GALENICALS COMMITTEE MEETING Agenda

GALENICALS COMMITTEE MEETING Agenda

Anson Rooms, 4th October 2015

Present

Chloë de Souza (CdS)

Andrew Armson (AA)

Amy Samson (AS)

Anjie Mosuro (AM)

Ted Caplan (TC)

Caitlin Biliyard (CB)

Tom Lyons (TL)

Jo Miles (JM)

Lauran Noël (LN)

Emma Sanders (ES)

Eliane Blows (EB)

Ollie King (OK)

Alex Hunter (AL)

Jonny Bray (JB)

Jagrati Chopra (JC)

Shamus Butt (SB)

Apologies

None.

1. Matters Arising from Previous Minutes

None.

2. President Matters

General reminders
Protest
Get involved BRI press college green,
Understand that we are saturated with junior doctor contract related things at the moment, however we should keep pushing the issue. Share it on Facebook as much as you can and attend if you can!
Faculty, huge political stance, faculty cannot commit
Placement policy
Opt in scheme
To help those in financial hardship
Approved!
A great achievement, which will be part of our legacy as a committee
GMC visit
May 10th and 11th (should be in everyone’s diaries already!)
GMC will also visit for one day in March to see the 5th years
Acknowledge its exam time when the visit happens, however travel will be reimbursed
If you have any issues, please feed them back to the faculty before the GMC interview
The survey for GMC has been sent out, we have till Nov 6th to complete it
Please complete it, it is extremely important, also encourage others to do so
AP: ALLto complete GMC survey
Student support proposal
AP – all read by Tuesday and send a brief summary containing two positive points and two points for improvementto CdS
Committee 16/17
CdS been in touch with the Dentists
They have a huge alumni group, which we desire to attain
Conversely, wehave many charities and do a lot of charity work, which they [dentists] aspire
We can complement each other – our strengths off set their weaknesses and vice-versa
We look after 1,400 students and have committee of 16
Whereas the dentists have a society of 450/500 and have a committee of 36
Part of the reason why they have so many committee members is because they are split between here and Langford
CdS spoke to the BMA reps about potentially having a BMA rep seat on the society
The BMA reps we have for the university:
Harrison Carter chairs national BMA
Tom Cassidy and Natasha Bennons deal with national welfare issues. Theytake the local issues to the national platform
Therefore the BMA reps and the Galenicals president (CdS) need to be connected in order to have a route to enable the communicating of things from a local level to the national level
CdS: As it stands, there could be more communication
For example Tom Rock really got involved in resolving financial hardship issues for Bristol BMA
Because of his positionhe had a lot of info to share with CdS which she was not privy to because people came to him in his capacity as BMA rep
CdS: If BMA rep became an available position, it would not be elected by the student body
CdS: the person occupying the role would really help with student welfare and thebig issues
CdS: their obligations to the committee would differ slightly, to that of other committee members. In that they would not be obligated to fully engage with the galenicals stuff. Their role would be more to do with enhancing communication between Galenicals and the BMA on a national level
CdS: we run Arpil to April and BMA run June to June. Which may pose to be logistically tricky
EB: How is it done in other universities? Do they havea BMA rep seat on their committee?
CdS: In other universities a BMA rep does sit on the committee
Cds: BMA reps tend to be very busy, they have to attend national meetings among other things and they’re usually fifth years, so have finals and exams to revise for
AS: Could we employ an opt out system so they are offered an invite and can decide whether or not to come?
CdS: Yes, we don’t want to make it obligatory to come to everything, seeing as they are not elected by the student body
CdS raises the motion: Should we have a seat on the committee for a BMA rep?
All voted in favour.
SponsorshipSecretary:
CdS: Sponsorship is a huge part of what we spend our time doing
CdS: Many people want to be involved with us, because we are such a big society
CdS: Given that its a big role, it can be said that there is room for it, as perhaps not a role not a role on its own, but combined with the current shows and sponsorship role
CdS: It would take a lot off the plate for other society members who already have such a lot to do
CdS: It would be great for sponsors to have a familiar face to liaise with
CdS: More money could be made for this society this way too, as someone will dedicate their energy to generating sponsors
CdS: In making the booklets, it was a last minute rush to get sponsors on board but they also were very keen to get on board
CdS: This role would have to deal with DHB bookings all year but would also have to deal with sponsors
OK: this does streamline things. In organising to have the t-shirts made I encountered some issues because I was not able to access all the information on our sponsors
TC: I think it’s a very important role, because in terms of organising events, it makes it more difficult because one has to not only organise the eventsbut also find sponsors

