taylors university-student-organisation-manual

STUDENT ORGANISATION

MANUAL

TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 2

ACCOUNTABILITIES

Implementation Student Organisations inclusive of Student Bodies, Clubs

or Societies under Life Skills Development (LSD)

Compliance Advisors, Council, Associations, Clubs, Societies and

groups involved in Clubs and Societies Events and

Activities

Monitoring & Evaluation Student Development Advisory Committee

Development & Review Student Development Advisory Committee

Approval Authority Student Development Advisory Committee

Interpretation & Advice Student Development Advisory Committee

DEFINITIONS AND ACRONYMS

Advisor Student Body / Club / Society Advisor, Staff from Student

Development

Club Fund Any funds earned by the club (e.g. membership,

sponsored cash and/or profit from events)

Club Level Events that are specific and limited to members of the

club only

Student Organisation Student Bodies, Clubs and / or Societies and its members

that are officially registered and recognised by Student

Development, INTELLECT


Disbanded The ceasing of operations such as recruiting, organising

events, conducting meetings, raising and keeping funds,

and any other matters

Documentation Proposals, financial statements, evaluation reports or any

other matter which requires the authorisation of Student

Development

Events and Activities Student Bodies and Clubs & Societies Events and

Activities

Elected Officers Executive Committee, Board of Directors and/or

Committee

EXCO Executive Committee

External Parties All entities not within Taylor’s University which includes

companies, vendors, agents, et cetera

External/official

correspondence

All external communication between Taylor’s University

and any external party. Most such correspondence will

be in the form of sponsorship letters, invitation letters,

press releases or other matters concerning the external

party

Group Student Council/ Student Body/Club/Society and its

members

Half year / six (6)

months

January – June and / or July – December

Impeachment Removal of a member for committing serious offences

that abuse their position supported with facts and

evidence.

Institution Level Events that are open to all students, staff and outsiders

Legal age 18 years old and above


Manual Taylor’s University Student Organisation Manual

Members / Student Any current registered Taylor’s University student who

has registered and been accepted

Includes EXCO, Board of Directors and elected

officers

Also includes Student Organisations: Student Council,

Student Bodies, Clubs and Societies

Non Public Information Includes financial and cost data, business plans and

strategies, operating reports, and pricing information

Official Quotation Quotations with company letter head / stamp

Official Warning in

Writing

Warnings in the form of email, fax and / or memo

Operations Recruitment, organising events, conducting meetings,

withdrawing / depositing club funds, etc

Policy Taylor’s University Student Organisation Policy

Programme Council Group of students consisting of members of the same

programme that oversee the welfare of all students in

that specific programme

Prohibited Activities Breach of any of the Taylor’s University Clubs and

Societies Policies and / or Taylor’s University Student

Handbook

Publication Includes all printed and non-printed materials for

promoting events or Student Council, Student Bodies,

Clubs and Societies (e.g. posters, flyers, computer

wallpaper, brochures, banners, backdrops, souvenirs,

invitation cards, newsletter etc.)


Record Maker A milestone event being organised for the first time, be it

at university, community, national or international level,

and worthy of press coverage

Significant Contribution by the individual that is noteworthy,

important, major, large and substantial to the Group

Student

Registered and current full time student

A person studying a course of study at Taylor’s

University

A person ceases to be a student when results of the

final examination have been released and the person

is found not to have passed the examination or if he /

she fails such examination, until he / she is, thereafter,

registered again for that or another course of study

applicable to a registered student

Success The avoidance of financial loss and damage to property

and persons. Also includes committee members’ learning

outcome measured by event evaluation report.

TU Taylor’s University

Unexplained absences Absence from meetings / functions without prior notice

and/or without a written letter to the Secretary within 3

days after the meeting / function

Year The calendar year beginning from January – December


CONTENT

Category Content Page Number

Establishment of Student

Organisation

Formation of New Student Organisation 9

Student Organisation Profile and Structure 10

Job Scope for Leadership Roles 11 to 13

Student Organisation File 13 to 14

Internal Communication

Official Communication Channels 15

Organisation Meeting 15

Meeting Agenda 15 to 16

Meeting Minutes 17 to 19

Attendance Record for Meeting 20 to 21

Annual Membership Record 22

External Communication

Official Student Organisation E-mail 23

Official Student Organisation Facebook 24

Publicity Guidelines 25 to 32

Student Organisation Fund

Management


33

Cash Deposit & Cash Withdrawal 34


Annual Financial Budget 35 to 36

Quarterly Financial Report 37 to 38

Annual Financial Report 39 to 40

Project Guideline

Annual Action Plan for Student

Organisation Project

41 to 42

Project Proposal 43

Project Goal 44

Project Budget 44 to 45

Project Team Structure 46 to 47

Project Planning Using Gantt Chart 47 to 48

Project Infrastructure 49 to 50

Project Management Checklist 51

Project Implementation 51 to 52

Post Project Evaluation Report 53 to 54

Post Project Financial Statement 55 to 56

Sponsorship Guideline

Internal 57

External 57 to 58

Travelling Request for Travelling Info Sheet 58 to 59


Administration 60

Indemnity Form 60

Insurance 60

Pre-Departure Briefing 61

Training and Development

SHINE Empowerment Series 62

SHINE Experiential Learning 62

Recognition

Leadership Roles in Student Organisations

Management

63

Leadership Roles in Student Organisations

Project

63

How to claim points for a Position you held

in an event

64

Achievement by Student Organisations 65

Transition Plan

Induction Checklist 66

Handover Checklist 66


ESTABLISHMENT OF STUDENT ORGANISATION

Formation of New Student Organisation

1. An official application to seek the approval from Student Organisation Advisory

Committee for the formation of any non-academic Student Organisation:

2. Student Organisations to submit proposal and application to:

Non-Sports: Life Skills Development.

Sports: Sports and Recreations Centre.

International Centric: Student Affairs

Student Organisations that are Programme / School-Specific to submit proposal

and application to the Dean.

3. All Student Organisations formed must adhere to the requirement set. Reference:

Taylor’s University Clubs and Societies Policy | Administrative Policy and Procedures

Article 1 Section 1.1 (Clubs and Societies Events and Activities Structure at TU)

4. All the application must be made together with a proposal with the following details:

Name of the Student Organisation

Organisation Profile with Vision, Mission and Values

Name and Designation of Staff Advisor/Teacher Advisor

Action Plan of the year

Pro-tem Committee with Organisation Structure (min. 20 members)

Signature of Pro-tem Committee and Advisors

Particulars of all Pro-tem Committee (Full Name, Student ID, I/C or Passport No.,

Programme, Mobile No. and Email)

Reference: Taylor’s University Clubs and Societies Policy | Administrative Policy

and Procedure Article 1 Section 1.7 (Forming a New Club / Society).


Student Organisation Profile and Structure

1. Student Organisations must be equipped with a profile that provides an overview of

the vision, mission, values, structure and scope of goals to be achieved.

2. Vision: A purpose and value statement that outlines where you want to be, your aim

and future.

3. Mission: Defines the purpose and primary objectives leading towards how you will get

to where you want to be. Broad goals to lead an SO from present to the future.

4. Structure: The leadership and leaders of your organisation – Executive Committee

Members (EXCO) and Board of Directors (BOD).

5. Scope of goals to be achieved: Clear and well-defined goals that explains how you

are going to meet your vision and mission.

