APPROVED Southeast Asian Art Academic Programme (SAAAP) Project Board Minutes: Thursday 19 th October 2017 (Meeting 29) Membership Dr Tamsyn Barton Chair Professor Anna Contadini Head of Department (School of Arts) Administration Dr Heather Elgood Ruth O Hanlon Dr Ben Murtagh Liam Roberts Chloe Osborne (Secretary) Course Director (Diploma in Asian Art) Director of Development, Alumni and External Engagement (DAEE) Head of School of Languages, Culture and Linguistics Programme Manager Programme Administrator In attendance Baroness Valerie Amos SOAS Director Purpose: To manage and oversee the delivery of the Southeast Asian Art Academic Programme (SAAAP) funded by the Alphawood Foundation. Agenda item. Agenda Item and Notes 1 Previous Minutes - Previous minutes were agreed to be accurate. - Action #135 has been completed, and there are no further Actions outstanding from previous meetings. - Minutes approved. 2 Chair s Report (TB) - The Chair welcomed ROH to her first Programme Board meeting. - With regard to the recent FOI request, the Chair noted that all the information required has now been submitted. Page 1 of 6
3 Discussions with Alphawood (VA) Page 2 of 6 - VA gave an update on her latest communications with Jim McDonough. VA has sent a summary of SAAAP s progress, and will discuss this and the future of the Alphawood Scholarships programme during their next phone call. VA will also discuss with him the recent FOI request. - AC summarized the importance of starting to consider the future of the Scholarships programme. She noted that since 2014, the Scholarships have funded 70 students from 8 Southeast Asian countries on English Language programmes, MAs, Diplomas and PhDs. These students now make up a thriving alumni network in the region, and are working in universities and government, engaged in conservation, organizing alumni conferences and projects, and have had a real impact to promoting heritage and furthering scholarship in the field. TB acknowledged the success of the Scholarships, and the need to consider the timing of a conversation regarding the future of the scholarships with the Alphawood. Action #137: AC to send a summary of the Alphawood Scholarships programme to VA who will pass on to Jim McDonough - VA acknowledged the work TB has done for programme and thanked her for her input. - RO brought up the possibility of organising an event in Singapore in November 2018, and inviting alumni and lecturers, as well as the Alphawood Foundation The event could highlight the success of graduate Scholars and showcase the work that they have gone back to do in the region, as well as focusing on the future goals of the SAAAP programme. The event would be preceded by a week of masterclasses, the topics of which are currently still being discussed. - VA brought up the issue of Alphawood Scholars having to miss their graduation ceremonies due to student visa expiration, and suggested we might organize a small ceremonial event for them in the region. The Board all agreed this would be a great experience for them to have. VA suggested asking the National Gallery Singapore and Asian Civilisation Museum about whether they might be happy to host this event, which LR noted would make sense given SAAAP are currently trying to foster relations with both institutions, and that indeed we currently have a staff member of ACM here undertaking an MA as an Alphawood Scholar. Action #138: follow up on these suggestions (RO) 4 Marketing and Publicity (LR) Appendix 1 LR updated the Board on marketing and publicity activity, specifically that: - The new Scholarships application window will open on the 1 st November, and there has been much discussion, particularly with the Outreach Sub-board, about promoting the scheme in the region. Farouk Yahya has been promoting the Alphawood Scholarships on his book tour, as have other SOAS alumni, and we also have plans to enhance our social media presence through a digital marketing campaign which is about to be sent out. This includes a range of videos featuring student testimonies, images and quotes of the Scholars which will be used as Twitter cards, in which they set out how the Scholarship has been important to them. These will be rolled out from w/c 23/10/17 until December. The videos in particular are likely to be widely shared, because Scholars featuring on them will send them to their large networks. We are hoping these will essentially push the outer limit of the candidate pool in this last anticipated round of Scholarships. - In both the Outreach and Scholarships Sub-boards there has been discussion about finding new contacts for further promotion, and in particular promoting PhD applications. We have begun encouraging current MA students to apply, and HE noted that when she was in Myanmar she met an alumnus who is very keen to apply for a PhD. AC commented on Elizabeth Moore s great efforts in Myanmar to identify possible PhD candidates and help them to put together a proposal. - LR s upcoming trip to the region will hopefully encourage applications from potential candidates, particularly as the workshops should clarify any issues or questions they have on the application process itself. Rasmi Schoocongdej at Silpakorn University, Bangkok, has been particularly active in promoting this and has several students in mind for applying. The team are also tracking information through the applications about how candidates have heard about the Alphawood Scholarships to get a better understanding of which awareness-raising methods are working.
