28 th Students’ Council

1. 28th Students’ Council COUNCIL 101 Secretariat CommzD Welfare CCAD

2. Secretariat • Attendance • Departmental Meetings • Prior to a department meeting, inform your department secretaries of your attendance and/or excuses 10pm the night before • During the department meeting, attendance will be recorded by your respective department secretaries in an attendance book • Council Meetings / General Meetings • Prior to a general meeting, inform Jerome/Sharon of your attendance and/or excuses • Email 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 secretaries • During GMs, please report to your house secretaries for attendance-taking upon arrival at the venue • Council Wassap This Week • Council 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.

3. Secretariat • Internal Communication • Collection 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 information • Please adhere to the deadlines in submitting the information as that would facilitate the information collection process • Dissemination of information • Important information that councilors need to know will be sent through emails, hence please check your emails at least once a day • For urgent requests or dissemination of information, you will receive smses/calls from your respective department / house directorate secretaries • Dossiers • A form of collecting feedback and reflections from councilors to aid their personal development in their term • Mid-Term (during retreat) and End-term (after handover) • Dossiers will be recorded mainly in the form of review questionnaires and reflection questions • All councilors will go through Self-evaluation, in order for them to judge their own personal development in council • All 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 closely • The process of reflection has to be taken seriously so that genuine feedback and comments can be generated to accurately mark councilors’ personal development

4. Secretariat • Hours Collation • A 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 activities • The secretariat will work together with the teachers to decide on the official activities which hours will be allocated • Archives • A system to archive ALL documents (minutes, proposals, powerpoint presentations, workplan, etc.) for future reference • File-Naming System • Name all the files in the following system: • (Department)_(Subdept*)_(Title of file)_(Date)*if applicable • E.g. • CCAD_MSU_matchsupportallocationsT2w10_170508 • Welfare_Workplan_240508 • CommzD_Creativefeedback_Proposal_100708 • Keep a backup of all the files and documents • Jerome and Sharon will ask for archives during mid-term and end-term, so be ready with all your department files by then!

5. Secretariat • Reimbursement of funds • What to do when you’re about to spend money on behalf of council • Pre-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 reimbursement • Try to separate council items from non-council ones • Try 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.

6. CommzD • Publicity (Posters) SOPs • Each event is allowed 30 A4-sized postersOR20 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 containoffensive material (E.g. profanities and suggestive content). • There should be no posters in/on the following places: • Lecture Theatres • Classrooms, Seminar Rooms and Chat Rooms • Inside the Library • Lift Doors • General Office • Any 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).

7. CommzD Fixtures SOPsTable - 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 91825502 CommzD Deputy Head: Teo Tze Ern 91732480 All 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.

8. CommzD Submitting Feedback to CommzD FOR 28TH COUNCILLORS Suggestion 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 Sally sparethepishposh@hotmail.com FOR RJC STUDENTS Suggestion box will be placed in the HODGE LODGE in Term 3 CommzD members will collect feedback once a week

9. CommzD Website The URL for the Students’ Council website is: http://rjcstudentscouncil.org Website: Feedback Link The URL for the feedback link is http://rjcstudentscouncil.org/feedback Feedback 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 Calendar Email all updates to commzd@gmail.com Website: Match Commentaries All 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-WUTW All 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 Birthday Advertisements for sale of personal items, E.g. used bike / books

10. Welfare • Welfare Duty @ Hodge Lodge • All councillors must carry out welfare duty • Councillors must adhere strictly to the stipulated schedules • SOPs must be firmly enforced

11. Welfare

12. Welfare 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

13. Welfare Sports 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 section Remind 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.

14. Welfare • Umbrellas • - ollect $5 to be deposited inside the money drawer immediately • - Lock the money drawer (important!) • - Fill up the loaning sheet under the Umbrella section • Remind 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

15. Welfare • BLAZERS • 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

16. CCAD • ATTENDANCE • 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)

17. CCAD • ATTIRE • 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

18. CCAD General Layout Key (leading) councilors STUDENTS Other councilors

19. CCAD • TRAINING 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!