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THE
UNIVERSITY OF WESTERN AUSTRALIA - SCHOOL OF MEDICINE &
PHARMACOLOGY
MEDICINE VI TEACHING WEEKEND COMMITTEE MANUAL
Developed by Prof B ROBINSON, SM&P, QEII Medical Centre
CONTENTS
1. Aims
2. History
3. Dates
4. Location
5. Funding
6. Committee Structure
6.1 Chairman
6.2 Overall Co-ordinator
6.3 Registration and Accommodation Co-ordinator
6.3.1 Social Functions/Sports Organisers
6.3.2 Sponsorship
6.4. Teaching Programme Co-ordinators
6.4.1 Teaching Equipment Co-ordinators
6.4.2 Tutor watchdog
7. Meetings
8. Additional points from previous feedback sheets
9. Appendices
9.1 List of Previous Camp Committees
9.2 "Rules" for the weekend
9.3 Model Forms e.g Registration Form, Programme,
Letter of invitation to tutors, maps
9.4 List of Previous Tutors
10. Portfolio checklists
10.1 Camp Co-ordinators
10.2 Accommodation Co-ordinator
10.3 Teaching Programme Co-ordinators
10.4 Teaching Equipment Co-ordinators
10.5 Registration
10.6 Social Functions/Sports Co-ordinators
10.7 Sponsorship/Treasurer
11. Options for fora
1. AIMS
1.1 To provide an additional teaching opportunity to
reinforce/clarify specific areas of study for final year
medical students in a case-based teaching format that
gives students access to tutors of their choice.
1.2 To provide a social milieu that enables staff
and students to relate to each other in a non-formal
way.
1.3 To provide an opportunity to discuss informally
with students aspects of postgraduate career
development, family life, career path selection etc.
2.
HISTORY
The first of these departmentally organised Teaching
Weekends occurred in 1990. They were initiated by Prof
Bruce Robinson and have always been an activity of the
School of Medicine & Pharmacology All of the camps have
been highly successful and attended by about 90% of VI
students. The success of the Sixth Year Teaching
Weekend provided the foundation for the development of a
similar weekend in the fourth year of the course and,
for a few years, a Department of Surgery camp.
3. DATES
In general, the teaching weekend is held
during the third term of Year VI (usually May or July).
Optimally, it should be held in the middle weekend of
the term or the end of term to enable those individuals
who are attending rural general practice for their
four-week teaching period to be able to attend this
camp i.e. in the middle of the term they will be either
returning or leaving for their rural general practice
month. An alternative is to hold it at the end of
second term. It has been getting later in the year for
a variety of reasons.
4. LOCATIONS
The sites used include the Jarrahdale campsite
of the Institute for Human Development (ceased because
of the impracticality and expense of the site), the
Point Peron Education camp in Rockingham (ideal, but
ceased because the poor behaviour of some students upset
the caretakes) and the Ern Halliday campsite at Hillarys
Specific points are as follows:
4.1. The appropriate booking form needs to be
completed and lodged with the Campsite early
4.2 A deposit is required.
If a change in campsite is required, it is
important to consider that the location chosen should be
sufficiently far from the city to require a commitment
by the students (i.e. not a campsite too close in the
metropolitan area which might encourage students to
attend only for the teaching sessions) but not
sufficiently far to prevent tutors travelling there and
back (eg Rottnest). In general we have aimed for
campsites which are approximately one-hour travelling
time from the city. It is also important to remember
that most campsites need to be booked at least a year in
advance. A number of other campsites have been
evaluated and visited by tutors but found to be fairly
rudimentary, lacking in appropriate teaching facilities
and/or geared more for school children than for adult
educational activities.
5. FUNDING
The teaching weekend has to be self-funding,
i.e. there are no funds allocated for this weekend from
the departmental budget. The nature of funding for the
weekend has evolved over the years. Based on student
evaluation, alcohol is not included in either the
student-registration cost or the sponsorship i.e. there
has been a move to minimise alcohol by ensuring that
individuals are required to bring their own.
Sponsorship is readily obtainable to cover a
large proportion of the cost of registration for the
weekend. In essence, this covers the costs of
accommodation and food for the tutors and their families
as well as a proportion of the students’ costs.
Sponsorship in the past has been reasonably generous
from the Medical Defence Association, the Health
Department, the Faculty, the Australian Medical
Association and Gannon/Growden/Schonnell, however other
sources can be utilised and the sponsorship
representative on WAMSS should be contacted. At times
the Guild of Undergraduates has made education grants
available to some student camps but these have never
been obtained for this weekend. Sponsorship should be
organised well in advance. More recently, sponsorship
has been co-ordinated via WAMSS, though this has also
created confusion on occasions.