6. Term of Service is from October to September annually.

Useful Tips:

http://tuso-symphonyorchestra.blogspot.com/p/about-us.html

Example of Student Organisation Structure

PRESIDENT

DIRECTOR

ASSISTANT DIRECTOR

COMMITTEE MEMBER

DIRECTOR

ASSISTANT DIRECTOR

COMMITTEE MEMBER

DIRECTOR

ASSISTANT DIRECTOR

COMMITTEE MEMBER

VICE PRESIDENT

SECRETARYTREASURER

http://tuso-symphonyorchestra.blogspot.com/p/about-us.html


Job Scope for Leadership Roles

1. All Student Organisations must consist of Executive Committee (EXCO) Members,

Board of Directors (BOD) and Committee Members.

2. The following EXCO positions and job descriptions are mandatory in all Student

Organisations:

a) President

Establish the Student Organisation Profile including Mission, Vision and Guiding

Values.

Establish the Student Organisation Structure including Teacher Advisor.

Develop the Annual Action Plan and key activities for the reporting term.

Organise a Signature Event or a combination of multiple events achieving total

participation of 200 students.

Retention of EXCO, BOD and Committee Members within the reporting term.

Ensure smooth transition of roles, responsibilities and SOPs to the new reporting

board.

b) Vice-President

Guidance to all Project Managers on the process of Projects Management.

Main Liaison with Advisor for all events including proposal, logistic

arrangements and infrastructure of the event.

Coordinate the compilation of Post Projects Evaluation Report including

evidence such as participation listing and photos.

c) Secretary

Manage a complete Student Organisation File at all times.

Ensure that the meeting agenda, meeting minutes and attendance record is

updated and guide the Project Secretary to do the same.

Timely response and communication with members/non-members via Student

Organisation E-mail.

Maintain an updated Membership Database that is accurate at all times.

d) Treasurer

Prepare the Annual Financial Budget for the Student Organisation and

guidance for the Project Treasurer to prepare the Project Budget.

Prepare Post Project Financial Statement and guide the Project Treasurer to do

the same.

Submission of Quarterly Financial Statement to advisor by the 1st week of the

following month (Quarter: Dec, March, June, September).

Submission of the Annual Financial Report by the end of the reporting term

(September).

Manage the funds of the Student Organisation through tracking of cash inflow

/ outflow.


3. All Student Organisations are highly encouraged to implement the following

departments and job descriptions for Directors and Assistant Directors:

a) Publicity and Promotions

Oversee the branding of all publicity and promotional materials and ensure

that the University, INTELLECT, Life Skills Development, Shine Award Centre and

Student Organisation Logo are displayed accurately.

Coordinate all publicity infrastructures including permit for exhibition and

promotional channels to be fully utilised.

Guide the Project Team (P&P) to do the same. Approval Matrix - P&P > Project

Manager > President > Advisor within 2 months before event date.

Active participation in all Student Organisation events, activities and meetings.

b) Marketing

Develop and maintain an up-to-date database on all partners such as

supporting organisations, sponsors, speakers, industries, chapters, varsities etc.

Initiate linkage and maintain networking with all partners through knowledge

sharing and added values initiatives.

To seek sponsorship to support the Student Organisations activities and event.

Guide the Project Team (Marketing) to do the same. Approval Matrix -

Marketing > Project Manager > President > Advisor within 2 month before event

date.


c) Members Development

Attract the right talents into the Student Organisations and ensure that the

Student Organisations participate in C&S Recruitment Drive.

Prepare training plan for EXCO, BOD, Committee and members, at least once

every quarter.

Plan and execute one Community Service Initiative for the Student

Organisations throughout the term.


d) Public Relations

Ensure maximum mileage for Student Organisations events through post event

coverage.

Maintain the communication and engagement with members through

Facebook updates on activities and events. Link Student Organisation’s events

to Life Skills Development Facebook.

Plan and execute one Community Service Initiative for the Student

Organisations throughout the term.



4. Committee Members is vital in ensuring the success of all Student Organisation.

To take on the role as Project Core Team for at least one event

EXCO and BOD to ascertain 3-Specific Student Organisation Tasks for the

committee members

Active participation in all Student Organisation events, activities and meetings

5. Additional departments with clear job scope and areas of responsibilities can be

implemented to support the growth of the Student Organisations.

6. All the positions would need to be approved by the respective Advisors.

Student Organisation E-Filing System

1. The Student Organisation E-File is under the purview of the Student Organisations’

respective advisors.

2. All documents must be submitted via e-mail to the respective Student Organisation

Advisor on the stipulated timelines. It is the responsibility of the Position Holders to submit

the required documents as per timeline.

3. An exemplary and complete Student Organisation File must include all documents

relevant to the operation and projects organised by the Student Organisation. The

contents should be easily comprehensible to any members of the organisation and

can be used as a point-of-reference when needed.

4. The responsibility of managing/submitting the documents necessary to complete the

the Student Organisation File lies in the care of the Secretary.

5. The importance of Student Organisation File:

a. Evidence of the activeness of the Student Organisation

b. For audit purposes hence monthly updates is required

c. Support the hand-over to the new board during the transition process.

6. A complete Student Organisation File must contain the following:

INTRODUCTION

Student Organisation Profile

Student Organisation Structure


ANNUAL MEMBERSHIP RECORD

Up-to-date Annual Membership Record with students’ name, Student ID,

Programme, Email, Contact Number, Attendance for Meeting and Participation in

Events.

MEETING MINUTES

Up-to-date Meeting Minutes

Up-to-date Attendance Record

Absenteeism Letters

FINANCIAL RECORD

Student Organisation Fund Records

Copy of Cash Deposit and Cash Withdrawal Forms

Annual Financial Budget

Quarterly Financial Report

Annual Financial Report

PROJECT SECTION

Annual Action Plan

Project Proposals with approval from Advisor

Project Budget

Project Team Structure

Project Planning – Gantt Chart

Project Infrastructure including Venue Booking Forms and Display Permits

Project Management Checklist

Post Project Evaluation Report

Post Project Financial Statement with Copy of Receipts

Project Photographs

Participants Listing

TRANSITION PLAN

Handover Checklist

Induction Checklist

Resources and Contact Listing

Incidentals (Copy Codes, Passwords, Banking Information)

Workflow and Chart

Sponsorship Database and Correspondence


INTERNAL COMMUNICATION

Official Communication Channels

Official announcements should be made through 4 channels:

Life Skills Development Wordpress

Official E-mail to Student Organisations

Announcement via Student Portal

Meeting with Student Organisations

Organisation Meeting

Reference: Taylor’s University Clubs and Societies Policy | Administrative Policy and

Procedure Article 1 Section 1.3 (Meetings)

Meeting Agenda

1. A Meeting Agenda is a list of activities that is presented in the order in which it will be

taken up, by beginning with the call to order and ending with adjournment.

2. Meeting agenda helps members to be:

Informed on the topic and areas of discussion

Prepared for the areas of updates

Punctual and ready for the meeting

3. A Meeting agenda or the outline of the meeting should be disseminated to all

members (3) working days before the meeting is held.

4. A meeting agenda does not need to be detailed and can be based on the follow-up

areas from previous meeting minutes. This is to ensure proper closure for any areas of

discussion.

