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Guidelines of the IPPNW Student Movement

IPPNW recognizes the importance of encouraging medical students to play an active role in the organization. The medical student members serve an essential role in ensuring the continuity and future vitality of IPPNW. As such, medical students be an integral part of the governance and leadership of IPPNW.

These guidelines are meant to create an efficient and transparent infrastructure, ensure continued communication between student groups and establish a democratic way of elections in the IPPNW students movement.

Note: To avoid confusion, a distinction will be made between a country`s National Student Chapter, being a group of students working on IPPNW topics and representing students' views and the National Affiliate as official part of IPPNW with physicians and student members.

I. International Student Representatives (ISRs)

The role of the International Student Representatives is to facilitate communication within the IPPNMW student movement and between the different regions, encouraging student activities and recruitment and ensuring that IPPNW’s geographically diverse student membership is involved in the affairs of IPPNW and that their activities are in accord with IPPNW’s mission.

The ISRs preside over the official student Governing Body consisting of the Regional Student Representatives as well as National Student Representatives from each National Student Chapter.

Two International Student Representatives are elected by their peers every two years at the IPPNW World Congress and can serve no more than two two-year terms.

Nominations for the positions of International Student Representative be submitted every two years for decision at the World Congress and will be directed the Medical Student Coordinator at the Central Office no later than 30 days prior to elections. Every IPPNW student is elegible to candidate. Candidates will be asked to provide a short essay to include:

1. motivation and goals;
2. relevant biographical information;
3. intended plan of action.

The candidate’s name and statement will be distributed on the IPPNW student listserver as well as the student website in the month prior to elections.

The vote will be taken by the Student Governing Body, with each IPPNW National Student Chapter having one vote conveyed by their National Student Representative(s). National Student Representatives unable to attend the Student Congress may submit their vote to the Neutral Voting Committee no later than one week prior to elections. In the event that a Student Congress is not held, the entire election will take place through email vote. After the results have been tabulated, the two elected representatives be presented to the International Council for ratification.

Though not mandatory, it is recommended the two ISRs should represent the regional diversity of IPPNW student chapters - preferably having one representative from the North/West and the other from the South/East.

The ISRs identify the elected Regional Student Representatives and communicate regularly with them. They should report to the Board of Directors on the status of medical student activities. A written report be submitted to the Chairperson before each Board Meeting for distribution to the BoD members. Additionally, informations concerning the student movement should be passed on to Regional and National Student Representatives for further distribution.

IMSRs will work closely with the central office medical student coordinator and are responsible for the following:

• Calling on the official decision-making body as may be needed to discuss and/or vote on ratification of guidelines or amendments to existing guidelines and procedures
• Maintaining regular communication with Regional Student Representatives to monitor and support global IPPNW student programs and activities
• Ensuring student activities pursued under the name of IPPNW adhere to the overall goals and objectives of the federation
• Fostering communication and coordination between regions and stimulating formation of cross-regional -projects as well as monitoring and coordinating existing cross-regional projects.
• Maintaining and updating the student website with the help of a student webmaster
• Facilitating communication and cooperation between students and physicians at all levels of the organization
• Providing regular updates concerning international student activities to the IPPNW student membership via the student listserve, student website as well as a regular section in the IPPNW newsletter Vital Signs or its successor
• Responding to enquiries pertaining to students or student activities
• Fulfilling the duties of Regional Student Representative in regions were none exist (please refer to RSR responsibilities below)
• Actively fostering new student interest and facilitating student chapter formation-particularly in traditionally under-represented regions
• Attending important international meetings as finances permit
• Providing a summary report of past and current student activities at the close of their 2-year term.
• After their term, ISRs then participate for the next two years on the BOT. ISRs are of course free to continue as other representatives in IPPNW such as ICs, Board Members and even officers.

Both ISRs serve as full members of the Board of Directors and are bound by the Constitution and the provisions described therein. They will each have one vote to represents student member interests. ISRs have representation on both the Executive and Financial Committees.

II. Regional Student Representatives (RSRs)

The role of the Regional Student Representatives is to facilitate communication within and between IPPNW regions and encourage student activities and recruitment within their region. The Regional Student Representatives ensure that IPPNW’s geographically diverse student membership is involved in the affairs of IPPNW and that their activities are in accord with IPPNW’s mission.

Regional Student Representatives are members of the IPPNW Student Governing Body, although without voting rights.

Election for Regional Student Representatives fall entirely within the jurisdiction of the Region and its respective members, though it is adivsed that every IPPNW student of that region is elegible to candidate, no more than two RSRs hold office at once and that elections take place at least once every two years. Further guidence will be available from the ISRs if sought. Outgoing RSRs will be responsible for leading the election process. Where there is no RSR, the ISRs will be available to faciliate the elections.

