CMSA Meeting Minutes - Oct 2, 2024
Wednesday Oct 2, 2024 1230-130pm
Present: Lexyn, Genevieve, Maren, Alam, Andrea, Marissa, Adibba, Sanam, Michael, Khushi, Jonah, Jake, Rafael, Carolyn, Olly, Yekta, Debbie, Teresa, Jennifer
Absent: Michelle, Maharshi, Shiva, Ryan
Regrets: Kerry
Lunks x Potoos Minutes
Updates
VP Communication - Lexyn
VP Academics - Alam, Shiva
Clerkship Exam
The modified form of clerkship exam was passed for a 2 year trial at the CC, SEC, UMEC.
There will be 3 exams that take place in clerkship that cover content from all specialties. The first exam is formative. Students will be expected to pass either the second or third exam.
CFMS Academic Roundtable
Attended by Alam and Shiva in Moncton.
CFMS Western Dean Roundtable
Scheduled for online meetings and will take place in Winnipeg.
VP Finance - Jennifer
VP Events - Anesa
Baby Animals Orientation
Continuously updated communication channels - Baby Animals FB page and Orientation IG
yycmedorientation27→ uofcmedpotoo27 officially handed over to co2027 VP Comms Ryan Dion
Worked with Athletics director to plan Amazing Race
Completed voting for new Baby Animal name for the Class of 2027
Final orientation event completed:
Amazing Race & Naming Ceremony - September 5
Unit 9 Post-Exam Celebration - September 13th
Hosted a casual beach volleyball evening at Cowboys Park. Included Bar Burrito catering, snacks, beverages, and lawn games.
Coordinating with Jersey Representative (Julia Zebak) to print award recipient nicknames on jerseys
Malpractice Mixer - October 19th
Collaborating with faculties of Law, Vet, and Physician Assistants
Hosting at the Big 4 Roadhouse. Event is SOLD OUT with 732 attendees.
Faculty Appreciation - December 6th
Several meetings with UME to discuss the logistics and planning of Faculty Appreciation lunch
Released a nomination form to the co2026 for preceptor and staff award selection
Officially obtained ClubHub booking coordinator status. Starting to submit large scale events to SU for approval, and using the SU insurance policies.
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.
Attended CFMS AGM in Moncton - September 21-22
Attended the Wellness Roundtable
Had multiple discussions with Students Affairs Director and Western Regional Directors regarding VP Events representation within CFMS and at the national level
Creation of an Events roundtable at future CFMS conferences is in discussion
Clerkship send-off - December 3
Beginning to plan clerkship send-off event for Lunkies
Ordered FREE crewnecks for all Lunkarya students as a clerkship gift
Transitioned Potoo VP Events into their role
Handed over access to VP Events gmail and google drive
Discussed management of CMSA budget
VP Global Health - Genevieve
VP External (Provincial) - Maren
AMA
CMA Student Leader Awards - Due Oct 25th
Sent out to both classes with request for nomination
Three awards are available to students this year. If you have any nominees in mind please let me know and I can support the nomination process!
Award for Young Leaders - Award for Young Leaders Terms of Reference |
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
AMA Student Bursaries
Set to open in the next couple of weeks - provided up to date information on cost of tuition ($20,443.28) , student fees ($500 CMSA, UofC) , and books/supplies ($1000)
AMA Committees
Set to open this week for adjudication by committee on student affairs
Alberta Health - 12 Regional Advisory Councils and Indigenous Advisory Council
Applications close Oct 11 to be placed on a council. Opportunity to speak to restructuring details.
RF Forum - Sept 20-21
Attended by J. Thorsteinson on behalf of VPX Provincial as voting delegate
Attended by 7 student observers from class of 2026 and 2027
Topics of relevance:
PCCP still waiting to be signed - built on from PDoA
Acute care stabilization model
income equity
Members time: Birth tourism, Covenant Health Appropriateness as Health Delivery Organization (CMSA delegate spoke on this motion), Refugee Health Clinic Funding Gap (with new restructuring)
CPSA
Attended Council Meeting and Orientation - Sept 12-13
Presented land acknowledgement
Discussion surrounding student involvement and role on CPSA committees
Discussion surrounding alternative paths after medical school to fill physician need in hospital
Attended Council learning day at Blue Quills University - Sept 13
To attend Creating Authentic Acknowledgments of Peoples and Lands with Rise Consulting - October 7
CMSA
Incoming VPX-Provincial Onboarding
Junior onboarding meeting completed with incoming VPX National - Sept 17
Non-executive elections
Updated non-exec manual. Two positions under VPX-Prov will be available this year with PFSP rotating back to UofC from UofA in 2025.
