Procedural Code

TRAINING AS VICE-PRESIDENT ELECT

• Required to attend the ExCom Orientation at the first ExCom Annual Meeting after the IPA/IPSO Congress, and to follow the Regional Vice-President Training Plan

PROJECTS

• Coordinates and organize incoming and outgoing Visiting Candidate Programs to and from the Latin American Region
• Participates in Congress Planning (COPLAN) team and the organization of the IPSO Congress
• Is charge of the expansion of the IPSO participation modes in the scientific and clinical activities of the region, the organization of specific events within regional and congresses: FEPAL/FEBRAPSI
• If during the VP’s Elect’s term, the prospective IPA/IPSO Congress is held in Latin America, the Vice-President Elect will be especially involved in the organization of the IPSO scientific and social programming, coordinating with local IPSO members

COMMUNICATION

• Communicate regularly with the Vice-President, ExCom, Reps, and members; share planning, information, and materials with Reps; exchange ideas and projects through email, WhatsApp, and online and in-person meetings.

REPORTS

• Provide input and writing to reports as requested by the Vice-President

FINANCIAL

• Is in charge of developing the necessary strategies to facilitate the payment of the IPSO fees
• Takes responsibility of collecting of IPSO fees according to the conditions of each country

ASSIST VICE-PRESIDENT AS NEEDED

VICE-PRESIDENT FOR NORTH AMERICA
Region includes the United States, Canada, Japan, South Korea, Taiwan, and China

QUALIFICATIONS

• Organizational skills
• Communication skills
• Leadership/teamwork skills
• Speaks good English –– speaking Japanese, Korean or Chinese would be useful

REPORTS

• Provides or assists with reports as requested by the Editor (financial, meetings, etc.).

FINANCIAL

• Submits annual budget to Treasurer and Treasurer Elect

PRESIDENT’S PROCEDURES: ORGANIZING EXCOM MEETINGS

The IPSO ExCom meets once a month online, and once a year in person for a 4-day ExCom Annual Meeting, where the ExCom meets from 09h00 to 17h00 with a lunch break. It is the President’s responsibility to organize these meetings and set the agenda.

EXCOM MONTHLY ONLINE MEETINGS

1. At the beginning of every quarter the President sends out a Doodle to the entire ExCom with proposed dates for the next three months, with roughly a week to reply. After the week has passed the dates are set and sent to the entire ExCom.
2. 2 weeks before the online meeting, the President sends out a Call for Agenda items to the whole ExCom asking for proposals on subjects to address, with a 1-week deadline. Based on the circumstances at the time, the President decides which issues to prioritize and sets an agenda which he/she then sends to the entire ExCom in an email with a Zoom link and the time of the meeting for every ExCom member.
3. The President chairs the meeting, makes sure it stays on topic, and that everyone has a chance to express themselves.

EXCOM ANNUAL MEETING

1. The entire ExCom decides, well ahead of time, where and when it will hold its ExCom Annual Meeting according to the budget, the regional associations’ congresses and IPSO’s regional needs.
2. The Annual Meeting is used to integrate the group’s knowledge about IPSO: all the Senior Officers and the President Elect give a presentation of what is happening in their area.
3. Time is set aside to discuss challenges, projects, budget and policy issues for the future in depth.
4. The President makes sure reasonable accommodation is found, as well a venue in which to meet, sets the agenda, and chairs the meeting.

PRESIDENT’S PROCEDURES:
PROTOCOL FOR APPOINTMENT OF CANDIDATES TO IPA COMMITTEES

This protocol has been devised to facilitate appointment of IPSO members to IPA committees. The procedure has been created for Committee Chairs who have an IPSO member in mind, and for Committee Chairs who need a potential IPSO member to be recommended to them.

a) The IPA President, in consultation with the IPA Executive Committee, will determine the list of Committees that may have Candidate participation. The Chairs of those Committees will be contacted to inform them of this possibility and express their interest.

b) Chairs of IPA Committees who wish to have a candidate on their Committee should contact the IPA President at president@ipa.world and the IPSO President at IPSO- President@ipso-candidates.org.uk with their request. Direct appointments are not possible.

c) To help IPSO recruit the best candidate for the committee, interested Committee Chairs can send the IPSO President a paragraph regarding: 1) the needs and strengths of the committee; and 2), the anticipated goals and focus for the Committee.

d) The IPSO President, in collaboration with the IPSO Executive Committee, will search for a candidate amongst IPSO’s membership. It is IPSO’s responsibility to ensure that the names put forward have already indicated a willingness to serve if appointed and that they are aware that the appointment must be put to the IPA Board before any official appointment can be made. Candidates who wish to apply must fulfill the following criteria and provide specific information:

1. Be an IPSO member
2. Present a letter from his/her Institute stating they are actively in training and in good standing
3. Speak sufficient English to be able to work effectively with colleagues in international groups
4. Have sufficient technological competence to regularly use email, Zoom, and any other programs required from a particular committee
5. Provide a brief bio including the fact the candidate is an IPSO member
6. Provide a statement of interest showing strong motivation for the topic and the desire to contribute.

