Crida per a equip de plenaris i comitè financer de l’AM20


Summary:

  1. Background: 1st call for Plenary Team and Financial Committee Members and relevant information for NMO Presidents and prospective applicants for August Meeting 2020 Important Links:
    1. Candidature From: here
    2. Link for application: here
    3. Eligibility List: here
    4. IFMSA Constitution and Bylaws: Attached in the email
  2. Deadline: 18th May 2020, 23:59 GMT.

Dear NMOs and IFMSA Members,

With this email, we would like to open the first call for the Plenary Team and Financial Committee Members for August Meeting 2020. 

As the physical 69th IFMSA General Assembly August Meeting 2020, which was scheduled to be held in Panama from 2nd August to 8th August 2020, now stands cancel; this plenary team call is being conducted with a possibility of online plenary for the General Assembly August Meeting 2020.

  1. Background: 
    1. Plenary Team: IFMSA has a long democratic tradition. If you are passionate about making our decision-making process just and fair, about making sure every voice is heard – then grab this opportunity and apply for the Plenary Team.
    2. Financial Committee: In order to make all the work of IFMSA possible, the Federation needs to have a financial administration in place. The Financial Committee audits IFMSA bookkeeping twice a year, reviews financial reports of General Assemblies as well as Travel Assistance Fund (TAF) applicants, and reviews the solidarity fund recipients. If you like money talk and if you like to work with numbers, then apply for the Financial Committee.
  1. Possible Application: 
  1. Plenary Team:
  1. Chairperson: 
    1. Definition: Responsible for coordinating the plenary team, chairing the plenary sessions, the final production of the plenary minutes within the bylaws specified timeline, and communicating with the EB on behalf of the Plenary Team. 
    2. Relevant Bylaw Paragraph: Paragraph 3.18, 3.94 amd 3.95 of the IFMSA Constitution and Bylaws
    3. Applicant Skill Set:
      1. Experienced in Plenaries 
      2. Has attended at least one GA 
      3. Has good knowledge of the plenary procedures 
      4. Willing to dedicate most of the GA towards plenary sessions work 
      5. Sufficient leadership skills to lead the plenary team
      6. Good knowledge, time and dedication for the procedures and preparations before the August Meeting and post-August Meeting follow up with minutes and archival of all the documents with the Executive Board.
      7. Time availability from selection until September towards the preparation,  and follow up of the Plenary at August Meeting 2020. 
  2. Note: 
    1. Chairperson will get an extra out-of-NMO quota spot. 
    2. Chairperson will receive financial assistance
  1. Vice-Chairperson: 
    1. Definition: will work along with the Chairperson, taking over chairing in case the Chairperson is not present for any reasons other than those mentioned in the bylaws
    2. Relevant Bylaw Paragraph: Paragraph 3.19 of the IFMSA Constitution and Bylaws
    3. Applicant Skill: 
      1. Experienced in Plenaries 
      2. Has attended at least one GA 
      3. Has a good knowledge of the plenary procedures 
      4. Willing to dedicate most of the GA towards plenary session work 
      5. Sufficient leadership skills to lead the plenary team
      6. Willing to cooperate with the Chairperson to ensure efficient and smooth 
      7. Time availability from selection until September towards the preparation,  and follow up of the Plenary at August Meeting 2020. 
    4. Note: 
      1. Vice-Chairperson will get an extra spot out of their NMO’s quota
      2. Vice-Chairperson will receive financial assistance
  1. Secretary:
    1. Definition: Coordinate of the plenary secretary assistants and ensuring that proper event and result based minutes of the plenary sessions are taken. Further, working with the chairperson to make the final proper draft of the plenary minutes post the August Meeting 2020. They are appointed by the chairperson. 
    2. Relevant Bylaw Paragraph: paragraphs 3.20 and 3.94 of the IFMSA Constitution and Bylaws
    3. Applicant Skill: 
      1. Blind typing skills 
      2. Fluent written and spoken English 
      3. Sufficient experience in minute taking 
      4. Sufficient leadership and organizational skills to lead the secretary team
      5. Time availability from the selection until September 
      6. Good understanding of the technology modalities and willingness to make use of these to better the plenary minutes in the post-August Meeting 2020 period,
    4. Note: 
      1. Secretary will receive an extra spot out of their NMO’s quota 
  1. Assistant-Secretaries:
    1. Definition: Responsible for taking the minutes of our plenary sessions along with the Plenary Secretary. They are appointed by the Chairperson
    2. First call open for 3-4 Secretary Assistants
    3. Relevant Bylaw Paragraph: paragraphs 3.20 and 3.94 of the IFMSA Constitution and Bylaws
    4. Applicant Skill: 
      1. Blind typing skills 
      2. Fluent written and spoken English 
      3. Sufficient experience in minute taking 
      4. Able to dedicate most of their time on the minutes of the GA
  1. Returning Officers:
    1. Definition: expected to work closely with the plenary team and should help with the logistical tasks within the plenary hall, including assisting in voting procedures. With a close collaboration with the VPPRC, the Returning officers will be responsible for the Voting Systems including Online Voting during the Plenary Sessions and the Standing Committee Session.
