7th INTERNATIONAL ALUMNI

MEETING

Malaysian Alumni Report for year 2012-2013 Activities

“Celebrating our 25th Silver Jubilee Anniversary”

3rd JUNE 2013 This report presents the Malaysian Alumni’s activities on our 25th Year of Existence. The current session spans from April 2012 till April 2014. The report explains our broad initiatives’, challenges and insights by the current committee and how it approaches the planning of its activities. It also explains our future plans for the remaining part of the committee’s session.

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Index 1. Broad Initiatives: What we want to do 2. Challenges: What may prevent us 3. Past Activities: What have we done 4. Insights: What we had learnt 5. Future Activities: What we propose 6. Appendixes : Photos of our activities

This is the structure of the report. It seeks to answer the following questions: • WHAT WE WANT TO DO

What will be the alumni’s plan for the next year? • WHAT MAY PREVENT US

What are possible challenges that may prevent us from achieving our plans? How can we better prepare for it now?

• WHAT HAVE WE DONE

Our previous activities and how it lead us to today. • WHAT WE HAD LEARNT

Some of the insights gained from the activities done earlier. • WHAT WE PROPOSE

Our planned activities for 2013-2014. 2

1. TWO BROAD INITIATIVES

1. Alumni Activities – Assessment of previous activities. – Effective Alumni Networking. – Update current Info on members: Webpage & Directory

2. IATSS Forum: Recruitment of Applicants – Decrease in the Number of Applicants. – Immediate focus on the latest batch to instill Interest and comradeship.

3 The alumni focuses on 2 broad initiatives: We believe the activities of the current alumni are closely related to the success and preservation of the Alumni. Activities of the current alumni is to support the Home Country IATSS Forum Committee and to encourage more participation of new applicants. The future of the alumni depends on new recruits. Low application levels and inconsistent application numbers does not provide a stable stream of candidates eligible to join IATSS Forum. The alumni is responsible to contribute and not let this happen. The alumni's active participation would also ensure the continuity of its activities and forms the basis of future batches being recruited.

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1. Two Broad Initiatives

ACTIVITY BASED 1. Japanese Culture—maintain ties with Japanese cultural and Home stay visitors 2.To instill Traffic Safety

– Community programs with relevant agencies

3.Attend IAM 2013 in Hanoi 4.Celebrate our 25th SILVER JUBLIEE Anniversary with some activity with National Committee and Alumni

PROJECT BASED 1.Publish an e-newsletter emphasizing our 25th year of existence and Silver Jublee celebrations for Alumni infomation 2. Collate Benefits of IATSS Forum participants’ perspective and inform new applicant. 3.Create an Asean IATSS Forum Fellowship & Travel Agenda ₃ 4.Collection of activities and photos on our websites. It must be easily accessible to the public and updated regularly.

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These initiatives can also be classified as Activity and Project based. Activity based is similar to what we had done is previous years throughout the year. Project based initiatives have a clear start and end date and duration We plan to carry out this projects during our 2012-2014 session. We believe by having both the Activity and Project based approaches, the alumni have: • More focused events and invigorating activities • Increased participation by all alumnus • Continuity of purpose • Create that passion and love for the Alumni which is missing in the recent

batches

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2. Challenges Alumni Activities 1. Diversity • Existence for over 25 years. • Geographically dispersed. • Alumni activities concentrated

in Kuala Lumpur only. 2. Lack of Core Focus • Link between Traffic Safety

& IATSS Forum. 3. Continuity of Activities

IATSS Forum - Recruitment of Applicants 1.Unfamiliar with concept of IATSS Forum • Who can apply ? • Which Organizations’ they work

for • Private sector • Civil service

2. Unclear Benefit to Participant • Looks like a long holiday. • No academic certification

given. • Unnoticeable change.

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Some of the challenges we face are Alumni inter communication and Applicant response. These issues have been identified and being addressed progressively in 2013 – 2014 Session and expected to foresee improved results in the future.

