28th Students’ CouncilCOUNCIL 101

SecretariatCommzDWelfareCCAD

SecretariatAttendance Departmental Meetings

Prior to a department meeting, inform your department secretaries of your attendance and/or excuses 10pm the night beforeDuring the department meeting, attendance will be recorded by your respective department secretaries in an attendance book

Council Meetings / General MeetingsPrior to a general meeting, inform Jerome/Sharon of your attendance and/or excusesEmail all excuses to Jerome (rdctv_sumo@yahoo.com.sg) / Sharon (tanxhsharon@hotmail.com) by 10pm the night before During the general meeting, attendance will be recorded by your respective house secretariesDuring GMs, please report to your house secretaries for attendance-taking upon arrival at the venue

 

Council Wassap This WeekCouncil Wassaps are weekly emails sent out to inform councilors of what is taking place in the upcoming week.All councilors should take time to read through Council Wassap carefully and take note of what is happening throughout the week.Jerome and Sharon are in charge of sending out these weekly reminders to council.If you have any announcements or piece of information which you want the council to know, email them to: Jerome (rdctv_sumo@yahoo.com.sg) or Sharon (tanxhsharon@hotmail.com)BY 12 NOON ON SUNDAYS.

SecretariatInternal CommunicationCollection of Information

Certain information and data will be required from councilors throughout the term (e.g. biodata, grades etc)When there is a need to collect such information from councilors, you will be asked by your respective department / house directorate secretaries to email them the required informationPlease adhere to the deadlines in submitting the information as that would facilitate the information collection process

Dissemination of informationImportant information that councilors need to know will be sent through emails, hence please check your emails at least once a dayFor urgent requests or dissemination of information, you will receive smses/calls from your respective department / house directorate secretaries

 DossiersA form of collecting feedback and reflections from councilors to aid their personal development in their termMid-Term (during retreat) and End-term (after handover)

Dossiers will be recorded mainly in the form of review questionnaires and reflection questionsAll councilors will go through Self-evaluation, in order for them to judge their own personal development in councilAll councilors will also go through Peer-evaluation, in which they have to evaluate and comment on at least two fellow councilors which they have worked with closelyThe process of reflection has to be taken seriously so that genuine feedback and comments can be generated to accurately mark councilors’ personal development

Secretariat

ArchivesA system to archive ALL documents (minutes, proposals, powerpoint presentations, workplan, etc.) for future referenceFile-Naming System

Name all the files in the following system: (Department)_(Subdept*)_(Title of file)_(Date) *if applicable E.g.CCAD_MSU_matchsupportallocationsT2w10_170508Welfare_Workplan_240508CommzD_Creativefeedback_Proposal_100708 Keep a backup of all the files and documentsJerome and Sharon will ask for archives during mid-term and end-term, so be ready with all your department files by then! 

Hours CollationA system to keep track of the commitment of councilors and record the number of hours councilors spend participating in council activities

Hours will be awarded to councilors for official council activitiesThe secretariat will work together with the teachers to decide on the official activities which hours will be allocated

 

SecretariatReimbursement of fundsWhat to do when you’re about to spend money on behalf of councilPre-expenditure:- Check with your teacher i/c if your purchase has been approved. Only proceed if it’s been approved!- Check with your department or house treasurer if the cost of the item is within its allotted budget- If the item is of a moderate cost (>$100 but <$3000), he/she should check out at least 3 suppliers purchase the item from the supplier offering it at the lowest cost- If the item is very expensive (>$3000), he/she should approach the teacher-in-charge and request for the teacher’s help in inviting suppliers to provide quotations for the item to be purchased. The teacher will make the final decision regarding which supplier to purchase the item from.- In certain cases, the purchase will be made through the school, instead of through councillors as proxies. In such instances, you may leave the task up to the teacher-in-charge of the purchase. During expenditure

Get a receipt! Very important, because no receipt means no reimbursementTry to separate council items from non-council onesTry to purchase all the required quantities of the same item at one go, in order to minimise the total number of receipts. Try to let the same person pay for all related materials together.

 Post expenditure

Submit the receipts to the relevant treasurer within 3 days of purchase! This is because the treasurer needs time to process the receipts and get your reimbursements, and the finance office disregards receipts more than a month old.

