These are excerpts from the EFPSA Week held in October 2021. It is an event aimed at sharing the internal structure of EFPSA and its offices. This can be particularly useful if you want to familiarize yourself with the workings of EFPSA and if you wish to become part of its Working Community. For further information, curiosities, doubts or clarifications, do not hesitate to contact us at the following address: firstname.lastname@example.org
DAY 1- Events & Marketing Office
EVENTS OFFICE (EO)
What is it and what is their purpose?
The EO is composed of an events officer, event coordinator, training events coordinator, and an events team member. Their purpose is to facilitate and ameliorate all EFPSA events.
What are the main tasks of the Event Officer?
1) To provide support and guide the EO
2) To provide support and guidance to the Organizing Committees (EB&MR and Congress)
3) To schedule and open calls for Organizing committees
4) To chair the Selection Committee responsible for choosing Org Com Coordinators
5) To partake in regular Board obligations
What are the main tasks of the Training Events Coordinator?
1) To provide support and guidance to the Organizing Committees (i.e.- TtT, TAT, EFPSA Academy)
2) Ensuring Organizing Committees financial stability, quality and fulfilment tasks
3) Facilitating contracts between Organizing Committees and EFPSA Offices/ Services
4) Managing the internal projects of the EO alongside the EO team
What are the main tasks of the Events Team Members?
1) Organizing internal social events (i.e., EO Get -Together)
2) Updating Event-specific Manuals in collaboration with other EO members
3) Finding and introducing new tasks for the EO to work on
4) Coordinating some external events (i.e., Mental Health Project)
What has the Events Office accomplished?
– Successful execution of EFPSA Academy, RSS and TtT
– Revision of post-event tasks
– First ever EO get-together (incl. Organizing Committee Coordinators)
What does the Events Office have coming up?
– More successful events
– More EO get-togethers
– Organizing Committee Timeline
– Google Drive reorganization
MARKETING OFFICE (MO)
What is it and what is their purpose?
The marketing office consists of:
– Marketing officer
– 4 designers
– Social media responsible
– Social media team member
The purpose of this office is to promote EPFSA and its events.
Creativity is absolutely needed in this team, as well as good connections with other members (this ensures that every member is heard and that no one’s idea gets lost during the process).
Members of this team are also required to be up to date with all the EPFSA events and with all the things that need to be done for the rest of EFPSA to be functional.
What are the main tasks of the Marketing Officer?
1) Strategizing and researching ways to expand EFPSA’s reach
2) Organizing team meetings to check in on everyone on a professional and personal level
3) Overseeing the quality of EFPSA’s image as a whole Federation
4) Facilitating collaboration between the Working Community and the Marketing team (important because the various teams are interconnected)
What are the main tasks of the Designers?
1) Designing posts for various purposes
2) Designing EFPSA magazine
3) Collaborating with other teams (any team who needs help in designing material can require their help)
4) Discussing creative ideas
5) CVI* check (they make sure everything respects the standards, for example the proper colors must be respected, so that EFPSA can be recognized starting from them)
6) CVI newsletter (whenever they change something, they make sure everyone is up to date about it)
* CVI stands for corporate visual identity, which is mainly about how EPFSA presents itself, not only regarding the values, but also referring to colors, fonts, videos, etc. used both internally and for the presentations.
What are the main tasks of the social media Responsible?
1) Planning EFPSA social media schedule
2) Posting on the different social media (Instagram, Facebook, LinkedIn)
3) Writing descriptions
4) Collaborating with other Offices and Services
5) CVI check (to be sure that everything in the Social Media area works in the proper way)
The Social Media Team Member is going to help the social media Responsible in performing these tasks (and also his own tasks).
What are the main tasks of the Videographer?
1) Video editing
2) Gathering promotional videos and animations (to put them together in a single video)
3) Editing long and short videos for social media (edited)
What has the Marketing Office accomplished?
– EFPSA Events’ promotion
– Advocacy August Campaign
– Collaboration with services and offices
– EFPSA Magazine
– Internal Newsletter (CVI), which is necessary to be sure that the whole team is consistent in everything it publishes
What does the Marketing Office have coming up?
