Structure AY14 15

24th NANYANG TECHNOLOGICAL UNIVERSITY

STUDENTS’ UNION EXECUTIVE COMMITTEE C/O ONE STOP@SAC, 50 NANYANG AVENUE, NS3-01-03 ACADEMIC COMPLEX

NORTH, SINGAPORE 639798 http://su.ntu.edu.sg

WELFARE SERVICE DIVISION

Welfare Executive

Welfare Initiatives Committee




Student Relation Executive

Student Relations Committee

- Shift towards more physical personal interaction with the students so that students are more aware

of what NTUSU does

- To conduct surveys face-to-face with students after/during events such as during queues at exam

welfare package giveaway

- To discuss relevant topics students are concerned with as stated in the NTUSU General Survey Report

- To design survey questions & implementing methods.

- To conduct on-campus surveys

- To compute survey results by deadline stipulated

- To refer feedback issues to respective EXCOs

- To monitor Feedback via online platforms such as Facebook, Email, Twitter, Instagram

- To be in charge of the feedback Box (located at SAC) including designing the feedback box, monitoring

feedback and referring the feedback issues to respective EXCOs

- To organize Dialogue Sessions with the Student Body

- To create Word-photos that is put up regularly onto social media such as Facebook and Instagram to

- To organize smaller-scale activities/events such as

o Kindness Day (write a thank you note to cleaners etc.)

o Motivational surprises (place notes of encouragement/sweets at random tables and chairs etc

around the school during exam period)

o Online Art/photo competition

Portfolios Number

Director 1

Publicity Head 2

Logistics Head 1

Programmers 2

Surveyors 5




Director (x1)

- To oversee the whole committee and contact person with Students Relations Executive - To prepares budgeting

- To oversee and coordinate the feedback channels and activities

- To ensures the progress of each portfolio and bonding within the team

- To ensures that subcommittee members attend most meetings and activities

Publicity Head (x2)

- To design and monitor Feedback Box

- To create Word-photos

- To organize mini events/activities to reach out to student body

- To publicise mini events/activities conducted

Logistics Head (x1)

- To ensure that all equipment required is accounted for

- To ensure that the Feedback Box has enough writing materials

Programmers (x2)

- To plan and execute the flow of events/activities

- To come up with plans and ideas for events/activities

Surveyors (x5)

- To design and conduct Surveys

- To monitor feedback channels

- To refer Feedback issues to respective EXCO




Events Committee

- To achieve more bonding with the students to improve their perception of NTUSU such as o To increase likes on Facebook and bond students from different faculties together.

o To increase more physical interaction of SU with the student body.

o To increase turnout for dialogue sessions/surveys by combining it with fun events.

- To design and plan fun activities/events that seek to bond the student body

- Leverage on the survey/feedback team to find out what the student population wants for bonding

activities

- To encourage feedback from student population regarding activities via social media, emails,

network etc.

- To conduct surveys or mini short dialogue sessions after every event/activity

- Suggestions to consider:

Can start with movie marathons in LTs

How it works: To join the event, need to like SU page and their own faculties’ pages for events

n clubs. (First come first serve) After they have liked the pages, then come get tickets from SU.

Entry for students is free (if booking of LTs is free or heavily subsidized.) Popcorn and drinks

sold outside LTs for charity or Student’s Fund. After event, NTUSU Exco will stand at the doors

to thank the students for their participation so as to have more interaction with the student

body. Surveys are to be done on the spot after the event. Either surveys are given out to

everyone in the LT or we pick some people when they are leaving the LT. Survey topic can be

related to event and/or other issues SU wants to gather feedback on.

Supperhop

NTU Talent Night

Portfolio Main-com

Chairperson 1

Vice Chairperson 2

Secretary 1

Financial Controller 1

Chief Programmer 2

Event Director 1

Logistics Director 2

Publicity Director 2




Chairperson (x1)

- To be the head of the committee and the contact person with Students Relations Executive

- To prepare the proposal, budget and timeline.

- To oversee and coordinate events and each portfolio.

Vice Chairperson (x2)

- To work together with chairperson

- To bond the team

- To be responsible for attendance of Subcommittee

- To oversee and ensure that the event goes as planned.

Secretary (x1)

- To prepares minutes of meetings

- To book rooms for main committee meetings

- To updates ECA Records of Main Committee after events

- To manage the human resources and administrative issues within the committee.

Financial Controller (x1)

- To consult the SU Financial Controller on financial issues.

- To ensure that the funds are properly accounted for.

- To work closely with the committee to ensure that the budget is met.

Chief Programmer(x2)

- To design event flow

- To ensure execution of events

- To be the source for programmers as Subcommittee members when necessary.

Event Director (x1)

- To work together with Chief Programmer to design events

- To come up with ideas for events

- To ensure execution of events




Logistics Director (x2)

- To be responsible for the booking of the venue, booth and equipment required for the event.

- To work closely with Chief Programmer and Event Director to ensure that all equipment needed is

prepared

- To manage manpower and oversee all logistical tasks on the day of event.

Publicity Directors (x2)

- To market campaigns of events

- To design the tagline, logo, banners, fliers, and posters.