It is important to ensure that a small
“profit” is made so that extra funds can be kept in the
UDM kitty to provide for early submission of the deposit
funds as well as allowing an additional amount in case
of damage to equipment (this has not occurred in the
past however should an item of equipment be damaged in
transit then we may be required to pay for its repair,
although there is some UWA insurance cover).
Funding includes providing hospitality for
tutors, such as flowers/wine on arrival, lollies for
kids. Also, provide a “Minder” for staff who may not be
familiar with the site. Remember that for this weekend
to succeed, teaching staff must not be put off from
coming and, if possible, staying for the weekend. They
give up their time freely and that needs to be
respected.
6. COMMITTEE STRUCTURE
Listed below are the following portfolios for the
Sixth Year Teaching Weekend Organising Committee:
6.1 Patron/Chairman
Needs to be a committed SM&P staff member. Has been
Professor Bruce Robinson for most weekends so far.
6.2 Overall co-ordinators (2)
Provide overall co-ordination of the
Committee and the camp. Take prime responsibility for
making sure the jobs are allocated and done. This
responsibility traditionally has fallen to the year
representatives.
6.3 Registration and accommodation
co-ordinators (2)
This involves
1. informing the students of the dates early on in the
process
2. modifying the registration form template with
current dates and sending that out to the students, once
the committee has agreed on the price etc.
3. Collecting money and passing it on to the
Departmental Secretary for banking, passing on extra
information from the rego. forms (eg .T-shirt sizes etc)
etc.
The co-ordination of arrangements for accommodation for
students and tutors (and families) prior to and during
the Camp includes instructions for parking, sign posting
for the weekend, checking registration forms for special
needs, "welcome" cards/flowers/lollies for kids etc.
and extra wine for any tutors living in the VIP quarters
over the weekend.
6.3.1 Social Functions/Sports Organisers (2)
This task involves organising social
functions for the weekend (for both Friday and Saturday
nights, co-ordination with an appropriate volunteer for
the Christian Medical Fellowship meeting early on the
Sunday morning as well as ensuring the provision of
footballs, basketballs, volleyballs and any other
sporting equipment for the Saturday afternoon.
6.3.2 Sponsorship/Treasurers (2)
Involves raising sponsorship for the camp. It also
involves liaising with WAMSS Sponsorship Reps. to raise
funds - as well as keeping a record of funds in and out.
6.4 Teaching Programme Co-ordinators (2)
This involves liaising with other members
of the Committee and with other final year students to
determine which tutors and what format is desired for
the weekend as well as liaising with each of the tutors
to determine their subject material, teaching equipment
requirements, preferred days/times etc. Also need to
delegate Tutor “minders” involves making sure tutors
have a “minder” if they are new to the Camp and making
sure they have maps, have nice accommodation etc.
6.4.1 Teaching Equipment Co-ordinators (2-4)
This is a substantial task and involves
obtaining sufficient overhead projectors, slide
projectors, butchers paper/white boards, pens etc. for
all the required teaching. It involves transporting the
equipment to the camp, looking after it during the
weekend (including replacing broken globes) and then
returning the equipment promptly to its original
position prior to the commencement of Monday teaching
within the hospitals.
7. MEETINGS
The Sixth Year Teaching Weekend is planned
through meetings with the above Committee which are held
either in the library of the School of Medicine or more
commonly at the home of the Chairman over wine and
pizzas. All Committee members are requested to attend
these meetings. Although the opinions of the wider
student community are sought, including the selection of
preferred teaching personnel, the Committee in general
makes most decisions.
8. ADDITIONAL POINTS
Please note the following important points, most of
which are generated from previous student feedback
analysis:
8.1 Alcohol: There has been a shift
over the years towards minimising excessive alcohol
intake because it disturbs the weekend and individuals
find that they cannot sleep well because of the noise or
cannot focus the next day because of their own alcohol
intake etc. BYO is preferred, along with a clear
separation of drinking and sleeping areas and quietness
around the dormitories. This request was overwhelming
from the students.
8.2. Choice of tutors and rotation times:
There is a temptation to try to cram too much teaching
into the weekend e.g. by having 30 minute tutorials,
trying to cover “all” areas and by being tempted to
invite paediatricians, obstetricians etc. It is
important to realise that this Weekend is organised
through the Department of Medicine and while
occasionally there is a general or orthopaedic surgeon,
it is a mistake and inappropriate to attempt to invite
too many tutors from outside the medical discipline.
Also, the Department of Surgery now has its own camp.
Student feedback has overwhelmingly supported the notion
that 30 minute rotations are too fast and that 40-45
minutes is optimal. The whole course cannot be covered
in 48 hours. It is important to remember also that most
students will not have undertaken a final year term in
Medicine at the time the Camp is held. The aim of the
Weekend is to stimulate students in the ways of thinking
about problems, rather than to transmit facts per se.
