AgendaCentral Committee Meeting #5 – Friday 6th October 2017

Time : 16 30Venue : PAR-Old Physics-G16 (Jim Potter Room)

1. Procedural Matters

1.1. Acknowledgement of Indigenous Owners

1.2. Official Welcome

1.3. Attendance

1.4. Apologies

1.5. Adoption of Agenda

2. Confirmation of Previous Minutes

3. Matters Arising from Previous Minutes

4. Proposal

- No Proposal

5. Reports

5.1. UMSU International Office Bearer’s Camp 2017 Final Report

5.2. PR/Visa Workshop Semester 2 2017 Final Report

5.3. Professional Mingle Semester 2 2017 Final Report

5.4. Working Right Survey Semester 2 2017 Final Report

5.5. Career Skills Workshop Semester 2 2017 Final Report

6. Other Business

7. Next Meeting

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Unconfirmed Minutes Central Committee Meeting #4 – Friday 15th September 2017

Date : 15th September 2017

Time : 16 30

Venue : PAR-Old Physics-G16 (Jim Potter Room)

1. Procedural Matters

1.1. Acknowledgement of Indigenous Owner

1.2. Official Welcome

1.3. Attendance and apologies

Absent with Apologies

Exco : -Directors : -Officers : -

Leaving Early with Apologies

Exco : -Directors : -Officers : Abhishek KANSAKAR

Late without Apologies

Exco : -Directors : -Officers : Rebecca VINCENT

Motion 1

Move that Standing Orders be adopted for CCM #4 at 16 36.

Mover : Dennis QIAN

Seconder : Ren Jie PHANG

CARRIED without contention.

1.4. Adoption of Agenda

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Motion 2

Move that the Agenda for CCM #4 be adopted.

Mover : Wei Lee ONG

Seconder : Lisa Li Yuan HUANG

CARRIED without contention.

2. Matters Arising from Previous Minutes

Motion 3

Move that the Amended 2017 Festival of Nations Proposal be accepted.

Mover : Karen LI

Seconder : Owen Hubert JOHANNES

1 Abstention, spinning wheel will be replaced by Lucky Draw, CARRIED.

3. Confirmation of Previous Minutes

Motion 4

Move that the minutes of CCM #3 be accepted and confirmed as a true and accurate record.

Mover : June LIU

Seconder : Steven ZHANG

1 Abstention, CARRIED.

Motion 5

Move that the Outdoor Cinema Semester 2 2017 Proposal be accepted.

Mover : Jonas LARSEN

Seconder : Royston CHUA

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CARRIED without contention.

Motion 6

Move that the Exam Pack Giveaway Semester 2 2017 Proposal be accepted.

Mover : Krystal NGOOI

Seconder : Livianie TAN

1 Abstention, Amendment needed, CARRIED.

Motion 7

Move that the ISA Appreciation Night Semester 2 Proposal be accepted.

Mover : Mia WANG

Seconder : Hun Yao CHONG

6. Other matters

Motion 8

Move that CCM #4 be adjourned at 18 27.

Mover : Sara TAN

Seconder : Agatha Celia SANTOSA

Motion CARRIED.

Prepared by,

Zi Shan (Angel) WEESecretary 2017/2018UMSU International

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5. Reports

UMSU International Office Bearer’s Camp 2017 Final ReportCentral Committee Meeting #5 – Friday 6th October 2017

1. Introduction

UMSU International Office Bearers’ Camp 2017 was organized with objectives to foster a stronger bond between OBs, allow a better working relationship, develop teamwork spirit and to emphasize the importance of communication. This report covers OB Camp 2017 that was held from Sunday, 24th September 2017 to Tuesday 27th September 2017.

2. Camp Details

Attendance was compulsory for all committee. Out of 33 OBs, 31 OBs attended the camp and 2 were absent due to personal matter.

This year, each office bearer paid $25/person to contribute for coach hire, whereas the re-maining expenditure was fully subsidised by UMSU Intl.

Chosen campsite: Anglesea YMCA Recreation Camp Chosen transportation: Transport Network Australia OBs were divided into 6 groups for activities purposes arranged by Anglesea as they can

only accommodate a maximum of 15 people for one activities. Furthermore, 5 groups were in charge for cleaning the dishes after every meal and 1 group was in charge of campfire preparation.

Each OB was assigned a mortal to take care of throughout the camp.

