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International Pharmaceutical Students Federation

IPSF Secretariat P.O. Box 84200 2508 AE Den Haag The Netherlands Tel: +31-70-302 19 92 Fax: +31-70-302 19 99 Email: ipsf@ipsf.org Website: http://www.ipsf.org; Registered under Dutch Law: 40413709

Quality Framework for the IPSF Congress

This document has been created to ensure the quality of IPSF World Congress sessions and to maintain this quality for future congresses, through stating some procedures and rules in order to smooth the work for the congress and ensure its quality.

Main goals of the quality framework for the IPSF Congress

The IPSF Congress quality shall be visible through different aspects: The quality of the content of the sessions To achieve this goal, this document provides sessions organizers with a procedure enabling a structured approach in preparing sessions which are in accordance with professional needs and with quality requirements. This quality is obtained through a combination of factors of quality: speakers, presentations, achievements, learning objectives, and conference room settings. Information from the sessions (i.e. the PowerPoint slides of the presentations) is available to the congress participants after the IPSF Congress in the congress website. The quality of the information provided about the congress This information should be accurate, and for every session, learning objectives should be included as well as the target audience and the names of the chairs and the speakers in the sessions. Promotion for the overall congress and for each session during the congress should be done time enough before the congress to inform the participants about the sessions content and learning objectives and grantee a sufficient flow of information about the congress, which should have a major effect on the attendance rate. Evaluation should be as broad as possible This evaluation includes an evaluation of the sessions by the audience and by the chairs, and an overall evaluation of the Congress by the participants plus feedback from the IPSF Executive. The results of the evaluation along with reports from Chairs and Co-chairs of the sessions will be collected on a daily basis and will be inserted in the IPSF Post Congress booklet.

Collected evaluations for different sessions, speakers and the overall congress evaluation will be inserted in IPSF Congresses evaluation database for future references. Attendance regulations for the congress Participants are requested to attend/comply: o Discover IPSF o IPSF in Your Corner o IPSF in Your Hands o 100% of the lectures (morning) of the Educational and Scientific Symposia o 50% of the workshops (afternoon) of the Educational and Scientific Symposium Ando comply with the following: o Stamps system; 6 stamps (of these 1 must be a GA stamp and 3 must be any workshop stamps; 1stamp equals 2h activity; Congress has a total of 24 stamps, excluding the activities above) o Filling in the overall congress evaluation online, before the start of the Gala dinner. As a result of failure of following the attendance regulations the participants will not be issued a Congress Certificate and their local\national associations will be informed about their no compliance.

Congress planning
The planning of IPSF congress is a long process consisting of several steps; steps and instructions can be found in IPSF Domestic rules Article 6.

Defining the themes of the Congress

The themes for the Educational and Pharmaceutical Symposia of the IPSF World Congress are proposed by the IPSF Chairperson of Pharmacy Education, after discussion with IPSF World Congress Reception Committee and the IPSF Pharmacy Education Subcommittee. Congress theme should be discussed at the 2nd Executive Meeting 1 year before the Congress, and approved by IPSF General Assembly in the same year.

Developing sessions proposals

By the sessions organizers Fields of interest for sessions The field of interest for sessions should match one of these criteria: o Sessions should match with the themes of the Educational or Pharmaceutical symposia; o Sessions should match one of the IPSF projects addressing it with new perspective or new ideas; o Sessions should be about a pharmacy hot topic in the world, which is interesting for pharmacy students.

The sessions topics will be the main factor for Executive to select the sessions for the Congress and determining the time slots for these sessions. Learning objectives The learning objectives should then be determined for each session. These objectives must: o Be from the point of view of the learner (what the learner will be able to do as a result of attending the session). o The following format should be used: At the end of the session, the participant should be able to; o Be achievable within the scope of the programme; o Avoid multi-pronged objectives; o Have no more than seven objectives per session or session subsection; o Be formulated into practical and job-related objectives (i.e. to refer to improvement in pharmacy practice); o Be stated in observable (behavioral/ measurable) terms. Selection of speakers Speakers for sessions should have experience in the field of interest; student speakers should have a good presentation skills and previous experience in running workshops or giving educational lectures. First timer speakers will give more advantage to your session to be selected. Submission of sessions proposals Proposals of the sessions should be submitted no later than 1st of March; please revise the proposal form for more information.

