Monash University Student Association Monash Student Council (MSC) 4th Council Meeting Minutes 2018

Date: 27th of April 2018 (Friday)Time: 6.16 pmVenue: MUSA Meeting Room, Level 2, Sports Centre

The following members of the council were present, constituting a quorum:

Voting Members

President: Thusharan Chandrakumanan

Vice President: [Proxy] Wong Ka Yee

General Secretary: Tharshini Batumalai

Treasurer: Jaesivan Arumugam

Head of Clubs & Societies: [Proxy] Nur Sharikul Huda

Head of MUISS: Mazin Osama Hafiz Elshazali

Activities Chairperson: Ng Sie Mone

Welfare Officer: [Proxy] Dilhara Jayasinghe

Publicity Officer: Milton Leong Hon Kin

Wom*n’s Officer: Melinda Anne Sharlini Damodaram

School of Arts and Social Science [Proxy] Samuel Mui Shen ErnRepresentatives: [Proxy] Elizabeth Louise Gerard

School of Business [Proxy] Tuang Ling JieRepresentatives: [Proxy] Medha Mehrotra

School of Engineering Lim Rickque Representatives: Crystal Thew Xue Er

School of Information Technology [Proxy] Tracy Leong Pooi SeeRepresentatives:

School of Medicine and Health Nicholas TanSciences Representatives: Rebecca Charmaine

School of Pharmacy Wong Choon Kwang, Raymond Representatives: Bu Min Yee

School of Science Ethan Wong Hsien AunRepresentatives: Tan Yi Qi

Non-Voting Members

Treasurer: Kelly Lee Jia Yee

Activities Chairperson: Ryan Matthew Tang

Publicity Officer: Trishadip Kaur Cheema

Editor: Chin Desmond

Absent (With Apology)

Ng Chor Yee, Ryan Vice President

Ng Khai Tze Vice President

Ashley Wong Lei Peng Head of Clubs & Societies

Hasan Habab Head of MUISS

Shaun Prakesh Stanley Welfare Officer

Joshua Wisely School of Arts and Social Sciences Representative

Leanne Lee Lyn Ai School of Arts and Social Sciences Representative

Soh Zu Peng School of Business Representative

Tiong Li San School of Business Representative

Ng Chung Hou, Skyler School of Information Technology Representative

Clarissa Wong Yong Teng School of Information Technology Representative

Kong Seng Kin, Terence Editor

Tasvir Hasan Majumder MUISS Secretary

Pranay Manchanda MUISS Treasurer

Shafeeq Ahmed Syed Ali MUISS International Student Officer (Welfare)

Ibrahim Jalal Ali Al-Kooli MUISS International Student Officer (Activities)

Absent (Without Apology)

Charulatha Pitigala MUISS Country Representative Officer

Meeting Chairperson

Thusharan Chandrakumanan

MUSA Advisor

-

Student Representatives

Kristen Eugenie Carlos School of Arts and Social Sciences

Kok Xue Min School of Business

Cynthia Teng School of Business

Tessa Khoo School of Medicine and Health Sciences

Benjamin Goh School of Arts and Social Sciences

Saqlain Ashraf School of Engineering

1. Acceptance of Apology and Proxy Letters

1.1 Tiong Li San is unable to attend today’s meeting as she will be organising School of Business Movie Night. She grants her voting right to Medha Mehrotra from School of Arts and Social Sciences. She has submitted her apology and proxy letters on 18th of April 2018.

1.2 Soh Zu Peng is unable to attend today’s meeting as he will be organising School of Business Movie Night. He grants his voting right to Tuang Ling Jie from School of Medicine and Health Sciences. He has submitted his apology and proxy letters on 23rd of April 2018.

1.3 Leanne Lee Lyn Ai is unable to attend today’s meeting as she will be organising School of Arts and Social Sciences Movie Night. She grants her voting right to Elizabeth Gerard from School of Arts and Social Sciences. She has submitted her apology and proxy letters on 19th of April 2018.

1.4 Joshua Wisely is unable to attend today’s meeting as he will be organising School of Arts and Social Sciences Movie Night. He grants his voting right to Samuel Mui Shen Ern from School of Arts and Social Sciences. He has submitted his apology and proxy letters on 23rd of April 2018.

1.5 Clarissa Wong is unable to attend today’s meeting as she will be organising School of Information Technology Movie Night. She grants her voting right to Karthiaaini Dewi from School of Information Technology. She has submitted her apology and proxy letters on 22nd of April 2018.(However, Karthiaaini Dewi did not attend the meeting as she was stuck in heavy traffic due to the heavy rain. Hence, Clarissa Wong did not have a proxy.)

1.6 Skyler Ng is unable to attend today’s meeting as he will be organising School of Information Technology Movie Night. He grants his voting right to Tracy Leong Pooi See from School of Medicine and Health Sciences. He has submitted his apology and proxy letters on 22nd of April 2018.

1.7 Ng Khai Tze is unable to attend today’s meeting as she has a mid-semester test today at 6pm. She has submitted her apology letter on 23rd of April 2018.

1.8 Ng Chor Yee, Ryan is unable to attend today’s meeting as he has an important dance rehearsal in preparation for a large scale concert. He grants his voting right to Wong Ka Yee from School of Business. He has submitted his apology and proxy letters on 23rd of April 2018.

1.9 Ashley Wong is unable to attend today’s meeting as she has an important dance rehearsal in preparation for a large scale concert. She grants her voting right to Nur Sharikul Huda from School of Science. She has submitted her apology and proxy letters on 23rd of April 2018.

1.10 Kong Seng Kin, Terence is unable to attend today’s meeting as he has a flight to catch to Bali to attend his cousin’s wedding. He has submitted his apology letter on 22nd of April 2018.(However, Terence was present virtually via Face Time from 6.16pm till 7.10pm.)

1.11 Shaun Stanley is unable to attend today’s meeting as he has cheerleading practise which he is unable to miss as he is the captain. He grants his voting right to Dilhara Jayasinghe from School of Pharmacy. He has submitted his apology and proxy letters on 23rd of April 2018.

1.12 Hasan Habab is unable to attend today’s meeting as he will be involved in the dry run for Monash Cultural Night. He has submitted his apology letter on 23rd of April 2018.

1.13 Tasvir Hasan Majumder is unable to attend today’s meeting as he will be involved in the dry run for Monash Cultural Night. He has submitted his apology letter on 23rd of April 2018.

1.14 Shafeeq Ahmed Syed Ali is unable to attend today’s meeting as he will be involved in the dry run for Monash Cultural Night. He has submitted his apology letter on 23rd of April 2018.

1.15 Ibrahim al-Kooli is unable to attend today’s meeting as he will be involved in the dry run for Monash Cultural Night. He has submitted his apology letter on 23rd of April 2018.

1.16 Pranay Manchanda is unable to attend today’s meeting as he will be involved in the dry run for Monash Cultural Night. He has submitted his apology letter on 23rd of April 2018.

