO’s official e-mail adress registered in the database.

• The substitute student fulfils the same conditions as the student who was originally accepted.

• The other NEO approves the substitution.

8.3.7.3 If the Cancelation is made less than 21 days into the start of the clerkship then the unit will be marked as used unless there is a special agreement between concerned NEOs

8.3.8 In case of cancellation of the clerkship due to unfortunate circumstances in the incoming LC, the hosting NMO should:

8.3.8.1 Inform the concerned exchange officer and student by phone and personal email as soon as possible. Communications with the students should include all concerned officers at all times.

8.3.8.2 Offer accommodation and boarding for the whole period of the exchange, for the students whose exchange is imminent.

8.3.8.3 Offer an alternative academic program within the same NMO (summer school,

training, clerkships, research projectP) or postponement whenever possible.

8.3.8.4 Alternative programs in other NMOs can be sought and should receive the approval of the Exchange Director.

8.3.8.5 It is up to the student to choose whether to accept this alternative program or cancel. It is the responsibility of the student to communicate his decision as soon as possible. 8.3.8.6 In case of cancellation the unit will be marked as used unless otherwise agreed upon between exchange officers.

8.3.9 The exchangee will receive an official IFMSA certificate provided that they:

• Attend at least 80% of the exchange for its duration

• Fulfill the requirements listed on the Exchange Conditions

• Fill out the electronic Evaluation Form

• Fill out the required parts of the Student’s Handbook

8.3.10 The exchangees should complete the Evaluation form when their clerkship is over.

8.3.11 The exchangee shall be the one to pay the fee of a unilateral exchange unless otherwise agreed by the NEOs. If student fails to do so, it will be the responsibility of the NMO to make sure the hosting NMO receives its money.

9. REGULATIONS FOR THE NATIONAL EXCHANGE OFFICER (NEO)

9.1 The NEO is the official representative of his/her NMO in SCOPE.

9.2 The NMO is responsible for all actions done by its NEO.

9.3 Responsibilities of the NEO

The NEO shall:

9.3.1 Take responsibility for following all regulations stated in the SCOPE Bylaws concerning the Professional Exchange program in their association.

9.3.2 Regularly update the Exchange Conditions and the NEO address to the IFMSA database (at the www.ifmsa.net) according to points 4.1 or when necessary. Publish the Exchange Conditions and distribute them to the NEOs whenever needed. Any changes in the exchange conditions should also be

8

presented to the other NEOs and to the SCOPE Director via the NEO mailing list.

9.3.3 Be responsible for abiding by the NMO Exchange Conditions

9.3.4 Providing free lodging and board (on bilateral basis) according to the Exchange Conditions and/or upon agreement.

9.3.5 Placing the exchangee following the desired choices of:

• Period

• Department

• Desired person, whom he/she wants to be placed together with

• City

9.3.6 To make sure that the LEO places the exchangee in the department where language, stated on the AF is spoken by the person in charge of supervising the student.

9.3.7 To make sure that the LEOs are able to use the e-ex, and are aware of all procedures within the system.

9.3.8 To make sure that LEOs introduce the exchangee to the doctor in charge at the appointed department.

9.3.9 To make sure that LEOs provide the exchangee with relevant and useful information or material: maps, addresses of contact people, etc.

9.3.10 To survey that LEOs arrange cultural and social programs for the exchangees when possible.

9.3.11 Send invitation letters for the exchangees requiring visa on request by the NEOs.

9.3.12 If necessary, contact the embassy of his/her country in the exchangee country and help the exchangee to obtain the visa. If necessary as well, contact the embassy in his own country to help exchange to obtain visa.

9.3.13 Make sure that all the e-AFs submitted by the students and the LEOs are filled out correctly and meet the requirements of the receiving NMO’s exchange conditions. NEOs must send the corrected e-AFs to the partner NEO via the electronic exchange system.

9.3.14 All additional documents required by the partner NMO needs to be handed on the March Meeting or sent to the partner NEO by post or via email as agreed between the NEOs.

9.3.15 NEO must supervise the e-ex on national basis. NEOs should make sure that all e-CAs are filled out properly. If the partner organisation also requires officially signed and stamped CA, the NEO should provide and send them to the partner NEO by the deadline stated in point 6.2.6.

