Organisational handbook

Organisational Handbook
May 2023

Course format:
  • 12-month course, consisting of one session per month for 1 year, held fully online
  • A specific week, day and time are selected, and all dates are set in advance.
  • Each session consists of three 1-hour periods, each having the same format, to yield a total of:
    • 3 Lectures of 20 min each by 3 distinct Keynote Speakers (Tutors) (international key opinion leaders)
    • 3 Case presentations of 10 min each by Scholars (senior physicians/ Associate Professors who are on track for an academic career; less senior/renowned than the Tutors)
    • 3 Periods of 20 min for discussion of the two topics above led by 2 of the scholars.

The topic of the Keynote lecture and Case report should be aligned, and the 3-hour session is divided into 3 blocks of one hour each, structured as follows:

  • A 2-minute presentation of the Keynote speaker by a member of the organizing committee acting as the chairperson for the hour.
  • A 20-minute lecture by the Tutor
  • A 10-minute Case presentation by the Scholar
  • 20 minutes of open discussion with the Trainees, led by another Scholar together with the case presenter.
  • 2 – 5 minutes of Wrap up/ concluding remarks by the tutor and/or chairperson.

All sessions are recorded and made available in the online teaching platform for Trainees who want to revise the content, or other interested parties. The slides of the presentation must be provided in advance of the session and are made available for the Trainees in PDF format after the session. All the content is posted in the online learning platform. All participants receive credentials to access the material.

  • There are two categories of participants:
  • Trainees: Trainees should attend all the sessions and need to perform the training activities (notably, the CME quizzes and any teamwork that is organized). They qualify to receive the diploma if they successfully pass 10 out of the 12 quiz exams (multiple choice questions) organized throughout the year (one CME quiz after each of the twelve 3-hour sessions). The certificate is awarded by the IAGG – World, and successful Trainees receive a qualifying certificate of participation.
  • Attendees: Attendees are participants who only want to listen in and are not aiming to achieve the diploma. They can join any session and do not need to actively participate in the training activities. They also have access to the reading material, the slides of the presentations and the video recordings.
1. Chairpersons of the different one-hour session

The members of the ASIO, AFMEE or LATAM IAGG e-TRIGGER board of directors have very important role to play.

  • They are the ambassadors of the online training.
  • Their duties are numerous:

-To promote and advertise the course,
-To participate in developing the scientific program,
-To propose key speakers (Tutors) from their region,
-To invite key speakers at the request of the Committee leader
-To Chair sessions regularly, in turns.
-To Identify potential sponsors to obtain funding to sustain the training activities in their region.

  • Other significant duties include:

– To select scholars that they wish to promote on an Academic career pathway in their country/region.
– To select Trainees (MDs and health care professionals caring for old adults) and to stimulate them to actively participate in the international training and get the IAGG-W certificate.

2. Keynote speakers (“tutors”)
  • Internationally renowned speakers, generally professors of Geriatric Medicine (or other disciplines).
  • The following definition of Tutors appears on the programme’s website:

Worldwide full Professors in Geriatric Medicine and other medical specialities.
Worldwide full Professors and Experts in Gerontology (nursing, nutrition, psychology, sociology and architecture, demography, economy, engineering and […]).

  • The tutor should stay online for the full hour of their lecture and give the final take-home message after the clinical case, to wrap up the hour of course in which he/she is speaking.
  • Tutors are not eligible to present clinical cases; this should be done by Scholars (see below)
  • The tutors are selected and invited by the team leader of the ASIO/AFMEE programme, in accordance with their board members. Generally, the board member who proposed the tutor can invite the tutor, because he/she is from the same country, and explain the different duties to them.

