Minutes of the ISA Council Meeting held on 17 September 2004 at the Wright Village Common Room (Draft) The meeting is opened and chaired by the president at 7.08 pm. Agenda 1. Members present and apologies for absence 2. Confirmation of previous minutes: Meeting 30 July 2004 3. Matters arising from (2) 4. Reports: a. Service Level Agreement (SLA) – Final document b. International Week (9-15 Aug 04) c. Treasurer d. NLC NSW Branch Conference (28-29 Aug 04) e. Meeting with the Vice Chancellor 5. Current position of ISA/issues from the members a. Language and academic support – T&LC or LTC! b. Safety and security on campus/Racial vilification on campus c. Support for the country/regional associations 6. ISA Brochures 7. ISA Regulations: Adoption 8. AGM: Confirming the date and opening of the nominations for the 2004/05 ISA Exec 9. Other Business a. Passing away of a student colleague b. UNESA/Council Elections c. UNEPA Nominations 1. Members Present and Apologies for absence (see attached Appendix) 2. Confirmation of Previous minute Phil moved for the previous minutes for the meeting held on July 30, 2004 to be accepted and this was seconded by Alexandr. 3. Matters Arising a) The president informed the house that the executive has not been able to meet Steve Marlor but they have sent the letter to that effect. b) The president told the house that the problem with the International Office has still not been solved however many of the staff are on leave. c) He also gave a brief overview on the NLC. 4. Reports 4.1. SLA Alexandr reported on the new structure of the IO and informed the housed that the IO is now divided into 4 sections. He went on further to dilate on the SLA report explaining the sort of services that it to be provided to international students. He pointed out that the ESOS act stipulate the sort of service that must be provided to international students and stress that since one of the PVCI measurement of the service provided hinges on a report ISA provides. International students are encouraged to report issues to ISA so that they can be documented. Students were also encouraged to fill annual service that will be sent around. Still on the SLA, Alexandr reiterated that the PVCI is expected to approve the SLA and if all goes well, it will stipulate the various job descriptions of the staff at the IO. In addition, he also emphasised that CAPA had asked DIMIA to clarify the issue of the difference between submission and completion for postgrads with respect to DIMIA requirement. This is because of the need for visa extension. 4.2. International Week a) Kiprono presented written report for the various activities during the International Week. He thanked everyone who helped in diverse way to make the occasion a success. He acknowledged various entities for their supports. For instance, the UNE union, UNESA, Mark Hahn from the bistro, and support from local businesses. He emphasised that the International Week is an occasion to enrich the culture diversity of the local community. b) He emphasised that next time there is a need for group to stay within the budget allocated. c) He said that there is a need to encourage student to distribute fliers during exhibition so that more people will patronise the event. d) Concerning the food festival he emphasised that next time children should be allowed to eat earlier. e) The council was informed that more than 50 people attended the film night and they really enjoyed it. f) The multicultural concert was well attended however there is a need for it to be made a paying event since the university is now pushing the ISA to do things on costs recovering basis. Alexandr informed the house that in all about 500 people attended and it costed association over $1,000 to organise the event. It was suggested that next year the association can charge $1.00 for student and $2.00 for non-student. g) The treasure informed the house that due to sponsorship from the union and other local organizations, the ISA was able to save about $1,000 in relation to the event. h) Muhammad informed the house that there were rumours that some people presented fake tickets. Executive committee promised that they will look into it and make sure it does not happen again if it is true. i) It was suggested that next year the food fair should be organised base on costs recovery. j) Also Alexandr informed the house that this year the BBQ was free and Muhammad suggested that next year the association can charge a small fee. k) The president, in commending on the International Week expenditures, told the house that the ISA is under pressure since the university wants to decrease funding to association and therefore members will have to consider whether they still want to continue with the International Week or each country association will want to do something different. 4.3. Treasurer’s Report The treasurer presented the financial report for October and focused a surplus of about $5,000 during the AGM meeting on October 10. He moved for both the International Week report and the financial report to be accepted and this was seconded by Rosemond. 