Motion #1: Acceptance of Apology and Proxy Letters

Accepted by: Medha Mehrotra

Seconded by: Kelly Lee Jia Yee

Motion #2: Acceptance of 3rd MSC Meeting Minutes

Accepted by: Kong Seng Kin, Terence

Seconded by: Tan Yi Qi

2. Office Bearers’ Report

2.1 President’s Report

Date: 27th of April 2018Attention: All departments and divisionsPurpose: To inform

2.1.1 MUSA Week 2.1.1.1 Started on 16th April (Monday) – 19th April (Thursday). 2.1.1.2 Cookies were given out as incentive for students to give in their input. 2.1.1.3 MUSA members were present at the booth to collect feedback. 2.1.1.4 Concerns and issues that student listed down were addressed in MUSA

Forum.2.1.1.5 The concept of MUSA Week is to break down the barrier and

communication gap between students and the student council.

(Mr President encouraged the MUSA members to engage more with students by approaching students at the foyer and cafeteria instead of just sitting at the booth.)

2.1.2 MUSA Forum2.1.2.1 The Forum was held on 20th April (Friday) at the car porch foyer. 2.1.2.2 Attendance by the general student population needs to be increased.2.1.2.3 Questions and suggestions were brought up by students.2.1.2.4 Issues that the student identified will be brought up to the administration,

to look on how we can solve it. 2.1.2.5 An excel sheet will be released later with updates on all the issues that

were identified. 2.1.2.6 Overall, the event went on smoothly.

(Mr President mentioned that the attendance of MUSA members and MUSA subcommittees during MUSA Forum were great.)

(Mr President announced that the Wi-Fi test was done today at 11am by the Vice Presidents and a few school representatives. Students will be updated soon on that.)

(Editor Terence asked about the updates on the food trucks. Mr President said he has spoken to Mr Zebba about it and he was told that the food trucks will be placed at the pavements under the link bridge which is currently under renovation. Due to the renovation, the incoming of food trucks have been stalled temporarily by the university. Mr President spoke to Mr Selwyn 2 weeks later and he was told to speak to Mr Zebba again regarding this matter. He will be having another meeting with Mr Zebba in a week to get the actual and current updates on the food trucks. If the university is not planning to place the food trucks at the pavement area after the renovation, Mr President said he will try to get the food trucks to come in regularly into the campus hopefully by week 10.)

(Activities Chairperson Ryan asked about the updates on the parking issue. Mr President said it is beyond MUSA’s control as the free parking area and RM2 parking area are not under Monash University so it cannot be restricted to Monash students only. Students can be encouraged to car pool or use public transportation. He has been contacting Grab to get promo codes for students and he has also mentioned that there is no any immediate solution for this issue.)

(Activities Chairperson Siemone mentioned that students were not very responsive when they were approached by MUSA members during MUSA week. Students did not really have feedbacks besides the general issues like food options and Wi-Fi issues and she has also mentioned that the students have no idea about MUSA hence, were unable to give proper and legitimate feedbacks. Mr President said the students may be unaware of the initiatives and activities done by MUSA as not all students watch the live stream of MSC meetings or attend events. He added on by saying MUSA week was one of the ways to engage with students and to inform them about the updates and measures that have been taken by MUSA to curb issues on campus.)

2.1.3 LILO 2.1.3.1 Gotten an extension for the deadline, which will be the end of the

semester (30th of June 2018).

(Activities Chairperson Siemone suggested that this module should have been given to all the MUSA members before the term started as the module could have been more useful.)

(Student Representative, Cynthia Teng mentioned that she was aware that MUSA week was held in conjunction with MUSA Forum. She questioned Mr President on the number of feedbacks that were collected during MUSA Week and the attendance rate for MUSA Forum as those were in negative correlation. She has further suggested that it will be better to have just either one of the events instead of both. Mr President said MUSA Week is a new initiative and it was done in conjunction with MUSA Forum to receive more feedbacks from students. He has further mentioned that MUSA Week will be held in collaboration with MUSA Election Info Week in Semester 2.)

(Student Representative, Cynthia Teng asked if there was any quota fixed for each day during the MUSA Week. Mr President said no quota was fixed as MUSA members wanted to collect as many feedbacks as they can from students.)

(Editor Ling Jie asked if there were a large variety of concerns or just a few main ones. Mr President said there were mainly the common ones like Wi-Fi and etc.)

(Activities Chairperson Siemone asked about the number of comments that were collected on each day during MUSA Week. Mr President said the number of comments were not counted but there were many comments received on each day.)

(Head of Clubs & Societies, Sharik mentioned that the cookies ran out within the first hour. He has further mentioned that there were no incentives for students after that so it was difficult to expect the students to give their feedbacks. Mr President said the cookies ran out faster than expected and will definitely work on that in Semester 2. He has further mentioned that it is not necessary to give incentives to students all the time. When an issue or complaint has been solved, it could also be an incentive for them. He added on by saying that not all issues can be solved completely and immediately but definitely there will be some updates or temporary solutions for it.)

(Head of Clubs & Societies, Sharik asked about the number of cookies that were initially planned for each day, to be distributed to the students during MUSA Week. Mr President said a quota of 40 cookies was fixed for each day.)

(Mr President mentioned that flaws from MUSA Week Semester 1 will be looked into and it will act as guidelines to improve MUSA Week Semester 2.)

(Head of MUISS, Hasan mentioned that the timing for MUSA Forum was very inconvenient especially for Muslims as 2pm is their prayers time. He has suggested to consider a different time in Semester 2.)

(Editor Terence mentioned that the poor attendance for MUSA Forum could be due to the date. It was held on Friday Week 7 and many students were busy with assignments and tests. He has suggested to have it in the earlier weeks in Semester 2 as students talk more about Musa in the first few weeks so it will be easier to get more feedbacks. He has further mentioned that MUSA should work on the expectations of the students rather than work on what MUSA thinks is right for the students. Mr President said he will take that into account.)

(Head of MUISS, Mazin said that initiatives such as MUSA Week should be done throughout the year. He added on by saying many students did not have any complaints at that time but they could have complaints at any other times. Mr President mentioned that there are feedback forms (available on MUSA Facebook page) where students can voice out their opinions at any time. He added on by saying the feedback forms should have been publicised during MUSA Week. The rest of the council felt that the feedback forms need to be publicised more as many students are unaware of the existence of the forms.)

(Student Representative, Benjamin Goh mentioned about the MUSA subcommittee meeting that was held on Monday 9th of April 2018. He has expressed his dissatisfaction with the way the meeting was conducted. He has mentioned that the venue was too small and too cramp. Subcommittees consists of many new students and many did not understand what was going on. Many wanted to leave as there was no room for interaction between MUSA members and MUSA subcommittees. He added on by saying that Mr President said ‘he did not expect many subcommittees to attend the meeting’ during the meeting and that sentence displays unprofessionalism. He has suggested to have a bigger venue in the future as it portrays professionalism. Mr President has apologised for his words and he hopes it will not affect the subcommittees’ behaviour and their commitment to MUSA.)

(Student Representative, Cynthia Teng asked if there was any specific reason on why only the MUSA Exco were introduced during the subcommittee meeting but not the rest of the MUSA members. She added on by saying it is very unlikely for the subcommittees to approach the Exco as they will be more comfortable in approaching their department heads instead. Mr President said the whole point of the meeting was to introduce himself to the subcommittees. He added on by saying that he will convey this to the incoming President as there will be no subcommittee meeting in Semester 2.)

