Code of Conduct

Foreword

This Code of Conduct (CoC) has been created by members of IFMSA-Quebec for its members. Its goals are:

  • to be consistent with the principles, values and mission of IFMSA-Quebec;
  • to create a respectful, comfortable and safe working environment and atmosphere for all our members from different backgrounds and cultures;
  • to support any member who has suffered from acts that do not respect our values by
  • Supporting any member who has suffered from acts that do not respect our values by offering them several resources and by helping them in the situation;
  • to ensure the smooth running of meetings.

Principles, mission and values of IFMSA-Quebec

This code of work and professionalism includes, but is not limited to:

  • respecting IFMSA-Quebec’s values and honouring its mission through actions and behaviour;
  • Ensuring the long-term development of the Division, particularly by following up on strategic plans;
  • Maintain clear, concise and friendly communications between officers on duty;
  • differentiate between professional and friendly relationships;
  • respond to all emails within 72 hours of receipt; if this is not possible, let the sender know that the request will be dealt with within a longer, but reasonable, period (1 week);
  • differentiate the officer’s duties and interactions related to the sphere of his or her personal life and status as a medical student from those related to his or her position with IFMSA-Québec;
  • advise the Executive Board of all external representations and conflict situations of IFMSA-Quebec (e.g. conferences).

In order to avoid potential conflicts of interest, to encourage the involvement of its members and to
balance, it is recommended that an officer not hold more than two positions on the extended team.
positions within the extended team.

General rules

All our members must feel comfortable and safe within IFMSA-Quebec, whether it be
during our local, national or international activities (including our meetings). Therefore,
we expect our members to follow and respect the following guidelines:

  • Be respectful. Make sure that all participants are able to express themselves and feel safe; be professional and respectful in our speech, actions and the appearance of our activity and/or meeting; and show respect for the opinions and ideas of all participants.
  • Caring. Be mindful of the physical and mental health, safety and well-being of all participants.
  • No offensive comments to other participants are accepted. Do not post, share or distribute any form of media (including images, videos and messages) on any social network that may damage the image of others. You must at all times seek permission from any person appearing in the image, video or message you wish to share on any social network. All messages that contain threatening, abusive, harassing, defamatory, vulgar, obscene, libelous, hateful or other objectionable content must be deleted and will result in disciplinary action.
  • Respect the environment. Promote recycling, composting and avoid unnecessary waste of resources; clean up areas where you have organised a meeting and/or activity.
  • Participate actively and respectfully in relation to content and participants.
  • When presenting a peer education project, you are a representative of IFMSA-Québec. As such, you must respect the principles, mission and values of IFMSA-Québec. Furthermore, you can never change the content of the presentations without the agreement of the coordinators and without it being validated by an expert.
  • No matter what activity, meeting or presentation you do for IFMSA-Quebec, you must be considerate of others while respecting IFMSA-Quebec’s values, mission and values. You may not, under any circumstances, use racist, discriminatory, sexist, homophobic, transphobic or any other insulting terms in written or vocal messages that may cause distress to other participants.
  • We must be inclusive and conscientious at all times. We have a duty to promote diversity and thus ensure that members of diverse communities can feel included and well represented.

Substance abuse

Each participant is expected to promote behaviour that respects the health and well-being of themselves and others.

  • The consumption of alcoholic beverages at IFMSA-Quebec meetings, presentations or official events is prohibited.
  • No refunds for alcoholic beverages will be accepted, including for speaker gifts.
  • Smoking (cigarettes and cannabis) and/or vaping is prohibited in all public areas of the facilities. If you are a smoker, you must go to the designated area outside. When carpooling to national events, you may not smoke or vape in the car with other participants.
  • The use of illegal substances is prohibited at IFMSA-Quebec activities, meetings or presentations.

Financial responsibility

You are responsible for all damages and must reimburse them within the time frame required by the facility where the damage occurred.