- Requirement(s)

o Knowledge of graphic design, video-making software and photography




GENERAL SECRETARIAT DIVISION STRUCTURE

Human Resource Executive

Human Resource Team

Human Resource Director

- Lead the planning and execution of internal bonding activities like bonding day, subcommittee

appreciation night

- Prepare proposal, budgets and timeline for events

- Assist in drafting the SOP of recruitment drive

- Delegate jobs to HR committee members

- Good communication, time management skills

- Patience and detail oriented

Human Resource Assistant

- Assist the director for his work

- Creative with ideas for bonding activities and games

- Able to commit throughout

Human Resource Executive

HR Director (x1)

HR Assistant (x1)




Logistics Executive

SAC and Global Lounge Committee

SAC AND GLOBAL LOUNGE DIRECTOR (X1)

- To take care of the maintenance of the whole SAC, including SAC Counter and Global Lounge

- To recruit and supervise all the part time students working in SAC Counter

- To handle all the administrative and financial stuffs of SAC Counter, such as printing all the game

forms, buying batteries, new games or other things needed in counter, and creating financial

statement of SAC Counter

Logistic Ad-hoc Committee

AD-HOC DIRECTOR (X1) - CLOSED

- To liaise with other portfolios under NTUSU for manpower allocation - To provide manpower support for all NTUSU events - To allocate tasks to Ad-Hoc Logistics Sub-Committees - To assist the Logistics Executive in fulfilling his or her duties - Requirements :

o Have a good and flexible time management skills o Have a great sense of responsibility

SUBCOMMITTEE (X13)

- To provide manpower support for all NTUSU events - Requirement : have good and flexible time management skills




Media and IT Executive

Media and IT Team

Media and IT Director

- Lead the team and update the website regularly

- Prepare proposal, budgets and timeline for committee

- Delegate jobs to Media and IT committee members

- Good communication, time management skills

- Patience and detail oriented

- Related skill preferred.

Media and IT Assistant

- Update the website for all SU events

- Able to commit throughout

- Related skill preferred

Media and IT Executive

Director (x1)

Assistant (x5)




Corporate Communications Division Structure

Publicity Executive

Admin Team

Director (x1)

- To be responsible for any NTUSU notice boards-related events or issues - To supervise and lead the subcommittee members

Subcommittee (x6)

- To update NTUSU notice boards regularly - To maintain cleanliness and tidiness of the NTUSU notice boards

Director

Subcommittee




Design Team

Please bring along your portfolio of work during the recruitment interview

Director (x2)

- To be responsible for publicity materials and collaterals for major NTUSU events - To supervise and lead the subcommittee members

Subcommittee (x20)

- To design publicity materials and collaterals for major NTUSU events

Director

Subcommittee




Photography Team Please bring along your portfolio of work during the recruitment interview

Director (x1) - CLOSED

- To be responsible for photography and videography-related issues of NTUSU events - To supervise and lead the subcommittee members

Subcommittee (x6)

- To be the photographer and videographer of NTUSU events

Director

Subcommittee




Publication Executive

Editorial board

News Editor Director (x2)

- To managing a team of writers.

- To liaise with photography team, from Publicity committee, to assign press team (writer &

photographer) to cover events.

- To expedite completion of the article(s) after the event(s) coverage.

- Requirement(s)

o Must be well informed and up-to-date on news around campus and in Singapore.

o Knowledgeable about lifestyle related topics

Layout Editor Director (x1)

- To be responsible for all the layout design (for example, font, spacing and colors).

- To prepare photo quality to ensure cohesiveness of all photos for Publication website.

- Requirement(s)

o Prior use and/or extensive knowledge of Adobe Photoshop and Adobe InDesign is a must, a

good existing sense of layout design.

Chief editor

News Editor

Writers

Layout Editor

Layout designers




Subcommittee

Writer (x4)

- To do on-spot coverage of events, journalism incorporating interviews and other forms of article

writing.

- To expedite completion of the article(s) after the event(s) coverage.

- Requirement(s)

o Clear, concise command of English is required, along with enthusiastic and enterprising ability

to have excellent communication skills in order to identify and acquire people-interest stories.

Layout designers (x2)

- To assist the layout editor in editing the layout for Publication.

- Requirement(s)

o Knowledge of Photoshop and Adobe InDesign is required




STUDENT ACTIVITIES DIVISION STRUCTURE

Events Executive

Students’ Fund (SF)

Portfolio Main-committee

Chairperson 1 (Closed)

Vice Chairperson (Event) 1 (Closed)

Secretary 1

Treasurer 1

Chief Business Manager 1

Business Manager 3

Chief Events Manager 1

Events Manager 5

Chief Logistics Officer 1

Logistics Officer 5




Chairperson (x1) - CLOSED

- Head of the committee and the contact person with Events Executive

- Call for meetings with the main committee.

- Prepare the proposal, budget and time schedule.

- Oversee and coordinate the entire event and each portfolio.

Vice Chairperson - CLOSED

- Work together with chairperson to brainstorm ideas, plan event, budget, and proposal vetting.

- Responsible for the event side of ICTF, i.e. Programmers, Logistic Directors, and IT Director and

also the communication side of ICTF, i.e. Publicity Directors, Business Managers, IT and Liaison

Directors.

- Oversee and ensure that the event goes on as planned.

Chairperson Vice

Chairperson

Secretary Treasurer Programmers Chief Business

Manager

Business Manager

Chief Events Manager

Events Manager

Chief Logistics Officer

Logistics Officer




Secretary and Treasurer (x2)

- Preparing minutes of meetings

- Booking of rooms for main committee meetings

- Custody and updating of ECA Records for Main Committee after event

- Manage the human resources and administrative issues within the committee.

- Consult with SU Financial Controller on financial issues.

- Ensure that the funds are properly accounted for.

- Work closely with the committee to ensure that the budget is met.

Events Manager (x5)

- In charge of planning the day event and cultural night.