8.3. Teaching content: All tutors need to be
encouraged to make their teaching case-based rather
than basic lectures and to focus on problems that
might be encountered in the first and second years after
graduation.
8.4 Quiz nights: Although quizzes, etc. are
encouraged, there is a general feeling that the final
year is difficult enough without creating too much more
in the way of a competitive environment. Quiz nights
therefore need to be inclusive (think of the shy
students - how to involve them), have lots of spot
questions, involve charades etc., include tutors and
their kids.
8.5 Cleaning responsibilities: The
responsibility for ensuring that tutorial rooms and
social function areas are clean at the end of each day
will fall largely upon the Committee. This needs to be
planned in advance. Similarly, planning for cleaning
the cabins etc. at the end of the Weekend needs to be
undertaken in advance and students allocated tasks.
Nevertheless, at the end of the Weekend, it will be the
Committee who is responsible for ensuring that all
social, teaching and sleeping locations are pristine.
8.6 Liaison with Campsite Co-ordinators: We
have established good reputations with each of the
Campsite Supervisors in the past and is important that
this be maintained. Therefore, not only should the
campsite be maintained and left in a perfect state, but
it is obligatory to make contact with the Campsite
Supervisors on site, continue to treat them with
respect, be co-operative and respect the rules of the
campsite.
8.7 Signposting/parking: It is crucial that
several road signs are put up to make arrival at the
campsite easy, particularly for tutors who may well be
arriving in the dark. Similarly, it is imperative that
parking be well organised. In general, tutor cars can
be parked adjacent to their accommodation, while student
cars are required to be parked on the road outside.
8.8 Attendance numbers: Approximately 90%
of the year attend the Weekend. There will always be
some individuals with prior commitments (weddings etc.)
but others feel the need to work in paid employment on
that weekend or don’t attend for lack of interest. This
has been, in retrospect, disappointing for them because
the Sixth Year Teaching Weekend represents one of the
highlights of the year and provides an important memory
base for nostalgia in the future, i.e. those who miss
out ultimately regret it. It is therefore essential
that all individuals within the final year be encouraged
to attend the Weekend.
8.9 Optional discussion sessions: Over the
past few years we have instituted sessions on ‘Life
after Medicine?’ as an optional discussion time with
students and teaching staff. Tutors can be asked
questions about postgraduate studies, which hospital to
choose, career path decision-making, when to do
research, where ? when ? overseas ? how to survive in
family life etc. This has proved extremely popular and
has been well attended and should remain an important
component of the Teaching Weekend.
8.10 Social functions: Social functions
that have succeeded have been quiz nights, bush dances,
organised games evenings, theatre sports and karaoke
evenings. Things that have not succeeded are
unorganised dancing/games or semi-organised games nights
and similar functions where mixing has not been
encouraged. The general formula for success requires
organisation, an opportunity to mix individuals together
in the year who would not otherwise socialise and the
opportunity for students and staff to interact together.
8.11 Name tags: Staff have requested that
students wear big-print name tags during the weekend
(although students know each other’s names, staff may
not and do prefer to interact with the students by
name).
8.12 Photographs: Several people take
cameras to the Weekend to record events. An extra copy
of each photograph needs to be kept in the SM&P students
camp file. Funds for this come from registration.
Taking a video for use at the Med Dinner is a good idea.
8.13 Bell/buzzer: Some form of hand bell or
buzzer or whistle (simplest) is required to announce
changeovers for tutorial timetables. This needs to be
organised in advance. We now have our own bell (kept at
UDM, SCGH).
8.14 Exam preparation session and student
feedback: One of the essential and successful
sessions in the weekend is the exam preparation
session. During this time feedback sheets are provided
to students who will get the opportunity to evaluate the
Weekend, providing both positive and negative comments
relating to the campsite, food, teaching programme,
quality of the teaching of individual tutors, social and
sports programmes, etc.
8.15 Lights-out: It is imperative that
quietness after 11:00pm is self-imposed by the students
on the basis that it shows respect and consideration for
fellow students and for the staff. If students wish to
stay up beyond that time then it is possible to
‘quarantine’ their activities to the meeting area
without disturbing other students or staff who are
sleeping. No basketball after 11:00pm.
8.16 Assistance from previous Committee members:
Included in the appendix, along with suggestions
from students, is a list of previous co-ordinators and
camp committee members who have expressed a willingness
to be approached for advice.
