yearplan densoc 1213

7/28/2019 Yearplan DENSOC 1213

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SLGoh/DENSOC/Year Plan 2012-2013/July 2012

2012/2013 DENSOCYear Plan

A brief write-up and draft of the year plan for Dental Society of Universityof Malaya (DENSOC) activities, projects and structural revamp. Plans are

targeted to uplift the organisation, faculty and the students learning

experience.

By: Goh Seong Ling,Renette Gan Siok Lynn,

Mohd. Ridzuan bin Roslan,

Dayana Hatin binti Kasim


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SLGoh/DENSOC/Year Plan 2012-2013/July 2012 1

TABLE OF CONTENT

1. Introduction2. Drafting of Constitution3. Organisational/ Structural reform4. 1st Dental Joint Orientation Programme5. Dental Undergraduate Welfare Council6. Intra-faculty Dialog7. DENSOC Room8. DENSOC Website9. Annual Newsletter10. Exchange Programme

a. Merit system11. Alumni Faculty Mentorship Programme12. Other Projects

a. General Meeting/ Mid-Year Meetingb. Baktisiswac. UM Oral Health Dayd. Senior Freshies Staff Nighte. Dental Field Tripf. Interbatch Sports Gameg. Dental Nighth. MUNUS

13.Miscellaneous14.Summary of Cooperation Requested from the Faculty


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Introduction

The Annual General Meeting of DENSOC was held on 8 th June 2012 in Dewan

Kuliah 1 & 2, Faculty of Dentistry UM and was attended by 170 dental students. The

2011/2012 committee board was disbanded and new committee members for the 2012/2013

session were elected. The 4 main Excos appointed are as below:-

President: Goh Seong Ling

Vice President: Mohd. Ridzuan bin Roslan

Secretary: Renette Gan Siok Lynn

Treasurer: Dayana Hatin binti Kasim

We the new batch of Excos has the intention of making improvements as well as

improvises on the administration and management of DENSOC.

We are planning to carry out several new projects that have never been done before

and at the same time, we would like to improve and enhance the current projects and

activities.

At the same time, we would like to observe and assess how DENSOC can play a more

active role in assisting the faculty in handling the student affairs. On top of that, we would

like to intensify the apparent learning field of dental students and broaden the horizon of theirexperience throughout their tertiary studies.

This will be the first time in recent years that DENSOC has laid down a proper

planning for the upcoming year. We hope that by having this proposal, we can get some

assistance from the faculty in several essential areas that we have identified. These key areas

will need the cooperation and advice from the facultys administration in order to be

accomplished successfully.

Below is a brief write-up of our plan. Detail procedures will be discussed and

determined in the very near future.

EXCOsDENSOC 2012/2013


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Drafting of Constitution

Aim:To establish a DENSOC that is well-organized and concretely structured

Objectives:

i) To lay down the protocols in running the organization efficientlyii) To set up the rules and regulations in running the organizationiii) To assign the job scope & responsibilities to each committee member

Supervising DENSOC Exco:

Goh Seong Ling

Timeline:

To be completed in 4 months

- 1st meeting August- 2nd meeting September- 3rd meeting October- 4th meeting (Final review) November- Presentation/ Voting during Mid-Year Meeting December

Organisation Chart/Person involved:

Committee Chairman - Goh Seong Ling

Committee Members - Hanif Suffian

Galvin

1 from 4th

year (Chinese/Malay)

1 from 3rd

year (Chinese/Malay)

Representative from LAWSOC

Resource needed:Reference from other societies eg: HEP Borang 2, IADS Constitution, APDSA Constitution, NUS

Student Union Constitution

Procedure/Details:

- Get approval letter from the Dean to form a legitimate committee- Would be done in approximately 3-4 meetings- A digital sample would be circulated among students- To be presented and approved during Mid-Year Meeting- Publication of booklet to each student- Matters that would be addressed in the constitution :a) Article I: Name


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b) Article II: Objectivesc) Article III: Members

o Section I: Membershipo Section II: Rightso Section III: Obligationso Section IV: Penalty, suspension & termination

d) Article IV: Annual General Meetinge) Article V: Fundingf) Article VI: Executive Committee

o Section I: Presidento Section II: Vice-Presidento Section III: Secretaryo Section IV: Treasurero Section V: Others (Assistant Secretary, Assistant Treasurer, International Liaison

Officer, Editor/Communication Officer)g) Article VIII: Projectsh) Article IX: Electionsi) Article X: Constitution Amendments

j) Article XI: Standing OrdersDiscussion is already underway with HEP Assistant Registrar to DENSOC Mr. Nik Sharizan.