e) Once a potentially suitable candidate has been identified by IPSO, the IPSO President will send his/her application to the Committee Chair, and introduce him/her via email so that the Chair may decide ––ideally through an in-person or online interview–– if he/she would be a good fit for the Committee. If more than one candidate applies for the position, and their applications fulfill the above criteria satisfactorily, the applications will be sent to the Committee Chair to decide who the best fit would be.

f) The Committee Chair will let the IPSO President know if the candidate (or one of the candidates) is a good fit and, if so, the IPSO President will send an email to the IPA President, with the Committee Chair in copy, recommending the appointment of said candidate to the Committee.

g) When an IPA Committee Chair identifies a candidate who is interested in serving, the Committee Chair must submit to the IPA President and the IPSO President his/her nomination of the candidate and two documents: a letter from the candidate’s institute (d2 above); and a letter and brief bio from the candidate including confirmation of d) 1, 3,4, 5, 6 above. If the IPSO President approves the nomination, the IPA President will bring the nomination to the IPA Board for approval.

h)  Proposed appointments will be sent to the IPA Board for final approval.

i)  IPSO candidates on IPA Committees will be expected to send the IPSO President a yearly report of their work on the Committee.

PRESIDENT’S PROCEDURES:
IPSO MEMBERS ON IPA COMMITTEE REPORTS

There are IPSO members on approximately 28 IPA Committees, appointed according to the above procedures
Once a year, in May, the President sends the letter here below to IPSO members on IPA Committees requesting a report on their participation on the Committee.

The list of IPSO members on IPA Committees is usually provided by the IPA President’s Secretary, currently Zoe Tierney (in 2023) at: secretary.president@ipa.world
Once the reports are received the President writes a general report that he/she presents to the ExCom and to the IPA/IPSO Relations Committee

Once a year the President organizes online meetings with the IPSO members on IPA Committees (according to interests or geographical location) to bring together experiences and ideas and foster a sense of community.

TEMPLATE LETTER

Dear X,
I’m writing you with regards to your role as the IPSO representative on the IPA X Committee.

The IPA and IPSO devised a Protocol for Appointment of Candidates to IPA Committees. In the spirit of the transparent and mutually collaborative relationship the IPA and IPSO strive for, we agreed that it was important that candidates on IPA Committees share their experience on those Committees with IPSO by sending a yearly report to the IPSO President (see point “i” of the Protocol).

Knowing something about your experience on the IPA X will be very helpful to deepen and enrich communication between the IPA and IPSO, and will offer valuable insights to the IPSO community. We hope to be able to work closely with IPSO members on IPA Committees.

The President of the IPA, Harriet Wolfe, has likewise expressed an interest in knowing if there is anything we can do to improve your experience. Some candidates have felt that their voices were not really listened to on their Committees and this is something that she wishes to remedy if it’s the case.

Would it be reasonable to ask you to send me your report by the 20thof June? Thank you very much in advance for your collaboration!
Looking forward to hearing from you.
With warm regards,

IPSO President

PRESIDENT’S PROCEDURES:
THE IPA/IPSO RELATIONS COMMITTEE (IIRC)

• The IPA/IPSO Relations Committee is co-chaired by an IPA member and by the IPSO President.
• Its goal (see link to mandate) is to foster a transparent, fruitful, and collaborative relationship between the IPA and IPSO.
• It meets bi-monthly online and addresses all issues relating to the intersection between the IPA and IPSO
• The IPA chair and the IPSO President work closely together and take turns chairing the meetings and setting the agenda
• The IPSO President choses 1 of the other 3 ExCom officers that are on IIRC, the IPSO President Elect and the IPSO Treasurer must be on the IIRC since their work has the greatest intersection with the IPA

PRESIDENT ELECT’S PROCEDURES:
CROSS REGIONAL STUDY GROUP PROCEDURES

The Cross Regional Study Groups are managed entirely by the President Elect.

Calls and Application Procedure

1. A CRSG Call (see Call Template here below) is sent to all IPSO candidates, through IPSO’s Secretary, at the beginning of every October and April. This Call format, title and content, has proved to be successful.
2. The application period lasts 2 weeks after the Call has gone out. Late applications are not accepted, they are kindly asked to reapply at the next Call. Applications must include all the information asked for on the Call; if they don’t, the applicant is reminded by email of what’s missing if they want their application to be considered.
3. Groups are formed according to the affinities one can reasonably imagine between certain members, or based on differences that may be enriching. If possible, candidates with very little training are not placed in a groups where everyone else has a lot, and vice-versa.
4. The CRSGs have a fairly high attrition rate: it is usually a good idea to try to form groups with 5 people so that if 1 person drops out the group isn’t left too small. Experience shows that 6 people is too many, 4 is risky.
5. Once the President Elect has formed the groups, she/he sends them an email based on the “Group-formation-email-template” (here below) document.
6. A time is given for the group to respond with who the Chair is. This often takes a while, if they haven’t replied in two months, a gentle reminder email is sent.
7. After a year has passed since a group’s formation, the President Elect sends them an email kindly asking them for a report on their experience.