Violation of the code

Violation of this code of conduct will be sanctioned with consequences commensurate with the severity of the breach, including but not limited to:

  • If the content of an IFMSA-Quebec project is changed by representing the organization without warning and/or without having the content validated:
    • Consequence:
      • Initial warning and 2nd warning with close monitoring. If non-compliance after two warnings, immediate exclusion from the project/committee and prohibition to re-apply to a similar project where there is public representation.
  • Withdrawal from a position more than 30 days after the designated start date, without an acceptable explanation
    • A flag will be attached to this candidate when applying for subsequent positions
      • If there is a recurrence, the candidate will be barred from similar positions, and possibly larger ones.
  • Significant discrepancy between the tasks performed and the minimum level of responsibility associated with a position, without valid justification (e.g. someone who gets a position and does not get involved in a concrete way in the end)
    • First meeting / first warning to clarify the responsibilities associated with the job and to highlight the possible consequences if the trend continues. Attempt to define the origin/cause of the breach and whether the student can be helped.
    • If the trend continues: flag the person and prevent them from applying/applying for the same or similar position in the following year.
  • If the person is accused of any type of crime against the person (harassment, physical/sexual assault, threat of assault/death) and found guilty
    • Immediate expulsion from IFMSA-Quebec and if the person filing the complaint agrees, red buttoning of the faculty in question by the victim if they so desire.
    • This is beyond our competence so legal complaints will have to be made by the victims, with our support if needed.
  • Professional misconduct (consecutive and/or recurrent lateness without explanation [Reasonable grounds to be defined elsewhere], unreliability, dishonesty (e.g. lying))
    • A warning is issued when the professional misconduct is significant, puts additional pressure on the rest of the team, deleteriously affects group synergy/teamwork and/or significantly slows down/loses the functioning of the team (e.g. does not meet deadlines)
    • On first warning, probation in the form of a warning. The Board will follow up on the evolution of the project/committee for the rest of the mandate.
    • At the second warning, exclusion from the committee/project concerned.
    • The CA has the right to review the person’s future involvement for a period of 1 year and future applications for full medical school positions.
    • On the third warning (if repeated in another group/work team) exclusion from IFMSA-Quebec Lack of collegiality (severe lack of empathy towards colleagues).
  • Any lack of know-how and/or good manners
    • A warning is issued when the professional breach is important and significant, puts additional pressure on the rest of the team, deleteriously affects the synergy of the group/team work and/or significantly slows down/loses the functioning of the team (e.g. does not allow deadlines to be met)
    • At the first warning probation in the form of a warning
      • The Board will follow up on the evolution of the project/committee for the rest of the mandate.
    • At the second warning, exclusion from the committee/project concerned.
      • The AC has the right to review the person’s future involvement for a period of 1 year and future applications for full medical school positions.
    • On the third warning (if repeated in another group/work team) exclusion from IFMSA-Quebec
  • Plagiarism, or any appropriation of content to which the individual does not hold the rights (e.g. signing a position paper when no content has been produced by the individual concerned)
    • If the investigation leads to the conclusion that the event is unintentional / accidental:
      • Limitation of duties and increased monitoring in subsequent project tasks. The CA has the right to review future application(s) to positions for 1 year.
    • If the investigation leads to the conclusion that the event could have been avoided by the person concerned :
      • Exclusion from the current project. The Board has the right to review future applications for posts for the duration of 1 year.
      • Possibility of not being able to apply / that the application for similar posts is not accepted from the outset.
  • Disruptive behaviour without being a crime against the person (condescending words towards certain colleagues, defamatory remarks, showing marked hypocrisy in a way that undermines the functioning of the group, persistent negative attitude)
    • A warning is issued when the breach of duty is significant, puts additional pressure on the rest of the team, deleteriously affects group synergy/teamwork and/or significantly slows down/loses team functioning (e.g. does not allow deadlines to be met)
    • On first warning probation in the form of a warning.
      • The AC has the right to review future applications for positions for the duration of 1 year)
    • At the second warning, exclusion from the committee/project concerned.
      • The AC has the right to review the person’s future involvement for a period of 1 year and future applications for positions for the entirety of the medical studies.
    • At the third warning (if it happens again in another group/work team) exclusion from IFMSA-Quebec

It is possible to report up to 6 years after the event, which is the equivalent of the maximum duration of medical studies in Quebec (including Moncton), and you must still be a medical student in Quebec. If there is a crime, the time limits and process apply according to the Quebec or New Brunswick Penal Code. We want all our members to have the best possible experience with IFMSA-Quebec. We ask that you bear the contents of this Code of Conduct in mind at all times to help achieve this goal.