Page 1

Annual Report of

Environment Students’ Society, HKUSTSU, Session 2011-2012

“To Plant the Idea of Sustainability”


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Table of Contents Preface

2

Composition

4

General Meetings

5

Advisory Board

7

Activities Report

8

Inauguration Ceremony

9

Green Planner Project

15

Member Recruitment

18

Registration Day

21

Orientation Camp

25

Orientation Week

33

HKUST Information Days 2011

38

Semester Kick-off Dinner

42

Mentoring Workshops

47

Mentoring Dinner

50

Sub-committee Function

56

Information Session

60

Firm Visit to Crystal Group

63

Annual Dinner 2012

67

Annual Election 2012

72

2nd Annual General Meeting

77

Welfare Report

80

Marketing Report

96

Promotion and Publication Report

103

External Report

108

Conclusion

113

1


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Preface Environment Students’ Society, Hong Kong University of Science and Technology Students’ Union (EVSS, HKUSTSU) is a new society set up by students who are studying in the program of Environmental Management and Technology (EVMT) in HKUST. We are a non-profit making, studentrun, non-political organization. Our mission is “To Plant an Idea of Sustainability in People”. In Fall Semester 2010, as the first group of students of the Environmental Management and Technology (EVMT) program, we saw a strong need to build up our morale and a close bond among students in the short term. Subsequently, due to the launching of more programs under the Division of Environment in the future, such as the BSc in Environmental Science and Policy in 2012, setting up the Environment Students’ Society (EVSS) would be more sustainable than a students’ society just for EVMT students. The EVSS, HKUSTSU was set up with the hope to serve as a platform to strengthen students’ sense of belonging, as well as for them to voice their opinions. It was also a way for us to provide help to our members when they were in need, for example to help freshmen adapt to university life.

As HKUST students, we also hoped to promote a green lifestyle and spirit in the campus. That was also why the EVSS was not only meant for students under the Division of Environment, but was also open for all students from different schools and departments in the HKUST. EVSS would provide a down-to-top pathway to lead HKUST to step forward on the path of sustainability.

As citizens, we looked also at our community and society in Hong Kong, and hoped boldly that in the long term, the EVSS could make contributions to sustainability in Hong Kong.

Seeing that there was no similar student group in the HKUST, the EVSS would be a channel for the students and the public to exchange information related to environmental issues. Besides, since there were already environmental student groups in other universities, we saw an urgent need to form one in our university too.

With the above anticipations and goodwill, we drafted our proposal, year plan and constitution, went through presentations and interviews in the HKUSTSU, and won the votes of HKUSTSU councilors. We then promoted this brand new society to the whole HKUST during our first promotion period, and gained 2


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ the support of nearly 10% of the HKUSTSU full members. The EVSS was finally founded from scratch in March 2011.

In its first year, EVSS had the majority of its members as EVMT students. There were also around 1/6 of the members coming from other disciplines, including Biology, Mathematics, Risk Management and Business Intelligence, etc.

Over the past year, we aim was mainly to lay a solid foundation and structure of the young society. Therefore our activities plan comprised mostly of basic functions of a students’ society, for example, Inauguration Ceremony, Registration Day, Orientation Camp, Orientation Week, Member Recruitment, Annual Dinner, Information Session, Annual Election and Annual General Meeting. However, apart from successfully holding these activities for the first time, the EVSS also had several special events designed to achieve the specific purpose of the society. These activities include the Green Planner Project, the Mentoring Program and the Firm Visit.

Apart from holding various activities, the EVSS also developed its own strategies and directions in the areas of marketing, welfare, promotion and publication, and external relations. In our marketing, we pioneered among students’ societies in using sustainability as our promotion focus, and successfully won the support of many companies. In welfare, not only did we introduce a whole series of welfare products and items, we also added the element of conveying the message of environmental issues. In our promotion and publications, we used recyclable materials as much as we can, and we also founded the Envision, a publication that promoted sustainability.

Due to the support of the Division of Environment of HKUST and various parties in the environmental field, as well as the support of our members, the financial status of the society has always been healthy. There has been sufficient cash flow to support the operation of the society. Since EVSS is a non-profit organization, we strived to ensure the proper management and allocation of our resources. This report covers the achievement of the 1st Session of the Environment Students’ Society, HKUSTSU Executive Committee during the official period of February 2011 to March 2012. The coming pages will provide a detailed presentation of the work accomplished by the Executive Committee Members during the period indicated above. 3


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Composition In this session, there are altogether 8 Executive Committee Members. The full list of Executive Committee Members is shown as follows: President

Mr Hui Ka Shing Johnny (許家誠)

EVMT Year 2

Internal Vice-President

Miss Wong Tsz Hei Alice (王芷熙)

EVMT Year 2

(Acting) External Vice-President,

Miss Chin Cheuk Yin Fiona (錢卓妍)

EVMT Year 2

Internal Secretary

Miss Cheng Yin Tung Monsten (鄭彥彤)

EVMT Year 2

Financial Secretary

Mr Chan Jin Deng Keith (陳晉登)

EVMT Year 1

Marketing Secretary

Mr Lam Tak Fu Jack (林德富)

EVMT Year 2

Welfare Secretary

Miss Cheng Chi Ching Crystal (鄭子晴)

EVMT Year 2

Promotion Secretary

Mr Chan Leo Benjamin (陳顥剛)

EVMT Year 2

External Secretary

PS: Past External Vice-President Miss Mak Fu Ki Winnie (麥富棋) resigned in February 2012.

4


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

General Meetings Meetings were convened on a regular basis in the 1st Session. The date, time and venue of the meetings are shown as follows: Monsten Cheng (Internal Secretary), and in her absence, Fiona Chin (External Secretary) was responsible for taking the minutes of all General Meetings. Meetings

Date

Commencing time

Venue

1st General Meeting

15/3/2011

20:00

Common Room 4A

2nd General Meeting

18/3/2011

13:30

Common Room 4A

3rd General Meeting

22/3/2011

20:15

Media and Discussion Room 2, LG1, Library

4th General Meeting

29/3/2011

19:30

LG 1363 Library

5th General Meeting

5/4/2011

20:30

Meeting Room 3

6th General Meeting

22/4/2011

21:15

Conference Room

7th General Meeting

28/4/2011

20:15

LG309 Library

8th General Meeting

3/5/2011

20:00

Meeting Room 3

9th General Meeting

14/6/2011

15:00

LG317 Library

10th General Meeting

21/6/2011

20:15

Meeting Room 3

11th General Meeting

27/6/2011

15:30

P4305, City U

12th General Meeting

28/6/2011

20:15

Meeting Room 3

13th General Meeting

3/7/2011

16:00

P4905, City U

14th General Meeting

8/7/2011

20:15

Meeting Room 3

15th General Meeting

15/7/2011

20:15

Outside LTJ

16th General Meeting

17/7/2011

15:30

P4305, City U

17th General Meeting

19/7/2011

19:45

Meeting Room 3

18th General Meeting

22/7/2011

20:15

Meeting Room 3

5


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 19th General Meeting 24/7/2011 19:30 Meeting Room 4 20th General Meeting

26/7/2011

20:00

Meeting Room 3

21st General Meeting

29/7/2011

21:00

3/F Common Room, UG Hall I

22nd General Meeting

5/8/2011

20:30

Meeting Room 3

23rd General Meeting

26/8/2011

11:00

LG307 Library

24th General Meeting

7/9/2011

10:00

LG317 Library

25th General Meeting

9/9/2011

15:00

LG3 Seminar Room Library

26th General Meeting

18/9/2011

15:15

Canteen, City U

27th General Meeting

29/9/2011

15:15

Outside LT-J

28th General Meeting

11/10/2011

20:15

Outside LT-J

29th General Meeting

18/10/2011

20:15

Outside LT-J

30th General Meeting

23/10/2011

21:15

Outside Café

31st General Meeting

1/11/2011

18:30

Outside LT-J

32nd General Meeting

15/11/2011

18:00

Outside LT-J

33rd General Meeting

16/11/2011

19:00

Outside LT-J

34th General Meeting

22/11/2011

18:15

Room 4007

35th General Meeting

27/11/2011

20:45

Meeting Room 3

36th General Meeting

4/12/2011

21:15

Café

37th General Meeting

31/12/2011

10:15

LG317 Library

38th General Meeting

12/1/2012

20:00

Cafe

39th General Meeting

26/1/2012

16:30

City U

40th General Meeting

1/2/2012

15:00

1352, Library

41st General Meeting

6/2/2012

16:45

LG1363 Library

42nd General Meeting

13/2/2012

19:03

LC-06, LG1 Library

43rd General Meeting

22/2/2012

15:00

Meeting Room 4

44th General Meeting

26/2/2012

19:15

City U

6


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Advisory Board To obtain professional advice in establishing the society, an Advisory Board was formed. President Prof. Chak K Chan

Head and Professor of Division of Environment, HKUST

Vice Presidents Prof. Paul W Forster

Director of Global Students and Programs Office, HKUST

Prof. Alexis K H Lau

Associate Professor of Division of Environment, HKUST

Honorary Vice Presidents Prof. Christine K W Loh

Chief Executive Officer of Civic Exchange

Dr. Jeanne Ng

Group Environmental Affairs Director of CLP Holdings Limited

Mr. Rex Ma

Co-founder and Managing Director of iGen6 New Media Co. Ltd.

Dr. Calvin Lee Kwan

Environmental Sustainability Project Officer of IENV, HKUST

7


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Activities Report Overall timeline of events Month

Events

Chief Person-InCharge (CPIC)

Person-In-Charge (PIC)

April, 2011

Inauguration Ceremony

Winnie (EVP)

Alice (IVP), Fiona (ES)

Fiona (ES)

Keith (FS)

May, 2011

Green Planner Project (Coorganized with Hok Yau Club) Member Recruitment

Keith (FS)

Monsten (IS)

August, 2011

Registration Day

Alice (IVP)

Keith (FS), Leo (PS)

Orientation Camp

Johnny (P)

Alice (IVP), Crystal Cheng (WS), Jack (MS)

Orientation Week

Alice (IVP)

Monsten (IS), Leo (PS)

HKUST Information Days 2011

Johnny (P)

Semester Kick-off Dinner

Crystal (WS)

Monsten (IS)

Mentoring Program

Fiona (ES)

Alice (IVP)

Workshops

Alice (IVP)

November, 2011

Information Session

Johnny (P)

Alice (IVP)

December, 2011

Sub-Committee Function

Johnny (P)

Monsten(IS)

Firm Visit to Crystal Group

Winnie (EVP)

Alice (IVP)

February, 2012

Annual Dinner 2012

Alice (IVP)

Fiona (ES), Jack (MS)

Annual Election 2012

Alice (IVP)

Monsten (IS)

March, 2012

2nd Annual General Meeting

Johnny (P)

September, 2011

October, 2011

8


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Inauguration Ceremony Introduction The inauguration ceremony, with the theme “Embrace the Era of Opportunities”, celebrated the new establishment of the Environmental Students’ Society (EVSS). This event introduced to guests from in and outside HKUST the aim and purposes of our society. In addition, it drew the attention of students to the member recruitments in the future.

Objectives 1. To formally announce and celebrate the establishment of the Environmental Students’ Society (EVSS). 2. To promote the Environmental Students’ Society (EVSS) to the participants, including the aims and purposes. 3. To establish a good internal and external relationship. 4. To build up an enthusiastic and positive image for the Society and EVMT program.

Basic information Persons-in-charge

*Mak Fu Ki, Winnie (External Vice-President) Wong Tsz Hei, Alice (Internal Vice-President) Chin Cheuk Yin (External Secretary)

Date

15th April 2011

Time

18:00-22:00

Venue

Lecture Theatre E, HKUST

Details 1. Participants

9


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Faculty members from the Division of Environment, Advisory Board members, and representatives from companies in the environmental field which had connections with the Division were invited as honorable guests. Representatives from environmentally-related students’ societies in the HKUST, HKU, CUHK, OU, HKIE, BU and CityU. 2. Rundown Time

Items

Remarks

Music

Outside LT

18001900

Preparation

Tables for cocktails, reception, banners are ready

19001930

Cocktails

Keep contact with guest room

19301940

Official Start of the Ceremony

19401943

Guest March in

19431945

Executive Everybody sit member(EXCO) march in

19451950

Video of Introducing Society

(about 1 min)

19502000

Introduction of Guests

From the guest to host

20002010

Speech by Prof. Chak Chan

20102030

Speech by Guests

20302035

Handle of Seal

20352037

Exco come on stage

2037-

Introduction of EXCO

Light Music Everybody rise

Splendid music 1 Music 2

Intro Chak and President Music 2 Start from P, after 10

Start making refreshment


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ intro, one step forward, bow 90℃

2040

20402042

Oath-taking

P lead, exco hands up

Music 2

20422043

Exco go back to seats

20432045

Speech by President

20452048

Video of Introducing EXCO

20482100

Presenting gifts to guests

Splendid music 1

21002105

Honorary Guest leave the room

Light Music

2100

Goodbye jpg out on screen

Light Music

2105-

Exco go out

Light Music

2105-

Everybody out

21102200

Refreshment outside LT

22002300

Clean up+ PhotoTaking

All refreshment SHOULD BE ready

3. Work distribution and helpers Helpers were recruited for various tasks and coordination in the ceremony. Various teams and their corresponding helpers and duties are listed below. 2 coordinators of helpers Team

Post

Duty

PIC

1

MC x 2

Master of Ceremony

Alice (Internal Vice-President)

2

IT x 1

Computer control

Fiona (External Secretary)

11


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會

3 4

su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Gift lady x 2 Present gift to hon guest, lead Alice (Internal Vice-President) guest out Reception x 6

Ask soc rep to check in, give badge.

