CMSA Meeting Minutes - Jul 31, 2024

Nov 20

Written By Shima Afhami

Wed July 31, 2024

Present: Alam, Shiva, Lexyn, Khushi, Genevieve, Maren, Maharshi, Rafael, Kerry, Andrea, Teresa

Absent:

Regrets: Jennifer

Minutes

Updates

VP Communication - Lexyn

VP Academics - Alam, Shiva

Meeting with students who did not progress to Block 3

Advocating for clearer guidelines regarding a leave of absence
More transparency about the rights that students are entitled to when meeting with the UME (example: students are able to bring a third party SAW representative with them to meetings, students have the opportunity to go to SARC and appeal an outcome if they would like to, students will receive meeting minutes after discussions with the UME and have the chance to review/approve them to confirm information is accurate, etc.)

Communication with Dr. Bromley about competency committee

Provided list of questions to address to the student body about what criteria are evaluated when determining the competency of a student, including more transparency from the UME going forward about the ways that a student could be affected by performance deficiencies

Meeting with Dr. Bass

Had introductory meeting to discuss the format of Block 3, with many concepts grouped together in “chunks” that allow students to consolidate information over the course of weeks, aimed at improving learning and maximizing retention of information
Opportunities to host optional sessions to address topics that are not covered in Block 3 and/or were not covered sufficiently in Blocks 1 and 2 to student satisfaction, although this is in progress and contingent on the voluntary contribution and availability of UME preceptors (particularly in the specialties that students want more teaching in)
Attendance at Western Dean’s Conference in Winnipeg (October 2024) - Shiva Ivaturi
Attendance at CFMS Spring AGM in Moncton (September 2024) - Alam Randhawa

VP Finance - Jennifer

VP Events - Anesa

Hosted Unit 7 post-exam celebration “Grill & Chill”. Very successful event with lots of attendance and $398 raised for graduation
Hosted Unit 8 post-exam celebration “Sweet Treats” in the Med Lounge
Multiculturalism in Medicine Showcase planning underway. Currently reaching out to community partners and sponsorships. Secured $1000 in funding from RBC. Event has an official date of September 27, 2024.
Baby Animals Orientation

Continuously updating communication channels - Baby Animals FB page and Orientation IG
Working with Orientation director to prepare all student-run orientation documents and events
Working with VP SAW to coordinate Upper-Year Buddy Program
Working with Athletics director to plan Med Olympics and Amazing Race
Currently electing new Baby Animal name for the Class of 2027
Coordinated the sign up of Lunkarya volunteers at orientation events (42 volunteers!)
Events completed so far

Zoom Q&A Session - June 27
First Day Chill - July 3
Baby Animal Mixer - July 5
Clubs Fair - July 25
Orientation Hike - July 28
Lunkies Buddy Lunch - July 31

Events upcoming:

DLRI BBQ & Med Olympics - August 16 (Rescheduled due to poor air quality conditions)
Amazing Race & Naming Ceremony - September 5

Stethoscope Ceremony happening on August 11, 2024. Working very closely with VP EDI to complete the planning.

Speakers confirmed: Dr. Pam Roach, Grandmother Dorreen, Dr. Todd Anderson, Dr. Carolyn Hutchison, Dr. Amy Gausvik, Dr. Theresa Wu, Dr. Patrick Lee
Some additions to the ceremony this year:

Beverage and snack concession stand for guests to purchase
Photo booth!
ASL interpreters for Deaf guests attending the ceremony
Reciting a “Welcome to the Profession” Oath

Med Gala happening on August 24, 2024. Sign up is underway (60% sold out). Working with Social Directors to finalize the details.
Working on planning a Unit 9 post-exam celebration. Beach Volleyball day with tournament as well as social aspect with food, drinks, and lawn games.

VP Global Health - Genevieve

Met with Dr. Gausvik July 25th to discuss planning for Global Health Week in Fall 2024

Tentative dates October 14th-17th (3-4 evening and lunchtime events)

VP External (Provincial) - Maren

CPSA

Council Meeting 2 - May 30-31

To comment on student opinions on alternate residency pathways to address shortage of generalists in medicine.