4.4. See 5.2 4.5. Meeting with the VC a) The president told the house that the executive committee had a meeting with the VC and the PVCI on issues that are frustrating international students. The following were the main issues raised. * The recognition of the ISA by the university (not in terms of control or uncontrol entity but as a representative body for international students on campus). * The constitution of the Association to be presented to the UNE council for approval if it’s a condition for recognition status. b) Alexandr conveyed to members that there is a new registration in Australia which required stricter control of affiliate organization to the university. He highlighted that UNE is trying to establish control over UNEPA, UNESA, sport UNE, and UNE union. He presented 7 models that have been proposed for this arrangement. c) The treasurer told the house that since ISA is not formally recognized in any documentation, there is no insurance for each activity. However, on campus activities are covered by insurance but off campus are not and therefore if something happen the executive members will be held personally liable. d) Alexandr highlighted that if the ISA wants to be controlled by the UNE board then everything has to be approved by the board. If they want to be independent then they have to get their own insurance. He informed the house that the PVCI has suggested that ISA should affiliate with UNESA. He also emphasised that the PVCI wants the professional accountability and therefore he wants someone to be employed to provide continuity. However, no extra money will be provided for the person to be employed. e) Alexandr told the house that the VC told the committee during the meeting that if the ISA wants its constitution to be approved by the university board then it needs to be reviewed. f) It was suggested at the meeting that there is a need to list the potential implications for either joining the union or become independent. g) The committee was also told that from 2005 the ISA may be offered less money or reduce funding for each activity and therefore we have to think of either affiliating to one of the organizations in the university or be independent. h) Rosemond proposed that the issue as stake is a very important one and therefore there is a need to brainstorm before a decision taking. It was decided that there was the need to set up a committee to do the brainstorming. This was moved by Rosemond and seconded by Gemini. The members are Alexandr, Kiprono, Quassy, Reza, Muhammad, Jun, Suresh, and Sandra. The convenor for this meeting Gemini. 5. Current Position of ISA/issues from the members 5. 1. Language and Academic Support a) Kiprono lamented that the provision of language and academic support services to international students is still disappointing and that there is confusion between TLC and LTC as to who should provide these services. This is despite PVCI’s assuring ISA that these ‘in-fighting between the two service providers had been solved.’ He stressed that there is the need for student to received academic support from the university and that this is to be provided by ASO of TLC and that if there is any problem any international student faces then they should be reported to ISA. He informed the council that he had once again written an email to ASO (TLC) highlighting the needs and the concerns of the members as well as seeking response from the head of ASO. The email had not been replied yet. b) Sri Endah lamented that the LTC provides half an hour session per week for academic support and that this is not adequate. c) Kiprono accentuated that the AIA friendship hosts could also be of help in term of providing support for international student but the University is obliged under ESOS Act to provide adequate academic support for the students. He told the council that Daisy William, director of LTC, had submitted the paper to academic board to address this issue. 5.2. Safety and Security of Campus / Racial Vilification on Campus Kiprono informed the house that during the NLC New South Wale branch conference members are made aware of the racial tension on the New Castle campus. All members of the executive attended the meeting and it was discussed that there was the need to educate the public on the danger of racism. Kiprono emphasised though UNE students are not targeted directly there is the need to ensure that members of the community are made aware of its existence. He told the house that NLC decided to circulate information and poster and that there will be a postgraduate Eastern Region meeting at UNE and the issue will be further discussed. It was suggested during that in UNE a forum can be organised to discuss this issue and UNE staff can serve as resource personal during this forum. Students are also encouraged to report safety issue to the university example robbery. Furthermore, the president advised the members to be careful when choosing a place to leave since some specific areas/houses are target of constant burglary. Judy informed the council that a questionnaire that aims to collect views from international students on issues of safety/security as well as racism/discrimination on campus had been drafted and submitted to the university. ISA hopes that the relevant body will distribute the questionnaires and act on the outcome accordingly especially with regards to improving safety and security on campus. 