The SMSS Organization

Meetings: SMSS Council (C), SMSS Executive Council (C), SMSS-UGME (C), SMSS-Dean’s (C), CFMS AGM/SGM, CoM Faculty Council (non-voting), Post-Grad Med. Ed. Committee (non-voting), CoM Budget Planning & Priorities, USSU Association of College Presidents (AoCP), SMSS Funding and Oversight Committee

Other Duties:

• Support division chairs and Executive members in their roles

• Meet one-on-one with division chairs 1/semester to strategize supports

• Be the public face and spokesperson for the SMSS

• Organize the SMSS Executive summer planning retreat

• Transition incoming President at end of term and act as the SMSS Past President the year following their term

• Oversee all amendments to the SMSS Constitution

Note: Typically a student elected in their first year to serve in their second year

Meetings: Internal Division (C), SMSS Council, SMSS Executive Council, SMSS-UGME, SMSS-Dean’s, Undergraduate Education Committee (R), College of Physician and Surgeons of Sask. (non-voting) (R), SMSS Funding and Oversight Committee

Other Duties:

• Oversee all amendments to the SMSS Policy Package and Working Documents

• Ensure all other SMSS members/officers uphold the governing documents

• Act as the SMSS Elections Officer and run elections according to the SMSS Elections Policy

• Assist the VP Internal Jr. in the planning of the Fall Formal Awards

• Mentor the VP Internal Jr.

• Oversee all SMSS Committees

• Assist/Support all Internal Division position holders in their roles

• Request (from the UGME) and maintain up-to-date class lists for all four years of medicine (on the SMSS Google Drive)

Notes:

• Typically a student elected in their first year as the Junior will serve in their second year as the Senior

• Should the SMSS President be unable to Chair any of the meetings they are responsible for, the VPI Saskatoon Sr. and VPI Regina Sr. shall step up as chairs.

Meetings: SMSS Council, SMSS Executive Council, Internal Division (C), Regina Division (C), SMSS-UGME, SMSS-Dean’s, SMSS Funding and Oversight Committee, SMSS Student Wellness Committee (R), Undergraduate Education Committee, College of Physicians and Surgeons of Saskatchewan (Non-Voting), Regina Student Representative

Other Duties:

• Chair Regina division meetings

• Coordinate SMSS positions based in Regina

• Liaise with Regina admin and Regina based students

• Represent Regina students on SMSS Executive Council

• Co-organize Integration Weekend with Regina Social Rep.

• Oversee All SMSS Committees

• Ensure all other SMSS Members uphold our governing documents

• Mentor and Assist the VPI Regina Jr. with planning of the Fall Formal Awards

• Oversee all Amendments to the SMSS Policy Package and Working Documents

• Support the Internal Division in their roles

Notes:

• Typically a student elected in their first year as the Junior will serve in their second year as the Senior.

• Should the SMSS President be unable to Chair any of the meetings they are responsible for, the VPI Saskatoon Sr. and VPI Regina Sr. shall step up as chairs.

Meetings: SMSS Council, SMSS Executive Council, SMSS External Division (C), SMSS-UGME, SMSS-Dean’s, SMSS Funding and Oversight Committee, CFMS Representative Roundtable, Student Rep. on the Saskatchewan Medical Association, Student Rep. on the Alumni Association

Other Duties:

• Support student financial literacy through the Financial Fair and Financial Literacy Talks.

• Support the External Division and facilitate planning and budget.

• Organize and coordinate the U of S delegation to CFMS general meetings.

Note: Typically a student elected in their first year as the Junior will serve in their second year as the Senior.

Meetings: SMSS Council, SMSS Executive Council, SMSS-UGME, SMSS-Dean’s, SMSS Funding and Oversight Committee, Academic Division Meeting (C), Student Curriculum Review Committee (C), Student Academic Management Committee, Curriculum Committee, VP Academic Roundtable, Faculty Council (R)

Other Duties:

• Organize and put on the annual Research Symposium.

• Plan Dean’s lunches, SMSS-Dean’s meetings, and SMSS-UGME meetings dates/times.

• Approve research requests and send the required documentation out to students.

Notes:

•  Typically a student elected in their first year as the Junior will serve in their second year as the Senior.

• In the interim (summer) the VP Academic Jr. will transition to be the VP Academic Sr. and be required to fulfil the roles of both Sr and Jr positions until the next VP External Jr is elected.

Meetings: SMSS Council, SMSS Executive Council, SMSS-UGME, SMSS-Dean’s

Other Duties:

• Chair the Advocacy Division of the SMSS.

