PRE DEPARTURE

TRAINING
&
IFMSA DATABASE 101
Nadya Stefanie A– Zahra F Tiara
NEO for Outgoing – Project Coordinator
SCOPE CIMSA 2017/2018
(khusus halaman slide ini tidak perlu untuk ditampilkan ke outgo ya )
• Dear beloved LEOs,
PPT ini aku buat sama Tiara untuk memudahkan kita
dalam menghandle outgoing setelah mendapatkan
kontrak. Perjalanan masih panjang guys untuk
peroutgoan:” Semoga dengan terciptnya guideline ini,
edukasi berisi hal-hal penting apa saja yang perlu
diketahui Outgoing boleh disampaikan ya, bisa diedit
dan diperkaya dengan PDT khas lokal masing-masing.
Thanks a lot to Kak Apim Ka Muthi my super
predecessor buat setiap guidance nya. Dan Tiara yang
menginisiasi ide PPT Universal untuk LEO Outs
regarding PDT ini. Semoga bisa terstandardisasi yaa
PDT SCOPE. Arahan untuk LEO nya bisa dibaca di
Notes yaaa
Dari Jogja yang selalu penuh cerita dan cinta,
Nadya
• Greetings!
Halo teman-teman LEO, Project Officer, dan teman-teman lain
yang membaca guideline ini. Perkenalkan, saya Zahra
Fadhilazka Tiara selaku Project Coordinator SCOPE CIMSA
2017/2018.
Guideline ini adalah panduan teman-teman SCOPE untuk
melaksanakan Pre Departure Training (PDT) di lokal masing-
masing. Guideline ini bertujuan untuk membantu teman-teman
dalam melaksanakan PDT, agar training dan keseluruhan acara
yang diberikan terstandardisasi dengan baik, serta memberikan
impact yang maksimal untuk Outgoing yang akan berangkat
melaksanakan exchange.
Saya berharap dengan adanya guideline ini, teman-teman
SCOPE dapat melaksanakan PDT dengan lebih mantap. Jika
ada pertanyaan terkait guideline ini, PDT, atau project apapun,
feel free to reach me!
Semoga teman-teman SCOPE selalu sukses! 😊 (TIARA)
 to promote cultural understanding and co-operation amongst
medical students and all health professionals, through the
facilitation of international student exchanges. SCOPE aims to
give all students the opportunity to learn about global health, and
attains this partly by having its exchanges accredited by medical
faculties across the world.
SCOPE EXCHANGE TERMS
AND CONDITIONS
SCOPE EXCHANGE TERMS
AND CONDITIONS
Contents :
1. I have acknowledged and agreed to respect the Exchange Conditions (EC)
of my country choices, which can be found at the link below:
http://www.ifmsa.org/Exchange-Conditions/Professional-Exchange
2. I have read and understood the exchange guideline before I applied for
this program.
3. I understand that once the Application Form has been sent to National
Exchange Officer the information written cannot be changed, as well as
the country preferences.
SCOPE EXCHANGE TERMS
AND CONDITIONS
Contents :
4. I will follow the selection procedures carried out by SCOPE CIMSA.
Any violation towards any procedures, including deadlines, will be
considered as cancellation.
5. I understand that the final country result is not limited to my country
preferences and it is determined by the selection process and the
availability of contracts.
6. I accept all consequences caused by failure to comply with any of the
exchange conditions and this terms and conditions forms.
YOUR CONTACT PERSONS BEFORE
DEPARTURE
ACCESSING EXCHANGE
CONDITIONS
http://exchange.ifmsa.org/exchange/scope/explore/exchange-conditions
WHAT IS
EXCHANGE
CONDITION?
A key for having your exchange preparation
goes well is
ALWAYS REFER TO
EXCHANGE CONDITIONS OF YOUR
HOSTING NMO
ACCESSING SCOPE
EXCHANGE DATABASE
ACCESSING SCOPE
EXCHANGE DATABASE
ACCESSING SCOPE
EXCHANGE DATABASE
DOCUMENTS FOR
EXCHANGE
DOCUMENTS FOR
EXCHANGE
• Application Form
• Card of Documents
• Card of Acceptance Before Departure
• Invitation Letter
• Card of Confirmation
• Evaluation Form After Finishing
• Certificate Exchange
Intermezzo: GLOSSARY
• • LEO Local Exchange Officer
• • NEO National Exchange Officer
• • CP Contact Person
• • EC Exchange Conditions
• • AF Application Form
• • CoD Card of Documents
• • CA Card of Acceptance
• • CC Card of Confirmation
• • IL Invitation Letter
• • EF Evaluation Form
• • LC Local Committee
• • NMO National Member Organization
• sending LEO : LEO of your university
• hosting LEO : LEO of your
destination country
DOCUMENTS FOR
EXCHANGE (before departure)
Application Form
+
Card of Documents