CommzDPublicity (Posters) SOPs Each event is allowed 30 A4-sized posters OR 20 A3-sized posters, and 5 fixtures (or any other publicity materials). All posters must be approved by your respective event Teacher I/C before submission for approval by the Students’ Council Communications Department (CommzD). All publicity materials are allowed to remain up for a maximum of 2 weeks.

Only Blu-tack is allowed to affix posters to walls – do not use other forms of adhesive.Posters must not contain offensive material (E.g. profanities and suggestive content).There should be no posters in/on the following places:

Lecture TheatresClassrooms, Seminar Rooms and Chat RoomsInside the LibraryLift DoorsGeneral OfficeAny Signage (i.e. no signage should be obscured)Any Areas outside RJC

 All posters must have the original CommzD stamp before being put up – photocopied CommzD stamps are not allowed (such posters will be removed without warning).

CommzDFixtures SOPs Table - Only limited to tables in canteen/council canteen - Must be placed in plastic pockets and attached with Blu-tack only - Limited to one fixture per table  - Fixtures can only be put up for a maximum of two weeks  Ground fixtures Only to be placed in the canteen and at the T-area (yellow) in front of the canteen and corridor that extends from the amphitheatre to the area outside 7-eleven All ground  fixtures can be placed for a maximum of two weeks Only a maximum of 10 ground fixtures can be used for any event All fixtures (table or ground) are to be approved by the teacher I/C of the event before sending them for approval by CommzD members - All publicity materials will be stamped with their respective deadlines (i.e. expiry dates). The onus is on YOU to take down your posters by the indicated date. Should you fail to comply to the regulation, your event Teacher I/C may be contacted. Only CommzD members can approve your posters. In the event that you require urgent approval, please contact any one of the following CommzD personnel:CommzD Head: Lee Wing Kan Sally 91825502CommzD Deputy Head: Teo Tze Ern 91732480All CommzD members reserve the right to approve or reject your posters at our own discretion if we feel that they contain inappropriate material. Note that publicity on the notice boards outside the canteen is not controlled by CommzD and is under RJC ESTATE OFFICE. Any queries about the use of the notice boards should be directed to Estate.

CommzDSubmitting Feedback to CommzD FOR 28TH COUNCILLORSSuggestion box will be placed in the council room from Term 3 onwards.Feedback should be written on a piece of A4-sized paper with student’s name and class written on it.Councillors are to submit feedback for their non-councillor peers should they wish to make any complaints/suggestions.No non-councillors are to submit feedback into the box directly.Feedback will be collected and vetted by CommzD members. ALTERNATIVELY, All 28th councilors can also direct any queries/feedback to:        CommzD Head: Lee Wing Kan Sallysparethepishposh@hotmail.com FOR RJC STUDENTSSuggestion box will be placed in the HODGE LODGE in Term 3 CommzD members will collect feedback once a week

CommzDWebsiteThe URL for the Students’ Council website is:http://rjcstudentscouncil.org Website: Feedback LinkThe URL for the feedback link is http://rjcstudentscouncil.org/feedbackFeedback will be processed by CommzD WUTW / Website sub-unit.CCALS can email for request for publicity on website to commzd@gmail.com  Website: Updating of Website CalendarEmail all updates to commzd@gmail.com  Website: Match CommentariesAll councillors / CCALs assigned to write a commentary for any match are to submit it to commzd@gmail.com by 10pm of the night of the match; it’ll then be approved by Ms Hor. CCAD members who are assigned to take photos during the match are to upload them onto the CCAD website. CommzD (Website / WUTW) members will collect the photos from these CCAD members also by 10pm on the night of the match and upload them onto the website. Our news must be current. E-WUTWAll requests sent to whatsupthisweek@gmail.com by every Friday of each week for it to appear in the eWUTW sent out that Sunday. The following should not be placed in the E-WUTW:Personal messages, E.g. Wishing classmates / friends a Happy BirthdayAdvertisements for sale of personal items, E.g. used bike / books

WelfareSteps Action Person(s)

involved1. KEYS COLLECTION

(A) Sign in and collect a set of 3 keys from General Office 15 minutes prior to opening Set of 3 keys should include: i.Key to the Main Door (Door 1)

i. Key to the Video Game room (Game room)ii. Key to the Money Drawer (MD)

Note: DO NOT TOUCH KEYS TO DOOR 2 AND 3. Leave them closed and locked unless for special reasons.

