MEDINE Executive Board Meeting Faculty of Medicine and Dentistry Meeting Room 69 St Michael’s Hill Bristol BS2 8DZ University of Bristol, United Kingdom 09.00 – 17.00 21 October 2005 Minutes Chair: Professor Gareth Williams, University of Bristol Present: Professor Madalena Patricio, Lisbon (representing AMEE) Mr Karel van Liempt, University of Antwerp, Belgium Professor Pavel Kucera, Lausanne, (representing the ECTS Medicine Association) Professor Allan Cumming, University of Edinburgh, Scotland Dr Veronica Komives, Semmelweis University, Budapest, Hungary Professor Lajos Szollar, Semmelweis University, Budapest, Hungary Dr Hans Karle (President of the World Federation for Medical Education), Copenhagen In attendance: Mr Tim Jones, University of Bristol Alison Paton, University of Bristol Apologies Dr Bernard Maillet (representing UEMS) Dr Herman Van Rossum (representing AMSE) Not present: Miss Vanja Ivosevic (representing ESIB) Mr Divo Ljubicic (representing EMSA) 1. Welcome – GW 2. Present Situation – TJ Reminders The Interim Report was required by the Commission on 01.01.06. The report required a declaration of expenditure on the network, which included expenditure incurred by Partners against budget. The Commission’s guidelines were quite specific and input would be needed from the Task Forces. Management There was little objective evidence so far of work in progress in the Task Forces, with the exception of the Tuning Task Force. It was essential that this evidence be provided in the Interim Report to demonstrate to the Commission that work was under way towards meeting the objectives of the Network. There are now competitors waiting to take over this kind of initiative - the “Liaison Committee on Accreditation Medical Education in the European Union” was one such (www.lcameeu.org). Workplans from all Task Forces were therefore needed, and as quickly as possible. Actions: a) Timesheets needed from all EB members detailing actual time spent on MEDINE activities, including attendance at meetings, with actual costs, which must include employers’ costs. Action: All TF leaders b) Workplans for each Task Force. Action: All TF leaders 3. Task Force presentations: Each of the Task Force leaders presented an update on progress within their Task Force. The PowerPoint presentations are attached (Tuning, Recognition of Qualifications and Medical Education and Research). The other two oral presentations are summarised below (as provided by the two Task Force leaders). Tuning Points made: Tuning Counsellor yet to be appointed - possibly Julia Gonzalez. Questionnaire developed using SurveyMonkey. Evaluator appointed and translations into French and German under way. Issue to all partners once translations done. Task Force meeting in Edinburgh on 03/02/06. Structure of meeting to be decided. Other Task Forces to meet at the same time. Recognition of Qualifications Points made: Workplan includes survey. Future meetings of Task Force agreed for December. Contact necessary with UEMS. Quality Assurance Responsible for this Task Force are the World Federation for Medical Education (WFME) and the Association for Medical Schools in Europe (AMSE). Plans for the Task Force work started immediately after the MEDINE Executive Board Meeting in March 2005 in Budapest, where the two partners (Hans Karle, WFME and David Gordon, AMSE) had an opportunity to meet. The discussions continued at the Network Meeting in Brussels in May 2005. It was decided to go for a small and effective group, but at the same time to have reasonable broad European coverage. Appropriate persons were identified. After that meeting, David Gordon was replaced by Herman van Rossum as representative of AMSE. Following the meeting in Brussels, the WFME Office invited potential members and over the summer, the Task Force was established with members from Denmark, Finland, France, Germany, the Netherlands, Poland, Spain, Turkey and UK. The list of members is on the MEDINE web site. In connection with the AMEE Conference in Amsterdam, Herman van Rossum and Hans Karle discussed the plans for the Task Force work. It was decided that the WFME Office should be the address of the Task Force. Conditions for the Task Force work regarding secretarial assistance and travelling possibilities were finally settled at the MEDINE Executive Board Meeting in Bristol in October 2005. The first meeting of the Task Force will take place on 10 January 2006 in Amsterdam. In the meantime, the WFME Office has collected relevant material including: • WFME Global Standards for Quality Improvement in Basic Medical Education, Postgraduate Medical Education and Continuing Professional Development of Medical Doctors • IIME Global Minimum Requirements Standards • WHO/WFME Guidelines for Accreditation of Basic Medical Education • ENQA Models, Standards and Guidelines for Accreditation of Higher Education. It has also been decided that the Task Force should have contact to ENQA, UEMS, the European Medical Students’ Association and the World Health Organization European Office. A discussion paper is now being developed as background material for the first Task Force meeting. It is envisaged, that adaptation of the WFME Global Standards to the European context as stated in the objectives will require another dividing line between Basic Standards and Standards for Quality Development. Another focus point will be to modify the annotations to the Standards and perhaps to develop some other specifications relevant to the European scene. It is planned that following the first meeting, the Task Force will primarily work electronically, but there might be need for new meetings. It is planned to develop some preliminary thinking about European Standards to be presented at the MEDINE Network Meeting in Prague in 2006 and at the AMEE Conference in Genoa in September 2006. Transparency As one of the activities implemented by the Transparency Task Force, it is proposed to develop further the online medical education information source and encyclopaedia planned by AMEE (TIME – Topics in Medical Education). It is proposed that the approach will be developed