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Minutes of First English Language Panel Meeting 2015

Day : SaturdayDate : 31st January, 2015Time : 0845 - 1120Venue : PSS, SMK Batu Kawa

Attendance :

1. Joseph Ng : Principal 2. Irene ak Manja : Head of Language 3. Emily Chang : Head of English Panel4. Margaret Olivia ak Francis : Secretary5. David ak Jonge6. Edina ak Lanying7. Faridah ak Rinong8. Hazali bin Madihi9. Lam Ai Ling10. Lilian ak Ambin11. Maria ak Buggak12. Marilyn Mistui ak Sogep13. May ak Achik14. Megawati ak Dirk Nandos15. Misrah binti Suliman16. Ooi Juan Boi17. Rapu ak Piee18. Raymond Ting19. Saraspathi Naniapen20. Suella Immit Mojiol21. Tiang Swee Kim Catherine22. Yong Chui San

Agenda :

1. Welcoming Speech by Head of English Panel1.1 The meeting was called to order at 8:45 a.m.

1.2 Madam Emily welcomed all the panel members to the first meeting for the year 2015.

1.3 Madam Emily welcomed a new teacher to the panel, Madam Lilian ak Ambin, who is transferred from West Malaysia.

1.4 Madam Emily also informed that Mr Hazali is back to the panel and Mr Arrick is no longer in the panel since he has moved to PJK Department, while Madam Freda Andrew has transferred to SMK St. Teresa. Madam Yong has also requested to be in the morning due to unavoidable circumstances.

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2. Matters Arising 2.1 Language Month

2.1.1 Madam Emily reminded all the panel members to check the names and the identity card numbers of the participants are correct before they are printed to avoid wastage of certificates.

Action by: All panel members

2.2 PCG2.2.1 Madam Emily mentioned that they are some stationeries left from last year.

Madam Faridah said that she still has white and brown papers, glues and scissors left. Teachers who wish to use the stationeries should get them from Mdm Faridah (afternoon session) and Madam Emily (morning session).


2.2.2 Plan to install the PA system has to be postponed because of the cost that is RM 7000 – 8000. It will only be installed if the school can get a cheaper price. Price quotation is being done.

Action by: Head of English Panel

2.3 OPS2.3.1 Madam Faridah is yet to get the record book from the respective teachers and

she is not sure how many books have not been returned. Madam Saraspathi mentioned that to avoid the books from missing subject teachers are given a set each to be distributed to the students. The principal urged the teachers to quickly collect the books from the students otherwise the school has to pay for that. Since those books belong to the Education Ministry and are not available in the market.

Action by: Madam Faridah and Madam Saraspathi

3. Proposal of Minutes of Meeting3.1 Miss Irene proposed that the third English meeting 2014 to be passed. The proposal

was seconded by Miss Megawati.

4. Allocation of Duties for 20154.1 There are mistakes in the allocation of duties. Madam Suella is assigned to teach

Form 5A1, not 5A2, Miss Lam 4A1, not 4A2 and 5S1 not 5S2 while Madam May is assigned to teach four classes 3C, 3F, 3H and 3J. (refer Attachment 1).

4.2 This year, Madam Emily is not providing the list of email and phone contact of panel members as they can be found in the school diary.

5. Planned Activities for 2015

5.1 Reaching for the Stars5.1.1 This is a new programme in the planning and Miss Felicia (SISC+) mentioned

that the focus group for this programme is yet to be finalised but probably for the Form 4 students.

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5.2 PLC5.2.1 This programme is to be continued this year.

5.3 The New School Times (NST)5.3.1 Madam Emily mentioned that this programme is to be taken seriously as what

have been told by Datin Evelyn of the Education Department. Since there will be no more distribution of newspapers to school as previous year, school must use the last year copies. We will use the copies available since most previous copies were distributed to the students and not returned.

5.3.2 The coordinator of this programme, Miss Lam will prepare a schedule for Form 4 and 5 classes. The teachers agreed that it is to be carried out once a month and since our school has not much copies left, the teachers need to share among themselves.

Action by: Miss Lam

5.3.3 Madam Emily mentioned that last year, she had requested for a copy of the New School Times lesson plans but yet to receive news from the JU who had compiled them. She is trying to get the copy she had sent to PPD as her original copy was spoilt.