Call Template

Email Title: Online Peer Consultation Groups Dear IPSO Candidates,

I’d like to remind you of the exciting opportunity to be part of an international candidate online consultation small group. We call these our IPSO Cross Regional Study Groups (CRSGs).

This email is our October/April 20.. Call inviting all IPSO candidates to participate.

The Cross Regional Study Groups are an initiative that was first launched in 2014, with the objective of taking advantage of technology in order to promote exchanges
between IPSO members. They are focused on clinical work, meeting regularly for the discussion of cases. They are intended to be a horizontal intervision process, a peer group aimed at enriching the training and development of analysts.

The CRSG are comprised of a minimum of 4 members, who must come from each of the three IPA-IPSO Regions (Europe, Latin America, and North America; note that Asia-Pacific is currently in the Europe and North America Regions), and meet on a monthly basis for 90 to 120 minutes to discuss clinical material on videoconferencing technology.

Although the focus is on clinical work, the CRSGs will also allow you to develop a network of international colleagues, and can also provide an opportunity for valuable international exchanges about broader issues that affect our patients and our work.

If you’d like to join a CRSG, please send me an email at IPSO-PresidentElect@ipso- candidates.org.uk, with the following information:

• the town you practice in
• the name of your Institute
• a brief professional biography
• the number of years of IPA training you’ve done
• your experience with high-frequency treatments
• the languages you speak well enough to discuss clinical material in

If you’d like to find out more about the CRSGs you can find all the information on our webpage here.

The application period is two weeks from the date of reception of this email. From that moment onwards application is closed, and we will begin forming new groups.

Looking forward to hearing from you! Warm regards,
IPSO President Elect

Group Formation Email Template:

Dear A, Dear B, Dear C, Dear D, Dear E,

Please allow me to welcome you to the Cross Regional Study Groups! The members of your group are:

• A –– training at Institute of the Australian Psychoanalytic Society in Perth: Europe Region
• B –– training at the Institute of the South African Psychoanalytic Association in Cape Town: Europe Region
• C –– training at the Institute of the Boston Psychoanalytic Society in Brookline: North America Region
• D –– training at the Institute of the Sociedad de Psicoanálisis de Léon in León (Mexico): Latin American Region
• E –– training at the Institute of Psychoanalytic Training and Research in New York: North America Region

Here are IPSO’s official Guidelines for the CRSGs:

• The CRSGs must have at least 3-4 members; they must be comprised of at least one person from each IPA-IPSO Region: Europe, Latin America and North America (note that South Africa, India and Australia are currently in the Europe Region; and Japan, South Korea, China and Taiwan are currently in the North America Region)
• The CRSGs will commit to meeting monthly to discuss clinical material for 90 to 120 minutes; the rhythm of discussion is given by each group: some groups prefer to have a candidate presenting the same case in three meetings, while others prefer to rotate more
• Each CRSG must have a Chair, a person who will be responsible for arranging and reminding the group of the meetings, and also being the connection between the IPSO ExCom and the group
  The CRSGs are intended to be a long-term process that enrich their members’ professional development, with no end date given for the meetings; we suggest that groups work together for at least a year, and hope some groups may continue for their members’ careers, though there is no obligation
• We ask of each group to send a short yearly report, through its Chair, to the President Elect, providing feedback so that the ExCom can work on further developing the project
• We would like to encourage the participants of the CRSGs to present and talk about their experiences in their group within panels that will be regularly organized during the biannual IPA-IPSO Congresses
• Choice of videoconference technology: Members of CSRGs should be aware that Microsoft reserves the right to record Skype conversations –– privacy and encryption are not guaranteed. For this reason, we strongly recommend that groups use encrypted videoconferencing technology (such as GoToMeeting or Zoom) to preserve confidentiality, as well as to provide a clear connection, at a reasonable yearly fee shared between all group members

To this, I would add some unofficial advice, gleaned from groups that have worked successfully together for a number of years.

To get going, I would suggest that you introduce yourselves to each other by email, with a short professional bio, and share your telephone numbers (with country code). You may find that setting up a messaging group will facilitate communication between you.

Given that the CRSGs happen in virtual videoconference space, and members do not usually know each other personally, it is really very beneficial for the group’s dynamics, mutual trust, bonding and general enjoyment if, at some point, you can find moments to meet all together in person once the Covid crisis has passed.

Some groups try to meet in person at least once a year at international conferences and reserve an evening to have dinner together. We are aware this isn’t always possible, but, if it were, we would recommend it very much –– collegial trust increases, the work together deepens, and potentially life-lasting friendships grow.

Although we do the best we can to match people we think will be reasonably compatible, some groups have trouble coalescing due to scheduling incompatibilities or the members simply don’t fit together well. Do not be discouraged if this is your case! It can happen and it’s normal –– we encourage you to let us know and we’ll try to set you up in another group.

Meanwhile:

1. May each member please reply to this email letting me know you have received it
2. May you, as a group, choose a Chair of the group
3. May the Chair can send me a note when you have met for the first time

I wish you inspiring and stimulating analytical work together; if you have any questions or requests, don’t hesitate to let me know.

