AgendaCentral Committee Meeting #12 – Friday 25th May 2018

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

1. Procedural Matters

1.1. Acknowledgement of Indigenous Owners

1.2. Official Welcome

1.3. Attendance

1.4. Apologies

1.5. Adoption of Agenda

2. Confirmation of Previous Minutes

3. Matters Arising from Previous Minutes

4. Proposal

4.1. Customised Goods 2018 Proposal

4.2. Orientation Semester 2 – Winterfest 2018 Proposal

4.3. Head of Clubs Semester 2 2018 Proposal

4.4. Central Australia Trip 2018 Proposal

5. Reports

5.1. UMSU International General Election 2018 Final Report

5.2. Exam Pack Giveaway Semester 1 Final Report 2018

5.3. ISA Appreciation Night Semester 1 Final Report 2018

6. Other Business

7. Next Meeting

1

Unconfirmed Minutes Central Committee Meeting #11 – Friday 11th May 2018

Date : 11th May 2018

Time : 16 30

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

1. Procedural Matters

1. Acknowledgement of Indigenous Owner

2. Official Welcome

3. Attendance and apologies

Absent with Apologies

Exco : Zi Shan (Angel) WEEDirectors : Yee Hean (Ian) CHUAHOfficers : Rebecca VINCENT

Absent with No Apologies

Exco : -Directors : -Officers : Abhishek KANSAKAR

Late with No Apologies

Exco : -Directors : -Officers : Owen Hubert JOHANNES, Wanqiuzi (Ivy) ZHAO

Leaving Early with Apologies

Exco : -Directors : -Officers : Lisa HUANG, Dennis QIAN

2

Motion 1

Move that Standing Orders be adopted for CCM #11 at 16 40.

Mover : Krystal NGOOI

Seconder : Sara TAN

CARRIED without contention.

4. Adoption of Agenda

Motion 2

Move that the Agenda for CCM #11 be adopted.

Mover : June LIU

Seconder : Livianie TAN

CARRIED without contention.

2. Matters Arising from Previous Minutes

3. Confirmation of Previous Minutes

Motion 3

Move that the minutes of CCM #10 be accepted and confirmed as a true and accurate record.

Mover : Josh TSENG

Seconder : Karen LI

CARRIED without contention.

Motion 4

3

Move that the Exam Pack Giveaway Semester 1 Proposal be accepted.

Mover : Lisa HUANG

Seconder : Ren Jie (Jack) PHANG

Motion CARRIED, amendment on the title.

Motion 5

Move that the OB Appreciation Event 2017/18 Proposal be accepted.

Mover : Wei Lee ONG

Seconder : Kevin KALIP

Motion CARRIED.

Motion 6

Move that the Night Market 2018 Final Report be accepted.

Mover : Michelle TAN

Seconder : Hun Yao CHONG

Motion CARRIED, amendment on the title, Section 7 and actual spending.

Motion 7

Move that standing orders be suspended at 18 47.

Mover : Krystal NGOOI

Seconder : Nicholas TAN

Motion 8

4

Move that standing orders be resumed at 18 53.

Mover : Wanqiuzi (Ivy) ZHAO

Seconder : Royston CHUA

Motion 9

Move that the What She Makes, an Oxfam-Joint Event Semester 2 Final Report be accepted.

Mover : Owen Hubert JOHANNES

Seconder : Steven ZHANG

Motion 10

Move that the UMSU International Summit 2018 Final Report be accepted.

Mover : Jonas LARSEN

Seconder : Evelyne Febriani TANTONO

Motion CARRIED, amendment needed on suggestions and date.

6. Other matters

Motion 11

Move that CCM #11 be adjourned at 20 42.

Mover : Sabrina LOH

Seconder : Agatha Celia SANTOSA

Motion CARRIED.

5

Prepared by,

Zi Shan (Angel) WEESecretary 2017/2018UMSU International

4. Proposals

6

Customised Goods 2018 ProposalCentral Committee Meeting #12 – Friday 25th May 2018

1. IntroductionThis proposal covers the customised goods to be ordered for the whole of Semester 2, 2018. The items will be distributed to students in goodie bags during Carnival Day, Winterfest for the brand awareness of UMSU International to the newly-enrolled students. The remaining items will be given out during Exam Pack Giveaway, Semester 2, or during Meat & Greets.

2. Expenses

Items Quantity Price per unit$

Price$

Drawstring bag 1000 1.90 1,900Lanyard 40 1.90 76Planner 500 1.80 900ISA shirts 100 12.50 1,250OB shirts 40 15 600Thermos 500 6.50 3,250Notebook 300 2.70 810

Total $ 8,786

The expenses will be covered under the budget allocated to the Communications department.

3. ConclusionThis concludes my report. If there is any comment or suggestion, please feel free to address it to myself, or the incoming Communications department.

Prepared by,

Evelyne Febriani TantonoCommunications Director 2017/2018UMSU International

Orientation Semester 2 – Winterfest 2018 Proposal

7

Central Committee Meeting #12 – Friday 25th May 2018

1. 　Aims To welcome and introduce international students to the University of Melbourne To help international students adapt to the life in Melbourne by familiarizing them

with the culture and surroundings To promote UMSU international as the student representative body for all

international students in the University of Melbourne.