(Head of Clubs & Societies Sharik asked about the agenda of the subcommittee meeting that was held on 9th of April 2018. Mr President said MUSA subcommittees consist of old and new students and they are from different departments as well. The meeting was to inform them that all of them belong to one pool in MUSA and they are all in MUSA together, so they are expected to move between departments whenever there is a need to, for instance when a particular department needs more help than their subcommittees could offer for one of their events. He added on by saying that the meeting was held to inform the subcommittees that they will also be carrying MUSA’s name on their shoulder throughout their term.)

Contributed by,

Thusharan Chandrakumanan

President

Motion #3: Acceptance of President’s Report

Accepted by: Kong Seng Kin, Terence

Seconded by: Dilhara Jayasinghe

(Crystal Thew arrived at 6.40pm.)

2.2 General Secretary’s Report

Date: 27th of April 2018

Attention: To ALL departments & divisions

Purpose: To inform

2.2.1 Resignation of a MUSA member2.2.1.1 MUISS International Students Officer (Publicity), Haider Jamal has

officially resigned on Friday 30th of March 2018.2.2.1.2 He was elected in MUSA By-Election 2018 and he has served for a period

of 3 weeks (12th of March 2018 – 30th of March 2018).

2.2.1.3 He has submitted his resignation letter to the MUSA General Secretary on 27th of March 2018. A meeting was held on 30th of March 2018 which was attended by the MUSA President, General Secretary and Haider.

2.2.1.4 The resignation letter has been approved and signed by the General Secretary on 30th of March 2018 at 3.24pm.

(Editor Terence asked about the reason for the resignation. General Secretary said Haider could not cope with his studies.)

(Editor Terence asked why this was not announced in the previous MSC meeting which was the 3rd MSC Meeting. General Secretary said the resignation happened after the 3rd MSC meeting hence that explains why it is being announced during the 4th MSC meeting.)

(Editor Terence felt like an announcement should be made earlier to the students to inform the students about the resignation. General Secretary said there was no any official and suitable platform to convey the news to the students hence it is being announced now to the general student population during the MSC as students can get updated through the live stream.)

(Activities Chairperson Ryan asked about the vacancy of the position. General Secretary said MUISS is not allowed to elect anyone but an appointment can be made. She added on by saying that no one has been appointed as of now so the position is still vacant.)

(Head of Clubs & Societies, Sharik asked if there are any restriction on the appointment. General Secretary said MUISS is allowed to appoint anyone but he/she must be an international student in Monash. She added on by saying that the appointed person will not get a Monash certificate as he/she did not go through a fair election.)

(Head of MUISS, Hasan asked if there is any deadline for the appointment. General Secretary said there is a deadline. She has later informed Hasan that the appointment should be done within 15 days from the resignation day according to the MUSA Constitution.)

(Head of Clubs & Societies, Sharik asked if there is a reason on why appointment is allowed to fill the vacant position but not a quick election. General Secretary said appointment is allowed only when the vacancy occurs within 3 months before the MUSA Annual Election. Head of Clubs & Societies, Sharik asked about the reasoning behind that decision. General Secretary said it is based on the MUSA Constitution.)

2.2.2 Issuance of a Warning Letter2.2.2.1 A warning letter has been issued to one of the MUSA Editors, Kong Seng

Kin (Terence) by the General Secretary on 26th of April 2018 (Thursday) at 11.29am.

2.2.2.2 Terence has used Monga’s Instagram which is one of the MUSA’s official social media platform to portray his personal opinion about MUSA and as a consequence, it has diminished MUSA’s name.

2.2.2.3 A meeting was held on 24th of April 2018 (Tuesday) which was attended by the President, Vice President, General Secretary and Editors. It was agreed by the Editors that it was a poor execution.

(Editor Terence felt that it is extremely unfortunate that Monga carries the name of MUSA. He felt that the post was not his personal opinion as he was just relaying what the student population have already agreed upon which was not conveyed through any platform. He has further mentioned that there is no any guidelines on what defines ‘code of conduct’. General Secretary said there is no any concrete evidence from Terence that proves that he was only relaying the students’ opinion. She added on by saying, even if students actually came to him, the information could have been portrayed in a better way and it was clearly a poor execution as agreed by the other MUSA Editors. She further mentioned that ‘code of conduct’ cannot be defined in black and white as the context differs for every department and is very subjective.)

(Editor Terence mentioned that during the meeting that was held on Tuesday 24th of April 2018, only the President, General Secretary and one of the Vice Presidents were present. He added on by saying that Vice President Ryan attended the meeting for 5 minutes only. He said this decision was made collectively by the General Secretary and the President only as the other MUSA Exco were not present during the meeting.)

(Head of Clubs & Societies, Sharik mentioned that this issuance of warning letter is not justifiable as there is no evidence to prove that the post was relaying the students’ opinion or his personal opinion. General Secretary said the first Monga Instagram post was merely a statement that confirms something and there was no evidence that he was only relaying students’ voice and that statement has diminished MUSA’s name as a consequence.)

(Editor Terence said the General Secretary made this decision without consulting the rest of the MUSA Exco members. General Secretary said she did consulted them.)

(Editor Terence asked why the other MUSA Exco were not present physically during the meeting. General Secretary clarified that the issuance of warning letter can/should be decided by her only as it is part of her job scope. She added on by saying that she does not need to consult the rest of the MUSA Exco members but she still did as this is a serious matter. Eventhough it was her duty and she has the authority to do so, she has still consulted the rest of the Exco members to get a second opinion on this issue as she did not wish to make a mistake.)

(Editor Terence said that his second Monga Instagram post which was the poll, showed that 66% of the student population said yes, agreeing that the MUSA Forum banner was a waste of money. He added on by saying that this is an evidence that he was just relaying the students’ opinion. He felt that this issuance of warning letter is an attack against transparency and also the student population. General Secretary said that the first Monga Instagram post could have been an instigation which may have caused the students to vote for ‘Yes’. She added on by saying that if the first post never existed at the first place and if the second post was posted instead, then the votes from the students could have differed. She further mentioned that the first post which was merely a statement could have been a source of instigation as that statement did not give any benefits of doubt to the students.)

(Head of Clubs & Societies, Sharik asked if the warning letter was issued for the first post or the second one. General Secretary clarified that the warning letter was issued for the first Monga Instagram post only.)

(Editor Terence mentioned that he ran for the Editors position because he thought Monga will be a completely transparent and neutral publication. He added on by saying that it was not stated anywhere on the MUSA Constitution or the MUSA Handbook that MUSA Editors have to be one-sided and must always be on MUSA side. Editor Ling Jie mentioned that it was agreed by everyone during the meeting that was held on 24th of April 2018 that the act was out of transparency but it was a poor execution of transparency which has expanded the gap between MUSA and the general student population. Editor Terence asked for evidence to support that argument. Editor Ling Jie said a total of 3 questions about the first Monga Instagram post were raised during MUSA Forum, questioning the professionalism of MUSA. He added on by saying that no proper follow up was provided on the first post.)