Useful Tips: http://www.wikihow.com/Write-an-Agenda-for-a-Meeting

http://www.wikihow.com/Write-an-Agenda-for-a-Meeting


Example of Meeting Agenda

Meeting Agenda

Taylor’s University Student Council

Date : 5th July 2013 (Friday)

Time : 12pm to 2pm

Venue : Student Leaders Room

Meeting Title : Bi-weekly Meeting

AREAS OF FOCUS ACTION BY

Review of previous meeting minutes Neo Shee Yee, Secretary

Annual Action Plan for Campus Welfare, Campus

Integration and Campus Relations.

Joshua Chieng

Director, Campus Welfare

Dinesh Karthikesu

Director, Campus Relations

Andrea Lim

Director, Campus Integration

Updates on MPPK

(National Student Dialogue Council)

Lim Ben-Jie, President

Finalization of T-shirt Design

Joash Nicholas Ong,

Vice- President

Any other arising matters

Prepared by:

____________________

(Name)

Secretary

Verified by:

____________________

(Name)

President

Acknowledged by:

____________________

(Name)

Advisor


Meeting Minutes

1. Meeting minutes is important to capture the essence of the discussion to identify:

Next step planned

Identify and track action items

Assign action roles to members

Useful Tips: http://www.wildapricot.com/membership-articles/how-to-write-effective-

meeting-minutes

2. Important information that should be considered are:

WHAT : What is the issue being discussed?

WHY : Why is this important?

WHERE : Where is this project taking place?

HOW : How can this project be rolled out?

WHEN : When is the deadline or target for this issue to be addressed?

WHO : Who are the persons in charge?

3. All minutes need to be sent out to all members within 7 days from the meeting date.

http://www.wildapricot.com/membership-articles/how-to-write-effective-meeting-minutes

http://www.wildapricot.com/membership-articles/how-to-write-effective-meeting-minutes


Example of Meeting Minutes

ETC Magazine’s Weekly Meeting

Date : 1st April 2014

Time : 10am to 12pm

Venue : Student Leaders Room

Attendees : David Lee, President (DL)

Ann Chia, Vice-President (AC)

Susan Tan, Secretary (ST)

Susan Pillai, Treasurer (SP)

Julie Wong, Sponsorship Director (JW)

Patrick Ganez, Publication Director (PG)

Lily Gomez, Marketing Director (LG)

Absent with Letter : Jennifer Gan, Sponsorship Assistant Director (JG)

Absent without Letter : Elisha Victor, Marketing Assistant Director (EV)

Minutes Taken By : Susan Tan, Secretary (ST)

No Agenda Action Deadline

1.0 President of ETC, David Lee (DL) table the topics for

discussion:

1. Establishment of ETC Magazine Committee

2. Launch Programme

3. Fund Raiser

4. Publication

5. Other Matters Arising

Info

2.0 Formation of ETC Magazine Committee

DL presented the project committee structure for ETC

Magazine Launch together with their roles and

responsibilities.

DL

3.0 Launch Programme

3.1 The 2014 issue to be launched on 14 June 2014

.

Info 14 June

3.2 600 copies to be printed for the launch and

distribution.

LG 1 June

3.3 Celebrity Guest Speaker to be invited to launch the

inaugural issue eg. JJ from RED FM and Bernice Chauly,

Malaysian Writer.

LG 10 May

4.0 ETC Magazine Fund Raiser

4.1 Target: RM4,000 for the production of magazine. JW

16 May

4.2 Submission of Event Proposal for approval. JW

15 April


4.3 Booking for venue, sound system and layout plan. JW

9 April

5.0 Publication

5.1 Editorial Content and Editing

Shortlist article, cover story and photographs.

PG 15 April

5.2 Editorial Design

Theme for the design to be presented in the next

meeting

PG 15 May

5.3 Printing

Standby printer and specification for printing.

PG 1 June

6.0 Any other arising matters

Invitation list for the launch to be shortlisted in next

meeting

DL 16 April

The meeting was adjourned at 12pm. The next meeting will be held on the 16th of April

2014.

Prepared by:

____________________

(Name)

Secretary

Verified by:

_____________________

(Name)

President

Acknowledged by:

____________________

(Name)

Advisor


Attendance Record for Meeting


Taylor’s University Clubs and Societies Policy | Administrative Policy and Procedures

Article 1 Section 1.3 (Meetings)

2. Attendance records for meetings help members:

Keep an updated record and track the attendance of members at meetings.

Follow up with members who has been absent for 4 meetings without a valid reason

and remove them from the Student Organisation.

Identify the number of active members and determine how best to assign roles

and responsibilities during events.

Updated attendance record is required for audit purposes.

3. Attendance Record should include the following information:

a) DATE : Month of meeting/practice

b) VENUE : Place of meeting/practice

c) MEETING TOPIC : Purpose of meeting

d) NAME OF MEMBERS : Who attend and did not attend the meeting

e) STUDENT ID : Identification number of members as a TU student

f) SIGNATURE : Signature of Members


Example of Attendance Record for Meeting

Attendance Record for AIESEC at Taylor’s University

Date : 10 February 2014

Venue : Lecture Theatre 1

Meeting Title : Extraordinary General Meeting

NO NAME STUDENT ID SIGNATURE 1 Liu Lee Dian 023919 Lee dian

2 Shawn Raj 091347 Shawn 3 Dessiree Pereira 045628 Dessiree

4 George Lucas 029218 Lucas 5 Douglas Adams 031274 dougadams

Prepared by:

___________________________

(Name)

Secretary

Verified by:

___________________________

(Name)

President


Annual Membership Record

1. The attendance record for meetings should be compiled and tabulated into the

Annual Membership Record for the purpose of identifying active members in the

Student Organization.

2. The Annual Membership Record captures the summary of members’ particulars,

meeting / event dates and the attendance/absenteeism of all members.

3. Through the Annual Membership Record, the Student Organisation will be able to

identify active members from non-active members and easily extract members’

particulars.

4. All Annual Membership Listing should include the following:

Name

Student ID

Programme

Contact Number

E-mail

Meeting / Event Dates

Status of Attendance / Participation

5. The template for the Annual Membership Record can be downloaded from:

https://tulifeskillsdevelopment.wordpress.com/clubssocieties-resources/



EXTERNAL COMMUNICATION

Official Student Organisation E-Mail

1. Student Organisation shall have an official e-mail to;

a. Communicate with members or potential members of the Student

Organisation

b. Liaise with external parties for sponsorship and official correspondence

c. Correspondence with Advisors on matters relating to the Student Organisation

2. The EXCO of the organisation is responsible for the maintenance of the e-mail account.

3. All e-mails must be responded professionally within 2 working days from the date the

email is received. Useful Tips: http://jerz.setonhill.edu/writing/e-text/email/

4. A monthly listing of students interested to join the Student Organisation will be sent out

by Life Skills Development on the 2nd week of every month.

5. The Student Organisation is required to contact the new members for follow-up within

one (1) week from the date the e-mail is received.

http://jerz.setonhill.edu/writing/e-text/email/


Official Student Organisation Facebook

1. It is necessary for all Student Organisations to own and manage an official Facebook

Page to promote their activities and events.

2. The content must be decent and suitable for the campus communities. All the postings

should be related to the Student Organisation and its purposes and must adhere to

professional standards.