further over the next three months and that a full paper will be produced for further debate and consideration by members of the Task Force and the MEDINE Board in January. Other points made: MP had had a low response to her request for participants to develop workshops. Task Force meeting in Edinburgh alongside the Tuning Task Force meeting in Edinburgh An amendment to the Contract would be necessary, since not all of the activities of this Task Force could be implemented. MP would detail the amendment necessary and send it to TJ. Action: MP Medical Education and Research Timelines needed adjusting (as for all Task Forces) 4. How the Network is running AP gave her perspective on the organisation of the Network, reminding the Executive Board that accurate costing of time spent was crucial and that the deadline for submission of expenses and other costings was Nov 15th, ahead of the Interim Report. Afternoon session Analysis and discussion of decisions made during the morning session, including publicity for the Network General points agreed: • Membership of Task Forces is open to all partners. • Full costs of attending meetings (Task Forces, the annual General meeting of all partners, Executive Board) can be met from the grant, with a limit of €450 for travel and the limit set by the European Commission for accommodation and subsistence according to the country in which the meeting takes place. If the travel costs are more than this, the full cost should be submitted on the expenses form and the difference will be counted as matched funding, ie from your organisation/institution as contribution to MEDINE • Time spent on the project by staff from partner institutions can be set against the overall budget for the Network as matched funding (this was confirmed by telephone with the DentEd Thematic Network organisers in Dublin). • There was a need to activate the €4,000 agreed for the 3 Task Forces identified as needing secretarial help (QA, Qualifications, Transparency). Action: TJ/AP • To give time for completion of the Interim Report, 15 November was set as the date for information on costs incurred to be submitted to Alison Paton. Action: All • Task Force leaders to submit information on their Task Force activities to Alison Paton by 30 November, in accordance with the format required by the Interim Report. Action: All TF Leaders • It was essential that the full cost of time spent on the project was submitted: This included employers’ costs as well as salary prior to deduction of tax. It could also include costs of attending those parts of other meetings where the MEDINE network was being presented or publicised. The monthly cost should be submitted on the timesheet. • AP would do a projection of likely costs of meetings for the duration of the Network, based on 2 EB meetings per year, two meetings of each Task Force per year and 3 more general meetings of the full network. Action: AP • Contact with the partners to stimulate activity should be through the named contact person, but copied to the relevant Dean or Head of organisation. Action: All • The reporting period for the Interim report is 1.10.04 to 31.12.05, but activities occurring after 1.12.05 would not be included in the report, except to mention that they would be taking place. • The European Commission was to be asked how to assess the salary costs of someone involved with the project who is retired. Action: AP • Members of the Executive Board to be sent copies of the MEDINE poster and Task Force flyers. These also to be placed on the web site for the benefit of all partners. Action: AP • Information on the activities of the Network to be sent to Peter van der Hijden, employee of the European Commission, expert on ECTS and Thematic Networks, who gave strong encouragement to the creation of this Thematic Network. Action: TJ • A Newsletter should be issued monthly to all partners. Action: AP/TJ • Timelines need to be adjusted from those in the original application and included in the Interim Report. Action: AP 5. Prague Meeting May 2006 It was decided that the following schedule would run: Thursday 4th May 2006: Executive Board meet for dinner in evening Friday 5th May 2006: 9.00-12.00 Executive Board meeting 13.00 Opening of the General Meeting and welcome from the Chairman and the local organizers 13.30 Professor Derry Shanley, DDSH – Lessons from a successful Thematic Network 14.00 – 15.00 For/against debate – Bologna and Medical Education – Blessing or Curse? 15.00-15.15 Setting the scene for Task Force workshops 15.15-18.00 Task Force workshops 19.30 Dinner Saturday 6th May 2006 09.30-11.00 Feedback from Task Force meetings 11.30-12.30 Panel discussion/interactive session 13.00 Lunch Subject to the agreement of the ECTS Medicine Association, the rest of the day would be devoted to their annual meeting. Actions: • Suggestions needed for speakers on the topic of Bologna: Blessing or Curse? Action: All • PK to discuss urgently the format for the two days with the Chairman of the ECTS Medicine Association and report back to AP. Action: PK • TJ/AP to contact Michael Halaska in Prague regarding the proposed schedule. Action: TJ/AP 6. Future venues for meetings Network Meetings (General Meetings): May 2007 and Sept 2007 The following venues were suggested: Geneva, London, Barcelona. Barcelona was the preferred venue for the final meeting in September 2007. TJ/AP would explore the possibility with the contact person at Barcelona. PK would check whether a meeting could be held on the French side of Geneva. Actions: TJ/AP and PK Executive Board Meetings It was agreed that there might be no need for an Executive Board meeting prior to the general meeting in Prague, but in case one was necessary, it would be on Thursday 9th Feb 2006 in Geneva or London. AP would check whether the Commission would allow travel into Geneva (the meeting itself would be held over the border in France). Action: AP Task Force meetings Two Task Force meetings per Task Force per year were envisaged, to be held in venues decided by the Task Force leaders, preferably where cheap flights and accommodation were available.