(Editor Terence asked if MUSA Editors need to stand by MUSA all the time. Editor Ling Jie said not necessarily. He added on by saying that the first post was just informing the students and was not clarifying anything to the students, leading the students to make their own decisions and assumptions. He continued by saying that it is the MUSA Editors’ responsibility to clarify to the students as it was posted by one of the MUSA Editors. He added on by saying that this has led the students to believe that it was indeed a waste of money without any evidence as there was no justification given by the Editors and this could have also impacted the MUSA Publicity Officers’ as well as the banner was made by them.)

(Editor Elizabeth said it has been agreed in the meeting that was held on 24th of April 2018 that MUSA Monga will maintain its transparency. Editor Ling Jie said a statement was posted in the first post but no questions or answers were provided after that. Editor Elizabeth said in the future, with regards to transparency, MUSA Editors will need to have a before, during and after plans to see through everything and to not repeat this again.)

(Editor Terence felt that MUSA Editors are the one that should monitor what MUSA actually does. Editor Ling Jie said that the first post did not complete a full set of execution as no questions, no answers and no justifications were given after that. He added on by saying that this has already been discussed in 2 meetings; first meeting which was held among the Editors only and second meeting which was held with the General Secretary and the President as well.)

(Editor Ling Jie proposed for a private meeting to further talk about this if Terence wishes to instead of speaking about this in front of everyone else as everything have been discussed in the two meetings that were held earlier. General Secretary said it is up to Terence as she does not mind talking about it in MSC itself. Editor Terence said he rather have a private meeting with the whole MUSA Exco.)

(Student Representative, Cynthia Teng said that the Editors should provide a clarification with regards to all the posts in the future to avoid any further problems. Editor Terence said the students were taking pictures of the backdrop that was placed at the foyer and were asking if MUSA is actually doing a good job. He added on by saying that a few students have messaged him saying that they felt that the banner is a waste of money too. Student Representative, Cynthia Teng said that a further clarification should have been gotten from the students on why they think so. Mr President said Editor Terence did not mention anything about this during the meeting that was held on 24th of April 2018.)

(Activities Chairperson Siemone mentioned that it is best to move on now as everyone has been talking about things that have been discussed in the previous 2 meetings that were held. She added on by saying that it will take a very long time to actually solve this issue completely if there is a need to.)

(Treasurer Jaesivan said that the Exco were on board with the issuance of warning letter to Editor Terence by the General Secretary. He added on by saying that it was not a decision made fully by the General Secretary. He continued by saying that the Publicity Officers did a great job in publicising MUSA Forum and the banner has served its purpose as students were attracted to it. He further mentioned that an improvement can be made in the future by adding the date and time of MUSA Forum on the banner and the reason on why it was not added on the banner this time is so that it can be reused again in Semester 2. According to him, the banner is not a waste of money with regards to the functionality of the banner. He added on by saying that calling it a waste of money will be an insult to the wonderful job that has been done by the Publicity Officers to promote this event.)

(General Secretary mentioned that a private meeting will be held as per Terence’s request. It will be attended by Terence only from the Editors side and the Exco as per Terence’s wish as well.)

(General Secretary mentioned that MUSA members that are currently handling social media accounts such as official Facebook and/or Instagram accounts that carry MUSA’s name should be extra cautious with their posts. She added on by saying that their posts do not necessarily need to favour MUSA but it should not diminish MUSA’s name at any cost.)

(Head of Clubs & Societies, Sharik said that the Marketing department of Monash University had trouble with multiple Monash representation and that is why the logo has been standardised. He added on by saying that it is important to consult them beforehand to ask if they are okay with the multiple Instagram accounts that features Monash University. General Secretary said Mr President will liaise with the Marketing department with regards to the matter soon.)

(Editor Terence has later apologised to the General Secretary, President and his co-editors for his unprofessional behaviour.)

Contributed by,

Tharshini Batumalai

General Secretary

Motion #4: Acceptance of General Secretary’s Report

Accepted by: Jaesivan Arumugam

Seconded by: Medha Mehrotra

2.3 Treasurers’ Report

Date: 27th of April 2018

Attention: All MUSA bodies

Purpose: To inform

2.3.1 Purchase Order matter2.3.1.1 Policy amendment from finance:

2.3.1.1.1 Purchasing order needs to be raised for shirts, merchandise, assets, and rental of sound & lightning system for event.

2.3.1.1.2 Catering, Transport, Professional Services (Like cheerleading, Taekwondo trainer fees, Emcee), accommodation, registration fees do not need a PO.

2.3.1.1.3 For other payments to suppliers with invoice which is not listed in the category above, kindly consult us before acquiring the invoice.

2.3.1.1.4 Do submit budget proposals along with quotations at least 3 weeks in advance for categories which requires PO.

(Treasurer Kelly explained that 2-3 quotations need to be submitted to the Treasurers and it will then be submitted to the Purchasing Department and they will scan through and take the preferred quotation into consideration. A purchase order will then be issued to the Treasurers and Treasurers will give approval to the respective department/division to proceed with the next step.)

2.3.2 Notification regarding cheque payment 2.3.2.1 Sometimes, finance does not send the bank slip to us after they’ve banked in the

cheque. Hence, please contact us if you want to confirm the status of the payment.

2.3.2.2 Treasurers will then contact finance to send us the bank in slip. 2.3.2.3 Execution of cheque payment is guaranteed if treasurers do not question the

invoice for amendment.

2.3.2.4 Do not make your own decision to pay on your own despite how urgent your case is, as cash reimbursement is strictly disallowed for certain items.

2.3.2.5 Strictly adhere to your fund requisition method unless notification is given to treasurers, regardless of cash in advance or cash reimbursement.

2.3.2.6 Treasurers do not hold responsibility if rules are not adhered.

2.3.3 Deadline reminder2.3.3.1 Please submit your budget proposal on time. 2.3.3.2 Petty cash is not for you to abuse.

2.3.4 Monash Cultural Night2.3.4.1 There is a lot of last minute submission, emergency cash request (Requiring

cash to be given within 1 or 2 days upon informing.)2.3.4.2 Every departments are supposed to go through the whole procedures when

requesting cash in advance/cheque in advance/cash reimbursement.2.3.4.3 Please plan in advance to avoid these things from happening. You can always

list down whatever things needed in the budget proposal. 2.3.4.4 Do not submit excessive amount of budget proposals with regards to the same

events. 2.3.4.5 Please at least give us a week if you need funds, despite how urgent the case is. 2.3.4.6 Once again, petty cash is limited, every departments takes on their own risk if

they were to abuse petty cash and highly relying on petty cash,

(Treasurer Kelly Lee said she has received 5-7 budget proposals from MUISS for Monash Cultural Night and it was really messy.)

(School of Science Representative, Ethan Wong said it will be more convenient if the Treasurers can update the respective departments/divisions on the progress of the cheque clearance after liaising with Finance department instead of the departments asking the Treasurers all the time. Treasurer Jaesivan said usually all the vendors that MUSA members have been dealing with so far have accounts with Monash. He added on by saying that the payment will be handled easily by Monash if that’s the case and the only time when the departments/divisions need to know about the cheque progress is when the vendor emails the respective department/division saying they have not received the payment yet. He has also mentioned that in the future, to avoid any misunderstanding, the bank-in slip will be forwarded by the Treasurers to the respective departments.)