Sunday, 24 September 2017

OBs gathered in front of Unimelb Gate 10 Grattan St. at 8:45am and we departed to Anglesea around 9.20am by Coach. We arrived at Anglesea around 10:40am and went for lunch at Anglesea Town.

After lunch, around 1:30pm, 2 activities (Vertical Challenge and Giant Swing) were hosted by Anglesea. The activities ended around 5pm followed by check-in. Despite rainy and windy weather, everyone enjoyed the activities and showed teamwork and supportive attitude, especially when cheering for each other when doing vertical challenge.

After dinner, we had lip sync competition between 6 groups followed by Movie Night. The winner of lip sync competition were given cup noodles as prizes.

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Monday, 25 September 2017

After breakfast, we went for a walk at 9.30am and came back around 12pm. After lunch, we were divided into 2 groups for canoeing because the campsite was unable to accommodate over 15 people in one session. The first session was at 2pm-3.30pm and second session was at 3.30pm-5pm. OBs were given free time while waiting for the canoeing session.

After dinner, we had group performance by department with $50 reward for the best performance. Everyone had lots of fun and enjoyed the performance. We ended the night by having campfire. We spent the night singing songs, eating marshmallow and most importantly everyone was given a chance to share their thoughts and feelings as an UMSU Intl OB. The campfire session marks the end of the last night of the camp.

Tuesday, 26 September 2017

After breakfast, we sat in a circle at the common area to write messages on a printed picture of each OB. Due to time constraint, we had to reveal the Angel and Mortal in the bus on our way back. We left the campsite at 11.30am and arrived at University Square/Grattan St at 1.15pm.

3. Expenditures

Item Amount ($)IncomeBudget 7,200.00OB’s Contribution$25 x 32

800.00

TOTAL 8,000.00ExpensesAccommodation$159.55 x 31

4,946.05

Coach Hire 1,150.00Activities by AngleseaVertical Challenge: 27 x $20 = $540Giant Swing: 30 x $20 = $600Canoeing: 25 x $20 = $500

1,640.00

Miscellaneous* 181.43Prize for department performance 50Car Rental 97.52

TOTAL 8,065Surplus / (Deficit)** (65)

 * Miscellaneous includes snacks, properties for games and campfire, medication and prize for lip sync competition.

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** Deficit is due to last minute decision to add on one more activities by Anglesea (Giant Swing) which is not covered in proposed budget.

4. Recommendations

Fully catered camp is highly recommended as it avoids hassle of preparing foods as well as gives more time for OBs to do outdoor activities and bond with each other.

Anglesea area is highly recommended as activities is not limited inside the campsite. If the next committee were to held the camp at Anglesea YMCA Recreational Camp, it is highly recommended to book Seasider site as the area is exclusive and has a separate common area which is very comfortable and convenience for night activities.

Coach Hire may be necessary if it is inconvenient to travel by public transport. It is recommended to schedule leaving the campsite at 11.30am or after lunch instead of 11am

as it may be too rush to conduct closing activities.

5. Conclusion

This concludes my report. I would like to thank all OBs for coming to the camp and being very cooperative. OB Camp 2017 was very memorable and filled with much love and teamwork. Please do not hesitate to approach me if there are any enquiries or suggestions.

  

Prepared by,

Melia Permata Sari, WIJAYATreasurer 2017/2018UMSU International

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PR/Visa Workshop Semester 2 2017 Final ReportCentral Committee Meeting #5 – Friday 6th October 2017

1. Introduction

The event The PR/Visa workshop was intended to educate and raise awareness regarding policies around Permanent Residency and Temporary Residency visas. The Q&A session was also included to address student’s queries.

The event details are as follows:

Coordinators Wei Lee, Ivy, Jack, Jonas, Royston

Date Friday 8th of  September

Venue Parkville Old Arts -124 Theatre C

Time 12:00 - 2:00 PM

Total participants

90

OBs and ISAs 6 OBs 15 ISAs (OBs included Comms team and ISAs of different shifts to help with registration, delivering the pizzas and cleaning up)

Speaker 1

2. Event flowa) Pre-event timeline

b)Event timeline

Time Activity

11:30am - 11:50am Set-up

11:50am - 12:15pm Registration

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Week 4 Preparation of publicity material and speaker confirmation

Week 6 Publicity starts and online registration opens

Week 7 Publicity and event

12:15pm - 1:55pm Visa/PR session (with 10min Q&A)

1:55pm - 2:20pm Refreshment

2:20pm - 2:30pm Pack-up

3. Budget

We had a $400 budget for the visa/PR Workshop. The following is the breakdown of the budget:

Item Expenditure Budget Amount

Budget Allocated $400

Actual expenses

Pizza (60 boxes) $300

Drinks $24.20

1 Chocolate Gift pack from Koko Black $24.50

Total Expenditure $348.70

Surplus $51.30

4. Problems Encountered

Responses were filled up too quickly online, resulting in the flyers printed out by the Communications team to be futile.