Eg. Mandated 1 year of generalist rotation before choosing speciality in year 2 of residency.

Council Meeting 3 - Sept 11-13th

To present land acknowledgement on behalf of student learners
Agenda TBD

AMA

Representative Forum (RF) in Calgary - September 25th

To plan meet and greet dinner with UofA reps
To plan meet and greet with current AMA President

External Funding Committee

Met for round 2 funding - July 13th

Provided $150 to each of 10 applicants from round 2 of Lunkarya funding. Average submitted expenses were $1220.

Currently we already have 12 applications for round 3 funding which does not end until August.

To consider supplementing funds with CPSA stipend money from council attendance
CMSA members will likely be limited from receiving funds this next round due to lack of funding - important note for CFMS AGM expenses.

Other

Clubs Fair/Advocacy Symposium - July 25th

Advocacy Roadmap: https://drive.google.com/file/d/1Rv0U5LQ0WtFTGUIAjv0jwQRxf2falj5K/view?usp=sharing
Attended by 7 external organizations (TD, Scotiabank, RBC, ADIUM, AMA, PSFP, ACFP ), 4 internal ground (SAW, DLRI, UCLIC, ILGH), and 42 student clubs/interest groups
Need to update transition documents for next year to make roles more clear across all collaborating portfolios (externals, finance, global, SAW, events).
Received $_______ in sponsors, DLRI/UCLIC covered food expenses
Provided $30 per student group to reimburse costs for table design/poster creation

ideas on how to best store some of the materials for continued use each year?

Municipal Day of Action - October

Received $1000 in supplementary funding from AMA SIGs
Initial planning meeting with GAAC (V. Moosa) scheduled for next week. Event to be hosted in October.

VP External (National) - Maharshi

Clubs Fair/Advocacy Symposium and External Funding Committee (see above)
CFMS VP External Meetings will start in August/September
Western Regional Director will come to give an Intro to CFMS in Aug/Sept

VP SAW - Khushi

VP EDI - Kerry

Worked on Stethoscope Ceremony

Including but not limited to communicating with the speakers, writing the script and speech, setting up ASL interpretation, etc

Worked on Multiculturalism in Medicine event, lots of emails and coordinating emails to be sent out
Setting up menstrual product distribution
Organized and held the Trans Health Screening

Went really well!

Met with Dr. Gausvik to discuss new ideas
Helped with the Healing Together Powwow
Helped with Clubs Fair

President - Rafael

Meeting with Baby Animal - May 28, 2024

Met with a first-year medical student interested in learning about the CMSA

AMBOSS Merch - May 29, 2024

Coordinated incoming AMBOSS merch for the first-year students with VP Communications L. Iliscupidez and UME

Meeting with Canadian Association of Latin Medical Students (CALMS) - June 2, 2024

Met with other members of CALMS to revise and update the constitution before ratification

Canadian Federation of Medical Students (CFMS) Marking: Governance/ President's Portfolio - June 2, 2024

Evaluated applications for positions in the Governance and President’s Portfolios

Class President’s Meeting - June 4, 2024

Discussed updates regarding the clerkship lottery timeline (occurring in August), the upcoming changes between CaRMS and the Match process starting in 2027, issues regarding attendance at large group sessions, and questions surrounding the Student Professionalism Committee.