(Wom*n’s Officer, Melinda asked if it is allowed for a department to put a rough estimate on the budget proposal if the exact amount cannot be determined. Treasurer Jaesivan said it is allowed but it should not vary a lot from the expected budget.)

(Wom*n’s Officer, Medha asked if it will come under miscellaneous. Treasurer Jaesivan said it will not come under miscellaneous.)

(Treasurer Jaesivan mentioned that it is safer for departments to estimate a bit more than the actual amount and this mostly applies for cash in advance request. He added on by saying that financial statements need to be submitted after every event to keep track of the expenses, revenue and any unused money and receipts need to be kept properly as well.)

(Head of MUISS, Mazin asked if a particular department will be penalised if they have underspent/overspent. Treasurer Jaesivan said no penalties will be imposed as it is understandable that plans will change throughout the year. He added on by saying that the money can be shuffled between the events, within the department itself.)

(Head of MUISS, Mazin asked about the procedure to transfer funds to other departments. General Secretary said a motion needs to be run in MSC to get the approval from the rest of the council.)

(Head of MUISS, Hasan asked if it is possible to run a motion to ask money from other departments without informing that particular department beforehand. General Secretary said a discussion should take place with that particular department before running a motion.)

(School of Science Representative, Ethan Wong asked if the particular department have to ask the Treasurers on the update, in the event where cash in advance has been requested but the cash has not been received yet. Treasurer Jaesivan explained that it takes 10 working days to process the cash in advance request and if it still does not arrive by then, Treasurers will inform you. He added on by saying that the reason on why it would not be approved is that the request could have been denied by Mr Zebba or by the Finance Department.)

Contributed by, Jaesivan Arumugam & Kelly Lee Jia YeeTreasurers

Motion #5: Acceptance of Treasurers’ Report

Accepted by: Nur Sharikul Huda

Seconded by: Milton Leong Hon Kin

2.4 Activities Chairpersons’ Report

Date: 27th of April 2018

Attention to: All departments & divisions

Purpose: To inform

2.4.1 Glow Up2.4.1.1 The Activities Department hosted Glow Up on the 29th March (Thusday,

Week 4)2.4.1.2 Glow Up was first held in 2017 and received overwhelming

response. We, the Activities Chairpersons, decided to bring back the event this year for students to take their minds off their hectic schedule. The event was aimed at being a chilled out event where students participate to take a break and relax. 2.4.1.3 We received, once again, an overwhelming response to the event. The

registration booth opened on the 26th March (Monday) and sold out within 4 hours.

2.4.1.4 Based on feedback, students were hoping if there were more slots opened. Unfortunately, the department could not accommodate more people, at the time, as it would have diminished the experience of the students who have signed up.

2.4.1.5 The department purchased 6000 glow sticks for students to get creative and filled up roughly 5000 water balloons for the night.

2.4.1.6 The Activities Chairperson would like to recommend the services of Ice Cream Lab, as they were both great to work with and had really affordable and good ice cream

(Kelly Lee Jia Yee left at 7.31pm.)

2.4.1.7 The department experienced a slight problem with students who started throwing balloons before the water balloon fight after being told to put them down. The Activities Chairpersons would rather pass this off as overly excited individuals but will take active measure in the future to ensure that every guest is given equal opportunity to have fun.

2.4.1.8 We also experienced an RBS issue where FMD double booked the field. Thankfully, this did not affect our event.

2.4.1.9 Lastly, the department would like to warmly thank the editors and MEWS for covering our event as well as our guests. We hoped everyone had a great time.

(Activities Chairperson Ryan announced that Flash Friends will be held on Friday Week 9.)

(Head of Clubs & Societies, Sharik asked about the clashing that was experienced during Glow Up in terms of facilities booking. Activities Chairperson Ryan said it has clashed with Jerry from ITS as he has booked the facility under ‘staff’ hence it has superseded MUSA.)

(Mr President clarified that there were two sides of the field and Activities Chairperson Siemone has booked both sides but one side was occupied by Yoga club which was booked by a staff too. He added on by saying that Welfare Officer, Shaun could not contact the staff and somehow her booking got cancelled eventually. Mr President said ITS is still working on RBS and Activities Chairperson Ryan hopes this does not happen to anyone else in the future.)

Contributed by,

Ryan Tang & Siemone Ng

Activities Chairpersons

Motion #6: Acceptance of Activities Chairpersons’ Report

Accepted by: Milton Leong Hon Kin

Seconded by: Melinda Anne Sharlini Damodaran

(Ng Sie Mone left at 7.36pm. She grants her voting right to Ryan Matthew Tang.)

2.5 Welfare Officers’ Report

Date: 27th of April 2018

Attention: All departments and divisions

Purpose: To inform

2.5.1 MUSA Wars – 24th March 2018, 9AM-5PM, 71 participants2.5.1.1 Winners

2.5.1.1.1 1st place – Arts x Activities2.5.1.1.2 2nd place – Treasurers2.5.1.1.3 3rd place – Welfare

2.5.1.2 Setbacks:2.5.1.2.1 Sports facilities booking clash by FMD for the futsal court had

delayed the Dodgeball match by about 40 minutes.2.5.1.2.2 Lack of helpers to man stations2.5.1.2.3 T-shirt supplier had run out of M-sized t-shirts (P.S the shirts have

arrived. Please contact Shaun to collect them.)

2.5.1.3 Future improvements:2.5.1.3.1 Early request for helpers from other departments and provide

incentives

2.5.1.4 Meals prepared were sufficient.2.5.1.4.1 Breakfast was a sandwich buffet complimented with ice Milo

Truck-like Milo and tea2.5.1.4.2 Lunch was ordered from Joshi Josh priced at RM(9/Pax)

2.5.1.5 Suggestions or questions from the floor

(Head of MUISS, Mazin felt it was not fair for Welfare Officers to put dodgeball as the final match in MUSA Wars, considering that Welfare Officer Shaun plays dodgeball and MUISS does not. Welfare Officer Dilhara said the same would have applied to every other sports as well. Head of MUISS, Mazin said there were not enough people in his team to play dodgeball.)

(Student Representative, Tessa Khoo said it will be better in the future if MUSA members could vote on the type of games that should be in the final match.)

(Student Representative, Cynthia Teng said dodgeball does not require much skills and it just needs more focus hence, it is easy to be played like any other games. Head of MUISS, Mazin said there is a difference between games and sports and same rules do not apply for sports.)

(Welfare Officer Dilhara said that the main objective of the MUSA Wars and dodgeball was to allow everyone to play and mingle with each other. She added on by saying that further recommendations are most welcomed and it can be discussed in their office.)

2.5.2 Student Pantry, Sports Centre, Level 2

2.5.2.1 Please practise basic kitchen etiquette 2.5.2.1.1 Wash your dishes immediately2.5.2.1.2 Microwave:

- Always switch off microwave after use

- Clean any spillage- Only use the IKEA microwavable containers with the LID ON, and vent opened

2.5.2.1.3 Clear sink drain trap after use2.5.2.1.4 Food waste wrapped and thrown in the ‘Food Waste Only’ bin2.5.2.1.5 Wash towels after use2.5.2.1.6 Push bar stool back in counter after use2.5.2.1.7 Clean counter after use2.5.2.1.8 Refrain from taking the cups and mugs out of the pantry area

2.5.2.2 Pantry will be operational to the entire student population of Monash by 1/5/18. The delay of it was necessary to monitor and evaluate its pre-launching operations

2.5.2.2.1 To optimize refrigerator storage, a simple system will be implemented (to be presented on the following MSC meeting).

