SCOPE BYLAWS

Adopted at the GA 1995, Barcelona, Spain. Last amended at the March Meeting 2011, Jakarta, Indonesia, The Standing Committee on Professional Exchange (SCOPE) CONTENTS CONTENTS 1. GENERAL 2. DEFINITIONS 3. SCOPE ACTIVITIES AND PROJECTS 4. MEMBERS 5. PROCEDURES AT SCOPE MEETINGS 6. REGULATIONS FOR THE DIRECTOR OF SCOPE 7. REGULATIONS FOR THE SCOPE INTERNATIONAL TEAM 7.1 General 7.2 Regional Assistants 7.3 Division Coordinator 8. REGULATIONS FOR THE IFMSA EXCHANGE PROGRAM 8.1 REGULATIONS FOR NMOs AND NEOs 8.2 DEADLINES 8.3 REGULATIONS FOR THE EXCHANGEE 9. REGULATIONS FOR THE NATIONAL EXCHANGE OFFICER (NEO) 9.1 THE NEO 9.2 THE NMO 9.3 RESPONSIBILITIES OF THE NEO 10. REGULATIONS FOR THE USE OF IFMSA SCOPE OFFICIAL FORMS 10.1 THE CONTRACT FORM 10.2 THE ELECTRONIC APPLICATION FORM (E-AF) 10.3 THE ELECTRONIC CARD OF ACCEPTANCE (E-CA) & THE ELECTRONIC CARD OF CONFIRMATION (E-CC) 10.4 THE SCOPE CERTIFICATE 10.5 THE RULES FORM 10.6 THE EXCHANGE STATISTICS FORM 10.7 THE SCOPE EVALUATION FORM 10.8 THE SCOPE CONTRACTS STATISTICS FORM 10.9 THE CANCELATION FORM 11. PENALTIES 11.1 BREAKING THE RULES OF EXCHANGE 11.2 MISUSE OF SCOPE FORMS 11.3 BREAKING THE DEADLINES 11.4 SCOPE PROBLEM SOLVING 12. SCOPE ADMINITRATION FEE 13. VIOLATION OF THE BYLAWS 14. CHANGES TO THE SCOPE BYLAWS 1 2 2 2 2 3 3 4 4 4 5 5 5 7 7 8 8 8 8 10 10 10 11 11 11 11 11 11 11 11 11 11 11 12 12 13 14

1. GENERAL 3. SCOPE ACTIVITIES AND PROJECTS 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. 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 1.3 The official abbreviation of the Standing Committee exchanges can use the exchange Database. on Professional Exchange shall be SCOPE. 3.4. Any Activity other than exchange clerckship will 1.4 SCOPE has a Mission Statement to promote lose its SCOPE status at the end of the SCOPE term cultural unterstanding and co-operation amongst and should be reapproved at the following IFMSA medical students and all health professionals, through General Assembly to regain its status and legitimacy. the facilitation of medical students exchanges. 4. MEMBERS 1.5 SCOPE regards exchanges as an end by themselves and works actively on their promotion. 4.1 Full, candidate or associate members of the IFMSA are allowed to participate in SCOPE. 2. DEFINITIONS 4.2 An NMO is considered to be an active member 2.1 A medical student is a student in training to within the SCOPE upon approval by the SCOPE become a medical doctor in a higher education Director based on the following requirements: has institution, recognized by the state in which they study submitted exchange conditions via www.ifmsa.net that have been approved by the SCOPE Director, has 2.2 A Professional Exchange or clerkship is the National and Local Exchange Officers, and has a exchange of medical students who undergo a medical central office with address posted to the www.ifmsa.net clerkship in a hospital abroad. The student will perform database for all incoming mail. During the first year, the his/her medical studies. Students will not receive any new active NMO is allowed to send out only unilateral salary for their clerkship. outgoings, but may accept incomings if capable. After the first year, the NMO must be able to accommodate 2.3 A Pre-clinical Clerkship is defined as the rotation of both incomings and outgoings in at least one local a student working or studying in a preclinical committee. department at a Medical Faculty/School or Hospital. 4.3 Observer organisations or individual observers are 2.4 A Clinical Clerkship is defined as the rotation of a welcome to attend SCOPE meetings, but are not student in a clinical department of a hospital or clinic, allowed to participate in SCOPE activities. or at a general practitioner. 4.4 A person cannot participate in the exchange if it 2.5 The Electronic Exchange System (e-ex) is an starts more than 6 months after his\her graduation online database of exchange contracts, electronic date. Application Forms (e-AF), electronic Cards of Acceptance (e-CA), electronic Cards of Confirmation 4.5 A student, local or foreign, should participate in the (e-CC), which only can be reached by authorised exchange program through the NMO that covers the persons (National Exchange Officers (NEO), Local university in which he/she is registered. Exchange Officers (LEO) and - for a limited timeframe students). 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

