[SWAG] January Meeting Minutes

January.2013 Meeting Minutes

2014.01.16.13:00-14:00.Ward Room

In Attendance: Mark T., Vikkie C., Caitlin P., Stephen W., Kim A., Dan Kwak, Qinyu Lu, Wei Xue, Karine Quigley, Chanel Dehond

	TERM START
1	Fall 2013 Overview	CO, MT, CP, VC
2	Council Continuity, Formation & Introduction	CO, MT
3	Department Administrative Updates Use of Learn for formal communication, some information on yahoo group Open Studio night for last term was a successful, could be good event for Fall terms Will continue to have MX review in winter and spring (3rd week of March?) Should there be both in the winter term?	ES
4	Agenda Revision	+
	NEWS
5	Student Societies Updates: BRIDGE, F_RMlab, WA Film Club, Garden Club, Photo Club Bridge meeting next Tuesday Film Club meeting – early next week Photography club	AH, ZF, MT, DG, MZ
	PREVIOUS TERM BUSINESS
6	Teaching Assistantship Evaluation Work on an evaluation for students to evaluate TAs	ES
7	Grad Soirée Review	KA, DG, SW
8	GSA Engagement: Fall 2013 Term-End & Winter 2014 Term-Start Party	VC, MH
	ONGOING DISCUSSION OVERVIEW
9	Student Initiatives Fund: Funding and Eligibility Criteria Setup, setup requirement	CO, MT, CP, VC
10	Graduate Studies Endowment Fund: Application Recommendation Application for improvement of student space	CO, MT, CP, VC
11	WA Centre for Graduate Research and Student Initiatives: Timeline & Preparation Rearrange F_RM lab office to graduate research centre	ZF, VC, DG
12	(Brief review of SWAG Administrative Tasks)
	WINTER 2014
13	New Council Objectives	+
14	M1 Welcoming Event Hopefully next thursday or friday (23rd, 24th)	SW,KA,DK
15	Open Call for Recommendations to Improving Graduate Student Common Space	?
16	RePoST Symposium for Winter 2014	MH
17	Thesis Writing Workshop	?
18	Center of Teaching Excellence Workshop	?
19	Peer Reviews	?
	SWAG ADMINISTRATIVE TASKS
20	Council Members Semesterly Summary Report	CO, MT, CP, VC, SW, ZF
21	Inventory Check	MT, CP, VC
22	Communications Infrastructure: Yahoo Group, Facebook, UWLearn, Sharepoint, Gmail	SW
23	SWAG 2013 Executive Photo	MT
+	OTHER BUSINESS? Fundraising event for Chris Moran who passed away, pancake breakfast Productivity workshop – chanel

Follow Up Tasks – to be completed before next meeting:

Connor –

[Set up GSEF meeting to talk about items to apply for]
[Organizing some spa day thing?] for next term
[Look into Therapy Dogs item] for next term
[Consolidate more formal rule for SWAG meetings]

Mark T. –

[Inventory Check]
[Consolidate more formal rule for SWAG meetings]

Caitlin –

[Look into setting up Grad Workshops]
[Inventory Check]
[Make official funding request form]

Vikkie –

[Follow up on communication with GSA and Emily]
[Follow up on RePost]
[Set-up Exec Meeting for sorting our documentation system]

Danielle –

[Set up timeline for making the Grad Centre]

Mark Z. –

[Follow up on TA award item]

Kim –

Zak –

[Follow up on RePost]
[Follow up with Rose on Town and Gown issue]
[Follow up on Centre of Teaching Excellence Workshop]

Stephen –

[Consolidate communication platform for GRADs]
[Digital board for grad students to have a online profile]

Miriam –

[Follow up on RePost]

Nidi – [Set-up RefWork tutorial for Master students]

January.2014 Supplementary Meeting Minutes

2014.01.30.13:00-14:00.Ward Room

In Attendance: Mark Tam, Stephen Wenzel, Kim Adamek, Danielle Gignac, Dan Kwak, May Wu, Zak Fish, Chanel Dehond, Miriam Ho