2.5.3 MUSA Lounge upgrades and maintenance2.5.3.1 New lounge vending machines, RM1 drink machine and snack machine

have arrived. 2.5.3.2 Pending new lounge air hockey machine. (Awaiting Budget Approval)2.5.3.3 We’re looking into purchasing more sports equipment for students to

borrow.2.5.3.4 Any suggestions or questions from the floor on lounge improvements?

(Welfare Officer Dilhara mentioned that debit cards can be used for the snack machines.)

(Welfare Officer Dilhara mentioned that an official email needs to be sent to the Welfare Officers Musa email if there is any problem with the machines.)

2.5.4 24hr Tutorial Room update.2.5.4.1 In response to our request for a 24hr study space for students, the campus

has responded by extending the operating hours for the library Level 4 study areas until 3.00 am. This isn’t exactly what we asked for, but it’s a step in the right direction. But to ensure that this extended hour programme is maintained throughout the semester and the semesters to come, the campus will need to see that the students are utilizing these areas. This is very important.

(Mr President mentioned that the tutorial rooms are not opened for 24/7 because the university want to know the level of students demand. He added on by saying that if there is considerably a high demand from students, the university might extend the opening hours but the university will definitely open up the tutorial rooms during swot vac and exam periods.)

(Treasurer Jae asked about the update on umbrellas for students. Mr President has suggested to give out disposable raincoats instead of umbrellas as it is cheaper and it should be placed at Building 2.)

(Head of MUISS, Mazin asked about the need to upgrade the MUSA lounge as not many students are using the MUSA lounge and even if there are students, it is always the same students. He has suggested to use the money to revamp the cafeteria instead. Welfare Officer Dilhara said an equal amount of attention is being paid to all the responsibilities. Head of MUISS, Mazin asked why is there a need to emphasize on the lounge specifically. Mr President said MUSA lounge is a hub for students to relax and chill and lounge is owned by MUSA but cafeteria is owned by Monash hence, it fastens the revamping and upgrading process of the lounge. Welfare Officer Dilhara mentioned that during the peak period, MUSA lounge is always crowded and excellent revenue is being obtained.)

(Student Representative, Benjamin Goh mentioned about the ‘no shade’ area between Building 6 and Building 7. Mr President said he will be having a meeting with the person in charge for campus development next week and he will definitely bring this up and will also mention about the shade from the entrance to the foyer during the meeting.)

(Head of MUISS, Mazin said that there are not much publicity for MUSA Lounge as many new students do not know about the Sports Centre and MUSA lounge. Welfare Officer Dilhara said the lounge is almost always packed so there is no reason to publicise it further. She added on by saying that the lounge is publicised during every orientation and students can play pools and PS4 during certain events for free. Mr President added on by saying that students have to take pictures of the campus during Adventure Time and MUSA Lounge is one of them.)

(Activities Chairperson Ryan asked about the chances of installing cameras at the pantry. Mr President said this can be brought to the OHSE. He added on by saying that School of Business Representative, Zu Peng has mentioned about the installation of CCTV around the campus as there have been many theft issues recently.)

Contributed by,

Shaun Stanley & Dilhara Jayasinghe

Welfare Officers

Motion #7: Acceptance of Welfare Officers’ Report

Accepted by: Milton Leong Hon Kin

Seconded by: Jaesivan Arumugam

2.6 Publicity Officers’ Report

Date: 27th of April 2018Attention to: School RepresentativesPurpose: To commend

2.6.1 Something about this picture (and all the other pictures) gave us the feels

2.6.1.1 Educators Appreciation Week by the School Representatives was extremely meaningful.

Attention to: All departments & divisionsPurpose: To inform

2.6.2 MUSA Adobe Photoshop Workshop2.6.2.1 Maximum number of 40 PAX signed up for workshop2.6.2.2 35 PAX attended2.6.2.3 14 attendees responded to the feedback form-

2.6.2.3.1 Overall Event : 4.0/52.6.2.3.2 Event Flow : 3.9/52.6.2.3.3 Mentor’s Clarity : 4.0/52.6.2.3.4 Mentor’s Enthusiasm : 4.9/52.6.2.3.5 Mentor’s Skill (Whether : 4.5/5

he knew what he was teaching)2.6.2.3.6 Mentor Overall : 4.4/52.6.2.3.7 How much would you : 4.3/5

recommend this workshopto your friends?

2.6.2.3.8 How much do you think: 4.4/5the skills taught would beuseful in the future, interms of your personaluse, side income, career,etc.?

2.6.2.3.9 Event Average : 4.3/52.6.2.3.10 Mentor’s Self-Assigned : 3.5/5

Score2.6.2.4 Other general comments-

2.6.2.4.1 Too short amount of time to cover so many techniques.2.6.2.4.2 No beverages during dinner time.2.6.2.4.3 More detailed explanations about each tool in Photoshop.2.6.2.4.4 Mentor went too fast, difficult to catch up.2.6.2.4.5 Prefer full-day or half-day workshop, or workshop series over a

several days.2.6.2.4.6 More soft-skill workshops like this by MUSA, besides just

Photoshop.2.6.2.4.7 Provide a few laptops with Photoshop to borrow during

workshop.2.6.2.4.8 Issue certificates to participants. (Need external speakers with

proper qualifications; Milton is only self-taught)

2.6.3 Monash T-Shirt Sales2.6.3.1 813 pieces of T-Shirts ordered as of 5PM on 22nd April (Friday), with 5

days left to place orders.2.6.3.2 Target 1000 pieces of shirts ordered.2.6.3.3 MUSA Publicity would still appreciate help during payment collection.

(Publicity Officer Milton has announced that the total orders for the Monash t-shirts have reached 1207 as of Friday 27th of April 2018.)

Contributed by,

Milton Leong & Trishadip Kaur Cheema,

Publicity Officers

Motion #8: Acceptance of Publicity Officers’ Report

Accepted by: Crystal Thew Xue Er

Seconded by: Dilhara Jayasinghe

2.7 School of Engineering Representatives’ Report

Date: 27th of April 2018Attention to: All departments & divisionsPurpose: To inform

2.7.1 SOE Team Building Event @ Dusun Eco Resort2.7.1.1 Date : 2nd April 2018 (Monday , Mid-Semester Break)2.7.1.2 Time : 7.30 AM - 8.00PM2.7.1.3 Venue : Dusun Eco Resort , Bentong2.7.1.4 38 students participated in the event.2.7.1.5 We managed to depart from Monash and returned on scheduled time

although a few participants were late for registration.2.7.1.6 The traffic was smooth so we arrived at the venue on time.

2.7.1.7 We started attempting the challenges after a short ice-breaking session by our own subcommittees and everything went on smoothly from then on.

2.7.1.8 Lunch was provided and we continued with the rafting and obstacle courses after lunch.

2.7.1.9 After all activities were completed, we had one hour of resting time before departing back to Monash. We reached Monash at 8.00PM.

