IFMSA DATABASE 101

(FOR OUTGOING STUDENT)

Sefrina Trisadi
National Exchange Ocer for Outgoing 2015-2016
go to www.ifmsa.org exchange platform
log in with your username and password
you will be directed to your outgoing panel

click to access your application form

click to know and upload the required documents
APPLICATION FORM
(AF)
How to complete your AF (application form)

be aware whether your contract is signed for specific month or not

(if youre not sure, please ask your LEO)

* needs to be filled
Special remarks

any field marked with * has to be filled

if your name consists of only one word, you can fill both
first and last name with the same name. for example, the
students name is Ed. so in the first and last name fields
should be filled with Ed (Ed Ed).
if your passport will be expired soon, you can write your
current passports number. if you dont have any, just leave
it blank.
if you do not have any ability of speaking related language
while it is marked with (*), you can choose unknown

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 in what year you will start your clinic?

in what year you started med school? estimation month and year of your graduation
 PLEASE ALWAYS REFER TO
EXCHANGE CONDITIONS WHEN
CHOOSING DESIRED CITY AND
DEPARTMENT.

some countries may have dierent

requirement for each department. make sure
you can fulfil those requirements (if any).

some countries may have special rules about

choosing desired city.
can be proved from students record
 if you have something to tell the hosting NMO, please tell your
LEO. for example: my current passport will be expired soon. I will renew it
as soon as possible and inform you the new passports number.

etc.

always click this whenever you make any change in your AF

Special remarks
The duration of exchange is 4 weeks
Always check exchange conditions before filling in the
desired exchange date. Why?
some countries may apply calendar month rules (the
exchange should be started from 1st-31st, 1st-30th, or
1st-29th)
some countries may apply Monday rules (the exchange
should be started on the first Monday in that month)
some contracts are signed for specific dates

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 Special remarks
Invitation letter is mostly used for visa application so dont forget to choose
Yes

Insurance is a must so please choose Yes and make sure you will obtain it
later.

Types of clerkship

our exchange is mostly clinical (where you work in the hospital

departments) but some countries are very strict about it. for example, if
youre not a clinical student, they will urge you to choose pre-clinical
department like anatomy, etc. thats why you should always read exchange
conditions carefully.

If you do not want to be placed with any other student, choose No and
leave the student name field blank.

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 FAQs
Invitation letter is mostly used for visa application so dont forget to choose
Yes

Insurance is a must so please choose Yes and make sure you will obtain it
later.

Types of clerkship

our exchange is mostly clinical (where you work in the hospital

departments) but some countries are very strict about it. for example, if
youre not a clinical student, they will urge you to choose pre-clinical
department like anatomy, etc. thats why you should always read exchange
conditions carefully.

If you do not want to be placed with any other student, choose No and
leave the student name field blank.

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CARD OF DOCUMENTS
(COD)
Types of document : 1) Standard documents 2) Special documents 3) Upon arrival

Standard documents : the most urgent and most important

Special documents : less urgent and less important (only special LCs need it. again, check EC)

Upon arrival documents : less urgent but important

always click this whenever you make any change in your COD
FAQs related to COD
What is liability/malpractice insurance?
its a liability insurance that covers any damage/loss
caused by the student during their clerkship. this
insurance may be obtained from host university/local
committee upon arrival.
Ive tried to upload the documents but it didnt work
please check again the format of the documents that can
be uploaded on the database, which mostly
are: .docx, .pdf, .jpg, .jpeg., png
if its still not working and youre using safari, please try
another browser (firefox or chrome)

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 Where can I get recommendation letter?
recommendation letter is usually issued by the dean of
the faculty. however, each university may be vary. please
refer to your LEO regarding this.
What is SCOPE Terms and Conditions? Where can I get it?
its a document explaining the terms and conditions of
the exchange program that you have to signed
find the document here: http://bit.ly/1LBRXkr

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CARD OF ACCEPTANCE
(CA)
 at the cost of hosting
association means that you
dont have to pay again for the
boarding and lodging
means that you will be picked up by the committee

if you have any, ANY, questions, hesitancy, or problems related to

your placement (including invitation letter, visa issues, documents,
etc.) you can always ask your contact person.
please always take a look at the notes sent either by hosting LEO or
NEO. keep in mind that there is no guarantee that you will be
placed exactly in the department as stated in the CA. our work is
related to the hospital where things are sometimes can be beyond
our control. however, if there is any change, the respective local
committee will inform you as soon as possible :)
things related to the change of department (like learning objectives and
case report will be explained during Pre-Departure Training)
INVITATION LETTER
(IL)
 this document will appear automatically once you have
received your CA.
if the IL is still unaccessible after CA is received, please
contact your LEO AS SOON AS POSSIBLE to avoid any
visa issue.
CARD OF CONFIRMATION
(CC)
can be anyone who is responsible for you and is available at any time, in case of emergency
The CC has to be filled out by the students and sent
directly via the database not later than 1month prior to
exchange.
Sending CC may seem trivial but some LCs can be very
strict about it. For example, if you do not send your CC on
time, your exchange will be cancelled. That is because they
have to settle everything, either your accommodation,
placement in the hospital, or so on. Thats why it is
important to confirm your arrival.
EVALUATION FORM
(EF)
 Students should complete the Evaluation Form when it
becomes available during the final week of their clerkship.
An exchange can only be considered as completed if the
evaluation form is filled.
Please contact your hosting LEO if the Evaluation Form
remains unavailable in the end of your clerkship.
CERTIFICATE
 Students will receive an ocial IFMSA certificate provided if
they:
attend at least 80% of the clerkship duration
fulfil the requirement listed in the EC (Exchange Conditions)
fill out the EF
fill out the Students Handbook
If you have any further issue regarding certificate, please contact
your hosting LEO first. If the problem remains unsolved, you
can always contact your sending LEO.
GENERAL FAQS
 Where can I find the EC?
http://ifmsa.org/exchange/scope/explore/exchange-conditions
I cant log in to the database, what now?
If in any case the login isnt successful:
check for spelling mistakes ;)
try another browser/computer
click forgot password and try it with the new password
contact your LEO
I made a mistake during fill in the AF and now it had been sent
dont be panic
tell your LEO ASAP. whatever happens, don't contact NEO directly
 Im having visa Issues, who can I contact ?
As you already know, you are responsible for getting
your own visa, however, you can ask your sending/
hosting LEO to provide you with additional documents
that might help the procedures
GLOSSARY
 LEO Local Exchange Ocer CA Card of Acceptance

NEO National Exchange Ocer CC Card of Confirmation

CP Contact Person IL Invitation Letter

EC Exchange Conditions EF Evaluation Form

AF Application Form LC Local Committee

CoD Card of Documents NMO National Member Organization

sending LEO : LEO of your university

hosting LEO : LEO of your destination country