– Social Media Team Member
– More videography work (members of EFPSA)
– More promotion
– Further image development
– Diversity within the team is respected, but at the same time the idea of having a ‘common base’ brings the various members together, as they share a common aim.
Gaia De Sanctis & Isabella Baldonieri
DAY 2- Research program
This video is about introducing the Research Programme, presented by Tea, EFPSA’s research coordinator.
The Research Programme’s purpose is to work for a full year together with students, PhDs, postdoctoral researchers, and established academics. EFPSA’s Research Team is in charge of supervising and making sure that everything goes according to plan.
The main characteristics of the Team are the following three: inspiring, creative and secure. The team members are always pushing and motivating each other to be better and more creative, as seen on the social media page. But before being co-workers, members are friends. This team is a secure place where every person can feel respected and understood.
The main tasks of the Coordinator of the Research Team are the following:
– Coordinating and supervising the team’s activities
– Overseeing and actively participating in the selection of participants, topics, and themes within the RP framework
– Facilitating the communication within the RP Team and associated entities
Also, there is the Research Responsible, who is in charge of ensuring effective and efficient communication between the participants of the research program, tracking the progress of the Research Teams, and facilitating the research program’s participant selection. This person is the key for the team since it is the main person that has to make sure that everything is going well and on track. And lastly, there is the Team Member, who is the person mainly in charge of promoting the program on social media (Facebook, Instagram, LinkedIn, and Twitter); also, this person is the one that has to facilitate the organization of the mid-program, which is a meeting where the participants get to see each other and work together for a few days.
DAY 3 – External Relations & Partnership office
Dora, as partnership coordinator, presents the Partnership Office, its members, what they do, what their goals are, etc.
The partnership office consists of three members:
1. Finance Officer
2. Partnership Coordinator
3. Partnership Team Members
The goal is to collaborate with external partners and find sponsors (collecting organizations, reaching out to them, acquiring new partners etc.).
The team can also be described in three different words:
1. Together (team and not individual workers)
2. Respectful (same amount of respect to every organization, no matter how big or old the organization is)
3. Realistic (realistic in setting goals and expectations in what they can offer to partners and to other organizations)
The Main Tasks of Partnership Office are:
- Acquiring new beneficial partners for EFPSA
- Maintaining existing partnerships
- Creating and maintaining a partnerships’ database
- Creating an annual and long-term strategy for partnerships
- Helping and supporting other teams
Apart from those general tasks, each member has some tasks specific to their roles.
The main tasks of the Finance Officer are:
- Overseeing the work of Partnership Office; it is to say, that the Finance Office is in charge of leading the team, discussing ideas, advising the team and making sure that the team does its tasks according to their action plans.
- Meeting regularly with Partnership Coordinator.
- Approving partnerships, before the team initiates any contact with the new potential partner. In fact, the Finance Officer should verify if the new potential partner is in accordance with EFPSA’s vision, mission and values.
- Updating the Board of the team’s work. Since the Finance Officer is part of the board, its communication is stronger than that with the rest of the team; therefore, it works as a bridge between the office and the board.
The Main Tasks of Partnership Coordinator are:
- Coordinating the work of Partnership Office: Partnership Coordinator makes sure that everything is going as it was planned and makes sure that the atmosphere is pleasant comfortable for everyone.
- Ensuring that partnerships are in accordance with EFPSA’s values: making sure that no partner harms the association’s image.
- Drafting the partnership contracts: this comes at the end of partnership negotiations. It basically concerns how the team sets a deal or makes a contract.
- Updating the Finance Officer of the team’s work.
The Main Tasks of Partnership Team Members are:
- Researching potential partners: EFPSA looks for partners through LinkedIn, Facebook and other social media. They also check if the potential partners have already some partnership offers.
- Making sure both sides fulfill their obligations: This means that team members are in constant contact with partners, and they also make sure that partners respect their obligations and expectations.
- Updating partnership brochure and sponsorship package: those are the documents that EFPSA sends to the potential partners. They consist of little summaries of EFPSA events, promotional opportunities, etc.