• Organize Advocacy Division Events.

Note: Typically a student elected in their first year to serve in their second year.

Meetings: SMSS Council, SMSS Executive Council, SMSS-UGME, SMSS-Dean’s, SMSS Funding and Oversight Committee

Other Duties:

• Ensure the SMSS is financially viable.

• Create and implement a budget for the organization.

• Counsel other SMSS members and Student Groups and financial responsibilities.

Note: Typically a student elected in their first year to serve in their second year.

Meetings: SMSS Council, SMSS Executive Council, SMSS-UGME, SMSS-Dean’s, SMSS Funding and Oversight Committee

Other Duties:

• Ensure the SMSS Website is up-to-date.

• Work with the SGC to ensure students/student groups know about upcoming funding deadlines and reimbursement opportunities.

• Act as secretary at SMSS AGM /SGM /Executive council/ Council/ UGME/ Dean’s meetings.

• Serve as the primary contact person for the SMSS regarding travel, room bookings, etc..

Note:  Typically a student elected in their first year to serve in their second year.

Meetings: Internal Division, SMSS Council, SMSS Executive Council, SMSS-UGME, SMSS-Dean’s, SMSS Funding and Oversight Committee, SMSS Student Wellness Committee (R)

Other Duties:

• Help the VP Communications manage the SMSS Social media outlets and Website.

• Assist VPI Saskatoon Sr. with their duties.

• Assist/Support all Internal Division position holders in their roles.

Note: Typically a student elected in their first year as the Junior will serve in their second year as the Senior.

Meetings: SMSS Council, SMSS Executive Council, Internal Division (C), Regina Division (C), SMSS-UGME, SMSS-Dean’s, SMSS Funding and Oversight Committee, SMSS Student Wellness Committee (R), Undergraduate Education Committee, College of Physicians and Surgeons of Saskatchewan (Non-Voting), Regina Student Representative

Other Duties:

• Coordinate SMSS positions based in Regina.

• Liaise with Regina admin and Regina based students.

• Represent Regina students on SMSS Executive Council.

• Co-organize Integration Weekend with Regina Social Rep.

• Oversee All SMSS Committees.

• Ensure all other SMSS Members uphold our governing documents.

• Assist the VPI Regina Sr. with their duties.

• Oversee all Amendments to the SMSS Policy Package and Working Documents.

• Support the Internal Division in their roles.

Note: Typically a student elected in their first year as the Junior will serve in their second year as the Senior.

Meetings: SMSS Council, SMSS Executive Council, SMSS-UGME, SMSS-Dean’s, SMSS Funding and Oversight Committee, Academic Division Meeting (C), Student Curriculum Review Committee (C), Student Academic Management Committee, Curriculum Committee, VP Academic Roundtable, Faculty Council (R)

Other Duties:

• Help organize and put on the annual Research Symposium.

• Help plan Dean’s lunches, SMSS-Dean’s meetings, and SMSS-UGME meetings dates/times.

• Approve research requests and send the required documentation out to students.

• Assist the VP Academic Sr. with their duties.

Note: Typically a student elected in their first year as the Junior will serve in their second year as the Senior.

Meetings: SMSS Council, SMSS Executive Council, SMSS External Division, SMSS-UGME, SMSS-Dean’s, SMSS Funding and Oversight Committee, CFMS Representative Roundtable, Student Rep to the Alumni Association

Other Duties:

• Support CFMS Blood Drive by organizing and promoting blood drives on campus.

• Work with faculty on donor relations, specifically the Donor Appreciation Luncheon.

Notes:

• Typically a student elected in their first year as the Junior will serve in their second year as the Senior.

• In the interim (summer) the VP External Jr. will transition to be the VP External Sr. and be required to fulfil the roles of both Sr and Jr positions until the next VP External Jr is elected.

Meetings: Academic Division, SMSS Council, Faculty Council (R – shared vote), Year Promotions, Regina Division Meetings (Regina-based reps. [II-IV] only), Regina Admin meetings (Regina-based reps [II-IV] only), Feedback Forums, Clerkship Committee (Clerkship reps. [III-IV] only), Clerkship Class Rep Meetings (Clerkship reps. [III-IV] only)

Other Duties:

• Send out “infoblasts” of updates and news to your classmates.

• Keep your class’s Facebook page updated.

• Liaise between your class and the UGME to ensure that concerns and questions are addressed.

• Year 1: hosting Winter Formal and Charity Date Night Auction.