5.3. Support for Country Association Kiprono expressed his appreciation to Iranian students for forming an association. He welcomed them and also told the house that Indian students are also in the process of forming an association. He highlighted that country associations are a strategy for networking and also accessing funding from UNESA, UNEPA, and the union. 6. ISA Brochure The president discussed the fact that there was the need to up date the ISA brochure because of the new constitution, location, etc. He advised members that Yuji Goto, the social and welfare officer, is redesigning the old one and that he is looking for photos to place in the brochure. 7. Adoption of Regulation Alexandr presented the regulation of the association to members present. Kiprono moved for the regulation to be adopted this was seconded by Rosemond. Thus, the regulation was unanimously adopted. 8. AGM Kiprono informed the house that there will be an annual general meeting on Sunday, 10 October 2004 at the Wright Village BBQ area for election of the president. The executive committee have therefore selected Kiprono Langat as a returning officer. Nomination form will be available on the ISA website or a hard copy can be collected from the ISA office. Kiprono reminded the house that the president must be an international student and up to 2 of the executive committees can be associated members. 9. AOB a) Kiprono informed the house of the death of a colleague, that is, the drowning accident of an exchange student from USA. On behalf of the international students, the committee conveyed their condolences and sincere sympathies for the family and friends of Ms April Shuey. The committee agree to do anything needed to help the bereaved family and friends. He bemoaned the attitude of the IO for not informing the association. He said this information was intercepted from the staff website. The president linked this lack of proper channels of communication to the constant complains the committee receive from the members expressing their disappointment in the manner in which the IO and university communicate to them. b) UNESA / council election – Pete Fowler briefed the house on the up coming UNESA election and encouraged international students to take interest. Kiprono encouraged members to take part in the election and informed the house that the NLC executive has asked for support from executive to nominate someone for international department for NUS. He said Alden de la Cruz, a Pilipino but an Australian resident, has volunteered to be nominated to represent UNE. c) UNEPA nomination – Muhammad has been nominated to UNEPA as a co-ops member. d) Members suggested that there is the need to be independent and fight for funding. e) Quasi said the meeting has been too long and that next time members should keep to the time. f) Kiprono raised the issue on Wright Village. The committee continues to receive concerns from international students who are residence of Wright Village regarding the way they are being treated and expressed the willingness of ISA to help raise this issue. Some of the issues raised by the residence have been communicated via email to the Wright Village office and there has been no response yet. g) Being the last council meeting for this current committee (2003/04), the president praised the excellent teamwork displayed by the current committee. He applauded the efforts of individual members of the committee and the representatives of ISA to different bodies within UNE and wished them all well in their endeavours. He also indicated the willingness of the current committee to work closely with the incoming committee to ensure a smooth transition. h) Judy thanked the outgoing executive members for a wonderful work done. The meeting ended at 10.20 pm. Secretary Rosemond Boohene Appendix: Members Present and Apologies Full Name Country Assoc 1. Kiprono Lang’at Kenya Chair 2. Alexandr Akimov Uzbekistan ISA 3. Yuji Goto Japan ISA 4. Judy Redman Australia AIA 5. Galia Khusnutdinova Uzbekistan 6. Rosemond Boohene Ghana ISA 7. Rie Kage Japan 8. Anuj Roy Bangladesh BSA 9. Naruanard Sarapaivanich Thailand ISA 10. Phil Schubert Australia UNESA 11. Mohammed Sakarneh Jordan 12. Gemini Panikh Australia/India 13. Jun Okamura Fiji FSA 14. Leo Dutra Brazil 15. Avishek Datta India 16. Subhadip Ghosh India 17. Suresh Kumar India 18. Reza Tahmasbi Iran IRSA 19. Reihaneh Amiri Iran IRSA 20. Mehrshad Barary Iran IRSA 21. Sri Endah Suwarni Indonesia HKMIA 22. Sandeep Narwal India 23. Peter Farlow Australia UNESA 24. Reijeii Taylor Fiji FSA 25. Jannu Korea 26. Quassy Adapawn Ghana AFSA 27. Fredy Valenzuela Chile 28. Kanako Murayama Japan 29. Sandra Yeung Honk Kong 30. Aimen Iqbal India ISA 31. Francis Karanja Kenya AFSA 32. Santa Ochieng Kenya AFSA 33. Rheannwynn Sneesby (Apologies) Australia UNESA 34. Yeou-Lee Cheng (Apologies) Brunei 1