Minutes of First English Language Panel Meeting

2015
Day :
Date :
Time :
Venue :

Saturday
31st January, 2015
0845 - 1120
PSS, SMK Batu Kawa

Attendance :
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.

Joseph Ng
Irene ak Manja
Emily Chang
Margaret Olivia ak Francis
David ak Jonge
Edina ak Lanying
Faridah ak Rinong
Hazali bin Madihi
Lam Ai Ling
Lilian ak Ambin
Maria ak Buggak
Marilyn Mistui ak Sogep
May ak Achik
Megawati ak Dirk Nandos
Misrah binti Suliman
Ooi Juan Boi
Rapu ak Piee
Raymond Ting
Saraspathi Naniapen
Suella Immit Mojiol
Tiang Swee Kim Catherine
Yong Chui San

:
:
:
:

Principal
Head of Language
Head of English Panel
Secretary

Agenda :
1.

2.

Welcoming Speech by Head of English Panel

1.1
The meeting was called to order at 8:45 a.m.
1.2

Madam Emily welcomed all the panel members to the first meeting for the year 2015.

1.3

Madam Emily welcomed a new teacher to the panel, Madam Lilian ak Ambin, who is
transferred from West Malaysia.

1.4

Madam Emily also informed that Mr Hazali is back to the panel and Mr Arrick is no
longer in the panel since he has moved to PJK Department, while Madam Freda
Andrew has transferred to SMK St. Teresa. Madam Yong has also requested to be in
the morning due to unavoidable circumstances.

Matters Arising
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2.1

Language Month
2.1.1 Madam Emily reminded all the panel members to check the names and the
identity card numbers of the participants are correct before they are printed to
avoid wastage of certificates.
Action by: All panel members

2.2

PCG
2.2.1

2.2.2

2.3

OPS
2.3.1

Madam Emily mentioned that they are some stationeries left from last year.
Madam Faridah said that she still has white and brown papers, glues and
scissors left. Teachers who wish to use the stationeries should get them from
Mdm Faridah (afternoon session) and Madam Emily (morning session).
Action by: All panel members
Plan to install the PA system has to be postponed because of the cost that is
RM 7000 8000. It will only be installed if the school can get a cheaper price.
Price quotation is being done.
Action by: Head of English Panel
Madam Faridah is yet to get the record book from the respective teachers and
she is not sure how many books have not been returned. Madam Saraspathi
mentioned that to avoid the books from missing subject teachers are given a
set each to be distributed to the students. The principal urged the teachers to
quickly collect the books from the students otherwise the school has to pay for
that. Since those books belong to the Education Ministry and are not available
in the market.
Action by: Madam Faridah and Madam Saraspathi

3.

Proposal of Minutes of Meeting

3.1
Miss Irene proposed that the third English meeting 2014 to be passed. The proposal
was seconded by Miss Megawati.

4.

Allocation of Duties for 2015

4.1
There are mistakes in the allocation of duties. Madam Suella is assigned to teach
Form 5A1, not 5A2, Miss Lam 4A1, not 4A2 and 5S1 not 5S2 while Madam May is
assigned to teach four classes 3C, 3F, 3H and 3J. (refer Attachment 1).
4.2

5.

This year, Madam Emily is not providing the list of email and phone contact of panel
members as they can be found in the school diary.

Planned Activities for 2015

5.1
Reaching for the Stars
5.1.1 This is a new programme in the planning and Miss Felicia (SISC+) mentioned
that the focus group for this programme is yet to be finalised but probably for
the Form 4 students.
5.2
PLC
5.2.1 This programme is to be continued this year.
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5.3

5.4

The New School Times (NST)

5.3.1 Madam Emily mentioned that this programme is to be taken seriously as what
have been told by Datin Evelyn of the Education Department. Since there will
be no more distribution of newspapers to school as previous year, school must
use the last year copies. We will use the copies available since most previous
copies were distributed to the students and not returned.
5.3.2

The coordinator of this programme, Miss Lam will prepare a schedule for
Form 4 and 5 classes. The teachers agreed that it is to be carried out once a
month and since our school has not much copies left, the teachers need to
share among themselves.
Action by: Miss Lam

5.3.3

Madam Emily mentioned that last year, she had requested for a copy of the
New School Times lesson plans but yet to receive news from the JU who had
compiled them. She is trying to get the copy she had sent to PPD as her
original copy was spoilt.

LDP
5.4.1

Both Remedial Instruction Course and Professional Learning Community will

be conducted on the 7th February 2015. (Saturday)
Action by: Madam Suella, Madam Rapu, Miss Margaret,
Madam Misrah, Madam Ooi and Madam Maria

6.