Such elections may occur during the World Congress or precede it by taking place during the student meetings of the particular region. In the event that a regional meeting is not held either during the Student Congress or in the region beforehand, an e-mail vote can be organized by the outoging RSRs with the aid of the student webmaster and the ISRs.

Regional Student Representatives identify National Student Representatives within their region and maintain regular communication with the National Student Representatives, Regional Vice-Presidents and affiliates as well as the ISRs. Information contained in official reports should be shared with affiliates and student groups.

Regional Student Representatives are asked submit a formal report to the ISRs on the status of IPPNW activities and membership in his/her region before the BoD meeting. In addition to formal reporting requirements, RSRs will be called upon to produce and share information on a regular, informal basis and to prepare information at the request of ISRs and other student colleagues.

Regional Student Representatives may, from time to time, be called upon by the Board and the ISR’s to perform other ad hoc assignments for IPPNW in order to fulfill policy or program objectives within a region.

The Regional Student Representatives will be asked to write a report for their successor at the close of their term.

Regional Student Representatives should facilitate the coordination of IPPNW regional student meetings. RSRs are encouraged to participate as actively as possible (finances permitting) in national or regional meetings and are responsible for ensuring that statements generated from regional meetings in the name of IPPNW are congruent with IPPNW policy.

III. National Student Representatives (NSRs)

National Student Representatives are considered the official spokesperson of the National Student Chapter. The role of the National Student Representatives is to monitor student programs and activities within their country, coordinate involvement of new students and/or student chapters, serve as the first point of contact for RSRs, ISRs, and international colleagues and facilitate productive relations between students and their national affiliate (if one exists in the country).

Each National Student Representative serves on the IPPNW Student Governing Body and carries one vote representing their National Student Chapter. As such, they are expected to partake in discussions pertaining to decisions for the student movement and submit their votes in a timely fashion (either in person at international meetings or via email in their physical absence according to the aformentioned voting protocol).

It is the responsibility of National Student Representatives to serve as a resource for and liase between students and the international federation of IPPNW. National Student Representatives shall serve as Deputy Medical Student Councilor (see Section 4.4 of the IPPNW Constitution) to the federation’s governing body, the International Council.

National Student Representatives are to be elected by their peers either through e-mail or at national meetings. The elections for National Student Representatives shall fall entirely within the jurisdiction of the National Student Chapter and its respective members, though it is adivsed that every IPPNW student of that country is elegible to candidate, no more than two NSRs hold office at once and that elections take place at least every two years. Further guidence will be available from the RSRs or ISRs if sought. Outgoing NSRs, with the help of their RSR, will be responsible for leading the election process. Where there is no NSR, RSRs (with the support of ISRs) will be available to faciliate the elections.

Each National Student Chapter is expected to submit a report to their Regional Student Representative well in advance of the next BoD meeting on the current and updated activities of the student chapter. Each National Student Representative should also maintain regular communication with their countries' students as well as their parent affiliate where present. Information contained in official reports should be shared with all student colleagues.

National Student Representatives, as spokespeople of the National Student Chapter, are responsible for ensuring adherence to National Student Chapter standards and policies. This includes providing regular updates to their RSR which details current national student activities and plans. NSRs are also responsible for ensuring that their national student members receive the communications and updates from the student listserve.

As responsible parties for the national student vote, NSRs need to make certain that when unable to attend election forums (i.e. regional meetings or world congresses), that they either submit their vote electronically or indicate a national substitute entitled to vote on their behalf. This needs to be conveyed to the Central Office Student Coordinator and ISRs in advance of the meeting.

National Student Representatives may, from time to time, be called upon by the Board and the ISR’s to perform other ad hoc assignments for IPPNW in order to fulfill policy or program objectives within a country or region. The National Student Representatives are asked to write a report for their successor at the close of their term.

National Student Representatives are asked to encourage and coordinate national student meetings and provide representation at their regional student meetings wherever possible. NSRs are encouraged to participate in other national meetings within their region and make participation within any of their meetings open to the students in their region. NSRs are responsible for ensuring that statements generated from national meetings in the name of IPPNW are congruent with IPPNW policy.

National Student Representatives are asked to make every effort, including fundraising efforts, to ensure that at least one representative attends the regional meetings and the World Congress.

IV. The Governing Body (GB)

The IPPNW Student Governing Body is the central decision making body of the IPPNW student movement and thus is called upon to make all fundamental decisions, such as amendments to the guidelines.

The Governing Body will consist of the National Student Representatives (NSR’s), which each National Student Chapter having one vote. Decisions made by the Governing Body will be made in the name of the IPPNW student movement.

Presiding over the GB will be the International Student Representatives, which do not have a vote.

