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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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 3
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 4
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.)
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 5
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 6
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
Student Organisation Fund
33
Cash Deposit & Cash Withdrawal 34
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 7
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 8
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 9
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).
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 10
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 11
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 12
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.
Active participation in all Student Organisation events, activities and meetings.
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.
Active participation in all Student Organisation events, activities and meetings.
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.
Active participation in all Student Organisation events, activities and meetings.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 13
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 14
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 15
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 16
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 17
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 18
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 19
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 20
Attendance Record for Meeting
1. 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 1.3 (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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 21
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 22
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
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/
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 23
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 24
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 25
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
The Logo must be place on a white background, can be used reversed white
if it is on a dark background or on a light background. For black & white prints,
please ensure that the entire emblem does not appear black. Refer to the
following sample:
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 26
5. All publicity materials must include INTELLECT, Life Skills Development and SHINE Award
Centre Logos. The order should be (TU, INTELLECT, Life Skills Development & SHINE
Award Centre)
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. All events must be nominated under the SHINE Award Programme. If the event is
eligible for points, the emblem must be featured in the poster. Sample of poster as
below :-
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 27
7. The Taylor’s University, INTELLECT, Life Skills Development, Shine Award Centre Logos
can be downloaded from the Life Skills Development Wordpress:
https://tulifeskillsdevelopment.wordpress.com/clubssocieties-resources/
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 28
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)
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 29
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 30
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.
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 31
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/
Example of Permit to Exhibit Signage / Poster / Banner Form
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 32
STUDENT ORGANISATION FUND MANAGEMENT
Student Organisation Fund
1. All Student Organisations formed must adhere to the requirement set. Reference:
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 33
Example of Cash Deposit and Cash Withdrawal Form
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 34
Annual Financial Budget
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 35
Example of Annual Financial Budget
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 36
Quarterly Financial Report
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:
Taylor’s University Logo
Title
Student Organisation Name
Reporting Period
Income
Expenses
Closing Balance
Signature of Treasurer who prepared the quarterly financial statement
Signature of President for verification
Signature of Acknowledgement by Advisor
4. A sample of the Quarterly Financial Statement can be found on the following page.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 37
Example of Quarterly Financial Report
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)
Project Treasurer / Treasurer
Verified by:
___________________________
(Name)
Project Manager / President
Acknowledged by:
__________________________
(Name)
Advisor
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 38
Annual Financial Report
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:
Taylor’s University Logo
Title
Student Organisation Name
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
Signature of President for verification
Signature of Acknowledgement by Advisor
Useful Tips:
http://www.carltonfc.com.au/staticfile/AFL%20Tenant/Carlton/Documents/149th%20Ann
ual%20Financial%20Report.pdf
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 39
Example of Annual Financial Report
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)
Project Treasurer / Treasurer
Verified by:
___________________________
(Name)
Project Manager / President
Acknowledged by:
__________________________
(Name)
Advisor
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 40
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 41
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
Student Organisation Fund
Raiser
Signature Project
Signature Project
JULY AUGUST SEPTEMBER
Transition Plan for New
Board
Prepared by:
___________________________
(Name)
President
Acknowledged by:
__________________________
(Name)
Advisor
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 42
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 43
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 44
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)
Project Treasurer / Treasurer
Verified by:
____________________
(Name)
Project Manager / President
Acknowledged by:
____________________
(Name)
Advisor
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 45
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 46
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 47
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 48
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 49
Example of Venue Booking Form
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 50
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 51
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 52
Post Project Evaluation Report
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 53
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 54
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:
Taylor’s University Logo
Title
Student Organisation Name
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)
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 55
Example of Post Project Financial Statement
Post Project Financial Statement
Taylor’s University Student Council
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 56
SPONSORSHIP GUIDELINE
INTERNAL
Download the Sponsorship Guideline under the “Clubs and Societies Resources”. The
password can be obtained from the respective advisor.
https://tulifeskillsdevelopment.wordpress.com/clubssocieties-resources/
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.
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 57
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 58
Sample of ‘Request for Travelling Info Sheet”
Request for Travelling Info Sheet
Taylor’s University Student Council
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 59
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 60
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 61
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 62
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 63
HOW TO CLAIM POINTS FOR POSITIONS HELD IN AN EVENT
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 64
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
Post Project Evaluation Report
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
TAYLOR’S UNIVERSITY STUDENT ORGANISATION MANUAL | LIFE SKILLS DEVELOPMENT 65
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/