    2. First call for up to 4 Returning Officers 
    3. Relevant Bylaw Paragraph: paragraph 3.21 of the IFMSA Constitution and Bylaws
    4. Applicant Skill: 
      1. Available during all plenary sessions 
      2. Available during Voting sessions for Standings Committees and the Capacity Building Plenary
      3. Willingness to cooperate with the plenary team
      4. Basic Knowledge in MS Office including MS PowerPoint and willingness to cooperate with the Executive Board and especially with the VPPRC for the management of the voting devices and other online voting platforms.
  1. Constitution Credential Committee members
    1. Definition: 
      1. Will work together to fulfill the tasks mentioned in the bylaws. 
      2. Centered on ensuring that all procedures of the GA follow the IFMSA Constitution and Bylaws 
      3. It is the Decision-making body when it comes to disagreements on the interpretation of the Bylaws
      4. Will review all applications, candidatures, and motions so that it is not in contradiction with the IFMSA Constitution and Bylaws
    2. Relevant Bylaw Paragraph: paragraphs 3.22 to 3.27 of the IFMSA Constitution and Bylaws
    3. Applicant Skill/Requirements: 
      1. Delegates from Full Members of the Federation that has voting rights at the previous General Assembly or
      2. Delegates from Associate Members of the Federation which has fulfilled all requirements in paragraph 3.23 of the IFMSA Constitution and Bylaws at the previous General Assembly.
      3. It cannot be from any NMOs represented within the Executive Board. 
      4. Must have attended at least one GA
      5. Possesses experience in the procedures of the plenary sessions
    4. First Call for 5 CCC members 
  2. Note: Before applying, please refer to this spreadsheet to check your eligibility to apply as a CCC member.
  1. Financial Committee:
    1. Definition: consists of 3-5 people who will review the finances of the Federation as per the explanation is given above in point 1b of this email.
    2. First Call for 5 Members
    3. Relevant Bylaw Paragraph: paragraphs 10.21 to 10.26 of the IFMSA Constitution and Bylaws
    4. Applicant Skill/Requirements:
      1. Do not come from NMOs represented within the Executive Board. 
      2. From a full or associate NMO
      3. Cannot be from NMOs who had hosted a general assembly for which the financial report has yet to be checked by the financial committee
      4. Attended at least one previous GA
    5. Note: 
      1. Before applying, please refer to this spreadsheet to check your eligibility to apply as an FC member.
      2. Financial Committee members will have 5 late out of quota spots as per bylaws. 
  1. How to Apply: 
    1. Check the Eligibility List: because there are specific requirements to each position, please check whether or not your NMO is eligible to apply by opening this spreadsheet
    2. Refer to the relevant bylaw paragraphs: find in each position’s part above, the relevant bylaw paragraphs you will have to consult. 
    3. Candidature Form: please download from here, correctly and completely fill, and ensure you and your NMO President sign and stamp the form in the designated spots before correctly uploading it on time (see deadline below)
    4. Application Form: please fill the online application form (here) before the deadline below. 
    5. Send your application on time: any and all late application will not be considered and will be deemed invalid. 
  1. Deadline: All aspects of the applications should be completed maximum by the 18th of May 2020, 23:59 GMT 
  1. Important information:
    1. If you are interested in a position on the plenary team or finance committee, you have to confirm you will be present at the venue of the General Assembly on the early morning of the arrival day.
    2. If you are interested in joining the Plenary Team or the Financial Committee, you have to be committed to attending the full length of the General Assembly.
    3. When applying for the Constitutional Credential Committee or the Financial Committee, review whether your NMO is eligible to do so.

Each valid application will be graded by EB members. For the positions of the Chairperson, Vice-Chairperson and Plenary Secretary applications will be graded by EB members each based on the IFMSA General Experience, Relevant Experience and Motivation and Plan of Actions (both secenarios). For the CCC members, Returning officers and Secretary Assistant applications will be graded by EB members each based on the IFMSA General Experience, Relevant Experience and Motivation. Financial Committee Members will be selected by the SupCO members each.

We have also decided to take into account that some of the applicants applying for the position might consider applying for another one, so we wanted to ensure that all the applicants are of high quality. Some of the applicants also stated they would consider another position, so in case they were not chosen for their first choice, the second choice has been offered to them.

Thank you for your kind attention. For any questions or concerns remain, please feel free to contact us at eb@ifmsa.org or vpa@ifmsa.org (for the plenary team) or at supco@ifmsa.org (for the financial committee).

Warm regards,