3. Information which is not suitable includes profanity, racist or rude remarks, personal

posts or rants, derogatory remarks of anything or anyone, political stance, insensitive

comments and any postings that does not reflects the core values of Taylor’s University

should not be posted.

4. The Student Organisations’ Profile and Structure, Official Logo and Contact Information

should be made available on the Facebook Page. The Life Skills Development and

Taylor’s University logo must be reflected on the profile photo or cover photo of the

page.

5. Activities and events of the Student Organisations are to be linked to the Life Skills

Development Facebook Page to integrate the communication and publicity efforts.

6. Useful Tips:

Use Social Media as a platform to inform existing members of new information,

updates, upcoming events and showcase past events.

Leverage on Social Media channels as a marketing tool to recruit new members

or participants and spread more awareness of your Student Organisation.

Ensure your social media pages are user-friendly and interactive.

Post updates regularly to generate more traffic to your page.

Make your page informative with content relevant to your SO’s nature or scope of

interest.

Create extra buzz from time-to-time with online competition or activities relating to

your Student Organisations.


Publicity Guidelines

1. All Organisations formed must adhere to the requirement set. Reference: Taylor’s

University Clubs and Societies Policy | Publication Policy and Procedures Article 11

Section 11.1, 11.2, 11.3, 11.4 and 11.5.

2. All publicity materials (Banners, Buntings, Posters and Flyers) must be approved by

advisors before proceeding with printing or for display.

3. Publicity and promotion of event can be done on or off-campus, using electronic or

printed media.

4. All publicity materials must include the Taylor’s University Logo identical to one of the

following:

The emblem of the Taylor’s logo can be the same size or larger than other logos

but never smaller

The emblem and texts must never appear distorted

The logo must never appear pixelated

Do not change the colors of any part of the logo

For black & white prints, please ensure that the entire emblem does not appear

black. Refer to the following sample:


5. All publicity materials must include the advisory unit logos (see examples below for Life

Skills Development):

The emblem and texts must never appear distorted

The logo must never appear pixelated

Do not change the colors of any part of the logo

6. Promotional materials should also include the Taylor’s Graduate Capabilities (TGC)

icons that indicate the relevant skill sets that they can gain from the event, see the

following sample:

Taylor’s Graduate

Capabilities icons


7. The Taylor’s University, Life Skills Development, Shine Award Centre and INTELLECT

Logo can be downloaded from the Life Skills Development Wordpress:


8. (Please contact your respective advisor for the password)

9. Specifications guideline for promotional materials:

Banner

Size: 4ft x 16ft (landscape

only)

Bunting

Size: 6ft x 2ft

Poster

Size: A3 [Portrait only]

Flyer

Size: A5 or smaller

Digital

Max width 500 pixels

[Portrait only]

Types : Direction Signage

Location : Mobile

Units : 20

Size : Horizontal A3

(Double Side)

Types : Poster Notices

Location : Entrance of LT1 to LT20

& Lifts from Block A to E

Units : 39 (20 outside LTs)

Size : Portrait A3



Types : Banners

Location : 1 unit at Overhead Bridge, Level 1 - Block C,D and E.

1 unit at Level 2 Block E

1 unit at Level 2 Block A (Facing the Fountain)

Units : 5

Size : 46” x 192” (4ft x 16ft) Landscape only

* 2” of pocket required on top and bottom of banner

Location : 1 unit outside TGH, Level 2

Units : 1

Size : 48” x 128” (Facing the Reserved Car Park)


10. Contents in promotional materials should include:

Name of Student Organisation Purpose

Taylor’s University Logo Rules and regulations

INTELLECT Logo Rules and regulations

Life Skills Development Logo Rules and Regulations

Shine Award Centre Logo Rules and Regulations

Student Organisation Logo Prizes (if any)

Sponsor Logo Contact Details

Venue | Date and Day |Time Dresscode (if any)

Programme Itinerary Disclaimers

11. For sponsored events, please include all the sponsor logos to recognise the supporting

organisations that are involved in the success of the events.

12. All logos must be in high resolution provided by the sponsors.


Example of Logos for Sponsors in Poster


Examples of Logo for Sponsors in Banner

13. Timeline and process for promotional material display:

14. For online postings in Student Portal, please include a short write-up of the event as

well.

15. To effectively create a buzz for your event, please use all mediums available and begin

promotions at least 1 month before your event take place.

16. For more tips on designing effective promotional materials, visit:

http://www.evergreen.edu/scicomp/docs/workshops/Poster_Tips2.pdf

http://djdesignerlab.com/2011/10/10/15-attractive-poster-design-for-

inspiration/

APPROVAL FOR VISUAL

•Min. 2-month before your event date

• Email your visual to your respective Advisor

PERMIT FOR PROMO MATERIAL DISPLAY

•Submitcompleted formto LSD 4-weekbefore your eventdate.

REMOVAL

•All materials to be removed by Student Organisations with 3-working days after the event is completed.

http://www.evergreen.edu/scicomp/docs/workshops/Poster_Tips2.pdf

http://djdesignerlab.com/2011/10/10/15-attractive-poster-design-for-inspiration/

http://djdesignerlab.com/2011/10/10/15-attractive-poster-design-for-inspiration/


Example of Permit to Exhibit Signage / Poster / Banner Form


STUDENT ORGANISATION FUND MANAGEMENT



Taylor’s University Clubs and Societies Policy | Fiscal Policy and Procedures Article 3

Section 3.1 (Safekeeping of Funds), Section 3.2 (Funding of Events), 3.3 (Purchasing),

3.4 (Safekeeping of Items Purchased) and 3.4 (Membership Fees)

2. All matters pertaining to fund transaction should be up-to-date and safeguarded in

the Student Organisation E- File.

Cash Deposit and Cash Withdrawal

1. All Organisations formed must adhere to the requirement set. Reference: Taylor’s

University Clubs and Societies Policy | Filling Up ‘Cash Deposit/Withdrawal’ Form

|Page 31

2. All transactions taking place for the Student Organisation should only be done using

the Cash Deposit or Cash Withdrawal form.

3. The usage of the Cash Deposit and Cash Withdrawal form will enable members to:

Ensure that all transactions made by the Student Organisations are recorded.

Ensures accountability and avoids loss of cash.

To develop skills needed in maintaining cash flow and induce sense of

responsibility.

To be up-to-date as the Financial Record can be audited from time to time.

4. The Cash Deposit and Cash Withdrawal form must be attached with the copy of

proposal (when depositing / withdrawing money for event purposes).

5. Student Organisations needs to follow up with the Advisor on the status of their deposit

/ withdrawal at least two (2) weeks after the date of submission.

6. A copy of the form will be returned to the Student Organisation treasurer once the

transaction is complete.


Example of Cash Deposit and Cash Withdrawal Form



1. An Annual Financial Budget is vital in helping Student Organisations identify their goals

and plan ahead while determining the projected income and expenses based on the

activities planned for the year.

2. By doing an Annual Financial Budget, members will be able to:

Determine the projected income

Identify the projected expenses

Control the income and expenses of the Student Organisation’s funds and avoid

a budget deficit (overdraft).