TC: Another reason why it’s a good ideal is because it allows the exec committees within Galenicals(i.e. sports, intl., charities) to easily source sponsors for events

TC: the sponsorship sec would work closely with the treasurer and streamline things. It makes a lot of sense

CdS: Perhaps sponsorship should be limited to the exec societies and not the sub societies as It would be too huge
TL: Will there be a new role in the committee for a sponsorship sec next year?
CdS: I propose shows and sponsorship sec and not a completely separate role for sponsorship
JC: I think maybe separate roles would be better because eah position requires different skill sets. E.g. For shows you need someone more outgoing in naturebecause they have to manage CLIC and PCR and for sponsorship you need someone with financial acumen
CdS: I disagree with JC because you need people skills and social aptitude to be sponsorship sec. If someone just wanted to do finances and hit the books they’d apply to be treasurer
EB seeks clarification on the role and responsibilities of the shows and events rep
OK: For PCR, CLIC and clinical Revue I just oversee things…they’re longstanding events so they pretty much run themselves
CdS: Workload won’t overlap as the majority of the work for the sponsorship sec occurs over the summer when securing sponsorship and working with the webmaster to produce the booklet
OK: I don’t think the work load of the sponsorship sec and shows rep would over lap as the bulk of the events occur in the spring term
AM: I certainly think that one individual would be able to easily manage the responsibilities of a shows and sponsorship sec
TC: if there was a role, then the president wouldn’t have to go out and invest so much time into running around and meeting sponsors the treasurer and sponsorship sec could go in her stead
CdS concurs with TC statement
TL: Nobody is contesting the fact that the sponsorship sec is a useful addition, we need to know if it should be a role on its own or joint with shows
CdS raises the motion: Should we have a seat on the committee for a sponsorship sec or should we redefine the role of shows rep so that it includes sponsorship (shows and sponsorship rep)?
9 vote in avour: TC, TL, JC, CB, OK, JB, JM, AS, AH

CdS: Does any have any roles to suggest?
EB: Why do we not have a student ambassador for mature students
CdS: we have course reps for intercalators and mature medics have a rep (one for preclinical and one for clinical) it is perhaps not very well known, as last year was the first year it was launched.
OK: what would a mature rep do?
CB: I am not entirely sure mature students need a rep as they are very confident in approaching the faculty themselves
EB: It is true that mature students often don’t engage with the rest of their cohort
JM: It’s likely because they have done it all before…
CB: I personally, would not want to hang with younger students if I were a mature medic
CdS: I am not sure what their role would involve…It is not possible for us to have reps forindividual age groups
EB: Yes, I agree