- VA asked BM about whether a script about the Programme could be given to colleagues outside the School of Arts, so that if they were travelling in the region they could do some promotion on their trips. BM noted that we have already appealed to CSEAS to ask staff to promote where they can, and LR pointed out that this had already been taken up, for example by Mulaika Hijjas who been in Indonesia in the last week, and has given out leaflets and spoken about the Alphawood. BM said that we could continue to talk to colleagues who work on Southeast Asia, and can reiterate the point to CSEAS. AC noted that engaging with CSEAS and with all Southeast Asian-focussed academic staff across the School would be an important element of our publicity work, which was also the view of the Outreach Sub-board generally.. Action #139: BM to contact CSEAS about further publicising opportunities for SAAAP through the centre. 5 Academic Support Fund: Reports and Applications a. Report: SAAAP008: SOAS Library Support (Jiyeon Wood) (BM) Appendix 2 - BM notes that this project is important for the legacy of the Programme, and is an important contribution, doing significant work embellishing art and archaeology from the region. - It was agreed that it seems to be having a great impact and funds have been managed well. - AC pointed out that it would be good to acquire more books in regional languages. - It was noted that the range of books acquired through the project is intended to help support the teaching of modules across the Department. HE noted that, in order to have sight of whether all titles acquired align well with SAAAP Remit, as with all funded projects, as well as supporting module specifications, that some review of titles and of acquisition processes should be introduced. The Board agreed that this would be useful, and that reports on book purchases may be made to the Sub-board in advance of acquisition. - Action #140: LR and BM to discuss potential new books acquisition processes with the Library b. Report: SAAAP021: Bagan Metropolis (Elizabeth Moore) (AC) Appendix 3 - This report was discussed in detail at the Outreach Sub-board meeting on 13/10/17. HE reported that the conference had gone very well and had been well attended by Alphawood alumni and top scholars. A trip had been organised to Bagan for several days following the conference, and HE and EM had done some teaching in the temples themselves, and discussed with scholars their papers. This is all incorporated in the report. The event had received quite a bit of publicity, and had been a very successful experience overall, which reinforced the Alphawood community in Myanmar. c. Report: SAAAP019: SEA Book Publication (Farouk Yahya) (AC) Appendix 4 - Previously discussed as part of promotion by LR d. Report: SAAAP041: Outreach in Malaysia (Farouk Yahya) (AC) Appendix 5 - TB noted that these trips seem to have been extremely successful (TB) e. Application: SAAAP047: Myanmar Libraries Repair (Elizabeth Moore) (AC) Appendix 6 - AC summarised the discussion around this application at the Outreach Sub-board meeting, where it had been recommended that the project be submitted to the project for Board approval. - It was noted that in addition to the refurbishment, EM is going to look into attaching the SAAAP logo to the library. HE reiterated her support for the project, having been to Yangon as part of the Bagan Metropolis conference, and noted that its excellent location next to the Anthropology department meant it acts as a centre for the Alphawood family at the University. - TB suggested that, given the challenges in maintaining the physical space of the library, it seems a very appropriate activity to fund. 3
- Application was approved. f. Application: SAAAP048: SEA Student Recruitment (Liam Roberts) (LR) Appendix 7 - LR summarised the application, which he noted came out of discussion at an Outreach meeting last academic year about the importance of doing some face to face recruitment. It would be a good opportunity to guide potential candidates through the application process, following on from recruitment trips made by Farouk Yahya and Lia Genovese. With the application window opening in two weeks, this could be very useful for supporting students who are considering an application. Action #141: HE suggested it might be useful to brief LR on the Diploma programme pre-trip. HE and LR to liaise about this. AC highlighted again the importance of encouraging PhD applications on this trip. LR said that contacts at the Universities would be creating invitation lists for the workshops with potential candidates, for example in Penang, the Centre for Archaeological Research has organised a large event with interested parties. Sarah Goodyear and Rachel Humphries will be there the week before also discussing application processes, and they will overlap briefly in Bangkok. TB noted that LR had approached this in highly organised way. - Application was approved. 