Crystal (Welfare Secretary)

After all guest go in, please help Catering team to set up cocktail. (transfer the reception table to refreshment table) 5

Catering + leading

Jack (Marketing Secretary) + Tsang Ching

6

Signal Man

Alice (Internal Vice-President)

7

Door man

Lead late guest

Tsang Ching

8

Reception at guest room

Help P and IVP

Alice (Internal Vice-President)

9

Soc direction

10

Cameraman x1

11

Refreshment Preparing refreshment after the x 12 ceremony started (previously performing other duties) 4. Action plan

The action plan for the preparation of the event is shown in the table below. Time 1st week of March

Event Prepare materials list (poster, email, banner, facebook etc) Searching for venue Prepare work distribution and rundown Design of theme and promotion and other design items Marketing proposal to be drafted and search for target firms

2nd week of March

Prepare invitation letters

12


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Confirm guests to be invited and venue and guest speakers Marketing follow up 3rd week of March

Ordering of promotion items and souvenirs Send invitation letters to honorary guests and external parties Marketing follow up

4th week of March

Update guest list Recruit helpers Marketing follow up

1st week of April

Confirm venue, guest speakers, advisory board and other guests Marketing follow up Collecting the required materials (printings, marketing items…)

2nd week of April

5. Promotion Promotion items of the events include promotion E-mails to EVSS members, facebook event, EVSS website promotion, and a poster.

Financial report Hong Kong University of Science and Technology Environment Students' Society (Session 2011-2012) Financial Report for 1st Inauguration Ceremony Income: Sponsorship CLP Holdings Limited 平安參茸藥行 泰安參茸藥行 順之城家庭用品 Sub-Total

Quantity Unit Price$

1 1 1 1

2535.60 50.00 100.00 500.00

13

HK$

2535.60 50.00 100.00 500.00 3185.60

HK$


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Total Income 3185.60

Expenditure: Promotion and Design Name Tag Flowers Booklet Banner Sub-Total

50 35 140 1

1.80 13.00 8.64 53.00

90.00 455.00 1209.60 53.00 1807.60

70

13.00

910.00 910.00

Catering Expense Utensils Sub-Total

--

--

59.60 59.60

Administrative Expense Stationery Society Chop Transportation Sub-Total

-3 1

-70.00 79.50

118.90 210.00 79.50 408.40

Gift Wooden Board Sub-Total

Total Expenditure

3185.60 0.00

Surplus

General evaluation As the first formal event of the society, there were several points in the operation that could be improved. For example, helpers should be recruited earlier and given more briefing to ensure smooth running of the event. Also, the estimation of participant number was not accurate enough, which made us unable to book the most suitable venue. Nevertheless, the feedback from participants (both professors and students’ society representatives) was mostly positive. Several points were worth highlighting: 14


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會

-

su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ The standard of the whole rundown was very professional.

-

The introduction video shown was impressive.

-

The food in the cocktail and refreshment periods was nice. It also promoted environmental consciousness as the utensils were not disposable ones, and some of the food was organic.

-

The printed materials used recyclable substances.

-

The souvenir for guests was delicate and over-packaging was avoided.

All in all, we believe the objectives set for the event were achieved.

Green Planner Project Introduction Global warming causes polar ice melting, the situation is urgent. However, governments do not address the issue, the Copenhagen meeting in 2009 ended in failure is the best proof. Protection of the environment is everyone's responsibility ─ ─Therefore, our students should not wait passively for government measures, but should take the initiative to do something for the environment and opt to live green. To achieve the above purpose, HP group social practice plan will be the theme of green living,workshops. The group hope that this workshop, students awaken green consciousness,reminding them to practice green living in daily life, such as effective energy conservation, recovery and recycling materials and reducing waste generation and so on. Meanwhile, the group also hopes to participate in workshops students have the opportunity to overcome their limitations, developing creative thinking and problem solving skills. Through seminars, debates and games and other activities, participating students will be able to communicate with students similar views and learn from each other.

Objectives 1. Use International level to guide students in how to achieve environmental protection, the initiative to understand issues and to promote the people around to support environmental protection 2. To encourage participating students to use its influence in schools to promote environmental protection and low-carbon life; 15


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 3. Educate students to participate in "protecting the environment is everyone's responsibility" concept.

Basic information Persons-in-charge

* Chin Cheuk Yin, Fiona (External Secretary) Chan Jing Deng, Keith (Financial Secretary)

Date

16th April 2011, 30th April 2011

Time

0900-1800

Venue

HKUST campus

Details 1. Participants Around 60-80 secondary school students in form 4 and form 6 participated in the event. These students were recruited by Hok Yau Club, which co-organized the event with the EVSS.

2. Rundown Orientation Day 16th April, 2011

1300-1330 1330-1345 1345-1405 1405-1505 1505-1520 1520-1540 1540-1610 1610-1710 1710-1720 1720-1750 1750-1800 1800

Registration Opening Speech Ice- breaking Game Talk Break Detective Game Project Briefing Talk Break Group Assessment Photo-taking Dismiss

16th April-30th April, 2011

Research information for project

16


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會

峰會日 四月三十日

su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 1000-1020 Registration 1030-1200 Group Presentation (8 mins/ group) 1200-1300 Free Debate 1300-1350 Lunch 1350-1530 Fee Debate 1530-1615 Preparation of Proposal 1615-1700 Comments-giving 1700-1730 Presentation of Souvenir and photo-taking

3. Work distribution There were one coordinator, the CPIC and three adjudicators to involve in the conference. Promotion items included e-mail invitation, which was sent to secondary schools by HYC. Photos and Information were posted on EVSS facebook page. 4. Action plan

The action plan for the preparation of the event is shown in the table below. Time

Event

Mid March

Meeting with HYC

Late March

Confirmation of Venue Confirmation from Professor Info pack sent to HYC

Early April

Finalization of Proposal Finalization of Info pack

5. Preparation Preparation work was mainly done by PICs. We prepared some basic info sheet to participants for enriching the background of environmental knowledge. We invited Professor Alexis Lau for delivering a speech. Booking venue and equipment were done by EVSS.

Financial report 17


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會

Content Income

su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Expenditure(HK Quantity Unit Price(HK$) Revenue(HK$) $) 0

Expenditure

0

Total

0

Net Balance

0 0

General evaluation There were several improvements that we have to make. 

Meetings between two parties should held more for better communication

The arrangement of guests talk can be arranged earlier

Briefing with committee members should be arranged earlier for smoother operation.

Member Recruitment Introduction During the first member recruitment, a counter was set at the Concourse to collect membership fee and orientation camp deposit from EVMT and other interested students.

Objectives 1.To collect membership fee from potential members including EVMT students and other HKUST students 2.To promote the upcoming events and functions held by the Environment Students’ Society 3.To establish a good relationship with EVMT students. 4.To recruit and collect deposits from helpers for the upcoming orientation camp.

Basic information 18


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Persons-in-charge *Chan Jin Deng Keith (Financial Secretary) Cheng Yin Tung Monsten (Internal Secretary)

Date

12th, 17th April 2011

Time

09:00-18:00

Venue

Concourse, HKUST

Details 1. Participants Students of the Environmental Management and Technology and other HKUST students who were interested in participating in the Orientation Camp held by the Environment Students’ Society in Summer 2011 2. Rundown Time

Items

0800-0900

Preparation

0900-1800

Fee Collection

1800-1815

Wrapping up counter

Remarks

Check the membership fee correspond to the list

3. Work distribution A duty list was made according to the availability of the executive committee members of the Environment Students’ Society. 2-3 people were assigned staying at the counter at each 1.5-hour timeslot. Extra people promoted the recruitment detail to other students in the concourse. 4. Action plan The action plan for the preparation of the event is shown in the table below.

19


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Time Event 1st week of May

Prepare materials list (email, decoration, etc) Prepare work distribution list Design of decoration items

2nd week of May

Prepare notice emails Send notice emails to EVMT members through Division of Environment Collecting the required materials (printings, receipt books…)

Material list includes receipt book, cash box, decoration item, membership list, orientation camp helper list, notice email.

Financial report Hong Kong University of Science and Technology Environment Students' Society (Session 2011-2012) Financial Report for First Member Recruitment Income: Membership Fee Full Membership Sub-Total

Quantity Unit Price$

21

120.00

HK$

HK$

2520.00 2520.00

Total Income

2520.00

Expenditure: Administrative Expenses Cash box Stationery Sub-Total

1 --

92.00 --

Total Expenditure

92.00 16.20 108.20 108.20

Surplus

2411.80

20


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Registration Day Introduction The Registration Day is a day on which freshmen of the HKUST come to the campus to register for their undergraduate place. On this day, EVSS, like various students’ societies and clubs, set up its counter in the atrium to introduce itself to these freshmen, and at the same time open for the application for the orientation camp. The EVSS set up the counter on the day on which EVMT students do their registration, as these students are the main target. To promote the orientation camp, the theme and design of the counter is the same as that of the orientation camp, which is

Objectives 1. To introduce EVSS to new members of the HKUST and the Division of Environment. 2. To establish a positive image for the EVSS. 3. To recruit participants of the O’camp. 4. To let new members envision a fruitful and enjoyable university life with the EVSS. 5. To build up a positive image for the EVMT program.

Basic information Persons-in-charge

*Wong Tsz Hei, Alice (Internal Vice-President) Chan Jin Deng, Keith (Financial Secretary) Chan Benjamin, Leo (Promotion Secretary)

Date

1 August 2011

Time

09:00-18:00

Venue

Atrium

21


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Details 1. Participants Students who visited the counter were mostly EVMT freshmen. There were also other HKUST freshmen who studied other programs, including Biology, Risk Management and Business Intelligence, etc. 2. Rundown Time

Details

0800-0845

Setting up and decoration of counter

0845-0900

Briefing

0900-1730

Sitting counter, promotion, administrative work concerning orientation camp application

1730-1800

Tidy up

3. Work distribution Person/ post

Task

Johnny, President

o’camp information sheet production

Alice, IVP

overseeing whole activity, proofreading of publications, Date and venue need to be confirmed (communication with the SU), communication with division, o’camp information sheet production, make sure everything is ready by the last week of July, design of counter and preparation of decoration materials

Winnie, EVP

Design of counter and preparation of decoration materials

Monsten, Internal Sec

recording and evaluation of event, Contact sheet and O’camp participants list ready

Fiona, External Sec

Design of counter and preparation of decoration materials

Keith, Financial Sec

budgeting and financial report, EVSS members will

22


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ be invited to be helpers Jack, Marketing Sec

Souvenirs marketing

Crystal, Welfare Sec

Information sheets production, Adding participants to O’camp page, design of counter and preparation of decoration meterials

Leo, Promotion Sec

promotion items, Information sheets production, Leaflets production, O’acmp facebook page

At least 4 ex-co members sitting counter at any time. Totally 3 shifts -

09:00-12:00

-

12:00-15:00

-

15:00-18:00

Current EVSS members (totally 2): help sitting counter, share experience of being an EVSS member, last year’s O’camp, university life, etc. Timeslots to be chosen: -

09:00-11:00

-

11:00-13:00

-

13:00-15:00

-

15:00-17:00

4. Action plan The action plan is shown below. Time Late June

Event

PIC

Design of Promotion Items

Leo

Souvenirs marketing

Jack

Date and venue need to be confirmed (communication with the SU)

Alice

Communication with division by Alice (concerning sending E-mails to new EVMT

Alice

23


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ students by the division) 1st week of July

Design of counter (decoration)

Fiona, Winnie

EVSS members will be invited to be helpers

Keith

Information sheet production (before application, for info)

Leo, Alice

O’camp information sheet production (after application)

Johnny, Alice

Costume

Keith, Alice

2nd week of July

Preparation of decoration materials (including notice guide to counter)

Fiona, Winnie

3rd week of July

Start publishing promotion items

Leo

Open O’camp facebook page

Crystal

Contact sheet and O’camp participants list ready

Monsten

Everything ready

Alice

Adding participants to O’camp page

Crystal

4th week of July

1st week of August

5. Promotion Promotion items used include o’camp poster, information posted on website/ facebook page, and emails to EVMT students. To attract non-EVMT students to join, we emphasized that “all students are welcome” in all our promotion items. Since only EVMT students could join the outward bound on the 3rd day of the o’camp, special care was also given in explaining the arrangement to EVMT students and non-EVMT students.

Financial report (Combined with the financial report of the Orientation Camp)

General evaluation

24


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ The Registration Day succeeded in reaching to a great majority of EVMT freshmen. Most of them could get to know the society, and were willing to apply for the Orientation Camp right at the counter. Therefore the event was considered successful in achieving its goals. There were also students from other disciplines who were attracted to apply for our Orientation Camp. The society could therefore be promoted to outside the EVMT. Things that could be improved include the decoration of the counter and recruitment of helpers. The decoration materials could have been more attractive if the practicality of the design was proved at an earlier stage. Also, more effort should be put in recruiting EVMT students as helpers, as they could share the workload of executive committee members, and could help in sharing EVMT experience.

Orientation Camp Introduction The Orientation Camp was one of the highlighted functions of the year. The 3-day-2-night event provides an orientation towards HKUST and a platform of making new friends for freshmen. The Orientation Camp was jointly organized with the Division of Environment. Day 1 and 2 were organized by EVSS while Day 3 was arranged by the Division. However, the Orientation Camp was open to all HKUST students but not just students from program EVMT. The theme of the camp was “The Castle in the Sky”.

Objectives 1. To introduce the campus of HKUST, the EVMT program and the Environment Students’ Society, HKUSTSU to incoming freshmen. 2. To help freshmen get familiar with the HKUST campus and have a better understanding of the UST culture. 3. To form a platform for freshmen to make friends with other freshmen as well as Year 2/3 students. 4. To let the Executive Committee and group leaders share experience and university life to freshmen. 5. To recruit new members for the coming year.

25


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Basic Information Persons-in-charge

*HUI Ka Shing, Johnny (President) WONG Tsz Hei, Alice (Internal Vice-President) CHENG Chi Ching (Welfare Secretary) LAM Tak Fu (Marketing Secretary)

Date

14th to 16th August 2011

Time

10:00 on 14/8 to 09:00 on 18/8

Venue

Mainly HKUST Campus (except off-campus section)

Details 1.

Participants

Executive Committee Members: 9 Group Leaders+Spies: 25+4 Freshmen (EVMT): 28 Freshmen (non-EVMT): 12 Group Division: 4 groups (2-3 EXCO, 6-8 Leaders, 10-12 freshmen per group) *Survey about the feedback of the Camp and future activities was conducted.

2.