Warm regards,
IPSO President Elect

PRESIDENT ELECT’S PROCEDURES:
VISITING CANDIDATE PROGRAMME PROCEDURES

The vast majority of the work of processing and organizing VCPs (described here below) is done autonomously by the Regional Vice-President Elects in conjunction with the Host Institute IPSO Rep(s).

The President Elect oversees the proceedings of the VCPs in order to facilitate the task for the Regional Vice-President Elects, and provides guidance as may be needed. The President Elect

is kept in copy of all relevant emails, and has a global vision of the VCPs. The President Elect is the liason between the IPA and IPSO if the IPA provides funding for the FI-VCP. It is likewise the President Elect who provides any reports about the VCPs, be they in the Newsletter of elsewhere.

Applying for a VCP

Any full IPSO member may apply for a Self-Funded Visiting Candidate Programme (SF- VCP). Any full IPSO member may apply for the Financial-Incentive Visiting Candidate Programme (FI-VCP) except for current or previous members of the ExCom. Non-voting IPSO members may not apply for either VCP programs*.

* The reason for this is because they are not IPA candidates and the VCP programme happens within the IPA training track

A candidate wishing to do a VCP should fill out the Application Form available on the website and gather the following documents:

• A Letter of Good Standing from her/his home society/institute that attests that she/he is in good standing in her/his training program at the time of request
• A CV – it should include activities (as applicable), involving scientific, institutional and clinical meetings, and publications in local, regional and international congresses
• VCP Statement – it should be a brief description of specific learning goals. Personal experiences and/or other thoughts related to your anticipated VCP are encouraged

These documents should be sent to the candidate’s own Institute’s IPSO Rep (simply for the records of candidates who have done VCPs in their Institute), to the candidate’s Regional Vice-President Elect, and to the IPSO President Elect preferably six months before the desired VCP dates and no later than three months before.

Processing the Application:

1. The candidate’s regional Vice-President Elect contacts the Vice-President Elect of the region the desired Host Institute is in, informs her/him of the candidate’s interest, and sends him/her the Application Form, the Letter of Good Standing, the CV and the VCP Statement.

2.The Vice-President Elect of the region the desired Host Institute is in contacts the IPSO Representative of the desired Host Institute, informing her/him of the candidate’s interest and sends her/him the Application Form, the Letter of Good Standing, the CV and the VCP Statement.

3.The IPSO Representative of the Host Institute sends the Application Form, the Letter of Good Standing, the CV and the VCP Statement to the Host Institute Director and the Education Committee.

4. The Host Institute Director and the Education Committee decide if they accept the candidate’s application and then inform the IPSO Representative of their decision.

5. If the application is accepted, the Host Institute Director, in collaboration with the Education Committee, designates an advisor from the Host Institute for the visiting candidate. This is a new feature of IPSO’s VCPs, requested by the IPA Education Committee (please see a copy of the Chair of the IPA Education Committee’s email here below).

6. The advisor’s role is to design the specifics of the program with the candidate and the local IPSO representative, to provide a measure of quality assurance for the IPA, and to oversee the satisfactory completion of the programme.

6. Once the application is accepted, and the advisor is designated, the IPSO Representative of the Host Institute will inform the Vice-President Elect of the region the Host Institute is in and put him/her in touch with the Host Institute Director and the advisor.

7. The Vice-President Elect of the region the desired Host Institute is in will then connect the visiting candidate with the IPSO Representative of the Host Institute and the advisor to jointly design of the VCP

Commitment of the Institute:

• If the institute accepts a visiting candidate, it should endeavour to make all student classes and programs available, though is not obliged to, but must be able to organize a reasonably full and meaningful schedule for the visit
• The institute will provide two (2) hours of supervision/consultation pro bono to the visiting candidate, negotiated with the advisor once the visit is confirmed
• If possible, the candidate will be allowed to participate in some of the extra- curricular activities

Commitment of the Candidate:

• The candidate should present a clinical case to be discussed among the candidates at the host institute and supervised by a member of the Host Society as agreed by the Host Institute
• The candidate is encouraged to attend as many activities of the Host Institute as possible, not only those pertaining to his/her specific interests, in order to gain a broad learning experience
• The candidate is expected to fully participate in any and all class expectations including, but not limited to, the following: reading assignments, seminars, conferences and congresses as proposed by the host institute
• The candidate is expected to maintain rigorous confidentiality on all clinical material presented during the VCP in accordance with the 1st of November, 2018 Report of the IPA Confidentiality Committee.
• Within 45 days of finishing the VCP, the candidate must write a VCP Report, following the Guidelines, about his/her experience and send it to his/her home Regional IPSO Vice-President Elect and the IPSO President Elect

Designing the VCP:
1. The advisor and the IPSO Representative provide the candidate with a list of all the classes, seminars, lectures, case conferences, group supervisions, programs, etc. that the candidate could participate in during the visit
2. The candidate chooses what activities he/she is interested in and will communicate them to the advisor and the IPSO Representative who will, in turn, inform the teachers, seminar leaders, etc. and connect them by email to the candidate
3. The advisor and the IPSO Representative ask the candidate what kind of supervision he/she is interested in (i.e. theoretical orientation, adults, adolescents, children) and seeks out two (2) appropriate supervisors in the Institute who they connect by email to the candidate
4. If the visiting candidate so requests, the IPSO Representative contacts the candidates at the Host Institute to attempt to provide the visiting candidate with a homestay where the visiting candidate stays in the home of a local candidate(s) during his or her visit. Please note, host candidate members are encouraged but not required to provide this accommodation.