2.     Budget

Event Items Budget ($)

UMSU Carnival Day Publicity (Hot chocolate/beverage) 400

Food Adventure Restaurants 3750

Melbourne Adventure AFL engagement activities, BBQ 2250

Snow Adventure Transportation, Food & Entrance Fee 3500

Extra 100

Total 10000

3.     Events

       3.1   UMSU Carnival Day

Coordinator : Wei Jen (Dylan) LAU, Xinling Lu

Date : Wednesday, 18th July 2018

Time : 11 am - 3 pm

Venue : Union House

Budget : $500

Manpower : 12 OBs/ISAs

Flow of Events

8

A booth will be set up on the Carnival day to publicize UMSU International and accept sign-ups for our O-week events. 4 OBs/ISAs will be in charge of event sign ups. There will be one sign up desk (Google sheet) for Food adventure, Melbourne Adventure and for Snow adventure. There will be another desk for event deposits ($5 for Food Adventure and Melbourne Adventure, $30 and liability form for Snow Adventure). Receipts will be given upon sign-ups for refunds/proof on the event day for Food adventure and Melbourne Adventure About 4-6 OBs/ISAs will be allocated for publicity (flyers or cardboard with the link for Google Sheet form and goodie bags) outside Union House to brief potential students interested in our events.  Students need to like our FB page/follow Instagram/subscribe to newsletter or blog in order to obtain the goodie bags. The content of goodie bags to be confirmed. Hot chocolate/hot beverage will be provided by 2 OBs/ISAs as an attraction and to participants waiting in line.

Budget Allocation

Hot chocolate/beverage $250

Disposable cups $100

Decoration $50

Total $400

3.2     Food Adventure

Coordinators           : Xiaohan WU, Jenn Lin TAY

Date                   : Friday, 20th July 2018

Time                  : 11.30 am – 4.30 pm

Venue               :  (Registration & Briefing, TBC),

                                      Carlton & Fitzroy (Event)

Budget              : $3750

Target Participants : 120 Melbourne University students (60-Carlton, 60-Fitzroy)

Manpower        : 16 Travel Buddies

8 Station Masters at each restaurant (OBs/ISAs)

4/5 Game Masters

9

Objectives Promote social interaction between students, opportunity to form new

friendships. Promote social integration between local and international students. Promote UMSU International. Introduce new students to experience the diverse food culture in Melbourne.

Event Timeline Pre – EventBriefing: OBs and ISAs in-charge as travel buddies (16) or station masters (8) will be briefed about the event-flow. The briefing will include expectations, group members, area routes, each group’s specific timetables, and safety information.

Event

Time (TBC) Activities Details

11:00 -11:30

10:00-10:30

10:00-10:30

Briefing Briefing for all travel buddies and station masters about their respective tasks and important information.

11:30 – 12:00

10:30-11:30 for both venues

10:30-11:00

Registration Refund of event deposit ($5), participants will be allocated to their respective group of 7 or 8 based on nationality, gender, and dietary requirements. Participants will be sitting in their respective groupings in the theatre.

12:00 - 12:20

Fiz11:00-11:20

Introduction A speech to welcome the participants and travel buddies, and to promote upcoming UMSU International events. The station masters will go to their respective restaurants.

10

Carl: 11:30-11:50

11:00-11:20 for both

12:20 -13:00

Fiz 11:20-12:00Carlton11:50-12:10

Fiz 11:20-1200Carl: 11:20-11:40

Travel Participants heading to Fitzroy will exit the theatre first followed by participants heading to Carlton roughly 10 minutes later, to ensure that all participants can reach their respective restaurants at approximately the same time.

Participants will travel to the restaurants either by tram or walking, depending on the group decision. Participants who sign up for will be advised to bring a topped up myki on the event day.

13:00 - 16:30

12:10-16:00

12:00-1600

The Adventure Participants will be given approximately 40 minutes to enjoy their meal in each eatery in the central locations of Carlton and Fitzroy. The expected travel time between restaurants is 10 to 15 minutes.

One station master will be allocated to each of the 8 restaurants. They are responsible for facilitating and organising each group to ensure that the group and food arrive on time. They are also responsible to contact the coordinators in case of problems.

Travel buddies will be responsible for facilitating ice breaking games (to initiate interactions between participants) throughout the Adventure.

Additional Games (20-25 minutes)

Carlton Games at the Royal Exhibition Building with take-

away desserts Suggestions: Spaghetti & Marshmallow Tower/

Donuts on a String/ Mystery Taste Test

11

Fitzroy Street photo contest in graffiti lanes Suggestions: Each group needs to follow the

posture/pose indicated in the given picture

Potential Restaurants

Carlton Fitzroy

Universal Italian Restaurant Lune Croissanterie

Yo-Chi / Pidapipo Brother Burger

Stovetop Messina

Mercadante Vintage Infusion

Brunetti Doughnut time

Donninis N2 Extreme Gelato

Criniti’s Carlton Addict Food & Coffee

Ying Thai Breakfast Thieves

Tutto Premium frozen yogurts & desserts Industry Beans

Humble Rays Faraday’s Cage

Seven Seeds Arcadia Cafe Restaurant

Expenditures: This estimated budget breakdown is based on one year’s worth of budgets. Calculations and explanations are in Appendix 1.