Rundown

Time Slot

Day 1

Day 2

8:00-8:30

Breakfast @Hall

8:30-9:00

(leave hall at 08:40)

9:00-9:30

Off-campus briefing, photo-taking @LG4 Student Gallery

Day 3 Wake Up

26

Travel to Pak Tam Chung @Piazza


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 9:30-10:00 10:00-10:30

Roll Call @ Chinese Restaurant

10:30-11:00 11:00-11:30

Brunch @ Chinese Restaurant

Off-campus

11:30-12:00 12:00-

LG1 Lobby

12:00-13:00

Introduction of o’camp , Ice-breaking game @LG1 Lobby/LG4 Student Gallery

13:00-13:30

13:00-14:00

Demonstration of cheers and creating group names and group cheers@LG1 Lobby/LG4 Student Gallery

Lunch

Off-campus Outward Bound (by Division)

14:00-15:00 15:00-15:30 15:30-16:00

On-campus Score betting @LG4 Student Gallery

16:00-16:30 16:30-16:45 16:15-17:00 17:00-17:15

Tea and Event Elite Program+Photo Taking @LG1031

17:15-17:30

16:45 Society Introduction @LG4 Student Gallery Form Collecting* and Writing comments @LG4 Student Gallery

17:00-18:30 18:00-18:30

Mass Game

Dismissal of nonEVMTers + EVMTers go back Hall and refresh

18:30-19:00

EVMTers travel to restaurant

Hall Check in @ Hall 2 19:00-19:30

EVMTers have dinner 27


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會

19:30-20:00

su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ with Division Dinner@ LG 1 canteen

20:00-20:30 20:30-21:00 21:00-21:30 EVSS EXCO Join 21:30-22:00

Detective game @2463

22:00-22:30 22:30-23:00 23:00-23:30

Back to hall

23:30-24:00

Collect Camp Tee

3.

EVSS EXCO Take Care of Freshmen

Work distribution

The arrangement of the Orientation Camp was mainly decided by the four PICs, namely Johnny, Alice, Crystal and Jack. However, all Executive Committee members participated in various preparation works. And many Year 2 and Year 3 group leaders and helpers greatly assisted the success of the Camp. In particular, four group leaders were appointed as ‘JOBAMA PIC’ for each team, namely Kelvin Chan, Sophia Wong, Millie Siu and Howard Chung. For more details about the preparation work of the Executive Committee, it was divided into different regions. For the venue arrangement, it was mainly conducted by Johnny and Winnie coordinating with other students’ societies, mainly those Science Students’ Societies. For the equipment arrangement, it was mainly done by Alice and Monsten. For the marketing part, it was mostly done by Jack. And we received sponsor from various parties including the Event Elite and Nippon Paint. For the promotion and publication, it was jointly accomplished by Leo and Crystal. Most posters and promotion items were designed by Leo, while the publication was done by Crystal, with assistance from Keith. 28


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ For the general rundown of the 3-day Orientation Camp, it was discussed among all Executive Committee members and Johnny had the final decision right. Besides, Alice and Crystal also greatly helped the completion of the rundown. The coordination work of ’JOBAMAs’ was mainly done by Alice. Lastly, Jack and Crystal were the MCs of the Camp.

4.

Action plan

The action plan for the preparation is shown below.

Time

Event

April

Recruitment of Jobajoma

May

Planning of schedule

Venue Atrium / Concourse

Meetings of PICs Finding of O camp sponsors Contact with the Division Collection of full payment of Jobajoma camp fee June

Contact with other Science societies Discussion with venue uses with other societies O camp Tee design Making of T-shirt

July

Details of each activities (work distribution , detailed plan) Confirmation of presence of Jobajoma by phone Preparation of Jobajoma training day Grouping of Jobama Jobajoma training day

UST Conference Room

29


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Finalize all programs

August

Promotion on Registration Day

Atrium

Collection of camp tee Activities Rehearsal Grouping of freshmen Confirmation e-mail and phone calls to all participants

5.

Fees

EXCO: $180 Leader: $180 Spy: $190 Freshman: $200 6.

Promotion

1. Promotion work was done in IPSU insight workshop 2. Counter was set on the Registration Days 3. Facebook advertisement started on 29/7/2011

7.

Equipment needed

1. Reservation of venues needed 2. Coordination with other science societies

Financial report Hong Kong University of Science and Technology Environment Students' Society (Session 2011-2012) Financial Report for the Registration Day and Orientation Camp 30


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Income: Sponsorship Nippon Paint Division of Environment Sub-Total Investment Bank Interest Sub-Total Orientation Camp Fee Freshmen Jobama (2 days) Jobama (1 day) Sp y Ex-co Sub-Total

Quantity

Unit Price$

1 1

HK$

2000.00 1435.40

2000.00 1435.40 3435.40

1

0.02

0.02 0.02

40 17

200.00 180.00

8000.00

8 4

80.00 190.00

640.00

9

180.00

1620.00 14080.0 0

3060.00

760.00

Total Income

17515. 42

Expenditure: Promotion and Design Decoration Leaflet Costume Ex-co T-shirt Jobama T-shirt Society T-shirt Booklet Sub-Total Administrative Expense Stationery

HK$

-250 -9 30 47 80

-1.10 -60.00 56.50 48.80 4.50

-31

--

546.24 275.00 230.00 540.00 1695.00 2293.60 360.00 5939.84

284.4


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 0 Bank Charge 1 50.00 50.00 Sub-Total 334.4 0 Activities Score betting

--

--

--

--

21

111.00

14th August (Triple Room)

10

121.00

15th August

12

111.00

50

26.00

Jobama Dinner

--

--

Breakfast

--

--

Off-Campus Lunch

4

500.00

1

103.40

Detective game Sub-Total

Hall Charge 14th August (Double Room)

Sub-Total

Meal Expense LG1 Dinner

Sub-Total

Booth Equipment Sub-Total

Total Expenditure

376.8 0 80.00 456.8 0

2331. 00 1210. 00 1332. 00 4873. 00

1300. 00 254.0 0 129.9 0 2000. 00 3683. 90

103.4 0 103.4 0 15391.3 4

Surplus

2124.08

32


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

General Evaluation It was recognized by the Executive Committee in the evaluation session after the Orientation Camp that there were actually quite a lot of mistakes and room of improvement in the Camp. For instance, the instruction of the game section was given unclearly. We concluded the main reasons for such mistakes are 1. planning not comprehensive enough, 2. lack of effective communication about the organizing committee, and 3. not enough rehearsals. Also, it is noteworthy that some participants felt that the Camp was too short. However, the feedback received from both freshmen and group leaders were quite positive in general. In particular, most participants think that the Detective Game was a highlighted part of the Camp. Also, they feel that the arrangement of the Camp was satisfied, the EXCO and group leaders are friendly, and they learn more about HKUST and EVSS. So, it can be concluded that the Orientation Camp was successful and its main objectives were mostly achieved.

Orientation Week Introduction The Orientation Week was held in late September and early October around the campus to promote the EVSS and recruit members.

Objectives 1. To introduce EVSS to new members of the HKUST and the Division of Environment. 2. To establish a positive image for the EVSS. 3. To recruit new members of the EVSS, especially associate members. 4. To provide welfare to our new members. 5. To let new members envision a fruitful and enjoyable university life with the EVSS. 6. To build up a positive image for the EVMT program.

33


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Basic information Persons-in-charge

*Wong Tsz Hei, Alice (Internal Vice-President) Cheng Yin Tung, Monsten (Internal Secretary) Chan Benjamin, Leo (Promotion Secretary)

Date

12/9/2011, 14-16/9/2011, 3-4/20/2011

Time

0900-1800

Venue

Counter at atrium

Details 1. Participants Students visiting the counter were mostly EVMT students, both in year 1 and year 2. There were also students from other schools, some of which were attracted by the promotion in class visits.

2. Rundown Time

Details

0800-0845

Setting up and decoration of counter, preparation of welfare products

0845-0900

Briefing

0900-1730

Sitting counter, promotion, administrative work concerning member recruitment, distribution of welfare products

1730-1800

Tidy up

3. Work distribution Person/ post

Task

Johnny, President

Class visits

Alice, Internal Vice-President

Coordination, class visits

34


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Monsten, Internal Sec Recording and evaluation of event Keith, Financial Sec

Budgeting and financial report

Jack, Marketing Sec

Marketing of welfare products

Crystal, Welfare Sec

Preparation of welfare items

Leo, Promotion Sec

Promotion items

At least 4 ex-co members sitting counter at any time. Totally 3 shifts -

09:00-12:00

-

12:00-15:00

-

15:00-18:00

4. Action plan Time 3rd week of Aug

Event

PIC

Date and venue need to be confirmed (communication with the SU)

Alice

EVSS members will be invited to be helper

Keith

Gift packs

Crystal, Jack

Souvenirs

Crystal, Jack

4th week of Aug

Counter decoration

Fiona, Winnie

1st week of Sep

Photo album renewal

Monsten

Contact sheet which collects the contact of interested students

Monsten

Member list which records new members’ information

Monsten

2nd week of Sep

Counter decoration

Fiona, Winnie

3rd week of Sep

O’week

Everyone

4th week of Sep

Preparation

Everyone

35


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 1st week of Oct O’week Everyone 2nd week of Oct

Follow-up E-mail sent to new EVSS members

Alice

Adding new members to facebook group

Crystal

5. Membership fees All HKUSTSU members were welcome to become our members. Once the student became our member, he/ she could receive the gift pack. The membership fee is as follows: Type of membership

Membership fee ($)

Full membership (Year 1 and Year 0) (Year 2)

150 100

1-year associate membership

90

2-year associate membership

110

3-year associate membership

130

4-year associate membership

150

6. Promotion The promotion items include a member recruitment poster, information posted on EVSS website/ facebook page, E-mails to o’camp participants, follow-up E-mail to new EVSS members and adding new members to facebook group. Class visits were also paid to further promote EVSS and our counter. Classes of EVMT program and other environmentally-related courses were chosen. 7. Welfare distribution

The welfare product distributed was a gift pack including our newsletter, society paper, society T-shirt, transparent multi-purpose stickers, fan, personal care products and bookmarks, packed in a reusable shopping bag.

36


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Apart from taking the welfare product, all people visiting our counter could also purchase EVSS products including society paper and society T-shirt. The price of society paper is $15 per pack for members and $20 per pack for non-members. The price of society T-shirt is $40 for members and $50 for non-members.

Financial report Hong Kong University of Science and Technology Environment Students' Society (Session 2011-2012) Financial Report for the Orientation Week Income:

Quantity Unit Price$

Membership Fee Full Membership (Year 1 and Year 0) Full Membership (Year 2) 1-Year Associate Membership 2-Year Associate Membership 3-Year Associate Membership Sub-Total

30 5 2 2 8

150.00 100.00 90.00 110.00 130.00

HK$

HK$

4500.00 500.00 180.00 220.00 1040.00 6440.00

Total Income

6440.00

Expenditure: Promotion and Design Poster Leaflet Sub-Total Administrative Expense Stationery Sub-Total Total Expenditure

20 300

3.00 1.10

60.00 330.00 390.00

--

--

64.90 64.90 454.90

Surplus

5985.10

General Evaluation

37


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ The Orientation Week has successfully served its purpose of recruiting members. During the period, most of the EVMT students become EVSS full members. At the same time, around 10 students from other schools became associate members. The class visits were useful in attracting students both inside and outside EVMT to visit the counter. Apart from recruiting members, the counter also succeeded in introducing eBIA, mentoring program, semester kick-off dinner and other events of EVSS to its members and other students who were interested. Many of them also registered for the activities. A good point to mention is that all registration was basically done electronically. The counter also served as a place for EVMT students to gather and get to know one another better. Students were willing to stay in the counter to chat after class. This helped connect ex-co members and the EVSS members. One major thing to improve was that the welfare products could be prepared in a better way. Suitable amounts could be packed beforehand to allow smooth distribution. Also, since there were two versions of gift packs for boys and girls, the sorting of these two kinds could have been done better. Another thing was the duty list. Better communication could be done to ensure everyone was clear about the duties done in the counter, especially when the counter served various purposes as this one. Everyone should be clear how to operate things in the counter, like issuing receipts and opening and saving the electronic form. The information of the form should also be open to all executive members to allow easy amendment of information.

HKUST Information Days 2011 Introduction The HKUST Information Days 2011 was an event of HKUST which many students, parents and even the public will come to have a visit. It was expected that many secondary school students aspire to enter 38


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ University will come to get more idea about HKUST and programs we offered. It was a great opportunity to promote us and the UG program EVMT of the Division of Environment. Both year 1 and year 2 students were involved and got closer in the event.

Objectives 1. To promote program Environmental Management and Technology (EVMT) to students, parents and any people who are interested. 2. To build up a positive image for EVSS, Division of Environment as well as HKUST. 3. To form a closer bond among Year 1 and 2 students.

Basic Information Persons-in-charge

*HUI Ka Shing, Johnny (President)

Date

24th and 25th September 2011

Time

9:00-18:00 everyday

Venue

Concourse of HKUST

Details 1.

Participants

It is estimated that more than 2000 people came to visit our counter within the two days, including secondary school students, parents, teachers and even the public. In which secondary school students were the majority. And it is obvious that students attending the new DSE are more than students of ALE. And the range of DSE students varies from S.3 to S.6. Also, more than 30 EVMT students, year 1 and year 2 included, participated the Information Days as helpers in total. 2.

Rundown

Day 1

39


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會

08:15-08:45

su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Decoration of Counter

08:45-09:00

Helpers Briefing

09:00-18:00

Promoting at Counter and Sharing in Recruitment Talk

18:00-19:00

Tidy up

Day2 08:45-09:00

Preparation at Counter

09:00-18:00

Promoting at Counter and Sharing in Recruitment Talk

18:00-19:00

Tidy up

3.

Work distribution

Coordinator: 1 (EXCO: Johnny) Counter: approximately 5-10 people at any time Recruitment Talk: 2 EVMT students (one Year 1 and one Year 2)

4.

Action plan

The action plan for the preparation is shown below. Time

Event

Late August

Design of Promotion Items

1st week of September

Meeting with the Division

2nd week of September

Recruitment of Helpers

3rd week of September

Briefing with helpers Duties Allocation

4th week of September

Final Preparation of Promotion Items Final Preparation of Materials Needed 40


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 5.

Promotion

1. E-mail was sent to EVSS full members about the recruitment of helpers. 2. Information was posted on Facebook 3. Coordinated with the Division for the promotion items distributed on the Outreach Day

6.