First batch of councilors on duty (3pm-4pm)

2. SETTING UP (A) Unlock the lounge (Door 1) (B) Switch on the lights (switches found near door 1; at the left upon entrance)(C) Unlock the Main Drawer at the counter (main drawer has keys to sub-drawers) (D) Unlock the Games Room, turn on the 2 consoles and 2 televisions, and bring out the controllers from the Games equipment drawer (E) Locate and unlock the Air-con drawer (positioned at the right side of the stage) and switch on the Air-cons (note that one controller controls the four main Air-cons in the main lounge and the other controls the Air-con in the Games Room) (F) Unlock the Karaoke Closet and turn on all the main switches and all the devices involved. Bring out the mikes, catalogue and remote controller in the closet when students ask for them. (G) Turn on the 2 television sets.

First batch of councilors on duty (3pm-4pm)

Welfare Duty @ Hodge Lodge1.All councillors must carry out welfare duty2.Councillors must adhere strictly to the stipulated schedules3.SOPs must be firmly enforced

Welfare3. SIGNING IN AND OUT

(A) Locate the black file in the Files Drawer (right below the Main Drawer)(B) Sign in and out for welfare duty

All councilors on duty

4. STANDARD OPERATING PROCEDURES

Refer to SOP list pasted on the table at the counterAll councilors on duty

5. CLEARING OUT (A) Games Room Keep all the controllers and games inside the games equipment drawerTurn off all the gadgets (4 of them) and power supplies in the Games Room Arrange the chairs Switch off the Air-con Lock the Games Room (B) Audio system Turn off the two television setsTurn off all the systems and the main power switchesTurn off the mikes (2) Place the mikes, catalogue and remote controller back into the closet Lock the closet up (D) Air-con Turn off the Air-cons (4) in the main lounge Place the remote controllers back into the Air-con drawer Lock drawer (E) Counter Clear the table Lock up all the sub drawers Make sure all the keys (15) are back in the Main Drawer Lock the Main Drawer (F) Turn off all the lights(G) Lock up the lounge (Door 1)

Third batch of councilors on duty(5pm-6pm)

Welfare6. RETURNING OF KEYS (A) Ensure that all keys (5) are present

(B) Return keys to the General Office and sign out(C) If General Office is closed (99% of the time), return it to the Security Guard outside the General OfficeIf absolutely necessary, contact Security Guard at 92368962

Third batch (5pm-6pm)

Standard Operating Procedures (for Welfare Duty) Playstation 3 / Wii- Students only allowed to play for a maximum of one hour- Collect EZLink of one student from each playing group- Ensure all students in the group sign into guestbook- Fill in games console form Movie Theatre- Minimum size of groups: 5- Minimum size of groups to qualify for private screening: 20- Collect EZLink of one student from each movie group- Sign ANYONE who enters theatre halfway through a movie- Fill in movie theatre form Advanced Booking for Movie Theatre- Fill in form at Hodge Lodge counter

WelfareSports and Games- Direct students to the catalogue- Advertise the whole range of products available very enthusiastically- Collect EZLink card from one student of each playing group.- Fill up the loaning sheet under the Sports and Games sections- Remind students to return by 6.00 pm or the room will be locked up and they will not be able to retrieve their EZLinks. And they would have to pay a fine of $2 for everyday they fail to return it PE Kits- Ask for their size of shirt and shorts- Collect $10 to be deposited inside the money drawer immediately- Lock the money drawer (important!)- Fill up the loaning sheet under the PE kits sectionRemind students to return what they borrowed by the following Monday, WASHED.$2 will be deducted from the return of deposit for every week or part thereof that they fail to return their shirt/ shorts.- This means that if the person returns it on Wednesday, he is considered one week late. If he returns it the following Monday (2 weeks after he borrowed), the fine will be increased to $4 and so on.- If person does not return within 5 weeks, $10 will be forfeited and has to purchase a new set, which should cost approximately $15.