- Design event flow, games, opening and closing ceremony

- Ensure that the execution of the event is as planned.

- Source out performers and work closely with International Undergraduate Committees to plan

the performance.

Logistics Officer (x5)

- Booking of the venue, booth and equipment required for the event.

- Work closely with programmers to ensure that all logistics required for the event is available.

- Manage manpower and oversee all logistical tasks on the day of event.

- Goodie bags packing and distribution.

Business Manager (x3)

- Internal: Keep all portfolios updated with weekly progress; Gather information and file properly.

- External: Work closely with the programmers in contacting the International Undergraduate

Committees, cultural clubs, and potential external participants.

- Work closely with business managers in sourcing for external vendors for the event day.




International Culture & Travel Fair (ICTF)

Portfolio Main-com

Chairperson 1 (Closed)

Vice Chairperson (Event) 1 (Closed)

Vice Chairperson (Communication) 1 (Closed)

Secretary and Treasurer 1 (Closed)

Programmers 6

Logistics Directors 6

Liaison Directors 7

Business Managers 4




Chairperson

Secretary and Treasurer

Vice Chairperson (Event)

Programmers

Logistics Directors

Vice Chairperson (Communication)

Liaison Directors

Publication Directors

Business Managers

IT Director




Chairperson

- Head of the committee and the contact person with Events Executive


- Prepare the proposal, budget and time schedule.

- Oversee and coordinate the entire event and each portfolio.

Vice Chairperson (Event)

- Work together with chairperson to

- Responsible for the event side of ICTF, i.e. Programmers, Logistic Directors.


Vice Chairperson (Communication)

- Work together with chairperson to brainstorm ideas, plan event, budget, and proposal vetting.

- Responsible for the communication side of ICTF, i.e. Publication Directors, Business Managers, IT and

Liaison Directors.


Secretary and Treasurer

- Prepare minutes of meetings


- Custody and updating of ECA Records for Main Committee after event

- Manage the human resources and administrative issues within the committee.


- Ensure that the funds are properly accounted for.

- Work closely with the committee to ensure that the budget is met.




Programmers

- In charge of planning the day event and cultural night.

- Design event flow, games, opening and closing ceremony

- Ensure that the execution of the event is as planned.

- Source performers and work closely with International Undergraduate Committees to plan the

performance.

Logistics Directors

- Booking of the venue, booth and equipment required for the event.

- Work closely with programmers to ensure that all logistics required for the event is available

- Manage manpower and oversee all logistical tasks on the day of event.

- Goodie bags packing and distribution.

Liaison Directors

- Internal: Keep all portfolios updated with weekly progress; Gather information and file properly.

- External: Work closely with the programmers in contacting the International Undergraduate

Committees, cultural clubs, and potential external participants’

- Work closely with business managers in sourcing for external vendors for the event day.

Publication Directors

- Generate ideas about publicity needs and update SU main publicity team

- Assist IT Director in terms of online publicity activities

- Photo-taking and video-making tasks may be assigned.




Business Managers

- Source sponsorship in cash and in-kind.

- Drafting business proposals for sponsors and companies.

- Work closely with the Students’ Union Business Division regarding sponsorship issues.

- Must have a good interpersonal skill to work closely with corporate and sponsors.

- Applicants with relevant experience are preferred.

IT Director

- Manage the website of ICTF and social media.

- Expected to have skills in making website: Graphic Design skills in Photoshop, Flash

animation skills, ASP.NET development, programming skills in VB.NET or Visual C#.

- To also assist the publicity portfolio in all publicity related matters.




MINISTERIAL FORUM

Portfolio Main-comm

Events Director 5

Liaison Director 3


Publicity Director 1

Security Director 1

Chairperson

Vice Chairperson

(Events)

Events (Reception) Directors (3)

Events (Reception)

SA (5)

Events (Forum) Directors (3)

Events (Forum) SA (20)

Chairperson

Liaison Directors (3)

Liaison SA (6)

Secretary/ Treasurer

Publicity Directors (1)

Logistics Directors (1)

Logistics SA (4)

Security Director (1)

Security SA (5)




Events Director

Sectioned to either Events – Forum or Events – Reception

To assume the role of the programmer of the Ministerial Forum event

Responsible for the planning of programs for the actual Ministerial Forum event

Expected to be responsive, flexible, quick-minded and responsible

Previous experience in events management preferred

Liaison Director

Assume as the main point of contact for the different groups of invited guests (Internal, External and Media)

Responsible for the guest lists, invitation, ushering and handling of all invited guests

To be the front line ambassadors of the Ministerial Forum


Previous experience in events management preferred

Logistics Director

Responsible for all logistical matters of the Ministerial Forum Committee 2015

To design baggage safe-keeping systems during the Ministerial Forum 2015

Expected to be responsive, flexible and responsible

Previous experience in events management or logistics portfolios preferred

Publicity Director


Expected to be proficient in either Photoshop, Illustrator, webpage design or any other publicity / publications tools

Expected to have a keen eye for design

Previous experience in publicity related portfolios preferred

Expected to bring a portfolio to the interview

Security Director




Responsible for all security matters of the Ministerial Forum 2015

Responsible as a main point of contact with the Singapore Police Force, Singapore Civil Defense Force along with the Chairperson and Vice Chairpersons for the event

Expected to be responsive, flexible and responsible

Previous experience in events management




NTU FEST

Chairperson

Hononary General Secretary

Human Resource Director (1)

Logistics Director (1) Logistics Committee

Security Director (1)