12

Expenditure Amount ($)

Estimated Carlton Expenditure 1,625

Estimated Fitzroy Expenditure 1,975

Estimated Prizes for Competitions 150

Total 3,750

3.3       Melbourne Adventure

Coordinators : Phoebe TEH, Sherlyne SANTOSA

Date : Saturday, 21st July 2018

Time : 10:00am - 5:00p.m

Venues : Melbourne University, Hosier Lane, Yarra River, Shrine of Remembrance, Royal Botanic Gardens and Chinatown

Budget : $2250

Manpower : 6 Travel Buddies (OBs)

12 Station Masters (ISAs)

Targeted Participants: 60 Melbourne University students

Objectives： To promote the understanding of unique culture of Australia to the

international and local students. Serve as a platform for incoming and current students to meet new friends and

get to know each other. Promote UMSU International by providing further information about our

services during the event.

Event timeline:

10 00 - 10 15: Registration

10 15 - 10 30: Briefing

13

10 30 - 11 45: AFL and Ice Breaking Games in South Lawn

11 45 - 12 45: BBQ Lunch

12 45 - 13 25: Travel time to Yarra River

13 25 - 13 55: Yarra River + Game Stations

13 55 - 14 10: Travel time to Hosier Lane

14 10 - 14 40: Hosier Lane + Game Stations

14 40 - 15 05: Travel time to Shrine of Remembrance

15 05 - 15 25: Shrine of Remembrance

15 25 - 15 40: Travel time to Royal Botanic Gardens

15 40 - 16 10: Royal Botanic Gardens + Station Games

16 10 -16 30: Travel time to Chinatown

16 30 - 16 45: Chinatown

16 45 - 17 00: Coffee + Dismiss

Process

Registration will be at 1000 and briefing commences after the registration. There will be six teams and each team contains 10 people (excluding Travel Buddy). The role of the Travel Buddies is to direct their teams in terms of communications with teammates and other OBs/ISAs, as well as in charge of travelling and plannings to ensure a smooth journey throughout the event.

After the briefing, every team will be led to do the AFL activity and ice breaking games together.

Participants will be then gathered at North Court for a BBQ lunch. Food such as kangaroo meat, sausage rolls and vegan patties will be provided. The direction of the flow for different groups will be decided on later dates. There will be station games in each places excluding Shrine of Remembrance and Chinatown.  

Participants will be given “coffee voucher” once they have finished all the station games (The budget for each participant is $5. Travel buddy can bring the participants to any coffee place)

14

Participants are required to top up and use their own Myki card while travelling from Melbourne University to city which will be informed to them when they are signing up for this event.

Station Games

Venue Game Procedure Logistics

South Lawn AFL, Ice Breaking Games (TBC) List of ice breaking games

Hosier Lane Photo Challenge Participants must take five group photos with

the exact same poses on the given samples.

Photo samples

Yarra River Charades (TBC) List of charades challenge

Royal Botanical Gardens

Tug of War, Human Scissor Paper Stone Ropes

Expenditures:

Item Budget allocation

Food $650

AFL $700

Miscellaneous $350

Coffee Voucher

$400

Prizes $150

Total $2250

3.4  Snow Adventure

15

Coordinators : Yunan LIN, Bellivia MILLENIADate : Saturday/Sunday (28th or 29th July 2018)Time : 6.50 am - 6:00 pmVenue : University Square, Lake Mountain 1071 Lake Mountain Rd, MarysvilleBudget : $3500Target Participants : approx. 60 students (1 team leader to 6 participants)Target Manpower : 12 OBs (including Coordinators)/3 ISAsRegistration Fee : $35

Objectives: Providing international students the opportunity to experience snow in Victoria. A platform for students to form friendships across different backgrounds, ages,

faculties and year levels Promoting and welcoming students to UMSU International and its services over

the course of the event

Event Timeline:

TBC (Inspection/Cultural and Social Team Excursion)07.25 - 07.45 Gather on campus07.45 - 09.30 Drive to Marysville from Melbourne University09.30 - 10.30 Breakfast10.30 - 11.00 Drive to Lake Mountain Alpine Resort from Marysville11.00 - 13.30 Survey Conference Room, outdoor area for activities and Bistros13.30 - 14.30 Lunch14.30 - 17.00 Drive back to Melbourne University

28th of July (Day of the event)07.00 - 07.30 Gather, re-register, and group designations07.45 - 10.30 En Route to Lake mountain (inc. light breakfast and briefing by

coordinators)10.30 - 11:30 Skiing/tobogganing session11.30 - 12.30 Squad 1 Lunch, Squad 2 Outdoor Activities 12.30 - 13.30 Squad 1, Squad 2 Lunch Outdoor Activities13.00 - 14.30 Sightseeing/hiking-activities (snowman making and snowball

archery), group photos14.30 - 15.30 Walk back to the conference room, group up, and preparing to go

home15.30 - 18.00 Drive back to Melbourne University

Expenditures:

