In the interest of transparency, this is our organizational flow chart. Queries regarding the business of any one of our divisions can be addressed to the Executive member (Chair) on that division. If you are ever unsure who to contact, simply email the VP Communications (smss.vpcommunications@gmail.com) with your question of concern.
As outlined in our governing documents, the SMSS is made up SMSS Officers who sit on an Executive Council and/or Council that represents our general members (i.e. the U of S College of Medicine students). An itemized list of these positions and the responsibilities each carries out are outlined below.
We are currently working on some governance updates in an attempt to serve students even better. The position responsibilities outlined below are tentative pending approval at our upcoming September AGM Meeting. However, the overall outline remains in the same spirit as our current roles’ responsibilities. If you are interested in any of the SMSS positions, please contact either the division chair for that position (see “Our Organization”) or the VP Communications at smss.vpcommunications@gmail.com.
Executive Positions * All SMSS Executive positions are welcome to attend other division/committee meetings as Ex-Officio members (non-voting).
| Position | Meetings:
(Assume required) Recommended = R Chair = C |
Other Duties | Notes |
| SMSS President
(MUST be based in Saskatoon) |
– 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 |
– 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 |
– Recommended to be elected as a first year student for a term spanning their second year of medicine |
| VP-Regina
(MUST be based in Regina) |
– SMSS Council
– SMSS Executive Council – Regina Division (C) – SMSS-UGME – SMSS-Dean’s – SMSS Funding and Oversight Committee – SMSS Student Wellness Committee (R) |
-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. -Co-organize Regina Bonspiel with Regina Social Rep. |
– Recommended to be elected as a first year student for a term spanning their second year of medicine |
| VP-Finance | – SMSS Council
– SMSS Executive Council – SMSS-UGME – SMSS-Dean’s – SMSS Funding and Oversight Committee |
– Ensure the SMSS is financially viable
– Create and implement a budget for the organization – Counsel other SMSS members and Student Groups and financial responsibilities |
|
| VP-Communications | – SMSS Council
– SMSS Executive Council – SMSS-UGME – SMSS-Dean’s – SMSS Funding and Oversight Committee |
– 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. |
|
| VP-Academic | – 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) |
-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 |
|
| VP-External Sr. | – 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 |
– 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 |
|
| VP-External Jr | – 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 |
– Support CFMS Blood Drive by organizing and promoting blood drives on campus
– Work with faculty on donor relations, specifically the Donor Appreciation Luncheon |
– It is recommended that the VP External Jr. Be elected and serve during their first year of Medicine as they will assume the role of VP External Sr. the following academic year.
– 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. |
| VP-Internal Sr. | – 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 |
– 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 Forma 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) |
– Should the SMSS President be unable to Chair any of meetings they are responsible for, the VP Internal Sr. shall step up as chair. |
| VP-Internal Jr. | – Internal Division
– SMSS Council – SMSS Executive Council – SMSS-UGME – SMSS-Dean’s – SMSS Funding and Oversight Committee – SMSS Student Wellness Committee (R) |
– Assist the VP Communications and VP Internal Sr. in their duties
– Help the VP Communications manage the SMSS Social media outlets and Website – Plan the Fall Formal Awards, incl.: nominations, posting the nominations, voting, designing/arranging for the delivery of plaques, co-ordinating the awarding of plaques at the Fall Formal – Assist/Support all Internal Division position holders in their roles |
– It is recommended that the VP Internal Jr. Be elected and serve during their first year of Medicine as they will assume the role of VP Internal Sr. the following academic year.
– In the interim (summer) the VP Internal Jr. will transition to be the VP Internal Sr. and be required to fulfil the roles of both Sr and Jr positions until the next VP Internal Jr is elected. |
| Past President | – SMSS Council (non-voting) (R)
– SMSS Executive Council (non-voting) (R) – SMSS-UGME (non-voting) (R) – SMSS-Dean’s (non-voting) (R) |
– Appointed to serve as this position following the successful completion of one (1) term as SMSS President. | |
| Past VP-Regina | – SMSS Council (non-voting) (R)
– SMSS Executive Council (non-voting) (R) – SMSS-UGME (non-voting) (R) – SMSS-Dean’s (non-voting) (R) |
– Appointed to serve as this position following the successful completion of one (1) term as SMSS VP- Regina. |
Officer Positions
| Position | Meetings:
(Assume Required) Recommended = R |
Other Duties | Notes |
| Class Representatives
Med I = 2 Med II = 2 Med III = 4 Med IV = 4 Total = 12 |
– 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) |
– 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 – Year 2: hosting Mock OSCE for the year ones, help with Cadaver Commemoration ceremony (Dr. Mohammed) |
– 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. |
| Fundraising Rep. Sr. | – Internal Division
– SMSS Council (½ Vote) |
– 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 Saskatoon as well as at least one (1) other event in Saskatoon – Organize and/or help the VP Regina organize a fundraising event in Regina – Assist the Class Representatives (Year I) |
– This position may wish to coordinate with the Sr./Jr. Sports Directors regarding the Healthcare Classic Slo-Pitch Tournament.