WelfareUmbrellas- ollect $5 to be deposited inside the money drawer immediately- Lock the money drawer (important!)- Fill up the loaning sheet under the Umbrella sectionRemind students to return what they borrowed by the following Monday$2 will be deducted from the return of deposit for every week or part thereof that they fail to return their umbrellas.- This means that if the person returns it on Wednesday, he is considered one week late. If he returns it the following Monday (2 weeks after he borrowed), the fine will be increased to $4 and so on. Birthday Materials- Collect $1.00 to be placed into money drawer immediately- Lock the money drawer- Record who purchased birthday materials

Miscellaneous- Keep money drawer locked at all times- Follow the SOPs pasted at the counter (most updated)- SOPs are subjected to change- Services provided are likely to be increased

WelfareBLAZERS What to do when approached for blazers?- Give the student a blazer QM’s contact details- Inform the student about blazer loaning time slots Standard Operating Procedures

- Even councilors must adhere to it- No favours granted to friends- Cannot open room at unregulated times as councilors deem fit

 Rationale for Blazer Quartermasters- Provide a constant contact point for students and teachers to acquire blazers efficiently- Ensure accountability of blazers 

CCADATTENDANCE• Attendance is very important, as it shows Council’s support for the students• Compulsory attendance at assigned MS• Councilors who are missing/late without a valid reason will have action taken against them• Councilors who are late/ have to leave early (with valid excuses) are to report to Match

Supports OIC – hours are collated for MS

ALLOCATIONS ( AND ATTENDANCE)• Allocations sent out via egroup by Sunday afternoon. • Last minute Match Supports might also occur; emergency information dissemination system will

be activated (House capts for now; secretariats revising plan)• Each councilor is only supposed to go for max. 3 Match Supports per week.• Allocations done based on schedule submitted at start of term; will consider indiv. preferences

for July-August season• All excuses are to go to Match Support OIC, before 12am on Sunday.• Swaps are highly discouraged as they make the allocations messy; should be done when truly

necessary.• Swaps cannot be substitutes.• Excuses are limited to:

- Official examinations (excludes class and lecture tests)- Actual SPA- H3 (external and internal)- Remedial (NOT make up lessons/extra lessons)- Training/ rehearsal (for upcoming season/performance within 1 week of Match Support)

CCADATTIRE• Uniformity is IMPORTANT: sense of identity, easily identifiable by others• No more black “Team Raffles” shirts!• Green MS shirts arriving by next week• 28th MS shirts arriving too• Total shirt count: 2• Shorts: RJ PE or FBTs

ADVANCE PARTY• Only applicable for major finals• CCAd MSU decides on a group of 8-12 councilors (depending on size of match, workload etc.)

to form advanced party• Advanced party chosen according to class timetable; minimise missing of lessons. Priority goes

to CCAD members; take cabs down to venue.• Advanced party leaves even earlier than normal councilors (approx 1-2hr). Duty: cordon off

area, tie up banners, give instructions for other councilors to follow.

ROLE OF COUNCILLORS• Role of councilors in MS is to be cheerleaders, not merely supporters. • CCAD or not, you have to LEAD the student population in cheering for Raffles. It must be

understood that all councillors are automatically cheerleaders in a Match Support. • When leading, face the crowd and refrain from watching the match. This is so that you would be

able to influence the students into cheering. • Other roles: clearing up after MS

CCAD

STUDENTS

Key (leading) councilors

Other councilors

General Layout

CCADTRAINING BY CCAD• Conducted by 27th CCAD, details unconfirmed• Technical stuff, eg. tying knots, building huge structures (similar to Scouts’).         • Cheers (when to cheer what types of cheer, develop your style of leading cheers)• how to lead cheers (everyone gets a chance to lead, not just CCADers)

OFFICIAL CLASS MATCH SUPPORT• 27ths introduced it• With experience, system is currently being improved and refined• As councillors, remind/encourage class to go for MS. Take note: students not allowed to miss

official lessons for class MS.• To sign up, look for MS I/C Junhao or CCAD Head Jiahao• Facilitate process by giving them HP numbers!