Conference funding
To meet next week for round 2 funding
Municipal day of action
Junior onboarding meeting - Sept 17
First meeting with research team - Sept 26th
October deadline for research to be used in backgrounder
Looking to secure 2 external speakers
Secured meeting with Mayor Gondek - Nov 12th
CFMS AGM - September 17-21
Attended under VP External Portfolio
Attended GH roundtable
Met with other VP Externals to discuss engagement with provincial regulatory and advocacy bodies
AMA Advocacy Committee
Met with Sana to discuss UofC exec position on AMA Advocacy Committee
Decided it was not fitting to have the committee register as a UofC club
J. Thorsteinson will fill an exec role so oversee committee and liaise with UofC until positions are finalized
VP External (National) - Maharshi
CMSA
Incoming VPX-National Onboarding
Junior onboarding meeting completed with incoming VPX National - Sept 17
Conference Funding Round 2/4
Will be done next week.
CFMS
AGM was a blistering success - U of C was able to bring a large delegate.
Funding/Reimbursements are being worked out - the CMSA funded delegate of about 9 people have applied for the Travel Equity Fund are waiting to here back from CFMS.
Attended Representative Roundtable Table (RRT)
Discussed items on accessibility, transparency as well as the CFMS Orientation Tour
The upcoming schedule for the RRT has been decided and Michael will be attending them starting 2025
RRT #2 - Nov 10, 2024
RRT #3 - Jan 12, 2025
RRT #4 - Feb 16, 2025
RRT #5 - Mar 9, 2025
RRT #6 - Apr 27, 2025
Importantly, Queens has updated their Conference Funding policy to accodomate leadership conferences. We’re hoping to do something similar in Calgary. Following up with the Queens medsoc and the UU of C VPX-Provincial to progress the file forward.
Attended Western Regional Roundtable
Plans to have Western Medical Students’ Association conference in Feb 2025 (Michael - VPX-N Jr). Details shared on facebook post. More communication will go out in the coming months as details get finalized. The conference will be in Calgary.
VP SAW - Khushi
VP EDI - Kerry
President - Rafael
Meeting with the President of the Society of Law Students - August 27, 2024
Had an introductory meeting with the President of the Society of Law Students Thomas Nguyen to chat about governance structure, potential future collaborations and event ideas
Medical Students for Gender and Sexual Diversity (GSD) Coffee House - August 28, 2024
Attended GSD Coffee House event and discussed updates regarding the current status of UpToDate with a group of interested students
Transition Meeting with the Class of 2027 President - August 28, 2024
Met with incoming CMSA President C. Horwood to begin transition process, answer questions, and give an overview of roles and responsibilities in the role
Meeting with UME Senior Manager Shannon Leskosky - September 3, 2024
Met with Shannon to re-book the CFMS AGM flights with WestJet given the potential Air Canada strikes affecting the travel dates for AGM
Meeting with UME Senior Manager Shannon Leskosky - September 4, 2024
Met with Shannon to add an additional night to the hotel reservations given that the re-booked flights were returning a day later than originally planned
Meeting with the Senior Associate Dean of Education Dr. Lisa Welikovitch - September 5, 2024
Met with Dr. Welikovitch to discuss the updates regarding UpToDate and potential next steps.
