DENSOC 2012/2013 Year Plan Overview

2012/2013
DENSOC Year Plan

By: Goh Seong Ling, Renette Gan Siok Lynn, Mohd. Ridzuan bin Roslan, Dayana Hatin binti Kasim
A brief write-up and draft of the year plan for Dental Society of University of Malaya (DENSOC) activities, projects and structural revamp. Plans are targeted to uplift the organisation, faculty and the students learning experience.
SLGoh/DENSOC/Year Plan 2012-2013/July 2012
DENSOC 2012/2013 Year Plan _________________________________________________________________________________
TABLE OF CONTENT
1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
Introduction Drafting of Constitution Organisational/ Structural reform 1st Dental Joint Orientation Programme Dental Undergraduate Welfare Council Intra-faculty Dialog DENSOC Room DENSOC Website Annual Newsletter Exchange Programme a. Merit system 11. Alumni Faculty Mentorship Programme 12. Other Projects a. General Meeting/ Mid-Year Meeting b. Baktisiswa c. UM Oral Health Day d. Senior Freshies Staff Night e. Dental Field Trip f. Interbatch Sports Game g. Dental Night h. MUNUS 13.Miscellaneous 14.Summary of Cooperation Requested from the Faculty
DENSOC 2012/2013 Year Plan _________________________________________________________________________________
Introduction
The Annual General Meeting of DENSOC was held on 8th June 2012 in Dewan Kuliah 1 & 2, Faculty of Dentistry UM and was attended by 170 dental students. The 2011/2012 committee board was disbanded and new committee members for the 2012/2013 session were elected. The 4 main Excos appointed are as below:President: Vice President: Secretary: Treasurer: Goh Seong Ling Mohd. Ridzuan bin Roslan Renette Gan Siok Lynn Dayana Hatin binti Kasim
We the new batch of Excos has the intention of making improvements as well as improvises on the administration and management of DENSOC. We are planning to carry out several new projects that have never been done before and at the same time, we would like to improve and enhance the current projects and activities. At the same time, we would like to observe and assess how DENSOC can play a more active role in assisting the faculty in handling the student affairs. On top of that, we would like to intensify the apparent learning field of dental students and broaden the horizon of their experience throughout their tertiary studies. This will be the first time in recent years that DENSOC has laid down a proper planning for the upcoming year. We hope that by having this proposal, we can get some assistance from the faculty in several essential areas that we have identified. These key areas will need the cooperation and advice from the facultys administration in order to be accomplished successfully. Below is a brief write-up of our plan. Detail procedures will be discussed and determined in the very near future.
EXCOs DENSOC 2012/2013
DENSOC 2012/2013 Year Plan _________________________________________________________________________________
Drafting of Constitution
Aim: To establish a DENSOC that is well-organized and concretely structured
Objectives: i) To lay down the protocols in running the organization efficiently ii) To set up the rules and regulations in running the organization iii) To assign the job scope & responsibilities to each committee member
Supervising DENSOC Exco: Goh Seong Ling
Timeline: To be completed in 4 months - 1st meeting August - 2nd meeting September - 3rd meeting October - 4th meeting (Final review) November - Presentation/ Voting during Mid-Year Meeting December
Organisation Chart/Person involved: Committee Chairman - Goh Seong Ling Committee Members - Hanif Suffian Galvin 1 from 4th year (Chinese/Malay) 1 from 3rd year (Chinese/Malay) Representative from LAWSOC
Resource needed: Reference from other societies eg: HEP Borang 2, IADS Constitution, APDSA Constitution, NUS Student Union Constitution
Procedure/Details: - Get approval letter from the Dean to form a legitimate committee - Would be done in approximately 3-4 meetings - A digital sample would be circulated among students - To be presented and approved during Mid-Year Meeting - Publication of booklet to each student - Matters that would be addressed in the constitution : a) Article I: Name
DENSOC 2012/2013 Year Plan _________________________________________________________________________________ b) Article II: Objectives c) Article III: Members o Section I: Membership o Section II: Rights o Section III: Obligations o Section IV: Penalty, suspension & termination d) Article IV: Annual General Meeting e) Article V: Funding f) Article VI: Executive Committee o Section I: President o Section II: Vice-President o Section III: Secretary o Section IV: Treasurer o Section V: Others (Assistant Secretary, Assistant Treasurer, International Liaison Officer, Editor/Communication Officer) g) Article VIII: Projects h) Article IX: Elections i) Article X: Constitution Amendments j) Article XI: Standing Orders Discussion is already underway with HEP Assistant Registrar to DENSOC Mr. Nik Sharizan.
DENSOC 2012/2013 Year Plan _________________________________________________________________________________
Organisational/Structural Reform
Aim: To revamp the organisation chart and procedure in which the society is to be run
Objectives: i) To instil leadership and communication skills amongst students ii) To get more students involved in non-academicals activities
Supervising DENSOC Excos: Goh Seong Ling, Mohd. Ridzuan bin Roslan, Renette Gan Siok Lynn, Dayana Hatin binti Kasim
Procedure/Details: - Expansion of Committee Members o To elect 2 assistant junior secretaries and 1 assistant treasurer to be trained in handling the responsibilities o To elect an International Liaison Officer with an assistant to be in-charged of any activities involving international societies or students such as IADS, APDSA and inbound-outbound programmes o To elect Communication officer that will handle the management of DENSOCs website and updates on Facebook o To elect a Editor/Publication Officer that will manage the publication of the annual newsletter - Merit system o Merits will be given to students involved in each project o Proper recognition such as certificates and priorities in students exchange programmes participation (Inbound-Outbound/ IADS exchange) will be given to those contributed in DENSOC activities. o *to be further discussed under Exchange Programme section - Each student/ candidate that is interested in holding the position of projects will undergo an interview session in order to select the best credible candidate - Each project director need to encourage participation from every dental students of the projects by doing a brief presentation to students from each year - Organization of projects o Currently, projects are conducted by each batch per se and the strengths and weaknesses of each projects are not learned by the juniors o Thus in the future, each bureau will involve 2 juniors to help in the management and conduct of the projects Job Scope of Committee Members 1) President and Vice President a. To supervise the overall implementation of societys projects b. To ensure proper management of the society
DENSOC 2012/2013 Year Plan _________________________________________________________________________________ c. To call for DENSOC exco meeting at least once in every 2 months 2) Secretary a. Design a proper letter head and prepare a soft copy as well b. Design an official stamp for the society (2 copies) c. Minutes for every meeting have to be submitted within 2 weeks and prepared in soft and hard copies and to be published on appropriate media for students access. d. Create a Dropbox folder to keep all DENSOC records (eg. Projects proposal, minutes) in soft copies for ease of future reference e. Design a name card for each committee member and sub-committee members. f. Create an official email address for position holders eg. DENSOCpres@ gmail.com g. Prepare certificates i. Central committee members - duly certified by HEP ii. Class representatives duly certified by Dean iii. Class Group leader duly certified by DENSOC president h. Handle the proper collection and records keeping of the students name list in each year i. Notice board request for a better spot on Level I, beside Polyclinic B j. Finalized the organizational chart k. Prepare appointment letters for each sub-committee member and committees in any projects under DENSOC
3) Treasurer a. Update financial report during every meeting b. Keep in touch with sponsors for each project c. Outline DENSOC yearly budget d. Retrieve profits gain in each project e. Identify projects that can gain profits f. List down the activities/ projects that DENSOC can subsidies g. Collect memberships fees h. Ensure money to be refunded within 2 weeks upon receiving receipts to members who pay in advance of DENSOCs behalf
DENSOC 2012/2013 Year Plan _________________________________________________________________________________
1st Dental Joint Orientation Programme