Hononary Financial Secretary

Finance Commitee

Vice Chair (Carnival and Concert)

Carnival Director (1) Carnival Committee

Concert Director (1) Concert Committee

Vice Chair (Run) Run Director (2) Run Committee

Vice Chair(PR)

Business Development Director (1)

Business Development Committee

External Liaison (1)

Marketing Director (1)

Email/Website Committee

Publicity/event Committee

Media Committee




VICE CHAIRPERSON (CONCERT AND CARNIVAL) - CLOSED

Role : To be leading the Concert and Carnival Portfolios of NTU Fest

Objective To plan all Concert proceedings and to gather the student groups and vendors to take up the Carnival booth spaces

Responsibilities 1) To assume the role of Interim Chairperson in the absence of the chairperson

2) To oversee both the Concert & Carnival Proceedings from start to finish 3) To ensure that portfolios are keeping to timelines and review periods 4) To advise portfolios with alongside with the Executive Advisors wherever

necessary 5) To offer guidance to the portfolios so as to ensure that they are delivering 6) To be overseeing all proposals and signed contracts that are submitted by

the Concert and Carnival portfolios

Requirements Student candidate must be a leader in their respective student group and must possess proposal writing experience.

VICE CHAIRPERSON (PUBLIC RELATIONS)

Role : To be leading the Marketing, Stage and Media portfolios of the committee

Objective To be the strategist for all marketing campaigns adopted in the event and to plan along side with the stage portfolio for the concert proceedings.

Responsibilities 1) To oversee the Concert Proceedings from start to finish 2) To oversee all marketing campaigns with CCO and Chair’s office 3) To ensure that portfolios are keeping to timelines and review periods 4) To advise portfolios with alongside with the Executive Advisors wherever

necessary 5) To offer guidance to the portfolios so as to ensure that they are delivering 6) To be working closely with all media partners for coverage of the event

with NTU’s Development Office and Corporate Communications Office 7) To be working closely for all marketing related matters with the other

portfolios

Requirements Student candidate must be a leader in their respective student group and must possess marketing and/or publicity experience. Experience in multimedia publicity and publicity related applications are pluses.




VICE CHAIRPERSON (RUN)

Role : To be leading the Run Portfolios of NTU Fest.

Objective To be planning alongside with Sports Club and Alumni Affiars Office for all run proceedings

Responsibilities 1) To oversee the Run Proceedings from start to finish, with the help of Run Directors

2) To work closely with Security and Logistics Directors for all security and logistical matters related to the Run

3) To ensure that portfolios are keeping to timelines and review periods 4) To advise portfolios with alongside with the Executive Advisors wherever

necessary 5) To offer guidance to the portfolios so as to ensure that they are delivering 6) To be working closely with external organizations for all portfolio matters

as the primary contact and liaison (necessary permits and licenses)

Requirements Student candidate must be a leader in their respective student group and must have experience in planning a marathon / walkathon or a large scale sports event.

HONORARY GENERAL SECRETARY

Role : To take charge of all administrative matters related to NTU Fest, including security, logistics and human resource

Objective To plan for the security, logistical and manpower needs of NTU Fest

Responsibilities 1) Oversee the various security, logistical and manpower needs of the event

2) To work closely with the Chairperson, Vice Chairpersons and school management on all matters

Requirements Student candidate must have experience in planning for a large scale event and be meticulous.




HONORARY FINANCIAL SECRETARY - CLOSED

Role : To be overseeing the Financials and Budget of the committee

Objective To plan the budget together with the school management and SU and ensure that the quality of the event

Responsibilities 3) Responsible for the planning of budgets and expenditure for all purchases related to the execution of the event

4) Responsible for all budget and expenditure statements and accounts

5) To be working closely with Chairperson, VCCL, SU’s Honorary Financial Secretary, Development Office and Office of Finance

6) To oversee income and sponsorship amounts coming from Business Development and Development Office

7) Experience with working with charities is a plus. 8) Should be meticulous, responsive.

Requirements Student candidate must have finance background and prior knowledge of financial proceedings. Students without such prior experience need not apply for this position.

RUN DIRECTOR

Role : To be overseeing the Run of the NTU Fest

Objective To take charge of the programme, run route and safety aspects.

Responsibilities 1) Report directly to the VC (Run) 2) To plan the admin programme 3) To plan the route, water points and first aid posts 4) To handle registration process 5) To plan the race pack collection 6) To look after the safety aspects of the Run

Requirements Student candidate must have participated in runs before and have some experience in organising events.




HUMAN RESOURCE DIRECTOR

Role : To be overseeing the recruitment campaigns for the event

Objective To be organizing interviews, recruitment plans and be the main manpower resourcing for the committee

Responsibilities 1) Report directly to the Chairperson 2) Must have an excellent command of English. 3) Prior experience in gathering people for recruitment is a plus 4) Should be strong in character analysis so as to allocate the most

appropriate roles for the candidate and to ensure that candidate value adds to the committee

5) Plan and execute the managerial and ambassador search campaigns

6) Responsible for the upkeep of all committee members’ information 7) To be planning the welfare and team bonding events for the

committee members Requirements Student candidate must be resourceful enough to execute the recruitment

campaigns and must be extremely interested in human resource.

LOGISTICS DIRECTOR

Role : To be overseeing all logistical needs for the event

Objective To ensure that the logistics are procured and arranged before the event and are in place. This includes any movement of logistics and transporting of manpower.