Equipment needed

1. Briefing Notes 2. Contact Sheet and Duty List 3. Newsletter 4. Promotion Items (provided by the Divsion)

Financial Report

Content Income

Quantity

Expenditure(HK Unit Price(HK$) Revenue(HK$) $) 0

Expenditure

0

Total Net Balance

0

0 0

General Evaluation To review, more than 2000 people was estimated to have visited our counter in the Information Days. It is considered a great amount of people. Moreover, from the feedback from the staff members of the Division of Environment, who were with us during the two days, the performance of our student helpers was great. So, to conclude, the result of the participation of EVSS in the Information Days was satisfied and our objectives were successfully achieved.

41


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Semester Kick-off Dinner Introduction The Semester Kick off party provides an opportunity for members to gather and celebrate the start of the new semester. With food provided, games and performance included, members will have fun and reinforce the relationships with each other. It will also serve as a re-union gathering for the group mates in the orientation camp.

Objectives 1. To enhance the sense of belonging of freshmen to EVSS 2. To reinforce the relationships between members 3. To celebrate the start of the new semester 4. To promote EVSS by telling freshmen about the coming activities of EVSS

Basic information

Persons-in-charge

*Cheng Chi Ching, Crystal (Welfare Secretary) Cheng Yin Tung, Monsten (Internal Secretary)

Date

27th September 2011

Time

17:00

Venue

LG4 Common Room

Details 1. Participants Around 40 EVSS members participated in the event. 2. Rundown Time

Details

Note 42


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會

1730-1900

su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Decoration of Venue Go through the rundown Set up the counter Set up band equipment

1900-1940

Participants arrive

1940-1945

Opening

1945-2015

Mini games

2015-2050

Dinner

2050-2115

Band Show

2115-2130

Bingo

2130-2140

Photo taking

3. Work distribution Marketing Secretary: Find sponsors for beverages, borrow utensils from canteens Promotion Secretary: Poster Welfare Secretary(CPIC): Rundown, Venue Decoration, Facebook Promotion, Food Internal Secretary(PIC): Rundown, E-mail to all members, contact with band society, book the venue and facilities Internal Vice President: Reception Financial Secretary: Reception 4. Action plan Time August

Event Book the LG4 common room Book the equipment needed

43

Venue


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Promotion during orientation camp Find firms for food Marketing (food/drinks) Confirm the band show with MAC Design posters September

Set counter for selling tickets during the orientation week Borrow utensils from cafe Send e-mails to members Prepare games and MC script Contact with Band society Confirm the order with catering company

5. Promotion 1. An e-mail was sent to members 2. Facebook event was created 3. Posters were posted on notice boards 6. Equipment needed 1. Camera 2. Prices for lucky draw 3. a list of music 4. musical instruments 5. prize for the lucky draw 6. food 7. drinks 8. utensils

44

Concourse/ atrium


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Financial report Hong Kong University of Science and Technology Environment Students' Society (Session 2011-2012) Financial Report for the Semester Kick-off Dinner Income: Sponsorship CLP Holdings Limited Sub-Total Participation Fee EVSS Members Sub-Total

Quantity Unit Price$

HK$

1

186.30

186.30 186.30

41

40.00

1640.00 1640.00

Total Income

1826.30

Expenditure: Uniform Refund Refund Sub-Total

41

5.00

205.00 205.00

Promotion and Design Decoration Sub-Total

--

--

68.50 68.50

Administrative Expense Stationery Sub-Total

--

--

60.10 60.10

Entertainment Band Expense Sub-Total

1

600.00

600.00 600.00

--1

--31.90

86.80 774.00 31.90

Catering Expense Handmade LG7 Foil Paper

HK$

45


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Sub-Total 892.70 Total Expenditure

1826.30

Surplus

0.00

General evaluation Feedback-

The feedback was quite good. Most of the participants have enjoyed the party, had fun with each other and taken a lot of good photos.

-

Most of the participants have also enjoyed the band show very much.

-

But many has pointed out that the food was not enough.

Achievement of objectives -

It has achieved the general objectives of this event. Through this party, we have provided an opportunity for members to gather with each other and strengthen their relationships.

-

We found that this party has especially strengthened the relationships between year 1 and year 2 EVMT students.

-

We believe that members have gained some information about the upcoming activities of EVSS, since there was a short introduction in the last part of the party.

Operation -

Preparation work on that day (e.g. decoration of venue and setting up of equipments) should have started earlier. For example, the stage has taken much time to set up.

-

We have assigned 4 ex-cos to arrive much earlier to set up the equipment, but this turned out to be not enough.

-

Set up of the band equipment has taken us much time.

-

The place where we put the food and drink was at the corner, which was not convenient for students to take their food. Many people crowned over there.

Other good points/ bad points 1. Background music should be played during the party. It has made the atmosphere much warmer than 46


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ if there was no music. 2. Should pay more attention to the return of equipments to LG3 on the day after the event. In this party, since a stage has been borrowed and which is very heavy, it has taken much time to return it. It is recommended to have at least 5 people to return them. 3. Pay attention to the work allocated to male and female ex-cos. For events like this party, there are some tasks which can only be done by boys, for example setting up the stage.

Mentoring Program with Workshops

Introduction The Environment Students' Society is going to hold the Mentoring Program 2011 in the coming academic year. The Mentoring Program, which consists of two parts---workshops and mentoring dinner, would be one of the highlights of EVSS in the year. In particular, the Mentoring Dinner, where mentees and mentors meet, marks the beginning of the mentoring relationship.

Objectives 1. To provide a platform for students to learn from mentors’ experience and get guidance from them 2. To let students know more about how the world operates in reality 3. To equip students with better social skills and soft skills 4. To maintain a good relationships between students and people in the industry

Mentoring Workshops

47


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Basic information There were 2 workshops, each with a different guest speaker and a different topic. The first workshop had Prof. Paul Forster as the guest speaker, and the topic was “How to get the most from your mentor?” The second workshop had Ir Daniel M Cheng, MH, JP from Dunwell Enviro-Tech (Holdings) Ltd. The topic was “Existing green businesses & technology opportunities” Ir Cheng was one of the mentors we invited in the mentoring program. Persons-in-charge

* Wong Tsz Hei, Alice (Internal Vice-President)

Date Time Venue

13th October 2011, 24th October, 2011 19:00-21:00 Room 5584 for 13/10/2011, LT K for 24/10/2011

Details 1. Participants There were around 20 participants for each of the workshops. The majority was EVSS full members. There were also several associate members and non-members who were informed of the workshops by our posters. 2. Rundown Time

Event

18:30-19:00

Attendance taking

19:00-19:10

Introduction to guest speaker

19:10-20:30

Presentation by guest speaker

20:30-20:50

Q & A Session

20:50-21:00

Presentation of souvenir to guest speaker

48


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

3. Work distribution President: advisor and consultant Internal Vice-President: overseeing the whole event, contact and communication with guest speakers Internal Secretary: Booking of venues Financial Secretary and Welfare Secretary: registration and reception Promotion Secretary: Promotion items

4. Action plan Period

Item

Early September

Design of workshop contents Invitation of guest speakers Booking of venue and confirmation of basic details

Orientation week

Promotion and registration of participants

Early October

Communication with guest speakers and consensus on content and arrangement of workshops

5. Preparation Meetings were hold to discuss how to design the workshops such that they served the purpose of enhancing preparation for the mentoring dinner and the subsequent mentoring program. Communication with speakers was carried out to explain clearly our need and to understand what they can provide. This also helped us cooperate with them, and facilitate smooth running of the workshops, for example, arrangement of car park was made, guide to the venue was provided, content was discussed, equipment like screen, projectors, microphones were prepared. Souvenir (newsletter) was prepared too. 49


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 6. Promotion Posters were posted on notice boards, and shared electronically on facebook. Promotion E-mails were sent to all members. On the days of the workshops, direction guides were posted. Towards the days of the workshops, reminder emails were sent to those who have registered. To attract people to join, a small amount of refund from mentoring program fee was given to those who attended the workshops.

Financial report

Content Income

Quantity

Expenditure(HK Unit Price(HK$) Revenue(HK$) $) 0

Expenditure

0

Total

0

Net Balance

0 0

General evaluation There were several points that deserved merits: -

A mentor who could not attend the mentoring dinner was invited, which helped easier connection between the mentor and the students.

There were also several points that needed improvement: -

The video to be shown was not previewed fully, so the quality and content were not clear before the workshop.

-

Hand-free microphones should be prepared next time to facilitate better presentation by the mentor.

Mentoring Dinner Basic information

50


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Persons-in-charge *Chin Cheuk Yin, Fiona (External Secretary) Hui Ka Shing, Johnny (President) Wong Tsz Hei, Alice( Internal Vice-President) Date 27th October, 2011 Time 18:00-22:00 Venue Plaza 3-4, Novotel Century Hong Kong Hotel, Wanchai

Details 1. Participants There were total 54 members joined the mentoring program as mentees and 24 mentors from environmental field joined. We also invited two faculty members as honorable guests. 2. Rundown Time 18:45 19:00 19:40 19:45 19:50 19:55 19:58 20:00 20:30 20:50 21:10 21:20 22:20

Details Arrival of Mentees Arrival of Mentors Opening by MC Speech by Chak Speech by Agnes Speech by Johnny Toasting Buffet Games Chit Chat Time Photo-Taking Closing Chatting Tidy Up

Remarks

3. Work distribution and helpers Time

Johnny

Alice

Winnie

Fiona

Monsten

51

Keith

Jack

Leo

Crystal


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Role

1645 1700

17301745 17501800 18001840

Chairman

PIC of materials, Soc lock key holder

Depart from UST

Finance( br ing cash, receipt)

Reception PIC

Gather in Atrium Depart from UST

Count no. of subcom

Depart from UST

Reception (PIC) with sub com Start Mentees registratio n

Reception

Arrive at Hotel Arrive at Hotel

1845

Final rehearsal

Final rehearsal

1855

Phototaking at entrance

1925

When Tony and Chak come, double confirm their speech sequence and title

Depart from UST

Arrive at Hotel Operation manager

Stage

Final rehearsal (check visual)

Arrive Hotel

Phototaking at entrance

Play video

Call people to settle

1930

19302200 22002245

Stage Manager

Final check of materials

Stage (MC with Jimmy)

1940

Operation al manager

Gather in Atrium

Stage ( practice speech)

1900

Soc lock key holder

Decoration of tables with sub com Collect fees if they haven’t paid

Decoratio n of tables Socialize with guest

Socialize with guest

Monitor reception Starts Mentors registratio n (corsage, newsletter , Thankyou card, souvenir) Keep 1 to 2 people in reception for late comers Send attended mentors’ name to MC !!! ( cue card)

Back to seat

Backstag e

Speech

Back to seat Reception closed

Buffet Greeting

Stage tidy up

Greeting

Reception and tables tidy-up ( count corsage and name tags)

52


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Helpers were recruited to form a sub-committee, which wasseparated into 2 teams, one responsible to reception the other responsible for program on stage. 4. Action plan

Month June July

Week 4 Meeting with Paul 1

Research of banquet price and place

2 3

Finding sponsor Make up a list of potential mentors (around 30) Venue confirmation Send invitation letter to Mentors

4 August

1 2 3 4

September

1 2 3 4

October

Work

1 2

3 4

Reply from Mentors Invitation of Honorable guests (Advisory Board members) Send Invitation letter of Mentoring Dinner to Mentors Grouping of mentors

PIC Alice (IVP) Fiona (ES) Fiona (ES), Jack (MS) Fiona (ES) Fiona (ES)

Alice (IVP) Fiona (ES)

Promotion start Set counter in concourse for registration Book classrooms for interview Set rundown for mentoring dinner

Fiona (ES)

Interview mentees Matching of Mentors and Mentees Send mentee information to Mentor Confirmation of Participants of the Dinner ( Mentors, Menteess, Professors and Faculty Members)

All

Rundown of the Dinner is confirmed (MC, Games, Decoration…) Workshops Mentoring Dinner

Financial report Hong Kong University of Science and Technology Environment Students' Society (Session 2011-2012) 53

Fiona (ES)

Alice (IVP) Fiona (ES)


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Financial Report for the Mentoring Dinner Quantity

Income: Mentoring Fee Participation Fee (with dinner) Participation Fee (without dinner) Sub-Total

Unit Price$

40

320.00

14

100.00

HK$

HK$

12800.0 0 1400.00 14200.0 0

Investment Bank Interest Sub-Total Sponsorship Hong Kong Electric Compamy Limited Chinachem Group Hall Mark Sub-Total

1

0.49

0.49 0.49

1

5000.00

5000.00

1

10000.00

1

1000.00

10000.0 0 1000.00 16000.0 0

Total Income

30200. 49

Expenditure: Mentoring Refund Dinner Refund Workshop Refund Sub-Total

6 54

200.00 10.00

1200.00 540.00 1740.00

Promotion and Design Poster Brochure Banner Sub-Total

17 80 2

3.00 1.63 168.00

51.00 130.60 336.00 517.60

1

61.00

61.00

Administrative Expense Transportation 54


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Sub-Total 61.00 Catering and Site Wine

12

124.50

Hotel Room

1

20020. 00

-1 50

-142.60 1.80

Sub-Total

Reception Stationery Signatory Book Name Tag Sub-Total

1494.0 0 20020. 00 21514. 00

206.20 142.60 90.00 438.80

Total Expenditure

24271.4 0

Surplu s

5929.09

General evaluation The feedbacks were mostly positive towards the program, and the achievement of objectives was satisfactory. There are several points worth noting: 

Table arrangement can be improved

Backstage PIC sits too far from the backstage

Sub-com lack of experience

Mention and introduce faculty guests too

Guest list preparation: staple as a batch, tear away absentees, divided into two fractions for MCs

Winnie and Fiona Toasting should be on the rundown for better time management

All front stage and floor activities should be stated on rundown

Collect corsage too late >> loss of corsage

55


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________  opinions of work allocation should be given in the planning stage of event instead of on the day or after

Sub-Committee Function Introduction The Sub-committee function is going to be fully led by the EVSS freshmen, letting them to get a taste of organizing an activity in University. There are a few stages in this function. First, during the orientation week, freshmen will be asked whether they are willing to join the sub-committee. Secondly, there will be a Sub-committee first meeting held in the early November, letting them know more about the function, confirming the exact list of sub-committee. They will also start gathering ideas for the function at the first meeting. During the whole November, Sub-committees will hold regular meetings and prepare all the things they need in the function. Lastly, the function will be held in late November, with a little help from the current EVSS ex-co members.