3. A complete Annual Financial Budget should include the following:

Taylor’s University Logo

Title

Reporting Period

Student Organisation Name

Projected Income

Projected Expenses

Signature of Treasurer who prepared the annual financial budget

Signature of President for verification

Signature of Acknowledgement by Advisor

4. Examples of Income:

Sponsorship from Corporate Companies

Fundraising

Membership Fees

Seed Fund

5. Example of Expenses:

Team Building Activity

Meeting and Administrative Costs

Event Materials

Useful Tips: http://ctb.ku.edu/en/table-of-contents/finances/managing-finances/annual-

budget/main

http://ctb.ku.edu/en/table-of-contents/finances/managing-finances/annual-budget/main

http://ctb.ku.edu/en/table-of-contents/finances/managing-finances/annual-budget/main


Example of Annual Financial Budget


October 2013 to September 2014

Taylor’s University Dance Club

MONTH PROJECTED INCOME RM MONTH PROJECTED EXPENSES RM

Oct 13 Opening Balance 200 Oct 13 Fund Raising Materials 200

Seed Fund from SDH 300 Nov 13 Coaching Fees for Trainers 1000

Nov 13 Fund Raising Events 1000 Jan 14 Dance Match Competition 2000

Jan 14 Competition Fees for Dance Match 2000 June 14 Dance Battle 2800

June 14 Dance Battle Sponsorship 3000 Aug 14 New Dance Mat 200

OVERALL PROJECTED INCOME 6500 OVERALL PROJECTED EXPENSES 6200

Prepared by:

___________________________

(Name)

Project Treasurer / Treasurer

Verified by:

___________________________

(Name)

Project Manager / President

Acknowledged by:

__________________________

(Name)

Advisor



1. A Quarterly Financial Report need to be prepared every three (3) months.

2. The Quarterly Financial Report will help members:

To gauge the status of income and expenditure against the Annual Financial

Budget.

To keep track of all cash inflow and outflow.

To establish total value of income and incurred expenses for the student

organization for the past three (3) months.

3. A complete Quarterly Financial Report should include the following:


Title


Reporting Period

Income

Expenses

Closing Balance

Signature of Treasurer who prepared the quarterly financial statement



4. A sample of the Quarterly Financial Statement can be found on the following page.


Example of Quarterly Financial Report


Sky Adventure Club

January to March 2014

Income January February March Total

Opening Balance 200 200

SDH Seed Fund 300 300

Membership Fees 500 500

Fundraising 450 450

Total Income for Jan – March 1450

Expenses January February March Total

Team Building 300 300

Adventure Track 1000 800

Fundraising 200 200

Total Expenses for Jan – March 1300

Closing Balance 150

Prepared by:

___________________________

(Name)


Verified by:

___________________________

(Name)


Acknowledged by:

__________________________

(Name)

Advisor



1. An Annual Financial Report is a yearly report that showcases the total income and

expenditure for the reporting year.

2. From the Annual Financial Report, members will be able to:

Match the total income and expenditure against the previous year’s expenses.

Determine if there is any profit or loss made throughout the year.

Identify where a higher percentage of money is generated or spent.

Plan the Annual Financial Budget for the following year.

Gauge how financially healthy an student organisation is by transaction of profit

and loss

Determine the closing balance available for the New Board to develop their

Annual Action Plan.

3. A complete Annual Financial Report will include the following:


Title


Reporting Period

Projected Income

Projected Expenses

Actual Income

Actual Expenses

Total Income

Total Expenses

Closing Balance

Signature of Treasurer who prepared the quarterly financial statement



Useful Tips:

http://www.carltonfc.com.au/staticfile/AFL%20Tenant/Carlton/Documents/149th%20Ann

ual%20Financial%20Report.pdf

http://www.carltonfc.com.au/staticfile/AFL%20Tenant/Carlton/Documents/149th%20Annual%20Financial%20Report.pdf

http://www.carltonfc.com.au/staticfile/AFL%20Tenant/Carlton/Documents/149th%20Annual%20Financial%20Report.pdf


Example of Annual Financial Report


Society of Performing Arts

For the Year Ended 30th September 2014

INCOME ACTUAL BUDGETED OVER/ UNDER

BUDGET

Seed Fund from Life Skills Development 300 300 0

Membership Fees 300 200 100

Sponsorship 4000 2000 2000

Fundraiser 200 500 (300)

TOTAL INCOME 4800 3000 1800

EXPENSES ACTUAL BUDGETED OVER/ UNDER

BUDGET

Field Trip to KL City 300 200 (100)

Fundraising Materials 200 300 100

Workshop and Classes 200 300 100

Signature Project: House of Arts 2000 3000 1000

TOTAL EXPENSES 2700 3800 1100

CLOSING BALANCE 2100 (800) 700

Prepared by:

___________________________

(Name)


Verified by:

___________________________

(Name)


Acknowledged by:

__________________________

(Name)

Advisor


PROJECT GUIDELINES

Annual Action Plan for Student Organisation Project

1. Student Organisations’ projects covers any events, campaigns, workshops, seminars,

conferences, fundraisers and any other activities and initiatives which requires

extensive conceptualisation, planning and implementation by the Student

Organisation according to their Annual Action Plan.

2. An Annual Action Plan provides an overview on the no. of projects to be undertaken

and should be aligned toward the purpose and goal of the student organisations.

3. By having the Annual Action Plan, the Student Organisation will be able to plan their

resources and timeline to ensure that the projects can be carried out successfully.

4. The Annual Action Plan should be done within one month after the new EXCOs and

BODs have been appointed.

5. Student Organisations are required to present the Annual Action Plan to their Advisor

for endorsement and support.


Example of Annual Action Plan

Annual Action Plan

October 2014 to September 2015

Junior Chambers International

OCTOBER NOVEMBER DECEMBER

Taylor’s University

Leadership Conference

(LEAD @ TU)

21st Century Leadership

Principles (LEAD @ TU)

JANUARY FEBRUARY MARCH

Governance on Student

Organisation Workshop

Project Management

Workshop

Student Organisation

Recruitment Drive

APRIL MAY JUNE


Raiser

Signature Project

Signature Project

JULY AUGUST SEPTEMBER

Transition Plan for New

Board

Prepared by:

___________________________

(Name)

President

Acknowledged by:

__________________________

(Name)

Advisor


Project Proposal

1. Upon submission of the annual action plan, the Student Organisation can begin their

planning and conceptualisation of the individual project by submitting Project

Proposal to the Advisor for Endorsement.

2. All project proposals must be submitted at least four (4) working weeks prior to the date

of event otherwise it will not be approved by the Advisor.

3. All the project proposal must contain essential information detailing the following:

Why: Why is this initiative important? What is the outcome to be achieved?

What: Describe the goal(s) of the initiative and how do we measure the success of

this initiative.

How: How is this initiative going to be implemented? What is the concept, message

to be delivered, how much budget is required? What are the resources needed?

When: When is this initiative going to be implemented?

Where: Where is this initiative going to be implemented?

Who: Who is the target audience?

4. Proposal should be submitted to the Advisor of the Student Organisation. Your

advisor will inform you if the proposal has been approved or rejected via e-mail.


Project Goal

1. Every project should have a goal to identify the purpose, objectives and outcomes to

be accomplished through the project.

2. A tool commonly used for goal setting is the SMART criteria (source:

http://en.wikipedia.org/wiki/SMART_criteria)

3. When setting a goal, it should be be:

Specific – outline a specific area to be focus on

Measurable – tangible results that are quantifiable

Attainable – realistic results that can be accomplished

Relevant – choosing a goal that is aligned toward the vision and mission of your

Student Organisation

Time-Bound – Time frame of the project to be established clearly and to create a

sense of urgency

Project Budget

1. The project budget is allocated through the Student Organisation Annual Financial

Budget.

