Jointly reported by:
Chloe Chan Jr2S(3)
Khoo Xin Yi Sr1ScA
Grace Low Shing Wei Sr2ScA
On the 19th of February, 2022, the Annual Co-Curricular Meeting was held by the Co-Curricular Department of Kuen Cheng High School. The participants included the teachers-in-charge, presidents, secretaries and treasurers of each club.
The meeting kicked off with a short welcome message by the Assistant Head of the Co-Curricular Department, Mr. Ting Thiam Hock. A quick speech was also given by our Principal, Dr. Chua Lee Lee, who emphasized on the importance of our wellbeing throughout the pandemic. She mentioned that while it is unfortunate that we must pursue online activities, she still hopes that we may return to physical activities in the latter half of the year, and start preparing for the 115th School Anniversary Celebration that will happen next year.
Next was a general report by the Department Head, Madam Hee Siaw Fuey. She stated that activities would only start on the 26th of March and be commenced via Zoom video platform. It was also mentioned that senior middle 3 students would only need to pay half of the fees this year as they will only be joining from April to June unless they decide to participate further. Madam Hee then informed the teachers-in-charge of each club that their participation during activity sessions is absolute and that they are in charge of recordings as well.
Kuen Cheng Sites was also a topic of discussion as Madam Hee stated that an introduction to each club would be posted on the website along with additional information. Clubs would also have to start preparing for their Welcoming Ceremonies since they would be held around mid-April or early-May. Documented applications were also explained along with how the attendance would be taken by teachers via the School’s Admin System. Lastly, an online Club Exhibition was said to be held on the 15th and 16th of March while in June, there would be an Online Carnival.
Online Club Exhibition Information
Following up were matters regarding the fees of respective clubs. Ms. Lim Bee Hsiang stated that members are required to pay club fees via Jompay, an online payment app. The codes will be revealed soon. One transaction per person, members with siblings will need to make more than one transaction. Receipts will be given out on 30th of June. Apart from this matter, treasurers of the clubs, having their main job aspect whisked away by the era of technology, will be in charge of taking the attendance of their respective coaches and reporting it to the teacher-in-charge.
Explanations for Secretaries
The next segment of the meeting included a detailed role of secretary introduction by Madam Lai Yan Qiu. Responsibilities of a secretary are to take attendance, write a report regarding the club’s yearly planner, and apply for club activities. Secretaries are also expected to keep an accurate record of any meetings and co-curricular activities. Last but not least, notification letters directed to parents via Google Form are prepared by the secretary when the club organizes events beyond the normal co-curricular activities. Contents of the Google Form include the aim, agenda, venue and time of the activities, along with the contact numbers of teachers-in-charge. The questions set in the Google Forms for parents to fill in must include their names, email address and their willingness to allow their child to participate in the activity. They are also required to fill in their child’s name, student ID and class.
Furthermore, Madam Lai mentioned that the committee list should be handed in to the Co-Curricular Department by 23rd April. The appointment of student advisors requires the letter of recommendation by a teacher-advisor. During co-curricular activities, the secretary must take attendance twice in a Zoom meeting and pass it over to their respective teachers-advisor afterwards. On the other hand, absentees are required to submit their leave of absence letter within seven days. Secretaries also need to make sure a feedback form is sent to the members to fill in after every co-curricular activity.
Before ending the meeting, Ms. Lim gave a short recap on the responsibilities of treasurers, putting an emphasis on the fees and transactions. At last, the meeting came to a wrap after a final Q&A.
Club Fees Payment Explanation