5.4 LDP5.4.1 Both Remedial Instruction Course and Professional Learning Community will

be conducted on the 7th February 2015. (Saturday) Action by: Madam Suella, Madam Rapu, Miss Margaret,

Madam Misrah, Madam Ooi and Madam Maria

6. Strategic Plans6.1 Madam Emily reminded all the panel members to carry out the activities planned in

the Strategic Plan such as The Fulbright English Teaching Assistant Programme, English Improvement Programme, Program Kecemerlangan SPM, PLC, The New School Times, LDP, Language Month, Inter School Competition, NILAM programme and publication of articles in the school magazine.


7. Setting of Exam Paper7.1 There are 3 full paper exams for Form 1, 2, 3 using the PT3 Format. For Transition

and Form 4, the 1st and 3rd exams are short exams and 2nd and 4th are full paper. For Form 5, the 1st is short exam and 2nd, 3rd and 4th are full paper. The 3rd is a SPM Zon Paper.


7.2 It is suggested that Listening Test be included in the Form 3 exams. Action by: Form 3 panel members

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7.3 At the moment there is no official letter from the Education Department on the format of the new Literature Component for the Form 1 and Form 4. Madam Emily suggested that the teachers discuss among themselves on the questions to be set for the students for the coming test if the school has not received the instruction from the Education Department.

Action by: Form 1 and 4 panel members

7.4 Miss Irene mentioned that there is only one CD for the listening test for the lower form. Since it is limited, the principal suggested that the teachers go in groups and do their own recording.

Action by: Form 1, 2, 3 and 4 panel members

7.5 The afternoon session teachers have agreed to discuss together on the setting of the exam papers while the morning session teachers prefer to set on their own and get the exam papers ready two weeks before the exam to pass around for the other same form’s teachers to give feedback. Teachers are advised to discuss among themselves in order to produce good quality of questions.


7.6 Madam Emily thanked Madam Yong for willing to do 2 exams for Form 4 because we do not have enough panel members to rotate once per teacher.

7.7 Format of the English paper for PS1 should be set according to guidelines given. (refer Attachment 2, 3, 4)


7.8 The exam paper should be indicated with the following: Prepared by, Checked by, Verified by. This is only for the teacher’s copy and not the students. The Head of English Panel will check for the morning session and Afternoon Coordinator will check for the afternoon session. If the Head of English Panel or Afternoon Coordinator is setting the paper, the other teachers will check the paper. All will be verified by the Head of Language. If the Head of Language is setting, the other teachers will check and the Head of English Panel will verify.


7.9 Madam Emily reminded the teachers to submit the exam papers for printing two weeks before the exam and to help each other to stapler the papers. Three days before the exam papers are to be kept in the Senior Assistant’s office. Teachers who set the papers are to get the papers from the office during the day of the exam and to distribute to the teachers who are going to distribute to the students.


7.10 A copy of the exam papers including the soft copy must be given to Madam Emily and Form Coordinator for filing. Many did not do so last year so she hoped all will hand in this year.


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7.11 Teachers should set the papers according to the list given and those who wish to change their turn for setting the exam papers must inform Madam Emily. (refer Attachment 2, 3, 4)

8. Tapak Analisis / JSU / KPI / Headcount8.1 Tapak Analisis and JSU must be done by those who set the exam papers. KPI will be

done by Madam Emily. Tapak Analisis and JSU need to be submitted to Madam Emily three weeks after the English Language exam.


8.2 Transition class is exempted from doing Tapak Analisis, JSU and KPI.

9. PBS / ULBS9.1 PBS is still on going for Form 1, 2, 3.

Action by: All Form 1, 2 and 3 panel members

9.2 Madam Emily reminded the form 4 teachers to conduct the oral test (ULBS) from February to October while those in form 5 will be from February to May.

Appointment letters for the teachers will be prepared by the school clerk, Miss Umi. Action by: All Form 4 and 5 panel members

10. Handing in of Lesson Plan10.1 Teachers must include HSP, RPT, SP and RPH in their RPH file. It must be handed to

Madam Emily (morning session) and Madam Faridah (afternoon session) on every Friday except Friday of the last week of the month to Mr George (morning) and Mr Bobby (afternoon). Those who are not in school on Friday can submit their files on Monday.


10.2 The principal reminded Madam Emily, Miss Irene and Madam Faridah to write the date of submission of the lesson plans on the day the teachers submit their file and not back dated. The record will be collected by the management at the end of the year.