Responsibilities 1) Report directly to the Honorary General Secretary 2) Work with Honorary Financial Secretary on budget for logistics 3) Responsible for getting the items for all C

Requirements Student candidate must be resourceful and hardworking, and must possess Class 3 license.




SECURITY DIRECTOR

Role : To be overseeing all security needs for the event

Objective To ensure that the security aspects of the event are taken care of.

Responsibilities 1) Report directly to the Honorary General Secretary 2) Work with Campus Security Division and AETOS auxiliary police for

manpower deployment 3) Plan for accreditation of passes for different groups of people

Requirements Student candidate must be meticulous and firm.

CONCERT DIRECTOR

Role : To be planning and executing the Concert of the NTU Fest

Objective To be planning the concert proceedings and to approach student groups and external performing groups for their participation and support for the event

Responsibilities 1) Report directly to the VC (C&C) 2) To be working with all student groups and performing groups

that are participating in the event from start to finish 3) To be executing the Concert proceedings plan from start to

finish 4) To be responsible for all internal NTU ticket sales that involve

student groups 5) To be planning out the Concert lineup with the relevant

portfolios of the committee Requirements Student Candidate should be affable and outgoing and should be aware of

the various student organizations in NTU. Students must be able to work under stress and time constraints. Candidates with prior experience in preparing for concerts or working with media organizations for invitation of celebrities or organizing of concerts will be given a priority




CARNIVAL DIRECTOR

Role : Carnival Focused Portfolio : To be planning and executing the Carnival of the NTU Fest

Objective To be planning the carnival proceedings and to approach student groups and vendors for their participation and support for the event

Responsibilities 1) Report directly to the VC (C&C) 2) To be working with all student groups that are participating

in the event from start to finish 3) To be executing the carnival proceedings plan from start to

finish 4) To be responsible for all internal NTU ticket sales that involve

student groups 5) To be planning out the carnival floor plan and perimeter with

the relevant portfolios of the committee 6) To be working closely with the Logistics Portfolio for this

event Requirements Student Candidate should be affable and outgoing and should be aware of

the various student organizations in NTU. Understanding the mechanics and experiencing student groups’ operations is a plus

BUSINESS DEVELOPMENT DIRECTOR

Role : To be sourcing for corporate sponsorships from all the corporate partners of NTU

Objective To be amassing a sponsorship target for the NTU Fest beneficiaries and items for the goodie bag

Responsibilities 1) Report directly to the VC (PR) 2) To be working with the Honorary Financial Secretary for all

corporate sponsorships 3) To be working with the Development Office for all corporate

sponsors 4) To be planning alongside with the event aspects of the NTU

Fest for all sponsorship entitlements and fulfillment of sponsorships

5) To be the direct liaison between our corporate partners and the NTU Fest

Requirements Student Candidate should be resourceful and tactful. Candidates with prior business development, sponsorship sourcing or sponsorship marketing are preferred




EXTERNAL LIAISON DIRECTOR

Role : To liaise with internal and external VIP and GOH as well as to target suitable organisations for beneficiaries

Objective To ensure that the needs of the VIP, GOH and beneficiaries are met

Responsibilities 1) Report directly to the VC (PR) 2) To be the direct liaison between VIP, GOH, beneficiaries and

NTU Fest Requirements Student Candidate should have good interpersonal and networking skills.

MARKETING DIRECTOR

Role : In charge of planning and executing all marketing campaigns of NTU Fest

Objective To be designing marketing campaigns and collaterals that are targeted to the various stakeholders of the NTU Fest and showcase clearly the NTU Fest’s objectives in all marketing efforts

Responsibilities 1) Report directly to the VC (PR) 2) To be working closely with NTU’s Corporate Communications

Office for the approval of all NTU Fest’s marketing campaigns 3) To be using all forms of media for advertisments and

campaigns to market the NTU Fest, including Facebook and website

4) To be designing and in charge of all marketing collaterals and campaigns

5) To be in charge of all designing work in the event that as a public outreach element

Requirements Student Candidate should be very creative and innovative with marketing. Students pursuing communications studies, visual communications related majors will be highly considered for this position





- Head of the committee and the contact person with Orientation Executive


- Prepare the proposal, budget and time schedule on time.

- Oversee and coordinate the entire event and progress of each portfolio.

Vice Chairperson (Internal) - CLOSED

- Involvement in planning process

- Assist Chairperson in admin matters

- Work hand-in-hand with respective teams under their charge.

Vice Chairperson (External) - CLOSED


- Oversee the business managers

- Oversee the publications.

Secretary (x1)


- Preparing minutes of meetings


- Custody and updating of CCA Records for Main Committee after event

Treasurer (x1)



- Custody over cash receipts and disbursements from OH spending




Chief Events Manager

- Planning the program flow on event day, including the performance schedule and stage

games

- Planning of stage area, CCA booths placement in the Quad and SBS Foyer - Planning for requirement drive for student helpers

Events Manager

- Assisting in the planning the program flow on event day, including the performance

schedule

- Assisting in the planning of stage area, CCA booths placement in the Quad and SBS Foyer.