Objectives 1. To provide an opportunity for the freshmen to organize an activity for EVSS. 2. To allow freshmen to develop the sense of belonging to EVSS. 3. To enhance EVSS freshmen’s interest and awareness of becoming an EX-CO member, of the newly Nominated Cabinet of EVSS. 4. To enhance the friendship between freshmen.

Basic information Persons-in-charge

*HUI Ka Shing, Johnny (President) WONG Tsz Hei, Alice (Internal Vice President) CHENG Chi Ching, Crystal

56


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ (Welfare Secretary) Date

Sub-committee first meeting: 03/11/2011 Sub-committee function: 02/12/2011

Time

18:00-22:00

Venue

Sub-committee first meeting: 3598 Sub-committee function: Common Room 6, 1/F, UG Hall VI, HKUST

Details 1. Participants Other EVMT students and other HKUST students 2. Rundown (sub-committee first meeting) Time

Items

1900-1930

Freshmen Arrive

1930-2000

Briefing by Exco s

2000-2015

Q & A session + discussion

2015-2030

Collecting contact information of subcom

2030-2200

Meeting held by sub-committee -

Remarks

(about 1 min)

Deciding theme Nature of activity Work distribution

3. Work distribution 

President: Gathering the information of freshmen who are interested in becoming subcommittees, brief introduction during the orientation week.

Internal Secretary: Send e-mail to remind members for the sub-com first meeting

Financial Secretary: Approve subsidies to the function

57


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會

su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Promotion Secretary: Poster of Sub-committee first meeting, Facebook promotion

4. Action plan The action plan for the preparation of the event is shown in the table below. Time 1st and 2nd week of September

Event

PIC

To recruit EVSS year 1 freshmen and Subcommittees

Crystal

Booking of venue

Monsten

Design of theme and promotion and other design items

Leo

3/11/2011

Hold the first sub-committee meetings

Johnny

Throughout November

Sit meeting of sub-committee, leading the evaluations

Johnny, Leo, Monsten

4th week of November

Confirm sub-committee with equipment and venue bookings

Monsten

2/12/2011

Sub-committee function

5. Promotion Promotion items of the events include promotion E-mails to EVSS members, facebook event, EVSS website promotion.

Financial report Hong Kong University of Science and Technology Environment Students' Society (Session 2011-2012) Financial Report for the Sub-Committee Function Income:

Quantity Unit Price$ 58

HK$

HK$


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Sponsorship CLP Holdings Limited Sub-Total

1

624.20

624.20 624.20

Participation Fee EVSS Members Non-EVSS Members Walk-In Sub-Total

4 8 6

10.00 15.00 5.00

40.00 120.00 30.00 190.00

Total Income

814.20

Expenditure: Ingredient and favouring Chicken Others Sub-Total Promotion and Design Color Paper Poster Recipe book Battery Sub-Total Champion Prize Coupon Sub-Total

1 --

58.00 --

58.00 201.80 259.80

-57 1 1

-2 8.10 20.90

111.40 114.00 8.10 20.90 254.40

2

150.00

300.00 300.00

Total Expenditure

814.20

Surplus

0.00

General evaluation

59


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ There have been worries about the nature of function the sub-committee is going to organize, discussions have been made upon tightening the scope for their choice of activities. We finally decided to give the full flexibility to the sub-committee member and it turned out good. All in all, we believe the objectives set for the event were achieved.

Information Session Introduction The Information Session was an event held on 29th November 2011. With the theme “Towards a Greater Deal”, the Session aims at providing information about the Society, the Cabinet and posts of the Executive Committee and the procedure of forming a new cabinet of EXCO. It was held in late November because it is hoped that the potential new EXCO could have a better understanding of the Society after organizing the Sub-Committee Function. And they could have enough time to think seriously about whether becoming an Executive Committee member or not in the whole December. The theme of the event was Towards a Greater Deal.

Objectives 1. To give information about EVSS, duties of various posits and the procedure of forming an Executive Committee 2. To provide a platform for members interested in being an Executive Committee member ask questions and share their concerns. 3. To provide an opportunity for potential new executive members to get together and form a preliminary cabinet.

Basic Information Persons-in-charge

*HUI Ka Shing, Johnny (President) WONG Tsz Hei, Alice (Internal Vice-President)

60


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 29th November 2011

Date Time

18:15-19:15

Venue

Room 3598, HKUST

Details 1. Participants All EVSS members are welcome to the Information Session. On 19th Nov 2011, all 9 Executive Committee members and about 15 Year 1 full members attended the Session. 2. Rundown 18:00-18:15

Preparation

18:15-18:20

Greeting and Opening

18:20-18:40

Introduction of Environment Students’ Society, the Executive Committee and Procedure

of Forming a new Cabinet 18:40-19:00

Sharing by the Executive Committee for Session 2011-2012

19:00-19:15

Q&A Session

3. Work distribution The venue and equipment were booked and prepared by Monsten. The presentation was mainly prepared by Johnny, with assistance of Alice. The promotion items were prepared by Leo. Every Executive Committee members needed to give a short sharing in the Section. 4. Action plan

61


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ The action plan for the preparation is shown below. Time October

Event Date Confirmation Booking of Classroom

November

Preparation of Presentation Promotion

5. Promotion 1. E-mail was sent to all EVSS members about the Information Session. 2. Posters were posted in boards in HKUST 3. More information and an event were posted on Facebook

Financial Report

Content Income

Quantity

Expenditure(HK Unit Price(HK$) Revenue(HK$) $) 0

Expenditure

0

Total Net Balance

0

0 0

General Evaluation The response of the participating members is positive. The information about the Society, cabinet and procedure was successfully delivered to the participants. Most members showing interests asked questions about being an Executive Committee member and got answered. Also, the Executive Committee members help analyzed and solved some of the concerns of the potential new Cabinet during the Q&A session in a relaxing atmosphere. Nonetheless, comments received about the sharing session of EXCO being too long.

62


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Anyway, the objectives of the Information Section were successfully achieved.

Firm Visit to Crystal Group Introduction Established in 1970, Crystal Group is one of Asia's top five garment manufacturers, with 40,000 employees across eight locations. It has a global customer base consisting of brands such as H&M, Abercrombie & Fitch, and UNI QLO.

Over the years, Crystal Group has been a leading corporation in the field of sustainability. Key achievements include: 

Hong Kong Outstanding Corporate Citizen Manufacturing Enterprise Gold Award

The Low Carbon Labels by WWF Hong Kong

Low-carbon Office Operation Programme Gold Label

Hong Kong Awards for Environmental Excellence Sectoral Awards (Manufacturing Sector) Silver Award

Hang Seng-Pearl River Delta Environmental Awards

The firm visit was organized to enable participants to take a close look at how the environmental performance was achieved by the firm, by taking a tour around the manufacturing site with detailed explanations by the staff there.

Objectives 1. To enrich members’ knowledge about environmental issues and green business with visit to business site that is really applying environmental principles. 2. To introduce the idea of green business to associate members and non-members not studying in the environmental field.

63


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Basic Information Persons-in-charge

*Mak Fu Ki, Winnie (External Vice-President) WONG Tsz Hei, Alice (Internal Vice-President)

Date

23 December 2011

Time

07:45-17:30

Venue

Zhongshan Yida Apparel Ltd.

Details 1. Participants There was a quota of 15 participants paying the visit. The majority was EVSS full members, but there were also students from the field of business administration and biology, etc. 3 executive members attended the visit. There were also some faculty members. 2. Rundown Time 7:45am 8:30am 10:15am

Activity Meet up at China-Hong Kong City (Depart for Zhongshan) Set off from China-Hong Kong City Pick-up at Zhongshan Port

11:10am 12:30pm 1:30pm

Factory introduction/ Presentation Lunch Factory tour (eco practices, innovation, etc.)

3:30pm 4:15pm 5:30pm

Q&A Depart Yida to catch 5:30pm ferry to HK Set off from Zhongshan Port

Remark

About 1.5-1.75 hours. Pick up by Yida. About 40 mins ride to fty. For 30 mins. Routing will be advised on the day. Pick up by Yida.

3. Fees $150 per person (lunch inclusive). To attract people to join, the price was discounted for more than 50%. 4. Action plan 64


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Period

Event

Early November

Contact and communication with Crystal Group

Mid- to late November

Promotion and registration

Mid-December

Reminders to participants and further communication with the firm

*Reminders to participants:

1. The weather will be cold; yet, people will get hot during the factory walk. Please choose your appropriate clothing. No need to be formal.

2. Some of the places may have restriction to photo & video taking. Please kindly follow. 3. Please prepare your own necessary medicine with you. (Esp. we will take the ferry) 4. Please make sure that your Home Return Permit (回鄉證) is still valid. 5. Be active in asking questions. 5. Promotion To achieve the objective of introducing green business strategies to both students inside and outside the environmental field, the promotion emphasized that all students are welcome. Posters were posted on notice boards and shared on facebook, and a counter was set up for 2 days to promote the event and for people to register.

Financial report Hong Kong University of Science and Technology Environment Students' Society (Session 2011-2012) Financial Statement for Firm Visit Income:

Quantity Unit Price$

Sponsorship CLP Holdings Limited Sub-Total

1

65

3517.64

HK$

3517.64 3517.64

HK$


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Investment Bank Interest Sub-Total Firm Visit Fee Member (voyage inclusive) Member (voyage exclusive) Non-Member Sub-Total

1

0.36

0.36 0.36

15 1 2

150.00 20.00 275.00

2250.00 20.00 550.00 2820.00

Total Income

6338.00

Expenditure: Promotion and Design Poster Sub-Total

--

--

36.00 36.00

1

492.00

492.00 492.00

17 1

330.00 200.00

5610.00 200.00 5810.00

Meal Firm Lunch Sub-Total Transportation Voyage Expense (Without discount) Voyage Expense (With discount) Sub-Total Total Expenditure

6338.00 0.00

Surplus

General evaluation The firm visit was considered successful overall. With just around a month’s preparation time, a firm with rich experience with visits by students was chosen, which was a wise decision. The firm arranged for good logistics, explanation throughout the visit, good facilities and food, which made the visit pleasant and smooth to all participants. 66


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ The promotion succeeded in attracting non-members too which was considered satisfactory. Key reminders were sent to participants to remind them of important points, like checking the validity of Home Visit Permit, which also contributed to smooth running of the whole event. It is hoped that a larger number of participants could be involved if similar events are to be held in the future.

Annual Dinner 2012 Introduction The Annual Dinner was an occasion on which members and distinguished guests (including faculty members and mentors) to celebrate the achievement and success of the society over the past year. At the same time, it was held to thank for the support by the participants throughout the year. It also provided a platform to let all the guests to know one another better and had an enjoyable evening. The theme of this year’s Annual Dinner was “Let a Hundred Flowers Blossom”. Having planted the seed of EVSS, it was hoped that greater and greater ideas and contributions would be generated by the society in the years to come, just like a hundred flowers blossoming.

Objectives 1. To celebrate the achievement and success of EVSS. 2. To express gratitude to members and people who have supported the society. 3. To let guests and students from the environmental field to know one another better. 4. To let guests have an enjoyable evening.

Basic Information Persons-in-charge

*Wong Tsz Hei, Alice (Internal Vice-President) Chin Cheuk Yin, Fiona (External Secretary) Lam Tak Fu, Jack (Marketing Secretary) 67


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會

Date

su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 9th February 2011

Time

19:00-21:00

Venue

UC Bistro, HKUST

Details 1. Participants There were 12 faculty members from the Division of Environment, 9 mentors from the Mentoring Program, and around 40 members attending the Annual Dinner. 2. Rundown Time

Event

PIC

17:00

Get from CSO the equipment we have booked

Monsten, Leo, Jack and Alice

17:30

Everyone

18:40

Preparation at UC Bistro - Setting reception - Set up stage (equipment) - Set up computer, projector, screen - Set tables Take guests from atrium to UC Bistro

19:00

Start

Alice, Jack, Monsten

Fiona

Introductory speech by MCs Annual review video Speech by Chak, Head of Division of Environment Speech by our sponsor Dr Thomas Tang, AECOM Speech by Johnny Introduction to Odyssey 19:30

Dinner starts

20:30

Photo-taking

Alice, Jack

68


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 3. Work distribution

Item

PIC

Reception

Financial Secretary + Welfare Secretary + Promotion Secretary

- Table - Chair - Table cloth - Cash box - Participant list - Sign book - Pen - Name tags for guests and excos - Label for participants Camera man

卓 (personal connection)

Stage + projector + screen + microphone + mic stand

Internal Secretary

Annual review video (3 min)

Internal Secretary

Wine (Housewine)

Internal Vice-President

Envision

Welfare Secretary, Promotion Secretary

Poster

Promotion Secretary

Banner

President

MC: Internal Vice-President, Marketing Secretary -

Reception: Financial Secretary + Welfare Secretary + (Promotion Secretary – just for material preparation)

-

Backstage and video: Internal Secretary

-

Socialize + help out: President, Promotion Secretary, External Secretary

4. Promotion Promotion items include a poster, promotion Emails and facebook event. There was also a counter for fee collection and promotion.

69


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Financial report Hong Kong University of Science and Technology Environment Students' Society (Session 2011-2012) Financial Report for the Annual Dinner Income:

Quantity

Sponsorship CLP Holdings Limited AECOM

Unit Price$

1 1

869.70 4000.00

Division of Environment, HKUST

1

2000.00

Green Institute Hong Kong

1

1000.00

Chun Wo Development Holdings Limited Sub-Total

1

300.00

HK$

HK$

869.70 4000.0 0 2000.0 0 1000.0 0 300.00 8169.7 0

Annual Dinner Fee Member Non-member Sub-Total

40

50.00

2

70.00

2000.0 0 140.00 2140.0 0

Total Income

10309. 70

Expenditure: Catering Expense Dinner Charge

63

150.00

9450.0 0 9450.0 0

2 2

180.00 180.00

360.00 360.00

Sub-Total

Wine Expense Red Wine White Wine 70


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Sub-Total 720.00 Administrative Expense Stationery Envelope Stamp Sub-Total

-14 14

Promotion and Design Poster

17

-0.30 3.00

3.0 0

Sub-Total

Total Expenditure

42.50 4.20 42.00 88.70

51.0 0 51.0 0 10309.7 0

Surplu s

0.00

General evaluation The feedback from guests was generally positive. The following items were worth noting: -

The Envision, the publication of the EVSS, was put on the table as souvenir for every guest who attended the dinner.