2. In the event that the project budget is not captured in the Annual Financial Budget,

the Project Manager is required to submit a proposal to the President of the Student

Organisation to request for the budget.

3. The breakdown of the project budget including income and expenses needs to be

detailed out.

4. A good projection of budget will help the Student Organisation to make effective

decision on expenditure and avoid overdraft.

http://en.wikipedia.org/wiki/SMART_criteria


Example of Project Budget

Anime Festival Budget

Taylor’s University Anime Society

25 August 2014

ITEMS QUANTITY UNIT PRICE

(RM)

INCOME

(RM)

EXPENSES

(RM)

TOTAL

(RM)

OVERALL

(RM)

INCOME

Tickets 250 10 2,500

Sponsors 1 1,500

Fundraiser 1 800

Merchandise Sales 100 5 500

TOTAL INCOME 5,300

EXPENSES

Japanese Food 180 7 1,260

Sound System 1 1,250 1,250

Ticket Printing 250 0.50 125

Programme Booklet 250 1.50 375

Decorations 800

Prizes 5 100 500

TOTAL EXPENSES (4,310)

CLOSING BALANCE 990

Prepared by:

____________________

(Name)


Verified by:

____________________

(Name)


Acknowledged by:

____________________

(Name)

Advisor


Project Team Structure

1. The project team structure is very important as all members needs to be accountable

for their roles in the project.

2. A strong project team is made up of this composition:

CORE TEAM

Project Manager: Lead and manage the project teams towards achieving the

outcome of the project.

Project Secretary: Organises and plans meeting via Meeting Agenda. The

meetings are recorded through with Meeting Minutes. The Student Organisation

Secretary will oversee the Project Secretary.

Project Treasurer: Develop project budget and ensure all expenses are kept within

the budget. The Student Organisation Treasurer will oversee the Project Treasurer.

Marketing Manager for the Project Team: Securing sponsorship and strategic

partners to support the implementation of the project.

Publicity and Promotion Manager for Project Team: To anchor the promotion and

publicity for the activities and events via various channels not limited to posters,

flyers, buntings, banners, social media and booth promotion to secure the

maximum no. of student participation in the project.

Logistics and Infrastructure Manager for the Project Team: Managing resources

required for the implementation of project including venue, setup, setting of sound

system, decoration etc. The Vice-President of Student Organisation remains as the

main liaison with the Advisor for the submission of necessary forms and to secure

the approval from Taylor’s Events Team.

Any other relevant position with justification of roles and responsibilities.

SUPPORTING TEAM

Ushers: To serve as the project ambassador for the event day and to ensure that

all participants are hosted in a professional manner with an overall good

experience.

Stage Crew: To handle all stage, audio and visual equipment during the event day

and ensure that all stage matters run smoothly throughout the day.

Speakers / External Guest Attendants: To welcome and host the invited guests for

example sponsors, speaker, celebrities etc and ensure that their needs are looked

into.

Registration Crew: To register and record the attendance of participants including

the distribution of programme booklets, goodies bags etc.

Food and Beverage Crew: To host the participants with tea break, lunch and any

other F&B arrangements.

Any other relevant tasks with justification of needs and responsibilities.


3. All the team members are required to be committed to ensure that the project is

successfully implemented.

4. Regular meetings need to be conducted to ensure that any issues can be address on

a timely basis and the progress of the project can be tracked. Recommended

frequency of meetings will be every fortnight or once a week when the event is closer

to date.

Project Planning using Gantt Chart

1. A Gantt Chart is an effective tool to track the progress and timeline of the project.

2. With a Gantt Chart, the project team are able to;

Set realistic timeline to chart the beginning and ending of the project

Monitor the progress of the project and ensure that the responsibility of the project

is shared by all members

Ensure that sufficient resources are put in place such as how long each task will

take and what problems the team members may encounter in the process.

Keep the team focus on the end-goal in mind and ensure that the project are able

to be carried out successfully

Tips: https://docs.google.com/templates | Look for Gantt Chart Template

https://docs.google.com/templates


Example of Gantt Chart

Networking Gala Dinner Gantt Chart

Taylor’s University Rotaract Club

28 July 2015

ROLES PIC 26

May

2

June

9

June

16

June

23

June

30

June

7

July

14

July

21

July

PROGRAMME Sarah Lee

Audition Farhana X

Itinerary Sarah Lee X

Rehearsal Farhana X

Multimedia Video Philip X

LOGISTICS Ben Kong

Venue Layout Ben Kong X

Sound System Dinesh X

PUBLICITY Melissa

Poster, Bunting Melissa X

Facebook Kai Lee X

MARKETING Kelly

Ticket Sales Okilo X

Sponsorship Letter Kelly X

Lucky draw Shu Ming X

VIP Invite Jay Mok X

FOOD AND

BEVERAGES Ariff

Caterers Shawn

Rao X

Menu Selection Ariff X

VOLUNTEERS Eddy

Ushers Recruitment Bryan X

Training Eddy X


Project Infrastructure

1. All the logistics setting for the project should be arranged and confirmed one month

before the actual event date.

2. Venues Booking needs to be made in advance using the Venue Booking Form;

Less than 200 students – 1 month before the actual event date

201 and above students – 2 months and more before the actual event date

3. The Vice President will need to submit the “Venue / Event Booking Form” to the Advisor

for approval.

4. The advanced time for venue booking needs to be increased in tandem with the

complexity of the project. A follow-up meeting with Admin Events Team may be

arranged for further discussion on the event layout and resources required to support

the project implementation.

5. Any incomplete Venue / Event Booking Form will be rejected.

6. For any booking of signage, posters, banners, the Permit to Exhibit

Signage/Poster/Banner Form must be submitted (please refer to Publicity Guidelines).

7. The following forms can be downloaded from

https://tulifeskillsdevelopment.wordpress.com/clubssocieties-resources/ under the

“Clubs and Societies Resources”. The password can be obtained from the advisors.

Venue Booking Form

Permit to Exhibit Signage / Poster / Banner Form



Example of Venue Booking Form


Project Management Checklist

Download the Project Management Checklist at

https://tulifeskillsdevelopment.wordpress.com/clubssocieties-resources/ under the “Clubs

and Societies Resources”. The password can be obtained from the respective advisor.

Project Implementation (On Event Day)

Pre-Event Briefing

1. Project Manager to conduct a pre-event briefing to core team and supporting

members at least 2 hours before the actual event and go through the Event Sequence

for clarification.

2. The core teams are required to ensure all members are present and well aware of their

roles and responsibilities for the day.

3. To set the frequencies for walkie-talkies. Student Organisations can apply for Walkie-

talkies when the event has confirmed participants of 300 and above.

4. To ensure that the phone numbers of all core teams are made available to back-up

efforts on event coordination.

5. Rehearsal to run through the programme should be done one day before the actual

event and a full dress rehearsal to be conducted prior to the event.

During Event

1. All members are to be guided by the Sequence of Event and standby at their

designated area according to the timeline.

2. They are to carry out their roles and responsibilities and be on alert should there be any

changes on the plan due to contingency.

3. Members to keep in touch via walk-talkies or phone whenever there is a need arises

for change of plan.

After Event

1. All members to gather for post- event briefing with quick recap on the highlight of the

event.