Action by: Head of Language, Head of English Panel and Afternoon Coordinator

10.3 The principal also reminded that handing in of the RPH is part of the mark for SKT and to be taken seriously. Another assessment for teachers will be the Teachers Profile that will be explained on the 5th of February 2015 (Thursday).

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11. Teaching Observation11.1 It will be done twice a year. The first half of the year teachers will be observed on

their major option subject while the second half will be the minor option. Observation will be done by the Head of Language and Head of English Panel for the morning session and Head of Language and Afternoon Coordinator for the afternoon session.The Principal and Senior Assistants can observe at any time.

Action by: Head of Language, Head of English Panel and Afternoon Coordinator

11.2 Observation by the SISC+ will be taken into consideration.

12. PCG 201512.1 There is no news on the allocation yet.

12.2 Three quotations are needed when placing orders using PCG. Ordering of books for students using PCG is through bookstores and school whereas ordering using cash from the students is through the Cooperative handled by Madam Josephine. Buying of papers and stationery needs to be controlled as the school has a limit to how much we can buy.

12.3 All harta modal must have inventory with the office before they can be used. Madam Napsiah is handling the inventory.

12.4 The management required us to work out a budget plan for the year. Any panel member who needs to order anything can propose to Madam Emily for the morning session or Madam Faridah for the afternoon session, possibly before the Chinese New Year that is two weeks from now. All nota minta is to be signed by the Head of English Panel.

12.5 The allocation of prizes for competition using PCG are as follows:Individual – 1st – RM 15

- 2nd – RM 12 - 3rd – RM 9 - consolation – RM 6

Group (more than 4) – 1st – RM 50 - 2nd – RM40

- 3rd – RM30 - consolation – RM20

Group who has less than 4 members the money allocated should be divided by four then times three.

13. Inter School Competition 13.1 Teachers must get the students ready for the competitions. The school has decided to

participate in all the activities organised this year. Last year, Choral Speaking, Public Speaking and Debate participated but Drama was not carried out.

13.2 Every teacher is allocated with one competition for the duration of 5 years. (refer Attachment 5). Those who wish to change duties must inform Madam Emily. A leader must be appointed for every competition. Madam Emily said that Miss Kaitlin of Fulbright English Teaching Assistant Programme has agreed to help. The Principal

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mentioned that it is important to get the students to participate to get extra points for the co-curricular activities. Certificates must be given to all the students who participated to motivate them.


13.3 Madam Saraspathi agreed to swap with Madam Yong for the choral speaking competition. Madam Yong will be in charge of Debate.

13.4 A report must be submitted to Madam Emily for filing once the competition has been carried out. Teachers are reminded to check the curriculum notice board for the date of the competition.


14. Analysis of PT3 English 2014 / Target GPS SPM 201514.1 Madam Emily thank Madam May for doing the analysis (refer attachment 6, 7)

14.2 The target for GPS SPM 2015 is 5.64

15. OPS English / MBMMBI / System Set

15.1 OPS English and System Set is still on going for the Form 1 and 2. OPS English will be carried out for the 1st half of the year.

Action by: All Form 1 and 2 teachers

15.2 For MBMMBI new software are yet to be given to the school.

16. Fulbright English Teaching Assistant Programme 201516.1 The Principal explained that the Fulbright English Teaching Assistant Programme is

part of MBMMBI and an initiative towards 2016 compulsory pass in English. It is a high profile programme between the Government of Malaysia and the United States of America. This programme is aimed to help the students pass their SPM English paper as well as upgrade the level of proficiency of the English Language of the school as our school English SPM average grade point is between 6.5 – 9.0.

16.2 Madam Emily stated that Miss Kaitlin Marie Twa, an English Teaching Assistant from America, is assigned to our school to assist the teachers from 27 January 2015 till 31 October 2015. She will be co-teaching with the subject teachers of Form 1A, 1B, 2B, 2C, 4S1, 4S2, 4S3, 4A1 and 4A2. The objective of this programme is to create an English speaking environment.

16.3 The Principal said that an allocation of RM 1,500.00 is given to the school for the purpose of the programme and if the expenditure should exceed the amount given, PCG will be used.

17. HOTSPOT Schools

17.1 Our school is selected under “HOTSPOT School” as our school obtained less than 70% in English SPM examination.

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17.2 Seven schools are involved in this and on the 10th February at SMK Sri Matang the principal is asked to present a 30 minutes presentation on how to monitor the English language programmes in school. Madam Emily, as the Head of English Panel, is assigned by Mr Tilai (SIP+) to prepare the presentation for the Principal to present. Mr George and Madam Emily are also required to attend the presentation with the Principal on that day.