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Organisational/Structural Reform

Aim:To revamp the organisation chart and procedure in which the society is to be run

Objectives:

i) To instil leadership and communication skills amongst studentsii) To get more students involved in non-academicals activities

Supervising DENSOC Excos:

Goh Seong Ling, Mohd. Ridzuan bin Roslan, Renette Gan Siok Lynn, Dayana Hatin binti Kasim

Procedure/Details:

- Expansion of Committee Memberso To elect 2 assistant junior secretaries and 1 assistant treasurer to be trained in

handling the responsibilities

o To elect an International Liaison Officer with an assistant to be in-charged of anyactivities involving international societies or students such as IADS, APDSA and

inbound-outbound programmes

o To elect Communication officer that will handle the management of DENSOCswebsite and updates on Facebook

o To elect a Editor/Publication Officer that will manage the publication of the annualnewsletter

- Merit systemo Merits will be given to students involved in each projecto Proper recognition such as certificates and priorities in students exchange

programmes participation (Inbound-Outbound/ IADS exchange) will be given to

those contributed in DENSOC activities.

o *to be further discussed under Exchange Programme section- Each student/ candidate that is interested in holding the position of projects will undergo an

interview session in order to select the best credible candidate

- Each project director need to encourage participation from every dental students of theprojects by doing a brief presentation to students from each year

- Organization of projectso Currently, projects are conducted by each batch per se and the strengths and

weaknesses of each projects are not learned by the juniors

o Thus in the future, each bureau will involve 2 juniors to help in the management andconduct of the projects

Job Scope of Committee Members

1) President and Vice Presidenta. To supervise the overall implementation of societys projectsb. To ensure proper management of the society


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c. To call for DENSOC exco meeting at least once in every 2 months2) Secretary

a. Design a proper letter head and prepare a soft copy as wellb. Design an official stamp for the society (2 copies)c. Minutes for every meeting have to be submitted within 2 weeks and prepared in

soft and hard copies and to be published on appropriate media for students

access.

d. Create a Dropbox folder to keep all DENSOC records (eg. Projects proposal,minutes) in soft copies for ease of future reference

e. Design a name card for each committee member and sub-committee members.f. Create an official email address for position holders eg. DENSOCpres@

gmail.com

g. Prepare certificatesi. Central committee members - duly certified by HEP

ii. Class representatives duly certified by Deaniii. Class Group leader duly certified by DENSOC president

h. Handle the proper collection and records keeping of the students name list ineach year

i. Notice boardrequest for a better spot on Level I, beside Polyclinic Bj. Finalized the organizational chartk. Prepare appointment letters for each sub-committee member and committees

in any projects under DENSOC

3) Treasurera. Update financial report during every meetingb. Keep in touch with sponsors for each projectc. Outline DENSOC yearly budgetd. Retrieve profits gain in each projecte. Identify projects that can gain profitsf. List down the activities/ projects that DENSOC can subsidiesg. Collect memberships feesh. Ensure money to be refunded within 2 weeks upon receiving receipts to

members who pay in advance of DENSOCs behalf


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1st Dental Joint Orientation Programme

Aim:To foster the relationship among seniors and juniors

Objectives:

i) To strengthen the unity among different racesii) To cultivate respect among seniors and juniorsiii) To share with freshmen of the seniors experience


Mohd. Ridzuan bin Roslan

Proposed Date:

10/09/2012 - 12/09/2012


Chairman Boon Sin Long

Deputy-chairman Mohd. Ridzuan bin Roslan

Others (yet to be decided)