Aim: To foster the relationship among seniors and juniors
Objectives: i) To strengthen the unity among different races ii) To cultivate respect among seniors and juniors iii) To share with freshmen of the seniors experience
Supervising DENSOC Exco: Mohd. Ridzuan bin Roslan
Proposed Date: 10/09/2012 - 12/09/2012
Organisation Chart/Person involved: Chairman Boon Sin Long Deputy-chairman Mohd. Ridzuan bin Roslan Others (yet to be decided)
Procedure/Details: Orientation programme in Faculty of Dentistry, University Malaya has long been established where every student is encouraged to participate. The faculty orientation programme will initiate once the freshmen begin their first day of academic session after Mingguan Haluansiswa It has been long known that the conventional orientation is held separately according to ethnicities and conducted at different time and places. Juniors of an ethnicity would not recognize seniors of another ethnicity and vice versa. One ethnic will stay close to each other and no interaction with the others during the orientation period. Such segregation has resulted in severe lack of interaction among ethnicities at the beginning of the semester. However in the long run, the conventional orientation system does not seem to cause any segregation at all. Instead it provides a solid foundation for students of different ethnicities to be brought together. The positive outcome of the conventional orientation is well proven especially through the buddy system where juniors can receive guidance from the seniors in an unofficial or official way. Such mentoring relationships, in our opinion is too taxing and labour intensive to be replaced by any current official faculty interventions eg. Mentor-mentee Programme or any foreseeable mentorships programmes. The buddy system is especially important to us dental students due to the demanding and stressful nature of our curriculum. It is to be made clear that the buddy system cannot and will not exist if not because of the conventional orientation system which has well served our faculty for as long as the undergraduate programme has existed.
DENSOC 2012/2013 Year Plan _________________________________________________________________________________ Having said so, we do recognise that time has changed and generations have passed, the conventional orientation is no longer suitable and in fact obsolete if it is to be held in a conventional manner again. Thus, it is DENSOCs position to maintain the conventional orientation with modification in conjunction with the proposed 1st Joint Orientation Programme. Thus, the Joint Orientation is not a replacement of the conventional orientation but a vital adjunct to complement the conventional orientation. In order to bridge the gap created by the orientation programme and enhance the relationship among dental students, this joint orientation programme is proposed to be held during the first three days at the beginning of the new academic session. Every freshman would be brought together and introduced to each senior from every year, regardless of their ethnicity background. The chairman of the programme would be the main person responsible to co-ordinate with the leaders of respective ethnicities. This three day joint orientation programme will be followed by the conventional orientation accordingly. It is the uttermost goal to converge all dental students especially the freshmen during the three days period to interact and gain respect from each other.
DENSOC 2012/2013 Year Plan _________________________________________________________________________________
Dental Undergraduate Welfare Council