What the team has accomplished so far … The team made two new partnerships: the first one is with The Mind Foundation and the second one is with Iris.ai. The latter one is a very interesting partnership as it regards the research summer school, so it was a temporary partnership; on the other hand, the one with Mind Foundation was a partnership with EFPSA in general. EFPSA also renewed its partnership with international associations of applied psychology (IAAP) and with the Creative Pause. Moreover, EFPSA has also something new: it made a QR code for the partnership Idea Box, a google form in which any member of EFPSA or an external member can fill in a google form and suggest a potential partner that EFPSA could contact later. The last point that the team accomplished is the collaboration with other teams (marketing office, training office, study and travel abroad, research program, research summer school etc.).
…and what is coming up … Partnership database, planning on delivering a Partnership 101 Workshop – which would be a workshop only for EFPSA working community in which the team will explain how to acquire new partners, initiate contact, what initiative emails should consist of, etc.; new collaborations and more partnerships (secret for now).
After this first presentation, Dora gives the opportunity to ask some questions.
1. Do partners need to be English speaking? It would be better if the partners speak English to communicate. The team uses English as the official language. However, it is not a mandatory characteristic.
2. How does your team embody diversity? EFPSA tries to contact basically every organization, not only psychology organizations. It contacts travel organizations, promotional, literature organizations, etc.
3. What is something you learned by being in the team? Dora said that for her being in the team is amazing because it’s actually a small team so they can rely on each other, brainstorming is much easier when it’s a small team, and they also became good friends.
External Relations Office.
The External Relation office is under the supervision of EFPSA’s president, Diana. The office also has the position of Public Relations Coordinator (which is not filled yet). The External Relation coordinator is a very new position which has just been filled. The External Relations Office has also two other positions: the Advocacy Coordinator and three Advocacy Writers.
The main purpose of the office is to establish and support meaningful partnerships between external entities and the federation. The team also tries to represent EFPSA appropriately.
The External Relations Office has 2 teams:
- Public relations: *not presented along the presentation*.
- External relations: Rosàrio is the External Relations Coordinator, while Uro is the External Relation Team Member. The goal for the team is to maintain and develop EFPSA external collaborations with the aim of sharing best practices, beneficial collaborations and improving EFPSA’s visibility.
The team can be described in three different words: strategic, ambitious and caring.
The main tasks of External Relations team are:
- Maintaining and developing EFPSA’s external collaborations
- Improving EFPSA’s visibility
- Representing EFPSA at relevant external events
- Sharing best practices with other organizations
- The team is also actively engaged in the organizations and realization of EHSAS – European Health Psychology Students Association.
The team has relationships with several organizations, not only from the psychology area (PSYSSA student division, for example) but also in the health fields (IFMSA – International Federation of Medical Student Associations) and other fields as well, like the Junior Enterprises Europe, Elsa – European Law Student Association. Finally, the team is also part of EHSAS. In fact, it works with medical, dentistry and pharmaceutical students.
What the team has accomplished so far:
- Firstly, the team developed the social event with PsySSA Student Division (South Africa).
- The team is also working on a big project called “The mental health project”: a four-day event and a collaboration between 11 partner organizations from around the world.
- The team is also finishing to develop the EHSAS Joint Memorandum of Understanding, a document that they created in order to formally establish a partnership.
- They presented EFPSA to other organizations.
- Finally, they are developing an External Relations EFPSA Magazine Corner.
What is coming up:
- External Relation Database: which means that they are joining up all the psychology students’ organizations from around the world. In other words, they are increasing connections with organizations around the world through this external relation database.
- Collaboration with EFPSA Office to improve External Relation aspects on the EFPSA website: the goal is to make the website more accessible to people/organizations who want to contact and establish a relationship with the team.
- The last goal is to start working on an in-person exchange with an external organization.
After the presentation of the goals they achieved and the goals that they will hopefully achieve, Rosa showed us some small pictures from the Mental Health Project and from the event “High – Tea and Trivia Social Gathering”.
- Advocacy: the Advocacy Team was presented by Emilia, the advocacy coordinator. The team is composed of four people: the advocacy coordinator and three advocacy writers. They are working together in order to present EFPSA’s opinions on relevant issues. Emilia described the Advocacy Team as one of the voices that speak for the EFPSA mind.
The team can be described in 3 different words: proactive, passionate and cat memes (it’s kind of a joke because she said that the team is composed of “cat people”).