Liaison Officer

- Liaise with various CCA groups and performing groups for updates regarding event day

schedule




Logistics Officer:

- Handles logistical requirements of Open House event day, including Goodie

Bag packing and distribution

- Assisting in the planning process for student helpers recruitment

Chief Business Manager:

- Seeking sponsorships in cash and in-kind

- Liaise with potential and confirmed donors

- Planning how sponsored items will be used during the Open House

Business Manager:

- Seeking sponsorships in cash and in-kind

- Liaise with potential and confirmed donors

Chief Ambassador Leader:

- Planning the internal and external bus routes for event day

- Planning for Student Ambassador (SA) recruitment drive

- Planning for SA training sessions

Deputy Chief Ambassador Leader:

- Assisting the planning of Student Ambassador recruitment drive

- Assist in ambassador admin work

- Assist in planning SA training sessions

Ambassador Leader:

- Assist CAL planning the internal and external bus routes for event day

- Assist CAL in planning for Student Ambassador recruitment drive and training

sessions

- Conduct training for student ambassadors

- Planning of SA deployment




Welcome Week

Portfolio Main-com

Chairperson 1

Vice Chairperson (Internal) 1

Vice Chairperson (External) 1

Treasurer 1

Secretary 1

Events Director 1

Events Executive 3

Business Director 1

Business Manager 3

Internal Liaison Director 1

Internal Liaison Officer 3


Logistics Officer 2

Multifunction Officer (Internal) 2

Multifunction Officer (External) 2

Treasurer

Vice-Chairperson (Internal)

Chairperson

NOT

AVAILABLE

Vice-Chairperson (external)

Business Director

Business Managers

Logistics Director

Logistics Officers

Events Director

Events Officers

Internal Liaison

Director

Internal Liaison Officers

Multifunction Officer

(External)

Multifunction Officer (Internal)

Secretary




Important Note: All applicants should not have any holiday plans during the 1st week of Summer Break (i.e. 11th May 2015 to 15th May 2015) and last 2 weeks of Summer Break (i.e. 28th July 2015 onwards). In between the dates stated, you should be contactable as you are expected to contribute whenever needed.

Chairperson:

- Head of the committee and the contact person with Orientation Executive. - Call for meetings with the main committee. - Prepare the proposal, budget and time schedule on time. - Oversee and coordinate the entire event and progress of each portfolio.

Vice Chairperson (Internal):

- Assist the Chairperson in leading the team. - Represent chairperson and assume all the responsibilities while chairperson is

absent. - Guide Internal Liaison and Event portfolios

Vice Chairperson (External):

- Assist the Chairperson in leading the team. - Represent chairperson and assume all the responsibilities while chairperson is

absent. - Guide Business and Logistics portfolios. Preferably someone with good knowledge

about Singapore and experience in liaising with businesses Secretary:

- Prepare agendas and minutes of all official meetings. - Maintain records and minutes of all official meetings.

- Prepare, file, maintain, receive and send out all incoming and outgoing

official documents, including proposal, report, notes and reminders and etc. - Collect, update and maintain the list of all committees, which is used for

ECA records. - Sort and compile the registered camp members list.

- In charge of the registration of freshmen with liaison officer prior or during

the camp. - Send out reminder before each meeting through email and SMS




Treasurer:

- Consult with SU Financial Controller on financial issues. - Plan budget, manage income and expenditure account. - Keep record of account. - Ensure funding is used wisely. - Control the expenditure of the whole event and do not exceed the budget set. - Control and ensure that all expenses are acceptable, accountable and approved

by the Chairperson. - Collect all the budget, invoices and receipts from committees and make a

photocopy to serve as backup. - Submit the final income and expenditure statement for report use.

Business Director:

- - Lead the team of Business Managers - Manage external vendors during the event - Collate progress and report to Chairperson regularly - Preferably someone with experience in liaising with businesses - Ensure that sponsorships are of quality - Plan how sponsored items will be used during the Welcome week/Union day

Business Manger:

- Seeking sponsorships in cash and in-kind - Liaise with potential and confirmed sponsors - Seek external vendor for the events

Internal Liaison Director:

- Lead the team of Internal Liaison Officers - Collate progress and report to Chairperson regularly - Liaise with SU for the whole event including the administrative matters.

Internal Liaison Officer:

- Liaise with various CCA groups and performing groups for updates regarding

event day schedule - Responsible for participating CCA group’s arrival dates, time and other details.




Logistic Director:

- Lead the team of Logistics Officers - Collate progress and report to Chairperson regularly - Good to have local Class 3 Driving License - Book venue for each official meeting. - Obtain quotations for the events

- Transport the equipments and items needed. - Setting up and cleaning up the venue.

Logistic Officer:

- Provide logistic and technical support. - Good to have local Class 3 Driving License - Borrow or buy the equipments and items needed. - Transport the equipments and items needed. - Setting up and cleaning up the venue.

Events Director:

- Lead the team of Events Officers - Collate progress and report to Chairperson regularly - Preferably with experience in events management and good knowledge about

Singapore

- Oversee the whole progress and development of the programs, ensure smooth flow of event.

Events Executive:

- Come up with the event flow for welcome week. - Draw up work plan and schedule for the preparation of the programs. - Draw up plan for goody bag distribution and lucky draw

Multifunction Officer (Internal):

- Creating synergy between Internal Liaison and Events portfolios

- Contact potential performers for performance

- Help to draw up publicity campaign for events and liaise with the NTUSU Publicity Team

- Manage our online publicity campaign

- Preferably know basic Photoshop - Assist their portfolios when needed




Multifunction Officer (External):

- Creating synergy between Business and Logistics portfolios

- Coordinating effort in sourcing for goodie bags item sponsorship

- Design of goodie bags item

- Good to have local Class 3 Driving License

UNION ORIENTATION CAMP (UOC)

MAINCOMMITTEE : Chairperson, Vice Chairperson (External), Vice Chairperson (Internal), Financial