2. All important items especially items that are borrowed should be returned to the

department in-charge and the venue(s) to be cleared up.

3. Appreciate the job well done by members and convey thank you for a successful

event.



Example of Sequence of Event

Merdeka Day Celebration 2013

Life Skills Development

29 August 2013

Taylor's University Amphitheatre

TIME EVENT PIC

7am Arrival of Core Teams and Briefing by Project Manager Jayvien

730am Full Dress Rehearsal Albert

9am Arrival of VIPs and students / Flags and Lyrics Distribution TUSC, ISC

9.05am Flash Mob Dance Club

9.10am Welcome Intro by MC Zahir

9.15am Opening Performance Tradisi

9.25am Welcome Address by Lim Ben-Jie, President, TUSC Lim Ben-Jie

9.30am Opening Address by Professor Dato' Dr Hassan Said, Vice

Chancellor and President, Taylor's University

Jayvien

9.35am National Anthem Alex Sia

9.50am Merdeka Shout Out Prof Hassan

10am Confetti Albert



1. The Post Project Evaluation Report needs to be submitted to the Advisor within two (2)

weeks after the project implementation.

2. To prepare the Post Project Evaluation Report, a post mortem meeting with the project

team need to be conducted within one (1) week after the project is completed.

3. Project post mortem is a process to identify the areas of improvements, contributing

factors leading to the success of the project and evaluate which areas requires further

improvement.

4. Scope of coverage for the project post mortem includes:

Overall assessment of the project

Project outcome versus the intended objectives

Tangible results supporting the success of the project

Areas of improvement

Areas of success and achievement

Feedback from participants

Identify the learning outcome from the project

5. The outcome from the post mortem meeting is captured through the Post Project

Evaluation Report with the following details:

Info on the Project including Date, Time, Venue and Total Participants

Recap Project Objectives

Overall Evaluation

Achievements and Milestones

Challenges and Opportunities for Improvement

Learning Outcome

6. The Post Project Evaluation Report also includes all the high resolution photos of the

project submitted in a CD and the Attendance List for the event.


Example of Post Project Evaluation Report

POST PROJECT EVALUATION REPORT

Sky Adventure Amazing Hunt

Sky Adventure Club

17 April 2014 | 10am to 6pm

Student Life Centre, The Grand Hall and Sports Centre

Brief recap of Project Objectives

To encourage team bonding and trust among new members

To identify the strengths of the new members and potential leaders

Overall Evaluation

Members are able to overcome the obstacle challenges by working together as a team and 5

potential leaders are identified.

Overall participants’ feedback on the activity eg. all participants rated that the activity is 80%

Excellent and Good

No. of Participants

A total of 70 students participated. Breakdown: 50 new members, 20 EXCO and BOD.

Achievements and Milestones

Achievement is something the student organization has accomplish successfully over and

beyond what is targeted or expected.

Milestones are first time results or achievements with recognition from the Institution or a

particular Certified Bodies.

Points of celebration and areas contributing to the success of the event

Challenges and Opportunities for Improvement

A specific concern areas that requires improvisation and would pose threats for future events

Tips and ways to overcome challenges and ideas to create more milestone for the next event

Learning Outcome

Key Learning points – soft skills, values, character building elements

Reflection and personal development

Prepared by:

___________________________

(Name)

Project Manager/Vice-President

Verified by:

___________________________

(Name)

Vice- President / President

Acknowledged by:

__________________________

(Name)

Advisor


Post Project Financial Statement

1. The Post Project Financial Statement has to be submitted two (2) weeks after the event.

2. The Post Project Financial Statement will enable members to determine the financial

status of the project through income, expenses, proceeds or loss.

3. A Post Project Financial Statement will help members;

To keep track of all expenditures throughout the project.

To be accountable of all income and expenditures.

To have a compilation of financial records for future references

To develop the skills set required for financial reporting.

4. A complete Post Project Financial Statement should include the following:


Title


Date of Project

Source of Income

Expenses

Description of Income and Purchases

Quantity of Purchase

Closing Balance

5. All Post Project Financial Statements must be accompanied with the original receipt

glued to A4 papers and categorized accordingly. (Eg: Receipts under Food &

Beverages, Stationery, Decorations)


Example of Post Project Financial Statement

Post Project Financial Statement


Taylor’s University Student Council Ball

University Square

14 June 2014

ITEM QUANTITY UNIT

PRICE

(RM)

INCOME

(RM)

EXPENSES

(RM)

TOTAL

(RM)

INCOME

Tickets 200 125 25,000

Sponsorship 1 3,000

Total Income 28,000

EXPENSES

Hotel (20 Tables) 200 110 22,000

Sound System 1 1,500

Ticket Printing 200 1.50 300

Decorations 500 500

Prizes 10 1,000 1,000

Photo Booth 500 500

Miscellaneous Expenses 500 500

Total Expenses (26,300)

CLOSING BALANCE 1,700

Prepared by:

___________________________

(Name)

Project Treasurer/Treasurer

Verified by:

___________________________

(Name)

Treasurer/ President

Acknowledged by:

__________________________

(Name)

Advisor


SPONSORSHIP GUIDELINE

INTERNAL

Download the Sponsorship Guideline under the “Clubs and Societies Resources”. The

password can be obtained from the respective advisor.


EXTERNAL

Sponsorship from External Organisation

1. Student Organisations are encouraged to seek sponsorship from external organisations

to alleviate the cost for running the project. In some instances, the supporting partners

bring in added value to the project.

2. Student Organisation can initiate the contact with the external organisation by

sending them a sponsorship proposal that is approved by the Advisor.

3. The sponsorship proposal should have information pertaining to:

An overview of the Student Organisation

The scope of the project including objective and goal to be achieved

The profile of the target audience

Provide the highlights of the project and how it is relevant to the external

organisation.

Relate the benefits of sponsorship to the external organisations.

4. External Sponsorship in funds will be subjected to GST. Therefore, all contributions

received from external sponsors will be inclusive of GST that will be deducted when

the cheque/cash has been banked in.

5. Example: Agent of Tech Club has requested a sponsorship of RM 1,000.00 from

Company A. The actual money received by Agent of Tech will be RM 940.00 as RM

60.00 (6% of the requested amount) will be deducted from the Finance Department

for GST.

6. Student Organisations must clearly state that the amount requested is inclusive of the

GST applicable to the company in their Sponsorship Letter or Proposal Letter.

7. GST only applies when the sponsor receives clearly identifiable benefits in return, either

in terms of advertising and publicity

8. GST is only applicable to sponsorship that is more than RM 500.

9. All the correspondence with the external organisations needs to be handled

professionally, promptly and ensure that the content is grammatically accurate.



10. Should the sponsor company require a Tax Invoice for the required sponsorship

amount, kindly consult your respective advisor on the process.

11. All Organisations should adhere to the requirement set. Reference: Taylor’s University

Student/ Sports/ International Organisation Policies | Fundraising Policy & Procedure

Article 8 Section 8.1 (Soliciting), 8.2 (Sponsorship Letters), 8.3 (Balance of Sponsored

Items from an Event) and 8.4 (Balance of Sponsored Items for Charity)

Useful Tips: http://www.wikihow.com/Write-a-Letter-Requesting-Sponsorship

TRAVELLING

Any Student Organisations who are required to travel out of Taylor’s University for official

purpose are required to seek the approval from the Advisor one (1) month before the

departure date and provide the followings:

Request for Travelling Info Sheet

Students are required to submit a ‘Request for Travelling Info Sheet’ that includes the

following details:

Details of Travel

Participants’ Name

Participants’ Mobile No.