The main tasks of the advocacy team can be summarized into five categories:
- Awareness of ongoing issues 🡪in order to respond appropriately to what they consider relevant.
- Research and document 🡪 they want to base their opinions on real facts, so they’re always looking for scientific literature and other reports and public documents.
- Developing position papers & statements
- Contact with stakeholders 🡪 for causes that the team considers important. Moreover, the contact with them implies reaching out to the people that actually hold a position of power.
- Developing internal policies 🡪 which is basically a set of rules and practices that inform the work in EPSA regarding different aspects.
At this point of the presentation Emilia gave the floor to another speaker: Sude, one of the adovacy writers.
What they have accomplished so far:
- Anti-Discrimination Policy
- Refugee and International Migrants and Their Mental Health
- Open Access
Sude also explained that they changed their name from Policy Team to Advocacy Team because the old name wasn’t really in line with their goals for this mandate. In fact, they wanted to focus more on advocacy in general because they wanted to create change rather than just writing policy papers.
What is coming up:
- Creating Advocacy Guidelines for EFPSA and for further generations.
- Creating an advocacy workshop for their community.
- Collaboration with Conference 2021 and creation of the “Call to Action Paper”
- Collaboration with SII
- Attending conferences and round tables to expand their knowledge on Advocacy
Some things that motivate the members to be part of the team are: passion for the teamwork, collaborating with people, sharing knowledge and learning together, discovering new career path, learning knowledge that could be helpful in their future work, teamwork, time management, meeting amazing people, improving writing and communication skills, creating spreadsheets.
How does your team embody diversity? The interests are pretty similar, but the team is actually composed of members who are very different from each other, they have different backgrounds, come from different countries and even different continents. The community of EFPSA is extremely diverse and international so you are always going to work with people from all over Europe. Diversity is actually the key word to describe the community. The team also promotes diversity: for example, they had a collaboration with a South African Psychological Association that had a different perspective from the typical Western/European model.
DAY 4 – Grants office & Journal
The Grants Office is composed by the Coordinator, the Responsible and the Team Member.
The Grants Office oversees researching and applying to grants from corporations, organizations, foundations, and externals.
The Team’s main characteristics are diligent and thorough, supportive, and encouraging, inclusive (because even though the team had so many changes, there has always been cooperation and understanding between one another).
The Coordinator has the task of creating an annual timeline and a long-term plan of grants applications that EFPSA is eligible for. The Coordinator is the person that coordinates and oversees the work of the Grants Office and, lastly, the Coordinator provides regular updates on Grants Office’s work through meetings and emails.
The main tasks of the Responsible are to learn about the awarded to EFPSA, manage the grants awarded, and coordinate the grant application process and writing grant proposal.
Finally, the Team Member must help the rest of the Team with grants applications and to collect all the documents relating to awarded grants.
What has the Team accomplished? It applied for EYF grant International Activity; collaborated with other officers; had a productive working weekend in Zagreb and held many monthly meetings.
JOURNAL OF EUROPEAN PSYCHOLOGY STUDENTS (JEPS)
The Journal is dedicated to psychological research done by students that are either on bachelor level or master level. The Journal is written by and for the students, which is what makes it special. JEPS is also an open-access journal.
JEPS has a precise structure, and it is composed by:
- The Editorial Team, which is made of psychology students from European universities, and this team is responsible for managing the journal (for example: performing the technical review) as well as the JEPS Bulletin.
- The Board of Associate Editors: made up of PhD candidates, which are responsible for conducting the peer-review process.
- The Board of Reviewers: tenured by professors and professional researchers, who have the responsibility of reviewing manuscripts that have been assigned to them.
- The Board of Copyeditors and Proofreaders: a group of native English speakers or with proficiency in English with a degree in Psychology.
The publication process includes:
First, the technical review, followed by the content review, the copyediting, the layout editing, and at last the proofreading.
The Editor oversees the publication throughout the entire publication process.
The Team’s main characteristics are hardworking, transparent and mentoring. The Team has had also many accomplishments, such as: 5 submissions published during this mandate and all the remaining manuscripts are in publication process.