8.17 Finances: It is essential that an
accurate list of all incoming and outgoing expenditure
is kept. This needs to be co-ordinated through the SM&P
Administrative Officer (4th Floor G Block, QEII Medical
Centre, telephone 9346 2577, fax 9346 2816). It is
important that everybody pays prior to the Weekend. No
one should be able to attend without having paid their
money as it is too difficult to obtain funds after the
Weekend. No one is eligible for a discount unless there
is genuine reason (all students are poor but within
seven months they will be earning a reasonable income so
they can borrow the funds. If there is a genuine reason
why individuals cannot attend then they ought to
approach the Camp Co-ordinators or Professor Robinson
privately and arrangements will be made).
8.18 Maps: A map with directions to the
campsite, together with a map of the campsite need to be
provided prior to departure for the Teaching Weekend.
8.19. Loud speaker/microphone: One
suggestion has been to take an portable microphone or
loud speaker to the Weekend to facilitate communications
over the campsite and in the large hall.
8.20 Explanation booklet: Other suggestions
include providing an explanation booklet prior the camp
which includes: the Camp rationale, rules, some quiz
questions, pre-arranged cases, explanation of the lack
of alcohol and need for moderation, explanation of the
need for quietness around dormitories, asking everyone
to bring a joke to the Weekend, providing an explanation
of where the money goes and where it doesn’t go,
including maps, etc.
8.21 Registration desk:
Another suggestion has been to have a clearly marked
registration desk at which the T-shirts are handed out,
badges are written and student accommodation is
co-ordinated.
APPENDIX 9.1 List of Previous Camp Committees
MEDICINE VI TEACHING WEEKEND
PREVIOUS CAMP COMMITTEES
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Year |
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Co-ordinators |
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Accommodation |
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Registration |
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Teaching |
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Equipment |
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Social/Sponsorship |
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Sport |
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1990 |
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Shane La Bianca |
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John Ranger |
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Aidan Perse |
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Julie Quinlivan |
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Lydia Fresco |
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Diana House |
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Greg Hogan |
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Michelle Johnstone |
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Anita Tandon |
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Justin Vivian |
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Sharon Masel |
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Dan Quinlan |
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Trish Quinlivan |
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Denny Howard |
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Helen Frazer |
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Anna Nowak |
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Brad Jongeling |
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1991 |
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Soo Lim |
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Linda Lim |
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Linda Lim |
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Adrian Goudie |
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Reimar Junckerstorff |
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Gordon Hay |
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Ronan Murray |
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Antonio Giubilato |
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Antonio Giubilato |
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Sally Kelderman |
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1992 |
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Lorenzo Tarquinio |
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Michael Seah |
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Michael Seah |
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Leanne Abas |
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Harsha Chanraratna |
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Neil Boudville |
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Michael Molten |
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Tanya Sinnadurai |
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Gary Ferandaz |
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Glenn Liew |
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Robyn Leake |
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Amanda Malik |
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Cathy Morgan |
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1993 |
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Robyn Lawrence |
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Elly Marillier |
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Mark Montebello |
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Rachel Palmer |
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Natalie Kiesey |
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Katie Holt |
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Roslyn Williams |
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Mark Hanikeri |
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Laura Groombridge |
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Rubert Leong |
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Nigel Armstrong |
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Ben Carnley |
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Annie Sparrow |
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Stuart McCormack |
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Kirsten Auret |
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Georgia Blunt |
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Kirsten Auret |
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Kym Buttsworth |
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1994 |
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Monica Gope |
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Brian Cunningham |
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Brad Forssman |
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Marion Bahemia |
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Denise Wild |
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Rohan vanden Driesen |
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Gavin Clark |
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Francis Cheng |
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Danny Sader |
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Amanda Lamont |
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Cathy D'Cruz |
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Jodie White |
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Dru Daniels |
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Tash Hancock |
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Thinh Nguyen |
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Maureen Slaven |
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1995 |
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Priya Thalaysingham |