During the VCP:

• If possible, the IPSO Representative tries to organize an informal welcome and social activity for the visiting candidate to get to know some of the local host candidates
• The advisor and the IPSO Representative are available to orient and assist the candidate during the VCP
• The advisor confirms with teachers, seminar leaders, etc. that the candidate satisfactorily participated in the events he/she attended

After the VCP:

• Upon completion of the VCP, the advisor sends the IPSO Regional Vice- President Elect, and the IPSO President Elect, a short note confirming that the candidate satisfactorily completed the VCP
• Within 45 days of finishing the VCP, the candidate must send a VCP Report to his/her IPSO Regional Vice-President Elect, and the IPSO President Elect

NORTH AMERICAN PROCEDURES

The American Psychoanalytic Association (APsa) National Meeting, annually in Jan/ Feb in New York City

a)  Programming: Around 6-7 months prior to the meeting you’ll be contacted by the APsaA Meetings Coordinator (as of Jan 2023 it’s Taylor Beidler, tbeidler@apsa.org) asking if IPSO is going to use our block of programming (make contact if you haven’t been contacted by 6 months prior). Currently we have one 2-hour block of programming titled “Discussion Group: IPSO International Perspectives in Psychoanalysis”. You can decide what kind of programming you want to organize, such as a supervision, panel on training, etc.

b)  IPSO Reps Lunch: Organize an IPSO-sponsored lunch for all of the IPSO Reps attending the conference, you can make reservations somewhere or not, depending on the number of Reps who plan to attend. Always get approval from the Treasurer before announcing this. You can pay and submit for reimbursement with your travel voucher.

c)  IPSO/APsaA Candidates Party: Around 6 months prior to the meeting, contact the APsaA Candidates Council President to let them know we will again be co-sponsoring the IPSO/APsa Candidates Council Party. We usually contribute $1500, but get the Treasurer’s approval first. The APsaA Candidates Council has usually taken the lead in organizing the venue, but may ask for our help with this.

The Canadian Psychoanalytic Society (CPS) National Congress, annually in summer

a)  Programming: Historically we have not had IPSO programming at these meetings but we were invited to organize a block of programming for the June 2023 online CPS Congress, and we should continue to work with the CPS to offer IPSO programming at their annual Congresses. If you haven’t been contacted by 1 year prior to the meeting, contact the CPS to begin the planning (for 2023 the contacts were Shawn Thomson shawn@thomsontherapy.ca and Oren Gozlan ogozlan@gozlanpsych.com of the Toronto Psychoanalytic Society)

b)  IPSO Reps Lunch: When the Congress returns to in-person, organize an IPSO- sponsored lunch for all of the IPSO Reps attending the Congress, similar to the APsa National Meeting. Get approval from the Treasurer before organizing this.

c)  IPSO Candidates Party: When the Congress returns to in-person, organize an evening social event for candidates, using a local Rep to coordinate the details. In keeping with the IPSO Spirit, a venue that can accommodate music and dancing is highly encouraged. Get approval from the Treasurer before organizing if you’re going to use IPSO funds to defray the cost for attendees.

The Asia-Pacific Conference, biannually in various locations

Work with the IPSO Europe VP and Asia-Pacific Reps to organize IPSO programming similar to the APsaA and CPS conferences (programming, Reps lunch, and candidates’ party). You will have a lead role when the location is in Japan, South Korea, Taiwan, or China, and the Europe VP will have a lead role when the location is in India or Australia.

LATIN AMERICAN PROCEDURES

Collecting dues

All dues must be collected by MARCH.

The IPSO Representative of each institute should collect all the dues from the candidates to make a single interbank transfer.

Each IPSO Representative must email IPSO ́s secretaries and VP and VP elect from LATAM the proof of payment and a document with full name, email and institute to which they belong in order to register the information. The e-mail addresses are the following: IPSO- Mail@ipso.world and ipso-latinamerica@ipso-candidates.org.uk

It is important that the e-mail address registered in this list coincides with the one used to access the events and congresses.

The procedure to know the account number to which the transfer should be made will be by entering OneHub, IPSO secretaries will send all the reps an invitation to access this portal and obtain the account information for confidentiality reasons. For this reason, no other candidate will be able to access the account numbers.

Exceptions

The two societies from Venezuela do not pay IPSO dues because they don ́t pay IPA dues. The societies that have an agreement with IPA through which they pay less IPA dues, pay 35 USD instead of 40 USD

ILAP countries (Ecuador, Guatemala, Bolivia, Nicaragua, Honduras, El Salvador and Puerto Rico) should make their own payment as there is only one ILAP Rep for all the countries.