Accreditation Steering Committee - June 7, 2024

Discussed updates for the Accreditation process, as well as the Pre-Accreditation Survey and Report for the Class of 2026

Meeting with Dr. Todd Anderson, Dr. Beverly Adams, and Dr. Lisa Welikovitch - June 13, 2024

Discussed updates regarding the upcoming changes between CaRMS and the Match process starting in 2027, potential joint UpToDate funding between UME and PGME, and upcoming meeting with other student groups at CSM

Upper Year Buddy Matches - June 24, 2024

Recevied notification of first-year mentees for the mentorship program

CMSA Welcome Podcast - July 2, 2024

Sent a welcome podcast to the UME to distribute to the incoming first-year class

Meeting with Baby Animal - July 3, 2024

Met with a first-year medical student interested in learning about the CMSA

Inquiry about UpToDate funding - July 4, 2024

Contacted UME to locate UpToDate agreement/contract details

Class of 2026 Pre-Accredation Report - July 4, 2024

Submitted the Pre-Accreditation Report with the results of the pre-accreditation survey and recommendations to the Accreditation Steering Committee

Contact with Students’ Union (SU) Representatives - July 14, 2024

Was contacted by the new SU Cumming School of Medicine representatives Ali Beg and Hannah Kim regarding issues affecting medical students. Copied VP External Provincial M. Kimura and VP External National M. Gandhi onto email.

Feedback on Class of 2026 Pre-Accredation Report - July 15, 2024

Was contacted regarding collecting class feedback on the Pre-Accreditation Report, delegated task to VP Academic S. Ivaturi due to being on vacation

Contacted by Samaritan’s Purse Canada - July 18, 2024

Was contacted by International Disaster Response Director Katrina Annunziello regarding setting up a presentation and a facility tour for medical students to learn more about their organization. Awaiting further response.

Invitation to Calgary Bio Challange - July 20, 2024

Contacted to participate as a keynote speaker for the Calgary Bio Challenge on August 17th

CFMS Annual General Meeting (AGM) Bookings - July 23, 2024

Visited UME Office to pay for flights, hotel, and registration for the upcoming 2024 CFMS AGM in Moncton, New Brunswick. Flight bookings for the three incoming first-year representatives are still pending.

Meeting with VP Communications L. Iliscupidez - July 23, 2024

Discussed upcoming CMSA elections timeline for the Class of 2027, updates to the elections manual, and updates to the consitution

Updates on UpToDate Funding - July 23, 2024

Contacted Senior Associate Dean of Education Dr. Lisa Welikovitch regarding updates on discussions for a joint UME-PGME subscription to UpToDate. Further discussions are pending.

Students’ Union (SU) Clubs Traning Sign-Up - July 24, 2024

Registed for ClubHub101 training on August 22 alongside VP Communications L. Iliscupidez and VP Finance J. Wytsma as part of the club re-registration process

Canadian Medical Hall of Fame - Discovery Days Workshop - July 25, 2024

Was contact by Program Manager Juliana Aguero regarding re-running an “Intro to Procedural Skills” workshop for visiting high school students in October. Copied fellow classmate Rayna Sharma and PGY-1 family medicine resident Alice Ko to assist

Clubs Fair - July 25, 2024

Helped with distributing food and promoting the CMSA booth, answered general questions about the CMSA and the role of the President

Outreach for Multiculturalism in Medicine Showcase event - July 25, 2024

Contacted several community organizations to participcate in the upcoming Multiculturalism in Medicine Showcase on September 27th (Argentinian Canadian Association of Calgary, Brazilian Community Association of Alberta, Asociacion De Mujeres Latino Americanas, Venezuelan Canadian Association of Calgary, the Hispanic Arts Society, Aucamapu Chilean Folk Society)

Meeting with VP Events A. Soumbasis & T. Nguyen-Pham and VP Finance J. Wystma - July 29, 2024

Discussed the funding process for representatives to travel to conferences such as the CFMS AGM/SGM

Meeting with VP External Provincial M. Kimura and VP External National M. Gandhi - July 29, 2024

Briefly discussed potential funding plan for bringing representatives to Moncton for the 2024 CFMS AGM

Coordinating Patagonia sale - Ongoing

Currently working with Fairware to run upcoming Patagonia sale in the coming weeks

Coordinating in-person AMBOSS workshop - Ongoing

Currently working with VP Communications L. Iliscupidez to book a room for an in-person AMBOSS workshop on September 5th

Agenda

Previous Meeting Minutes Approval

2 minutes–Lexyn

Mover: Rafael

Seconder: Maren

2 minutes–Lexyn

https://docs.google.com/document/d/1Hn-6oltYHJuka4Fvi2kutXtRvc9X5kkn/edit?usp=sharing&ouid=111257896832219558263&rtpof=true&sd=true
Pls do this by mid August thank you!