The plan is to make a focus group of students to use DynaMed and UpToDate for a few weeks and share their thoughts and feedback, UpToDate access expires in November given that our contract is set to expire then
AMBOSS Workshop + Discount Promotion - September 5, 2024
Attended the scheduled AMBOSS workshop, promoted the event and shared the AMBOSS discount promotion via email and the Facebook page
Amazing Race + Naming Ceremony Event - September 5, 2024
Helped with one of the activities (egg on a spoon event) and attended the Naming Ceremony for the Class of 2027
Welcome to CFMS - September 6, 2024
Attended the “Welcome to CFMS” event to answer any potential student questions, as well as support the VP Externals
Email regarding Yearbook Payment - September 6, 2024
Forwarded an email from VP External - Provincial M. Kimura regarding the Class of 2025 yearbook payments to VP Finance J. Wytsma
Confirmation of Accreditation Session Lead - September 8, 2024
Contacted Class of 2025 President E. Guo and emailed Dr. Marcy Mintz to confirm that I will be leading the accreditation talks for the session with student leadership on October 21
UpToDate vs. DynaMed Focus Group Recruitment Annoucement - September 11, 2024
Emailed out a recruitment announcement to the Class of 2025, 2026, and 2027 to join a focus group led by Dr. Welikovitch to compare UpToDate and DynaMed
UME Accreditation Steering Committee - September 13, 2024
Attended meeting with incoming CMSA President C. Horwood, introduced her to the committee, discussed updates regarding the accreditation process, updates to the timelines, document submissions, and discussed the process for students to directly contact CACMS if they have concerns they wish to share directly
Student Concerns about UpToDate Link on Osler - September 13, 2024
Was contacted by a few students regarding the removal of the UpToDate access link on Osler, contacted Dr. Lisa Welikovitch and Dr. Amy Bromley to inquire about restoring the link on Osler. The link was subsequently restore a few days later
Post-Exam Beach Volleyball - September 13, 2024
Attended the post-exam event to support the hard work of the VP Events team!
Canadian Association of Latin Medical Students (CALMS) National Council Meeting - September 15, 2024
Attended the meeting as the CALMS representative for UCalgary, discussed updates to the constitution, plans for the upcoming year, and plans for the election of the currently empty VP Western representative spot
Confirmation of CMSA Accreditation Meeting Delegates - September 16, 2024
Contacted Dr. Marcy Mintz with the finalized list of CMSA representatives that will participate in the accreditation talks in October: it will be President (Rafael), VP Academics (Shiva), VP SAW (Khushi) and VP Community and Global Health (Genevieve)
Pre-Clerkship Accreditation Student Representative Application Announcement - September 16, 2024
Emailed out a recruitment announcement and sign-up form to the Class of 2026 to participate in the accreditation talks in October and December
CMSA Meeting - September 18, 2024
Attended an introductory CMSA meeting with the incoming Class of 2027 council to give a brief overview of meeting structure, introduce the representatives, and discuss logistics for CFMS AGM in Moncton
CMSA Class of 2027 VP EDIA Selection - September 5-18, 2024
Participated in the selection process for the incoming Class of 2027 VP EDIA
Canadian Federation of Medical Students (CFMS) Annual General Meeting (AGM) in Moncton, New Brunswick - September 19-23, 2024
Attended several presentations and workshops
Attended the Western Regional Roundtable to discuss the upcoming Western Dean’s Meeting and concerns to be discussed in Winnipeg, also attended the President’s Roundtable meeting to discuss general concerns at UCalgary and learn about issues/solutions at other medical schools
Attended various networking and social nights to meet medical students and medical student society representatives from other medical schools
Pre-Clerkship Accreditation Student Representative Application Reminder Announcement - September 20, 2024
Emailed out a reminder announcement to the Class of 2026 for the opportunity to participate in the accreditation talks in October and December
Communication with President of the Society of Law Students - September 24, 2024
Communicated with Thomas Nguyen regarding Patagonia sweater merchandise and forwarded the contact information for Fairware
Communication with the Fairware regarding Patagonia Order Status - September 27, 2024
Was contacted by Fairware regarding a delay in the shipping of the Patagonia sweaters—they will now be arriving on October 15th
Meeting with the Master of Physician Assistant Studies (MPAS) Co-Presidents - September 27, 2024
Met with the co-presidents of the newly-initiated MPAS program at UCalgary, Hailee Rochon and Mozac Samson, along with c2027 President C. Horwood to introduce ourselves and the CMSA, learn about their program, discuss governance structures, and potential future collaborative events