9.3.16 Bring to the IFMSA meetings the following information and materials:

To the March Meeting:

• NEO report form for the period September-March (if not done as 4.1)

• Invitation Letters and the information needed for filling these out.

• Any other additional documents needed or required.

To the August Meeting:

• NEO report for the period April-August (if not done as 4.1.)

• Statistics of the previous year (if not done as 4.1.)

• The official Contract Forms for the next exchange year

• Any other materials needed or required.

9.3.17 Be responsible of the correct use and distribution of the official IFMSA SCOPE forms (as stated in 5.12)

9.3.18 After arranging clerkships for incoming students NEO should report to the interested NEO, the list of accepted students via e-mail.

9.3.19 Report any difficulties with other member organisations, concerning exchange program, to the SCOPE Director.

9.3.20 When appointed, introduce him/herself to the SCOPE Director and to the other NEOs via the NEO mailing list.

9

10. REGULATIONS FOR THE USE OF IFMSA SCOPE OFFICIAL FORMS

10.1 The Contract Form

10.1.1 The Contract Form contains the following points:

1. Year

2. Countries

3. Associations

4. Type of contract (unilateral or bilateral)

5. Units

6. Fields

7. Academic Quality requirement

8. Places

9. Language

10. Board

11. Lodging

12. Pocket money

13. Available months

14. Working hours

15. Social Program

16. Deadline for e-AF

17. Deadline for e-CA

18. Deadline for e-CC

19. Invitation Letter

20. Insurance required

21. Special Remarks

22. Date

23. Official NMO stamps

24. Signature of NEO

10.1.2 The value of this contract between two NMOs is for the period of one exchange year.

10.1.3 Each NMO must have a copy of the contract signed and stamped.

10.1.4 Contracts signed at/after the March Meeting are additional to contracts signed at the previous August

Meeting, and are valid for the same exchange year. These contracts are invoiced after the 10.1.7

10.1.5 All contracts signed during the August Meeting and all additional ones signed after the meeting must be reported to the SCOPE Director on the SCOPE Contract Statistics Form after the August Meeting. Any additional contracts signed during the exchange year must be reported via email from both NMOs to the SCOPE Director.

10.1.6 NMOs shall send students on exchanges, according to the contracts during the exchange period of April (after the August Meeting when the contract was signed)-March (the following year), or during any other period stated on the contract form.

10.1.7 Each financial year the NMOs’ exchange fees will be invoiced based on the contracts stated in the e-ex. The records for the IFMSA Treasurer will be sent by the SCOPE Director respectively each year, for the past exchange season, on March the 31st.

10.2 The Electronic Application Form (e-AF)

10.2.1 The official IFMSA SCOPE e-AF is available only through the e-ex and can only be used for SCOPE activities. Any exception for that can only be passed by a procedural motion tabled by the SCOPE director, and needs at least two third majority to pass. This e-AF has five different modes of access in the e-ex:

1. One has to be available for the outgoing student in order type in the necessary information regarding his/her clerkship. The e-AF is accessible to the student for a limited period of time set by the students’ Local Committee. The student’s access can be denied either by the LEO or NEO at any time.

2. One for the students’ Local Committee and LEO.

3. One for the NEO of the outgoing student’s organisation.

4. One for the NEO of the hosting organisation.

5. One for the Local Committee and LEO which will receive the student.

10.2.2 The e-AF must be filled out by the outgoing student or the LEO/NEO in the e-ex.

10.2.3 The e-AF and all the information should be checked by the outgoing student’s LEO and NEO and should be filled out properly according to the receiving NMOs Exchange Conditions and the valid contract.

10

10.2.4 The NEO is in charge of sending the e-AFs to the receiving NMO. He/she is responsible for the validity of all the information stated on the forms.

10.3 The Electronic Card of Acceptance (e-CA) and the Electronic Card of Confirmation (e-CC)

10.3.1 The IFMSA SCOPE e-CA must be filled out completely by the LEO or NEO of the receiving NMO.

10.3.2 The e-CC has to be filled out by the exchangee and sent directly via the e-ex.

10.4 The SCOPE Certificate.

10.4.1 IFMSA will print official certificates for the participants in the IFMSA SCOPE program.

10.4.2 Certificates will be distributed by the SCOPE Director according to the number of contracts signed each exchange year.

10.4.3 Certificates can only be issued to participants who fulfilled all the requirements of the department and the local committee.

