Scenario

Georgetown Open University is planning to introduce a special preparatory workshop for students who are going to do a semester at the Open University of Berlin, Germany as part of a student exchange programme. The Director of Student Affairs has asked the Student Council to send in a list of problems or challenges students might face during their time in Berlin. The preparatory workshop will be based on this information. In response to this request, the President of the Student Council called for a meeting of the committee. You, as the secretary of the Student Council took the following notes. Using them, write the minutes of the meeting that was conducted on 16th July 2021. An outline has been prepared for you and you can use it as a guide.

Given below are the notes that you took at the meeting.

1. Apologies for absence- Yusof Idris (member) at another meeting

2. Confirmation of the previous meeting- Tan Phaik Lean and Grace Samson

3. Matters arising- None

4. Discussion on the content of the preparatory workshop- James Gerald (President and Chair)-meeting called to identify the problems when studying abroad in Berlin and ways the workshop can address the problems

Tan Phaik Lean (member)interviews with the students who recently finished a semester at Open University Berlin showed that the biggest barriers were language and culture shock. Aishah Begum (member)- other problems included unrealistic expectations, loneliness and being unprepared for the climate.

Ravi Chandran (treasurer)-one way to address these problems is to raise awareness of cultural differences between lifestyles in Malaysia and Germany.

Laurent George (member)-tips on how to combat isolation and adjust expectations need to be given.

You (secretary)- the workshop could include some important words and phrases for daily communication Zainal Jusoh (member)- experienced students could be invited to share aspects of culture and provide advice. This way, students can feel more prepared.

James Gerald- asked Laurent George to prepare the first draft of the document listing all the suggestions and asked two other volunteers to assist him. Ravi Chandran and Aishah Begum agreed to help out. The document need to be ready and circulated to all the council members by 23rd July 2021. Further discussion to finalise the document will take place during the next meeting on 27th July 2021 at the Conference Room.

5. Any other business- None

6. Adjourned- 12.30pm

Now, as the secretary of the council, write the full minutes of the meeting based on the notes above. You will need to write in full sentences and provide any relevant elaboration. The outline of how to write the minutes is given to you on the next page. Use it and complete the writing of the minutes.

Minutes of the meeting to discuss_____________ place___ date____ time

Present: __________(chair)

List all other names of the committee

The meeting was called to order_____ time by______

1. Apologies for absence Name and why

2. Confirmation of the minutes of the previous meeting. Minutes confirmed by____

3. Matters arising any matters?

4. Discussion on the content of the preparatory workshop.

5. Any other business

6. Date of next meeting -include date, time and place Meeting adjourned

Recorded by: Your name

(Secretary)