Aim: To provide a platform for unity of the parties involved in students welfare
Objectives: To allow different parties to synchronise their resources and ways in handling students welfare
Supervising DENSOC Exco: Goh Seong Ling
Proposed Date: 1st meeting: October 2012
Persons involved: 2 MPMUMs 2 Representatives from DENSOC President of PPIUM 2 Minority Students
Procedure/Details: The welfare of dental students has always been taken care of through many different channels namely the UM Undergraduates Representative Council (MPMUM), DENSOC and Islamic Dental Society (PPIUM). These different students bodies more often than not act separately when certain issues are addressed to them owing to the different jurisdictions that each are bound to. However, these parties share the same interest of the students and would like to aid in the students welfare. On the other hand, students might raise their matters not only to one body and problems arise as to whom shall tackle the issues being raised. We are fortunate that such situation has never aroused in recent years, but one cannot take things for granted. To solve this problem or any future discrepancies in the responsibilities of each party, Dental Undergraduate Welfare Council could act as a mutual platform for these parties to come together and resolve issues. The council will consist of 2 representatives from MPMUM, 2 representatives from DENSOC appointed by the president, the president of PPIUM and not forgetting 2 people from the minorities group namely, an Indian and a Bumiputera. The council can assemble and discuss on the matters being raised once in every 2 months. Co-ordination can be done and a finalized agreements or solutions can be proposed through the meetings.
DENSOC 2012/2013 Year Plan _________________________________________________________________________________
Intra-faculty Dialog
Aim: To set up a direct communication channel between the administration and the students
Objectives: i) To enable students to direct queries to the administration ii) To allow the administration to response directly to the students
Supervising DENSOC Exco: Renette Gan Siok Lynn
Proposed Date: 23/02/2013
Procedure/Details Intra-faculty dialog was not something new to the faculty. It has been conducted previously but somehow it has been discontinued. It is actually a good communication tool to be used by the students to enquire about certain matters from the administration directly and on the other hand, the administration could reply to the students directly. In order to ensure a smooth, well-conducted dialog, questions raised by the students shall be submitted before-hand and filtered to prevent any repetition of questions. Apart from that, this would enable the administration to prepare answers for the questions being raised during the dialog. If however, students whose question were not selected to be asked during the dialog and still wishes to post the question, he will be allowed to do so during an open session during the dialog. Through this dialog, we hope that any questions or issues arise can be properly answered and conveyed to the students and perhaps suggestions may be given to the faculty pertaining to certain issues.
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DENSOC 2012/2013 Year Plan _________________________________________________________________________________
DENSOC Room
Aim: To set up a proper operation centre for DENSOC
Objectives: i) To have a proper meeting place for any DENSOCs activities ii) To have a proper place to store in DENSOCs belongings and properties iii) To have a recreation centre for the students
Supervising DENSOC Exco: Mohd. Ridzuan bin Roslan
Proposed Date: Launching Ceremony: 04/01/2013
Procedure/Details: A DENSOC room could serve for many purposes that could aid in the flow of any activities being undertaken. Committee members always meet up in indefinite places to discuss or prepare for any activities. A room specially being set up for DENSOC would be useful to hold any future meetings or preparations for certain activities. On top of that, the DENSOC room could serve as a recreational centre for dental students. Computer, printer, furniture and meeting table can be set up for usage in the room. Subscription to daily newspaper will enable students to read in the room as well. Rules and regulations on the usage and utilization of the DENSOC room will be set as a guideline to all the students. This room will be maintained by the DENSOC committee members itself.
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DENSOC 2012/2013 Year Plan _________________________________________________________________________________
DENSOC Website