Secretary, Chief Business Manager, Chief Group Leader, Chief Programmer

CHAIRPERSON (X1) - CLOSED

- Oversee planning and execution - Budgeting - Oversee canvassing - Liaising with SAO and other chairs - Authorisation - Set goals or directions or theme

Chairperson

Vice Chairperson (External)

Welfare Officer Chief Group

Leader

Assistant Chief Group Leader

Group Leaders

Publicity Officer

Sub committee

Financial Secretary

Chief Business Manager

Sub committee

Vice Chairperson

(Internal)

Events Officer Logistics Officer

Chief Programmers

Assistant Chief Programmers

Main Programmers




VICE CHAIRPERSON (EXTERNAL) (X1) - CLOSED

- Oversee execution - Oversee publicity campaigns - Oversee camp welfare - Liaising with SAO and other chairs




VICE CHAIRPERSON (INTERNAL) (X1) - CLOSED

- Oversee programme flow - Oversee main committee bonding - Oversee camp activities - Oversee logistics

CHIEF GROUP LEADER (X1) - CLOSED

ASSISTANT CHIEF GROUP LEADER (X1) - CLOSED

- Collection or collation of numbers - GL bonding - Enforce GL execution - Passing info - Drive attendance

GROUP LEADER (X8) - CLOSED

- Bond both seniors and freshies - POC between main committee and seniors or freshies - Group rep - Collection or collation - Drive attendance - Canvassing

CHIEF PROGRAMMER (X1) - CLOSED

ASSISTANT CHIEF PROGRAMMER (X1) - CLOSED

- Plan programme flow - Plan activities - MP bonding - Enforce MP execution - Confirm logistics - Assist events

MAIN PROGRAMMER (X2)

- Take charge of activities during camp - Plan programmes and activities for camps - Enforce rules in games - Ensure smooth execution - Bond sub programmes




FINANCIAL SECRETARY - CLOSED

- Balance accounts - Do claims - Budget planning - Meeting minutes - Deconflict and plan meeting dates - Meeting agenda

CHIEF BUSINESS MANAGER - CLOSED

- Plan for canvassing - Liaising with sponsors - Budget tracking - Take charge of sub committee

BUSINESS MANAGER SUBCOMMITTEE (X4)

- Organize canvassing - Acquire sponsorship - Help out in canvassing

PUBLICITY OFFICER (X1)

- Design campaigns - Maintain website and facebook page - Design shirts and logos - Photo and video shoot

PUBLICITY SUBCOMMITTEE (X3)

- Design shirts and logos - Design webpages - Photo and video shoot

WELFARE OFFICER (X3)

- Liaise with transport providers - Cater food - Monthly birthday celebration - Assist publicity




EVENTS OFFICER (X4)

- Organize activities for main committee cohesion - Organize senior camps

LOGISTICS OFFICER (X3)

- Transport of logistics - Booking of venues - Track items




BUSINESS RELATIONS & SPONSORSHIPS DIVISION

Business Project Executive

Union Shop:

Business Development Director (x1) – CLOSED

- To understand and specify business requirement - To develop promotional materials co-branded with NTUSU - To devise and build marketing plans for the future expansion of NTUSU - To undertake special projects such as graduation gifts - To arrange promotional activities to further allow the expansion of the business

Operation Director (x1)

- To take charge in the daily operation of the Union Shop - To conduct stock-taking on a scheduled basis - To organise the retrieval process of the stocks and to ensure the quality control of the

products - To monitor and manage the inventory and logistics of the Union Shop

Market Research and Development Director (x1)

Chairperson (BPE)

Business Development

Director

Sub-committee

Operation Director

Sub-committee

Research and Development

Director

Sub-committee

Store Manager (Stephanie)




- To conduct market research and understand business requirement - To conduct new product development and expansion - To monitor the demand of the various product lines and come up with the forecasting and

projected demand

Sub-Committee (x15)

- To assist their respective directors in ensuring the smooth running of the Union Shop - To fulfill their respective role in the committee - To be involved in the special projects and special promotional activities - To assist other roles in the committee when there is a shortage in manpower

Business Project Initiatives (BPI)

Chairperson (x1)

- To source and provide services for entrepreneurial ideas to students - To chair U-Flea markets - To manage NTUSU pushcarts

Vice-Chairperson (x1)

- To actively assist chairperson in his/her duties - To take charge

Sub-Committee (x15)

- To be involved in the events planning and execution

Chairperson

Subcommittee

Vice- Chairperson




- To liaise with prospective student vendors - To fulfill their respective role in the committee - To assist other roles in the committee when there is a shortage in manpower




Corporate Liaison Executive

ICON


- To lead and direct the ICON committee according to the vision of ICON.

- To supervise and lead the various portfolios within the committee

- To maintain and foster ties with external agencies and internal NTU bodies.