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Argie Xafetellis |
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Priya Thalaysingham |
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David Gracey |
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Sarah Smith |
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Stuart Salfinger |
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Melvyn Kuan |
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Jason Giacomel |
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Jason Giacomel |
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Karen Pitman |
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Chris de Chaneet |
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Jo Lazbager |
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Julie Crawford |
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Narelle Vujcich |
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Julia Feutril |
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1996 |
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Cathryn Higgins |
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Lisa Khoo |
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James Edis |
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Shaharzad Jahromi |
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Derrick Kuan |
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Carissa Babich |
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Jeremy Wright |
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Dimitri Yellachich |
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Claire Kirke |
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Chris Kosky |
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Pamela Barrett |
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Francis Loutsky |
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Anna Varone |
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Jason Fitch |
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1997 |
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Brigid Corrigan |
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Noel Collins |
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Anita Kukurs |
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Jo Millar |
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Mark Muhlmann |
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Mark DeCruz |
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Michael Ledger |
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Freya Cross |
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Sally Garnett |
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Vinod Pushpalingam |
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Christine Hon |
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Jeanie Leong |
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Daniel Fick |
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Katherine Shelley |
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Year |
Camp
Co-ordinators |
Teaching and Teaching Equipment |
Social, Sponsorship and Sports |
Registration, Accommodation & Funds |
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1998 |
Natasha Hawkesley
Tonia Sebbes |
Liz Dillon (Chair)
Katherine Speechly
Tania Rogerson
Robin Guttinger (T-shirts)
Rebecca Horlman
Vicky Westoby |
Ed O'Loughlin (Chair)
Tariq Khalil
Sarah Cherian
Aron Chakera |
Didi Friis
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1999 |
Luke Torre
Steve Philpot |
Teaching
Tracey King
Katherine Walker
Equipment
Dean Klimzak
Gavin Wheeler
Jonathon Rothstein |
Richard Hay
Paul Ingram |
Registration
Wendy Wey
Accommodation
Natalie Phillipson |
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2000 |
Becci Cresp |
Teaching
Caroline Greeve
Elizabeth Elderfield
Equipment
Sven Geldermann
Chris Judkins
Aggie Bakowski |
Social
Claire Fraser
Matt Anstey
Sponsorship
Ashley & Corinne
Bennett-Law |
Registration
Marshall Watson
Accommodation
Leanne Hartnett
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2001 |
No Camp – Administrative Difficulties |
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2002 |
Danielle Choy
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Teaching
Andrew Law
Paul Cherian
Equipment
Dennis Bonney
Andrew Finlayson |
Social
Kate Young
Jessica Johnston
Sponsorship-Treasurer
Julia Kitchen
Adrian Yesurantnam |
Registration
Marshall Watson
Accommodation
Tracey Nick |
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2003 |
Susan Minchin
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Teaching
Daniel Suan
Shona Leonard
Equipment
David Wysocki
Glen Lo |
Social
Davina Jayaraman
Kevin Hartley
Sponsorship-Treasurer
Sarah Davies
Mike O’sullivan |
Registration
Daniel Suan
Accommodation
Jess Heenan |
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2004 |
Alex Hockings
David Lauw
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Teaching
Tim Clay
Aoparna Rao
Equipment
Doug Kingwell
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Social
Marianne Grieve
Bernadette Ricciardo
Rachel Foster
Sponsorship-Treasurer
Peter D’Alessandro
Moray Smith
Shih-ern Yao |
Registration/ Accommodation
Elissa Campbell
Suzanne Davis
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2005 |
Michael Collin
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Teaching
Elysia Manly
Megan Rose
Equipment
S Chan
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Social/Sports
Fiona Langdon
Emily Fergie
Sponsorship
Cassandra Host
Tess Schenberg
Simon Zilko
John Dyett |
Registration/ Accommodation
Jarrad Watts
Nola McPherson
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2006
Candice leeb - co-ordinator/year rep Shidan Tosif - co-ordinator/year
rep
Carlos Bellini - registration Georgia Brown -
social/sponsorship
Jesse McAlinden - Academic Warren adie -
social/sponsorship
Todd Ladanchuck - technical support Jenni Smith -
Registration
Daniel Meyerkort - Academic Jemma Golding - Academic
Paris Bovell - Registration.
2007
Camp President:
Prof Bruce Robinson
Camp Co-Ordinators:
Paul Sander , Tracey D’Souza
Academic Team:
Caroline Rhodes, Suzie Robinson
Sub-committee: Anna West, Richa Tayal, Chris Stanley,
Jim Whittle, Megan Johnston
Social Team:
Danielle Hewitt, Russell Hartley
Sub-committee: Geoff Hunt, Murali Kesavan, Alex
Fergie (Sports)
Sponsorship/Treasury:
Paul Sander, Jen Martins
Accomodation & Registration:
Em Turner, Em Dudman,Tracey D’Souza
T-Shirts:
Emma Harcourt Murali Kesavan Rupinder Sekhon
5th year rep
(aka bell-ringer extraordinaire): Alex Tan
2008
Camp Chairman/Patron – Prof Bruce Robinson
Camp Coordinators + Sponsor Liason – Janitha Jayawardena,
Paris Dove
Venue – Varun Malik
Camp Registration and Online Ticket Sales – Davina
Oates, James Anderson
Catering – Varun Malik, Simone Forward, Jenny Potter,
Evonne Low, Manju Raj, Xia Ni Wu
Academic Committee – Alex Tan, Fiona Hill, Deeptha
Kandidai, Xia Ni Wu, Manju Raj
Social Committee – Davina Oates, Terry Hung, Sherman
Picardo
Leavers Jumpers – Alexandra Rowell
Official Timekeepers – Fiona Hill, Edwina Coughlan
Middle Eastern Theme Afternoon Tea – Manju Raj, Afaf
Abed, Zainab
Salsa Dance Class – Tessa Young
MCs for Saturday night Quiz – Carsten Broeze, Joshua
Vogel
2009
(NB. organised via WAMSS, not SM&P)
Camp Coordinators
Tegan Martin
John van Bockxmeer
Appendix 9.2: "Rules" for the Weekend
MEDICINE VI TEACHING WEEKENDS
‘RULES’ FOR ATTENDANCE
These suggestions have come from students attending
previous Teaching Weekends i.e. they are suggestions
that are generated by the students and which are to be
policed by the students on the Organising Committee
during the Weekend. In that sense they are clearly
different from rules generated by school teachers at
school camps where student behaviour is policed by the
teachers.