-

The food was considered good.

-

The atmosphere was warm. The size of the venue suited the number of participants (quota was set), and seats were arranged in such a way that mentors could sit with their mentees.

-

The video served the purpose of review of past events.

-

The Head of the Division of Environment and our sponsor were invited to give a speech.

-

The president of the society was invited to give a speech to talk on behalf of the executive committee to convey the message of the Annual Dinner.

-

The nominated cabinet for the next session was invited to introduce themselves, so they could promote themselves, and at the same time conveying the message of “carrying on with the mission”.

71


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ The following points could be improved: -

Wine could be purchased outside which would be cheaper than the house wine.

-

The reception could be ready earlier to prevent the slight chaos at the beginning.

-

The photo-taking session could be prepared better. For example, the space was discovered to be insufficient until the moment of photo-taking. Previous communication with the venue holder was needed.

Annual Election 2012 Introduction The annual election mainly consists of the following items: -

Formation of an election board

-

Forum during/ after the promotion period

-

Annual election

The series of activities are held in order that a new cabinet for the Environment Students’ Society, HKUSTSU for session 2012-2013 can be established. The Election Board was formed according to the EVSS Constitution to hold the Annual Election. The duties and functions of the board are as follows: 

To set up a schedule for at least one month before the election with the approval of the Executive Committee with the following items: duration of the nomination of full cabinet(s); date of the announcement of the final list of cabinet(s); period for the cabinet promotion; period for voting.  To conduct and monitor all activities associated with the election.  To invite a returning officer from the University staff to supervise the Election Board.  To explain the election regulations and rules in accordance with the Constitution. During the promotion period of the nominated cabinet, a forum was held to evaluate the progress and performance and assist them to do better in the period. The Annual Election was held after the promotion period to elect the cabinet. 72


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Objectives To establish the cabinet for the society for session 2012-2013.

Basic Information Persons-in-charge

*Wong Tsz Hei, Alice (Internal Vice-President) Cheng Yin Tung, Monsten (Internal Secretary)

Date

20th-21st February 2012

Time

09:00-18:00

Venue

Counter at atrium

Details 1. Participants All full members were eligible to cast a vote. In the election, over 60% of the full members (45 out of 57 full members) have voted validly, which was sufficient to form a quorum. 2. Election Board members The Election Board consisted of the following members: President

Wong Tsz Hei, Alice (Internal Vice-President)

Members

Ms Eliza Tang (Division of Environment) Ms Amy Lau (Division of Environment) Cheng Yin Tung, Monsten (Internal Secretary) Chan Ka Ho, Ringo (EVSS full member) Ma Chun Ming, Ming (EVSS full member)

3. Rundown of the forum Date: 15th February 2011 (Wed) 73


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Time: 17:00-18:00 Venue: Conference Room, HKUST Time

Event

17:00-17:15

Self-evaluation by the nominated cabinet

17:15-18:00

Suggestion by executive committee and discussion

4. Rundown of the Annual Election Time

Event

Remarks

08:45-09:00

Preparation at counter

Decoration, preparation of materials

09:00-18:00

Open for casting a vote

Student ID was required to cast a vote.

Distribution of welfare – water bottle

Secret ballot was taken. The official procedure* was explained once to every member coming. The welfare was distributed after voting. 18:00 (on 21/2/2012)

Ballot counting

Representatives from the Division of Environment were invited to monitor the process. Representatives from the nominated cabinet had to be present. The president of the Election Board was responsible for the process. The constitution was explained briefly beforehand.

*The official procedure: checking of student ID  tick name on the member list  member casting the vote behind the board  putting ballot into box  member getting student ID card and welfare 74


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ The ballot box was sealed at 18:00 on the first day, with the presence of the representative from the nominated cabinet. At 9:00 on the second day, the box was re-open again. 5. Work distribution The forum was basically prepared and led by the President of EVSS. The Annual Election ballot counting was chaired by the President of the Election Board. Other material preparation, counter sitting and participation were shared among executive committee members. 6. Action plan

Period

Event

Mid-November

Recruitment and formation of Election Board

December

Nomination period

February

Promotion period With a forum during the period

After the promotion period

Annual election

7. Material/ preparation list 

Faculty members (preferably Election Board members) to be invited to monitor the ballot counting

Duty list of counter sitting

Table, chair, board (provided by SU)

Clock

Ballot box

Ballots

Chop

Full member list

Associate member list 75


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會

su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Welfare product (water bottles)

Stationery including tape and scissors

Briefing notes

Small table for casting the votes

8. Promotion The Election Board recruitment, forum promotion and Annual Election promotion were all done using Emails. Formality was ensured in all promotion items.

Financial report Hong Kong University of Science and Technology Environment Students' Society (Session 2011-2012) Financial Report for the Annual Election Income:

Quantity Unit Price$

HK$

Total Income

HK$ 0.00

Expenditure: Administrative Expense Conference Room Stationery Sub-Total Welfare Promotion Printing Sub-Total

1 --

114.00 --

114.00 4.20 118.20

18

2.5

45.00 45.00

Total Expenditure

163.20

Deficit

(163.20)

76


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

General evaluation The forum There were 45out of 57 full members who voted valid votes in the Annual Election, which formed the 60% quorum as stated in the Constitution. Among them, 42 voted for the nominated cabinet. According to the Constitution, since a simple majority voted for the cabinet, the cabinet was elected.

2nd Annual General Meeting Introduction The 2nd Annual General Meeting is one of the most important events of the society. It officially marks the end of the Session 2011-2012 and the start of the Session 2012-2013. According to the Constitution, an Annual General Meeting is needed to be held within two weeks after the Annual Election. So, we made the first session of the 2nd Annual General Meeting on 28th February 2012, a week after the Election.

Objectives 1. To fulfill the requirement stated in the Constitution. 2. To report and review the Annual Report and Financial Report of the Executive Committee of Session 2011-2012 3. To evaluate with recommendations for the next session on the affairs of past session. 4. To amend, if thought fit, to amend the Constitution. 5. To review and improve the planning of the next session about the direction and events. 6. To adopt the Year Plan and Financial Budget of the next session

Basic information Persons-in-charge

*HUI Ka Shing, Johnny (President) CHENG Yin Tung, Monsten (Internal Secretary)

Date

28th February 2012 (divided into different parts and held on different dates, e.g. 5,9/3)

77


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 19:30-23:00

Time Venue

Student Gallery (and several other places such as Conference Room)

Details 1. Agenda 1. To commence the meeting 2. To receive and adopt the Standing Order of the 2nd Annual General Meeting 3. To receive and adopt the agenda of 2nd Annual General Meeting 4. To receive and adopt the minutes of 1st Annual General Meeting 5. To receive and adopt the minutes of 1st Extra-Ordinary General Meeting 6. To receive and adopt the amendment of the Constitution according to the proposed amendment 7. To receive and adopt the Annual Report of Session 2011-2012 8. To receive and adopt the Financial Report of Session 2011-2012 9. To review any other executive matters for Session 2011-2012 10. To consider and adopt new Honorary Members 11. To consider and adopt the Year Plan of the Executive Committee of Session 2012-2013 12. To consider and adopt the Financial Budget of the Executive Committee of Session 2012-2013 13. To adjourn the meeting

2.

Action plan

The action plan for the preparation is shown below. Time February

Event Booking of meeting venue Posting of notice 78

Venue


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Sending of e-mail to members together with Annual Report

March

Sending of Annual Report to Advisors

3.

Participants

All EVSS members are welcome to the Annual General Meeting, while only full members have the right to vote in the General Meeting. All 8 Executive Committee members for Session 2011-2012, all members of the Elected Cabinet for Session 2012-2013, Odyssey, and a number of members attended the Meeting.

Financial Report Hong Kong University of Science and Technology Environment Students' Society (Session 2011-2012) Financial Report for 2nd Annual General Meeting Quantity Unit Price$

Income:

HK$

Total Income

HK$ 0.00

Expenditure: Administrative Expense Annual Report Financial Report Standing Order Agenda 1st Annual General Meeting Minutes 1st Extraordinary General Meeting Minutes Constitution Amendment Sub-Total Total Expenditure

25 15 10 25 10 10 15

4.95 0.75 0.30 0.30 0.30 0.30 0.30

123.75 11.25 3.00 7.50 3.00 3.00 4.50 156.00 156.00

Deficit

(156.00)

79


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Welfare Report Society T-shirt Introduction The society T-shirt is one of the products that symbolize the membership of EVSS. A logo which can explicitly represent our society was designed and printed on the T-shirts. We expect most of our member would get one society T-shirt. We have printed the same design in three colors: dark green, light green and blue. The light green and blue color tee is part of the material of orientation camp, which is not viewed as a welfare product in this report. Please be noted that the term “Society T-shirt” quoted in this report is referring to the dark green T-shirts.

Objective 1. To enhance the sense of belonging of members to EVSS or/and EVMT. 2. To let members look more united when attending functions of EVSS or EVMT. 3. To serve as the camp tee during the orientation camp 2011.

Details Ordered quantity: 80 Date: Aug-Sept, 2011 During August, T-shirts were distributed to all freshmen participants in the orientation camp. During September, T-shirts were sold in the orientation week.

Selection of printing company Factors which have been taken into considerations: 1. 2. 3. 4. 5. 6.

Price Quality Minimum ordering quantity Discounts available or not Time required to print T-shirts Reputation

Final decision: Buddy

80


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Reason/Comment: The price is reasonable, and its reputation is also good. Quality of T-shirts is good too.

Working Schedule Early June

Gather ideas for the T-shirt design

Mid June

Design the T-shirt logos Search for suitable company for printing the T-shirts

Late June

Finalize the design of logos Confirm the order

Mid August

Distribute the T-shirts during the orientation camp

September

Sell the T-shirts during the member recruitment period

Promotion September

Facebook promotion E-mail to all members

Evaluation/ Important Points 1. Welfare secretary should pay attention to estimating the right size for each member. An oversized Tshirt looks bad, even if the design is very good. For T-shirts provided by buddy, generally girls wear S size and M size for boys. 2. Due to environmental considerations, we did not follow the tradition of other students’ societies, which is to print two different T-shirts for Orientation Camp and Society T-shirt respectively. Instead, we only printed one set of T-shirts to serve the two purposes.

Financial Report Income:

Quantity

Unit Price

HK$

Society T-shirt (Member)

23

40.00

920.00

Society T-shirt (Non-mem)

10

50.00

500.00

Sub-Total

1420.00

Total Income

1420.00

Expenditure: Society T-shirt

HK$

33

48.8 81

1610.40


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Sub-Total 1610.40 Total Expenditure

1610.40

Deficit

-190.40

Newsletter Introduction The newsletter is mainly a summary of the work we have done in Spring, 2011. It contains photos and description of the activities (e.g. Orientation camp). It also includes words from the professors in the Division of Environment. The newsletter was printed on recycled paper.

Objectives 1. To promote the image of EVSS and EVMT 2. To let members know more about the activities of EVSS 3. To act as an introduction to the society and EVMT for the new members and people who are interested in EVSS e.g. potential advisors.

Details Date: Distributed in September, 2011 during the orientation week Quantity: 100 Pages: 12 Content of the letter: 1) 2) 3) 4) 5) 6)

Foreword from professors from the Division of Environment Foreword from the president of EVSS Review of the events in the Spring semester, 2011 Students’ sharing on learning experiences Students’ thought towards environmental issues Preview of the upcoming events of EVSS in the Fall 2011 and Spring 2012.

Selection of printing company Factors which have been taken into considerations: 1. Recycled paper available or not 2. Price 3. Quality 82


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 4. Minimum ordering quality Final decision: HKUST Printing workshop Reason/Comment: The main reason for choosing this company was that they allowed our work to be printed on recycled paper. The price is relatively cheap also. They did not set a minimum ordering quantity.

Working Schedule August, 2011

Design the Newsletter Search for suitable printing company Finalize the design

September, 2011

Confirm the order with the printing company Distribute the newsletter to members

Promotion September, 2011

E-mail to all members

Financial Report Income:

Quantity

Unit Price

HK$

Total Income

HK$ 0.00

Expenditure: Newsletter

100

18.58

Sub-Total

1858.00 1858.00

Total Expenditure

1858.00

Deficit

-1858.00

Evaluation/ Important points 1. Due to environmental reasons, it is strongly recommended to print the newsletter on recycled paper.

83


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

EVMT Namecard Introduction This is an item produced exclusively for full members (EVMT students).

Objective 1. To promote the image of EVMT program. 2. To improve students’ experience in socializing with other people.

Details Date: ordered in September and distributed in Mid-October. Ordered quantity: 38

Selection of printing company Factors which have been taken into considerations: 1. Price 2. Quality 3. Location of the office Final decision: Great China Printing Company Reason/Comment: Low price, compared with other similar printing companies, while the quality of name card is still quite high. Located in Kwun Tong, it’s easy for us to deliver the goods to UST.

Working Schedule August

Design the name card Search for suitable company for printing the name card

September

Finalize the design Receive name card orders from students Confirm the order with the selected company

Mid October

Distribute the name card to students

84


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Promotion September

E-mail to all members

Evaluation/ Important Points 1. Should be printed before the mentoring dinner. Cost: $35 x 41 Income: $30 x 38

Financial Report Income: Namecard

Quantity

Unit Price

HK$

38

30.00

1140.00

Sub-Total

HK$

1140.00

Total Income

1140.00

Expenditure: Namecard

41

35

Sub-Total

1435.00 1435.00

Total Expenditure

1435.00

Deficit

-295.00

Society Jacket Introduction 1. The Society T-shirt will be an important sign of membership of EVSS.

Objective 1. To enhance members’ sense of belonging to EVSS and EVMT. 85


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 2. Members can look more united when attending functions of EVSS or EVMT.

Details Date: ordered in November, distributed in December and February. Ordered quantity: 46

Selection of company Factors which have been taken into considerations: 1. 2. 3. 4.