Procedure/Details:

Orientation programme in Faculty of Dentistry, University Malaya has long been established

where every student is encouraged to participate. The faculty orientation programme will initiate

once the freshmen begin their first day of academic session after Mingguan Haluansiswa

It has been long known that the conventional orientation is held separately according to

ethnicities and conducted at different time and places. Juniors of an ethnicity would not recognize

seniors of another ethnicity and vice versa. One ethnic will stay close to each other and no

interaction with the others during the orientation period. Such segregation has resulted in severelack of interaction among ethnicities at the beginning of the semester. However in the long run, the

conventional orientation system does not seem to cause any segregation at all. Instead it provides a

solid foundation for students of different ethnicities to be brought together. The positive outcome of

the conventional orientation is well proven especially through the buddy system where juniors can

receive guidance from the seniors in an unofficial or official way. Such mentoring relationships, in

our opinion is too taxing and labour intensive to be replaced by any current official faculty

interventions eg. Mentor-mentee Programme or any foreseeable mentorships programmes.

The buddy system is especially important to us dental students due to the demanding and

stressful nature of our curriculum. It is to be made clear that the buddy system cannot and will not

exist if not because of the conventional orientation system which has well served our faculty for aslong as the undergraduate programme has existed.


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Having said so, we do recognise that time has changed and generations have passed, the

conventional orientation is no longer suitable and in fact obsolete if it is to be held in a conventional

manner again. Thus, it is DENSOCs position to maintain the conventional orientation with

modification in conjunction with the proposed 1st Joint Orientation Programme. Thus, the JointOrientation is not a replacement of the conventional orientation but a vital adjunct to complement

the conventional orientation.

In order to bridge the gap created by the orientation programme and enhance the

relationship among dental students, this joint orientation programme is proposed to be held during

the first three days at the beginning of the new academic session. Every freshman would be brought

together and introduced to each senior from every year, regardless of their ethnicity background.

The chairman of the programme would be the main person responsible to co-ordinate with

the leaders of respective ethnicities. This three day joint orientation programme will be followed by

the conventional orientation accordingly. It is the uttermost goal to converge all dental studentsespecially the freshmen during the three days period to interact and gain respect from each other.


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Dental Undergraduate Welfare Council

Aim:To provide a platform for unity of the parties involved in students welfare

Objectives:

To allow different parties to synchronise their resources and ways in handling students welfare


Goh Seong Ling

Proposed Date:

1st

meeting: October 2012

Persons involved:

2 MPMUMs

2 Representatives from DENSOC

President of PPIUM

2 Minority Students

Procedure/Details:

The welfare of dental students has always been taken care of through many different

channels namely the UM Undergraduates Representative Council (MPMUM), DENSOC and Islamic

Dental Society (PPIUM). These different students bodies more often than not act separately when

certain issues are addressed to them owing to the different jurisdictions that each are bound to.

However, these parties share the same interest of the students and would like to aid in the

students welfare. On the other hand, students might raise their matters not only to one body and

problems arise as to whom shall tackle the issues being raised. We are fortunate that such situation

has never aroused in recent years, but one cannot take things for granted.

To solve this problem or any future discrepancies in the responsibilities of each party, Dental

Undergraduate Welfare Council could act as a mutual platform for these parties to come together

and resolve issues. The council will consist of 2 representatives from MPMUM, 2 representatives

from DENSOC appointed by the president, the president of PPIUM and not forgetting 2 people from

the minorities group namely, an Indian and a Bumiputera.

The council can assemble and discuss on the matters being raised once in every 2 months.

Co-ordination can be done and a finalized agreements or solutions can be proposed through the

meetings.


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Intra-faculty Dialog

Aim:To set up a direct communication channel between the administration and the students

Objectives:

i) To enable students to direct queries to the administrationii) To allow the administration to response directly to the students


Renette Gan Siok Lynn

Proposed Date:

23/02/2013

Procedure/Details

Intra-faculty dialog was not something new to the faculty. It has been conducted previously

but somehow it has been discontinued. It is actually a good communication tool to be used by the

students to enquire about certain matters from the administration directly and on the other hand,

the administration could reply to the students directly.