10.4.4 The certificate must be signed by the NEO or LEO unless the exchangee has not abided by the rules of local committee.

10.4.5 The SCOPE administration fees are invoiced together with the NMO's IFMSA membership fee.

10.4.6 All NMO’s participating in SCOPE exchange program must use the official IFMSA certificates for students.

10.5 The Rules Form

10.5.1 The Rules Form must be signed by the student, who attends the clerkship and be submitted with the e-CC or received on the first day of the clerkship.

10.5.2 A signed Rules Form is an official contract between the exchangee and the hosting NMO. This contract will be the basis for finding solutions for any problems that may arise between the exchangee, his/her NMO and the hosting NMO.

10.6 The Exchange Statistics Form

10.6.1 The Statistics Form has to be filled out by the NEOs and handed to the SCOPE Director whenever needed.

10.7 The SCOPE Evaluation Form

10.7.1 The student should fill out the SCOPE Evaluation Form (EF) on www.ifmsa.net after it

becomes available during the third week of the exchange, but before the exchange is marked as completed.

10.8 The SCOPE Contracts statistics Form

10.8.1 The SCOPE contracts statistics form should be filled by NEOs upon request of the SCOPE Director.

10.9 The Cancelation Form

10.9.1 The cancellation form has to be filled by the NEO when one of his student cancels a clerkship. It has to be sent on time according to the Exchange Conditions to the other NEO

11. PENALTIES

11.1 Breaking the rules of exchange

11.1.1 The exchangee is responsible for the damage or misuse of materials, rooms or whatsoever that is lent during his/her stay and practice. The exchangee will pay any cost.

11.1.2 If the exchangee does not follow the department or Local Committee rules the clerkship can be immediately cancelled. The exchangee will lose all his/her rights given by the SCOPE regulations of exchange.

11.1.3 It is the responsibility of the hosting NMO to provide the exchangee with all the conditions as detailed in the Exchange Conditions and as guaranteed by the invitation letter and e-CA.

11.1.4 In the event that the hosting NMO does not meet its obligation towards the exchangee, the exchangee can terminate the clerkship. A further unit may then be sent by the exchangee’s NMO at a later date, or alternatively the exchangee’s NMO may refuse to host a unit from the country that did not meet the Exchange Condition.

11.1.5 The exchangee should sign Rules Form.

11.2 Misuse of SCOPE forms:

11.2.1 Misused e-AFs are considered invalid. Misuse of the official e-AF means:

1. whenever the e-AF is not correctly filled out.

2. whenever the printout of the eAF is used for any other non-SCOPE activities.

11.2.2 Any misuse of the e-CA will result in the rejection of this. In such a situation, the sending NEO/NEO incoming shall inform the hosting NEO

11

about the situation, and the hosting NEO must send a corrected e-CA immediately via the e-ex. If the hosting NEO fails to send a corrected e-CA, this will result in the loss of this unit by the sending NMO, however this unit must be regained, as detailed in 8.2.6.

11.2.3 SCOPE forms must be used exclusively for SCOPE exchange program or activities including SCOPE approved Summer Schools, or other official IFMSA exchange programs, as stated by 3.1, 3.2 and 3.3. Using official SCOPE forms in other forms of students exchange is not permitted and will lead to the suspension of the NMO’s exchange program.

11.2.4 The use of non-official IFMSA certificates for students is considered to be violation of SCOPE Bylaws.

11.3 Breaking the deadlines:

11.3.1 If the deadline for application to the exchange program is not respected, the applicant will not be accepted during the desired period unless the hosting NEO decides it so. The hosting NMO can instead offer another period depending on availability.

11.3.2 If the exchangee does not send the e-CC or doesn’t confirm his/her arrival by any other way of communication by the time written in the e-CA, the hosting NMO can count this unit cancelled. The applicant loses his/her clerkship.

11.3.3 The loss of a unit by one NMO due to reasons that the other NMO is responsible for should be regained by the agreement between the NEOs. In case the agreement between the NEOs cannot be achieved, the NEOs should follow the procedure of SCOPE problem solving.

11.4 SCOPE problem solving:

11.4.1 NEOs should contact each other directly and resolve problems following the SCOPE bylaws.

11.4.2 If the situation stays unsolved, NEOs are advised to contact the SCOPE Director for advices and guidance. The NEOs might also involve other officials of their NMO officials after having contacted the SCOPE director, to help find solutions.