Selection of sessions and planning

By IPSF Executive and IPSF Congress Reception Committee IPSF Executive reserves the right to select the final number of sessions that will run; this selection will be based on the following: o o o o The quality of the session proposed and its learning objectives; The relevance of the session content to IPSF activities and aims; The quality of the speakers proposed; Sessions in cooperation with IPSF Sub-committees will be given preference.

Sessions will be selected during the 2nd IPSF Executive Meeting and selected sessions will be announced directly after the meeting, no later than 31st of March. Together with the announcement Chairs, Co-chairs and proposed speakers will be asked to submit a proof of IPSF Congress completed registration by 1st of May, otherwise the session will be automatically cancelled.

Other high quality sessions that have not been selected due to time limits in the Congress schedule will be in a waiting list, to replace cancelled sessions and will be informed if their session was re-selected no later than 15th of May. Final Congress schedule and description of sessions should be announced to members and congress participants no later than middle July.

Preparation of the sessions

By the sessions organizers Chairs and Co-chairs of the sessions should refer to IPSF Secretary General after confirming the session for more guidelines and to get the evaluation and report forms. It is advised that the chairs and the speakers gather for a meeting or at least a telephone conference so that all can discuss the contents of their presentations and avoid any redundancy. This is also an opportunity for the Chair of the session to ensure that the learning objectives of the session will be met. Chairs, Co-chairs and Speakers are requested to: o Provide the session presentations to the Chairperson of Pharmacy Education by 1st of July and the final presentation directly after the end of the session; o Return the evaluation sheets and the session report and minutes to the IPSF Executive by the end of the session day. Speakers should also be aware that by taking part in IPSF Congress as a speaker, they agree to: o Respect the Quality Framework for IPSF Congress Sessions; o Make their presentation available on the IPSF Congress website and congress CD (in pdf file); o Put their presentation abstract in the IPSF Pre Congress booklet.

Conduct of the sessions

By the sessions organizers The sessions should be conducted as follow: o The session Chair should make an introduction that include the importance of the topic and describe the learning objectives to be achieved at the end of the session and provide information on the evaluation of this session; o breaks during the session should be planned according to the duration of the session coordinated with the Reception committee; o Questions and answers can be at the end of the session or at the end of each presentation at the discretion of the Chair; o At the end of the last presentation, a conclusion/wrap up summary should be presented by the Chair. During this part, the Co-Chair could also check if each of the learning objectives has been met; o Attendees should be invited to complete their evaluation forms and to leave it to the Co-Chair by the end of the session.

Evaluation of the congress

The evaluation of the congress is an important element for quality improvement. It should encompass: o An evaluation of the sessions attendance: this attendance and its evolution over the sessions may also reflect quality and interests issues. o A paper evaluation form for each session. This evaluation form will be standardized to enable some comparison over the years; evaluation form can be requested to the IPSF Executives during the congress. In addition to this evaluation, the Chairs and Co-chairs of the sessions will have to return the filled report form, minutes of their session and the evaluation analysis by the end of the session day. (failure in handing the forms will result in not issuing any certificates for the session organizers and speakers) o Internet based survey for overall congress assessment will be distributed to all participants emails by the middle of the last day of the congress, participants have to fill it before the end of the last day (failure in doing this will result in not issuing congress attendance certificates)

By the end of August after the congress, the sessions organizers, participants and IPSF members shall receive the Post Congress booklet which should include reports submitted by chairs of the sessions, a summary of the overall congress evaluation, results from IPSF General Assembly (motion passed, New Executives team and major topics of discussion). At the same time detailed evaluation for sessions and overall congress should be circulated to new IPSF Executive, sessions organizers and speakers; this information will enable them to adjust, if needed, the content and the organization of their sessions at the next IPSF Congress.