In order to ensure a smooth, well-conducted dialog, questions raised by the students shall

be submitted before-hand and filtered to prevent any repetition of questions. Apart from that, this

would enable the administration to prepare answers for the questions being raised during the dialog.

If however, students whose question were not selected to be asked during the dialog and still wishes

to post the question, he will be allowed to do so during an open session during the dialog.

Through this dialog, we hope that any questions or issues arise can be properly answered

and conveyed to the students and perhaps suggestions may be given to the faculty pertaining to

certain issues.


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DENSOC Room

Aim:To set up a proper operation centre for DENSOC

Objectives:

i) To have a proper meeting place for any DENSOCs activitiesii) To have a proper place to store in DENSOCs belongings and propertiesiii) To have a recreation centre for the students



Proposed Date:

Launching Ceremony: 04/01/2013

Procedure/Details:

A DENSOC room could serve for many purposes that could aid in the flow of any activities

being undertaken. Committee members always meet up in indefinite places to discuss or prepare for

any activities. A room specially being set up for DENSOC would be useful to hold any future meetingsor preparations for certain activities.

On top of that, the DENSOC room could serve as a recreational centre for dental students.

Computer, printer, furniture and meeting table can be set up for usage in the room. Subscription to

daily newspaper will enable students to read in the room as well.

Rules and regulations on the usage and utilization of the DENSOC room will be set as a

guideline to all the students. This room will be maintained by the DENSOC committee members itself.


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DENSOC Website

Aim:To enhance and uphold the establishment of DENSOC

Objectives:

i) To disseminate information regarding DENSOCii) To set up a communication channel with other societiesSupervising DENSOC Exco:


Proposed Date:

Launching: 28/12/2012 (During Mid-Year Meeting)

Person involved:

Editor/ Communication Officer

Resource needed:

Web-hosting Company

Online advertisements sponsors

Consultation from Informatics Unit

Procedure/Details:

A website could provide more than information regarding a society. It could serve as a

communication channel with other societies as well. By having an official DENSOC website, any

complete information on the society can be posted up, along with many interactive channels or links

pertaining to DENSOC.

Contacts and details will be provided on the website and everybody can get the latest

updates on the activities anytime, anywhere. This applies also to other societies that would like to

get further information on DENSOC.

Collaboration with the facultys official website via the Informatics Unit can enhance the

propagation of certain information more effectively. Sponsors can be obtained from the online

advertising companies that are interested and this website would be maintained and updated by the

Editor.


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Annual Newsletter

Aim:To create an official publication for DENSOC

Objectives:

i) To have an overall view on the projects and activities of DENSOC and facultyii) To produce a memorabilia for the final year studentsiii) To make known students achievement in national or international competitionSupervising DENSOC Officer:


Timeline:

September 2012: Recruitment of members

January 2013: Materials collecting and drafting of articles

April 2013: Final Editing

May 2013: Publication


Editor

Procedure/Details:

To have a good reflection on the achievements that DENSOC has attained, a newsletter can

be published annually and distributed to the students as well as the members of the faculty perhaps.

Students can view the list of activities that have been organized by DENSOC throughout the entire

academic session. In addition to that, facultys events like Scientific Conference, Pre-convocation can

also be included in the newsletter. Students achievements in national or international competition

should also be included in the newsletter

This annual newsletter can be a substitution for a year-end book where students can see for

themselves the activities that they have participated in and take it as a memorabilia for the year. In

fact, there would be few segments dedicated to the final year students where individual photos will

be taken and spaces will be provided for them to pen down their thoughts and wishes.


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Exchange Programme

Aim:To broaden the students knowledge, experience and mind-set

Objectives:

i) To introduce the students to other dental schools and expose themselves to differentsystems

ii) To foster the relationship between UM dental faculty and other dental schoolsiii) To enable students to learn about different cultures of other countriesSupervising DENSOC Officer:

Goh Seong Ling

Person involved:

International Liaison Officer and Assistant International Liaison Officer

Resource needed:

Funding from the faculty

Procedure/Details:

The exchange programmes that the faculty has been involved in include the Inbound-

Outbound programme, IADS exchange programmes, IADS research exchange programme and APDSA

exchange programme. The inbound-outbound programme is managed and conducted by the

administration office itself while the IADS and APDSA exchange programmes are under the

management of DENSOC itself.

