USC Elections Guidebook 2011

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University Scholars ClubElections Guidebook 2011


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Some Activities run by theUniversity Scholars Club

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University Scholars Club

Residential College:Whats Ahead for USC?

USP has now moved into Cinna-

mon Residential College in UTown,

and USC will now include a residential

element with renewed emphasis on

building the USPcommunity.This

development presents the 11th MC

with exciting opportunities to shapestudent life in the RC, to cultivate the

USPIRIT identity and to design new

activities and initiatives that were

previously not possible.

At the same time,student welfarewill remain the focus of the club.

Alongside its agship suite of events,

USC will gradually adopt a House

System structure that will break down

the college into smaller units to

facilitate bonding and inclusivity.

In addition, the USP community will

now include stakeholders such as

Exchange Students, Residential

Fellows and Assistants, Housing

Services Sta, Peer Mentors, andeven

a new categorization: Residents vs

Non-Residents. In light of this, USC

must strive to be a trustworthysounding boardat the heart of thecommunity that integrates and

connects dierent stakeholders in the

RC.

Founded in 2001 to serve the needsof students of the University Scholars

Programme, the University Scholars Club

(USC) fosters an integrated community

each other.

Introduction to the Club

USC organizes a broad spectrum of

activities that is tailored to the myriad

interests of our members. These events

are aimed at improving general student

welfare and community cohesion.

Decibel: An open mike series that

promotes spontaneous self-expression

through music, dance, poetry and other

types of creative performances.

The January Thing (TJT):TJT, theannual USC Town Hall event held in

January, provides a platform for members

to share about initiatives, followed by a

feeback session on the Residential College

and nally winding down with Decibel

performances.

Sports Pick-Ups: Quidditch, frisbee,

soccer, tennis and oorball - there are

plenty of opportunities for members

to try their hand at new sports.

Hay Fever: In Februrary 2011, USC

Productions presented Nol Cowards Hay

Fever, a hilarious comedy of manners set in

1920s Britain centering on the immensely

dysfunctional Bliss family.


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ManagementCommitteeNomination

Mid August

Campaigning House CaptainElections

Elections!

Early September

Standing CommitteeApplication

SCInterviews &

Selection

October

Working CommitteeRecruitment

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MANAGEMENT COMMITTEE STANDING COMMITTEES WORKING COMMITTEES

USC members can be involved in the Club at three dierent levels.

Application for MC Positions

Application for SC and WC

Positions

USC Committees

The co-option of SC positions takes place in

September, after which WC members will be

recruited. More information on SC and WC

positions will be made available by the 11th

MC.

then carry out an Internal Election to decide

on the specic position of each member. The

exact timeline of events may be found on

page 17 of this guidebook.

Committee Structure in the Club

The Management Commit-tee (MC) is elected into

ofce through the AnnualGeneral Elections and serves

to provide studentleadership and strategicdirection for the club.

The Standing Committee(SC) members are

co-opted by the MC. SCmembers oversee various

projects to ensure theirsmooth planning and

execution.

The Working Committee(WC) members may take on

more specic roles in theplanning and execution of

projects, such as takingcharge of programmes or

logistics.

Students submit their MC nomination

forms at the start of the Academic Year.

Successful nominees can then proceed tolaunch their campaigns and participate in

Q&A sessions. At the end of the

campaigning process, all USP Students

will be entitled to vote for their preferred

candidates. The result of the voting

process will determine the eleven

students forming the 11th MC and NUSSU

Exco Representative. The 11th MC will


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ManagementCommitteeNomination

Mid August

Campaigning House CaptainElections

Elections!

Early September

Standing CommitteeApplication

SCInterviews &

Selection

October

Working CommitteeRecruitment

3

Committee Structure in the Club

MANAGEMENT COMMITTEE STANDING COMMITTEES WORKING COMMITTEES

USC members can be involved in the Club at three different levels.

Application for MC Positions

Application for SC and WC

Positions

USC Committees

The co-option of SC positions takesplace in September, after which WC

members will be recruited. Moreinformation on SC and WC positionswill be made available by the 11thMC.

Exco Representative. The 11th MC willthen will carry out an Internal Electionto decide on the specic position ofeach member. The exact timeline ofevents may be found on page 16 of thisguidebook.