– This position may need to regularly coordinate with the VP Finance to ensure all initiatives are funded and donated funds are correctly allocated. |
| Fundraising Rep. Jr. | – Internal Division
– SMSS Council (½ Vote) |
– Assist the Fundraising Rep. Sr. in their duties | – Recommended to be elected and serve as a first year medical student as they become the Fundraising Rep. Sr. the next year. |
| Global Health Advocate Sr. | – External Division
– SMSS Council (½ Vote) |
||
| Global Health Advocate Jr. | – External Division
– SMSS Council (½ Vote) |
– Recommended to be elected and serve as a first year medical student as they become the GHA Sr. the next year | |
| Global Health Liaison Sr. | – External Division
– Global Health Committee – Social Accountability Committee – CFMS Global Health Roundtable – SMSS Council (½ Vote) |
– Liaison between the SMSS and the Canadian Federation of Medical Students (CFMS) Global Health Program | |
| Global Health Liaison Jr. | – External Division
– Global Health Committee – Social Accountability Committee – CFMS Global Health Roundtable – SMSS Council (½ Vote) |
– Liaison between the SMSS and the Canadian Federation of Medical Students (CFMS) Global Health Program | – Recommended to be elected and serve as a first year medical student as they become the GHL Sr. the next year. |
| Gov’t Affairs and Advocacy C. Rep. Sr. | – External Division
– SMSS Government Affairs and Advocacy Committee (C) – SMSS Council (½ Vote) |
– 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 |
|
| Gov’t Affairs and Advocacy C. Rep. Jr. | – External Division
– SMSS Government Affairs and Advocacy Committee – SMSS Council (½ Vote) |
– 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 |
– Recommended to be elected and serve as a first year medical student as they become the GAAC Rep. Sr. the next year. |
| Regina-Saskatoon Liaison
(MUST be based in Regina) |
– Regina Division
– Internal Division (R, ex-officio) – SMSS Council |
– Coordinate planning of Mock WHO Event (new in 2018/2019)
-Assist VP Regina and Social Rep Regina in planning social events between the two cities |
– The Mock WHO event is a large undertaking and the Liaison should attempt to coordinate with both social reps and their division chairs (VP Regina, VP Internals) to ensure it is successful. |
| Research Rep. | – Academic Division
– SMSS Council |
-Liaise between students and Office of the Vice Dean-Research (i.e. with Patricia, the Project Coordinator) 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 |
– Recommended to be elected and serve as a first year medical student or a second year student based in Saskatoon. |
| Regina Social Rep.
(MUST be based in Regina) |
– Regina Division
– Internal Division (R, ex-officio) – SMSS Council |
– Coordinate and advertise all SMSS social events in Regina
– Organize Welcome Week (Incoming) – Organize Integration Weekend – Assist the Saskatoon representative when required – Plan the SMSS-UGME breakfast events in Regina |
– Integration Weekend is a large undertaking and the Regina Social Rep should do their best to coordinate with the VPRegina (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 (first year at the Regina site). |
| Regina Student Services Rep.
(MUST be based in Regina) |
– Regina Division
– Internal Division (R, ex-officio) – SMSS Council – CoM Academic Wellness Committee – CoM Success in Medicine Curriculum Committee – SMSS Student Wellness Committee (potentially C) |
– Promote Student Wellness at the Regina site
– Work closely with the Regina branch of the Office of Student Services – Assist/Advise the Saskatoon representative when required |
– This position will need to cooperate with the Saskatoon Student Services Rep. position well. The CoM committee responsibilities or the CFMS/SMSS committee responsibilities can be carried out at either site. |
| Saskatoon Social Rep.
(MUST be based in Saskatoon) |
– Internal Division
– SMSS Council |
– 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 |
– Welcome Week is a very large undertaking and, as such, it is recommended that the rep. Coordinates with the SMSS President and VP Internal Sr. (Division Chair) directly.
– Recommended to be elected as a first year and serve their term while in second year. |
| Saskatoon Student Services Rep.
(MUST be based in Saskatoon) |
– Internal Division
– SMSS Council – CFMS Wellness Committee (USask rep) – SMSS Student Wellness Committee (C) |
– Promote Student Wellness at the Saskatoon site
– Work closely with the Saskatoon Office of Student Services – Assist/Advise the Regina representative when required |
– This position will need to cooperate with the Regina Student Services Rep. position well. The CoM committee responsibilities or the CFMS/SMSS committee responsibilities can be carried out at either site. |
| Sr. Sports Director | – Internal Division
– Campus Recreation – SMSS Council (½ Vote) |
– 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) |
– 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.
– The proceeds from the Healthcare Classic are to go to support the USask Med team at IceBowl – Although allowed to be at either site, this position has historically been easier to accomplish by an individual at the Saskatoon site. – 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 |
| Jr. Sports Director | – Internal Division
– Campus Recreation (R) – SMSS Council (½ vote) |
– Support all SMSS sports activities
– Assist the Sr. Sports Director in their duties – Responsible for all CoM athletic equipment |
– Recommended to be elected and serve as a first year medical student as they become the Sr. Sports Director the next year.
– Although allowed to be at either site, this position has historically been easier to accomplish by an individual at the Saskatoon site. |
| Student Groups Coordinator | – Funding and Oversight Committee (C)
– Internal Division – SMSS Council |
– 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 |
– 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. |
| USSU MSC | – External Division
– SMSS Council – USSU Council |
Auxiliary Positions
| Position | Meetings:
Required = R Recommended = O |
Other Duties | Notes |
| Health Sci. Stud. Assoc. Rep. Sr. | External Division (R) | ||
| Health Sci. Stud. Assoc. Rep. Jr. | External Division (R) | ||
| Sask. Med. Assoc. Rep Sr. | External Division (R)
SMA CORRP Meetings SMA SR&R Meetings |
– 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. |
|
| Sask. Med. Assoc. Rep. Jr. | External Division (R)
SMA CORRP Meetings SMA SR&R Meetings |
– 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. |
|
| Local Exchange Officer Sr. | External Division (R) | – 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. |
|
| Local Exchange Officer Jr. | External Division (R) | – 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. |
Other Positions
| Position | Meetings:
Required = R Recommended = O |
Other Duties | Notes |
| Student Curriculum Review Committee (SCRC) Representatives | 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) |
– Serve as student voice on a number of academic-related committees | – 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. |
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