Transitions

5 minutes–Lexyn

Everyone needs to review the constitution before we go: please review ARTICLE VI - Individual Duties for Each Executive Position
Did everyone get a transition doc when they onboarded? Should we make new ones? Edit old docs?
Update non-exec elections manual

Clubs Fair - for transition documents

5 minutes–Maren

Can we adjust role descriptions for clubs fair since it landed under multiple portfolios which created some confusion this year?
Externals and Global Health
VP events and director of orientation are more supportive

CMSA Elections

10 minutes–Lexyn & Rafael

New elections officer will be appointed tomorrow, Thurs Aug 1
Tentative Elections timeline - let us know what you think

Thursday Aug 1

Meet the CMSA - PLEASE FINISH YOUR SLIDE!!!!!!!!
PLEASE INTRODUCE THE PERSON AFTER YOU!

Friday Aug 2

Nominations OPEN

Friday Aug 9

Nominations CLOSE

Monday Aug 12

Speeches

Tuesday Aug 13

Osler Voting OPENS

Sunday Aug 18

Osler Voting CLOSES at 6pm

Monday Aug 19

Notify winners to accept position

Tuesday Aug 20

Results announced (as soon as all position are confirmed)

** BABY ANIMALS FIRST CARDS EXAM IS FRIDAY AUG 23

Update your section of the Exec elections manual: https://docs.google.com/document/d/1Okxq6lf0xVNSnnPH3Gl25yzYcN9axt92/edit

Merch!

5 minutes–Lexyn

I need input pls!
Should we do sweaters? Crewnecks?
Printed vs embroidery?
https://www.budgetpromotion.ca/?gad_source=1&gclid=Cj0KCQjwtZK1BhDuARIsAAy2Vzt-WQqOrS4OGkp2iYcDiY1E93shvssjgbufjIamXTNICHObXiEyeAgaAtSxEALw_wcB
What will the cost look like?

I can subsidize the cost!!

Last name on the sleeve

General Updates

5 minutes - Rafael (President)

Patagonia - Was supposed to open the shop this week, but the colours were not the ones I requested (only black) and they did not do the automated credit card payment option
UpToDate - Waiting to hear back from Dr. Welikovitch on whether UME and PGME will collaborate on an institutional subscription. Otherwise, we need to decide what our plan will be if the deal falls through
New SU Faculty of Medicine reps - Our new SU reps are excited to meet us and talk about how they can collaborate with us in the upcoming months. We should try to set up a meeting with them (in-person or virtual) in the coming weeks
SU Club Status - Lexyn, Jennifer, and I are going to complete our ClubHub training on Aug 22 to get SU club status reinstated. After that, we should be able to get a ton of nice perks (event insurance, event funding, locker storage at Main Campus, etc.)

CFMS AGM

10 minutes - Maharshi & Maren (Externals)

We have funding allocated in our budget to cover positions affiliated with CFMS as well as those with roundtable discussions during the AGM (VP National Jr. and Senior, Provincial, EDI, Global). UME to cover President, Academic x1, and SAW.
If we could expand CMSA attendance to other positions who have not yet been able to attend would people be comfortable 1. splitting a smaller cost among all attendees out of pocket (~$150)? 2. Sharing accommodations? 3. Food reimbursement cost cap at $100.
Need to decide on final attendance before August 5th so we can book group flights for travel equity funding from CFMS

CMSA Bonding

5 minutes–Anesa

Rafting & lunch @ Lexyn’s
Can we PLEASE find a date ❤️

Aug 9

Pitching Met(d) Gala!

2 minutes–Anesa

We would LOVE for you guys to come!
“bet” - raf

Locker access