Policy and Procedure for the Creation of Master Events and Activity Register at BCMCH

Objective:

To establish a systematic process for creating a Master Events and Activity Register to document all events and activities in and outside BCMCH, ensuring proper tracking, approval, certification, and documentation.

Procedure:

1. Event/Activity Identification:

a. Any staff or student intending to organize an event or activity must identify its nature (Webinar, Seminar, Workshop, etc.).

b. Events may include but are not limited to Webinars, Seminars, Workshops, CME, Conferences, FDP, Awareness Programs, Community Activities, Health Day Celebrations, Department Journal Clubs, Quests, UG Clinics, PG Clinics.

2. Registry Number Assignment:

a. Upon identification, the organizer must submit a request for a Registry Number to the designated authority.

b. The Registry Number will be unique to each event/activity and serve as a reference for all subsequent approvals, certificates, and documentation.

3. Approval Process:

a. All events and activities require approval from the relevant department or committee.

b. The requestor must submit a detailed proposal including objectives, agenda, budget, and expected outcomes for approval.

c. The assigned Registry Number must be referenced in the approval process.

4. Documentation:

a. Once approved, the organizer must maintain a detailed record of the event, including participant lists, agendas, and any relevant documentation.

b. All certificates and approvals must reference the assigned Registry Number.

5. Post-Event Documentation:

a. After the event/activity, the organizer is responsible for submitting a post-event report including outcomes, feedback, and any issues faced during the event.

b. The report must be stored in the Master Events and Activity Register.

6. Compliance:

a. It is mandatory for all BCMCH staff and students to comply with this policy.

b. Non-compliance may result in disciplinary action.

7. Record Maintenance:

a. The Master Events and Activity Register will be maintained by the designated department or committee.

b. It will include Registry Numbers, event details, approval records, and post-event reports.

8. Periodic Review:

a. The policy and procedure will be subject to periodic review to ensure its effectiveness.

b. Updates or revisions will be communicated to all relevant stakeholders.

This policy and procedure aim to ensure transparency, accountability, and proper documentation of all events and activities within and outside BCMCH involving staff or students.