CMSA Meeting Minutes - Aug 26, 2024
Mon Aug 26, 2024
Present: Khushi, Lexyn, Shiva, Maharshi, Rafael, Kerry, Genevieve, Andrea, Maren, Teresa, Jennifer
Absent:
Regrets: Alam
Minutes
Updates
VP Communication - Lexyn
VP Academics - Alam, Shiva
VP Finance - Jennifer
VP Events - Anesa
Multiculturalism in Medicine Showcase planning underway. Currently reaching out to community partners and sponsorships. Secured $1000 in funding from RBC. Event has been postponed to November 29, 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 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
Meet the CMSA - August 1
Stethoscope Ceremony - August 11
DLRI BBQ & Med Olympics - August 16
Med Gala - August 24
Upcoming Events:
Amazing Race & Naming Ceremony - September 5
Stethoscope Ceremony was incredibly successful! Close to 1000 people in attendance. Positive feedback from staff, speakers, family members, and students.
Speakers: 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. Sold 274 tickets. Raised close to $15,000 for grad!!!
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.
Malpractice Mixer event tentatively scheduled for October 19. Reached out to Law Society and Vet Med to collaborate again this year. Currently in communication to organize the logistics.
VP Global Health - Genevieve
Upcoming Events:
IFMSA Exchanges
Julia (Local Exchange Officer, GH Portfolio) and I met with Tania (Program Coordinator, UME) Aug 21 to discuss allowing UofC medical students to participate in IFMSA Exchanges.
We received the go ahead from Dr. Busche!
We will be scheduling a lunchtime information session for our class the first or second week of September.
Global Health Week
Dates confirmed for the week of October 28th-November 1st
3-4 lunchtime/evening sessions (MSF panel (GHC collaboration), GH in Canada & Locum Opportunities, Rebuilding Healthcare in Rwanda (Partners in Health collaboration (?), Abortion Training Skills Night (?), “Patient Centered Care” across different cultures (?))
VP External (Provincial) - Maren
AMA
Submitted all names for Fall RF Forum
CPSA
No current updates until next meeting Sept 10th
CMA
Open call for student nominations to the following awards:
Award for Young Leaders - Award for Young Leaders Terms of Reference | CMA
Dr. Brian Brodie Organizational Leadership Development Award - Dr. Brian Brodie Organizational Leadership Development Award Terms of Reference | CMA
Dr. Ashok Muzumdar Memorial Award for Physicians with Disabilities (including medical learners) - Dr. Ashok Muzumdar Memorial Award for Physicians with Disabilities (including medical learners) Terms of Reference | CMA
CMSA
Meet and Greet August 1st
Elections: Met with candidates for VP External Prov August 1st -9th
Met with Student Union Rep August 12th with VP National and President. Future follow up on an integrated mentorship program. Highlighted provincial advocacy goals the SU could support.
CMSA Election Speeches - August 12th
VP External (National) - Maharshi
VP SAW - Khushi
VP EDI - Kerry
Worked with the co-VP Events on the Stethoscope Ceremony, which as they have said, went extremely well
Reached out to and communicated with the speakers, which included Dr. Pam Roach, Grandmother Doreen, Dr. Todd Anderson, Dr. Carolyn Hutchison, Dr. Amy Gausvik, Dr. Theresa Wu, and Dr. Patrick Lee
Organized ASL interpreters for the event
Wrote a “Welcome to the Profession” Oath and the MC script
Participated in getting gifts and Protocol items for the speakers
Reached out to various cultural associations, community organizations, law organizations, and members of the medical community for the Multiculturalism in Medicine Showcase
Working with Dr. Chu to improve the event
Started stocking free menstrual products in the washrooms with SAW
Shoutout to Rayyan, Heshini, Destiny, and Rosie for all their amazing work on it
Getting applications for VP EDI and Admissions File Reviewers ready
Met with multiple people to discuss the role and responsibilities
Working with the Global Health Advocate, Priyanka, to run some anti-racism workshops
President - Rafael
CMSA Meet & Greet - August 1, 2024
Attended Meet & Greet to discuss President’s position, answer questions about the role, the CMSA, elections, etc.
Muslim Medical Association Canada (MMAC) BBQ - August 1, 2024
Attended BBQ event to meet first-year students and support the MMAC group.
Meeting with Presidential Candidate - August 1-9, 2024
Met on numerous occasions with a first-year Presidential candidate to discuss platform ideas and answer questions about the Presidential role
“CFMS Welcome Letter Class of 2027” from Canadian Federation of Medical Students (CFMS) President Samuel Alatorre - August 2, 2024
Received a welcome letter for the CFMS, forwarded the attachment to VP External National M. Gandhi
Patagonia Class Merchandise Sale Finalization - August 4, 2024
Finalized and launched the Patagonia class merchandise sale with Fairware
Patagonia Class Merchandise Sale Questions - August 5-9, 2024
Answered student questions related to the Patagonia sale (i.e., sizing concerns, personalization inquiries, product exchanges, etc.)