Price Quality Minimum ordering quantity Time required to print the jackets

Final decision: Buddy Reason/Comment: Low price, compared with other similar printing companies, while the quality of name card is still quite high. Located in Kwun Tong, it’s easy for us to deliver the goods to UST.

Working Schedule September

Book a counter for selling jacket

October

Gather ideas for the design Search for a suitable company for printing the jackets Finalize the design Confirm the order with the selected company

November

Receive a sample jacket from the company Set up a counter for ordering jackets

December

Distribute the jackets to students

Promotion November

E-mail to all members Facebook promotion

86


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Poster

Evaluation/ Important Points 1. It would be much better if we could have the jackets in early December (before final exam period starts), so that we could set up a counter for jacket distribution, instead of distributing to members in person. 2. It is also important not to sell it too early, because people’s interests in jacket would be much lower when the weather is still so warm. 3. Unlike society T-shirt, pre-order service is needed for jacket.

Financial Report Income: Society Jacket

(Member)

Society Jacket (Non-mem)

Quantity

Unit Price

HK$

42

100.00

4200.00

2

110.00

220.00

Sub-Total

HK$

4420.00

Total Income

4420.00

Expenditure: Society Jacket

46

124.50

Sub-Total

5727.00 5727.00

Total Expenditure

5478.00

Deficit

-1307.00

Welfare express (Fall 2011) Introduction In each welfare express, one or more items will be specially designed for our members. It will be distributed to all members for free. If marketing products are available at that time, they will also be distributed to members as part of the welfare. If possible, it is also preferred to have a product which can promote members’ environmental consciousness. This time, a sticker has been designed for our members.

Objective

87


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 1. To enhance members’ sense of belonging to EVSS and EVMT. 2. To promote the image of EVSS.

Details Date: ordered and distributed in September Ordered quantity: 1000

Selection of company Factors which have been taken into considerations: 1. 2. 3. 4.

Price Minimum ordering quantity Quality Location of the office

Final decision: Print328 Reason/Comment: Relatively low price. Located in Kwun Tong, it is easy for us to pick up the goods.

Working Schedule Late August

Decide what item should be produced Gather ideas for the design Search for a suitable company

September

Finalize the design Confirm the order with the selected company Distribute them to members

Promotion November

E-mail to all members

Evaluation/ Important Points None

Financial Report 88


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會

Income:

su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Quantity Unit Price HK$ HK$

Total Income

0.00

Expenditure: Sticker

1000

0.35

Sub-Total

350.00 350.00

Total Expenditure

350.00

Deficit

-350.00

Welfare express (Spring 2012) Introduction In each welfare express, one or more items will be specially designed for our members. It will be distributed to all members for free. If possible, it is also preferred to have a product which can promote members’ environmental consciousness. This time, a water bottle has been designed for our members.

Objective 1. To enhance members’ sense of belonging to EVSS and EVMT. 2. To promote the image of EVSS. 3. To raise environmental consciousness by encouraging members to bring their own water bottle instead of drinking bottled water.

Details Ordered quantity: 65 Date: February, 2012

Selection of company Factors which have been taken into considerations: 1. Minimum ordering quantity 2. Price 3. Quality Final decision: Gift Expert 89


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Reason/Comment: The main reason for choosing this company is the small MOQ. It is quite difficult to find a company which has an MOQ less than 300, for water bottles. The price is also acceptable.

Working Schedule Mid December , 2011

Decide what item should be produced Search for a suitable company

Early January , 2012

Gather ideas for the design

Mid January, 2012

Finalize the design Confirm the order with the selected company

February, 2012

Pick up the water bottle Set up a counter for distribution

Promotion February, 2012

Facebook promotion E-mail to all members Poster

Evaluation/ Important Points 1. Most of the factories will be closed for a long period of time during the Lunar New Year Holiday. Exco members should be aware of this, to ensure the welfare products can be produced on time. 2. The cost of a welfare product can vary greatly. It is recommended to first consider the financial condition of EVSS at that time, before deciding how many resources should go to member welfare, and thus what product should be produced. 3. Environmental friendliness shall be taken into consideration as much as possible. Or the product shall be able to raise environmental consciousness in some way.

Financial Report Income:

Quantity

Unit Price

Total Income

HK$

HK$ 0.00

Expenditure:

90


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Water bottle 65 26.00 1690.00 Sub-Total

1690.00

Total Expenditure

1690.00

Deficit

-1690.00

Society paper Introduction A single lined paper is designed for our members. Due to environmental concerns, the society paper is printed on recycled paper. The paper was sold in packs, with each contains 100 sheets of paper.

Objectives 1. To promote the sense of belonging of members to EVSS. 2. To promote sustainability by printing the society paper on recycled paper.

Details Quantity: 98 Date: September, 2011 Some of the society paper are sold at a price of $15 (Member) or $20 (Non-member), while the others are distributed for free as a part of the full member gift pack.

Selection of company Factors which have been taken into considerations: 1. 2. 3. 4. 5. 6.

Minimum ordering quantity Price Recycled paper available or not Location of company Delivery service available or not Reputation

91


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Final decision: Winco Gifts Reason/Comment: It has a good reputation of producing single lined paper. The quality of paper is good also. All the companies we have contacted did not provide single lined paper printed on recycled paper, but Winco is the one which are willing to specially order recycled paper for us. This is the major reason of choosing this company. Delivery service to UST is available only if there are another students’ societies’ paper order in that particular week.

Working Schedule August

Gather ideas for the design Searching for printing companies

Mid-August

Finalizing the design Confirm the order with the company

September, 2011

Pick up the paper Sell and distribute the paper during orientation week

Promotion September, 2012

E-mail to all members (a part of the orientation week promotion)

Evaluation/ Important points 1. It is strongly recommended to print the society paper on recycled paper. 2. Most of the single lined paper providers have a minimum ordering quantity of 100 packs. Since our the size of our society is still not that large, there are two possible solutions. First, we can find another small sized students’ society that can share the ordering quantity with us. The second solution is not to put the session on the society paper, so that the design can still be used in the next session.

Financial Report Income:

Quantity

Unit Price

HK$

Society paper (Member)

11

15

165.00

Society paper (Non-mem)

5

20

100.00

92

HK$


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Sub-Total 265.00 Total Income

265.00

Expenditure: Society Paper

98

19.65

Total Expenditure

1925.70 1925.70

Deficit

-1660.70

Survey for EVMT Students Introduction This is a short survey conducted to collect opinions and thoughts concerning the eco-chat, field trips and other activities organized by the Division and EVSS. The processed results were reported to the Division of Environment. All EVMT students are invited to participate in this survey. The survey was conducted in the form of online questionnaire.

Objectives 1. To facilitate the communication between the Division of Environment and students in EVMT 2. To improve the learning experience in EVMT 3. To improve our understanding of EVSS members’ needs

Details Date: January, 2012 Total responses: 20 Content of the survey: Eco-chat

1. What do you think the purpose of Eco-Chat is? 2. Are you satisfied with current arrangement of frequency and duration of Eco-Chat? 3. Do you think the arrangement of seats affect the interactivity amongst students and between students and teachers? 4. What do you hope to gain from Eco-Chat? EVMT events 93


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ 1. Please list at least three destinations you prefer for overseas fieldtrip. 2. What are the main reasons when you are unable to attend EVMT events? 3. Amongst events such as gathering, guest lecture, company visit, seminars, fieldtrip, and so forth, which one did you find the most interesting? Why? EVSS events 1. Which EVSS activity did you enjoy the most in the past year? Why? 2. What kind of activities do you wish to look for more in the future? 3. What areas of sustainability interest you the most?

Working Schedule December, 2011

Gather ideas for the survey Design the survey Communicate with the Division

January, 2012

Invite members to participate in the survey

February, 2012

Communicate the survey result to the Division

Promotion January, 2012

E-mail to all members Facebook Event

Evaluation/ Important points 1. We found that this is a simple but effective way to facilitate the communication between students and faculty members. 2. The number of students participated in this survey is quite small. Executive committees shall find some ways to encourage a more active participation.

Financial Report Income:

Quantity

Unit Price

Total Income

HK$

HK$ 0.00

Expenditure: Total Expenditure

0.00

Surplus

0.00

94


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Hong Kong University of Science and Technology Environment Students’ Society, HKUSTSU (Session 2011-2012) Financial Report for Welfare product Income: Sponsorship CLP Holdings Limited Sub-Total Product Fee Society Jacket (Member) Society Jacket (Non-Member) Society T-shirt (Member) Society T-shirt (Non-Member) Society Paper (Member) Society Paper (Non-member) Business Namecard Sub-Total

Quantity Unit Price$

HK$

1

4266.56

4266.56 0.00

42 2 23 10 11 5 38

100.00 110.00 40.00 50.00 15.00 20.00 30.00

4200.00 220.00 920.00 500.00 165.00 100.00 1140.00 7245.00

Total Income

HK$

11511.56

Expenditure: Product Cost Society Jacket Society T-shirt Society Paper Business Name Card Newsletter Envision Sticker Bottle Sub-Total

46 33 98 41 100 90 1000 65

Total Expenditure

124.50 48.80 19.65 35.00 18.58 9.20 0.35 26.00

5727.00 1610.40 1925.70 1435.00 1858.00 828.00 350.00 1690.00 15175.10 15424.10

Deficit

(3912.54)

95


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Marketing Report Overall Foreword Without the support of the sponsorship from various company and organization, we believe that it is hard for the students’ society to achieve the huge success in the last year. The details of the sponsorship are as follows:

Annual Sponsor Title

Company name

Sponsorship

Official Sponsor

CLP Holdings Limited

$12000

Description In the last year, we successfully invite CLP Holdings Limited to be our official annual sponsor and agreed to sponsor us $12000 for our annual administration. The preparation work was done in November, 2011 which is before the promotion period. The contact methodology is mainly by e-mail. We agreed to put their company logo on all of the promotion items throughout the year for return.

Evaluation For a new-established society, floating capital is essential to the daily operation and administration. It provides a foundation of the asset of the society and the flexibility to us when we organize the year throughout the year. We should not underestimate the importance of it to the whole society. It would be optimal if the society could find the annual sponsor at the beginning of their term.

Inauguration Ceremony 96


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會

Title

su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Company name Sponsorship

Diamond Sponsor

怡康元

200 bottles of Pomegranate Blueberry juice

Diamond Sponsor

美國三文治公司

100 pieces of sandwiches and 2 liters of tea and coffee

Diamond Sponsor

Asia Pacific Catering

Three dishes of fried rice and noodles

Diamond Sponsor

天然健康蔬果

1 cans of biscuits, 3 bottles of honey and 2 packs of snacks

Diamond Sponsor

汕頭澄海老四酒家

100 pieces of chicken wings

Diamond Sponsor

金飯碗

2 dishes of snacks

Platinum Sponsor

旺泰小食

2 dishes of Yakitori

Platinum Sponsor

金雞

5 boxes of chicken

Platinum Sponsor

順之城家庭用品

$500

Gold Sponsor

平安參茸藥行

$50

Gold Sponsor

泰安參茸藥行

$100

Description For the inauguration ceremony, we successfully invited eleven companies to be our sponsor. The titles of the sponsor are “Diamond Sponsor”, “Platinum Sponsor” and “Gold sponsor” which are divided according to their sponsorship. The sponsorships were including cash, foods and drinks. The cash was used for the event decoration and souvenir. The foods and drinks are served as dinner. The marketing methodology are mainly contact the company in person and some are through e-mail. The targeted areas were HKUST, Sai Kung, Kowloon City and Kwun Toon. Other than printing the logo, we agreed to help some of the companies to distribute their promotion leaflet for return.

Evaluation

97


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ We felt satisfied with the quality and quantity of the sponsorship of the inauguration ceremony. In the ceremony, dinner was one of the essentials parts because most of the guests do not have dinner yet and it is appreciated to serve them with a contented dinner. In this event, one difficult task is to estimate the quantity of food. It would be galling if the guests did not get enough but it would be environmentalunfriendly if you order too much. Meanwhile, the logistic problem would be a great concern. In order to keep the freshness of the food, the most common way is to get the food on that day. It involves the allocation of human resources and the route planning. It is crucial to communicate with the sponsor beforehand.

Orientation camp Title

Company name

Sponsorship

Diamond Sponsor

Event Elite

60 packs of gift

Platinum Sponsor

Nippon Paint

$2000 and 20 bottles of spraypaint

Description For the orientation camp, we invited two companies to be our sponsor. The titles of the sponsor are “Diamond Sponsor” and “Platinum Sponsor”. The sponsorships were including cash, gift packs and spray-paint. The cash was used for the event operation. The gift packs were given to the participants as present. The spray-paint was a material for the ice-breaking game. The marketing methodology are mainly contact the company in person and through e-mail. In order to get the sponsorship from Event Eilte, we need to attend the briefing section and give the deposited. Other than printing the logo, we agreed to help both companies to take some photos for return.

Evaluation

98


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ For the orientation camp, event elite and Nippon paint gave us a great support by sponsoring gift packs and cash to us. The fact is that the application of sponsorship from event eilte is simple and direct which save us lots of time and effort to find more sponsors. With the sufficient sponsorship, we tried to put more effort on preparing the content orientation camp in order to improve the quality of it. And the end, we found that this strategy is success. However, it was quite difficult to fulfill the criteria of the photos that we agreed to take for them especially for our society which has very limited participants. It would be better if we can hold the photo taking activities in a more organized way.

Semester kick-off dinner Title

Company name

Sponsorship

Diamond Sponsor

金飯碗

1 dishes of snacks

Diamond Sponsor

Asia Pacific Catering

Two dishes of fried rice and noodles

Diamond Sponsor

美國三文治公司

2 liters of tea and coffee

Description For the semester kick-off dinner, we invited three companies to be our sponsor. The titles of the sponsor are “Diamond Sponsor”. The sponsorships were including foods and drinks. Those foods and drinks were the dinner on that night. The marketing methodology are mainly contact the company in person. The sponsors are mainly come from the canteens in HKUST.

Evaluation In the semester kick-off dinner, we targeted the company within UST due to the venue of the event. It can reduce the time and human resources to receive the sponsorship. However, we underestimate the quantity of food because there were some feedbacks reviewing the situation.