Confirmation of Class of 2026 Student Accreditation Meeting Delegates - September 27, 2024
Contacted Dr. Marcy Mintz with the finalized list of student representatives from the Class of 2026 that will participate in the talks with the accreditors in October and December
Western Regional Round Table (WRT) Meeting - September 30, 2024
Was not able to attend the WRT, however, I updated the agenda, filled in the appropriate sections ahead of time, and discussed items with c2027 President C. Horwood to ensure talking points were not missed
Class President’s Meeting - October 1, 2024
Met with Dr. Sarah Weeks, Dr. Kevin Busche, and Dr. Janeve Desy to discuss updates from CMSA and the UME, alongside c2027 President C. Horwood
Discussed the current state of the mistreatment policies, and that the updates will likely not be as substantial as anyone had anticipated—the framework is largely the same as what already exists
Discussed the possibility that the Class of 2027 may not be using the same home elective booking process—however, it depends entirely on the future updates coming to the AFMC portal and how they can handle booking requests as planned
Discussed that the proposed changes to the clerkship exams were approved—communication to the students will be happening from the UME at some point in the near future. However, the VP Academics should have a copy of the proposed changes which we are free to circulate among the student body
Discussed that changes will be coming to the Cards-based final examinations, starting in Unit 3 for the Class of 2027, and Unit 11 for the Class of 2026. Essentially, up to 20% of the questions on the exam will be novel (i.e., not made from the Cards)
The UME is disappointed by the lack of student participation to the end-of-unit surveys. These were intentionally designed so that only one-third of the student body would answer it at a time and ensure a high response rate. The UME will begin to send students an EPA 0 if these surveys are not completed—it is considered a professionalism concern
Confirmation of Introductory Meeting with the UpToDate Focus Group - October 1, 2024
Scheduled an introductory meeting between the Focus Group participants and Dr. Lisa Welikovitch for October 9th from 4:00-4:30pm via Zoom, will discuss the goals of the focus group and the specific questions the CSM would like to explore
Unit 10 Final Exam Deferral Submission - October 1, 2024
Submitted and confirmed the Unit 10 final exam deferral given the overlap with the 2024 Western Dean’s Meeting in Winnipeg on the same date
President - Carolyn
Transitional Meeting with co2026 President - August 28, 2024
Met with co2026 President, R. Sanguinetti to discuss transitional steps.
Discussed CMSA constitution, electoral process, and major areas of advocacy.
Meeting to Discuss Organizing Accreditation Representatives - August 29, 2024
Met with Olivia Yung alongside VP Academics M. Hsu and A. Adel to discuss organization of accreditation student representatives for the classes of 2026 and 2027.
Creation and Distribution of Accreditation Student Representative Surveys - September 2024
Created and distributed via Facebook, Email, and Messenger a student questionnaire recruiting for non-CMSA executive accreditation representatives for the Class of 2027.
UME Accreditation Steering Committee - September 13, 2024
Attended meeting with co2026 CMSA President R. Sanguinetti, introduced to the committee, discussed updates regarding the accreditation process, updates to the timelines, document submissions, and discussed the process for students to directly contact CACMS if they have concerns they wish to share directly.
Note here that students interested in contacting CACMS directly should now have been contacted by Dr. Mintz with the information regarding directly contacting CACMS.
Organized Reinstating UpToDate Link on Osler - September 18, 2024
Contacted UME administration to organize the reinstating of the UpToDate link on Osler.
Contacted class regarding UpToDate link updates and communicated information regarding the upcoming loss of UpToDate access and shared UpToDate focus group information.
Canadian Federation of Medical Students (CFMS) Annual General Meeting (AGM) in Moncton, New Brunswick - September 19-23, 2024
Attended several presentations and workshops
Attended the Western Regional Roundtable to discuss the upcoming Western Dean’s Meeting and concerns to be discussed in Winnipeg, also attended the President’s Roundtable meeting to discuss general concerns at UCalgary and learn about issues/solutions at other medical schools
Attended various networking and social nights to meet medical students and medical student society representatives from other medical schools
Supporting Students Interested in Pursuing Medicine
Answered questions from 8 students interested in pursuing medicine this cycle regarding applications and the UofC medical school program.