Class President’s Meeting - August 6, 2024
Discussed CMSA updates surrounding incoming Patagonia merchandise to the UME Office and the timeline for the first-year CMSA elections
Discussed UME updates regarding concerns about the underuse of the Professionalism Committee, questions about OSCE comments, updates on the mistreatment policies, UpToDate funding, competency committee student concerns, and first-year shadowing restrictions
Meeting with VP Academic Candidate - August 7, 2024
Met with a VP Academic candidate to discuss platform ideas and answer questions about the VP Academic role and the general CMSA
Rock Your Locks Event - August 8, 2024
Shaved my head for the Kids Cancer Care Foundation of Alberta's “Rock Your Locks” event after raising over $2,300
Meeting with Students’ Union (SU) Representative - August 12, 2024
Met with SU Faculty Representative Hannah Kim alongside VP External National M. Gandhi and VP External Provincial M. Kimura to discuss general concerns within the medical student body and how the SU can collaborate with the CMSA on advocacy goals
CMSA Speech Night - August 12, 2024
Attended the candidate speech night and asked pre-prepared questions for the Presidential candidates
Patagonia Class Merchandise Sale Adjustments - August 13, 2024
Made adjustments to the Patagonia orders as requested by Fairware (i.e., fixing errors in the personalizations)
Discussion with Indigenous Health Representative K. Dyson - August 13, 2024
Responded to communication from Indigenous Health Representative K. Dyson regarding updates to the position description before the upcoming non-executive elections
Coordinating Future Meetings with the Cumming School of Medicine (CSM) Executive Leadership Team - August 17, 2024
Contacted Administrative Assistant to Senior Associate Dean of Education Jennifer Tucker to coordinate future meetings between CMSA and CSM Executive Leadership Team
Ophthalmology Notes to the Class - August 17, 2024
Received ophthalmology lecture notes from a third-year student, was asked to distribute them to our class, uploaded the slides onto the class Google Drive and notified the class group chat
Calgary Bio Challenge Keynote Speech - August 17, 2024
Gave keynote speech at the Calgary Bio Challenge Event at the Calgary Central Library, answered questions about medical school and general university experience
Updates about Accreditation - August 17, 2024
Responded to communication from Dr. Marcy Mintz regarding the distribution of the Independent Student Analysis (ISA) and the Class of 2026 Pre-Accreditation Report, as well as asking for feedback on the weekly accreditation updates through email
Inquired about student interest in participating in the upcoming Accreditation talks in October and December, was told to re-visit recruitment closer to October
Dissemination of Accreditation Documents to the Class - August 17, 2024
Forwarded ISA and Pre-Accreditation Reports to VP Communications L. Iliscupidez for distribution to the Class of 2026 and 2027 in preparation for the upcoming Accreditation visits
Lunks x Baby Animals CMSA Executive Group Chats - August 19, 2024
Created a joint group chat between the Class of 2026 and 2027 CMSA Executive Councils
Created a joint group chat between the first-year representatives travelling to CFMS AGM in Moncton to coordinate flight bookings
Created a joint group chat between the representatives travelling to the Western Dean’s Meeting Winnipeg to coordinate bookings (i.e., flights and hotels)
UME Flight Bookings - August 20, 2024
Met with UME Senior Manager Shannon Leskosky to book the flights to Winnipeg for the Western Dean’s meeting alongside the corresponding representatives
Patagonia Sales Order Approval - August 20, 2024
Finalized adjustments (i.e., errors in personalization) and approved the final order for the Patagonia sale through Fairware
Canadian Association of Latin Medical Students (CALMS) Presentation at AGM - August 20, 2024
Received communication regarding presenting information about CALMS at CFMS AGM from CALMS President Pablo Gonzalez and CFMS President Samuel Alatorre
CMSA Social Night - August 21, 2024
Attended dinner with fellow executive council representatives for overdue team bonding event
AMBOSS Workshop Scheduled - August 21, 2024
Finalized AMBOSS lunch-hour workshop alongside VP Communications L. Iliscupidez for September 5th in the Cal Wenzel Precision Health Building Room 2e23 at 12:30pm
Introductory Accreditation Email to Dr. Mintz - August 21, 2024
Introduced Dr. Marcy Mintz to the newly elected first-year President (Carolyn Horwood) and VP Academics (Marissa Hsu and Adibba Adel)