Participants’ Student ID

Participants’ Identification No.

Participants’ Passport No.

Participants’ Passport Expiration Date

Participants’ Emergency Contact No. and Relationship

http://www.wikihow.com/Write-a-Letter-Requesting-Sponsorship


Sample of ‘Request for Travelling Info Sheet”

Request for Travelling Info Sheet


Travelling From : Taylor’s University Lakeside Campus

Travelling To : National University of Singapore

Number of Participants : 38-Pax

Mode of Transportation : Bus

Departure Date and Time : 18 May 2014 | 6am

Arrival Date and Time : 22 May 2014 | 11am

No Student

Name Mobile No. Student ID NRIC Passport No.

Passport

Expiration

Emergency

Contact Person

Emergency

Contact No. R/Ship

1 Annie Lee 0123459921 310718 901124-43-

8909 A890910 13 May 2019 Lee Cheng Teik 014-5689-344 Father

2

3

4

5

Prepared by:

___________________________

(Name)

Secretary

Verified by:

___________________________

(Name)

President

Acknowledged by:

__________________________

(Name)

Advisor


Administration

1. All Student Organisations are required to arrange for transportation with their

respective advisors one (1) month before the travelling date.

2. The ‘Driver/Vehicle Request Form’ with details of the travelling is submitted to the

Administration Department for advice on driver / vehicle availability.

3. If there is no availability, other transportation arrangement has to be made with an

external vendor.

4. A standard transportation fee is collected from all participants who require

transportation to their desired destination. The surplus will be covered by the

department who oversee the student’s activity. The charges are per day/per trip/per

destination:

a. Within Klang Valley – RM 10

b. Outside of Klang Valley – RM 30

5. A minimum of 20 students is required should there be a booking for the bus.

Indemnity Form

1. Participants must submit an “Indemnity Form”, failing which the travelling

arrangements are not allowed to take place. The “Indemnity Form” must be

completed and signed by every participant and submitted to the Advisor one (1) week

before the actual travelling date.

2. “Indemnity Form” should be submitted during the pre-departure briefing.

3. “Indemnity Form” can be obtained at:

https://tulifeskillsdevelopment.wordpress.com/clubssocieties-resources/ under the

“Clubs and Societies Resources”.

Insurance

1. Participants who are travelling to outstation (outside of Klang Valley) or overseas will

be required to purchase and pay for the “Group Travelling Insurance” under the

arrangement of the Advisor.

2. Participants who are not insured with the “Group Travelling Insurance” will not be

allowed to travel.

3. Recommended insurance company is QBE Insurance (Malaysia) Berhad, Telephone:

03-7861 8789



Pre-departure Briefing

1. A compulsory pre-departure briefing should be conducted one (1) week before the

travelling date to ensure that students are aware of the safety and concern involved

in the travelling arrangements.

2. Students who failed to attend the pre-departure briefing will not be allowed to

participate in the travel arrangements even though payment has been made. It is the

responsibility of the participants to attend the pre-departure briefing conducted by

the Advisor.

3. The Pre-departure Briefing will cover important aspect on the expectations, safety and

accountability measures.

a) Expectations

A detailed travel itinerary so that participants can make pre and post travel

arrangements and checklist for packing

Safeguard important documentations including Identity Card / Passport,

Invitation Letter, proof of confirmation for participation, transportation and

accommodation.

b) Safety

Emergency contact details

c) Accountability

Social and Event Etiquette for University Representation

Group travelling communication

Submission of completed Indemnity Form

Group Travelling Insurance payment

Bus payment (if applicable)

Travelling Buddies


TRAINING AND DEVELOPMENT

SHINE | PEOPLE & LEADERSHIP (Empowerment)

• Taylor’s University’s iLEAD Conference (40-SHINE Points) and 21st Century Leadership

Principles (20-SHINE Points)

SHINE | PEOPLE & LEADERSHIP (Experiential)

• Project Management Workshop (40-SHINE Point)

• Signature Project (110-SHINE Point)

• Student Organisation Governance Workshop (40-SHINE Point)

• Points allocated for leadership roles in student organisation and project varies.

• Additional points for Student Organisation Achievement on University, National and

International level


RECOGNITION

LEADERSHIP ROLES IN STUDENT ORGANISATIONS (EXCO, BOD AND COMMITTEE)

LEADERSHIP ROLES DELIVERABLES SHINE POINTS

PRESIDENT

(200-Shine point)

Organisation Profile, Structure and 40

Annual Action Plan

Retention of EXCO, BOD and Committee 40

Signature Project 40

Active Participation (200 students) 40

Transition Plan and Handover Checklist 40

VICE PRESIDENT Coordinate Projects Infrastructure 100

(200-Shine point) Post Project Evaluation Report 100

TREASURER Student Organisation Fund Management 50

(200-Shine point) Post Project Financial Statement

Quarterly and Annual Financial Report

50

100

SECRETARY Meeting Agenda, Minutes and Attendance 50

(200-Shine point) Membership Database and Email

Management

50

Student Organisation File 100

DIRECTOR OR 3-Specific Student Organisation Roles 80

ASSISTANT DIRECTOR 80% participation rate 40

(150-Shine point) 80% attendance rate for meetings 30

COMMITTEE

(50-Shine point)

3-Specific Student Organisation Tasks and

1x Involvement as Core Team for Project

Leadership

30

80% participation rate 10

80% attendance rate for meetings 10


HOW TO CLAIM POINTS FOR POSITIONS HELD IN AN EVENT


ACHIEVEMENT BY STUDENT ORGANISATIONS

UNIVERSITY LEVEL RECOGNITION

TOP PUBLICITY CAMPAIGN (40-Shine Point)

Submission by Portfolio

Poster / Banner / Bunting

FB Likes

Photo of Booth

Participants for Events with Evidence

HALLMARK EVENT (50-Shine Point)

Submission by Portfolio

Project Planning - GanChartt

Project Management

Participation Rate with min 200 students

Publicity Campaign


OUTSTANDING STUDENT ORGANISATION AWARD (40-Shine Point)

70% points and above for all position holders

BEST STUDENT ORGANISATION AWARD (50-Shine Point)

80% points and above for all position holders

NATIONAL LEVEL RECOGNITION *

Evidence is required - Endorsement Letter, Plaque, Trophy, Certificate (40-Shine Point)

INTERNATIONAL LEVEL RECOGNITION *

Evidence is required - Endorsement Letter, Plaque, Trophy, Certificate (50-Shine Point)

* Subject to Shine Award Centre approval


TRANSITION PLAN

1. Every Student Organisation has to undergo a smooth and successful transitioning in

order to sustain and further build on the achievement of the previous board.

2. To prepare for the new board for the role, the old EXCO and BOD are required to

complete the handover checklist and transition the roles and responsibilities to the new

board one month before the official reporting period begin.

3. The induction checklist can be downloaded from the Life Skills Development

Wordpress Website: https://tulifeskillsdevelopment.wordpress.com/clubssocieties-

resources/




INTELLECT

Taylor’s University

taylors university-student-organisation-manual

Data & Analytics