Lake Mountain Alpine Resort, entrance fee:$21.0/person $1,575

16

Outdoor Activities Fee ($10/person) $750

Food: $8/person(inc. snacks & drinks)

$600

Chartered Bus (2 vehicles) $1,782

Go Get for inspection $150

Miscellaneous/ Games and Activities (plastic bucket, plastic cups) $80

Registration Fees/ $35 per person -$2,100

Conference Room $300

Toboggan Rental/ $8 per pcs (tentative) $360

Budget $3,497

Notes: Registration fees of $30.00 to be paid in full and upfront on the day of sign up. The $10 outdoor activities fee is an approximate maximum price from provider. Additional outdoor activities would include the possibility of flying fox,

snowshoe walking, etc. It is advised for participants to dress warmly as winter gear and clothing will

not be provided. Ensure that participants are fully informed to wear appropriate shoes, e.g no

open toe/ sandals/ heels No eating in conference rooms. Open areas can be used to hold activities, however, indoor activities have also

been planned in case of poor weather. Light lunch, water and snacks will be provided, however, participants are

strongly recommended to bring their own food. Eskies will be used to keep food at appropriate temperatures. Participants are grouped 6 per group, with total of 8 group which is assigned to

1 OB each Group are further grouped as squad, 5 group in each squad (1-5 & 6-10) The exact company and cost of the coach will be confirmed soon.

Provided Food: Water Catering Biscuits

17

4.       Conclusion

The Cultural & Social team hopes to welcome international students to the University of Melbourne and to Melbourne in general, through introduction of UMSU international and Melbourne culture. We believe that students can familiarize themselves with the university and the city while forming friendships from our events. This orientation will also focus on publicizing UMSU international as the peak representative body of all international students, which caters and tends to the needs and wellbeing of all its members.

This concludes our proposal. Please feel free to approach anybody from the Cultural & Social team should you have any questions or suggestions.

Prepared by,

The Cultural and Social Department 2018/19

UMSU International

Head of Clubs Semester 2 2018 ProposalCentral Committee Meeting #12 – Friday 25th May 2018

1. Introduction

Date : 1st August 2018 (Wednesday)Time : 6.00PM - 8.30PMVenue : Brown Theatre (Electrical Engineering Building)Participants: Executive Committee (2 people maximum from each club), UMSU International Executive Committee and DirectorsEstimated Number of Participants: 80

2. Objectives To introduce UMSU International facilities and increase the club’s awareness

amongst existing clubs within the University of Melbourne community To foster professional relations between UMSU International with existing

University of Melbourne clubs To introduce clubs to the grants available from UMSU International and the SSAF To create an open platform for clubs to publicize their events for the semesters, and,

discuss on potential challenges and problems they may be facing

18

3. Budget

Item Price

Catering $550.00

Miscellaneous $100.00

Total $650.00

4. Timeline & Preparation

Week Task

Before Orientation Week

Invite executive committee members of existing clubs formally via email, or through other means such as social media

Ask about dietary requirements Find and negotiate with caterer Book and finalize the venue Start working on slides for HOC meeting

Orientation Week Have the HOC slides ready Confirm the number of participants Confirm serving size with caterer Purchase cutleries and drinks for attendees Discuss with UMSU International OB’s and assign them with

specific roles for the day of the HOC event

Week 1 Kindly remind invited executive club members of the HOC event via email and informally through social media

Kindly remind UMSU Intl OB’s of their tasks and the day of the HOC event

Week 2 The event will occur on Wednesday, 1st August, at approximately 6PM.

5. Event Rundown

Time Activity

5.30PM OBs and ISAs in charge will prepare the venue, open up registration for participants as well as mingle with club representatives in the venue.

19

6.00PM The event will occur on Wednesday, 1st August, at approximately 6PM. The President of UMSU International would give a short welcome speech to commence the event.

6.15PM To help facilitate relationships between the different clubs executive committee and UMSU International committee members, icebreaking sessions will be held in order to build new relationships among participants. The games intended for the ice breaking session includes human bingo and “untangle the bond” (TBC)

6.45PM The session will then begin by introducing the directors and the executive committee of UMSU International 2018/2019 as well as the events we will be hosting throughout the semester. Then, participants will be briefed in regards to the facilities UMSU International provides.The P&S department will inform participants to approach the P&S team should they face any difficulties and require any assistance.At the same time, participants will be notified about major UMSU International events for the semester, and in particular, Festival of Nations.

7.25PM A Q&A session will be opened to the floor to help address any enquiries

7.40PM At the end of the meeting, participants would be invited to head out for dinner, and would be encouraged to take the opportunity to mingle around with other clubs.

8.30PM The event would come to an end at about 8.30PM.

6. Conclusion

The Partnership and Sponsorship department believes and hopes that by organising the Head of Clubs meeting, clubs at the University of Melbourne would be more aware of UMSU International and the services provided, in particular, new clubs that might not have any prior listing with UMSU International. To add, establishing new and fostering existing relationships with the clubs would also help build better relationships with the many clubs at the University of Melbourne, and perhaps with the hopes of, in conjunction with some clubs, organize joint events or cooperate with UMSU International in the future.