Participated on recorded medical school advice panel run by the Student Success Centre.
Introductory Meeting with Masters of Physician Assistant Studies Co-Presidents - September 27, 2024
Met with the co-presidents of the newly-initiated MPAS program at UCalgary, Hailee Rochon and Mozac Samson, along with c2026 President R. Sanguinetti to introduce ourselves and the CMSA, learn about their program, discuss governance structures, and potential future collaborative events
Connected MPAS co-presidents to co2027 VP Events representatives, M. Makila and O. Little to discuss organization of mixer events
Attended Western Regional Rountable Meeting - September 30, 2024
Met with other Western regional student leadership to discuss representative at the upcoming Western Dean’s meeting.
UofC will have representation at all roundtables. All attending members will be assigned to a roundtable except for A. Adel (co2027 VPA), who will attend the Students’ rountable. Deans: R. Sanguinetti (co2026 President); Administration: C. Horwood (co2027 President); Curriculum: S. Ivaturi (co2026 VPA); Student Affairs: Y. Sharafaddin-zadeh (co2027 VP SAW); Admissions: K. Yang (co2026 VP EDIA)
Class President’s Meeting - October 1, 2024
Met with Dr. Sarah Weeks, Dr. Kevin Busche, and Dr. Janeve Desy to discuss updates from CMSA and the UME, alongside c2026 President R. Sanguinetti
Discussed the current state of the mistreatment policies, and that the updates will likely not be as substantial as anyone had anticipated—the framework is largely the same as what already exists
Discussed the possibility that the Class of 2027 may not be using the same home elective booking process—however, it depends entirely on the future updates coming to the AFMC portal and how they can handle booking requests as planned
Discussed that the proposed changes to the clerkship exams were approved—communication to the students will be happening from the UME at some point in the near future. However, the VP Academics should have a copy of the proposed changes which we are free to circulate among the student body
Discussed that changes will be coming to the Cards-based final examinations, starting in Unit 3 for the Class of 2027, and Unit 11 for the Class of 2026. Essentially, up to 20% of the questions on the exam will be novel (i.e., not made from the Cards)
The UME is disappointed by the lack of student participation to the end-of-unit surveys. These were intentionally designed so that only one-third of the student body would answer it at a time and ensure a high response rate. The UME will begin to send students an EPA 0 if these surveys are not completed—it is considered a professionalism concern
Coordinating Class Figs Order - October 1, 2024
Met with FIGS sales representative to discuss the possibility of organizing a FIGS sale for the University of Calgary medical students
Would need 150 items total OR 75 sets
Discounts would be at 20% per set (150 item/75 set minimum)
Customization would be available for logo and embroidery
Logo $16 USD; Embroidery $14 USD; Both $24 USD on top of the set price, but the set itself would still be discounted at 20%. The cost of customization is NOT discounted.
All core colours and the majority of seasonal colours are available.
Customization can take 2-4 weeks, but once ready will ship in 5-10 business days.
Payment would occur through the Figs gifting platform, which would allow people to pay individually directly to Figs.
Coordinating Potoo Pin Sale - October 2, 2024
Working with Robert Mayall to coordinate Potoo pin sale
Cost would be max $9.80 CAD per person per pin
Idea is to organize payment through the CMSA
Everybody e-transfers prior to ordering the pins
Question - does the CMSA have a credit card that could be used for ordering?
Organizing CMSA co2027 Council 1:1 Meetings
Ongoing organization of 1:1 meetings for the Class of 2027 CMSA executives
Organizing CMSA co2027 Team Bonding
Scheduled initial team bonding social for co2027 CMSA executives for Friday, October 4, from 14:00-16:00 at The Alley in University District.
Organizing Class of 2027 Student Accreditation and CMSA Accreditation Representatives
Confirmed C. Horwood, M. Hsu (VPA, co2027), A. Adel (VPA, co2027), and M. Makila (VPE, co2027)as CMSA representatives for October 21 Student Leadership session for UME Accreditation
Organized class-wide application and acceptance of non-CMSA executive student representatives; appointed Sarah Johns, Alex Baran, Eric Au, Olivia Yung, Sajad Sadat, and Thompson Luu as representatives. Forwarded names to Dr. Mintz.