Strategic Plans
6.1
Madam Emily reminded all the panel members to carry out the activities planned in
the Strategic Plan such as The Fulbright English Teaching Assistant Programme,
English Improvement Programme, Program Kecemerlangan SPM, PLC, The New
School Times, LDP, Language Month, Inter School Competition, NILAM programme
and publication of articles in the school magazine.
Action by: All panel members

7.

Setting of Exam Paper

7.1
There are 3 full paper exams for Form 1, 2, 3 using the PT3 Format. For Transition
and Form 4, the 1st and 3rd exams are short exams and 2nd and 4th are full paper. For
Form 5, the 1st is short exam and 2nd, 3rd and 4th are full paper. The 3rd is a SPM Zon
Paper.
Action by: All panel members
7.2

It is suggested that Listening Test be included in the Form 3 exams.

Action by: Form 3 panel members

7.3

At the moment there is no official letter from the Education Department on the format
of the new Literature Component for the Form 1 and Form 4. Madam Emily
suggested that the teachers discuss among themselves on the questions to be set for
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the students for the coming test if the school has not received the instruction from the
Education Department.
Action by: Form 1 and 4 panel members

8.

7.4

Miss Irene mentioned that there is only one CD for the listening test for the lower
form. Since it is limited, the principal suggested that the teachers go in groups and do
their own recording.
Action by: Form 1, 2, 3 and 4 panel members

7.5

The afternoon session teachers have agreed to discuss together on the setting of the
exam papers while the morning session teachers prefer to set on their own and get the
exam papers ready two weeks before the exam to pass around for the other same
forms teachers to give feedback. Teachers are advised to discuss among themselves
in order to produce good quality of questions.
Action by: All panel members

7.6

Madam Emily thanked Madam Yong for willing to do 2 exams for Form 4 because
we do not have enough panel members to rotate once per teacher.

7.7

Format of the English paper for PS1 should be set according to guidelines given.
(refer Attachment 2, 3, 4)
Action by: All panel members

7.8

The exam paper should be indicated with the following: Prepared by, Checked by,
Verified by. This is only for the teachers copy and not the students. The Head of
English Panel will check for the morning session and Afternoon Coordinator will
check for the afternoon session. If the Head of English Panel or Afternoon
Coordinator is setting the paper, the other teachers will check the paper. All will be
verified by the Head of Language. If the Head of Language is setting, the other
teachers will check and the Head of English Panel will verify.
Action by: All panel members

7.9

Madam Emily reminded the teachers to submit the exam papers for printing two
weeks before the exam and to help each other to stapler the papers. Three days before
the exam papers are to be kept in the Senior Assistants office. Teachers who set the
papers are to get the papers from the office during the day of the exam and to
distribute to the teachers who are going to distribute to the students.
Action by: All panel members

7.10

A copy of the exam papers including the soft copy must be given to Madam Emily
and Form Coordinator for filing. Many did not do so last year so she hoped all will
hand in this year.
Action by: All panel members

7.11

Teachers should set the papers according to the list given and those who wish to
change their turn for setting the exam papers must inform Madam Emily. (refer
Attachment 2, 3, 4)

Tapak Analisis / JSU / KPI / Headcount

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9.

8.1

Tapak Analisis and JSU must be done by those who set the exam papers. KPI will be
done by Madam Emily. Tapak Analisis and JSU need to be submitted to Madam
Emily three weeks after the English Language exam.
Action by: All panel members

8.2

Transition class is exempted from doing Tapak Analisis, JSU and KPI.

PBS / ULBS
9.1
PBS is still on going for Form 1, 2, 3.
Action by: All Form 1, 2 and 3 panel members
9.2

10.

11.

Madam Emily reminded the form 4 teachers to conduct the oral test (ULBS) from
February to October while those in form 5 will be from February to May.
Appointment letters for the teachers will be prepared by the school clerk, Miss Umi.
Action by: All Form 4 and 5 panel members

Handing in of Lesson Plan

10.1 Teachers must include HSP, RPT, SP and RPH in their RPH file. It must be handed to
Madam Emily (morning session) and Madam Faridah (afternoon session) on every
Friday except Friday of the last week of the month to Mr George (morning) and Mr
Bobby (afternoon). Those who are not in school on Friday can submit their files on
Monday.
Action by: All panel members
10.2

The principal reminded Madam Emily, Miss Irene and Madam Faridah to write the
date of submission of the lesson plans on the day the teachers submit their file and not
back dated. The record will be collected by the management at the end of the year.
Action by: Head of Language, Head of English Panel
and Afternoon Coordinator

10.3

The principal also reminded that handing in of the RPH is part of the mark for SKT
and to be taken seriously. Another assessment for teachers will be the Teachers
Profile that will be explained on the 5th of February 2015 (Thursday).