DAY 5 – Training & EFPSA Office
A LITTLE BIT OF HISTORY
The training office has a long history, the first training session can be tracked back to 2009 at the 20th BMR meeting in Turkey.
It was thanks to Daniel Lucas, a psychology student interested in training sessions, that “training sessions” became a reality for EFPSA. After the first training session that took place in Turkey, the Board Management was so amazed that decided to organize also a trainers event. The first TtT can be tracked back to 2010 in Austria.
The training office was founded during the 2010 and 2011 mandate by Daniel Lucas and Dominica Shimiska. The founders of the training office had one sole mission: to support the development of EFPSA as an organization.
Ever since, the training office – TO has grown, has educated many new trainers, has developed a strong base of training events and has always kept up with every demands. The TO is a service for EFPSA, EFPSA’s active members, psychology students, and this means that the trainers contribute to all activities and endeavors of EFPSA, which includes external representation. So, this is why the training office is very committed with the development of EFPSA trainers alongside with the development of EFPSA itself.
TRAINING OFFICE NOWADAYS
- Training Office Coordinator
- Trainers Community Responsible
- Internal Training Responsible
- External Training Responsible
- Training Events Responsible
- Training Image Responsible
PURPOSE: to support the personal and professional development of EFPSA’s active members, the organization as a whole and psychology students in and outside of EFPSA.
WHAT IS TRAC?
It’s a community of 175 people that includes people that were trained in EFPSA’s TtT and others TtT that support and contribute to the TO.
TRAINING SESSIONS IN A NUTSHELL
Storytelling is one of the most required training sessions in EFPSA. Other training sessions are time management sessions, team building sessions, project management sessions and conflict resolution sessions.
3 words that can be used to describe the TO are, according to Joana (the speaker): fun, passionate and a little crazy.
WHAT THE TRAINING OFFICE HAS ACCOMPLISHED AND WHAT IS COMING UP
|What they have accomplished||What is coming up|
|– Development and support of working communities and support communities.|
– New trainers on TRAC and on the Pool.
– EFPSA Academy.
– External Partnerships.
– Train the Trainers.
– More trainers on TRAC.
– More Partnerships.
– Continuation of Support.
– Improvement in the System.
Email Address: email@example.com
- Creative Writer & Editor
- Main task: regular publishing of the EFPSA Magazine (every 3 to 4 months), containing news, information, events, everything about the collaboration for, about, and in collaboration with, all of EFPSA.
- Human Resources Responsible (2x)
- Main tasks: evaluations for the teams, support, conflict mediation, onboarding/exit for members, wellbeing.
- Content Review Responsible (2x)
- Main task: maintain the standard and consistency throughout all of EFPSA’s internal and external published material.
- Web Support Coordinator
- Main tasks: web support, email administration, efpsa.org maintenance and updates.
- Data Analysis Responsible
- Main tasks: making sure that everything is done according to GDPR protocols, helping other teams with creating surveys, data analysis and data visualization.
- Board Responsible Secretary General
- Be the administrative & organizational heart of EFPSA.
- Ensuring communication within and outside of the Working Community.
3 words that can be used to describe EFPSA Office are, according to Robert (the speaker and Board Responsible Secretary General): amazing, modest, sea vibes.
WHAT EFPSA OFFICE HAS ACCOMPLISHED AND WHAT IS COMING UP
|What they have accomplished||What is coming up|
|– Published 1 EFPSA Magazine.|
– Created an HRR Contact Form.
– Conducted HRR Mid-term evaluations.
– Published EFPSA Dictionary of Abbreviations.
– Updated the website.
– Created a new Role Description: “EFPSA Community Responsible!”
– Finished MO Structure Project.
– Established an exit procedure.
|– Organizational Evaluation Task Force.|
– Web Design Task Force.
– Video-based Onboarding Process.
– Updated Content Review Protocol.
– Onboarding the Community Responsible and start to work on social and well-being projects for the Working Community.
– Collaboration Guidelines.
– A collaboration with Travel Network Responsible on EFPSA Travel Week Project.
DAY 6 – SII & study & travel abroad
SOCIAL IMPACT INITIATIVE (SII)
Members of team (one of big teams in EFPSA):
- – SII Coordinator (Speaker of meet)
- – MtM Project Responsible
- – OAK Project Responsible
- – 5 SII Team Members
Purpose of team:
Aims at making a positive change in European society by using psychology knowledge (application in practice way with scientific based approach)
What are they doing?