permission to the receiving NMO at the latest along and assist them in overcoming their difficulties and with the e-CC. then inform all NEOs about his/her 5. PROCEDURES AT SCOPE MEETINGS findings. 5.1To obtain voting rights during SCOPE Meetings, an 6.4 Be responsible for recommending that all faculties NMO must of medicine and medical schools in the member Be active in SCOPE (see bylaw 4.2) countries recognise the clerkships and courses For the March Meeting: organised and approved by IFMSA as part of their 1. Submit the NEO report for July-February students' formal training. electronically to the SCOPE Director 2 weeks 6.5 Update all relevant information for the exchange prior to the start of the IFMSA March Meeting. program such as: 2. Update their contact information at 1. The National Exchange Officer's Handbook www.ifmsa.net between February 1st and the March Meeting. 2. SCOPE official forms. For the August Meeting: 3. SCOPE statistics. 1. The following documents have to be submitted 4. SCOPE web pages within the IFMSA web electronically to the SCOPE Director 2 weeks sites. prior to the start of the IFMSA August Meeting and include: 5. E-exchange database upon NEOs request. NEO report for the period February-July 6.6 Contact other international students organizations that plan to participate in the exchange program and Fill in the online WikiSCOPE pages belonging co-operate with them. 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 6.7 Collect addresses and additional information from that accept incomings, all according to the organizations in non-member countries that show guidelines outlined in the WikiSCOPE manual. interest for participation in the exchange program. The director shall inform these organizations about IFMSA Update both their exchange conditions and and the exchange program. their contact information at www.ifmsa.net between July 1st and the August Meeting. 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.

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 NMOs stands at the AF Market 6.10 Approve the exchange conditions of each new and Contract Fair shall be in alphabetical order and NMO wanting to participate in SCOPE. arranged in a way to allow equal space and access to all stands 6.11 Prepare the SCOPE Meeting for the IFMSA March Meeting and IFMSA August Meeting: 6. REGULATIONS FOR THE DIRECTOR OF SCOPE a) Make a preliminary agenda. The Director of SCOPE shall: b) Appoint a chair for the SCOPE meeting or chair 6.1 Be responsible for co-ordinating and guiding the him/herself. work, which is carried out within IFMSA in the field of medical students Professional Exchange Program. c) Appoint a secretary for taking minutes of the SCOPE Meeting. The minutes of the meeting 6.2 Investigate the methods of improving the efficiency of all exchanges of all countries that have to be distributed by the director through SCOPE mailing lists. can participate in the exchange program. 6.12 Distribute the forms of SCOPE: 6.3 Investigate any difficulty that may arise between any National Exchange Officers (NEOs) 1. Contract Form

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 activities in the IFMSA Newsletter. about

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.