- To organize events that promote ICON and its ideals. Vice Chairperson External (x1) – CLOSED

- To assist the Chairperson in the management of external activities

- To supervise and lead the various external portfolios within the committee

- To prepare business proposal for potential partners

- To liaise with corporate executives & HRs to promote ICON events

- To llay advisory role to business managers - Requirement(s)

o Good verbal and written skills

o Good interpersonal skills

o Experience in sourcing and developing corporate relationships is a must

Vice Chairperson Internal (x1) – CLOSED

- To assist the Chairperson in the internal management of activities

- To supervise and lead the various internal portfolios within the committee

- To liaise with various university offices for support in organizing events

- To plan and execute team building events for the committee

- To lead the Event and Logistics Directors in the planning and execution of various events - To collaborate with the Vice Chairperson External on fulfilling the expectations of partner

organisations - Requirement(s)

o Excellent organisational skills

o Ability to assess situations effectively

o Good interpersonal skills

o Ability to lead several teams effectively

o Experience in planning and organizing events is a must




Secretary cum Treasurer (x1)

- To schedule meetings and keep everyone informed of the agenda

- To record the minutes of all meetings

- To be the in-charge of an after event report of the events

- To be responsible for drafting mass emails

- To assist Vice Chairperson (Internal) to facilitate the booking of venues for ICON events

- To keep a record of the Committee's accounts

- To prepare post event accounts under guidance of Vice Chairperson (Internal)

- To sign and submit to the Students’ Union Financial Controller for payment of all bills of expenditure, properly incurred in accordance with approved budget requirement

- Requirement(s) o Good verbal and written skills

o Responsible, reliable and committed.

o Experience in related positions will be a plus

o Comfortable with handling money

o Possessing traits and abilities to record trivia orderly

o Preferably pursuing degree in a finance-related course

Business Director (x4)

- Source new partnerships and develop ties with former partners

- Visit companies and do presentations together with chairperson and VP External

- Maintain long term and mutually beneficial relationship with Corporate agencies

- Prepare proposal for prospective companies - Requirement(s)

o Good writing and communication skills o Good interpersonal skills

o Proven experience in interacting with big companies will be a plus o Invite and liaise with judges and professors (NTU faculties) who would be coming

down for ICON events

o Liaise with and manage student concerns and doubts regarding ICON events

o Interact with NTU offices and bodies as and when required




Events Director (x2)

- Plan and execute ICON events; in particular these three aspects - logistics, operations, and manpower

- Work closely with Vice Chairperson External to organise events

- Draft event proposals for the approval of companies

- Lead and guide Sub-Committee members to run events

- Work with logistics directors to deploy manpower on day of the event - Requirement(s)

o A team leader, with vision and direction, as well as a team player

o Aptitude in managing people

o Ability to focus and direct people under pressure

o Swift problem-solving capabilities is a must

o Good organization skills

o Responsible and reliable personality

o Past successful experience in organizing large scale events will be a plus Project Officers (x10)

- Collectively execute ICON’s events, together with the main committee

- Able to generate and contribute innovative ideas and strategies for events

- If required, to source out sponsorships for our events

- Assist with logistics and operations

- Requirement(s)

o Individuals with the ability to provide fresh ideas & perspectives

o Committed and responsible individuals only

o Vocal and able to contribute to group brainstorming

o Able to work independently when required




Corporate Team

Secretary / Treasurer (x2)

CLE

Corporate Liaison Unit

Corporate Liaison Director

Team A Business Managers (6 pax)

Team B Business Managers (6 pax)

Corporate Liaison Director

Team C Business Managers (6 pax)

Team D Business Managers (6 pax)

Corporate Communications Unit

Corporate Communications Director

Brand Managers (5 pax)

Secretary/Treasurer (2 pax)




- To schedule meetings and keep everyone informed of the agenda

- To record the minutes of all meetings

- To be responsible for drafting mass emails

- To keep a record of the Committee's accounts

- To work together with Students’ Union Financial Secretary where necessary, according to proper guidelines and expectations

- Requirement(s) o Excellent verbal and written skills

o Responsible, reliable and committed.

o Experience in related positions will be a plus

o Possessing traits and abilities to record trivia orderly

o Experience with financial management and administration, secretariat duties would be good

Corporate Liaison Director (x2) - To assist and work together with the CLE by supervising and managing the Business

Managers - To source new merchants for long term and short term contracts and keeping a lookout for

corporate news - To supervise and assist in maintain long term and mutually beneficial relationship with past

and current merchants - To oversee and vet proposals for prospective companies - Requirement(s)

o Excellent writing and communication skills o Excellent interpersonal skills o Proven experience in interacting with big companies will be a plus

Business Manager (x24) - To source new merchants for long term and short term contracts - To source for other corporate partnership initiatives

- To maintain long term and mutually beneficial relationship with past and current merchants

- To prepare proposal for prospective companies

- To be attached to event committees to assist in their merchant sourcing, and continue to keep the merchants engaged on the long term

- Requirement(s) o Good writing and communication skills o Good interpersonal skills o Proven experience in interacting with big companies will be a plus




Corporate Communications Director (x1) - To assess and generate marketing initiatives for various external brands

- To work with the CLE on the general direction in designing & marketing of ‘Perks’ brand

- To ensure merchants abide to terms & conditions

- To ensure that the ‘Perks’ brand isn’t abused for unauthorized purposes, and act on any

violations

- To come up and assess the creative content and methods for spreading the latest offers and schemes across the NTU fraternity

- To ensure that the NTU Perks! Brand is well publicized on social networking sites. - Requirement(s)

o Excellent writing skills o Good aesthetic sense and artistic ability o Marketing experience would be a plus o Good sense of consumer behaviors, trends and associated theory

Brand Managers (x5) - To market initiatives for various external brands

- To design & marketing of ‘Perks’ brand

- To ensure merchants abide to terms & conditions

- To ensure that the ‘Perks’ brand isn’t abused for unauthorized purposes

- To come up with creative content and methods on spreading the latest offers and schemes across the NTU fraternity

- To be in charge of the publicizing NTU Perks! through social networking sites. - Requirement(s)

o Excellent writing skills o Good aesthetic sense and artistic ability o Knowledge in marketing would be a plus o Good sense of consumer behavior and theory

Structure AY14 15

Documents

Transcript of Structure AY14 15