Aim: To enhance and uphold the establishment of DENSOC Objectives: i) To disseminate information regarding DENSOC ii) To set up a communication channel with other societies Supervising DENSOC Exco: Mohd. Ridzuan bin Roslan Proposed Date: Launching: 28/12/2012 (During Mid-Year Meeting) Person involved: Editor/ Communication Officer Resource needed: Web-hosting Company Online advertisements sponsors Consultation from Informatics Unit Procedure/Details: A website could provide more than information regarding a society. It could serve as a communication channel with other societies as well. By having an official DENSOC website, any complete information on the society can be posted up, along with many interactive channels or links pertaining to DENSOC. Contacts and details will be provided on the website and everybody can get the latest updates on the activities anytime, anywhere. This applies also to other societies that would like to get further information on DENSOC. Collaboration with the facultys official website via the Informatics Unit can enhance the propagation of certain information more effectively. Sponsors can be obtained from the online advertising companies that are interested and this website would be maintained and updated by the Editor.
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DENSOC 2012/2013 Year Plan _________________________________________________________________________________
Annual Newsletter
Aim: To create an official publication for DENSOC Objectives: i) To have an overall view on the projects and activities of DENSOC and faculty ii) To produce a memorabilia for the final year students iii) To make known students achievement in national or international competition Supervising DENSOC Officer: Dayana Hatin binti Kasim Timeline: September 2012: January 2013: April 2013: May 2013:
Recruitment of members Materials collecting and drafting of articles Final Editing Publication
Organisation Chart/Person involved: Editor Procedure/Details: To have a good reflection on the achievements that DENSOC has attained, a newsletter can be published annually and distributed to the students as well as the members of the faculty perhaps. Students can view the list of activities that have been organized by DENSOC throughout the entire academic session. In addition to that, facultys events like Scientific Conference, Pre-convocation can also be included in the newsletter. Students achievements in national or international competition should also be included in the newsletter This annual newsletter can be a substitution for a year-end book where students can see for themselves the activities that they have participated in and take it as a memorabilia for the year. In fact, there would be few segments dedicated to the final year students where individual photos will be taken and spaces will be provided for them to pen down their thoughts and wishes.
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DENSOC 2012/2013 Year Plan _________________________________________________________________________________
Exchange Programme
Aim: To broaden the students knowledge, experience and mind-set Objectives: i) To introduce the students to other dental schools and expose themselves to different systems ii) To foster the relationship between UM dental faculty and other dental schools iii) To enable students to learn about different cultures of other countries Supervising DENSOC Officer: Goh Seong Ling Person involved: International Liaison Officer and Assistant International Liaison Officer Resource needed: Funding from the faculty Procedure/Details: The exchange programmes that the faculty has been involved in include the InboundOutbound programme, IADS exchange programmes, IADS research exchange programme and APDSA exchange programme. The inbound-outbound programme is managed and conducted by the administration office itself while the IADS and APDSA exchange programmes are under the management of DENSOC itself. For the upcoming exchange programmes, it would be great if there could be an establishment of bilateral agreements between DENSOC and the involved universities through IADS. This agreement includes the payment of the expenses by the corresponding universities. For an example, DENSOC would cover the expenses in accommodation of the exchanged students to UM and vice-versa. In this way, it would be an advantage for UM students as the expenses in overseas are expensive.
Merit System
To ensure there is fair and proper selection of students to enjoy the benefits of the fund provided by the faculty, there would be guidelines and criteria to be met upon in choosing the participants of the exchange programmes. Proper guidelines will be ironed out with the following criteria taking into consideration, with appropriate weightage given to each.
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DENSOC 2012/2013 Year Plan _________________________________________________________________________________ 1) Position or involvement in any activities and projects a. Faculty level (eg. MPMUM etc.) b. DENSOC level (Position holder, projects directors, committee members) c. Class level (Class representative, Group leaders) 2) Academic results 3) DENSOC activity attendance 4) Seniority 5) Previous participation in any exchange programmes. Other than the priority in joining exchange programmes, certificates will also be meted out to each student who has contributed to the society.
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DENSOC 2012/2013 Year Plan _________________________________________________________________________________
Alumni Faculty Mentorship Programme

