Clubs Coordinating Board
1.Structural Reform
The current structure of the CCB does not allow every member to be involved in different aspects of the working experience, especially for junior members. Hence, the majority of the projects and work of the CCB turn out to be done only by senior members and committee members. Most F2 and F3 students do not even understand the process and lack working experience. This eventually ends up in all the work done by the senior committee, not only burdening their workload, but also rejecting opportunities for junior members to try. This reform aims at providing more opportunities for members but also enhances the efficiency of the board.
The new structure is shown below.
Chairman of CCB
Treasurer
Vice-Chairman (3)
F5 Committee (7)
F4 Committee (4)
F4 Members (4-6)
F3 Members (8-10)
F2 Members (8-10)
Another problem of the internal structure of CCB is that there is no clear classification of work. This always results in the whole board working on the same task at the same time, without looking after the others well, wasting a lot of manpower. Besides, this also results in the lack of good organization of work. To tackle this, the board will be divided into three departments, namely the Administration, Clubs Coordination and Promotion Department, each led by an experienced Vice-Chairman. Each department has a specific point of emphasis and members with different strengths and weaknesses. The positions of F2 and F3 members will be switched every two months, so as to allow junior members to gain more experience on different fields of work of CCB. This also allows members to be involved in every decision and working process of CCB.
The new structure is shown below.
Team A (Admin)
Vice (Team-Leader)
F5 Comm(Vice-Team-Leader)
F5 Comm (2)
F4 Comm (2)
F4 Member (1)
F2 3 Members
Team B (Clubs)
Vice (Team-Leader)
F5 Comm(Vice-Team-Leader)
F5 Comm (2)
F4 Comm (1)
F4 Member (1)
F2 3 Members
Team C (Promotion)
Vice (Team-Leader)
F5 Comm(Vice-Team-Leader)
F5 Comm (1)
F4 Comm (2)
F2 3 Members
2.Internal Marking System
Each member starts at 50 points. Members have duties each week (e.g Reporting clubs activities) assigned directly by the responsible Vice-Chairman. Members who have fulfilled all their duties in the whole week will have a 2 point bonus each week. Each unfulfilled duty will cause a 5 point deduction, members below 30 points will receive a warning letter from CCB Chairman. Members below 20 points will be terminated immediately. This encourages members to fulfill their weekly duties through competitions, and allow Chairman and Vice-Chairmen to keep track on the performance of members. Top members can have a chance to choose their position during job-switching in the next cycle.
3. Students’ Club Record System
Due to the lack of manpower and unclear instructions during the ECA Promotion Fair each year, it always leads to misunderstanding and confusion of students, resulting in a lot of blurred information and mistakes made by students without fulfilling the requirement in choosing clubs. This also greatly increases the workload of CCB afterwards. To improve the situation, we are going to introduce a club record system this year. Essentially, it is a program that includes all the complicated procedures in the fair. In the beginning of the year, we are going to collect and input personal information of students into the program. During the fair, students only have to enter their student ID into the computer at the club counters they are interested in. Eventually when they have finished and lined up at the cashier, all they have to do is to again tell the SA member their corresponding student ID, the program will automatically list out the clubs they have enrolled in just now and an auto-check on whether the students have fulfilled the requirement. If it is a YES, it means that the student has fulfilled the requirements of its form and there will be a total price. If it is a NO, a CCB member will tell the student what he has to add or delete to fulfill the requirements until he passes the auto-check of the system. Last but not least, a E-receipt is also automatically sent to every students’ school emails without the need of paper printing.
4. A brand new experience for the Talent Quest Final
Reviewing the quality of the audio, lighting, effects, stage sets in the TQ Final the past few years, it was not that satisfactory and thus cannot push the audiences’ emotions to the limit. Therefore, this year we are going to make quite a big change. We are going to cooperate with a much better production company which indeed has a lot of experience in event planning, stage setting, light and sound equipment in big competitions such as Sparkles and Supernova, conferences, Expos and even artists’ concerts. With the help of this new company, we are sure that the quality of TQ Final can be pushed to a higher level. Moreover, due to the fluctuating performances of student MCs, we are going to invite a guest MC for our final to partner with our student MC. We are sure that they can bring the atmosphere of audiences to a max. Even more exciting, this year we are going to have two artists for our TQ Final - 1 solo and 1 group. It is surely a thrilling and ground-breaking news for all of our students. With your support, the Talent Quest will definitely be a great success and we can bring it to a new height.
5. Stay tuned to latest club activities
One of the biggest problem that CCB encountered each year is the poor communication in between various clubs and the CCB. The Clubs Coordinating Board faced numbers of difficulties in asking all the clubs for their activities in the upcoming week within a short time in an organized way. Chairmen of clubs found it somehow confusing and complicated to report their upcoming activities to CCB members. In addition, the CCB could not find an effective way to notify students about upcoming club activities, ending up in poor quality and participation in club activities. Thus neither is the communication between clubs and CCB nor that between CCB and the students doing well and effective. To improve the situation, we have both measures to the two ways.
From Clubs to CCB
To clarify the confusion of club chairmen in reporting their upcoming activities, we have found a clear and easy solution with just few steps. We will create a website with a program installed. What club chairmen have to do is to just fill in four small boxes, namely the activity name, date & time, venue and targeting students. They can write some descriptions of the activity if necessary. Then the program will automatically list a time schedule in order after collecting information from various clubs. This greatly reduces the complexity and saves a lot of effort and time. We can even check easily which clubs haven’t reported their activities to us.
From CCB to students
Other than the Weekly Calendar implemented last year, we are going a step further, with a more effective and targeted measure - not only by posting outside the SAO, but we target every class. Hence we come up with the Club Coordinator for each form. We are going to choose one CCB member from each form with the best performance to be their corresponding form’s Club Coordinator. They act as a bridge between CCB and the classes. When the administration department has received all of the information of the upcoming club activities each week, they will send the time schedule to the Club Coordinators. The Club Coordinators are responsible for rearranging the schedule, keeping information just suitable for their form and make a final weekly timetable for their own form. We are going to print it out and the Club Coordinator of each form will then distribute to each classes in their forms, announcing upcoming activities.
Through the above measures, we are sure that the communications among the CCB, clubs and students will be greatly improved.