IFUMSA SECRETARIAT: From 24-Hour Access to Restricted Entry, What Happened?

IFUMSA SECRETARIAT: From 24-Hour Access to Restricted Entry, What Happened?

Introduction – what is happening.

Some IFUMSAITES say they expected the secretariat to reopen during business hours as earlier stated. Can you clarify why that has not occurred? — “Unfortunately, we cannot do that yet. The reason is not far-fetched.” The executive council says.

In the college, the IFUMSA Secretariat has long been a central space accessible to all IFUMSAITES. Recently, the office of the General Secretary of the Association, announced a temporary closure for cleaning and property retrieval purposes.

However, the temporary measure now appears to be turning into restricted access. And now, IFUMSAITES are asking questions: What is happening? Is there a new access policy? Are IFUMSAITES gradually losing access to the Secretariat?

On that, MediVoice interviewed the Executive Council for clarity and also gathered anonymous responses from IFUMSAITES across different levels to understand their stance on the new access rules. MediVoice documents their perspectives below.

Background – history of 24-hour access.

For many years, the IFUMSA Secretariat has been operating under an open-access tradition. The space has always been open from morning till the following day. It served beyond administrative purposes. It functioned as a meeting point, storage space, study area especially during major exams, and as an informal hub for interaction within the association.

This culture bestowed a sense of ownership among students. It was like a symbol of unity in IFUMSA.

The Transition – cleaning → 12–2pm → expected reopening.

It all started with a cleaning exercise. Commendably, the newly elected Executive Council initiated the process. After that, they informed all students to get their properties away from the secretariat in 5 days. Monday (16/02/26) till Friday (20/02/26). They also announced that during the property retrieval period, the secretariat would open daily from 12:00 pm to 2:00 pm.

And that after Friday, the secretariat would operate during business hours (8:00 AM to 4:00 PM) on weekdays only. No more weekend access. No overnight access. At first, the adjustment appeared temporary and procedural. However, as days passed, the business hours window for reopening didn’t materialise as everyone expected.

Current Reality – still restricted.

For now, the IFUMSA secretariat operates under more restricted access than in previous years. Students are expressing uncertainty regarding opening hours. Beyond access itself, key concerns raised by IFUMSAITES also center around clarity: Is the change temporary or permanent? What informed the restructuring?

What these questions tell us is the importance of transparent communication during administrative transitions particularly in cases involving shared institutional spaces.

In light of these concerns, MediVoice reached out to members of the Executive Council for clarification. We also spoke with several IFUMSAITES to understand how the changes have affected them.

Executive Responses.

1. Can you clarify the current access policy for the IFUMSA Secretariat?

Thank you very much for reaching out to the Executive Council, Mr Alimi. Access to the IFUMSA secretariat remains as it is originally. The secretariat serves the administrative duties of the association. This ranges from high-level executive council meetings, reception of association’s guests to low-level activities like short meetings of a class rep with another IFUMSAite(s).

Over the years, however, we have turned the secretariat into serving different things, from a warehouse to a bedroom for students who do not want to go home to take their bath for 3 nights at a stretch, this sends the wrong signal about its usage.

Currently, however, we are only focused on making the space more conducive for IFUMSAites.

2. Is the current restriction temporary or permanent?

The situation we have now is not a restriction. The secretariat is undergoing proper rearrangement to make it conducive and optimal for usage again. We have advertised for students to pick up their belongings, we are clearing out years of unclaimed, unused and excess merchandise left by several past administrations, we are even calling individuals to pick up their awards which have been there for years.

Very soon, we will have an IFUMSA Yard Sale for people to come get things like tote bags, water bottles etc at giveaway prices, as part of the final efforts of unburdening the secretariat of years of loads.

3. What informed the decision to restrict access after the cleaning exercise? Were there security concerns, cases of vandalism, or safety issues?

I think this question has, luckily, been mostly answered. But there is more! Cases of vandalism are on the rise, larceny and asportation of both private and public properties have been recorded.

For instance, the Quintessential administration was able to provide drinking water, cold and hot as you might want it for IFUMSAites, we cannot do that today because the dispenser is in a bad shape.

Overall, the answer to the question still stands. Our reason is to make our shared space a more conducive environment for IFUMSAites and we will give our best for it.

4. Some IFUMSAITES say they expected the secretariat to reopen during business hours as earlier stated. Can you clarify why that has not occurred?

Unfortunately, we cannot do that yet. The reason is not far-fetched. People are yet to do the needful and we are still in the process of repairing and improving the space. Just yesterday, we asked classes and, or individuals to pick up PAS that now seems like relics of ancient times in the secretariat. Those are not things we can throw away. At the same time, having 3 of those in the secretariat means that there’s no space for many more. Some classes have bought new PAS, but refused to remove the old one, yet, they expect us to allow them keep the new one there.