11.4.3 If the problem still exists, the NEO can report the case to the SCOPE Director who if not capable of directly contributing in finding the solution, should report the case to SCOPE Team and start a full investigation lead by the concerned Regional Assistant under his/her supervision. The members of Executive Board (EB) of IFMSA will be informed of the investigation.

11.4.4 In case the situation cannot be solved by involvement of both sides and IFMSA officials, the problem and the start of the investigation can be reported to the Standing Committee either through the server-lists or at the SCOPE Meeting during the GAs.

11.4.5 After the presentation of the investigation report at the SCOPE Meeting at the Gas with recommendations, SCOPE members with voting rights can propose suspension of the NMO which means exclusion of this NMO from all SCOPE activities; suspension of the NMO will be accepted after voting at the SCOPE Meeting by a absolute majority of those NMOs who have voting rights. The suspension is valid until the beginning of the next exchange period, when the suspended NMO can regain all its rights. Alternatively, the SCOPE Director might suggest different measures, inspired by the recommendations of the investigation report, and should receive simple majority for adoption.

11.4.6 The NEOs that have bilateral units with the suspended NMO shall consider units to be used during the period of suspension as spoiled units and must be regained once the suspension is over. The units to be accepted by them during the same period are considered as cancelled units not to be regained by the suspended NMO after the suspension is halted.

12. SCOPE ADMINISTRATION FEE

12.1 SCOPE Administration Fee includes the cost of exchange units and certificates, maintenance of ifmsa.net, SCOPE marketing and other expenses directly related to SCOPE which are to be specified in a financial report.

12.2 For each exchange unit a SCOPE Administration Fee is due.

12.3 The SCOPE Administration Fee shall be proposed each year by the IFMSA Treasurer after consulting the SCOPE Director. The proposed fee will be included in the proposal for the IFMSA budget.

12.3.1 The SCOPE administration fee shall be evaluated every three years. The fee can be changed upon decision by the SCOPE members with voting rights. At the General Assembly where the proposal will be discussed, the IFMSA treasurer must provide SCOPE with a detailed financial budget and projected expenditures. The proposed fee will be included in the proposal for the IFMSA budget.

12.3.2 In case of a deficit of the IFMSA annual budget, the IFMSA treasurer can propose an increase of the SCOPE fee at the August Meeting. This proposal has to be handed in at least one month before the General Assembly. In this case, the evaluation of the

12

fee will take place and can be changed by voting of the SCOPE members with voting rights.

12.4 The SCOPE Administration Fee will be invoiced together with the NMO's IFMSA Membership Fee in March of each year. The fee calculated in the invoice is that of the season that has ended by March of that year.

13. VIOLATION OF THE BYLAWS

13.1 The SCOPE bylaws are considered the core of the IFMSA-SCOPE, and every NMO must follow the bylaws. The bylaws are never to be violated.

13.2 A NMO suspected to be violating the SCOPE Bylaws or principles will be under a SCOPE investigation by the concerned Regional Assistants, and under the supervision of the SCOPE Director. This investigation is started by the SCOPE Director upon complains of NEOs. The conclusion of the investigation is presented at the SCOPE sessions during the GAs with recommendations. If the NMO is proved to be violating the SCOPE bylaws or principles it can be suspended from all SCOPE activities, by a motion tabled in the SCOPE Meeting by active SCOPE members with voting rights, and it should reach absolute majority to pass. Alternatively, the SCOPE

director might propose different measures, inspired by the recommendations of the investigation report, to be adopted by a simple majority. The results of the investigation will be presented to the IFMSA-VPI if deemed necessary by the SCOPE Director.

13.3 The suspension is valid until the beginning of the next exchange period when the suspended NMO can regain all its rights back, but the suspension shall be sustained if the violation of the bylaws has not stopped.

13.4 If an NMO is found at any single point in time to have more than 20% of its CAs late, the SCOPE Director, after investigation, might present a motion to the next SCOPE General Assembly to limit the number of contract signed by this NMO the following season by a factor of 10%. This motion needs simple majority to pass and is valid for one exchange season.

14. CHANGES TO THE SCOPE BYLAWS

14.1 Meeting at either of the GAs. The decided changes will be considered valid immediately.

14.2 Changes to the Bylaws of SCOPE will pass at the SCOPE Meeting by a simple majority of those NMOs which have voting rights

13