	MEETING ADMIN
1	Council Continuity, Position turnover Looking for replacement for secretary and treasurer Need to do more word of mouth recruiting	SW
2	Attendance & Involvement issues Need to get some new faces out Make posters, personal contact and direct email to student body on day of the meeting	SW
	NEWS
3	Student Societies Updates: BRIDGE, F_RMlab, WA Film Club, Garden Club, Photo Club Garden club: Good turn out, twice weekly meetings Film club: Themed series: science fiction, every other week, Tuesday nights at 7:30 Other weeks: open call, documentaries, comedies etc Uncovered Lecture series: Monday at 4:30 (in rm 2026) planning meeting Adrian Blackwell is going to be faculty advisor Lectures to begin next term	MT,KA,DG,ZF
	ONGOING DISCUSSION OVERVIEW
4	Student Initiatives Fund: Funding and Eligibility Criteria Caitlin is making a form for SWAG funding Getting compensation from GSA for Student Initiative fund (about $600) BRIDGE launch event Faculty Pecha Kucha Where it gets allocated is up for debate somewhat; need to discuss with Rose what the process is SWAG needs to set up protocols for refund process for SIF (Refund at first SWAG meeting of the term)	CO, MT, CP, VC
5	Graduate Studies Endowment Fund: Application Recommendation	CO, MT, CP, VC
6	WA Centre for Graduate Research and Student Initiatives: Timeline & Preparation Organization Lead by Kim and Danielle Furniture: relocate grad lounge furniture Clean up room Booking system (schedule on door – for SWAG, BRIDGE, F_rmLab etc…) Set up zones Potentially buy shelving	ZF, VC, DG
	WINTER 2014
7	Masters Student Directory Spreadsheet or something similar accessible online with research interest information etc. Get people to input their data (email, yahoo group, word of mouth)	SW
8	MX Reviews/ Open Studio Likely to be March 19th, all day event M2+ Typical Mx reviews M1 Open Studio Lunch Pin up / informal presentations	SW
9	RePoST Symposium for Winter 2014	MH
10	Awards Banquet Confirm with Office Potential monetary / Food contribution from SWAG	MT
11	Faculty Pecha Kucha Stephen to head putting together a committee Contact Faculty (min 3 weeks notice) Choose date coordinated with Grad and undergrad Deadlines Find Venue (city hall, church basement?) can alcohol be served?	MT
12	Peer Reviews Mark Zupan may be willing to put this together again	MT
13	Tea/Coffee Time Vikkie is retiring, we need a new coordinator	VC
14	Open Forum Coordinate with Undergrads and choose a date Follow up on Last Terms Notes New Health and Safety Rep: Chanel Dehond	MT
15	Magazine Workshop Chanel’s proposal for Productivity Workshop On process of design and thought Based on Nuit Blanche 12 hour magazine workshop	CD
	SWAG ADMINISTRATIVE TASKS
16	Council Members Semesterly Summary Report	CO, MT, CP, VC, SW, ZF
17	Inventory Check Exec needs to schedule a day to do this (involve both old and new exec)	MT, CP, VC
18	Communications Infrastructure: Yahoo Group, Facebook, UWLearn, Sharepoint, Gmail Stephen to investigate needs Learn Posting privileges from Mark	SW
+	OTHER BUSINESS?

Follow Up Tasks

Create SWAG and Student initiatives Funding Forms – Caitlin

Finalize proposed budget – Caitlin

Get undergrad and grad calendar so we can schedule out events – Mark/Kam

Create strategy for implementation of Grad Research Centre – Kim and Danielle

Create Masters Student Online Directory – Stephen

Gather Faculty Pecha Kucha Organizing Committee – Stephen

Evaluate communications System – Stephen

Create proposal for magazine workshop – Chanel

Inventory Check/Sort – Stephen, Kim, Dan, Mark, Caitlin, Vikkie

Archive/ Digitize old SWAG Documents – Stephen, Kim, Dan

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