Teaching Observation
11.1 It will be done twice a year. The first half of the year teachers will be observed on
their major option subject while the second half will be the minor option. Observation
will be done by the Head of Language and Head of English Panel for the morning
session and Head of Language and Afternoon Coordinator for the afternoon session.
The Principal and Senior Assistants can observe at any time.
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Action by: Head of Language, Head of English Panel

and Afternoon Coordinator
11.2
12.

Observation by the SISC+ will be taken into consideration.

PCG 2015
12.1 There is no news on the allocation yet.
12.2

Three quotations are needed when placing orders using PCG. Ordering of books for
students using PCG is through bookstores and school whereas ordering using cash
from the students is through the Cooperative handled by Madam Josephine. Buying of
papers and stationery needs to be controlled as the school has a limit to how much we
can buy.

12.3

All harta modal must have inventory with the office before they can be used. Madam
Napsiah is handling the inventory.

12.4

The management required us to work out a budget plan for the year. Any panel
member who needs to order anything can propose to Madam Emily for the morning
session or Madam Faridah for the afternoon session, possibly before the Chinese New
Year that is two weeks from now. All nota minta is to be signed by the Head of
English Panel.

12.5

The allocation of prizes for competition using PCG are as follows:

Individual 1st RM 15
Group (more than 4) 1st RM 50
- 2nd RM 12
- 2nd RM40
rd
- 3 RM 9
- 3rd RM30
- consolation RM 6
- consolation RM20
Group who has less than 4 members the money allocated should be divided by four
then times three.

13.

Inter School Competition

13.1 Teachers must get the students ready for the competitions. The school has decided to
participate in all the activities organised this year. Last year, Choral Speaking, Public
Speaking and Debate participated but Drama was not carried out.
13.2

Every teacher is allocated with one competition for the duration of 5 years. (refer
Attachment 5). Those who wish to change duties must inform Madam Emily. A
leader must be appointed for every competition. Madam Emily said that Miss Kaitlin
of Fulbright English Teaching Assistant Programme has agreed to help. The Principal
mentioned that it is important to get the students to participate to get extra points for
the co-curricular activities. Certificates must be given to all the students who
participated to motivate them.
Action by: All panel members

13.3

Madam Saraspathi agreed to swap with Madam Yong for the choral speaking
competition. Madam Yong will be in charge of Debate.
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13.4

14.

Analysis of PT3 English 2014 / Target GPS SPM 2015

14.1 Madam Emily thank Madam May for doing the analysis (refer attachment 6, 7)
14.2

15.

For MBMMBI new software are yet to be given to the school.

Fulbright English Teaching Assistant Programme 2015

16.1 The Principal explained that the Fulbright English Teaching Assistant Programme is
part of MBMMBI and an initiative towards 2016 compulsory pass in English. It is a
high profile programme between the Government of Malaysia and the United States
of America. This programme is aimed to help the students pass their SPM English
paper as well as upgrade the level of proficiency of the English Language of the
school as our school English SPM average grade point is between 6.5 9.0.
16.2

16.3

17.

The target for GPS SPM 2015 is 5.64

OPS English / MBMMBI / System Set

15.1 OPS English and System Set is still on going for the Form 1 and 2. OPS English will
be carried out for the 1st half of the year.
Action by: All Form 1 and 2 teachers
15.2

16.

A report must be submitted to Madam Emily for filing once the competition has been
carried out. Teachers are reminded to check the curriculum notice board for the date
of the competition.
Action by: All panel members

Madam Emily stated that Miss Kaitlin Marie Twa, an English Teaching Assistant from
America, is assigned to our school to assist the teachers from 27 January 2015 till 31
October 2015. She will be co-teaching with the subject teachers of Form 1A, 1B, 2B,
2C, 4S1, 4S2, 4S3, 4A1 and 4A2. The objective of this programme is to create an
English speaking environment.
The Principal said that an allocation of RM 1,500.00 is given to the school for the
purpose of the programme and if the expenditure should exceed the amount given,
PCG will be used.