20

If there are any questions or suggestions, please feel free to approach either myself or the Partnership and Sponsorship officer, Irene.

Prepared by,

Sher Lynn LimPartnership & Sponsorship Director 2018/19          UMSU International

Central Australia Trip 2018 ProposalCentral Committee Meeting #12 – Friday 25th May 2018

1. Introduction

Date : 24th June 2018 - 3rd July 2018Venue : Central Australia (Uluru, Kings Canyon, Alice Springs, Coober Pedy, Adelaide)Participants: 46 registered participants including organising Office Bearers.Event Coordinators: Rebecca Vincent, Wei Jen Lau, Kevin Kalip

2. Objectives To introduce Central Australia to the International student community by visiting

places such as Uluru, Kings Canyon, Alice Springs as well as the various attractions and towns on the way.

To create a memorable experience and enable International students to make new friends during the trip.

3. BudgetDue to difficulty in getting the target amount of participants, we would like to propose that UMSU International bear the additional costs to be paid to Across Australia Travel (AAT). The expected cost is outlined below.

Item Price

Amount Paid to AAT ($1075 x 43) $46,225.00

21

Ticket Cost for coordinators ($1075 x 3) $3,225.00

Ticket Reimbursement for coordinators ($1075 x 2) ($2,150.00)

Ticket Revenue ($1075 x 37) ($39,775.00)

Additional Costs Water & Snacks First Aid Kit Entertainment (Campfire Items and Games)

$300.00

Total $7,825.00

Note that the total costs do not take into account of the marginal profit UMSU International gains from each ticket sales.

4. ConclusionThis concludes my proposal for Central Australia Trip 2018, please feel free to approach me and any of the coordinators for suggestions and enquiries.

Prepared by,

Kevin KalipCultural and Social Director 2017/18UMSU International

22

5. Report

UMSU International Annual General Election 2018 Final ReportCentral Committee Meeting #12 – Friday 25th May 2018

1. Introduction

This report outlines the dates for various matters pertaining to the 2018 AGE from the period of 26th of March 2018 to 4th of May 2018.

The appointed Returning Officers of UMSU International Annual General Election 2018 were:

Zi Shan (Angel) WEE

Melia Permata Sari WIJAYA

Ethan Zhang  

The following people were appointed as dispute committee members:

John HEE

Wei Lee ONG

Ivy Jiayue ZHAO

The following election officers were appointed to assist with the election process:

Royston Chi King Chua

23

Evelyne Febriani Tantono Sabrina Siew Yin Loh Yee Hean (Ian) Chuah Wanqiuzi Zhao Lisa Huang Xin Yong (Michelle) Tan Nicholas Shi Hao Tan Junyi Qian Harn Jy (June) Liu Steven Zhang Surviantoro Ilham Yudanardi Abhishek Kansakar Hui Wen Tan Agatha Celia Santosa Hun Yao Chong Owen Johannes Rebecca Vincent Karen Li Yiqiao (Mia) Wang Sara Tan

2. Dates and Details

2.1. Nomination period

Nominations were opened at 12pm, 26th of March 2018 (Monday) and closed at 5pm, 13th of April 2018 (Friday). The nominations for the uncontested positions were extended until 5pm, 20th of April (Friday):

o President o Education and Welfare Vice President, o Communications Director and o Communications Officer

Along with the uncontested positions, there are a list of positions that were reopened to provide more opportunities to international students:

o Secretary o Treasurero Cultural & Social Vice President o Education & Welfare Directoro Human Resources Director o Partnership & Sponsorship Director o Cultural & Social Officer o Education & Welfare Officero Communications Officer

24

o Human Resources Officero Partnership & Sponsorship Officer

 

Due to a sudden withdraw from a contestant after the closure of nomination period, Treasurer position was left to be uncontested. The nomination for the position was extended to Tuesday, 24th of April 2018.

2.2. Candidate Information Session

A Candidate Information Session was held from 12-2pm on Thursday 29th March at Sidney Myer Asia Centre (Yasuko Hiraoka Myer Room), to inform potential candidates of the responsibilities and the nature of work involved in the various positions.All Executive Committee members and Directors were present in the session to give a short presentations and answer any enquiries.

2.3. Policy Speech Session

A Policy Speech Session was held from 6pm to 9pm on Thursday 26th April at Redmond Barry Building (Lowe Theatre) for election candidates to present their policy speeches followed by a short Q&A session. Time allocation is presented as below:

Position Speech Time/Candidate Q&A Time/Candidate

Executive Committees

2 minutes 2 minutes

Directors 1 minute 2 minutes

Officers 45 seconds 15 seconds

Light snacks and water were provided for candidates and attendees. 4 office bearers were allocated to distribute the snacks and water while 2 office bearers with 1 returning officer were the ushers. Facebook live was done for the whole Policy Speech duration and individual policy speech videos were done for each candidates (except officers which are recorded in group).