For the upcoming exchange programmes, it would be great if there could be an

establishment of bilateral agreements between DENSOC and the involved universities through IADS.

This agreement includes the payment of the expenses by the corresponding universities. For an

example, DENSOC would cover the expenses in accommodation of the exchanged students to UM

and vice-versa. In this way, it would be an advantage for UM students as the expenses in overseasare expensive.

Merit System

To ensure there is fair and proper selection of students to enjoy the benefits of the fund

provided by the faculty, there would be guidelines and criteria to be met upon in choosing the

participants of the exchange programmes. Proper guidelines will be ironed out with the following

criteria taking into consideration, with appropriate weightage given to each.


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1) Position or involvement in any activities and projectsa. Faculty level (eg. MPMUM etc.)b. DENSOC level (Position holder, projects directors, committee members)c. Class level (Class representative, Group leaders)

2) Academic results3) DENSOC activity attendance4) Seniority5) Previous participation in any exchange programmes.Other than the priority in joining exchange programmes, certificates will also be meted out

to each student who has contributed to the society.


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Alumni Faculty Mentorship Programme

Aim:To broaden the knowledge of the preclinical students prior to clinical years

Objectives:

i) To enable students to expose themselves more to private clinical settingsii) To enhance the students clinical knowledge and skills before entering clinical yearsSupervising DENSOC Exco:

Goh Seong Ling

Person involved:

Year 2 students

Timeline:

September 2012: Proposal (KKD) ready

October 2012: Proposal (KKD) approved by Faculty and HEP

November 2012: Looking for potential mentor

February 2013: Finalising list of mentor

March 2013: Officiating Event

April 2013: Actual Event (20/4/2013 28/04/2013)

May 2013: Programme review and report from participants

Procedure/Details:

Mentor-mentee programme organized by the faculty is a good medium for the students to

discuss rather anything with the superiors. However, the time limitation that the mentors and

students faced has obstruct further improvement in certain matter.

Clinical years are the most important periods in a dental students life. Prior to entering the

first clinical year at the end of Year 2 and the beginning of Year 3, students normally do not have

idea on what to be expected or even, how to perform well. It is crucial for them to follow properguideline determined by the lecturers but it would be even better if the students are willing to take

extra time to learn some skills and get some advice from successful dentist outside.

Alumni of UM have been known to having above-the-par qualities in clinical skills outside

and they can serve and give back to the university by helping out the current dental students. The

Alumni Faculty Mentorship Programme is a tool to allow the dental students being attached to

alumni in the private practice. Students can learn boundlessly from the alumni provided the alumni

agreed to participate in this programme. Students would be able to expose themselves to real

clinical situation also.


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Other Projects

Mid-Year Meeting

Aim:

To gather students around to discuss matters of concern and in the interest of the society and to the

members

Objectives:

i) To discuss about the drafted constitutionii) To seek approval of the drafted constitution from membersiii) To launch our DENSOC websiteiv)

To have a brief report of activities carried out


Goh Seong Ling

Proposed Date:

28/12/2012

Procedure/Details:

Right until now, there is only one annual gathering of all our dental students. We are hopingthat through such a mass gathering of students, it can increase their participation in DENSOCs

activities and matters that are of great interest to them.

The main purpose of the Mid-Year Meeting is to have discussion of the constitution that is to

be drafted and seek their approval on it. The constitution would then serve as the foundation and

basis for the running the society. Also, the newly created website will be launched and showcased to

the students during that day.

In conjunction with the Mid-Year Meeting, we plan to invite an external speaker from (eg.

Colgate, Listerine) to give a lecture or talk so that the students will gain something extra by

attending the Mid-Year Meeting.