SCOPE 6. 24 Update and Publish the SCOPE Statistics (Total number of NMOs, LCs, Contracts...) at least twice yearly, before GAs. 6.14 Publish at least five reports on the total IFMSA office period: 6.25 Publish the NEO Report on the relevant servers at least 4 weeks prior to the start of the IFMSA March 1. Before the March Meeting , covering the period Meeting and IFMSA August Meeting September -March 6.26Send at least a 2 calls for SRTs a year on the 2. After the March Meeting, covering the SCOPE Exchange servers before March Meeting and 1 st of Meeting October and coordinate the communication and 3. Before the August Meeting, covering the period collaboration between NMOs willing to organize them. 6.27 Liaise with the IFMSA Vice President on Internal 4. After the August Meeting, covering the SCOPE Affairs before General Assembles concerning NMOs who are at risk of having their membership of the Meeting IFMSA suspended, and inform NEOs of the situation 5. An annual report to be handed over to the before the contract fair or AF market. IFMSA Executive Board before the August 7. REGULATIONS FOR THE SCOPE Meeting INTERNATIONAL TEAM 7.1. General The reports shall include: Relevant information about the Exchange The SCOPE International Team is headed by the SCOPE Director and also includes the Liason Officer Program including introduction of new NEOs. on Research and Medical Organizations and the Describe ongoing activities/working groups and Regional Assistants. When called upon by the SCOPE Director, they form the advisory board of SCOPE and who the responsible persons are. assist in the general function and administration of the 6.15 In accordance with the policy decisions of the Standing Committee. General Assembly, be allowed to have liaison with other organisations working in the field of student 7.2. Regional Assistants exchange programs and keep these organisations 7.2.1. Regional Assistants are appointed by informed about the activities of SCOPE. the SCOPE Director at the beginning of his/her term. 6.16 Keep contact with other Standing Committee There should be maximal one regional assistant per Recognized IFMSA region. They are part of the Directors and work with them whenever needed. SCOPE International Team headed by the SCOPE6.17 Actively try to fundraise for SCOPE. Director. 6.18 Write a Letter of Support for the delegates of 7.2.2. The SCOPE Director launches a call on SCOPE upon request. IFMSA-Server for Regional Assistants at the beginning of the Term. Candidates for this position should 6.19 Make sure that only NEOs or named alternates present: sign contracts within SCOPE during the IFMSA GAs. March-August

a. Motivation Letter b. Technical Data Sheet c. Curriculum Vitae

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 d. Official IFMSA Candidature Form stamped the SCOPE-Director. by the NMO president. 7.3.2 Divisions are units of work, which deliver 7.2.3. The Regional Assistants shall: throughout the year developments and improvements on SCOPE specific topics. Be the link between their region and the SCOPE director and actively and regularly 7.3.3. The themes of the divisions are set by check the status of each NMO in his region. the SCOPE international team according to their plan of action for their term. If they are restricted inside his/her region the RA should be responsible for managing tasks 7.3.4. The Division Coordinators shall: quoted in 6.1-6.3. If unable to manage, he/she Facilitate the sessions operating on their must delegate the task to the SCOPE director specific subject throughout their SCOPE term. 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. 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 SCOPEDirector 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 Facilitate the SCOPE regional sessions at the PROGRAM IFMSA General Assemblies. 8.1 Regulations for NMOs and NEOs 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. 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.

Encourage the cooperation between NMOs in 8.1.3 The primary purpose of money raised the region and facilitate cooperation on similar through the exchange program should be to further projects within the region. promote SCOPE. NMOs may use a portion of money Before AM, check ECs of all NMOs from the raised for NMO expenses. region to see if they do not violate SCOPE 8.1.4 NMOs taking part in the IFMSA bylaws. exchange program need to provide basic conditions as 7.2.4. If the RA fails to perform his tasks the stated in the Exchange Conditions: professional SCOPE-Director should warn him/her. If the offense is training, board and lodging for the exchange students

(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 years 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.

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 8.1.9 The Exchange Conditions of each NMO unilateral and bilateral contracts, should contain at should include the 19 following points: least a bed per student, a bathroom, lighting and electricity. In addition, the local committee should work Available periods and towns hard on providing the incoming student with the basic means of comfort relative to the conditions of living in Required level of studies the hosting country (Hygiene, HeatingP) Special emphasis should be placed at insuring the safety of Type of clerkships exchanges students (safe neighborhood for lodging Disciplines facility, providing individual keys and locksP). Duration of clerkship Working conditions Academic Quality Status Board and lodging Pocket money Social Program Language Insurance 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.