A temporary storage space, YES, but we cannot treat the secretariat as a warehouse, it doesn’t serve anyone. We encourage everyone to fully cooperate with us on this.

5. During campaigns, accessibility and inclusivity were emphasised. How does the current access policy align with those commitments?

Accessibility of terrible service does more harm than good. We are working on making it serve us better. However, we must be clear! Anyone who needs access to the secretariat still gets the access. Provided you give enough time for us to make it work. The General Secretary is very accessible, and if, for any reason, you cannot reach him, try getting across to any other member of the Council to expedite the process.

6. What assurances can you give students that their concerns are being considered?

This process for improving the secretariat is part of the assurance. Over time, IFUMSAites coming into the secretariat have complained about its state. Some even said it is the worst secretariat in college before we got into office.

Now, the more students go there, within the allotted timeframe, the more they applaud it. ”Oh! Our secretariat is now spacious.” ”The ventilation is better.” “So, can the IFUMSA secretariat be this neat?” Those are some of the comments we have gotten. We are working based on the concerns of our members and we are committed to upholding them.

7. What is the long-term vision for the secretariat?

To make it a better, safer and more conducive space befitting the pride of our dear association, IFUMSA.

8. When can students expect a clear and stable access framework?

We have made all communication public and we will continue to do so. Clear details will be given when we have put things in place.

9. Was the Parliament or any representative body involved in approving this shift?

There was no shift, and matters of the secretariat are at the discretion of the General Secretary and the Executive Council as a whole.

10. How were students’ needs assessed before the new access policy?

As I said earlier, we have obviously made considerations for what our members have been complaining about for years and we are working on fixing things up. We exist to serve all members and we will continually put them at the centre of our decision-making, for the best advantage, long-term.

11. Are there plans to introduce alternative access arrangements for students for now? If Yes, what is that? And is it a temporary replacement or a permanent restructuring of secretariat access?

No. There’s no alternative to the secretariat. Anyone with any form of secretariat duties can access the secretariat anytime, any day. The only caveat is early communication. If you are looking at places to read instead, we have worked on converting the Audiovisual clinic into the IFUMSA library space, all thanks to the efforts of the Executive Council.

Students Responses

For fairness and consistency, MediVoice posed the same set of questions to multiple IFUMSAITES across different levels. And, responses have been compiled anonymously. This is to encourage openness and protect individual identities.

Question 1: How often do you use the secretariat, and for what purpose?

Response Overview: Most respondents indicated frequent usage, particularly for late-night reading.

Anonymous Responses: 1. “I used it a lot for my overnight sessions, and, after classes to just hang around and charge my phone during the break between classes, I use it almost daily, especially during exam periods.”

2. I do not use the secretariat very frequently. However, there are specific occasions when it is important to me. For example, when I read overnight in college, I sometimes go there to charge my devices because it is one of the safest places available for that purpose. Also, when lectures are over and the environment is less crowded, I occasionally stay there briefly before heading home.

3. I use it mostly for studying and maybe extra work.

4. Often. To study majorly

5. I use it a lot , for overnights and preparation for my part 3 MB

6. Frequently. I use it normally when I have to read and also most times that I just have to stay there. I also put any loads I need to keep there anytime I have a class and I’m unable to take such loads to class.

Question 2: When did you notice the change in access?

Response Overview: Most respondents indicated they noticed the change during the cleaning period, particularly when access was limited to the 12:00–2:00 pm window for property retrieval. Others stated they became aware when the secretariat did not reopen during regular hours as previously anticipated.

Anonymous Responses: 1. Earlier this year.

2. I actually saw a circular on 15th Feb about the restriction in access and effectively the place was always locked.

3. I noticed the change in access even before the new set of executives were sworn in. In fact, it seemed that the restriction had already been in place prior to the official announcement. At that time, access appeared selective, as some IFUMSAites could enter freely while others were restricted.

4. At the time when the executive council made the release and also in times when I have physically tried to access it and it wasn’t open.

5. About a month ago. It was always locked.

6. I noticed few weeks ago around ending of January when I wanted to do overnight and I wasn’t granted access

7. Just last week

Question 3: Do you feel adequately informed about the new arrangement?

Response Overview: Responses varied. While a few students felt information had been communicated, a larger proportion indicated otherwise. No proper communication.

Anonymous Responses: 1. No.

2. I do not

3. I do not think the communication was entirely adequate. The restriction seemed to start before any formal announcement, which caused uncertainty. For a policy that directly affects members, clearer and faster communication would have been helpful.

4. I understand the Executive Council’s reasons for reducing access to the Secretariat, so I feel adequately informed about the new changes.