Aim: To broaden the knowledge of the preclinical students prior to clinical years Objectives: i) To enable students to expose themselves more to private clinical settings ii) To enhance the students clinical knowledge and skills before entering clinical years Supervising DENSOC Exco: Goh Seong Ling Person involved: Year 2 students Timeline: September 2012: October 2012: November 2012: February 2013: March 2013: April 2013: May 2013: Procedure/Details: Mentor-mentee programme organized by the faculty is a good medium for the students to discuss rather anything with the superiors. However, the time limitation that the mentors and students faced has obstruct further improvement in certain matter. Clinical years are the most important periods in a dental students life. Prior to entering the first clinical year at the end of Year 2 and the beginning of Year 3, students normally do not have idea on what to be expected or even, how to perform well. It is crucial for them to follow proper guideline determined by the lecturers but it would be even better if the students are willing to take extra time to learn some skills and get some advice from successful dentist outside. Alumni of UM have been known to having above-the-par qualities in clinical skills outside and they can serve and give back to the university by helping out the current dental students. The Alumni Faculty Mentorship Programme is a tool to allow the dental students being attached to alumni in the private practice. Students can learn boundlessly from the alumni provided the alumni agreed to participate in this programme. Students would be able to expose themselves to real clinical situation also.
Proposal (KKD) ready Proposal (KKD) approved by Faculty and HEP Looking for potential mentor Finalising list of mentor Officiating Event Actual Event (20/4/2013 28/04/2013) Programme review and report from participants
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DENSOC 2012/2013 Year Plan _________________________________________________________________________________
Other Projects
Mid-Year Meeting
Aim: To gather students around to discuss matters of concern and in the interest of the society and to the members Objectives: i) To discuss about the drafted constitution ii) To seek approval of the drafted constitution from members iii) To launch our DENSOC website iv) To have a brief report of activities carried out
Supervising DENSOC Exco: Goh Seong Ling Proposed Date: 28/12/2012 Procedure/Details: Right until now, there is only one annual gathering of all our dental students. We are hoping that through such a mass gathering of students, it can increase their participation in DENSOCs activities and matters that are of great interest to them. The main purpose of the Mid-Year Meeting is to have discussion of the constitution that is to be drafted and seek their approval on it. The constitution would then serve as the foundation and basis for the running the society. Also, the newly created website will be launched and showcased to the students during that day. In conjunction with the Mid-Year Meeting, we plan to invite an external speaker from (eg. Colgate, Listerine) to give a lecture or talk so that the students will gain something extra by attending the Mid-Year Meeting.
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DENSOC 2012/2013 Year Plan _________________________________________________________________________________
Baktisiswa
Aim: To organize and contribute in a community project Objectives: i) To play a role in helping the less fortunate group of people ii) To instil moral values among the students iii) To cultivate teamwork among the students Supervising DENSOC Exco: Dayana Hatin binti Kasim Proposed Date: 20/4/2013 28/04/2013 Persons involved: Year 4 and Year 5 students Resource needed: Non-Governmental Organization Mercy Malaysia APDSA Procedure/Details: Baktisiswa is a community project that is organized by the Year 4 dental students where a location or a centre will be selected and students will execute various charitable works there. For this upcoming academic session onwards, the Baktisiswa project should have a new face-lift where collaborations can be made with the non-governmental organizations such as MERCY Malaysia where more activities can be done in a bigger-scale. Besides that, newspaper coverage could provide publicities to attract collaborations with other non-profit organizations in the future. The faculty could also arrange a week off from the schedule so that students who are interested can participate in the project.
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DENSOC 2012/2013 Year Plan _________________________________________________________________________________
UM Oral Health Day