The proposal must reach simple majority to be passed 8.2.3 The NEO has the right to receive the eand the NEO will receive a stamped copy of the CA or information about the exchange unit at least proposal from the SCOPE Director. eight weeks before the beginning of the clerkship. Otherwise this should be agreed upon between the 8.1.14 If an advanced payment for a unilateral NEOs on an individual basis. contract is required, it will be transferred during the MM. Otherwise it will be paid upon students' arrival. 8.2.4 The exchangee must receive the e-CA eight weeks before the beginning of the clerkship. 8.1.15 New IFMSA NMOs signing contracts for the first time, or after 2 seasons of inactivity, are 8.2.5 If the NEO of the outgoing student allowed to sign bilateral or unilateral contracts doesnt receive the e-CA or any information about it six according to their capacities. They would not be weeks prior to the exchange period of his/her student, subjected to restriction on the percentage of unilateral the NEO has the right to consider this unit as a spoiled units for a single exchange season and would later unit. In that case this unit is to be regained from the have to comply by bylaw 8.1.13. hosting NMO. The unit can be regained in the same year or added as a bonus unit in the contract in the 8.1.16 It is the responsibility of the NEO to following year. This regained unit can be used by the make sure that the students are informed about the same student or any other student from the outgoing exchange conditions and special rules of each NMO, NMO. so that the students are able to fill out the Electronic Application Form properly. The valid exchange 8.2.6 The exchangee must return the e-CC no conditions can be read at the www.ifmsa.net/public later than four weeks before the start of the clerkship, webpages. NEOs are responsible for updating their or four weeks after the e-CA was received, whichever own official address at the www.ifmsa.net databases arrives later. If the e-CC is not received, the hosting before both the March (1st deadline, after 1st February NMO has the right to cancel the clerkship. On the each year) and the August Meetings (2nd deadline, agreement between the local exchange person after 1st July each year). Any other changes of the responsible and the exchangee, confirmation of the address should be reported to the SCOPE Director and clerkship can also be done by other ways of also to the other NEOs via the NEO listserver. communication like e-mail, phone or fax. Otherwise, it should be agreed upon among the NEOs or stated in 8.1.18. The National Exchange Officer must the Exchange Conditions. equip their outgoing students with a copy of the certified SCOPE Students Handbook adapted to their 8.3 Regulations for the exchangee NMOs requirements based on the IFMSA Student 8.3.1 The exchangee must arrive on the first Handbook and provide training in its proper use. The minimum required content of the IFMSA Students day of the clerkship. If the exchangee does not arrive Handbook will be presented by the SCOPE D at the within 4 days (or as defined in individual NMO August Meeting and sets the minimum requirements exchange conditions) the exchange can no longer be guaranteed. for each NMO handbook. 8.3.2 He/she is obliged to attend the clerkship program regularly for its whole duration. If a student 8.2.1 The deadline for receiving complete fails to do so and does not pay attention to any applications to IFMSA Professional Exchange Program warning, the NEO has the right to authorize the LEO to is before the March Meeting (until 28th February each cancel his/her clerkship immediately. exchange year) or 3 months in advance. Otherwise, it 8.3.3 The exchangee must strictly follow the should be agreed upon among the NEOs. All application forms should be submitted through the e-ex instructions of the doctors in charge and the rules of and filled out properly. NEOs should enclose all the the Local Committee. Failure to do so may result in necessary papers required by each NMO according to cancellation of the remaining clerkship. the Exchange Conditions. 8.3.4 All exchangees are responsible for their own health/liability insurance. The copy of 8.2.2 The NEO has the right to receive information concerning the clerkship of their student at health/liability insurance should be presented upon least eight weeks before the beginning of the arrival or sent along with e-CC, unless another clerkship. Otherwise it should be agreed upon among procedure is mentioned in the host NMOs Exchange Conditions. If the copy of health/liability insurance is the NEOs or stated in the Exchange Conditions. not sent along with the e-CC or the printout version not 8.2 Deadlines

presented upon arrival, the hosting NEO has a right to training, clerkships, research cancel the clerkship. postponement whenever possible.

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8.3.5 The exchangee is responsible for any 8.3.8.4 Alternative programs in other financial loss caused by the breach of his/her contract. NMOs can be sought and should receive the approval of the Exchange Director. 8.3.6 The exchangee is responsible for any damage that he/she may cause to living quarters and 8.3.8.5 It is up to the student to choose other materials lent for his/her use during the duration whether to accept this alternative program or cancel. It of the clerkship. In the case where damage is is the responsibility of the student to communicate his discovered after the student has finished the clerkship, decision as soon as possible. 8.3.8.6 In case of the claim should be passed on to the NEO or NMO cancellation the unit will be marked as used unless who represents the exchangee. The NEO has to try to otherwise agreed upon between exchange officers. solve this problem immediately with the exchangee. 8.3.9 The exchangee will receive an official 8.3.7 If a student wants to cancel a clerkship, IFMSA certificate provided that they: his/her NEO has to send a cancellation form to the Attend at least 80% of the exchange for its concerned NEO at least 21 days before the beginning duration of the clerkship. Fulfill the requirements listed on the Exchange 8.3.7.1 Once the cancellation form has Conditions been sent, the contract cannot be used again, except if Fill out the electronic Evaluation Form 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: Fill out the required parts of the Students Handbook