2.7.1.10 We did not stop for dinner. However, we purchased breads and mineral water for all the participants.

2.7.1.11 All the objectives of the event are met and it was very successful where all the participants get to know and motivate each other during the challenges which all of them attempted.

2.7.2 Educators’ Appreciation Week (Collaboration with MUSA School Representatives)

2.7.2.1 Date : 9th April 2018 - 12th April 2018 (Monday - Thursday , Week 6)2.7.2.2 Time : 10.00AM - 5.00PM2.7.2.3 Venue : Exhibition Booth at the Foyer , Monash University Malaysia2.7.2.4 We do not have the exact number of participants as students from all

schools are welcomed to write notes/letters to their favourite lecturer(s).2.7.2.5 A booth was opened for students to write letters to their lecturers. There

was also a photo booth for students to take photos with their lecturers and the lecturer will stand a chance to win the lucky draw at the end of the event.

2.7.2.6 Small gifts (chocolates) and a personalized letter were given to every educator at the end of the event.

2.7.2.7 Educators feel appreciated and grateful towards the students for showing appreciation and support towards their teaching.

Contributed by,

Lim Rickque & Crystal Thew

School of Engineering Representatives

Motion #9: Acceptance of School of Engineering Representatives’ Report

Accepted by: Jaesivan Arumugam

Seconded by: Tan Yi Qi

(Crystal Thew Xue Er left at 8.07pm.)

2.8 Editors’ Report

Date: 27th of April 2018Attention to: All departments & divisionsPurpose: To inform

2.8.1 MONGA Semester 12.8.1.1 We have started compiling this semester’s MONGA2.8.1.2 Pre-order form is already up on our social media: Please help to share!2.8.1.3 We hope to send for print by W10; receive the copies by W11, latest W122.8.1.4 We will share the PDF in the WA group for more eyes to look out for errors

(Editor Elizabeth mentioned that Monga will be under different creative direction this time. She added on by saying that Monga will be like a memory-based scrap book entirely hence school representatives are required to compile their respective school events and submit to the Editors as soon as possible.)

(Editor Elizabeth mentioned that only pre-order amount, plus a few extra will be printed. She added on by saying that there have always been extra in the previous years and this is also to avoid wastage and Editors wish to try out something different. She said that if this option works out, it will be practised in the upcoming semesters. Editor Ling Jie mentioned that during distribution of Monga to students, names will be checked.)

2.8.2 Reallocation of Funds (Settled)2.8.2.1 We will not be having our Visual Arts Exhibition this year2.8.2.2 RM1,500 from the exhibition to MONGA print for both semesters

(Editor Elizabeth said funds allocated for Visual Arts Exhibition has been reallocated to Monga. She has expressed her gratitude to everyone.)

2.8.3 Instagram Updates

2.8.3.1 500 followers as of 21 April 2.8.3.2 Educator's Appreciation Day most viewed and liked as of 23 April2.8.3.3 Weekly average of over 1,000 profile visits

Contributed by,Desmond Chin, Elizabeth Gerard, LingJie Tuang, Terence KongEditors

Motion #10: Acceptance of Editors’ ReportAccepted by: Dilhara JayasingheSeconded by: Medha Mehrotra

2.9 School of Medicine and Health Sciences Representatives’ Report

Date: 27th of April 2018

Attention to: All Departments & Divisions

Purpose: To inform the council members on the events that have been carried out so far.

2.9.1 Cantonese Dialect Speaking Workshop2.9.1.1 24th March 2018, 2.00pm to 6.00pm2.9.1.2 Targeted 40 people, but only 36 registered and 29 came. This is mainly due to

the event being held on a Saturday evening.2.9.1.3 However, those who attended the whole workshop thought that this initiative

was very helpful in gaining exposure to the Cantonese Dialect.

2.9.1.4 We invited two professional doctors who are currently practicing to teach the Cantonese Dialect with the help of native Cantonese speaking students

2.9.1.5 During the workshop, they taught basic Cantonese sentences like “lei hou” and “jo san” as well as sentences involved in obtaining a basic medical history

2.9.1.6 We printed modules for the students to write down and learn. These modules were moderated by several lecturers in Monash, including Ms Carole, the senior counsellor who also teaches Cambridge A-Levels English.

2.9.1.7 Issues that occurred during the event:2.9.1.7.1 Lynn’s Catering: We contacted Lynn’s Caterers to provide tea time food

and beverages for the participants at 4:30pm.

2.9.1.7.2 At that time, Lynn’s Catering was also providing for another event by MUIG in Monash

2.9.1.7.3 They had mistaken the order and gave all the food away to the MUIG event. We had no food until 5pm

2.9.1.7.4 Contacted Lynn’s Caterer about the food not being available, they apologized and quickly came up with a few spare food that was not part of the original order.

2.9.1.7.5 Regardless, we still complained and got a RM100 discount regarding the mishap.

2.9.2 Social Night 20182.9.2.1 29th March 2018, 6.00pm to 11.00pm2.9.2.2 Collaborated with Monash University Medical Society (MuMedS)2.9.2.3 They are mainly involved in the decorations and the event planning for the

event.2.9.2.4 Targeted 100 people, however underestimated the participation rate, a total of

144 people attended the event.2.9.2.5 It was a chill event for the medical students to relax and get to know each other

better.

2.9.2.6 The feedback on the event was mostly positive, everyone had a great time and wanted to participate in another one if it were to be held again.

2.9.2.7 Special Shoutout to the amazing VPs for lending us the fairy lights for the event. Without them, the decorations would have not been as awesome.

2.9.3 Spirit Week

2.9.3.1 A week where students come dressed in the themes we selected for them, as follows:

2.9.3.1.1 Pyjama Monday2.9.3.1.2 Twinning Tuesday2.9.3.1.3 Headgear Wednesday2.9.3.1.4 Black Thursday2.9.3.1.5 Denim Friday

2.9.3.2 Created an instagram page (musa.somhs) to showcase our student body, announce winners for the best dressed / most creative photos taken each day

2.9.3.3 Prizes (sponsored by the VPs) were given out to winners of each day’s theme as well as students who take inter-school photos (between the schools of medicine and psychology)

2.9.3.4 Only received half the participation rates on the first day but participation picked up drastically after that

2.9.3.5 Struggled initially with reaching out to the School of Psychology. Contacted the SPIN club members and our Psychology subcommittee members to help out as well.

2.9.3.6 Towards the end, the psychology students also started participating actively 2.9.3.7 Overall, it was quite a huge success. The students got to bond and mingle

amongst each other. Everyone seemed to have a really good time taking their photos with each other.

2.9.3.8 Some psychology and medicine students even mingled amongst each other and took photos together.

2.9.3.9 Participation rates have significantly picked up compared to last year

2.9.4 Educators Appreciation Week 2.9.4.1 Combined initiative with all the school representatives2.9.4.2 A week where students came to write notes to a lecturer/educator of their choice 2.9.4.3 A photo booth was set up so students can take pictures with their favourite

educators 2.9.4.4 All notes were delivered to the respective educators along with some chocolates2.9.4.5 A lucky draw was conducted in which 3 lucky educators won some shopping

vouchers.