Though the number of National Student Representatives may vary over time, a simple majority (50%) is needed to pass a decision.

For the purpose of e-mail voting, a special student website has been established, containing information on the subject to be voted on, the possibility for debate and a library of past decisions that can be studied by the NSRs before passing on their vote to the ISRs. Votes will be displayed on the student website as well.

To ensure the maximum amount of transparency, everyone will be able to follow and participate in the online-debate. The final decision, resulting from votes cast by secret ballot, will be made public on the website as well.

Since the voting procedure will be done through e-mail, every National Student Chapter should give the Governing Body his or her private e-mail adress and only votes coming from this adress will be counted.

Where there are two NSRs for one country, they will have to come up with a single vote or otherwise abstain form voting if no compromise can be reached.

In cases where it is unclear who the National Student Representative of a country is, it is the job of the ISRs and the RSRs of that region to solve the problem and determine the legitimate NSR. In case that there is any doubt at the time of the election of who the actual NSR of a country is, the vote from that country cannot be considered for this particular vote.

It is the responsibilty of the NSRs to inform the Governing Body when they step down and give the GB the contact information of their successors. Additionally, it is the responsibility of the RSR to monito the status of NSRs in their region so as to always ensure an up-to-date voter-directory.

V. The Student Fund

The IPPNW International Student Fund was established in order to aid the development and maintenance of a thriving and energetic International Student Movement. Its intention is to support innovative new projects, fund outstanding individual students if the organization as a whole can profit from this and enable sustainable planning within the student movement. The International Student Representatives will administer this fund together with the IPPNW Central Office and under the auspices of the Student Board of Trustees whom they have to report to at regular intervals. While this fund is designed to support student activity all over the world, a strong emphasis will be put on aiding activity and supporting students from the Global South.

All requests for funding must be submitted to the International Student Representatives in writing, containing details on the purpose, the proposed output, the timeframe, the benefit for the student movement and the amount required. Anyone receiving funds must submit a final report to the International Student Representatives along with receipts and documentation of expenses, as these are needed for the accounting within the Central Office.

Students that are funded individually should hold some form of office (NSR, RSR, ISR) or be closely connected to one of the international student projects and bring forward convincing reasons how this funding would profit the IPPNW or the Student Movement as a whole. In exceptions, students not holding an office can also receive funding. Before money is offered from the international student fund, all local or regional funding opportunities should be exhausted (IPPNW chapters, local doctors, university, other NGO's, etc.)

Students participating in the MedEx project should try to raise their required funds themselves or should apply for funding from their university, their IPPNW affiliate or the affiliate offering the exchange. The International Student Fund can, in rare exceptions, be used to support very promising students with concrete goals in participating in the MedEx exchange, which will advance the student movement as a whole (such as setting up an new international student project).

Local or regional projects can be funded if they are relevant to the student movement as a whole and if all local or regional funding opportunities are exhausted (IPPNW chapters, local doctors, university, other NGO's, etc.) A convincing proposal should be sent to the ISRs well in advance.

Conferences and Workshop have to show a specific IPPNW theme and prove their relevance to the IPPNW student movement as a whole. They should address the ISRs well in advance with detailed descriptions of the program and the goals of the conference.

The guidelines - a short history

In order to make the proceedings of the IPPNW student movement more transparent and democratic, the need for a set of basic rules has emerged over the years. After the past two International Reps, Proochista Ariana and Ahmed Geneid, have drafted a first set of guidelines, they were discussed internationally within the student movement and submitted to the 2004 World Conference in Beijing for further perusal. After a thorough debate at this conference, everyone was invited to propose changes to the existing draft version of the guidelines, adding, for example a clear cut description of a viable solution for e-mail voting. Students from Nepal, Russia, Sweden, Canada and Germany, including the two new International Reps, then formed a drafting committee and took time to revise the current version of the guidelines. They were able to build on the tremendous work already accomplished by the former two International Reps and included valuable suggestions made during the European student conference in April as well as in the internet discussions. Following the Beijing conference, an online-vote was taken on two issues, which the drafting committee was unable to decide on in Beijing. With a clear majority in both cases, the National Student Representatives decided to grant ISRs the possibilty to run for a second two-year term and to limit voting rights within the GB to the NSRs. After a unanimous final vote by the NSRs, the guidelines became the official and legitimate governing documents of the IPPNW student movement in January of 2005. In December of 2005, a first amendment was incorporated, dealing with the Stduent Fund. We would like to thank all of those involved in the process of drafting and amending this set of guidelines and hope that the arduous process will help make the student movement more efficient, its governance more transparent and elections more democratic.

Khagendra Dahal and Alex Rosen
2004-2006 IPPNW International Student Representatives
December 2005