The ManagementCommittee (MC) is elected

into ofce through theAnnual General Elections

and serves to providestudent leadership and

strategic direction for theclub.

The Standing Committee(SC) members are

co-opted by the MC. SCmembers oversee

various projects toensure their smooth

planning and execution.

The Working Committee(WC) members may take on

more specic roles in theplanning and execution of

projects, such as takingcharge of programmes or

logistics.

Students submit their MC nomina -

tion forms at the start of theAcademic Year. Successful nomi -nees can then proceed to launchtheir campaigns and participate inQ&A sessions. At the end of thecampaigning process, all USPStudents will be entitled to votefor their preferred candidates. The

result of the voting process willdetermine the eleven studentsforming the 11th MC and NUSSU

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Management Committee

What does it take to be a member of the ManagementCommittee?

contest.

President Vice President

Honorary General Secretary

Honorary Financial Secretary

Director of Public Relations

Director of Community Service

Director of Cultural Activities

Director of Social Activities

Director of Public Relations

NUSSU Exco Representative

Director of Corporate RelationsDirector of Sports

Director of Academic Affairs Director of FOP

Positions in 11th Management Committee

Regardless of specic roles, an MC member should possess adequate leadership and

management skills. He or she should have a good understanding of the relevance of

the club and the needs of its members on a macro level. MC members should be

concerned not only with their own portfolios but general matters relating to the

club and hence, should be able to work well with other MC members.

An MC member also serves as a leader to his or her various Standing and Working

Committees and should manage them to the best of his or her capabilities. As an

elected representative of the club, he or she has the mandate of the student

community; MC members should be ever ready to serve and represent the

community during their term in oce.


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Roles and Responsibilities

PresidentWhat does thePresident do?

The President is the principal representative of the University Scholars Club. He or

she provides the overall strategic direction for the club, especially with regard to the

role that it plays in the larger USP community. The President should be familiar with

the needs of the club and the student community, hence, this position is only open

to students from year 2 and above.

The President shall:

Office ofHousing

Services

Oce of

Housing

Services

NUSSUCouncil

RC Student

AdvisoryCommittee

ThePresident works closely with:

1 Preside over all meetings and preserve order in the Management Committee.

2 Sign all legislative documents pertaining to the club, including the counter

signing of nancial documents together with the Honorary Financial Secretary.

3 Ensure that all initiatives are in-line with the clubs vision and objectives.

4 Delegate duties and oversee the various projects of the club.

5 Ensure that committee members remain engaged.

6 Encourage collaboration between dierent committees.

7 Liaise with the USP administration regarding Club matters.8 Act as ocial spokesperson for USC.

9 Represent the University Scholars Club in the NUSSU Council.

10 Represent the University Scholars Club in the USP College Council.

11 Engage Club members continually and solicit their feedback.

12 Work with the Residential Fellows and Residential Assistants on the integration

of residential governance with USC.

USPCollegeCouncil

USPAdminUSP

Admin

ResidentialFellows

andAssistants


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House

Captains

Director

of

FOP

TheVice-President works closely with:

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Vice PresidentWhat does theVice President do?

The Vice-President assists the President in running and managing the Club. The

Vice-President assumes all duties, powers and responsibilities of the President in

his/her absence.

TheVice President shall:1 Assist the President in the discharge of his or her duties.

2 Work closely with the President to ensure the smooth running of the club.

3 Assist the President in proactively supervising the ve pillars of welfare, namely

Social Activities, Community Service, Cultural Activities, Sports, and Academic

Aairs.

4 Oversee the planning and execution of various welfare initiatives. For example,

he or she will source for sponsorship of Exam Welfare Packs, which are given out

every semester.5 Analyse USCs annual welfare survey results and present the ndings to the

community.

6 Take charge of the House System and serve as the main liaison between the six

House Captains and the Management Committee.

7 Ensure that intra-House events (such as Mid-Autumn Festival and Chinese New

Year) are organized with a whole-of-club perspective.

8 Ensure a smooth connection between the House System and FOP.

9 Provide direction with regards to logistical matters, such as the maintenance and

booking of common spaces.