1. Alcohol is not provided and any alcohol
brought to the camp must be consumed quietly.
2. Dormitory “lights out” occurs at 11:00pm.
Please respect the need for individuals to sleep by
moving away from the dormitory areas if you do not wish
to retire at that time. In addition, please respect
those sleeping by keeping noise to a minimum when
retiring after that time and not turning on the lights
(use a torch). If you are a snorer, please use one of
the small rooms at the end of the dormitory.
3. Cleaning the social and teaching areas each
day will need to be a shared responsibility. The Camp
Co-ordinators will provide you with a task.
4. Clean up following the Weekend will be the
responsibility of all participants. Please do not leave
the campsite without fulfilling your responsibilities in
that regard.
5. All teachers have sacrificed their weekend, in
part or whole, to teach at this camp. Please respect
this and show hospitality and support for tutors and
their families.
6. Those teachers who have been invited to attend
the Weekend are keen to meet and talk with students
about any area of interest either specific to the
medical course or related to postgraduate career/family
issues, etc. All staff have expressed their willingness
to be approached on these types of questions during the
Weekend. Please feel free to invite staff to join you
at the meal table or to discuss these areas of interest
with them over coffee or during social functions, etc.
7. The Weekend has been a success at least in
part because students have provided excellent feedback
on previous camps. Please provide accurate,
representative feedback during the last session. During
the Weekend please consider suggestions that might be
helpful for future weekends, and mention them during the
feedback time (Sunday afternoon).
8. Registration fees must be paid prior to the
Weekend. Failure to do so will exclude you from
attending. If difficulties in paying the registration
fee could prevent you attending the Weekend, please
discuss this with Camp Co-ordinators or Professor
Robinson. No student should be precluded from attending
the Weekend on pecuniary grounds.
Appendix 9.3. Model documents
Appendix 9.3.1 Model Program
MEDICINE VI TEACHING WEEKEND - MODEL TEACHING
PROGRAMME
(for specific list of past Tutors see Appendix 9.4)
FRIDAY
1800-1825 Check in at registration desk
in the dining room and allocation of bed
1830-1930 DINNER
2000-2100 Introduction to the Weekend
(Social, teaching, exam hints session and sporting
events). Camp Co-ordinators [occasionally a tutor is
also present]
2100-2230 Social Function 1
SATURDAY
0730-0830 BREAKFAST
0900-1030 Teaching Session 1
10.30-1100 MORNING TEA
1130-1300 Teaching Session 2
1300-1400 LUNCH
1400-1530 Teaching Session 3
1530-1730
Sport/Relaxation
1730-1830 Topical talk, eg. "Getting a
Life in Medicine" etc.
(Discussion with selected tutors and others on different
ways of practising medicine eg. MSF, Disaster medicine,
or on personal aspects of a career in Medicine,
maintaining a good family life, choosing a career /
hospital, taking time off, surviving the stress of
Medicine, keeping a good sense of humour etc.)
1830-1930
DINNER
2000
Social Function 2
SUNDAY
0730 Christian Fellowship Meeting
0800-0900 Breakfast
0900-1030 Teaching Session 4
10.30-1100 MORNING TEA
1130-1300 Teaching Session 5
1300-1400 LUNCH AND CLEAN UP CAMPSITE
1400-1530 Exam hints.
Exam tips for final year exam (includes written
information describing previous exam questions, clinical
exam information etc.)
Appendix 9.3.2: Model Invitation to Tutors
Date
Dear Doctor/Professor ........................
I am writing to invite you to participate as a tutor in
the XXXX Sixth Year Medicine Teaching Weekend. This
weekend is held every year in the first term of final
year medicine. It is very popular amongst students and
tutors. The aims of the weekend are
·
to provide an opportunity for students to further their
understanding of major aspects of internal medicine and
to gain new knowledge through case-oriented teaching
·
to provide an opportunity for students to interact with
each other and with their tutors in an informal social
environment.
You have been recommended by the Camp Committee as an
outstanding teacher.