Project in different states, age and topics related to psychology application.
- Mind the Mind_ Project to educate students (13-18 years old) and the public on topics related to mental health, mental illness. This for increase the knowledge and reduce negative perception and stigma on mental illness
- Better Together_ Aims to empower psychology students for educating others about the most pervasive types of discriminations and means of combating it, as well as to educate high school students about discrimination, encouraging them to tackle it throughout Europe
- OAK_ The Organized Acts of Kindness_ Promote positive psychology and major topics in this approach (Ex: Kindness)
- (A)live! Prevention intervention for suicide. They give information to high school students to help and recognize the case of potential risk of suicide (how recognize the signs for example). It’s NEW
- Corona Care online temporally project, for help people in hard times all over in Europe
Team key marks:
+ Care of social topic, different country, diversity is a key
Accomplished of team:
- Created (A)live! Instagram profile
- Had our fist (A)live! Event
- Ended the 7th wave of Mind the Mind and started the 8th wave
- Ended the 4th wave of Better Together and started 5th wave
- Updated the guidelines for NC /LCs for Mind the Mind and Better Together
- Kept all our social media profiles active
What’s coming up:
- (A)live! Webinars
- OAK collaboration with A Creative Pause (Workshops)
- Creating the online workshops for Mind the Mind and Better Together
- Overseeing how campaigns are doing in all included countries
- Taking the first steps for a new campaign
STUDY & TRAVEL ABROAD
STA (Study & Travel Abroad) team.
Members of team:
- STA Coordinator
- Study Abroad Responsible
- EFPSA Exchange Responsible
- Internship Responsible
- Team Member
Purpose of team:
- Finding possibilities for studying /doing an internship abroad
- Connecting psychology students around Europe
- Organizing cultural exchanges between countries
Team key marks:
Accomplished of team:
- Webinar week
- Promotion for exchange
- Housing anywhere
- Social media posts
- Helping with internships
What’s coming up:
- Travel week
- Blogs post
- Hostel deals
can be able to make changes (Q&A sections), sharing experience and promoting partnerships.
Internship for now it’s only available in the English language.
Internship Responsible open call for role.
Day 7 – Members Office & MRs
MEMBER REPRESENTATIVES – MEMEBERS OFFICE
The Members Office is composed by a huge group of people from different countries around Europe.
The main roles of them are:
1. Member Representatives Officer:
-Coordinating and encouraging MR team and EFPSA team
-Keeping collaboration between MOs, Oos and EPFSA
-Organizing the job of Members Office
-Enlarging our network to new countries
-Verifying MR quorum is reached during voting
2. Member and Observer Coordinator:
-Communicating with OOs
-New possible organizations
-Taking care of Vice MRs
-Collaborating with Veronika
3. Members Office Team Members:
-Keeping in touch with other EPFSA Teams
-Helping MRs, Vices, MRO and MoC
-Taking part of meetings
The Members Office have reached some goals:
-Getting in touch with Montenegro EPFSA
-Linking the EB with the MRs, Vices and MOs
-Meeting with MO Presidents
-Supporting MRs and Vices understand their roles
Other goals in the future:
-Observer applying for all members
-Adv of Congress
-EB and MR
The members Office’s goals are:
to guide, to supervise, to support the Mr and Vice Mr team, to link MO with EFPSA.
MEMBER REPRESENTATIVES (MRs)
Mrs and Vice Mrs are:
-Member Representatives for every Member country
-three Vice from every country
-two Observer Representatives
The main tasks of them are:
-Linking EPFSA and Member Organizations
-To associate Vice and Mrs from different countries
The most important values of them are: the internationality, the sharing of psychological issues in society, the link between people
They have reached some goals during the last 7 months:
-Student exchange between Malta and Austria
-To meet new friends
-To involve new Mr members
-6 meetings, one each month, 4 workshops
-20 calls, 4 voting sessions
Other future plans:
-Meeting between EB and MR in Malta
-A big conference in Portugal
-A Congress in Cyprus