Contributed by,Nicholas Tan and Rebecca CharmaineSchool of Medicine & Health Sciences Representatives

Motion #11: Acceptance of School of Medicine and Health Sciences Representatives’ Report

Accepted by: Jaesivan ArumugamSeconded by: Nur Sharikul Huda

2.10 School of Pharmacy Representatives ‘Report

Date: 27th of April 2018

Attention to: All departments & divisions.

Purpose: To inform.

2.10.1 Skytrex in collaboration with School of Business

2.10.1.1 Event was held on the 31st of March 2018 (Saturday).

2.10.1.2 Most students turned up; only a few did not manage to make it to the

event.

2.10.1.3 The bus and caterers both arrived on time. Hence, our event ran

smoothly and no delays were incurred.

2.10.1.4 However, there was a long queue at the start due to large crowds at the

event place and our students had to wait for 20 minutes. But overall, after

the course, they enjoyed and completed the challenges.

2.10.1.5 We received good feedbacks on this event and look forward to more

similar collaborative events in the future.

OUR FIRST COLLABORATION WITH SCHOOL OF BUSINESS FAM

THANK YOU <3 !!

2.10.2 Educator’s Appreciation Week

2.10.2.1 A collaboration with all school representatives.

2.10.2.2 Held from 9th April to 12th April 2018.

2.10.2.3 Invitation emails were sent to all lecturers across all 7 schools.

2.10.2.4 A booth and photo booth were set up to allow students to leave

appreciation messages for their lecturers and to take photos with their

lecturers.

2.10.2.5 All messages together with the photos were sorted and delivered

personally to respective lecturers by school representatives and

subcommittees.

A big THANK YOU to all school representatives and subcoms for

making this event a success!!

2.10.3 Australian Medicine Handbook

2.10.3.1 A very essential reference book for pharmacy students and is required

in open-book exams.

2.10.3.2 We are ordering in bulk amounts so we’re entitled to a discounted

price from the supplier.

2.10.3.3 A google form for pre-orders was created and opened to all pharmacy

students.

2.10.3.4 The response from students was good and 117 orders were received.

(School of Pharmacy Representative, Raymond Wong mentioned that the price

difference is RM150 if students were to buy the handbook by themselves.)

Contributed by,

Bu Min Yee and Raymond Wong Choon Kwang

School of Pharmacy Representatives

Motion #12: Acceptance of School of Pharmacy Representatives’ Report

Accepted by: Dilhara Jayasinghe

Seconded by: Jaesivan Arumugam

2.11 School of Science Representatives’ Report

Date: 27th of April 2018

Attention: To all departments and divisions

Purpose: To inform

2.11.1 Student-Staff Liaison Committee (SSLC) Meeting2.11.1.1 SSLC meeting for the semester was held on 10th April 2018 at Room

4801.2.11.1.2 8 student representatives from School of Science comprised of three

Year 1, two Year 2, two Year 3 and one Honours students were chosen to attend the meeting.

2.11.1.3 Issues and feedback on content, assignments, laboratory equipment, lecturers and teaching assistants of all units offered in this semester were brought up in the meeting.

2.11.1.4 Feedbacks on certain units required further elaboration and follow-up. 2.11.1.5 An action plan on the initiatives to be taken to resolve the issues will

be released soon.

2.11.2 School of Science Movie Night (Semester 1)2.11.2.1 First Movie Night of the semester was held on 28th March 2018 at

TGV Cinemas, Sunway Pyramid.2.11.2.2 A poll was posted on the School of Science Facebook group for voting

of the movie of students’ choice.2.11.2.3 “Pacific Rim Uprising” had the highest vote.2.11.2.4 50 slots were opened for sign-up via a Google form which was posted

on the Facebook group.2.11.2.5 RM10 refundable deposit was collected from each student to avoid low

turn-up rate. Receipts were issued as proof for refund on the day of the event.

2.11.2.6 50 tickets were purchased online and 50 students turned up.2.11.2.7 No revenue was gained from this event.

2.11.3 Industrial Trip to Brands Suntory Sdn. Bhd.2.11.3.1 An industrial trip to Brands Suntory Sdn. Bhd., Shah Alam was

organized for School of Science students on 5th April 2018.2.11.3.2 A Google form was created and posted on the School of Science

Facebook group for signing up.2.11.3.3 40 responses were recorded, RM10 refundable deposit was collected

from 31 students and 31 students showed up.2.11.3.4 Light breakfast was provided to the participants before departing from

campus to Shah Alam at 9.30am.2.11.3.5 Students were given a brief history on the origin, production and

manufacturing of Brands chicken essences and other related products.2.11.3.6 Students were then taken on a tour to view the machineries and

manufacture line of their products from the viewing room.

2.11.3.7 The visit ended at 12.00pm and the bus arrived safely at Monash campus by 12.30pm.

Picture taken at Brands Suntory Sdn. Bhd. with the participants after the visit ended

2.11.4 T-Shirt Design Competition2.11.4.1 Deadline for t-shirt design submission was extended from 23rd March

2018 to 30th March 2018 due to minor change in rules and low responses.2.11.4.2 All submissions were compiled and uploaded on School of Science

Facebook group on 1st April 2018.2.11.4.3 Students were given voting period of 1st April 2018 to 7th April 2018 to

vote for their favorite design(s) via a Google form attached on the Facebook post.

2.11.4.4 Winner was announced on 8th April 2018 and received prize of RM100 AEON cash voucher and RM100 Zalora gift card.

2.11.4.5 Preorder and printing of t-shirts will be carried out soon.

School of Science t-shirt design for year 2018

2.11.5 Educators Appreciation Day2.11.5.1 Date: 9th April 2018 - 12th April 2018 (Monday - Thursday, Week 6)2.11.5.2 Time: 10.00AM - 5.00PM2.11.5.3 Venue: Exhibition Booth at the Foyer, Monash University Malaysia2.11.5.4 We do not have the exact figure of number of participants as students

from all schools are welcomed to write notes/letters to their favourite lecturer(s).

2.11.5.5 A booth was opened for students to write letters to their lecturers. There was also a photo booth for students to take photos with their lecturers and the lecturer will stand a chance to win the lucky draw at the end of the event.

2.11.5.6 Small gifts (chocolates) and a personalized letter were given to every educator at the end of the event.

2.11.5.7 Educators feel appreciated and grateful towards the students for showing appreciation and support towards their teaching.

(School of Science Representative, Ethan Wong mentioned that School of Science Resume Bank will be held, following the footstep of School of Engineering. He added on by saying that the Resume Bank consists of workshops on writing resumes for Science students and the students will be required to submit their completed resume to the School of Science Representatives. It will then be submitted to Ms Santhana from the Career Office. The person in charge will put all the resumes in the bank and will send to all the employers that are seeking to employ students. He further added by saying that this opens up the possibilities for full time employment and internship. He said students will be updated further on this in the next MSC. )

Contributed by,

Ethan Wong Hsien Aun & Tan Yi Qi

School of Science Representatives

Motion #13: Acceptance of School of Science Representatives’ Report

Accepted by: Nur Sharikul Huda

Seconded by: Chin Desmond

4TH MSC ADJOURNED AT 8.26 PM.

Prepared by,

Tharshini Batumalai

General Secretary

Monash University Student Association (MUSA) 2018