When: xxth-xxth xxx 200x
(Friday-Sunday)
Location:
Cost:
All costs for tutors are absorbed by student
registration fees and sponsorship. Tutors are invited
to stay for meals, and if possible, to live in for part
of a whole weekend in the VIP quarters at the campsite.
Tutors families are also encouraged to attend and live
in.
Type of tutorial:
All teaching at the Med VI Teaching Weekend is
case-based.
This has been the overwhelming request obtained from
student feedback over previous years. They would like
to be taught to work through cases studies, focussing on
problems likely to be encountered as an intern, rather
than be presented with lectures.
Resources available:
Data projectors, overhead projector and possibly an
x-ray viewing box. Could you please make your
requirements know to us on the attached apply form.
Could you please advise if you would be willing to
participate in this years Camp by returning the form
under, ASAP, to:
..............................
..............................
............................................................................................................................................................
(Detach below here)
Name:
________________________________________________________________________
Contact No: __________________ Preferred topics:
____________________________________________
Please Tick as
appropriate::
I AM AVAILABLE
I CAN STAY FOR A MEAL/MEALS (Specify which
meals)_____________________________________________________________________________
I am vegetarian Y N I have special dietary
needs Y N
________________________________________
I CAN LIVE IN CAMP MY FAMILY CAN
ACCOMPANY ME
(Specify if partner accompanying, and number and ages
of children):
___________________________________________________________________________________________
PORTFOLIO CHECKLISTS
10.1: Camp Co-ordinators
1. Attend all Committee meetings.
2. Make sure all co-ordinators/organisers are
doing their jobs (ring and check)
3. Help them where necessary but don't take
primary responsibility for any portfolio.
4. Liaise with the Campsite
5. Make up a list of responsibilities for the
Camp
- washing up after meals if
required (see Camp Manual)
- cleaning up at end of Camp
- "housekeeping" feedback to
campers at each meal
6. Invite a 5th Year student to "observe" plus
ring the bell between Sessions.
7. Get the bell or a whistle !
8. Organise photos, including an "official"
photograph (1 copy to SM&P)
9.
Distribute and collect Feedback sheets at Sundays exam
session
10.
Be available as the main “link person” during the camp
10.2: Accommodation Co-ordinators
1. Put up three signs pointing the way to the
Camp (big and bright - must be visible at night)
2. Put up a sign on tutor parking areas saying "NO
STUDENT PARKING – TUTORS ONLY IN THIS SITE".
3. Set up a rego desk - all students come there
to get allocated their accommodation (see Campsite
Layout).
4. Tutors stay in special [?VIP] suites - get
welcome cards, extra wine (and an opener) and glasses,
flowers, plus lollies for kids, etc.
5. Make sure those with special needs are
catered for, eg
- married couples
- Muslim women
6. Designate someone to look after morning and
afternoon tea (fill the urn, buy biscuits etc)
10.3: Teaching Programme Co-ordinators
A. Preparing for the camp
1. Tutes should be 40min (minimum-30min tutes
with multiple rotations are too fast).
2. Liaise with tutors. Don't have too many
electives.
3. Have a narrow range of topics rather than a
broad range.
4. Encourage case presentations (rather than
lectures) focussed on problems likely to be encountered
by interns. If tutors could prepare material in advance
to give students this would be nice (but unlikely).
5. Management issues to be highlighted.
6. 5 minute break between sessions
7. Have 3-4 tute groups at once as space allows
(smaller groups better)
8. Start booking up tutors early (2 – 4 months
before if possible).
9. Consider an registrar to talk about life as a
junior hospital doctor
10. Send out proposed timetable to each person.
11. Have an elective tutorial late on the Saturday
afternoon entitled 'Getting a Life in Medicine - family
life in medicine, having time off in medicine, 'staying
human' etc can include 3min 'Cameos' from each
consultant describing their career and how they made
different decisions at the various stages in their
career and the difficulties encountered at each stage.
Some of the favourite topics are
·
Working in the third world
·
Doing research and its effect on ones career
·
How to have a reasonable family life despite being a
doctor
12. Consider a 'pearls' session with tutors
describing important points, memory aids, special cases
and incidence, easy ways of remembering management,
strategies etc.
13. Liaise with SMA/Christian Medical Students re
Sunday 0700.
14. Announce program/Topics to everyone.
B. Checklist for camp day
1.
Extra copies of the programme for Camp.
2. Map of campsite on wall with locations of
tutes marked.
10.4: Teaching Equipment Co-ordinator
This is one of the most important tasks on the camp
committee
a. Preparation For Camp
1. Get a list of requirements from tutors eg.
1.1. X-ray viewing box?
1.2. Overhead projector?
1.3. Data projectors – bring 3 or 4 regardless
1.4 Screens
1.4. Clear transparencies & pens?
2. Make sure there is a back-up for each of
these items. Rather than just getting back-up globes
for these projectors, it would be simpler just to have a
backup each of the items.
