1. Medical Service Learning works to foster service-learning opportunities through the Indiana University School of Medicine at all nine campuses. Our goal is to promote a lifelong commitment to community service through innovative service learning experiences. Medical Service Learning

2. IUSM defines Service Learning as a structured learning experience that actively engages students, faculty, and community members in a dynamic partnership that intentionally connects community- identified concerns with institutional learning objectives. Each structured learning experience must have the following requirements: Identified community partner and/or need Pre-experience orientation Service experience Post-experience reflection

3. Medical Student Service-Learning Group (MSSG) Board Lisa S. Christy- christyl@iu.educhristyl@iu.edu Director/Coordinator Service Learning Patricia Treadwell, MD - ptreadwe@iu.eduptreadwe@iu.edu Melissa Lah, MD- mspurr@iu.edumspurr@iu.edu Faculty advisors for Medical Service Learning Introductions

4. As project co-chair, you are responsible for leading the project through the planning and implementation phases. You will have an opportunity to develop and use skills in planning, team management, recruitment, fund- raising, budgeting, marketing, etc. You and your fellow co-chair(s) will also take turns attending monthly MSSG meetings. Service Learning Project Leaders

5. Faculty Advisor Each project or service group is required to have a faculty advisor All faculty advisors are invited to attend our first meeting of the year to see how MSSG works

6. Requesting a new project to MSSG Projects must meet the following requirements: – Initiated by a medical student – Fits well with the educational objectives – Community collaboration or organizational partnership that address community identified need – Student leadership as co-chairs – Identified Faculty/Staff Advisor – Leadership time requirements for planning and pre-event activities are not greater than 40 hours per academic year – Participant time requirement (except Spring Break) is not greater than 20 hours per academic year – Project/initiative is not in conflict with scheduled academic responsibilities – Acceptance of annual fiscal/budget training if required

7. New project proposal a. Student chair (s) b. Advisor (s) c. Budget d. Community partner/collaboration e. Curriculum component if any (under direction of faculty) f. Target population/identified community need g. Timeline of event(s) h. Reflection component i. Risk management consideration j. Other key points considered applicable by the student/advisors

8. Protocols and Best Practices Event planning Student Chairs meet to design the function Complete a Risk Management worksheet Review Communicate plan to Faculty Adviser and Lisa Christy along with the Risk Management worksheet Confirmation Reminders of policies, best practice, timelines to keep in mind as you move forward Special Service Events General Practice (The time frame will vary by event)

9. Protocols and Best Practices Thing to consider when planning your even Type of event Food Fundraising Outdoor Event Large scale event One Time or Ongoing

10. Medical Student Service-Learning Group (MSSG) Project Funding 10/2014

11. General MSL Budget Information Each MSL-sponsored project will have an annual budget reflecting planned income and expense. Project budgets must be approved by the Community Based/Co-Curricular Learning Coordinator.  The annual funding received by the department of Medical Student Service Learning (MSL) is used to support sponsored projects, the Medical Student Service-Learning Group, the Gold Humanism Honor Society- student service related projects, and general MSL expenses.  In addition, some funding is made available for other service-related projects and statewide project initiatives. This will include limited funding for service projects initiated by the student interest groups/committees organized under the IUSM Medical Student Council. The goal is to foster equitable funding for student service projects regardless of the funding source.

12. General MSL Budget Information  Each sponsored project will have an annual minimum allocation of $750 or other budget amount as approved at the time of project proposal.  Proposals for funding for a sponsored event are submitted to Lisa Christy  Proposals must be submitted at least thirty (30) days in advance of event.  Events must address service-learning elements of project.  Travel—related events: students can receive up to $200 each for domestic travel related to MSL sponsored projects. For international project trips, students may receive up to $500 each. All travel must comply with IU Travel and have prior approval.  In some cases, project leaders may be asked to demonstrate that they are drawing on other funding sources where possible for matching funds. These would include IUPUI SOG and other grants; gifts from alumni and others; clinical department support; and student project income.

13. General MSL Budget Information  Collaborative projects engaging participants from multiple MSL projects and statewide initiatives can be given special consideration.  Other student groups may also be considered for base MSL funding of $100 per year for service-learning projects.  To be considered for this funding, these groups should follow MSC funding procedures; if determined to be service-related, the proposal will be referred to MSL for further consideration of base funding.  (Total SIG allocation capped at $4000/year)

14. How to Request Funding When planning your event please contact Lisa Christy (christyl@iu.edu) at least 30 days prior to the event and include the following items:christyl@iu.edu Name of Project – Budget outline – Details of items needed (next slide) – Name, date, and location of event – Estimated attendance – Submit attendance sheet after events Please note: Larger projects requiring contracts, fundraising and other logistical items may require advance planning (as much as 3-6 months).

15. Detailed Items Food – Food purchases under $100 can be ordered from an approved vendor that will invoice the university. – All food over $100 must go through Chartwells (unless off campus) and will require a purchase order. Non-food items (i.e. shirts, printed materials and other) – In most cases items can be ordered using a purchase order. – Lisa Christy can help you determine if your vendor is on the IU approved list.

16. Reimbursement for “Exceptions” In most cases it is not necessary for a student to purchase items out of pocket. When it becomes necessary these transactions are considered exceptions by the university. Exceptions (out of pocket costs) as approved by MSL office: – Food purchases under $100 – Non Food purchases under $250 – All expenditures must comply with existing university policies and procedures Payments will not be requested until after all documents have been submitted to the Lisa Christy. All receipts for reimbursement must be submitted to MSA with a NO LATER THAN 3 DAYS after the event.

17. Reimbursement for expenses Submit hospitality form and itemized receipts including proof of payment. Some receipts cannot be paid by reimbursement, (i.e. large purchases and rentals) an invoice is necessary to create a Purchase Order from the University. It is advisable to have proposals with these types of expenses submitted to MSA prior to the vendor contact to ensure paperwork and payments are submitted appropriately. In these cases, it may take up to 30 days to process these payments after the invoice has been submitted to MSA.

18. Resources IUPUI Food Service – http://www.dineoncampus.com/iupui/ http://www.dineoncampus.com/iupui/ Procurement Services (purchasing, contracts, approved vendors, etc.) – http://www.indiana.edu/~purchase/ http://www.indiana.edu/~purchase/ Risk Management – http://inlocc.webhost.iu.edu/SiteMap2.cfm http://inlocc.webhost.iu.edu/SiteMap2.cfm Travel Management Services – http://www.indiana.edu/~travel/index.shtml http://www.indiana.edu/~travel/index.shtml