For EXCOs’ Q&A session, the first question will be asked by the current EXCO and the following questions were then opened to the floor.  

For Directors’ Q&A session, the first question was asked by the current director, and up to two questions from the public.

25

For Officers’ Q&A session, the questions were prepared by the director of each department and asked by the EXCOs.

All international students were allowed to sit in the Policy Speech Session.

Suggestions: Redmond Barry Building (Lowe Theatre) should not be considered in future due

to the squeaky door when people are entering and exiting. Attendance for candidates should be COMPULSORY. 3 hours of policy speech session is the ideal timing to allow enough time to every

candidate to show their skills and qualifications, as well as enough time for Questions and Answers.

Light snacks and water are highly recommended to be provided. Candidates seating should be marked on each row before hand to ease the

ushers. Slides are ought to be double checked before presenting. Q&A time can be flexible (but definitely not more than 5 minutes per question). Have a trial recording and make sure all equipments (phone/iPads/camera) are

fully charged. All office bearers should be briefed with the appropriateness of questions that

might be raised. Sensitive questions/area should be listed. Videos and flyers were not uploaded due to technical difficulties.

2.4. Nominations

70 applications for the various positions. Nomination forms, job descriptions, and the Electoral Regulations were available

in the UMSU International Students’ Lounge and the “UMSU INTL Annual General Election 2018” Facebook page.

Suggestions: Communications department should be listed as marketing and communications

department.

2.5. Election Briefing for all Election Officers

The Election Briefing was held from 6pm to 7pm on Monday 30th of April (Monday) at UMSU INTL Lounge, to inform election officers of their responsibilities, tasks for the 3 election days and vote count system.

Suggestions: Guideline and to-do-list are given to the absent election officers so they are up to

date with their role during the 3 election days.

26

2.6. Voting Sessions

The UMSU International Annual General Election (AGE) 2018 was held from 11am - 4pm on Wednesday 2nd of May 2018 and ended on Friday 4th of May 2018.

The Voting session was held at 2 venues: UMSU Info desk (FBE building) Theatre Bar (Ground floor, Union House)

27

Theatre Bar Layout FBE Layout

Suggestions: The area of polling station (especially theatre bar) should be specified by using a

dark tape to ensure the candidates/representatives know where is/is not considered as “same room of polling station”.

The representative system is highly recommended.

o Each Candidate has MAXIMUM OF 3 REPRESENTATIVES

o Names of representatives are submitted and will be listed for all election officers to keep track

o Only one representative will be allowed at the voting location during physical campaign (interchangeable). This will be monitored through a name tag system.

o Name tag system: Each representative will receive a name tag from the Election Officer before they start to publicise any materials. Besides candidates, only representative with name tag are allowed to hand out flyer. Representatives sign in/sign out by using their student ID to exchange for name tag. this ensure there is only 1 representative helping out at a time.

Names in ballot papers should be allocated alphabetically according to First/Last name to ensure fairness in the process.

More man power should be allocated for setting up and packing down. 1st Election Day setting up requires more man power and is highly encourage to

make it 2 hours to allow extra timing for ensuring everything is in place. A google sheet is created for Student number to be recorded alongside with the

representative list of each candidates and the warning/penalties that have been received by all candidates.

2.6. Voting Count Sessions

The vote count was held in the UMSU International Students’ Lounge from 5.30pm to 2.40am. After dinner, briefing and run through session were conducted to ensure all Election Officers are familiar with the vote count system. All votes were emptied from the ballot box and checked their validity (has stamp, no tick/crosses, and starts with 1 and so on). Total number of invalid votes was counted and separated from the valid votes. Name card was placed on the basket for each candidate on the table to assist with the count. Election officers were divided into 2 groups to work on Director position and

28

Officer Position. The Returning officers then did the vote count for Executive Committee position. Dinner, snacks and drinks are provided for the session.

Suggestions: Lounge booking should be extended to 3am instead of 2am. EXCOs, Directors and Officers categories should be printed one sided so the

election officers can be divided into groups to work on different categories at the same time which helps in speed up the vote count session.

Videos for preferential system were uploaded into the Election Officers WhatsApp group to help in understanding.

The validity of ballot paper should be clearly stated. Any ballot paper that have tick/cross/starting with 2 instead of 1 will not be considered.

Tally sheet is highly encouraged to be used.

3. Amendments to Electoral Constitution

The following amendments are done in the electoral regulations:

Section 6 Eligibility to Stand

(2)       Under sub-section 10(3), Non-International Students who hold Australian Permanent Residency may stand for any position except the position UMSU International President.

Section 9 Verifications of Eligibility

(5)       The nominator and the seconder:

(a)       must be international students;

(b) must not be another candidate running for a position in the election;

(c)       must not be the person being nominated or running for the position;

(d)       must not be the Returning Officer(s), the Election Officer(s) or member of Dispute Committee.

Section 12 Campaigning

(1)   Each candidates are allowed to appoint up to three (3) representative(s) to assist in the campaign. Representatives are bound by the same campaign rules as candidates. Representative(s) can take turns assisting with physical publicity. However, ONLY ONE (1) Representative, excluding the candidates, is permitted to physically campaign at any given time.