5. No! I do not

6. I wasn’t informed directly. I only heard rumors that we could no longer read in the Secretariat.

7. Although the information was posted on the IFUMSA general page, I personally did not feel adequately informed.

Question 4: Has this change altered your perception of IFUMSA leadership in any way?

Response Overview: This question produced mixed reactions. Some respondents stated that their perception remained unchanged, while others changed.

Anonymous Responses: 1. No

2. Yes it has

3. To some extent, yes. The secretariat is a central space for members, so decisions concerning access should reflect inclusiveness and fairness. When access appears selective or restricted without broad consultation, it can create the impression that decision making is not fully representative of all IFUMSAites.

4. Not at all.

5. Definitely! And not in a good way 👍

6. It doesn’t affect the way I see them. I think every tenure will have various takes, so if that’s what they deem fit to be the best, it’s fine. Because definitely it can’t be a one man decision.

7. Hmm, not really. I believe what they are trying to do is to make the Secretariat look more presentable and well ventilated.

Question 5: What does the secretariat represent to you as an IFUMSAITE?

Response Overview: Students consistently described the secretariat as more than a physical space. Many students described the secretariat as a hub for meetings, reading, interaction, and a symbol of openness within the association.

Anonymous Responses: 1. A meeting place of all ifumsaites.

2. A place of unrestricted access where all IFUMSAITES can utilise as they please

3. The secretariat represents a shared space for all IFUMSAites. It symbolises unity, belonging, and collective identity. It is not merely a physical location but a communal space where members feel safe, included, and connected to the association.

4. The Secretariat for me is like a place of rest. On most days it’s like a portal that connects IFUMSAites, both senior and junior colleagues. It was in the Secretariat I met a number of chiefs and great colleagues. So yeah, the Secretariat means something to me.

5. It represents the physical space for our medical community! It really brings IFUMSA and IFUMSAITES together, and it’s been incredibly helpful for studying.

6. like I said earlier in 4, apart from a reading avenue it also serves as a medium to bond with junior and senior colleagues , getting to know each other and sharing of experiences

7. A place where IFUMSAITES can stay at any of their leisure times and also a place where they can either read or maybe charge their phones and in some cases keep their property safe.

Question 6: Do you think 24-hour access should continue, or should there be structured access? What would you suggest as a balanced solution?

Response Overview: Opinions were divided. However, the majority favored retaining 24-hour access.

Anonymous Responses: 1. I believe the 24 hour access should continue. It’s a bit of a tradition and it has helped numerous ifumsaites in study.

2. I believe the 24 hour access should continue…

3. Yes, I do think the 24 hour access should continue alongside enhancing our security.

4. If 24-hour access is restored, strict rules should be enforced to prevent the issues that led to its restriction. Additionally, EC members or Secretariat staff could take turns staying overnight to maintain order.

5. I believe the new development will be nice since it’s not like they are totally restricting the access to the Secretariat. A new IFUMSA library has opened to serve students who previously used the Secretariat for reading. A balanced solution could allow students to leave their belongings in the Secretariat during the day, but they must collect them before closing time.

6. I understand that granting 24-hour access can be challenging, especially since the previous administration cited furniture damage as a reason. Whether 24-hour access exists or not, people will find ways around it. It feels strange now because we’ve been used to the Secretariat being open since our Part 1 days. But for the incoming Part 1 students, this restricted access will feel normal.”

7. I believe the secretariat should primarily be accessible to all IFUMSAites. Granting 24 hour access does not necessarily mean it cannot be properly maintained or secured. Responsible use and clear guidelines can ensure order without excluding members.If structure is necessary, a balanced solution could include defined guidelines for usage, accountability measures, or a transparent system that applies equally to everyone rather than selective access. What is important is that no small group should have ultimate discretion over when other IFUMSAites can access a space that belongs to all. Overall, the focus should be inclusivity, fairness, and proper management rather than restriction.

Broader Governance Reflection.

Now, beyond the secretariat, we have learnt that this development raises broader governance considerations. Student leadership often requires balancing accountability, maintenance, and inclusivity. So, adjustments to institutional spaces may be necessary for operational reasons; however, such shifts also change student perception of openness and representation. Therefore, to change a long-standing tradition is to constantly reflect. To reflect on alignment with leadership commitments.

Also, this situation represents a moment for dialogue between the executives and IFUMSAITES. A dialogue that should center around how shared spaces are managed, how decisions are communicated, and how institutional culture adapts under new leadership.

So, as the administration clarifies its long-term plans, students will be watching not only the doors of the secretariat, but also the processes that guide decisions affecting their collective space.

Brought to you by MediVoice. Until next time, enjoy life. For more news, click here.