SCOPE sessions Day 2

Wake up

Buddy Time

New Database & Website

General

•  Meeting Microblau Barcelona 3rd to 5th February 2012 •  2 main concepts: website, database •  Timeline:

–  End of April: first stable version of website & database –  June: Absolute deadline! Finalized version website & database,

ready to use

•  Communication SCOPE database: Marianne & Luis Ensenyat (former RA SCOPE Europe)

–  Personal meetings Luis- Microblau in Barcelona –  Skype meetings –  Work weekend in April with IFMSA EB, Microblau (with

programmers)

Website- SCOPE content

•  SWG by Farhood (SD Marketing) •  General informations about SCOPE •  Presentation SCOPE Team •  Mission Statement •  News •  Layout (worldmap)

Website- general

•  Each user own profile •  Event calendar: one general with sub-calendars (e.g.

SCOPE specific, region specific,..) •  Publications viewable and downloadable •  Migration of wiki-content to website (?) •  Registered users have comment function for certain

articles or website contents (like in facebook)

Website- general

•  Image gallery •  Self- generating Emails/Pdfs (e.g. after

registration, Certificates) •  Creating, filling and analysis of surveys •  Online shop •  Blog, Newsletter

Database Already discussed with Microblau

•  Exchange Conditions: template from previous SWG was missing, will be sent to Microblau with further instructions

•  Marking Exchanges as completed even when CC is not sent: NEO has option to mark as: completed- cancelled- unused (direct way!)

•  Separation of AF and Documents: Card of Documents (can be uploaded by student without deadline. Both LEO and NEO can directly download

•  Motivation Letter: in Card of Documents?

•  Giving rights from NEOs to LEOs from the management panel

Database Already discussed with Microblau

•  Automatic reminders sent to student by database: After AF has been sent, after CA has been sent etc. (E-mail notifications with further steps)

•  Notifications for NEOs/LEOs: like in facebook notifications. Box appears with “you have 10 different changes in the database e.g.”, can look up each separately (“name” submitted AF; CA from was sent for “name”)

•  Every user gets profile: this data will automatically be used for all applications (also GAs…)

Database Already discussed with Microblau

•  Exchange student receives E-mail with temporary user (E-mail address) and password- has to change password and user will automatically change to name of student. Has to fill in profile.

•  SCOPE Documents: folder/subfolder with specific rights.

•  Calendar: general IFMSA calendar & separated SCOPE sub- calendar

Database To be discussed with Microblau

Already implemented in current database:

•  Support Divisions each own user with same rights as Regional Assistants

•  In AF panel: shows automatically with whom the student wants to be placed with (without having to open the AF)

Database To be discussed with Microblau (new)

•  SCOPE Certificates automatically generated by database: Name of exchange student automatically put in Certificate. LEO has to approve the Certificate (in 4th week of Exchange). LEO’s signature & seal is put automatically on Certificate by the database. Student can download Certificate.

•  Late CA system will be renewed (SWG at MM12)

Database

•  The NEOs can directly upload their country specific documents to their respective Exchange Conditions. Every student can directly download those documents when accessing the ECs.

•  Internal wikiscope: like the current wikipages but only accessible for everybody who has an assigned position as user of the website/database (LEO, NEO,etc.). Shall contain all relevant exchange information of each country (e.g. NEO report outcomes!)

Database

•  On ifmsa.org website in SCOPE section (only accessible if registered as user): again wikiscope. This time with ANY relevant information on SCOPE. Everybody interested can look for keyword in search box and will be redirected to the topic (e.g. Buddy System, procedures at GAs)

Database To be discussed with Microblau (new)

•  One section in both website and database with relevant links (e.g. wikiscope, ECs)

•  EF will be extended with a couple of more questions by LOSO

•  Student shall receive automatic reminder to fill in the EF when he/she is in 3rd week of exchange

•  Certificate will only be accessible if EF is filled in and if LEO has approved in the database

Database

To be discussed with Microblau (new)

•  In database for SCOPE-D account: section where it is possible to write down notes for the successor

•  SCOPE- D should be able to see EVERY AF. RAs should be able to see their respective regional AFs.

BREAK 15 minutes

Buddy Time

Bylaws

Liaison Officer Presentation

SWG time

Check out Buddy Time 5 minutes

Agenda Day 2