30 June 2009

PSANA EXCO Meeting
Monday 30 June 2009

Disclaimer: Please note: the matters discussed herein are the personal views and opinions of the members present at the meeting. They are therefore not the views or policies of PSANA or the University of Pretoria and PSANA and the University of Pretoria therefore do not accept liability for any damages or implications arising from the correctness of the facts stated in these minutes, unless specifically stated.

Present

• James Mehl (Chairperson)
• Inger Fabris-Rotelli
• Osmond Mlonyeni
• Marie Venter

Apologies

• Ernest Rambau

• The poster was discussed. It must be in the correct faculty format. Inger will organize a meeting with Kim Zimmerman or Glenda for this artwork on 13 July. The basic layout to be done then and the photos (from the various centres) and details to be added once we have them. We would like the poster to be A3. The poster will also serve as a pamphlet and newspaper advertisement. We will do a PSANA brochure with them at the same time – based on our presentation at the beginning of the year.
• The letter to be drafted to the centre heads must include the following: (James and Osmond) Phindi to help as well.

1. The basic idea i.e. focus on what a student can do in a project and how it relates to the world and its future. Basically – global issues and things which affect society.
2. Important topics: food safety and security, biodiversity and conservation, safe water, sustainable energy, climate change and natural disasters, financial economic sustainability, agricultural economics, rural extension and development.
3. Also to discuss: Bursaries and job opportunities (but in relation to encouraging future research)
4. Photos of their centre to be displayed.
5. Each centre will have a 1 hour slot. They can choose from Monday, Tuesday and Thursday 11:00, 15:00, and Friday 11:00. Each slot should be divided into approximately six 10 minute presentations of the various projects within the centre, with time for a few questions. These projects should also be displayed outside the hall for viewing before and after the slot.
6. Twenty minutes after the talk a tour to the centre should be organized for any interested students, leaving from the talk venue.
7. Tea and coffee and snacks will be served after every session to allow for discussion with the speakers and to view the displays.
8. Include the dates and timelines i.e. week is 7 to 11 September (except the Wednesday because of Spring Day). PSANA would like an appointment with the centre head in the week of the 20th of July and a follow up appointment in the week of the 10th of August. First email to be sent out in the week of 6 July, and a follow up email in the following week.
9. It should be explained to the centre the advantages to them of this week i.e. more post-grad students.
10. Prof Stroh should be sending the emails out on behalf of us as he needs to get all the HODS onboard.

The 7 centres to be approached are: FABI, Mammal Research Institute, Water Institue, Benfield Natural Hazard Centre, Institute for Applied Materials (Carbon Research), Centre for Nutrition and Rural Development.

• We should set up a booking system for the students so we know numbers for caterings as well as updating our database. We can have a notice board in the faculty for this purpose and perhaps an online system. James to look into this?
• The venue will be IT 2-27. Inger will book it with Ansie Delport.
• Marie will organize our budget.
• The first session (Monday 11:00) will start with a welcome by the Dean of 15 minutes (Marie/James to check this time with the Dean) and then a live teleconference by the Deputy Dean (also 15 minutes) in charge of post-grad in the faculty. James, Osmond and Marie to organize this. The first centre will speak after that. Catering to be done for this session and the last session on the Friday. All sessions in between will have tea, coffee, rusks and muffins. This first session will also include a quick welcome from PSANA and the last session on the Friday will include a closing by PSANA in which we’ll hand out pamphlets and talk about ourselves and the upcoming elections (20 council members, one from each department, who elect the executive?)
• Evaluation forms of the talks to be handed out at each session? Or at the end? Or via email? Still look at these details.
• Advertising: Radio Stations, Emails (at least 3 and capture their attention), SMSs (buy a bundle), Website – ours and the universities, Campus News, Media Releases, Posters on campus, pamphlets to all third years and honours students in the faculty, newspapers (Mail and Guardian). Marie will look into all these options.