8.3.10 The exchangees should complete the The NEO sends a substitution form together Evaluation form when their clerkship is over. with the cancellation form to the other NEOs official e-mail adress registered in the 8.3.11 The exchangee shall be the one to pay database. the fee of a unilateral exchange unless otherwise agreed by the NEOs. If student fails to do so, it will be The substitute student fulfils the same the responsibility of the NMO to make sure the hosting conditions as the student who was originally NMO receives its money. accepted. 9. REGULATIONS FOR THE NATIONAL EXCHANGE The other NEO approves the substitution. OFFICER (NEO)

8.3.7.3 If the Cancelation is made less 9.1 The NEO is the official representative of his/her than 21 days into the start of the clerkship then the unit NMO in SCOPE. will be marked as used unless there is a special agreement between concerned NEOs 9.2 The NMO is responsible for all actions done by its NEO. 8.3.8 In case of cancellation of the clerkship due to unfortunate circumstances in the incoming LC, 9.3 Responsibilities of the NEO the hosting NMO should: The NEO shall: 8.3.8.1 Inform the concerned 9.3.1 Take responsibility for following all exchange officer and student by phone and personal email as soon as possible. Communications with the regulations stated in the SCOPE Bylaws concerning students should include all concerned officers at all the Professional Exchange program in their association. times. 8.3.8.2 Offer accommodation and 9.3.2 Regularly update the Exchange Conditions and boarding for the whole period of the exchange, for the the NEO address to the IFMSA database (at the www.ifmsa.net) according to points 4.1 or when students whose exchange is imminent. necessary. Publish the Exchange Conditions and 8.3.8.3 Offer an alternative academic distribute them to the NEOs whenever needed. Any program within the same NMO (summer school, changes in the exchange conditions should also be

presented to the other NEOs and to the SCOPE 9.3.14 All additional documents required by the partner Director via the NEO mailing list. NMO needs to be handed on the March Meeting or sent to the partner NEO by post or via email as agreed 9.3.3 Be responsible for abiding by the NMO Exchange between the NEOs. Conditions 9.3.15 NEO must supervise the e-ex on national basis. 9.3.4 Providing free lodging and board (on bilateral NEOs should make sure that all e-CAs are filled out basis) according to the Exchange Conditions and/or properly. If the partner organisation also requires upon agreement. officially signed and stamped CA, the NEO should provide and send them to the partner NEO by the 9.3.5 Placing the exchangee following the desired deadline stated in point 6.2.6. choices of: 9.3.16 Bring to the IFMSA meetings the following Period information and materials: Department Desired person, whom he/she wants to be placed together with City To the March Meeting: NEO report form for the period SeptemberMarch (if not done as 4.1) Invitation Letters and the information needed for filling these out. Any other additional documents needed or required.

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.

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.

9.3.10 To survey that LEOs arrange cultural and social 9.3.17 Be responsible of the correct use and programs for the exchangees when possible. distribution of the official IFMSA SCOPE forms (as stated in 5.12) 9.3.11 Send invitation letters for the exchangees requiring visa on request by the NEOs. 9.3.18 After arranging clerkships for incoming students NEO should report to the interested NEO, the list of 9.3.12 If necessary, contact the embassy of his/her accepted students via e-mail. country in the exchangee country and help the exchangee to obtain the visa. If necessary as well, 9.3.19 Report any difficulties with other member contact the embassy in his own country to help organisations, concerning exchange program, to the exchange to obtain visa. SCOPE Director. 9.3.13 Make sure that all the e-AFs submitted by the 9.3.20 When appointed, introduce him/herself to the students and the LEOs are filled out correctly and meet SCOPE Director and to the other NEOs via the NEO the requirements of the receiving NMOs exchange mailing list. conditions. NEOs must send the corrected e-AFs to the partner NEO via the electronic exchange system.

10. REGULATIONS FOR THE USE OF IFMSA Meeting, and are valid for the same exchange year. SCOPE OFFICIAL FORMS These contracts are invoiced after the 10.1.7 10.1 The Contract Form 10.1.1 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 Contract Form contains 10.1.5 All contracts signed during the August Meeting and all additional ones signed after the meeting must the 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 eex. 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 eAF is accessible to the student for a limited period of time set by the students Local Committee. The students 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 students organisation. 4. One for the NEO of the hosting organisation. 5. One for the Local Committee and LEO which will receive the student.