Asked about the potential of re-opening the Pre-Accreditation Survey to the Class of 2026 and running another Pre-Accreditation Survey for the Class of 2027—was told that we can run our own survey if we wish, but the official deadline to submit documentation to CACMS was in July, so we will have to coordinate these surveys on our own and present them at the accreditation talks
Longitudinal Integrated Clerkship Panel Event Promotion - August 21, 2024
Forwarded communication from CFMS Western Regional Director Henry Tran surrounding a panel event discussing Longitudinal Integrated Clerkships to VP Communications L. Iliscupidez
SU ClubHub Training - August 22, 2024
Attended ClubHub101 training with VP Communications L. Iliscupidez and VP Finance J. Wytsma, paid the $60 club insurance fee, and re-established the CMSA’s SU club status
Met(d) Gala - August 24, 2024
Attended the Med Gala event
CFMS Western Round Table (WRT) Meeting #1 - August 25, 2024
Discussed general updates at UCalgary with the other Western medical schools (UBC, UAlberta, USask, UManitoba) and the CFMS Western Regional Directors (Henry Tran and Mimi Moustapha)
Discussed logistics for the Western Dean’s meeting and allocating representatives for the roundtable discussions, ideas for a potential Western Canada Medical Students Conference, and set up a communication channel for the members of the WRT
Meeting with the President of the Society of Law Students - August 26, 2024
Coordinated an introductory meeting with the President of the Society of Law Students Thomas Nguyen to chat about potential future collaborations and event ideas, scheduled for August 27, 2024
Agenda
Previous Meeting Minutes Approval
2 minutes–Lexyn
Mover: Genevieve
Seconder: Rafael
Class Merch Sale?
10 minutes–Andrea
Approached by Janeen with an idea to customize some “medical apparel” for the class. Company is called LubDub and sells t-shirts, sweaters, scrubs, etc.
Can have a custom logo - idea is a Lunkarya with a stethoscope
Organize a large class sale. With Patagonia and Jerseys, understand if there is buyer fatigue
Potential idea - custom apparel for clerkship send off gift (happens every year)
Transition Items!!
10 minutes–Lexyn
Transition documents → New ones? Edit old docs?
Update non-exec elections manual
Make sure all names are updated under your portfolio: https://www.calgarymsa.com/portfolios
Ensure all roles are listed and descriptions are accurate - if unsure please reach out to the respective non-exec
Constitution
10 minutes–Lexyn
Please review the constitution:
ARTICLE VI - Individual Duties for Each Executive Position
They should match our Exec manual descriptions
Appendix A: Associates of the CMSA Executives
They should match the roles in the non-exec elections manual
Our copy we can edit - https://docs.google.com/document/d/11SoUN2lKsDkBhxvt_imDjIKGelNH7zuu/edit?usp=sharing&ouid=111257896832219558263&rtpof=true&sd=true
Should the first year council be allowed to vote?
Professionalism committee needs to be under EDI, not president
Anything else that needs to be changed?
Process for amendment:
Amendments to the following shall be deemed excused from requiring a General Meeting or Referendum for approval:
Editorial changes – grammar, spelling, organization
Definitions
Article VI – Individual Duties for each Executive Position
Article XIII - Finance
Appendices A & B
Article XVI - Statement Policy
SU Club Status Restored
10 minutes–Rafael
We have re-gained SU Club status for the CMSA, this comes with a few perks:
Subsidized club insurance for events ($60/year - paid)
Discounted pricing for booking rooms/venues on Main Campus
SU funding for events
Waivers for events
ClubHub perks (apparently we can collect RSVPs + waivers on here)
Next steps: meeting with VP Events (1st and 2nd year) to discuss ClubHub logistics + planning the ClubHub transition for the first-year council
GH Week & IFMSA Exchanges Updates
5 minutes–Gen
Dr. Busche has given us the go-ahead to participate in IFMSA Exchanges!
We will be hosting an information session for the Class of 2026 the first or second week of September with applications and logistics details (timeline, costs, available countries, etc.) so that students have time to consider this in their electives planning.
Global Health Week Confirmed for the week of October 28-November 1, 2024
3-4 lunchtime/evening session - see Meeting Minutes for details.
Q2
2 minutes–Lexyn
PLEASE DO ASAP
CMSA Merch
5 minutes–Lexyn
Cost $57.27
No subsidization
Position only on arm
VP EDI Process and Admissions File Reviewers
5 minutes–Kerry
Applications will be open for a week and a half, then selection will be open for another week and a half
Action Items
Update all transition docs
Non-exec manual
Respective constitution sections
Other constitution changes
Statement policy - address with baby animal class
Conflict of interest for clubs funding
Year end town hall
Academic budget for food
Merch?