(7)(b)   Candidates are not allowed to distribute any material besides paper leaflets or flyers. Incentives such as gifts or sweets are not to be given out.

29

Suggestions:

Clarification on the roles and responsibilities of the Dispute Committee. Redefine boundaries for online “joint campaigning”, such as liking and/or

sharing.

4. Vote Count Result

The eligibility of voters was verified using a physical list of student numbers of all enrolled international students in the University and a google doc was created to key in all voted student numbers to ensure that each voter hadn't already done so before.

Statistics of the polling session from 2016 to 2018 are as follows:

2016 2017 2018Total vote from ballot box 1250 1343 1696Total valid vote count 1162 1308 1622Total invalid votes 88 35 74% of total valid votes 92.96% 97.39

%95.64%

FBE Union HouseDay 1 227 330Day 2 230 340Day 3 267 302

Total for each location 724 972Total votes 1696

5. Actual Expenditure

Item ExpenditureLounge Booking $200Dinner and snacks (Voting Session) $376.61Snacks (Policy Speech) $69.97Water (Policy Speech) $30Lock $8.99Goget (for food pick-up) $14 (TBC)Total (incl. GST) $699.57Budget (excl. GST) $700

30

Surplus / Deficit $0.43

6. Conclusion The results of the elections are as follows:

President Jonas Rognaas LARSEN

 Education & Welfare Vice-President

Ren Jie (Jack) PHANG 

Cultural & Social Vice-President Wei Jen (Dylan) LAU

 Secretary

Kar Mem (Krystal) NGOOI 

TreasurerKevin KALIP

 Education & Welfare Director

Olivia IRISH 

Cultural & Social DirectorXinling LU

Communications Director

Hana AGUSTINE 

Human Resources DirectorJames Bima NOTOWIDJOJO

 Partnership & Sponsorship Director

Sher Lynn LIM 

Education & Welfare Officer (4 to Elect)Archit AGRAWAL

Desmond Wen Zhen CHEWMichael William GUMARDI

Zhen Torng LEE

Cultural & Social Officer (6 to Elect)Bellivia MILLENIA

Jenn Lin TAY

31

Pik Yu (Phoebe) TEHSherlyne Jennifer SANTOSA

Xiao Han (Daisy) WUYunan LIN

 Communications Officers (3 to Elect)

Ajinkya DHAMALEWeiryn TAN

You Qi (Yuki) NG 

Partnership & Sponsorship OfficerIrene Yun Xin LEE

 Human Resources Officer

Li Shern (Gladys) LEE 

This concludes the report. I would like to thank the Returning Officers, Election Officers, and Dispute Committee members for their participation in the election process.

  Prepared by,

Angel Zi Shan WEEMelia Permata Sari WIJAYAEthan Jiaxi ZHANGReturning OfficersUMSU International Annual General Election 2018

Exam Pack Giveaway Semester 1 2018 Final ReportCentral Committee Meeting #12 – Friday 25th May 2018

1. IntroductionThis report concludes the event “Exam Pack Giveaway”, covering the period from Week 10 to Week 11 (16th May 2018), which included giving out of exam support packs and a free BBQ for students. The event details were as follows:

Coordinators : Education & Welfare and Human Resources Departments

32

Date : 16th May 2018, WednesdayTime : 12 PM to 2 PMVenue : North Court, Union HouseNumber of participants: 500 students (approximately)

2. Event Flow and Logistica. BBQ Event

In conjunction with the exam pack giveaway, Meat and Greet was also held at the same time. The reception from the students was satisfied and no food was wasted. In short, Meat and Greet was  successful and well-received.

b. Exam Pack Giveaway

Period Tasks

Week 10 Purchase of items for exam support packs

Week 11 Exam Pack Giveaway

Exam Pack Giveaway was promoted as part of “Stress Less Week” by UMSU Welfare. UMSU Welfare provided 300 bliss ball for EPG, in return, UMSU Intl helped to promote the “Stress Less Week”.

Three tables and sound system were set up in North Court, Union House for the distribution at 11 am. At 15 minutes prior to the announcement of the event, there was already a long queue forming in North Court.  Students who collected the exam support items were asked to liked our social media account.

The process of giving out was very smooth with minimal Student VIP pens and Cinema Novas movie vouchers remaining. To promote environmental awareness, student were reminded and encouraged to use their own bag to collect the items as well as reuse and recycle any recyclable materials. UMSU Intl tote bag were only given out to the students on a necessary basis.

Overall, the event was successful as we managed to reach out more than the target number of 500 students and minimise wastage of items by adopting the the previous adaptation of allowing students to take their prefered items.

3. Expenditurea. Breakdown for Meat and Greet (Covered by HR)

A total of $450 dollars have been allocated for this section.

Item Quantity Price (AUD) Total Cost (AUD)

33

White bread (650g) 25 0.85 21.25

Beef Sausage (1.7kg) 30 8.50 255.00

Vegetarian patties 20 5.40 108.00

Chicken sausages 10 6.20 62.00

Final Total 446.25

Budget allocated 450.00

Budget Surplus 3.75

b. Breakdown for Exam Pack GiveawayA total of $1600 was allocated for this section. Below is an updated list of the items that were included in the exam pack.