10.1.2 The value of this contract between two NMOs is 10.2.2 The e-AF must be filled out by the for the period of one exchange year. outgoing student or the LEO/NEO in the e-ex. 10.1.3 Each NMO must have a copy of the contract 10.2.3 The e-AF and all the information should signed and stamped. be checked by the outgoing students LEO and NEO and should be filled out properly according to the 10.1.4 Contracts signed at/after the March Meeting are receiving NMOs Exchange Conditions and the valid additional to contracts signed at the previous August contract.

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10.2.4 The NEO is in charge of sending the e- becomes available during the third week of the AFs to the receiving NMO. He/she is responsible for exchange, but before the exchange is marked as the validity of all the information stated on the forms. completed. 10.3 The Electronic Card of Acceptance (e-CA) and 10.8 The SCOPE Contracts statistics Form the Electronic Card of Confirmation (e-CC) 10.8.1 The SCOPE contracts statistics form 10.3.1 The IFMSA SCOPE e-CA must be filled out should be filled by NEOs upon request of the SCOPE completely by the LEO or NEO of the receiving NMO. Director. 10.3.2 The e-CC has to be filled out by the 10.9 The Cancelation Form exchangee and sent directly via the e-ex. 10.9.1 The cancellation form has to be filled by 10.4 The SCOPE Certificate. the NEO when one of his student cancels a clerkship. It has to be sent on time according to the Exchange 10.4.1 IFMSA will print official certificates for Conditions to the other NEO the participants in the IFMSA SCOPE program. 11. PENALTIES 10.4.2 Certificates will be distributed by the SCOPE Director according to the number of contracts 11.1 Breaking the rules of exchange signed each exchange year. 11.1.1 The exchangee is responsible for the 10.4.3 Certificates can only be issued to damage or misuse of materials, rooms or whatsoever participants who fulfilled all the requirements of the that is lent during his/her stay and practice. The department and the local committee. exchangee will pay any cost. 10.4.4 The certificate must be signed by the 11.1.2 If the exchangee does not follow the NEO or LEO unless the exchangee has not abided by department or Local Committee rules the clerkship can the rules of local committee. be immediately cancelled. The exchangee will lose all his/her rights given by the SCOPE regulations of 10.4.5 The SCOPE administration fees are exchange. invoiced together with the NMO's IFMSA membership fee. 11.1.3 It is the responsibility of the hosting NMO to provide the exchangee with all the conditions 10.4.6 All NMOs participating in SCOPE as detailed in the Exchange Conditions and as exchange program must use the official IFMSA guaranteed by the invitation letter and e-CA. certificates for students. 11.1.4 In the event that the hosting NMO does 10.5 The Rules Form not meet its obligation towards the exchangee, the exchangee can terminate the clerkship. A further unit 10.5.1 The Rules Form must be signed by the may then be sent by the exchangees NMO at a later student, who attends the clerkship and be submitted date, or alternatively the exchangees NMO may refuse with the e-CC or received on the first day of the to host a unit from the country that did not meet the clerkship. Exchange Condition. 10.5.2 A signed Rules Form is an official 11.1.5 The exchangee should sign Rules contract between the exchangee and the hosting NMO. Form. This contract will be the basis for finding solutions for any problems that may arise between the exchangee, 11.2 Misuse of SCOPE forms: his/her NMO and the hosting NMO. 11.2.1 Misused e-AFs are considered invalid. 10.6 The Exchange Statistics Form Misuse of the official e-AF means: 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 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 10.7.1 The student should fill out the SCOPE rejection of this. In such a situation, the sending Evaluation Form (EF) on www.ifmsa.net after it NEO/NEO incoming shall inform the hosting NEO

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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 NMOs exchange program.