Argentina is facing problems as they are charged 35 to 50 percent tax in any payment done in USD. So, only provisionally, Argentinian societies pay as they can (paying in cash at congresses for example) but they MUST send IPSO secretaries the name of the candidates interested in doing the payment as everyone else in March.

Brazil has it ́s own bank account so they pay in Reals.

How to make a change of IPSO Representative:

The actual Rep should send a mail to IPSO ́s secretaries and VP and VP elect from LATAM (IPSO-Mail@ipso.world and ipso-latinamerica@ipso-candidates.org.uk) informing they are leaving and including the new IPSO Rep full name, e-mail, cellphone and Institute and also the period in which he/she will be Rep.

After the VP ́s have green light from the secretaries, IPSO editors should add the new Rep to the global chat and the VP should add the new Rep to the Local Rep ́s chat.

Important: When a change of Rep is needed, the actual Rep should explain the basics on how to complete the tasks to the new Rep. We propose a two-month transition period.

Annual meeting with OCAL and ABC as well as Webinars

VP and VP elect should find time to have meetings and organize with the other organizations or guests the event.

EDITORIAL PROCEDURES

The IPSO Editor has several tasks, regarding different fields. Here below you will find the description about the main of them.

Formatting all the official communications

The Editor takes care of the editing and formatting of all the official communications from the Ex-com toward IPSO its members. He takes care that the IPSO official logos are used properly.

IPSO Newsletter

The Editor is in charge of the edition of the IPSO newsletters, which goes out twice a year. He writes the part related to the editors and merged all the other parts, so as to avoid redundancies, to balance the contents and to edit the design. The Newsletters go out following this procedure:

July NL

• 23th of June: deadline for all the posts to send their part
• 27 June: sending the first draft to the President
• 4 July final draft ready for the translation in Spanish and the proofread
• 15 July release of the NL

December NL

• 23 November: deadline for all the posts to send their part
• 27 November: sending the first draft to the President
• 4 December final draft ready for the translation in Spanish and the proofread
• 15 December release of the NL

General procedure

1 Month in advance the Editor sends the first notice.

10 days in advance he sends the final notice.

The Editor should ask the officers please to be punctual since their contribution is part of a chain. He should ask pleasantly but firmly to send as few “may I add just a final update” as they can.

General hints for writing each part:

– the core contents of each post’s part should regard only issues directly related to its role. For example, regional events pertains to each VP, specific projects pertains to specific posts (CRSG to the President Elect…)
– Further contents could concern aspects of regional interest related to more general issues or to the domain of other officers (For example the election of regional officers or the participation of regional members to non regional events)
– Finally, it’s nice to begin each part of the NL with a personal greeting, usually addressing members from the perspective of ones own specific role.
– Contents about general issues, situations, events etc should be avoided (es general considerations about the elections, world congresses, pandemic…) : the President will take care of these kind of contents doing one general introduction on them.

IPSO Journal

Since 2023 there is a new editorial line for the IPSO Journal, which become issued on a yearly basis, according to this general protocol:

• Odd years (starting from 2023, 2025…):
• Members’ papers: winners and runner up of the IPSO writing award linked to:
• FEP annual Conference; IPA ASIA PACIFIC Congress; FEPAL-OCAL-IPSO,;
• Agreements with NAPSAC has to be established
• Even years (starting from 2024, 2026 etc…):
• the 6 IPA Congress members’ papers
• Contribution from senior analysts, highlights and deepening from the Congress through an interview
• Other contents, gathered through a dedicated call for papers or through a direct request:
• Training today: highlights from the 4 Regions about IPSO members training experience
• Psychoanalytic perspectives on contemporaneity: reflections on art, technology, socio- cultural issues
• Report of Cross Regional Study Groups
• Format:
• Papers should not exceed 3500 words
• References and quotations should be put according to the IJP indications;
• Along the year before the issue, a special call for images among IPSO members will define the cover of the journal
• Papers should be only in English
• Authors should indicate their email as a contact, providing a brief cv (max 100 words)
• Where and how to spread the journal
• The journal will be spread by email to all IPA members, with the help of the secretaries
• A special email could be sent to all the Institute’s Presidents
• Connections with national environments should be fostered
• Create possibilities of exchanges between societies: as a hypothesis, one of the authors could present in a national (or local) event

Social media:

Website

Since 2021 IPSO has a new website. The Editor is in charge of both the major modifications and the ongoing maintenance of it. For this purpose he could work with a professional information technology consultant. The website is used to convey important information about IPSO toward its members, non members and population. The Editor should take care that the scientific productions of the members are uploaded on the website. He should continuously search for informative and cultural brief papers, written by members, to increase the “Highlights” section. One important function of the website is keeping informations about the future IPSO events.