Students confirming their attendance by not turning up to the event. Students cancelling last minute before the event even after early notice. Quite a number of pizza boxes left remaining.

5. Recommendations

Opening up online registration a week before publicity to gauge amount of responses before printing out flyers for publicity.

Notification of students via other methods of communication. Given an event run from 12-2pm, we have taken note that students might have eaten or will

take their lunch after the workshop so food ordered at this hour can be decreased.

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6. Conclusion

Overall the event was successful and participants were very satisfied with the event. Despite a few minimal issues encountered, our team is extremely happy with the turnout of the event. I would like express my deepest gratitude to all of the UMSU International Committee, OB’s and ISA’s alike who participated and made this event successful. Please feel free to approach the Education and Welfare team regarding any concerns and any suggestions you may have.

Prepared by,

Josh TsengEducation & Welfare Officer 2017-2018UMSU International

Professional Mingle Semester 2 2017 Final ReportCentral Committee Meeting #5 – Friday 6th October 2017

1. Introduction

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This report concludes the entire Professional Mingle event covering the period from Week 5 to Week 7, 7th September 2016. The actual event took place on 7th September 2016, Wednesday, 6pm to 8.45pm.

The objective of this event is to provide students with a platform to improve their networking skills and to get some insight of relevant industries, while networking with the invited professionals as well.

To provide a platform for students to meet professionals from relevant industries To help students improve their networking skills To provide students more information on the working experience in relevant industries To inspire students to make the most of their university experience

The event details are as follows:

Coordinators Whole Education and Welfare department

Date 12th September 2017, Tuesday

Time 6 PM to 8.45 PM

Venue Yasuko Hiraoka Myer Room, Level 1 Sidney Myer Asia Centre

Collaborations 1. Marketing Intelligence (MINT)2. Student Success - Academic Skills3. Graduate Student Association (GSA)

Students Approximately 70, including walk-ins

OBs and ISAs 10 OBs and 4 ISAs (2 for emcees and 2 for helping out)

Club representatives 12 (From MINT, ICSS)

Professionals 23

2. Event Flow

2.1. Pre-Event Timeline

Date Activities

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21th August Clubs collaboration list confirmed Publicity material sent to UMSU Communications Online RSVP sent to invited guests

28th August Publicity starts Start contacting catering

31th August Emcee candidate list to be confirmed

4th September All professional guests to confirm and confirmation letter to be sent ISAs to be notified about their allocated tasks Emcee to be finalized and start script writing

8th September Send reminder to students who have signed up Meeting with emcees for rehearsal and brief event flow Appreciation gifts prepared

11th September ISAs to be briefed Registration sheet to be printed Professional name card to be printed

12th September Event day

2.2. Actual Event Timeline (12th September)

Time Activities Description

06:00 – 06:20 PM

Registration Registration started at 6 PM Some students were able to have their formal photos

taken for future usages (e.g. LinkedIn profile) Then, students were divided into groups according to

their faculties/majors The event commenced at 6:20 PM

06:20 – 06:45 PM

Introduction Introduction of the event and the panelists via PowerPoint slides

06:45 – 07:30 PM

Panel and Forum Discussion

A panelist of 4 gave a 5-minute introduction each, followed by a facilitated Q&A session

07:30 – 08:20 PM

Networking Session Introduction of the invited guests via PowerPoint slides

Refreshments served Students interacted with their pre-assigned

professionals as well as panelists

08:20 – 08:30 PM

Closing Ceremony Appreciation gifts presented to professionals Feedback link shown on slides

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3. Expenditure

$ $

Budget Allocated 1500

Actual expenses

Venue hire 365

Catering 740

Drinks 40

Appreciation gifts for professionals 336

Total Actual Expenses 1,481

Budget Surplus 19

4. Survey Feedback and Suggestions

4.1. General Feedback

Overall, the event was well-received by students and professionals alike. Students and professionals were generally satisfied with the event, event helpers, emcees, invited professionals.