Curriculum review
CdS: We should all be aware that there is a massive review going on, and the faculty wanted and still want lots of student input
CdS: Students have been invited to an additional 8 panels
CdS: the faulty are planning to set up a focus group which will focus on all the relevant elements of different panels for students to give an opinion on
If anyonehas a burning desire to get involved in the focus group, alertCdS, AS or AA
CdS: If you don’t graduate before 2016 the changes to the curriculum will affect you
CdS: Finals and electives will be done differently, some big differences and lots of exciting changes
CdS encourages all committee members to really engage with the process
CdS: We [presidential team] are planning to have year reps involved in the focus group, whoever else wants to get involved, let me know
Eugene Lloyd and Henderson are the programmeDirectors for the new curriculum
It was initially suggested that the meetings take place on a monthly basis and then the students can decide how frequently they want them, as it is vital the meetings occur at a time to suit everyone
EB: Will there be other representation besides us [galenicals committee] on the focus group?
CdS: Yes year reps will be there
EB: I find that students are unaware of when these changes coming into effect
CdS: Year reps will be able to feed this back, as it is a part of their role
AS: The faculty want student input because they have the bare bones, so they require more direction on how to implement the curriculum
LN: I was on the student choice sub panel and I brought issues raised on the panel here – with regards to electives
LN: I also invited people to the focus group, we attended and said we didn’t want the changes to the electives to occur andthey have gone ahead anyway, which is disappointing
AS: This has to do with the national change in the point at which we are registered, since we are qualified after 5th year the electives have to be moved back
LN: The registration issue was never raisedin the student choice sub panel or in the focus group
EB: I heard that they are getting rid of graduate entry because qualifying cannot be done in 4 years
JC: Nothing about the change in registration was raised in my focus group either…
CdS: Essentially, the curriculum must undergo this change so that medical students are ready to be doctors after their 5th year
JM: So they’re effectively condensing a 5 year course to 4 years so 5th year is now almost an F1 year...
CdS: yes they have streamlined things so that students are ready for F1 at the end of study
ES: 4th year is worth 50% of ranking at the moment, so when the changes go ahead will 4th year now include finals and affect ranking to an even great degreee?
CdS: As of now, we are unsure how it will affect ranking, we will send out the documentation again which explains the changes more clearly
EB: They’ve published it, but it has not been communicated well to students
CdS: Not true…because changes have been going on for 2 years now, the medical school always mentions it in their newsletters. We [Galenicals] have also sent out multiple emails and included the link in our weekly newsletter. Eugene and John are coming to all the CSD in order to have student input now that the ball is rolling
LN: Yes but now it has been settled, will student input make a difference?
CdS: It hasn’t been settled because they are asking for student input in these forums and focus groups. To be fair to the faculty, they have been trying to draw students in and advertise to really try and get student input; but people are reluctant to get involved.
ES: How can I direct people to information on the curriculum?
CdS: It’s on mammoth, we could encourage the faculty to publicise it even more and send out more emails etc. I could also write out to students. It is really important that if students feel strongly about somethingthey can communicate this to the faculty
JC: sometimes students just automatically rally against changes the faculty want to make because they fall into default thinking that faculty want to make their life harder
Fresher’s Booklet
CdS: SB and I worked very hard on it, I can forward it to everyone so that we all see the finished product.
SB: fresher’s booklet is also available on the website.

3. Vice President – Amy Samson

Medic Fresh
Thanks to everyone for making this event a success
General update
Mums & Dads
Now all 1st and 2nd years know who their mum/dad or child(ren) are, they will have a revised spread-sheet
Course Reps
In terms of feedback – less relevant preclinically but if you do find any issues, concerns useful to know and direct them to us. There is a meeting with David Morgan soon to encourage students to come forward with queries

4. Vice President – Andrew Armson

General update
We want to aim to improve the quality of handover. This should be something we are all thinking about, keep your handover documents updated and add anything new that you do so it eases the transition for your successor(s)
Course reps have been elected
Elective & Foundation Year event
AA: I have sent emails to clinical years asking for their opinion on a separate or combined event
AA: There is overlap so it’s likely it will be combined
SSC
The year 3 eSSC is moving towards a more placement based approach and less projectbased. The new lead [Kevin jones] is really on top of things
AA: Thankfully, the new year 3 have never experienced clinical eSSCs before so they should adapt with minimal difficulty, but for year 4 this willbe a change so need to update students
Currently, there is no firm planning for what happens if you fail the eSSC in 4th year. How do you resit? There is talk of taking a portion of time out of the elective or slotting it into 5th year somewhere else, but no firm decisions have been made
If you fail any unit, there is an opportunity to take revision over SSC and do a reduced project which is capped at 50% or revise over normal SSC and retain the potential to achieve 100%
4th year eSSc will be part of grad ranking from 16/17

5. Conference Update

CdS: Who is not coming to the conference? Jags only.
£35, pays for dinner and breakfast next day
All required to get involved in the day and all the activities.
Hosting – we have upgraded dinner to a bigger room – so room for more people, therefore we also have more accommodation issues (LN is looking into halls)
LN: An international vet event is also taking place on the weekend of the conference, so all the hostels are booked solid
CdS: how many, max can people host?
AA/AS: 10, max 12
OK: 9
JB: 3
AM: 4 (only girls)
JC: 4 or 5 only girls (though not coming out)
EB: 6
TL: 0 or 4
AP: TL to confirm how many he can host
JM: 0 or 5
AP: JMto confirm how many she can host
ES: 10
AH: 10
LN: 3
SB: 0
TC: 10 or 15
CB/CdS: 15
TC: how many people have we potentially housed out?
CdS: 57