Card of Acceptance
+
Invitation Letter

Card of Confirmation
APPLICATION FORM
A form that you should fill in with your personal information,
exchange preferences, and other items, then send it to your
Local Exchange Officer to be sent later to the hosting country.
APPLICATION FORM
Components
• Exchange contract information
• Personal student information
• Student’s medicine related info
• Student’s mailing and electronic information
• Exchange preferences
• Exchange details
• be aware whether your contract is signed for specific month or
not, unilateral or not (No means Bilateral)
• (if you’re not sure, please ask your LEO)
 Please Upload a
passport Photo, it may
be used for ID in your * Needs to be filled
hosting NMO
• if your name consists of only one word, you can fill both first and last name with the
same name. for example, the student’s name is Ed. so in the first and last name fields should
be filled with Ed (Ed Ed).
• if your passport will be expired soon, you can write your current passport’s number. if you
don’t have any, just leave it blank and you may write in the notes below that you will arrange
the new passport soon.
• if you do not have any ability of speaking related language while it is marked with (*), you
can choose ‘unknown’
Can be proven from
student’s record

some countries may have different

requirement for each department. make
sure you can fulfil those requirements (if
any). some countries may have special rules
about choosing desired city.

Kindly Check the EC 

 Special Remarks
• The duration of exchange is 4 weeks

Always check exchange conditions before filling in the desired exchange

date. Why?
• some countries may apply calendar month rules (the exchange should
be started from 1st-31st, 1st-30th, or 1st-29th)
• some countries may apply ‘Monday’ rules (the exchange should be
started on the first Monday in that month)
some contracts are signed for specific dates
 Special Remarks
• Invitation letter is mostly used for visa application so don’t forget to choose ‘Yes’
• Insurance is a must so please choose ‘Yes’ and make sure you will obtain it later.

• Types of clerkship
• our exchange is mostly clinical (where you work in the hospital departments) but
some countries are very strict about it. for example, if you’re not a clinical
student, they will urge you to choose pre-clinical department like anatomy, etc.
that’s why you should always read exchange conditions carefully.

• If you do not want to be placed with any other student, choose ‘No’ and leave the
student name field blank.
NOTES
• You can only send your AF once you have finished
uploading all mandatory files for Card of
Documents
• If the contract is signed for a specific month, the AF
can only be used in that month + / - 2 weeks
CARD OF DOCUMENTS
The panel to upload all of your documents (ex: Passport copy,
certificate of enrollment, picture, CV, etc.). The mandatory
documents differ according to the Exchange conditions of the
hosting country.
 CARD OF DOCUMENTS
Sections
• Standard documents: the most urgent, most important
• Special documents: less urgent and less important (only special LCs need
it. again, check EC)
• Upon arrival documents: less urgent but important

• Always click “Save changes” whenever you make any changes or upload
your CoD
 FAQs
• What is liability/malpractice insurance?
it’s a liability insurance that covers any damage/loss caused by the student
during their clerkship. This insurance may be obtained from host university/local
committee upon arrival or there are some local travel agencies that provide it.