Roles and duties of the Tutors:

  • Give a 20-minute presentation on an agreed topic.
  • Stay in the course for the full hour, to give the concluding remarks at the end of the hour (one-block comprising lecture, case report and discussion).
  • Before the session, the Tutor should provide the PDFs (or references) of key scientific articles to be read by trainees. These articles will be made available for the Trainees in the online learning platform.
  • Prior to the session, the Tutor must prepare 3 to 4 multiple choice questions to be used for the CME quiz after the session. Questions should have 4 to 5 possible answers; there may be more than one correct answer. The questions should be formulated based on the presentation, such that anyone who listens to the presentation and studies the slides should be able to answer the questions correctly.
  • Tutors will be invited to participate in a short preparatory meeting with the organizers and the scholars to harmonize the 3 hour-session. If possible, the CME quiz can be discussed and finalized at this meeting, on condition that all Tutors have provided their questions at the time the preparatory meeting is held.
  • Tutors must present any conflicts of interest on the first slide of their presentation.
  • The participation of tutors is on a voluntary basis. No honoraria are provided for participation.
3. Scholars
  • The Scholars present a clinical case encountered in or inspired by their daily practice. The case should be on the same topic as the associated tutor lecture. These cases need to reflect the culture of their daily practice and location. This aspect is important because it stimulates the discussion between trainees from different regions.
  • The following is the definition of Scholars given on the programme’s website:

“Associate professors (MDs or PhDs) or healthcare professionals with proven clinical leadership.”

  • Scholars have the following roles:
    • To present clinical cases,
    • To moderate the discussion during the session
    • To facilitate interaction and exchange between groups of Trainees from a particular country or linguistic groups, for example by leading the teamwork activity.
  • Scholars who actively participate in at least two sessions and contribution to at least 9 of the 12 sessions will receive a Diploma from the IAGG-W Federation of Geriatric Education for their involvement.
  • The scholars are selected by the IAGG e-TRIGGER board members, who send the names, degree, main topic of interest, professional and email addresses to Fiona.
    After the first year of teaching, successful trainees can be invited to be scholars in the next year’s programme.
  • The invitations to participate in the session, prepare the clinical cases, and take part in the preparatory meeting are sent by Fiona. After receiving the slides of the case report, Fiona verifies the English and may ask one of the team leaders to verify the scientific content if necessary.
  • The participation of scholars is on a voluntary basis. No honoraria are provided for participation.
  • There are 3 Scholars selected for each session of 3 hours; each of them participates in 2 of the 3 hours (one case presenter + one moderator each hour). The Scholars should participate for the whole 3 hours whenever possible.
  • Case presentations should not exceed 6 to 8 slides maximum. The Scholars should formulate some questions for the discussion at the end of their case presentation, such as “what is your diagnosis”, “what to do next”, etc.
  • All Scholars must state their conflicts of interest on the first slide of their presentation.
  • When moderating the discussions, Scholars must be attentive to the chat in the Zoom window and to participants who “raise their hand”. They should invite the Trainees to speak as much as possible and read out any comments posted in the chat.
4. Trainees
  • The IAGG e-TRIGGER program is open to all healthcare professionals from all horizons who care for old adults.

Roles and duties of the Trainees +++:

  • Registered trainees must participate in all the sessions, listen carefully to the key lectures, and contribute to the discussion (+++).
  • Anyone interested in registering as a Trainee should send their Curriculum Vitae to Dr Fiona ECARNOT directly by email:, specifying the following information:
  1. First Name, Last Name
  2. Title and current Place of work or affiliation
  3. Email address

Trainees must validate their participation in each session by doing the following:

  • 1) Providing feedback on the quality of the session via the satisfaction survey. This is mandatory for the European accreditation.
  • 2) Do the CME quiz within the stipulated timeframe. Note: Trainees must pass 10 quizzes out of 12 to get the diploma.
5. Attendees
  • Attendees can be any MDs or healthcare professionals who would like to attend the sessions but who do not wish to obtain the diploma.
  • Attendees have access to the online learning platform (including the reading materials, slides of the presentations, video recordings, etc).
  • Attendees will NOT be eligible to receive the official diploma at the end of the year, and as such, they do not have access to the CME quiz.
  • Registration is free of charge for Attendees, but MANDATORY. Persons interested in participating as Attendees can contact Dr Fiona ECARNOT directly by email:, specifying the following information:

Personal info:

  1. First and last names
  2. Title
  3. Place of work
  4. Email address
6. The invisible work behind the preparation of each IAGG e-TRIGGER

a) The Public website:

Building and maintaining active the public website is a constant burden.
All the members of the IAGG e-TRIGGER courses are invited to contribute to these tasks.

