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

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

5^th 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”