4.2. Panel and Forum Session

The Panel and Forum session received a good response from the participants. Students were satisfied with the diverse background of panelists. However, some students suggested that it could be shortened with more time allocated to the networking session, in which participants would be able to interact with professionals longer.

4.3. Catering of Food

Due to overwhelming responses from the students, there was insufficient time and budget constraints to cater more food during the event. Hence, we were unable to contact the catering to increase the types and amount of food supplied. More food should be provided, especially halal and vegetarian food. Another suggestion to streamline the queue is to serve food at the beginning and throughout of the session, whereby attendees can get refreshments at their preferred times. Meal boxes could be served to professionals so that they do not have to queue,

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avoid being occupied by students and become unable to collect any food at all. Hence avoiding the need for professionals to collect their food first before students.

4.4. Networking Session

The networking session was shortened due to the transition from the Panel and Forum session. As mentioned above, students would like to have a longer networking session. This could be achieved through booking a venue during the weekends to have a longer duration for the event.

5. Conclusion

This marks the end of the report for Professional Mingle. Overall, Professional Mingle was a success. We are grateful to have 23 professionals from Commerce, Arts, Psychology, Environments, Engineering, Education, Law, Public Health and entrepreneurism, as well as 100 students from various fields of study. We would like to express our gratitude to all the professionals, club representatives, ISAs and OBs, who contributed to make the event successful. Please do not hesitate to contact any of us if you have any further questions.

Prepared by,

Wei Lee OngVice President (Education and Welfare) 2017/18UMSU International

Working Rights Survey Semester 2 2017 Final ReportCentral Committee Meeting #5 – Friday 6th October 2017

1. Introduction

The Working Rights Survey had been conducted via an online survey and customised bookmarks on the issue, from week 2 to week 6 in semester 2, 2017.

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It aims to collect data from university students on their insights regarding working rights and raise awareness on the importance of knowing students’ working rights. The data collected is going to be used to determine the next course of action which will be determined in the following semester.

The results collected is currently being analysed by UMSU Welfare. This report will be briefly touch on the results of the survey. The full report will be released around the beginning of semester 1 2018 by UMSU Welfare.

2. Task Allocation

Coordinators: Wei Lee Ong, Royston Chua, Joshua Tseng and Ren Jie Phang.

The following were the tasks allocated to the office bearers (OB) and ISA:

Tasks

Wei Lee Ong and Royston Chua

Liaised with Teresa from UMSU Welfare on planning and strategy.

Joshua Tseng Monitored the quantity of the bookmark and reported the number of responses daily to Royston

Ren Jie Phang Liaised with the Human Resource department on publicity and supervised OBs and ISAs with necessary details.

International Student Ambassadors (ISAs)

Carried out publicity with 3 iPads and bookmarks alongside with an OB.

3. Survey Timeline

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Semester 2, 2017

Week 1 Questionnaire finalized (by UMSU Welfare Department)

Week 2 Commencement of online survey and giving of customised bookmarks

Week 6 Final week of online survey giving of customised bookmarks

4. Budget

UMSU Welfare covers the cost for the publicity materials and prizes (3 Fujifilm polaroid cameras).

5. Results

There are a total of 1,015 response received. Below are be the breakdowns:

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17

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6. Obstacles during the period

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iPads are sometimes unavailable for the publicity due to low battery or it had been kept in a locked room.

Some publicity slots did not have an OB for supervision. Not all ISAs conveyed the message intended. Not preparing enough bookmarks sometimes upon publicity

7. Suggestions for improvement:

HR should be in charge of the availability of iPads every day to ensure there is safekeeping yet available access to the iPads when necessary.

Make sure all iPads are functioning well, with no problem on usage and connectivity. Check up more on ISAs to ensure greater efficiency. OBs in charge of publicity have to brief ISAs before they begin publicity, regardless of whether

they have done it before to ensure they deliver the appropriate message. Liaise with the UMSU Welfare team constantly to ensure we have enough publicity materials

and also ensure that publicity materials are not overprinted by planning a specific number of materials to be printed for the suitable period.

8. Conclusion:

This concludes the report for the Working Rights Survey Semester 2, 2017. On behalf of the department of Education and Welfare, I would like to express my gratitude to all committee members and ISAs for helping us exceed our target responses of 1000 students. Please do not hesitate to approach the Education and Welfare team should you have any concerns or further suggestions. Thank you.