99


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Mentoring Program Title

Company name

Sponsorship

Title Sponsor

Chinachem Group

$8000

Platinum Sponsor

HK Electric Co., Ltd

$3000

Gold Sponsor

Hall Mark

$1000

Description For the mentoring program, we successfully invited three companies to be our sponsor. The titles of the sponsor are “Title Sponsor”, “Platinum Sponsor”, and “Gold Sponsor”. All of the sponsorships were cash. The cash was mainly used for the venue booking. The marketing methodology are mainly contact the company through e-mail and phone. Since the mentoring program is one of our highlighted events and the environmental element is the uniqueness of it, all of the companies that we invited have been selected regarding the contribution of their company to the green industry.

Evaluation Mentoring program is one of the highlighted events this year. Sponsors can reach different types of people range from students to expert and professional from different field through this program. The incentive for companies to sponsor would be greater comparing to other events. It would be a great opportunity to seek for cash sponsor to pursue the financial balance of the society. Meanwhile, the title and the amount of the sponsorship is highly depends on the venue of the dinner which should put more consideration on it.

100


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Annual Dinner Title

Company name

Sponsorship

Title Sponsor

AECOM

$4000

Platinum Sponsor

Division of Environment, HKUST

$2000

Gold Sponsor

Green Institute Hong Kong

$1000

Gold Sponsor

Chun Wo Development Holdings Limited

$300

Description For the annual dinner, we successfully invited four companies to be our sponsor. The titles of the sponsor are “Title Sponsor”, “Platinum Sponsor”, and “Gold Sponsor”. All of the sponsorships were cash. The cash was mainly used for the venue booking. The marketing methodology are mainly contact the company through e-mail and phone. In order to succeed the consistency of the mentoring program, we invited green organizations which have contributed a lot to the environment and the society to be our sponsor.

Evaluation Annual dinner is an important event to gather students, professor and honorable guests at once to build the linkage between them. Subsidy would be a great incentive to encourage students to participate in this meaningful and valuable event. Since the sponsors still can reach a numbers of people in this event, the incentive for companies to sponsor are quite high. It is also a good opportunity to seek for financial balance of the society. Similar to the mentoring program, the title and the amount of the sponsorship is highly depends on the venue of the dinner which should put more consideration on it.

General evaluation

101


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ In conclude, the society has successfully received the sponsorship from over 21 companies and organization and the total amount of sponsorship is about $50000. The sponsorship includes cash, products, foods and drinks. With these sponsorships, it does help our students’ society to maintain the financial balance. One of the things that we proud of is that we successfully have connection with the notable companies, for example CLP, AECOM, Chinachem Group and so on. However, it is not the end of it. We are looking forward to see a more brilliant success in the future.

102


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Promotion and Publication Report Foreword This section of the report highlights the materials and channels that were used by the Environment Students’ Society in session 2011-2012 to reach out to its members and other students in HKUST. The promotion and publication report is divided into the following sub-sections: logo, publication, poster, online promotion, and general evaluation.

Logo As shown in Picture 1, a light bulb is placed in the center, with the English and Chinese name of the Environment Students’ Society surrounding it. The light bulb represents the mission of the society, to Plant the Idea of Sustainability. It is worth to note that this logo can be changed by the executive committees in the future, as it is not constricted by the constitution of the society.

Picture 1: Logo

103


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Poster Poster is a core promotion item for every activity that was held in the session 2011-2012. The posters are typically placed in the boards for public notice, and boards for School of Science. However, some of these boards are located in areas that are relatively less visible to students than those put in boards for School of Business. Moreover, as the number of societies keeps increasing within HKUST, posters often get tear away and replaced by other societies. This traditional approach of engaging students has been less useful and cost-effective. Moreover, from an environmental perspective, posters hugely contribute to the consumption of paper as well as deforestation. Therefore, it is important for the next cabinet to recognize these limitations and think of more cost-effective and innovative ways for promotion.

Banner On the banner, it only includes the name of our society and our mission: to plant the idea of sustainability. It was used in the recent Annual Dinner. As it does not specifies on a particular event of EVSS, it can be shown in occasions such as firm visits, intramural sports competitions, as a signal device that resembles the society.

Online promotion As such, our cabinet has increased the use of online promotion throughout the year, mainly through our page on Facebook. This page has received 170 ‘likes’ up to this moment. The promotion process on Facebook is as follows: 1) post the poster on the page, 2) create event and invite members, 3) post photos as recap. In addition to promotion, we would share articles on the page related to environmental sustainability, hoping to provide up-to-date information or insightful commentaries to students. However, according to a statistical tool on Facebook, the number of students who actually clicked on these links is relatively low, ranging from 0-5 in general.

104


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Website A website was also created for promotion. It includes a collection of past activities, albums of the highlights, and a preview of what's coming up next. However, although it is beautifully designed, it hardly engages our members or students of UST in general. A low rate is estimated for people to click into this website.

Publication In session 2011-2012, the Environment Students’ Society, HKUSTSU produced two newsletters for its members in October 2011 and February 2012 respectively. The first one, titled “NEWSLETTER”, largely focuses on activities held by our society. It includes pictures of highlight events such as the Inauguration Ceremony, Green Planner Project, and the Orientation Camp. It also features students’ reflection on their internship experiences and a preview of coming up events. In a total of ten pages, the center of this newsletter revolves around reviewing and commemorating the past events held by EVSS. In order to reach a large amount of audience, the publication was distributed in the Mentoring Dinner at Novotel Hotel, in which not only students, but also industry professionals as mentors had attended. This newsletter provided a channel for mentors to know more about our society, our members, and the Environmental Management and Technology program.

105


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Picture 2: Covers of the publications

After reviewing the first newsletter, the executive committee of EVSS had decided to start a new publication initiative. They have given the newsletter a new name, Envision, together with a fresh makeover. The objective would also be completely distinct from the first one. This publication functions as a tool for propaganda and advocacy, it aims to provide multi-perspective lens on different sustainability issues to students, and eventually to generate interests from students of other faculties. With an increase of four more page coverage, Envision succeeded in creating a well-structure framework for its table of contents. The contents of this first issue are as follows: To Our Readers, Faculty Spotlight, New Insight, Out of the Classroom, Go Beyond Borders, Industry Leaders, and Society Highlights. The publication was distributed in the 1st Annual Dinner of EVSS on 9 February 2012.

General evaluation In session 2011-2012, our cabinet performed adequately in promoting our society to students at HKUST. It is a significant achievement to foster a sense of belonging within our full members, basically students who study the Environmental Management and Technology program. However, there is a still long way 106


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ to go for the society to capture students from other programs who are interested in sustainability. Publications like newsletters are good attempts to reach out to these students, but it has to go with a comprehensive distribution strategy in order to be successful.

107


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

External Report Overall foreword The following report is to record the external activities that the EVSS did from March 2011 to March 2012. Within the year, we organize and co-organize four events, Green Planner Project with Hok Yau Club, Eco-Business Innovation Award with Interdisciplinary Program Office Students’ Union, Inauguration and the Origo Mentoring Program.

Green Planner Project Role: Co-organizing Organization

The preparation work started around 3 months before the event was held. In total, we had two meetings with Hok Yau Club(HYC) organizing committee. In the first meeting, President, External Secretary and Financial Secretary went to it. HYC prepared a proposal to us, which the campaign outline, format, competition criteria and other details were listed. They seek for our advices since they lack certain environmental knowledge. The event targeted Secondary 4 to 6 students to join a model climate change conference. Students were separated in groups, which each representing one country.

Generally, the format was held in two parts, half-day workshop and one day conference. Our work in this event was to provide the venues and invite professors to be guest speaker. Eventually, we invited Prof. Alexis Lau to be the speaker for one lecture, and HYC invited Gloria Cheng from Greenpeace for another.

For the one-day conference, EVSS sent out three representatives to be adjudicators. Their role was to access the performance of participants and eventually chose the best team and best performer. We also invited Mr Simon Ng, HKUST scholar to be our guest adjudicator.

Between meetings, the communication work with HYC was done by External Secretary, who is also the Chief Person-in-charge.

108


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Booking of venues and administrative work was done by External Secretary.

On the days of event, every committee member presented to show the unity and support.

President delivered speeches at the beginning and end of the events.

Eco-Business Innovation Award Competition (eBIA) Role: Co-organizing Organization

The eBIA was a business case competition opened to all HKUST students. There were ? meetings throughout the event. CPIC, External Vice-President was responsible for the communication with IPSU. She was also the vice-chairperson of the organizing committee of the event. In the event, Environment Students’ Society had supported by designing the poster for the promotion and marketing the food and drink for the opening ceremony as well as discussing the sponsorship with the title sponsor Agile Property

Proposal was done by IPSU and discussion of details were made during meetings. It was designed to invite a title-sponsor to provide case as the topic for our competition.

Promotion work was also done by both parties. EVSS promoted this event in the orientation week in September. Facebook was another major channel of promotion also.

Mentoring Dinner It was the part of Mentoring Program. We chose two targeted companies from our data base and invited them to be title sponsor respectively. The time lack of two invitations was one wee (5 business days) in case of any duplication. 109


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ The choice of venue was another major issue. Our size of guests reached 70 to 80. Campus restaurants were not a good choice as they are not big enough and the place is too far from city center. Holding the dinner in hotel was the only choice.

External Secretary(CPIC) , was responsible for hotel quotation search. With reference to other student societies’ experience, we targeted some 4-star hotel, namely Royal Garden Hotel, Langham Hotel, Excelsior Hotel and Novotel Hong Kong Century Hotel. After discussion in general meeting, we chose Novotel as it provided a relatively reasonable price.

Signing of contract and paying deposit was done by President with Novotel.

We would like to thank the following people to be our mentors. Ms. Agnes Li, Business Environment Council Ms. Agnes Wong, Chinachem Group Mr. Albert Oung, Earth Buddy Green Packaging Ltd Ms. Anastasia Wood, PricewaterhouseCoopers Mr. Anthony Wilson ,Chinachem Group Ms. Catherine Chu,Crystal Group Ms. Cindy Cheng, Business Environment Council Mr. David Brown, Environmentalist Ir. Daniel Cheng, Dunwell Environ-Tech (Holdings) Co., Ltd. Ms. Gloria Chang, Greenpeace Ir Dr. Jimmy Tong, Avantis Group Mr. Joe K.F. Wu, Chinachem Group Ms. Konnie Yu, Business Environment Council Mr. Patrick Ho, WWF-Hong Kong Ms. Pepsy Wong, Crystal Group Mr. Rex Ma, iGen6 New Media Company Ltd Ms. Sophie Tang, Greenerworks Mr. Sunny Chai, Fook Tin Technologies Ltd. 110


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ Mr. Thomas SK Tang, AECOM Mr. T.Y. Ip, HK Electric Mr. Wilfred C Y Chau, Chun Wo Construction and Engineering Co. Ltd. Dr. William Yu, WWF- Hong Kong (arranged in alphabetical order)

Inaugurations Joining other student societies’ inauguration provided a great chance to know external parties. Within this executive year, we joined the following student societies’ inauguration:

The Hong Kong University of Science and Technology Management Students’ Association, HKUSTSU Joint-Science Students’ Societies, HKUSTSU Student Union, HKUSTSU Economics Students’ Society, HKUSTSU Business Students’ Union, HKUSTSU Engineering Students’ Union, HKUSTSU Accounting Students’ Society, HKUSTSU University YMCA-HKUST, HKUSTSU Interdisciplinary Programs Students’ Union, IPO

The University of Hong Kong Environmental Life Science Society, SS, HKUSU Dental Students’ Society, HKUSU

The Chinese University of Hong Kong Geography and Resources Management Society Strategic Investment Society Hotel Management Society

111


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ The Open University of Hong Kong Student Society of Business and Administration (Full-time Program)

Baptist University of Hong Kong Geography Students’ Society

The Hong Kong Institute of Education Liberal Studies Students’ Society

General evaluation As it was the first year of EVSS, the number of external activities was satisfied. It is expected that the more should be coming in the next session.

Preparation work of each external activities can even started earlier for buffering.

112


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

Conclusion The past session of the Environment Students’ Society implied great significance to the society. First of all, it was the first session that worked on the solid establishment of the society. It laid the foundation of various basic events that a students’ society would organize throughout the year. Secondly, it embarked on several highlighted events that pushed the society beyond mere basic functions.

In its first year, everything was developed from scratch. Without the guidance of past cabinets, there was great room for improvement in many aspects, like the operation within the cabinet, the organization of events, the utilization of resources, etc. It is hoped that the next cabinet could learn from the experience of the first session, and improve on the various aspects, leading EVSS to achieve more in the next year.

Over the past year, short-term goals set at the beginning were achieved. The focus was put on consolidating the internal structure and affairs in the society, including the roles of different office bearers, the basic plan for one academic year, and the communication with the advisory board. In addition, the functions held in the first year mainly aimed at introducing and promoting the EVSS to students in the department and in the HKUST. Steady growth of the society and the smooth transition from the first session to the second were also our main concerns.

It is hoped that in the coming future, more long-term targets could be achieved. Promotion of environmental issues should be emphasized on top of settling internal affairs. External activities reaching other HKUST students could be developed. Joint-society and joint-university functions are anticipated to be held, raising our reputation and image externally. Nevertheless, the internal affairs should still be taken care of, and the welfare to members and the bonding within the society would be further strengthened.

From the survey we conducted, the most popular events over the year include the Orientation Camp, the Mentoring Programme and the firm visit to Crystal Group. The events that are most expected to be held in the future include company visits, workshops and campaigns. Networking events, gatherings and competitions are also preferred. Areas of sustainability that interest members most include government policies, urban planning, green buildings, environmental economics and green business.

113


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________ The support by our members and various parties was received with gratitude. It is hoped that the next session can carry on the good points of the EVSS, and would consider the feedback and suggestions from the members in planning and organizing various items.

114


ENVIRONMENT STUDENTS’ SOCIETY, HKUSTSU, Session 2011-2012 香港科技大學學生會環境學系學生會 su_evss@stu.ust.hk Mail Box #12, Student Centre LG5, HKUST, Clear Water Bay, Kowloon, HK _________________________________________

115

Annual Report of Environment Students' Society, HKUSTSU, Session 2011-2012  

annual report

Read more
Read more
Similar to
Popular now
Just for you