HOTSPOT Schools
17.1 Our school is selected under HOTSPOT School as our school obtained less than
70% in English SPM examination.
17.2 Seven schools are involved in this and on the 10th February at SMK Sri Matang the
principal is asked to present a 30 minutes presentation on how to monitor the English
language programmes in school. Madam Emily, as the Head of English Panel, is
assigned by Mr Tilai (SIP+) to prepare the presentation for the Principal to present.
Mr George and Madam Emily are also required to attend the presentation with the
Principal on that day.
Action by: Principal and Head of English Panel
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18.

English Improvement Programme (EIP)

18.1 The programme will start next week.
18.2

New exercise books will be given to Transition and Form 1 students and those who
has lost their books. The rest of the forms can use the books from previous years until
they have finished all the empty pages. The books of the former students of Form
4S3, 4A4, 4A7 and 3A in Madam Freda Andrews classes are still with her so the
present subject teachers will have to wait for her to return them to the students.

18.3

In 2014 there were some teachers who did not hand in the books to the monitoring
panel for checking. Madam Emily reminded teachers to follow the date of the
submission monthly which will be prepared by her. The books are to be submitted to
the Principal, Senior Assistant of Administration, Senior Assistant of Afternoon
Session and Head of Language.
Action by: All panel members

18.4

Recitation of Poem and Story Telling during the Assembly will be carried out but this
year Madam Emily has asked help from Miss Kaitlin to assist the students. The first
English assembly for the year 2015 will be conducted after the Chinese New Year.
School assembly conducted in English will be done on every 2nd assembly of the
month.

19.

SISC+
19.1 Miss Felicia will come and observe English teachers anytime and will be spending
more time in our school to be a part of it. She also asked for three teachers for her to
share teaching techniques. Madam Marilyn, Madam Faridah and Madam Saraspathi
are selected and they should later share the ideas with the other panel members.
Action by: All panel members

20.

English Department Cupboard

20.1 The wooden cupboard is in dilapidated state and cannot be used anymore. Meanwhile,
the old steel cabinet has been moved to the PBS room and a new one has been bought
last year end to store departments properties.
20.2

20.3

21.

Madam Emily thanked Miss Megawati for arranging The New School Times
newspapers and other items in the steel cabinet. Teachers are reminded to tidy the
cupboard after they have used the items inside them and not to depend on Miss
Megawati.
The cabinets keys will be duplicated and kept by Miss Megawati and Madam Emily
for the convenience of teachers.
Action by: Miss Megawati

Any Other Business

21.1 NILAM Programme is to be continued this year.
Action by: All panel members
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21.2

Printing of exercises for the students is only meant for examination classes such as
Form 3, 5 and upper 6.

21.3

Those who have attended courses are reminded to hand in the Minit Curai to the
Principal / Head of Language / Head of English Panel.

21.4

Teachers need to give their latest time table to Madam Emily for filing. The Form
Coordinators are to collect and hand to Madam Emily on 4th February, 2015.
Action by: Form Coordinators

21.5

Miss Irene said that a copy of any competition record must be handed to Mr Abert.

21.6

It was mentioned during Curriculum Meeting that all Minutes of Meeting will now be
emailed to respective teachers so that they will remember to print and bring to the
next meeting otherwise what are printed for them are always lost.

21.7

The school management reminded that show cause letter must be produced if the
teachers are unable to attend meetings. If informed after the meeting, it is considered
as absent without reason.

21.8

Materials that are more than 100 copies can be send to Mr Sahi for printing but if it
is less, it can be photocopied.

21.9

To avoid unnecessary storage of items in the staff room, teachers are advised to send
the old Form 1 and Form 4 literature books and other old books for recycle or give
them to the students for reading pleasure. Teachers are reminded to inform Miss
Megawati for record.

21.10 The Language Departments notice board is situated outside the Cooperative.
Teachers are advised to fully utilise them. A teacher will be appointed by the Head of
Language to handle the notice boards.
Action by: Head of Language
21.11 Those who have received the one time incentive of IPROBI must continue to teach
English.
21.12 A copy of the time table must be given to Mr Neo if there are extra classes or training
for competitions on to avoid clashes of classes. This is due to some classes are used
for the Bahasa Cina and Pendidikan Islam classes mainly in Block A and D.
21.13 Teachers are not allowed to use cell phones during lesson. They can only do so if
there is an emergency and to key in attendance and students demerit.
22.

Closing Speech
22.1 The principal reminded all the English teachers to work together to improve the
English result of the school and to avoid being in the hotspot in the future. A lot of
programmes are conducted because of our school unsatisfactory examination results.
The principal looks forward to the cooperation and commitment of all English
teachers in carrying out all the activities planned for the year 2015.
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Prepared by,
(Miss Margaret Olivia ak Francis During)
Secretary of the English Language Panel
2nd February 2015

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