Prepared by,

(Jack) Ren Jie PhangEducation & Welfare Officer 2017-2018UMSU International

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Career Skills Workshop Semester 2 2017 Final ReportCentral Committee Meeting #5 – Friday 6th October 2017

1. Introduction

This report concludes the Career Skills event held on week 8, 14th September 2017 from 6PM to 8PM.

The objective of this event is to equip students with group interview skills in an assessment centre setting that would be useful and effective for their career development. The event details are as follows:

Coordinators Wei Lee, Royston, Jack, Livianie, Ivy and Jonas

Date 14th September 2017, Thursday

Time 6pm to 8pm

Venue Multifunction Room (GSA building)

Collaboration: - Student Success- Graduate Student Association

Students Approximately 60 to 70, including walk-ins

OBs and ISAs 6 OBs and 6 ISAs (ISAs help with the set up, collection of pizzas and clean up)

Professionals 2

2. Event Flow

2.1. Pre-Event Timeline

Date Activities

21th August · Publicity materials finalised

27th August · Publicity starts

4st September· Confirmation of speakers and particular career skill that the event would be based upon

11nd September · Confirmation email sent out to students

13th September · Acceptance and reminder email was sent out

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2.2. Actual Event Timeline (14th September)

3. Expenditure

$ $

Budget 400

Actual expenses

Venue hire FREE

Food 210

Paper Cups 30

Soft Drinks (Remaining from PR/VISA and Professional Mingle)

Appreciation gifts for professionals

30

Total Actual Expenses 270

Budget Surplus 130

4. Survey Feedback and Suggestions

4.1. General Feedback

Overall, the event was well-received by students and professionals alike.

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Time Activities Description

06:00 – 06:10 PM

Registration Registration starts at 6 PM The event will commence at 6:10 PM sharp

06:10 – 06:40 PM

Introduction

Introduction of the event and speaker background Preparation & overview of activity

06:40  - 06:55 PM

Break Light refreshments will be served to students and the speakers

6:55 - 8:00 PM Workshop Students will commence activity Additional content / overall feedback from the activity is

given

8:00 PM Closing Appreciation gifts to be presented to professionals Feedback link to be filled by students

Most of the students enjoyed the group interview and assessment center setting conducted with their peers as they could make friends as well as receive feedback from each other. A minority of students thought they have signed up for another workshop skill such as resume writing as we have earlier publicized that our event could comprise of either “resume writing, LinkedIn or group interview skills”. However this could not be helped as Student Success (department from University of Melbourne) only confirmed the speakers a week before the event. When dealing with the university next time, we should contact them much earlier and provide them a deadline as when we need the confirmation of speakers and job scope covered.

Furthermore, as the speaker was very soft-spoken, we should plan to borrow a mic from the venue officer to help with voice projection.

4.2. Catering of food

The Dominos pizzas ordered are classics to cater to the gastronomy of the majority of students. Professional as well as students enjoyed the food as it could be seen from the feedback survey form. This is due to the variety of pizzas ordered that catered to the needs of all students who have specified their dietary requirements according to their registration form. Despite being a gluten free pizza, the “garlic cheese pizza” is highly commended and recommended for future catering purposes.

Also, Livianie was highly skillful in noticing one particular student who has “vegan” as her dietary requirement turn up for the event and managed to get a vegan food from a local shop in time. Mantra Lounge is recommended as a convenient means to obtain reasonably priced vegan food for future events if the need arises. This is emphasized as a few students have a general tendency to confirm their attendance via email but end up not showing, hence we must be as skillful as Livianie in detecting the attendance of students with special dietary requirements to prevent waste and ensure all physiological needs fulfilled.

5. Conclusion

This marks the end of the report for Career Skills Workshop. Overall, Career Skills Workshop was a success with room for improvement in terms of early confirmation of the specific skill being taught. We would like to express our gratitude to all the professionals, Graduate Student Association for the venue, highly competent OBs and swift ISAs who assisted in making the event happened successfully. Please do not hesitate to contact any of us if you have any further questions.

Prepared by,

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Royston ChuaEducation and Welfare Director 2017/2018UMSU International

6. All Other Business

7. Next Meeting

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Date : 20th October 2017, Friday, 4.30pm Venue : PAR-Old Physics-G16 (Jim Potter Room)

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