Scheduled meeting for Tuesday, October 9 from 9:00-9:45 via Zoom to discuss the accreditation meeting and respond to any questions from students.
Agenda
Previous Meeting Minutes Approval
2 minutes–Lexyn
Mover: Rafael
Seconder: Carolyn
Finalize the Constitution
10 minutes–Lexyn
Editable version Lunks Copy of CMSA Constitution 2023 v6.docx
Elections timeline
EO elected first week of August - keep
Executive election (+ some non-exec) in the last week of August
add Professional reps (x3) EDI
Local Officer of Indigenous Health??
Club Funding - finish??
ARTICLE XVI - Statements - Kerry
Appendix A - Associates of the CMSA Executive
President
Accreditation positions x2?
Only relevant during accreditation cycles - add footnote
Academics
Indigenous Health rep to be moved to EDIA?
Discussion:
Indigenous Health rep under Academics deals with Indigenous Health content
Talk to Kristen
(update page numbers)
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
General Updates
10 minutes–Rafael
UpToDate Updates
Current state of UpToDate and next steps
Non-Executive Elections
Currently underway for the c2027
Research committee representatives - we have the green light to start the appointment process for this whenever, Dr. Desy said there is no rush to get the candidates selected (but sooner is better) - WILL BE APPOINTED
Class President’s Meeting
Discussed the current state of the mistreatment policies, and that the updates will likely not be as substantial as anyone had anticipated—the framework is largely the same as what already exists
Discussed the possibility that the Class of 2027 may not be using the same home elective booking process—however, it depends entirely on the future updates coming to the AFMC portal and how they can handle booking requests as planned
Discussed that the proposed changes to the clerkship exams were approved—communication to the students will be happening from the UME at some point in the near future. However, the VP Academics should have a copy of the proposed changes which we are free to circulate among the student body
Discussed that changes will be coming to the Cards-based final examinations, starting in Unit 3 for the Class of 2027, and Unit 11 for the Class of 2026. Essentially, up to 20% of the questions on the exam will be novel (i.e., not made from the Cards)
The UME is disappointed by the lack of student participation to the end-of-unit surveys. These were intentionally designed so that only one-third of the student body would answer it at a time and ensure a high response rate. The UME will begin to send students an EPA 0 if these surveys are not completed—it is considered a professionalism concern
Western Regional Roundtable Meeting
UofC will have representation at all roundtables. All attending members will be assigned to a roundtable except for A. Adel (co2027 VPA), who will attend the Students’ roundtable. Deans: R. Sanguinetti (co2026 President); Administration: C. Horwood (co2027 President); Curriculum: S. Ivaturi (co2026 VPA); Student Affairs: Y. Sharafaddin-zadeh (co2027 VP SAW); Admissions: K. Yang (co2026 VP EDIA)
Class Figs Order
Met with FIGS sales representative to discuss the possibility of organizing a FIGS sale for the University of Calgary medical students
Would need 150 items total OR 75 sets; Discounts would be at 20% per set (150 item/75 set minimum)
Customization would be available for logo and embroidery
Logo $16 USD; Embroidery $14 USD; Both $24 USD on top of the set price, but the set itself would still be discounted at 20%. The cost of customization is NOT discounted. All core colours and the majority of seasonal colours are available.
Customization can take 2-4 weeks, but once ready will ship in 5-10 business days.
Payment would occur through the Figs gifting platform, which would allow people to pay individually directly to Figs.
Potoo Pin Sale
Cost would be max $9.80 CAD per person per pin
Idea is to organize payment through the CMSA; everybody e-transfers prior to ordering the pins
Question - does the CMSA have a credit card that could be used for ordering?
Friendsgiving Bonding
5 minutes–Anesa
Let’s find a day! 🧡
Action Items
Make final adjustments to the constitution
Rafael - adjustment to appendix related to the Accreditation reps (add footnote)
Shiva, Alam, Adibba, Marissa to begin recruitment for research committee rep - coordinate with LiM
Ask Figs rep for size samples - Carolyn