Item Quantity Cost (AUD)

Ziplock Bag 300 381.49

Inspirational bookmark 500 289.30

Heat Pack 400 140.00

Packet Drinks (Up n Go) 41 (boxes) 492.00

Indo Mee 400 80.00

Pencils 100 42.65

Pens 200 132.20

Speaker (from AVM) 1 40.00

Total Amount 1597.64

Budget Allocated 1600.00

Budget Surplus 2.36

4. Exam Support Pack The table will be showing the full list of items that were given out on the event day.

Items

34

Ziplock Bag

Inspirational bookmark

Heat Pack

Packet Drinks (Up n Go)

Indo Mee

Pencils

Pens

Student Vip: Notebooks Pens Highlighter Pencil cases Sticky notes

Bliss Ball by UMSU Welfare

Red Bull

Maggie Mee

Cinema Nova Movie Vouchers

Hokkaido Cheese Tarts Vouchers

UMSU Intl merchandises: Notebook Phone wallet Folder Drawstring bag Tote bag A5 plastic bottle

Soft toys (from Night Market)

5. Recommendationa. Task should be well allocated to the OBs and ISAs in the future to ensure even

amount of work and are aware of the allocated task on the event day.

35

b. Having briefing session about Exam Pack Giveaway before the event day covering the task allocation, support pack items to distribute and logistics on the day itselves.

c. Heat pack was one of the crowd favourites but it was fully given out in short period of time. More order should be done on the demanding items, or ensure all the items given out have equal amount in quantity. However, this is subject to the budget available for the next Exam Pack Giveaway.

d. As a courtesy to the student who lined up, reserve items for ISAs and OBs involving in exam pack giveaway to minimise taking item from the table directly.

e. Ensure the speakers obtained from external party, especially battery powered speakers, are fully charged or able to be used for the full duration of the event in the future.

f. Videos of the event could be filmed for the next Exam Pack Giveaway for promotional purposes as the long queue during the event was a significant indication of the success , it would be good to be documented for future publicity use.

g. For any future event that require to purchase items in bulk from Woolworths could contact them for placement of orders as they would help to pack up the items for collection.

h. Bollards for the queue should be arranged in advance with Aviya if required for any future event.

i. Possibly inform students before the event and while they are lining up, that they may be limited stock on items, as many students came specifically for one or two items that ran out towards the end of the event.

6. ConclusionThis concludes my report to Exam Pack Giveaway, Semester 1, 2018. On behalf of the Education and Welfare Department, I would like to express my gratitude to all OBs, ISAs and volunteers from UMSU Welfare for the helping hands in attaining this event. Please do not hesitate to contact any Education and Welfare Office Bearers if you have any concerns, suggestions or inquiries.

Prepared by,

(Jack) Ren Jie PhangEducation and Welfare Officer 2017/18

UMSU International

36

ISA Appreciation Night Semester 1 2018 Final ReportCentral Committee Meeting #12 – Friday 25th May 2018

1. Introduction

UMSU International‘s Appreciation Night was held on the 19th of May 2018 at Queen Street Rescue. The theme of the event was “Punk vs Pastel”. The purpose of the event is to appreciate the efforts of the International Student Ambassadors in all the events organized by UMSU International throughout their term from Semester 2 2017 to Semester 1 2018. There was a total of 70 participants who attended, including the graduating ISAs, OBs and the organizing team. There were various performances and games throughout the night and a 3-course meal was provided.

37

2. Event Layout

5:00 pm Organizing team and performers arrive at Queen Street Rescue to set up and prepare

6:30 pm Graduating ISAs and OBs Arrive7:00 pm Play Ice-Breaking Games (Spicy Noodle Challenge & Charades)7:45 pm Mains are served (with performances by OBs and ISAs)8:00 pm Announce Best Dressed ISAs and OBs8:30 pm Dessert is served (with performances by OBs and ISAs)8:45 pm Trivia & Lucky Draw9:00 pm President’s Speech and Handing Out Certificates9:20 pm Take group photos9:30 pm Cleanup

 

3. Budget and Expenditure

The total budget allocated for this event was $3600.

Items Amount

Venue Hire and Food $2686ISA Gifts: Chocolate Medals & Trophies

$105 $439.2

Decoration & Games (including game prizes) $146.54Coles vouchers for Best-Dressed ISAs and OBs $40Total $3416.74

4. Problems

There were complaints of mediocre food quality. The restaurant was unable to provide a microphone stand. One of the microphones was not working during sound check and thus had to be

replaced with a different microphone of poorer quality.

5. Conclusion

Overall, the event was successful; both ISAs and OBs had a great time. On behalf of the HR Department, I would like to thank the OBs who attended the event and the ISAs who contributed to plan for this event. This concludes my report and please do not hesitate to approach us if you have any queries or suggestions.

38

Prepared By,

Sabrina LohHuman Resources Director 2017/2018UMSU International

6. All Other Business Ian (P&S Department) CISA Conference

7. Next Meeting

-

39

40