• I’ve tried to upload the documents but it didn’t work

please check again the format of the documents that can be uploaded on the
database, which mostly are: .docx, .pdf, .jpg, .jpeg., png
if it’s still not working and you’re using safari, please tryanother browser
(firefox or chrome)
 FAQs
• Where can I get recommendation letter?
Recommendation letter is usually issued by the dean of the faculty. however, each
university may be vary. Please refer to your LEO regarding this.

• Check your EC because sometimes they provide a format in a link that you may
access the documents needed, If it isn’t there, contact the LEO

• How if my documents not ready yet?

Ask your LEO to make a postponement request for uploading the documents while
you have to complete all the unready stuff. So you can still send your AF on time.
SEND YOUR AF ASAP
You Shoul Send Your AF with the complete Standard Docs 4 MONTHS BEFORE YOUR
EXPECTED DATE OF EXCHANGE

For those who wants to go in Summer Months (July-August), it is better for you to save
spot in the Hosting NMO if you send the AF 6 MONTHS BEFORE YOUR EXPECTED
DATE OF EXCHANGE or the capacity will be full and your AF is returned.

Any late AF may be returned by the Hosting NMO or the city may not be the same as you
required, either the department, and it is not in SCOPE CIMSA responsibility.
CARD OF ACCEPTANCE
The document you receive at least 8 weeks before the start of
your Exchange program with all your acceptance details
(including city, hospital, department, etc.)

A countdown for
your CA
 at the cost of hosting
association’ means that you
don’t have to pay again for the
boarding and lodging

if you have any, ANY, questions, hesitancy, or

problems related to your placement (including
invitation letter, visa issues, documents, etc.) and
your upon arrival thingy you can always ask your
contact person (pick up, correct adress of your
lodging and the university, transportation)
Please always take a look at the notes sent either by hosting LEO or NEO. keep in mind that there is no
guarantee that you will be placed exactly in the department as stated in the CA. Our work is related to
the hospital where things are sometimes can be beyond our control. however, if there is any change, the
respective local committee will inform you as soon as possible :)
 INVITATION LETTER

Official invitation document signed

and stamped by the national Exchange
officer of your hosting country. It can
help you with issuing the visa.
This document will appear
automatically once you have received
your CA.
if the IL is still unaccessible after
CA is received, please contact your
LEO AS SOON AS POSSIBLE to
avoid any visa issue.
 CARD OF CONFIRMATION
The form you send directly to your hosting
Local committee to inform them with your
arrival details. It should be filled at least 4
weeks before the start date of your Exchange
program.
• Sending CC may seem trivial but some LCs
can be very strict about it. For example, if
you do not send your CC on time, your
exchange will be cancelled. That is because
they have to settle everything, either your
accommodation, placement in the hospital,
or so on. That’s why it is important to
confirm your arrival.
CARD OF CONFIRMATION
Components
• Exchange contract information
• Personal student information
• Acceptance details
• Arrival details
• Other (Diet/allergies)
• Emergency contact
• Insurance information
• Other comments
DOCUMENTS FOR
EXCHANGE (after finishing Exchange)
Evaluation Form

Certificate
EVALUATION FORM
The form you should fill after you complete your Exchange
program in order to evaluate the experience offered by your
hosting local committee. You can only fill in this form after
you complete at least 3 weeks of your Exchange program.
EVALUATION FORM
Sections
• General information • Feedback to the local committee
• Outgoing selection • After the Exchange
• Cultural understanding
• Contact to the hosting
country • Co-operation amongst medical
students and other health
• Medical internship professionals
• Lodging & Boarding • Knowledge
• Social program • Accreditation and Recognition
of Exchanges
• Overall evaluation
➤ Students should complete the Evaluation Form when it becomes
available during the final week of their clerkship.
➤ An exchange can only be considered as completed if the evaluation
form is filled.
➤ Please contact your hosting LEO if the Evaluation Form remains
unavailable in the end of your clerkship.
CERTIFICATE
COMMUNICATION
GUIDELINE
ExPlore PAGES
A page which provides detailed information about Exchange
program and facilities offered by each National Member
Organization and its Local committee.
ExPlore PAGES
ExPlore PAGES
ExPlore PAGES
ExPlore PAGES
ExPlore PAGES
ExPlore PAGES
ExPlore PAGES
ANY QUESTION?
ICE BREAKING
TO-DO LIST BEFORE YOUR
DEPARTURE
• Reach the Contact Person from your hosting country and ask about the
lodging, pocket money, hospital name and location, the supervisor of
the department, and social program
• Prepare your personal needs (immunization, health and travel
insurance, and protection devices that should be brought)
TO-DO LIST DURING YOUR
EXCHANGE PERIOD
Upon arrival
• Reach your Contact Person
• Ensure the lodging
• Ask your Contact Person for the contact of your supervisor
• Ask your Contact Person to introduce you to your supervisor
• Join the Upon Arrival Training conducted by your hosting Local
Committee
UPON ARRIVAL TRAINING