WhatsApp

The Editor has to manage the IPSO Representatives’ world chat on whatsapp. He has to add and introduce to the group the new Reps to the chat. Before this, he should be in contact with the Secretaries to check if the new Rep is in good standing with bureaucracy. The Editor has to look after the exchanges on the chat, keeping them gently but firmly within its policy. The policy was formalized in a dedicated document. The WhatsApp group should be used to share important information about IPSO events, IPSO activities or other contents of interest for psychoanalytical reasons in connection with IPSO.

Facebook & Instagram

The Editor is in charge of maintaining IPSO’ social media channels, like FB and IG. Those channels should be used to foster IPSO spirit among the IPA Candidates, to share contents of interest for IPSO members and to enhance the psychoanalytical culture within the global community. The Editor shares with the Editor Elect an editorial line for these social media, scheduling a list of contents to publish and establishing a pace for the posting. Then, the implementation of the single posts is the Elect’s duty. The Editors should define a style, format and palette of colors for the posts, so as to create a branding effect.

YouTube

The YouTube channel is managed buy the Editor, who edits and uploads the videos realized about IPSO events or activities.

Call for papers

Is duty of the Editor to prepare and send out call for papers for the main IPSO events, in accordance with the Vice Presidents of the Region where the event is held. In the call it should be clearly indicated the theme of the IPSO event and a brief theoretical introduction to it. It should be well stated the deadline for the call, the limit respect to the number of words, the way to submit the paper. Details of the reviewing process and of the criteria which will be used should be indicated as well. Furthermore, it should be requested the paper to respect the IPA confidentiality policy.

Reviewing process

Since 2022 the Editors have formed a “reviewing team”, made by IPSO members who voluntarily help with the reviews of the papers submitted to the many IPSO scientific events. The team is an ongoing open group, with new colleagues who join and others who leave. All members are asked at least for a yearly commitment, then they could stay further until the first year after graduation. The team reviews the papers in a double blind process, with the organizational help of the secretaries. The review follows a grid of evaluation. After each reviewing process, the Editor holds a meeting to debrief the process, so as to increase the reviewing culture and competence of the group itself. Respect to this, recording these meetings to share them with who was not present has resulted useful.
The Editor takes care of the editorial line on which the reviewing criteria are based on. He takes care of the final scoring and of the communication to the authors of the response about their paper.

Writing awards

Since 2022 new IPSO Writing Awards have been established in connection to two main regional congresses: the European Psychoanalytical Federation Annual Conference and the IPA Asia Pacific Congress. These add to the previous awards, linked to the biannual IPA- IPSO World Congress and to the FEPAL-OCAL-IPSO Congress. The winners receive a monetary prize of 400$, the second classified of 200$. They have the possibility to present their papers at the Congress and to publish on the IPSO Journal. The Editor manages all the process on which the awards are based: establishing the theme, in accordance with the Regional VPs; preparing and spreading the call for papers; managing the reviewing process; assigning the awards. The Editor takes agreements with the Congress organizers to give the winners the possibility to present their work. Furthermore, continuous efforts should be put by the Editor to increase the possibility for the winners of the awards to present their works.

Keeping Photos’ Archive

The Editor is in charge of keeping photos of the IPSO spirit: formal and informal photos of the events with its members. She/He should keep in mind that the quality of the photos is lowered if they are shared by social media, so they are not useful for larger reproduction, like a background of the website. That’s why it is useful that the Editor takes photos by her/ himself.

TREASURY PROCEDURES

I) Claims:

• This is the majority of the Treasurer’s work.
• The most frequent claims are due to officers’ travels.
• Also: IPSO lunches, dinners, and parties that occur during conferences;Local Funding Programs (LFP), Cross Regional Educational Support Programs (CRESP); paper prizes (every year at there is a first and second place prize from every region at every regional conference); small gifts (speakers, representatives who help organize regional conferences).

A) Procedures:

1.  Send claim form (Excel sheet) that is prepopulated with certain information.-Name of bank
   -Bank number
   -SWIFT number
   -Amounts and reasons for reimbursement.
2.  The member seeking reimbursement emails the completed Claim Form along with related receipts.
3.  The treasurer attaches the claim along with the receipts to an email and sends all documents to the IPA financial person (currently Sima). The subject of the email should describe the request is this manner: “Claim of 1,500 Euros for Bill Smith for Conference in Cartegena 2023.”

II) Monitoring our bank accounts and a Brazilian account that is not directly managed by IPSO or IPA.

A) 1) Account in Euros. 2) Account in Pounds. 3) Account in Dollars (All through HSBC Bank).

• The Treasurer receives a “token” which is an electronic device that provides a unique code each time the treasurer logs into the bank account.

B) Brazilian Account in Reals.

• This account is murky. Several years ago, a local account was created that is not directly controlled by IPSO or the IPA. (I am assuming that the reason for this account being created was that the vast majority of Latin American members are from Brazil and wire transfer fees are extremely expensive throughout Latin America).
• Payments from and deposits to this account are used also for non- IPSO uses such as dues for local and regional memberships. The manager of the account provides us with statements. The Treasurer looks for transactions that relate to IPSO dealings.
• Currently Marcos Paulo Ribeiro dos Santos is managing the account; email: marcos.santos@sbpsp.org.br.
• He only speaks Portuguese.