6. SSLC

CdS: SSLC dates
Preclinical (cot compulsory):
24th 5.15 – 7.15 senate house
2ndFeb. same time and place
Preclinical SSLC is mandatory for OK, JB and SB
Clinical:
Nov 11
Feb 3
April 27

7.Updates from committee members

Secretary
SYMPA (mailing list programme) kind of fixed
Sub-societies more organised
Treasurer
TC: DHB – sum of money for the DHB went missing 6/7 years ago.
TC: Got in contact with Tim Godfrey (Last secretary for the DHB), who is the signatory to the account the funds are located in. He is unwilling to give it to the medical school
AP: AM to email Jane Sansom
Careers
CB: Careers fair is on the 27th Feb
JM: apologies in advance
CB: want it to be a team effort
CB: next meeting, discuss a sub group –
AP: AM to include on the agenda for the next meeting
CB: Planning to incorporate a talk on alternative careers to medicine,
CB: It needs to be a good event, big and successful with involvement of sponsors
CdS: Teamwork will be important. It is a big event so we need to draw in everyone. Sponsors were pulling out because their expectations were not met in previous years in terms of turn out
CDB: In terms of organising day just the sub group will be involved.
AP: CB will contact AM to put something innewsletter
Charities
LN: With regard to the charities for bar crawl. I want to compare the list of charities I have with the list the president and Anjie have as there seems to be some discrepancies
CdS: Makes more sense to support our charities affiliated to us. Last year Chinedu chose, which doesn’t make sense at all. It’s more logical for LN to make that decision
LN: Ents also need to know who the charities are, to plan the event
CdS: We need permits from the council for the buckets
LN: I am in the process of organising an event for presidents of each of the affiliated charities in order to encourage incorporated events
Sports
TL: We have organised varsirty with Cardiff
TL: We have sorted dates for thesports club dinner
NON: we would like rugby and women’s rugby. Oxford emailed and Southampton seem keen
Sub groups have been put together with the social secretaries
JM: We are keen to host a sports ball/awards night
TL: We have made a deal with anytime fitness, which undercuts the university gym
TL: We met with the university gym for 1.5 hours and they were incredibly unhelpful
TL: We are going to setup an online shop…more to come on this
JM: We are planning to host more sports socials, not big events just mid-week
TL: Bunker have said they will treat us as a sports club
OK: mid week isn’t very convenient, because of early starts and lectures
TL: It is difficult to do weekends because that is when clubs are busiest. The Richmond is willing to shut down during the week for us
CdS: I am happy to print banners for future events – Galenicals sports banners
Music
EB: Lots of people have signed up for the taster session, scheduled for next week
EB: I also plan to organise an open mic night
Galneicals music are to sing at the thanksgiving cadaver night
EB: Christmas carol evening on 12th Dec time tbc.
EB: Also organising exchanges with Birmingham and Cardiff and doing some joint events with the vets
We are also signing Christmas carols to raise money for Ronal Macdonald house
Ents
Bar crawl routes sorted – 6pm Brass pig
Tickets £5
Lounge – gold cards for committee
Mystery tour in Jan? – Next meeting discuss
Vodka revs want to set up sponsor deal
ES: VR have society cards, want to give us 100 cards which include drinks and meal deal. Explained to her that is not enough cards because we are such a big society
We could not negotiate another sponsorship
AH: Christmas party 2nd December at Vodka Revs
AH: medics wine tasting keep asking ents for money
CdS: I will liaise with wine tasting
ES: we also want to host medics take me out. We thought that CLIC could be allowed to have charity buckets (Feb 5th)
International
Absent
Alumni
JB: Organising an event on the 5th – hopeto have the Christmas alumni – 60 people? Charging around the £30 mark since the venue is free therefore we can make a reasonable amount back
JB: I have been liaising with the union and we most likely will get the 5th unless something else pops up that takes priority
JB: If it does go ahead we will start organising guest speakers and put it in newsletter
JB: If the December date falls through it will rescheduled to February
Shows
The vagina monologue has delegated to a sub team to organise
PCR is in the writing stage
Clinical review should also start planning soon
CLIC – scheduled for the 5th of March 28th. The dress rehearsal is sometime in February
Webmaster
SB: Fresher’s booklet was a success – it can be found on thefirst year section of website if you want to read it
SB: The membership cards have come out well
SB: I am looking at rejigging and cleaning up learning resources

8. Sub-societies