Action by: Principal and Head of English Panel

18. English Improvement Programme (EIP)18.1 The programme will start next week.

18.2 New exercise books will be given to Transition and Form 1 students and those who has lost their books. The rest of the forms can use the books from previous years until they have finished all the empty pages. The books of the former students of Form 4S3, 4A4, 4A7 and 3A in Madam Freda Andrew’s classes are still with her so the present subject teachers will have to wait for her to return them to the students.

18.3 In 2014 there were some teachers who did not hand in the books to the monitoring panel for checking. Madam Emily reminded teachers to follow the date of the submission monthly which will be prepared by her. The books are to be submitted to the Principal, Senior Assistant of Administration, Senior Assistant of Afternoon Session and Head of Language.


18.4 Recitation of Poem and Story Telling during the Assembly will be carried out but this year Madam Emily has asked help from Miss Kaitlin to assist the students. The first English assembly for the year 2015 will be conducted after the Chinese New Year. School assembly conducted in English will be done on every 2nd assembly of the month.

19. SISC+ 19.1 Miss Felicia will come and observe English teachers anytime and will be spending

more time in our school to be a part of it. She also asked for three teachers for her to share teaching techniques. Madam Marilyn, Madam Faridah and Madam Saraspathi are selected and they should later share the ideas with the other panel members.


20. English Department Cupboard20.1 The wooden cupboard is in dilapidated state and cannot be used anymore. Meanwhile,

the old steel cabinet has been moved to the PBS room and a new one has been bought last year end to store department’s properties.

20.2 Madam Emily thanked Miss Megawati for arranging The New School Times newspapers and other items in the steel cabinet. Teachers are reminded to tidy the cupboard after they have used the items inside them and not to depend on Miss Megawati.

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20.3 The cabinets’ keys will be duplicated and kept by Miss Megawati and Madam Emily for the convenience of teachers.

Action by: Miss Megawati

21. Any Other Business21.1 NILAM Programme is to be continued this year.


21.2 Printing of exercises for the students is only meant for examination classes such as Form 3, 5 and upper 6.

21.3 Those who have attended courses are reminded to hand in the ‘Minit Curai’ to the Principal / Head of Language / Head of English Panel.

21.4 Teachers need to give their latest time table to Madam Emily for filing. The Form Coordinators are to collect and hand to Madam Emily on 4th February, 2015.

Action by: Form Coordinators

21.5 Miss Irene said that a copy of any competition record must be handed to Mr Abert.

21.6 It was mentioned during Curriculum Meeting that all Minutes of Meeting will now be emailed to respective teachers so that they will remember to print and bring to the next meeting otherwise what are printed for them are always lost.

21.7 The school management reminded that show cause letter must be produced if the teachers are unable to attend meetings. If informed after the meeting, it is considered as absent without reason.

21.8 Materials that are more than 100 copies can be send to Mr Sahi for printing but if it is less, it can be photocopied.

21.9 To avoid unnecessary storage of items in the staff room, teachers are advised to send the old Form 1 and Form 4 literature books and other old books for recycle or give them to the students for reading pleasure. Teachers are reminded to inform Miss Megawati for record.

21.10 The Language Department’s notice board is situated outside the Cooperative. Teachers are advised to fully utilise them. A teacher will be appointed by the Head of Language to handle the notice boards.

Action by: Head of Language

21.11 Those who have received the one time incentive of IPROBI must continue to teach English.

21.12 A copy of the time table must be given to Mr Neo if there are extra classes or training for competitions on to avoid clashes of classes. This is due to some classes are used for the Bahasa Cina and Pendidikan Islam classes mainly in Block A and D.

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21.13 Teachers are not allowed to use cell phones during lesson. They can only do so if there is an emergency and to key in attendance and students demerit.

22. Closing Speech22.1 The principal reminded all the English teachers to work together to improve the

English result of the school and to avoid being in the hotspot in the future. A lot of programmes are conducted because of our school unsatisfactory examination results. The principal looks forward to the cooperation and commitment of all English teachers in carrying out all the activities planned for the year 2015.

Prepared by,

(Miss Margaret Olivia ak Francis During)Secretary of the English Language Panel2nd February 2015

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