• ear 2: hosting Mock OSCE for the year ones, help with Cadaver Commemoration ceremony (Dr. Mohammed).

Notes:

• Make sure to attend and promote SMSS events, voice your concerns on behalf of the class, and be a positive representative for your class!

• Make sure to keep open communication with your Year Chair and VP Academic re: any concerns.

• These positions are elected by each class.

• Those elected to Med III rep. shall continue on as Med IV reps. as long as the individual(s) hold the confidence of their respective class.

• Med I = 2, Med II = 2, Med III = 4, Med IV = 4. Total = 12.

Meetings: Funding and Oversight Committee (C), Internal Division, SMSS Council

Other Duties:

• Act as primary contact person for Student Groups in their interactions with the SMSS Council.

• Compile a list of all active student groups for each Academic Term.

• Coordinate the Events Calendar on the SMSS Website.

• Organize the Student Group Fair for Yr. 1 students (Fall Term).

• Advise students who wish to start new/ratify returning student groups (presentation usually held in Sept.).

• Organize the Student Group round table discussion with student groups.

Note: The round table discussion is usually held in September or October after the Funding/Oversight committee meets and allocates budgets. It is a discussion of how to use the budget funds according to the SMSS policies, the function of ratified student groups, and tips on group banking (The SGC may wish to talk to the VP Finance about this aspect and/or invite them to the discussion). It also serves as a feedback session in which the SGC can receive feedback from groups on the direction the SMSS takes towards group funding.

Meetings: Internal Division, SMSS Council (½ Vote)

Other Duties:

• Act as primary liaison between the SMSS and outside donors for all SMSS fundraising initiatives.

• Organize and/or create and chair an informal committee of students to organize the Miles for Smiles event in as well as at least one (1) other event in Saskatoon and Regina.

• Organize and/or help the VPI Regina organize a fundraising event in Regina.

• Assist the Year 1 Class Representatives in the Year 1 Fundraiser.

Notes:

• This position may wish to coordinate with the Sr./Jr. Sports Directors regarding the Healthcare Classic Slo-Pitch Tournament.

• This position will need to regularly coordinate with the VP Finance to ensure all initiatives are funded and donated funds are correctly allocated.

Meetings: Internal Division, SMSS Council (½ Vote)

Other Duties:

• Assist the Fundraising Rep. Sr. in their duties.

Note: Typically a student elected in their first year as the Junior will serve in their second year as the Senior.

Meetings: External Division, SMSS Council (½ Vote)

Meetings: External Division, SMSS Council (½ Vote)

Meetings: External Division, Global Health Committee, Social Accountability Committee, CFMS Global Health Roundtable, SMSS Council (½ Vote)

Other Duties:

• Liaison between the SMSS and the Canadian Federation of Medical Students (CFMS) Global Health Program.

Meetings: External Division, Global Health Committee, Social Accountability Committee, CFMS Global Health Roundtable, SMSS Council (½ Vote)

Other Duties:

• Liaison between the SMSS and the Canadian Federation of Medical Students (CFMS) Global Health Program.

Note: Recommended to be elected and serve as a first year medical student as they become the GHL Sr. the next year.

Meetings: External Division, SMSS Government Affairs and Advocacy Committee (C), SMSS Council (½ Vote)

Other Duties:

• Liaisons between the SMSS and the CFMS VP Advocacy.

• Lead the University of Saskatchewan’s Provincial Day of Action.

• Work with GAAC Reps across the country at the annual National Day of Action.

Meetings: External Division, SMSS Government Affairs and Advocacy Committee (C), SMSS Council (½ Vote)

Other Duties:

• Liaisons between the SMSS and the CFMS VP Advocacy.

• Lead the University of Saskatchewan’s Provincial Day of Action.

• Work with GAAC Reps across the country at the annual National Day of Action.

Notes: Recommended to be elected and serve as a first year medical student as they become the GAAC Rep. Sr. the next year.

Meetings: Academic Division, SMSS Council

Other Duties:

• Liaise between students and Office of the Vice Dean-Research regarding Dean’s Summer Research Award projects and Summer Research Experiences.

• Plan Poster Day for Dean’s Project students.

• Help the VP Academic host the annual Research Symposium.

Meetings: Regina Division, Internal Division, SMSS Council

Other Duties:

• Assist VP Regina and Social Rep Regina in planning social events between the two cities.

• Facilitate Integration between Regina and Saskatoon students.

• Ensure equity between campuses.

• Organizes Regina-Based intramural teams through the University of Regina.

• Responsible for College of Medicine Clothing Orders.