A training held by some Local Committees, where

Outgoings get an introduction about the exchange
program, healthcare system in the hosting NMO,
social determinants affecting health and ethical
considerations they should be aware of.
Outgoings may be requested to present the healthcare
system at their home country and discuss it with other
Outgoings.
TO-DO LIST DURING YOUR
EXCHANGE PERIOD
During your internship
• Academic Quality
• Certificate
ACADEMIC QUALITY

To assure the highest teaching standards, strong

educational outcomes, and established learning
objectives.
Device -> Student Handbook, which contains :
• Learning objectives
• Confirm attendance
• Evaluate student performance
• Evaluate department/program
• Departments Checklists
 CERTIFICATE
Criteria to get the SCOPE certificate :
• Attend at least 80% of the clerkship duration
• Fulfill the requirements listed in the Exchange Conditions
• Fill out Evaluation Form
• Fill out the required parts of the Student’s handbook

If you have any further issue regarding certificate, please contact

• your hosting LEO first. If the problem remains unsolved, you can always contact your sending LEO.

Ask your LEO for the STAMP on the ‘Sending NEO’ part by submitting your AQ to thr LEO
After a month full of excitement of exchange, won’t you share you experience?

DON’T FORGET TO SUBMIT YOUR EXCHANGE ARTICLE TO YOUR LEO,

WITH THE BEST DOCUMENTATION THAT YOU HAD

• Have the chance to be posted in our trianually magazine, PERISCOPE

and get our merchandise!
Additional Materials:
GLOBAL HEALTH WITHIN
EXCHANGES

An area for study, research, and practice that places a priority on

improving health and achieving equity in health for all people
worldwide.

THEME : The social determinants of health

GLOBAL HEALTH WITHIN
EXCHANGES
How to enhance your Global Health understanding
during exchange period :
• Explore variation in healthcare system between
your destination country and hometown
• Observe the population
• Meet and discuss with different people who work in
health carreer
GLOBAL HEALTH WITHIN
EXCHANGES
How to enhance your Global Health understanding
during exchange period :
• Meet and discuss with other exchange students from
different countries
• Learn the rights, duties, capabilities, and limits
physicians and medical students have
• Join public health conferences and activities
CULTURAL AWARENESS

• Research your hosting country’s concept of culture

and the relationship of culture with health
• Approach cultural differences in your hosting
country, and practice it in your daily life
• Politely but firmly decline invitation to participate
in harmful practices
ETHICAL CONSIDERATIONS

Outgoings must adhere to the medical ethical standards that are enshrined in
the International Code of Ethics of the World Medical Association (WMA)

Access through :
https://www.wma.net/policies-post/wma-international-code-of-medical-ethi
cs/

1. Respect of Autonomy
2. Beneficence
3. Justice
COMMUNICATION

Try to learn aspects of the language spoken by

patients and health professionals in your exchange
area.
ANY QUESTION?
THANK YOU and GET READY FOR
AN AMAZING JOURNEY AHEAD!
References:
• IFMSA DATABASE 101, 2015-2016 (Sefrina Trisadi)
• PDT Manual 2016-2017 (Husnul Muthiah)
• Pre exchange Booklet IFMSA