Summary
- Background: 1st call for Plenary Team and Financial Committee Members and relevant information for NMO Presidents and prospective applicants for August Meeting 2021
- Important Links:
- Deadline: 8th of June 2021, 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 2021. The August Meeting 2021 (draft agenda here) will be a hybrid GA with online plenary to prioritize decision making from NMOs who will not be able to join in person in Panama for various reasons.
This plenary team call is being conducted for an online plenary for the General Assembly August Meeting 2021. The members of the Plenary Team will be invited to join the meeting in person in Panama. However, please note that it is not a requirement to be in Panama to be part of the plenary team as the session will be conducted online. The EB is looking for a mix of applicants who will be able to attend in person and online to make sure the bridge between the 2 formats is strong. Therefore, presence in person or not will not impact the selection process of the plenary team in any way. For the Financial Committee members, they will be solely online and will not come to Panama.
Background:
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.
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.
Possible Application:
Plenary Team:
Chairperson:
- 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.
- Relevant Bylaw Paragraph: Paragraph 3.18, 3.95 and 3.96 of the IFMSA Constitution and Bylaws
- Applicant Skill Set:
- Experienced in Plenaries
- Has attended at least one GA
- Has good knowledge of the plenary procedures
- Willing to dedicate most of the GA towards plenary sessions work
- Sufficient leadership skills to lead the plenary team
- Good knowledge, time and dedication for the procedures and preparations before the March Meeting and post March Meeting follow up with minutes and archival of all the documents with the Executive Board.
- Time availability from selection until April towards the preparation, and follow up of the Plenary at March Meeting 2021.
- Note:
- Chairperson will get an extra out-of-NMO quota spot.
Vice-Chairperson:
- 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
- Relevant Bylaw Paragraph: Paragraph 3.19 of the IFMSA Constitution and Bylaws
- Applicant Skill:
- Experienced in Plenaries
- Has attended at least one GA
- Has a good knowledge of the plenary procedures
- Willing to dedicate most of the GA towards plenary session work
- Sufficient leadership skills to lead the plenary team
- Willing to cooperate with the Chairperson to ensure efficient and smooth
- Time availability from selection until April towards the preparation, and follow up of the Plenary at March Meeting 2021.
- Note:
- Vice-Chairperson will get an extra spot out of their NMO’s quota
Secretary:
- 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 March Meeting 2021.
- Relevant Bylaw Paragraph: paragraphs 3.20 and 3.95 of the IFMSA Constitution and Bylaws
- Applicant Skill:
- Blind typing skills
- Fluent written and spoken English
- Sufficient experience in minute taking
- Sufficient leadership and organizational skills to lead the secretary team
- Time availability from the selection until April
- Good understanding of the technology modalities and willingness to make use of these to better the plenary minutes in the post March Meeting 2021 period
- Note:
- Secretary will receive an extra spot out of their NMO’s quota
Assistant-Secretaries:
- Definition: Responsible for taking the minutes of our plenary sessions along with the Plenary Secretary. They are appointed by the Chairperson
- First call open for 3-4 Secretary Assistants
- Relevant Bylaw Paragraph: paragraphs 3.20 and 3.95 of the IFMSA Constitution and Bylaws
- Applicant Skill:
- Blind typing skills
- Fluent written and spoken English
- Sufficient experience in minute taking
- Able to dedicate most of their time on the minutes of the GA
Returning Officers:
- 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.
- First call for up to 4 Returning Officers
- Relevant Bylaw Paragraph: paragraph 3.21 of the IFMSA Constitution and Bylaws
- Applicant Skill:
- Available during all plenary sessions
- Available during Voting sessions for Standings Committees and the Capacity Building Plenary
- Willingness to cooperate with the plenary team
- 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.
Constitution Credential Committee members
- Definition:
- Will work together to fulfill the tasks mentioned in the bylaws.
- Centered on ensuring that all procedures of the GA follow the IFMSA Constitution and Bylaws
- It is the Decision-making body when it comes to disagreements on the interpretation of the Bylaws
- Will review all applications, candidatures, and motions so that it is not in contradiction with the IFMSA Constitution and Bylaws
- Relevant Bylaw Paragraph: paragraphs 3.22 to 3.27 of the IFMSA Constitution and Bylaws
- Applicant Skill/Requirements:
- Delegates from Full Members of the Federation that has voting rights at the previous General Assembly or
- 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.
- It cannot be from any NMOs represented within the Executive Board.
- Must have attended at least one GA
- Possesses experience in the procedures of the plenary sessions
- First Call for 5 CCC members
- Note: Before applying, please refer to this spreadsheet to check your eligibility to apply as a CCC member.
Financial Committee:
- 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.
- First Call for 5 Members
- Relevant Bylaw Paragraph: paragraphs 10.21 to 10.26 of the IFMSA Constitution and Bylaws
- Applicant Skill/Requirements:
- Do not come from NMOs represented within the Executive Board.
- From a full or associate NMO
- Cannot be from NMOs who had hosted a general assembly for which the financial report has yet to be checked by the financial committee
- Attended at least one previous GA
- Note:
- Before applying, please refer to this spreadsheet to check your eligibility to apply as an FC member.
- Financial Committee members will be solely online for the AM21 and will therefore not be in Panama for this GA.
How to Apply:
- 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
- Refer to the relevant bylaw paragraphs: here find in each position’s part above, the relevant bylaw paragraphs you will have to consult.
- 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)
- Application Form: please fill the online application form (here) before the deadline below.
- Draft plenary Agenda : Make you’ll be able to attend all the August Meeting 2021 hybrid GA and online plenary. First draft of the plenary agenda here. The final agenda will be drafted after input from TO, SupCo and selected plenary team members.
- Send your application on time: any and all late applications will not be considered and will be deemed invalid.
Deadline:
All aspects of the applications should be completed maximum by the 8th of June 2021, 23:59 GMT
Important information:
- If you are interested in a position on the plenary team or finance committee, you have to confirm you will be present for OLM prior to the start of the General Assembly for preparations purposes
- 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.
- When applying for the Constitutional Credential Committee or the Financial Committee, review whether your NMO is eligible to do so.
- All members of the Plenary Team are invited to Panama, but presence in person isn’t mandatory as the plenary is going to be online. Presence in Panama or not will not be a selection criteria for this plenary team. The FC Committee will be working solely online and will not be in Panama.
- Each valid application will be graded by EB members. For the positions of the plenary team, applications will be graded by EB members each based on the IFMSA General Experience, Relevant Experience and Motivation and Plan of Actions (both scenarios). Financial Committee Members will be selected by SupCO members.