Supervising DENSOC Officer: Renette Gan Siok Lynn Proposed Date: 27/10/2012 Persons involved: Year 4 students Resource needed: Sponsorships HEP fund Procedure/Details: UM Oral Health Day was debuted in October 2011. There was never such an event held in the university level and it has attracted many UM students to participate in the oral health screenings. The responses towards getting treatments in UM dental faculty were good and these have helped the dental students to add the number of patients in the list. The Klinik Kesihatan Pelajar has mentioned its interest in collaborating with the dental faculty to provide health screenings such as blood pressure check-ups and many others. This could extend the horizon of the UM Oral Health Day for better achievements. Apart from that, this UM Oral Health Day can be opened to non-UM students and anybody who is interested in getting oral health screenings.
Seniors-Freshies-Staff Night
Supervising DENSOC Exco: Dayana Hatin binti Kasim Proposed Date: 12/10/2012 Persons involved: Year 2 students
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DENSOC 2012/2013 Year Plan _________________________________________________________________________________
Dental Field Trip

Supervising DENSOC Officer: Renette Gan Siok Lynn Proposed Date: 08/12/2012 Persons involved: Year 2 students
Interbatch Sports Game

Supervising DENSOC Officer: Mohd. Ridzuan bin Roslan Proposed Date: 13/03/2013 Persons involved: Year 2 students
Dental Night
Supervising DENSOC Officer: Dayana Hatin binti Kasim Proposed Date: 30/03/2013 Persons involved: Year 3 students
MUNUS
Supervising DENSOC Officer: Renette Gan Siok Lynn Proposed Date: 07/09/2012 09/09/2012 Persons involved: Year 3 students
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DENSOC 2012/2013 Year Plan _________________________________________________________________________________
Miscellaneous
1) Meet up with HEP Assitant Registrar to discuss about the changes and proposal made especially the Drafting of Constitution. 2) List of contributions that DENSOC can aid in the administration of the faculty o Help out the Assistant Registrar (Pn. Noryati) 3) Presentation of DENSOCs year plan o Introduction and briefings about DENSOC to the Year 1 students during Mingguan Haluansiswa o Presentation on the details of DENSOC activities to the Year 2, 3,4 and 5 students respectively 4) Photo taking session o To be used on the website and newsletter 5) Preparation of name cards and lab coats for 3rd year students o DENSOC can help to sponsor certain amount to aid in the upcoming clinical year students in preparing the name cards and lab coats for usage in the clinic and this could include other batches that are interested
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DENSOC 2012/2013 Year Plan _________________________________________________________________________________
Summary of Cooperation Requested from the faculty

Drafting of Constitution
Recognition from the faculty of the legitimacy of the committee
Organisation/ Structural reform

Request for a proper place for notice board To have a one hour session for DENSOCs presentation to students from each year at the beginning of semester 1.1
1st Dental Joint Orientation Programme

To have proper recognition and approval of the faculty to run the conventional orientation and the Joint Orientation
Dental Undergraduate Welfare Council

To recognise the function and purpose of the Council
Intra-faculty Dialog
To have presence from the faculty administration during the dialog To have active participation of the faculty administration during the dialog
DENSOC Room
To have appropriate room allocated to DENSOC To provide reasonable equipment for the room To assign DENSOC as the administrator of the room
DENSOC Website
To be linked up with the facultys main website
Exchange Programme
To have sustainable and appropriate funding to DENSOC to run the programme To let DENSOC play an active role in the selection of students to join the inboundoutbound programme
Alumni Faculty Mentorship Programme

To assist in identifying alumni that are interested in the programme
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SLGoh/DENSOC/Year Plan 2012-2013/July 2012