The House Systemdivides the college into six discrete, identiable groups, to promote

more intimate bonding. The House System will begin this year with freshmen from theClass of 15 and willing seniors. Six House Captains, to be elected in mid-Sept, will work

with the VP to organize intra-House events and work out House-FOP relations.


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Hon Gen SecretaryWhat does theHonorary General Secretary do?

The Honorary General Secretary assists the President and Vice-President in steering and

overseeing the club. He or she is responsible for maintaining an ecient administrative

system and the internal communication platforms.

TheHonorary General Secretary shall:

Vice

President Secretaries

1 Coordinate the co-option of all USC Standing Committee and Working

Committee members.

2 Maintain records of discussions during Management Committee meetings.

3 Disseminate information to all club members through the ocial USC Management

email account.

4 Provide guidance to the secretaries of the various Standing/Working Committees.

5 Document participation in club activities for Residential Admission Scheme (RAS),

which only applies to non-UTown accommodation.

6 Organise the Annual General Elections and the Annual General Meeting at the end

of the oce term.

7 Ensure proper archiving of information for handover to the subsequent

Management Committee.

8 Maintain an internal Working Calendar.

9 Maintain a public Master Calendar.

10 Maintain notice boards under USCs purview.

11 Coordinate the provision of locker spaces to club members.

12 Serve as a general contact point (through the USC email account or otherwise) for

members to raise queries and provide feedback.

13 Compile questions from the various committees for USCs annual welfare survey.14 Familiarize himself or herself with the current USC constitution and review the

document accordingly at the end of the oce term.


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Hon Fin SecretaryWhat does theHonorary Financial Secretary do?

The Honorary Financial Secretary is the caretaker of the nancial assets of the club. He or

she should have a good understanding of the clubs nancial status. Revenue generating

projects that are spearheaded by USC Committees also fall under the purview of Honorary

Financial Secretary.

TheHonorary Financial Secretary shall:

1 Liaise with the NUS Oce of Finance to manage the Clubs budget.

2 Be responsible for the allocation of the clubs budget to various committees and

ad-hoc projects.

3 Advise the various directors to ensure prudent utilization of club funds.

4 Provide guidance to the treasurers of the various Standing/ Working Committees.

5 Maintain systematic and up-to-date records of all monetary transactions made by

the club.

6 Process payment to vendors and reimbursement to club members.

7 Oversee the planning and execution of entrepreneurial ventures that generaterevenue for the club.

8 Lead marketing initiatives under the club, such as the launch of USPIRIT merchandise,

organizing bazaars, as well as other fundraising events.

9 Work closely with the Director of Corporate Relations to ensure the healthy state of

the Clubs nance.


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Director ofCorporate Relations

What does the Director of Corporate Relations do?

The Director of Public Relations coordinates the public relations eort of the Club.

In addition to the President, he or she acts as the spokesperson and face or USC. Heor she creates and maintains a consistent Club image and builds relationships with

external organisations in order to further the interests of the Club.

The Director of Corporate Relations shall:

TheDirector of Corporate Relations works closely with:

USPAlumni

StudentInterest

Groups

Sponsors

CinnamonExchangeStudents

USPAmbass-adors

Mid Term

-

1 Assist the President in engaging club members, USP Alumni and key stakeholders

by proactively soliciting feedback.

2 Oversee the publicity of upcoming events to the club through various media, such

as posters, email blasts or online platforms.

3 Oversee the production of the clubs publications.

4 Maintain the clubs online presence through the ocial website

(usc.usp.nus.edu.sg) and facebook groups.

5 Build links with other student organisations and external agencies to pave the way

for possible collaborations.

6 Drive the sponsorship acquisition process.

7 Provide guidance to the public relations representatives of the various Standing/

Working Committees so as to ensure a consistent image of USC.

8 Oversee the publicity eorts of the club so as to ensure adherence to NUSSU

publication guidelines.


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Director ofAcademic Affairs

What does the Director of Academic Affairs do?

The Director of Academic

Spawned from this year's Academic Committee, the Peer Mentorship Programmeinvolves experienced seniors guiding and advising incoming freshmen on adjusting to

university life. As the programme continues to develop, it is important for the Director ofAcademic Aairs to be in constant dialogue with the Peer Mentorship Coordinator to

minimize overlap and to maximize synergy between the two bodies.