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Baktisiswa

Aim:

To organize and contribute in a community project

Objectives:

i) To play a role in helping the less fortunate group of peopleii) To instil moral values among the studentsiii) To cultivate teamwork among the studentsSupervising DENSOC Exco:


Proposed Date:20/4/2013 28/04/2013

Persons involved:

Year 4 and Year 5 students

Resource needed:

Non-Governmental Organization

Mercy Malaysia

APDSA

Procedure/Details:

Baktisiswa is a community project that is organized by the Year 4 dental students where a

location or a centre will be selected and students will execute various charitable works there.

For this upcoming academic session onwards, the Baktisiswa project should have a new

face-lift where collaborations can be made with the non-governmental organizations such as MERCY

Malaysia where more activities can be done in a bigger-scale. Besides that, newspaper coverage

could provide publicities to attract collaborations with other non-profit organizations in the future.

The faculty could also arrange a week off from the schedule so that students who areinterested can participate in the project.


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UM Oral Health Day

Supervising DENSOC Officer:


Proposed Date:

27/10/2012

Persons involved:

Year 4 students

Resource needed:

Sponsorships

HEP fund

Procedure/Details:

UM Oral Health Day was debuted in October 2011. There was never such an event held in

the university level and it has attracted many UM students to participate in the oral health

screenings. The responses towards getting treatments in UM dental faculty were good and these

have helped the dental students to add the number of patients in the list.

The Klinik Kesihatan Pelajar has mentioned its interest in collaborating with the dental

faculty to provide health screenings such as blood pressure check-ups and many others. This could

extend the horizon of the UM Oral Health Day for better achievements. Apart from that, this UM

Oral Health Day can be opened to non-UM students and anybody who is interested in getting oral

health screenings.

Seniors-Freshies-Staff Night



Proposed Date:12/10/2012

Persons involved:

Year 2 students


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Dental Field Trip



Proposed Date:

08/12/2012

Persons involved:

Year 2 students

Interbatch Sports Game



Proposed Date:

13/03/2013

Persons involved:

Year 2 students

Dental Night



Proposed Date:

30/03/2013

Persons involved:

Year 3 students

MUNUS



Proposed Date:

07/09/2012 09/09/2012

Persons involved:

Year 3 students


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Miscellaneous

1) Meet up with HEP Assitant Registrar to discuss about the changes and proposal madeespecially the Drafting of Constitution.

2) List of contributions that DENSOC can aid in the administration of the facultyo Help out the Assistant Registrar (Pn. Noryati)

3) Presentation of DENSOCs year plano Introduction and briefings about DENSOC to the Year 1 students during Mingguan

Haluansiswa

o Presentation on the details of DENSOC activities to the Year 2, 3,4 and 5 studentsrespectively

4) Photo taking sessiono To be used on the website and newsletter

5) Preparation of name cards and lab coats for 3rd year studentso DENSOC can help to sponsor certain amount to aid in the upcoming clinical year

students in preparing the name cards and lab coats for usage in the clinic and this

could include other batches that are interested


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22

Summaryof

Cooperation Requested from the faculty

Drafting of Constitution- Recognition from the faculty of the legitimacy of the committee

Organisation/ Structural reform- Request for a proper place for notice board- To have a one hour session for DENSOCs presentation to students from each year at

the beginning of semester 1.1

1st

Dental Joint Orientation Programme- To have proper recognition and approval of the faculty to run the conventional

orientation and the Joint Orientation

Dental Undergraduate Welfare Council- To recognise the function and purpose of the Council

Intra-faculty Dialog- To have presence from the faculty administration during the dialog- To have active participation of the faculty administration during the dialog

DENSOC Room- To have appropriate room allocated to DENSOC- To provide reasonable equipment for the room- To assign DENSOC as the administrator of the room

DENSOC Website- To be linked up with the facultys main website

Exchange Programme- To have sustainable and appropriate funding to DENSOC to run the programme- To let DENSOC play an active role in the selection of students to join the inbound-

outbound programme

Alumni Faculty Mentorship Programme- To assist in identifying alumni that are interested in the programme

yearplan densoc 1213

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