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 11.2.4 The use of non-official IFMSA valid until the beginning of the next exchange period, certificates for students is considered to be violation of when the suspended NMO can regain all its rights. SCOPE Bylaws. Alternatively, the SCOPE Director might suggest different measures, inspired by the recommendations 11.3 Breaking the deadlines: of the investigation report, and should receive simple 11.3.1 If the deadline for application to the majority for adoption. exchange program is not respected, the applicant will 11.4.6 The NEOs that have bilateral units with not be accepted during the desired period unless the the suspended NMO shall consider units to be used hosting NEO decides it so. The hosting NMO can during the period of suspension as spoiled units and instead offer another period depending on availability. must be regained once the suspension is over. The 11.3.2 If the exchangee does not send the e- units to be accepted by them during the same period CC or doesnt confirm his/her arrival by any other way are considered as cancelled units not to be regained of communication by the time written in the e-CA, the by the suspended NMO after the suspension is halted. hosting NMO can count this unit cancelled. The 12. SCOPE ADMINISTRATION FEE applicant loses his/her clerkship. 12.1 SCOPE Administration Fee includes the cost of 11.3.3 The loss of a unit by one NMO due to exchange units and certificates, maintenance of reasons that the other NMO is responsible for should ifmsa.net, SCOPE marketing and other expenses be regained by the agreement between the NEOs. In directly related to SCOPE which are to be specified in case the agreement between the NEOs cannot be a financial report. achieved, the NEOs should follow the procedure of SCOPE problem solving. 12.2 For each exchange unit a SCOPE Administration Fee is due. 11.4 SCOPE problem solving: 12.3 The SCOPE Administration Fee shall be proposed 11.4.1 NEOs should contact each other directly each year by the IFMSA Treasurer after consulting the and resolve problems following the SCOPE bylaws. SCOPE Director. The proposed fee will be included in 11.4.2 If the situation stays unsolved, NEOs the proposal for the IFMSA budget. are advised to contact the SCOPE Director for advices 12.3.1 The SCOPE administration fee shall be and guidance. The NEOs might also involve other evaluated every three years. The fee can be changed officials of their NMO officials after having contacted upon decision by the SCOPE members with voting the SCOPE director, to help find solutions. rights. At the General Assembly where the proposal will 11.4.3 If the problem still exists, the NEO can be discussed, the IFMSA treasurer must provide report the case to the SCOPE Director who if not SCOPE with a detailed financial budget and projected capable of directly contributing in finding the solution, expenditures. The proposed fee will be included in the should report the case to SCOPE Team and start a full proposal for the IFMSA budget. investigation lead by the concerned Regional Assistant 12.3.2 In case of a deficit of the IFMSA annual under his/her supervision. The members of Executive budget, the IFMSA treasurer can propose an increase Board (EB) of IFMSA will be informed of the of the SCOPE fee at the August Meeting. This proposal investigation. has to be handed in at least one month before the General Assembly. In this case, the evaluation of the

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fee will take place and can be changed by voting of the director might propose different measures, inspired by SCOPE members with voting rights. the recommendations of the investigation report, to be adopted by a simple majority. The results of the 12.4 The SCOPE Administration Fee will be invoiced investigation will be presented to the IFMSA-VPI if together with the NMO's IFMSA Membership Fee in deemed necessary by the SCOPE Director. March of each year. The fee calculated in the invoice is that of the season that has ended by March of that 13.3 The suspension is valid until the beginning of the year. next exchange period when the suspended NMO can regain all its rights back, but the suspension shall be 13. VIOLATION OF THE BYLAWS sustained if the violation of the bylaws has not stopped. 13.1 The SCOPE bylaws are considered the core of 13.4 If an NMO is found at any single point in time to the IFMSA-SCOPE, and every NMO must follow the have more than 20% of its CAs late, the SCOPE bylaws. The bylaws are never to be violated. Director, after investigation, might present a motion to the next SCOPE General Assembly to limit the number 13.2 A NMO suspected to be violating the SCOPE of contract signed by this NMO the following season by Bylaws or principles will be under a SCOPE a factor of 10%. This motion needs simple majority to investigation by the concerned Regional Assistants, pass and is valid for one exchange season. and under the supervision of the SCOPE Director. This investigation is started by the SCOPE Director upon 14. CHANGES TO THE SCOPE BYLAWS complains of NEOs. The conclusion of the investigation is presented at the SCOPE sessions during the GAs 14.1 Meeting at either of the GAs. The decided with recommendations. If the NMO is proved to be changes will be considered valid immediately. violating the SCOPE bylaws or principles it can be suspended from all SCOPE activities, by a motion 14.2 Changes to the Bylaws of SCOPE will pass at the tabled in the SCOPE Meeting by active SCOPE SCOPE Meeting by a simple majority of those NMOs members with voting rights, and it should reach which have voting rights absolute majority to pass. Alternatively, the SCOPE

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