For example, the monthly programs need to be updated, after receiving the final version from the team leaders, including the names of the invited tutors and scholars. The CV and photo of all the tutors also need to be added every month.

Until now, Jean-Pierre Michel has taken the lead responsibility for this task.
The HSeT contact person in charge of the Website is Alain Meystre.

b) The accreditation processes.

  • European accreditation is currently being obtained for the ASIO sessions.
  • Each accreditation application must be submitted at least 14 weeks in advance of the session date through the UEMS EACCME website. At present, the same descriptive information about the course is being re-submitted each month, and only the programme and dates are changed, in line with the EACCME’s request to submit a separate request for each month of the programme. They refused to accept the 12-months as a single programme.
  • The accreditation application must also include a director’s declaration, conflict of interest forms for the Board members cited on the application, the final programme, and the satisfaction survey (there again, the same files are used each time, only the relevant dates are changed).
  • After the sessions, a final report on each session, as well as the feedback from the satisfaction survey must be prepared and uploaded to the application. If there were any changes to the programme, the final programme must be uploaded also.
  • Each application must be paid for by bank transfer (175 Euro for <100 participants, 375 Euro for 101-250 participants).
  • All accreditation letters and certificates must be downloaded and stored for each session; the CME credits are given to the participants at the end of the course (and not on a month-by-month basis).


c) The HSeT Website

  • CME Quiz / Leader = Fiona:
  • For the CME quiz each month, the questions must be compiled, and checked for grammar and understanding.
  • The questions must then be added to the Question Bank of the HSET platform by programming the question format, the question text, the response modalities, and attributing the correct answer, setting the number of points for each question, and the number of attempts at the question.
  • Once all the questions have been added to the HSET question bank, a new page must be created with the CME quiz. The questions must be added to the quiz from the question bank, and the quiz must be formatted: page divisions, number of attempts, timing (dates of availability and closure), scoring (pass grade, number of points) etc.
  • The timing of the quiz must also be programmed: open date, close date.
  • The quiz is usually made available directly after the session and left open until the end of the month. This leaves the Trainees around 2 to 3 weeks to review the course material and answer the questions.
  • Only one attempt is allowed.
  • After the close of the quiz, the results must be downloaded and manually checked to ascertain which Trainees failed and which Trainees passed.
  • If any Trainees raise questions about the quiz or point out errors in the formulation or answers, manual corrections to the grades are possible.
  • A Masterfile must be kept up to date with the names of all Trainees, and their grades and pass/fail status on all quizzes. The objective is for Trainees to pass 10 out of 12 quizzes to obtain the diploma.
  • Sometimes Trainees miss the quiz for various reasons; if the Trainee is deemed to be serious and committed, it is possible to send them the quiz by email in PDF format and ask them to return their answers, then manually add their grades to the results file. These grades must be incorporated into the Masterfile.
  • The CME quiz is created only on the pages dedicated to the Trainees. There is no quiz for the Attendees (who simply listen in to the sessions but are not aiming for the diploma).
  • The results of the CME quizzes must be checked carefully at the end of the course to ascertain which Trainees will receive the diploma.


Satisfaction survey / Leader = Fiona:

  • The evaluation of each session is mandatory for UEMS accreditation.
  • The evaluation questions are always the same, so the satisfaction survey can be created once only online in the HSET platform.
  • This must be done by adding questions and formatting the answers as for the CME quiz above.
  • The satisfaction survey must be made available for the same duration as the CME quiz, namely approximately two weeks after each session.
  • The satisfaction survey must be created on both the Trainee pages, and the Attendee pages of the HSET platform.
  • Once the satisfaction survey has been closed, the responses must be downloaded in PDF format, from both the Trainee pages and the Attendee pages of the HSET platform.
  • All responses should then be deleted (from the Trainee pages and from the Attendee pages) to leave the form “empty” and ready to be re-used for the following session.

The responses (from both Trainees and Attendees) must be uploaded to the UEMS website to the accreditation application.