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3. Alumni activities in 2012-2013

No. Month Activity Description

1. 7th MAY Had guests from IATSS Suzuka

2012 25th AGM at Bangsar for Dinner. 15 Alumni Attended

2. 18th JUNE Msian Petroleum Club, Home Stay Visitor Masako Kajiura

2012 KLCC Twin Towers,KL Visited KL. 10 Alumni attended

3. 10th JULY Meeting at Rumah Attended Funeral of Late Wife of

2012 Universiti Prof. Ungku Aziz.5 Alumni attended

4. AUGUST Participated in the Bon Odori Matsushita Panasonic Stadium

2012 Festival. 5 Alumni attended Shah Alam. 4 Alumni Attended

5. 8th SEPT Bon Voyage & Orientation Lunch was held in conjunction of

2012 Seminar for 2 participants Hari Raya Celebration.18 Alumni

6. NOVEMBER Suzuka Declaration Meeting National Committee Chairman 2012 Mie Ken, Japan Dato Zuraidah Atan Attended

7. 28TH NOV Debriefing & Welcome Back Meet at A&W Restaurant

2012 49th Batch Participants 5 Alumni Attended

8. 3rd DEC Alumni Dinner in conjuction Rumah Universiti, 30 Alumni and

2012 0f 50th Batch Interview Guest Attended

9. 1st DEC Dinner with Managing Hosted by IATSS Chairman Dato

2012 Director Tetsuo Kubota Zuraidah Atan . 2 Alumni Attended 10th JUNE Closing Date for 51st & 52nd 10. 2013 Batch Application.

6 The activities we had done in year 2012-2013. The activities were well attended by Alumni members.

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4. Insights: Alumni Events-What we learnt

No. Insights

1. Inform activities in Provide a one year timetable in

advance advanced.

2. Communicate in By email, phone, fax & letters.

various ways. Additional: Sms, webpage, blog, social

networking (facebook, friendster), &

postcards.

3. Have Interesting & Alumnus have various interests & are in

Relevant Activities different stages of life.

4. Partner with other • Japanese embassy, Japan Club

organisations • Japan Foundation, HONDA Motors

• Other alumni organisations, ALEPS

5. Have Regular Events Have events despite poor response.

Alumnus will support if regularly held. 7

Some of the insights gained from activities in year 2012-2013 and earlier years. Note: ALEPS is Association of Look East Policy Students.

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4. Insights: Forum Application Process Reach Out To Potential Applicants Through: Social Contacts with: 1. Japanese Culture

– Promote during cultural festivals & events

2. Honda – IATSS Forum as CSR for

Honda 3. Motorsports

– Suzuka, home of IATSS Forum

Personal Reasons 1. Career Benefit

– Soft-skills in multinational-multicultural environment.

– ASEAN business contacts. 2. Personal Growth

– International Exposure – Strengthen inter-ASEAN

relationships.

8 We must reach out to potential applicants in ways they are already have interest on. IATSS Forum have these distinct elements: • Held in Suzuka • Is associated to Honda • Held in Japan • Consist of Japanese and ASEANs • Small group working closely together These unique elements need to be packaged together in a clear identifiable way. In a way that makes IATSS Forum memorable and easily distinguished from other programs. These elements are touch points we can utilise. Contact with these touch points can lead to an application of a suitable candidate. For example, Someone who knows and interested about Suzuka want to find our more about the forum. Once he/she did their research they m=can be exposed to what IATSS Forum is all about. This may not happen if the link to Suzuka was not emphasised.

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5. Future Activities

IATSS FORUM Visibility

Alumni Activities

10 What do we expect to happen when all the initiatives are carried out? Our logic goes like this. As more relevant projects and activities are held, the alumni has more activities for the alumni to participate. Higher participation level increased the level of alumni activities. Also try to have activities in other outskirts towns other than Kuala Lumpur like Penang, Malacca or Johor Baru. An alumni with high participation level which is relevant to its members creates visibility for IATSS Forum. Over time this visibility can attract more applications raising the level of applications to IATSS Forum.

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IATSS FORUM

Alumni Participation Application Level

Projects Activities Community Outreach Opportunities

APPENDIX • PHOTOGRAPHS OF ALUMNI ACTIVITIES

Annual General Meeting, May 2012

Masako Kajiura’s visit, June 2012

Meeting at RUMAH UNIVERSITI after attending Funeral Ceremony of the late Wife of Prof. Ungku Aziz, 10th July 2012

Bon Odori celebration, Aug 2012

New participant orientation and Bon Voyage party, September 2012

New participant orientation and Bon Voyage party, September 2012

IATSS Forum Suzuka Declaration, November 2012

Dinner with IATSS MD - Tetsuo Kubota, 1st Dec 2012

Returning participants sharing their experience, Dec 2012

Returning participants of 49th Batch sharing their experience, 28 Nov 2012

Interviews and alumni dinner, 3 rd Dec 2012