The Director of Academic Aairs is in charge of designing and executing academic events

as a platform of community building within USC. He or she should be well informed about

the USP curriculum and should feel comfortable organizing academic activities jointly

with the USP administration.

1 Organise activities that ll in the knowledge gap between USP curriculum matters

and students.

2 Plan the biannual Advanced Curriculum Sharing Sessions.

3 Act as a liaison between the Peer Mentors and the USC Management Committee.

4 Represents students during Curriculum Review Committee (CRC) meetings.

5 Jointly organise Meet your Major Mates (MMM) session during FOP Orientation

Week, alongside the Orientation Week Committee.

6 Maintain the online MMM facebook groups.

7 Provide constant feedback regarding academic aairs to the USP administration.

8 Links students and the USP administration regarding academic aairs.

9 Voice out student concerns to the relevant USP administrator proactively.

10 Consult, discuss and coordinate the above with the USP administration in charge

of Academic Aairs.

Affairs shall:

TheDirector of Academic Affairs

works closely with:

PeerMentor

Coordinator

DeputyDirector

(AcademicAffairs)

PRISMLeaders

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Director ofComm Service

What does theDirector of Community Service do?

The Director of Community Service promotes the spirit of volunteerism within the

Club. He/She provides opportunities for Club members to be involved in meaningfuland sustainable community service projects and hence, should feel comfortable with

collaborating with external partners, such as voluntary organisations and charities.

The Director of Community Service shall:

FOPDirector

to Science

1 Liaise with suitable beneciaries for which club members may volunteer on a

regular basis. This may take the form of a year long project, or several projects

over the course of the year.

2 Organise ad-hoc events that involve wider participation from club memberswho may not be regular volunteers. This may take the form of fundraising events

or a charity Frisbee league, for example.

3 Assess and match the needs of voluntary organizations with the skill sets and

preferred commitment level of USP students.

4 Collate feedback from both volunteers and the beneciaries to ensure that

community service projects remain relevant and meaningful.

5 Ensure that students enquiries on community service related activities are

attended to.

6 Lend support to the Flag Director (FOP) as and when necessary.

7 Create awareness of relevant social issues among club members.


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Director ofCultural Activities

What does the Director of Cultural Activities do?

The Director of Cultural Activities has a free rein to generate activities of a cultural

nature, which over the past few years have taken the form of music, theatre, dance etc.The suite of activities needs to accommodate the interests and existing talents of USC

students (i.e. providing a platform for showcase) while also providing an avenue to

develop and learn new things (i.e. providing a platform for learning).

TheDirector of Cultural Activities shall:

1 Initiate and organise cultural activities that enhance cohesion in the USC

community.

2 Plan and execute Decibel, USCs regular showcase event where students sing,

dance or even read poetry, at least once per semester.

3 Continue the Introductory Classes series, a platform in which USC students teach

other USC students. For example, a cooking class and a course on photography

basics was organized in AY1011.

4 Coordinate and promote attendance at externally organised cultural events,

such as plays, museum exhibitions or musicals.

5 Explore the possibility of creating a Lookbook (www.lookbook.nu) competition

within USC. Teams could comprise of a model, a stylist and a photographer and

face o against one another in a runway event.

6 Act as a liaison between the USProductions team and the USC ManagementCommittee on the needs and status updates of USCs annual production. While

the Director of Cultural Activities no longer plays a direct role in productions, he

or she should still actively support this endeavor.


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Director of FOPWhat does the Director of FOP do?

The Director of FOP has to oversee the planning and execution of the Freshmen

Orientation Programme. The FOP Director should work closely with the Vice-President

and the President to ensure that all USC activities are carried out with a common goal in

mind. Though it is not strictly necessary, it is recommended that the Director of FOP

should have had some leadership experience in previous FOPs.

The Director of FOP shall:

The Director of FOP works closely with:

Vice-

President

House

Captains

Director of FOP

Rag Flag Camp OWeek D&D

1 Oversee the planning and execution of the Freshmen Orientation Programme.

2 Ensure the objectives of the Freshmen Orientation Programme are in line with

the vision of the Management Committee and Residential College.