Note: MUST be based in Regina.

Meetings: Regina Division, Internal Division (R, ex-officio), SMSS Council

Other Duties:

• Coordinate and advertise all SMSS social events in Regina.

• Organize Welcome Week (Incoming).

• Organize Integration Weekend.

• Assist the Saskatoon representative when required.

Notes:

• Integration Weekend is a large undertaking and the Regina Social Rep should do their best to coordinate with the VPI Regina (Division Chair) to ensure it is successful.

• In the past, the Regina Social Rep has formed a committee of Regina students to help them accomplish their tasks throughout the year. They can do this with assistance from their division chair (VP Regina).

• Historically, this role has been best suited to a student entering their second year of medicine.

Meetings: Internal Division (R, ex-officio), SMSS Council

Other Duties:

• Coordinate and advertise all SMSS social events in Saskatoon.

• Organize Welcome Week (Incoming).

• Organize Fall Formal (Outgoing).

• Assist the Regina representative when required.

• Plan the SMSS-UGME breakfast events in Saskatoon.

Notes:

• Welcome Week is a large undertaking and the Social Rep should do their best to coordinate with the VPI Saskatoon (Division Chair) to ensure it is successful.

• Historically, this role has been best suited to a student entering their second year of medicine.

Meetings: Internal Division, Campus Recreation, SMSS Council (½ Vote)

Other Duties:

• Support all SMSS sports activities.

• Coordinate and plan the USask Med team for IceBowl.

• Coordinate and plan the USask Med team for MedGames.

• Organize the Healthcare Classic Slo-Pitch Tournament.

• Organize the Med/Dent Hockey Game (Occurs annually; hosted by Medicine bi-annually).

Notes:

• The activities can be a lot of work to organize, even with the help of the Jr., so this position can create/chair informal SMSS committees of students to help plan the events. This is especially recommended when the U of S hosts an inter-school event.

• As many events the Director(s) organize can be costly, it is recommended that the Sr./Jr. Sports Director(s) coordinate regularly with the VP Finance, should they require assistance/advice.

Meetings: Internal Division, Campus Recreation, SMSS Council (½ Vote)

Other Duties:

• Support all SMSS sports activities.

• Assist the Sr. Sports Director in their duties.

• Responsible for all CoM athletic equipment.

Note: Recommended to be elected and serve as a first year medical student as they become the Sr. Sports Director the next year.

Meetings: Internal Division, SMSS Council, Wellness Committee

Other Duties:

• Organize and manage wellness events for all campuses within the College of Medicine with the help of the Wellness Committee and Task Force.

Meetings: External Division, SMSS Council, USSU Council

Meetings: External Division

Meetings: External Division

Meetings: External Division (R), SMA CORRP Meetings, SMA SR&R Meetings

Other Duties:

• The SMA Rep is the liaison between the SMSS and the Saskatchewan Medical Association (SMA).

• Update the SMA delegation on student activities at the Regional Assembly and help plan the SMA Roadmaps Tours throughout the year.

Meetings: External Division (R), SMA CORRP Meetings, SMA SR&R Meetings

Other Duties:

• The SMA Rep is the liaison between the SMSS and the Saskatchewan Medical Association (SMA).

• Update the SMA delegation on student activities at the Regional Assembly and help plan the SMA Roadmaps Tours throughout the year.

Meetings: External Division (R)

Other Duties:

• The LEOs are the liaisons between the SMSS/College of Medicine and the Canadian Federation of Medical Students/International Federation of Medical Students’ Associations.

• They are responsible for facilitating incoming and outgoing exchange students to and from the University of Saskatchewan and updating the student body on exchange opportunities.

Meetings: External Division (R)

Other Duties:

• The LEOs are the liaisons between the SMSS/College of Medicine and the Canadian Federation of Medical Students/International Federation of Medical Students’ Associations.

• They are responsible for facilitating incoming and outgoing exchange students to and from the University of Saskatchewan and updating the student body on exchange opportunities.

Meetings: Student Curriculum Review Committee Meetings (R), Dean’s Lunch (R), Feedback Forums (R), Assigned UGME Curriculum Sub-Committee(s) (R), Curriculum Committee (R, Chair and one rep), Academic Division (R, Chair only)

Other Duties:

• Serve as student voice on a number of academic-related committees.

Notes:

• Reps serve 2-year term.

• Chair (or two co-Chairs) from 2nd year elected at end of school year.

• Advisory SCRC members (i.e. past reps) sit on SCRC to provide guidance. Chair must be an Advisory member the following year.