III) Dues Collection:

• Our secretaries are the primary drivers for the announcement and collection of dues.
• Each Regional VP slightly modifies the announcement for his/her respective region.
• North America is unique because all of the dues are directly from APsaA (which collects dues towards the end of each calendar year or directly from a conglomerate of non-APsaA institutes (referred to as CIPS).
• 31st of March is the deadline for dues.
  • The rationale for this date is to provide the secretaries with enough time to determine which members are eligible for the reduced “Early Bird” discount for the semiannual IPA congress.
    • Eligibility:
      • 1) Dues paid on time for 2 years preceding the IPA congress.
      • 2) Dues paid on time for any first year candidate member.
• Mechanism for collection: Secretaries will send out a secure link to transfer money called “Onehub.”
• The secretaries, Treasurer and Regional VPs work together to answer questions/ help facilitate the payment of dues, but the secretaries have the most utility.
  • The secretaries have an Excel sheet with all of the dues collected along with the information of the active members. When they receive confirmation of the wire transfer (either the members sending a receipt from their bank or us seeing the transaction in our bank account) along with the names and email addresses of the current members, the secretaries will add this information to their Excel database.
  • The secretaries can provide a receipt if needed for any tax purposes (I decided to help provide receipts for a couple of institutes, but this takes time away from other pressing duties. If an institute states that the Treasurer has done this in the past, inform them that the secretaries are more equipped for this task and forward their request to the secretaries).
• There are an increasing number of institutes that pay dues directly for their candidates.

IV) Discounted Dues:

• This is currently a clumsy situation.
• We follow the IPA’s assessment of whether a certain institute is eligible for a reduction in dues.
  • This assessment occurs at the end of each calendar year for the
  • For IPA members, the discount is significant as the dues are much higher. For IPSO, the reduction is only $5. Despite this, institute representatives spend much time providing evidence for this small discount.
  • A couple of institutes pay no dues.

V) Funding Events Related to Conferences:

• Most common examples: Lunch/Dinner/Party at a regional conference.
  • Regional VP will research venues and provide estimates of costs along with likely number of attendees.
  • Most of the time the venue will want a 50% down payment. (The Treasurer has a credit card, but most venues request wire transfers because they do not want to lose the 3% fee of credit card transactions).

VI) Procedure for determining Per Diems at conferences or meetings:

• The per diem has been $225 or $250 depending on the cost of the city.
• Determining the number of days of providing per diems.
  • 1) Include the day of travel before the day of the meeting or conference.
  • 2) The day of departure is not eligible for per diem.

VII) Reimbursement for Conference Registration:

• When an ExCom Member would not be expected to attend as a candidate.
  • Essentially a conference that is not in the officer’s region that is not the IPA Congress.

V) Paper Prizes:

• Every year, for each conference, (IPSO, EPF, OCAL) each region has a first and second prize.
• $400 for first prize; $200 for second prize.

VI) Local Funding Program (LFP):

• $5,000 maximum allocated annually.
• $1,000 maximum per funding initiative.
• Initiatives that benefit the development of candidates.
  • Examples: 1) Subsidizing an educational project. 2) Subsidizing a social gathering after an educational project.
  • ****Full criteria and procedures on the website.

VIII) Cross-Regional Event Support Program (CRESP):

• $1,000 maximum reimbursement for airfare.
• $250 maximum for cost of registration for event.
• No maximum per year listed on website.
  • Qualifications: If a candidate presents at an event in another region (paper, participation in a panel).
  • Caveat: If the event is in the region of the candidate’s institute, but it occurs on a different continent.
  • ****Full list of requirements and procedures are listed on our website.

IX) Usage of Credit Card:

• Usually for events that are in-person. (Most restaurants/companies prefer wire transfers if the event is pre-planned).
• The secretaries with Fed Ex your card. (The President also receives one).
  • ****Important note: You should receive a pin number that is necessary for in-person usage of the credit card. The secretaries forgot to send the pin number initially. (All official mail is received in London).

X) Maintenance of website:

• Luca Grilli from TECHCONSULTI manages our website.We pay an annual fee.
• We also pay an annual fee to Hostgator which provides the underlying software that Luca modifies to our needs.
  • Payment due around September. New credit card information will need to be entered with each transition of Treasurer.

XI) Credit Card Processing:

• This has been a chronic issue.
• Currently trying to contact the credit card processing company, Stripe, as that is compatible with the bank we use and is the processing system that the IPA uses.
• Wire transfers for payment of dues works well except in Latin America, where the wire transfer fees are exorbitant.
• Credit card payments through our website would be very convenient for educational and social events.

XII) Newsletter:

• Newsletters for all of the officers are due in June and December of each year.
• The Treasurer-Elect is responsible for writing the newsletters, but the Treasurer supervises.

XIII) Bookkeeping/Budgeting:

• This is an essential task but difficult to accomplish with all of the day-to-day requests that the Treasurer receives.
• Historically, Excel, has been the software used to itemize expenditures.
• Currently, itemized expenditures are provided at the annual ExCom meeting.
• Monthly itemized expenditures would be ideal.