3. Check the camp manual, and discuss with the
camp caretaker, if necessary, to find out exactly what
is already available at the camp.
4.
Bring 6 extension cords.
5. Note that transport of equipment is covered
by UWA insurance when organised via SM&P but all care
needs to be taken to ensure that all equipment is in
good working order when returned in the morning to the
relevant departments. If equipment is returned late
they understandably get stroppy (tutors arrive prepared
to give tutes on Monday morning and there is no gear to
use - not a good incentive to lend the gear again next
year!)
Important to check with each department to determine
what time the equipment can be picked up on the Friday
afternoon and at what time it will be required back on
the Monday morning.
CHECK LIST FOR CAMP
1. Collect the items of equipment from each of
the main sites. If possible, delegate one person who is
already at each site to be responsible for collection
and return of the equipment at that site.
2. Transport the equipment to the Camp with
care.
3. Place the equipment in each of the teaching
rooms prior to breakfast so that it is set up, in focus,
and ready to use on time.
4. Transport the equipment back to Perth with
care.
5.
Return each item of equipment to its relevant location
by the nominated time at each site on the Monday
morning.
6.
A 'comments book' for posterity.
7.
Take blankets down to block out the light from the
windows if required so that projected images can be
easily seen.
10.5: Registration
1. Generate a Registration Form (see model
Information & Registration Form Appendix 9.3.1).
2. Send out to ALL students giving as much
notice as possible.
3. Get together a team of people to telephone
everyone and encourage them to attend.
4. When Registration Forms received back, pass
on:
·
special accommodation needs information to Accommodation
Co-ordinator
·
final numbers to Camp Co-ordinator
·
T-shirt number and sizes to Social
Function/Sponsorship/Sports Co-ordinators
·
any monies/cheques to into account
5. Make sure that there are extra copies of the
programme at the Camp.
6. Have badges ready at the Registration Desk.
7. Get VI year students email addresses.
10.6: Social Functions/Sports Co-ordinators
Over the years there has been overwhelming feedback
from the students to reduce the amount of alcohol and to
make sure that all social functions enable students to
mix with each other (rather than just mixing with the
friends that they see all week) and to mix with tutors
and their families.
A variety of social activities have been tried at the
Camp. The most successful have been a Quiz Night and a
Bush Dance. A Karoake Night was only moderately
successful as was a Games Night. A Jukebox/Dancing
Night has been tried on several occasions but largely
unsuccessful.
1. Decide on social functions early. Arrange
for one on Friday night and another on Saturday.
2. At this stage, the main social function is
on Saturday night. We tried to have an informal Career
Pathways Time on a Friday night with time for drinks and
music but no organised social function, but this was
considered too "loose" and didn't work.
3. Organise T-shirts early.
B. Checklist for Camp
1. Confirm booking for any band
2. Bring any quiz nite prizes if required +
gifts for tutors
3. Bring sporting equipment - volleyball and
net, football, soccer balls, basketballs
4. Get T-shirts
5. Arrange for loud speaker and microphone
8.
Bring First Aid gear
9.
? board games
10.
? organised volleyball
10.7: Sponsorship/Treasurer (2)
1.
Responsible for obtaining sponsorship and this is best
done well in advance and currently occurs in liason with
WAMSS. Previous sponsors include:
AMA
Medical Defence Association
Drug Companies
WAMSS
Health Department
Faculty
2.
Keep a tab on funds - incoming (Registration and
Sponsorship)
- outgoings
Extra tips from previous committees:
1.
make sure students pay before coming to camp – too
complicated getting it afterwards
2.
generate a camp booklet to hand out or email before the
camp
3.
have junior doctors come and talk about life as an
intern etc
4.
suggest a theme for the camp, eg. ‘approaches to
clinical problems’ etc. and make sure tutors stick to
the theme and have case-based tutes.
5.
SPOT forms for each tute.
6.
Same social program – great
7.
Need a microphone for quiz night – essential. Not one
down there.
8.
Timetable the dishwashing helpers.
9.
Make sure everyone cleans up after themselves and esp
frid and sat nights.
10.
Plastic cups at social functions – too many breakages
otherwise
11.
Have people man a desk at arrival – tick off,
name badges
etc. chase down those who did not pay.
12.
Phone tutors rather than relying on mail and email
13.
Whiteboards popular last year.
14.
Renal tutors hard to get.
15.
Blue print financial may give $750 if they give a talk
16.
Get a menu from the camp lady – some people complained
of bad vegetarian food. Are there any options??
17.
Gifts to tutors – wine, T-shirts.
Another Camp Committee comment:
“Organising the camp doesn’t take too much time and it
ends up being heaps of fun”
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