3 Coordinate the selection of key project directors for the Freshmen Orientaiton

Programme alongside the Honorary General Secretary.

4 Conceptualise an overall theme for Freshmen Orientation Programme along

with the individual project directors and ensure that the storyline ows through

out FOP.5 Take charge of overarching FOP concerns, such as fundraising eorts, meeting

freshmen at USP interviews and the creation of FOP website.

6 Serve as a general contact point for freshmen, should they have any questions or

doubts regarding the FOP process.

7 Work closely with the Vice-President and the six House Captains to ensure that

the goals of the House System are incorporated smoothly into FOP.


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Director ofSocial Activities

What does the Director of Social Activities do?

The Director of Social Activities promotes the welfare of the club by providing

platforms for meaningful interaction. He or she organises various social events tocater to the diverse interest of club members.

The Director of Social Activities shall:

1 Initiate and organise social activities that enhance cohesion in USC.

2 Work with the Director of Corporate Relations to organise town hall sessions and

platforms for the MC and other interest groups to pitch their activities to the

community.

3 Coordinate Halloween celebrations.

4 Coordinate Valentines Day Celebrations, of which one key tradition is a stalking

game called Buaya Buayee.

5 Organize formal dinners alongside the USP administration.

6 Organize ad-hoc events such as movie screenings, board game nights, and

Christmas present exchanges.


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Director of SportsWhat does the Director of Sports do?

The Director of Sports promotes the welfare of the club by providing opportunities

for club members to engage in sports. He or she coordinates both the recreational

and competitive sporting activities of the club.

The Director of Sports shall:

1 Initiate and organise sporting activities that enhance cohesion in USC. For

example, events such as World Cup Screening or Street Soccer sessions have been

organized previously.

2 Plan for a wide-range of Pick-Up sessions, where club members can learn new

sports from other members and participate on a casual, non-competitive basis.

Previous examples include Floorball, Soccer and Quidditch Pick-Up.

3 Serve as a representative from the club at the university-level Inter Faculty Games

(IFG) Planning Committee.

4 Recruit and manage sign-ups for IFG within the club. He or she should also act as

a liaison between team captains/ managers and the IFG Planning Committee, soas to address questions and to ensure athlete welfare.

5 Design and execute IFG Appreciation Night, an event in which outstanding IFG

athletes, teams and supporters are celebrated.

6 Organise an annual Night Cycling event.

7 Take charge of conceptualizing and selling the clubs sportswear merchandise.

8 Design and maintain the loaning of sports equipment in the Residential College.

9 Provide publicity and support for sports-related interest groups, such as Cheer

leading or Frisbee.

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NUSSU

Council

Vice-

PresidentPresident

TheNUSSU Exco Representative works closely with:

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NUSSU ExcoRepresentative

What does the NUSSU Exco Representative do?

The NUSSU Exco (Executive Committee) Representative serves as a liaison oce

between USC and the NUSSU Council. Although he or she formally represents theinterest of all NUS students, he or she should keep in mind the needs of the USP

community. Do note that any nominees running for the position of NUSSU Exco

Representative is not eligible to run for any other positions in the Management

Committee.

The NUSSU Exco Representative shall:1 Attend and participate in all Management Committee meetings.

2 Be prepared to take up additional responsibilities in the Management

Committee.3 Attend NUSSU Council Meetings as the USC Representative.

4 Ensure that the NUSSU Council is aware of the concerns and needs of the club.

5 Familiarise himself or herself with the various NUSSU committees and positions.

The NUSSU Exco Representative should be prepared to serve as a general

contact point between club members and relevant individuals in NUSSU.

6 Be eligible to run for NUSSU Exco positions.


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Timeline of Events

17 August 2011

18 August 2011 -

22 August 2011

22 August 2011

23 August 2011 -

29 August 2011

26 August 2011

30 August 2011 -

02 September 2011

02 September 2011

03 September 2011

Meet the MC Information Session

Nomination Period

Campaigning Period for Nominees

Q&A Session with Nominees

Voting Period

Internal ElectionsAnnouncement of 11th Management Committee

MC Induction Day

For more information,please email

[email protected] your queries.We look forward to your application!


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NUS Students

University Scholars Club

USC Elections Guidebook 2011

Documents

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