6 Finance Update (TB/LR) Appendix 8 - TB commended LR for his work in bringing a high level of clarity to the state of the finances. - TB noted that the programme was finally spending in line with its budget, despite still forecasting an underspend on the Scholarships. - LR tabled the year-end report up to the end of 2017. Forecasting was discussed at the May meeting, and it was now possible to review spending between May and August to see how forecasts were holding. As of August, the spend on Scholarships for the year was 909k (slightly above forecast by 5.5% for that year), partly due to some expenses coming through early rather than next year, but also some travel costs were higher due to visa delays for incoming Scholars. Overall however, the Fund was carrying forward an underspend, with forecasts projecting that the Programme could expect an underspend of 202k based on a model in which three new PhDs were recruited for 2018-19 as well as with numbers of MA, Diploma and Certificate Scholars in line with historical trends. Once all Scholars reimbursements and tuition fee payments have all gone out, we will be able to refine these figures further against the forecasting. - AC noted that an issue in getting PhD applications was that applications are required quite early, which could be an issue when applying for a scholarship given that decisions need to be made in February for this reason it was vital PhD applicants received proper guidance. LR noted that there was an application deadline of the end of November, and it would be necessary to liaise with research tutors in the School of Arts/Archaeology to get a sense of whether applications coming through were realistic. Action #142 LR to engage with tutors and admissions staff for each of the degree and diploma programmes to which Alphawood Scholars may apply g. AOB - HE and RO mentioned that they had been working with Priscilla Shaw from the Shaw Foundation who was keen on organising an event or an activity on Ancient Art to build up a network and increase awareness in Singapore, and wondered whether it might be possible for SAAAP to consider involvement, perhaps with some lectures or events. VA and TB suggested that we continue to consider this, and to assess what the best method of engagement would be going forward. RO and HE added that perhaps an application to support something through SAAAP could be made. This was to be determined at a later date. - Looking at upcoming projects, RO questioned whether the SAAAP summer school was included, and if so whether there was a list yet of events. LR noted that the application had yet to be tabled. Page 4 of 6
h. Numeration of 2016-17 Boards (LR) - LR said that he had received a query regarding the numeration of Board meetings. It was pointed out to him that meetings and meeting minutes appeared not to include Meeting #22. LR confirmed that a misnumeration in December 2016 had meant that no meeting has been numerated as #22. We have proceeded from December 2016 with Meeting #23, and have followed correct numeration since that time. 7 None raised 5
Date of Next Meeting 14 th December 2017 SAAAP Project Board Actions 2016/17 No. Agenda Item Added Action Points Deadline Owner Complete? #142 6 (Finance update) LR to engage with tutors and admissions staff for each of the degree and diploma programmes to which Alphawood Scholars may apply ASAP LR #141 5 (Academic Support Fund) HE suggested it might be useful to brief LR on the Diploma programme pre-trip. HE and LR to liaise about this ASAP LR/HE #140 5 (Academic Support Fund) LR and BM to discuss potential new books acquisition processes with the Library Next meeting LR/BM #139 4 (Marketing and Publicity) BM to contact CSEAS about further publicising opportunities for SAAAP through the centre. Next meeting BM #138 3 (Discussions with Alphawood) RO to enquire further about the possibility of organising a graduation ceremony for Alphawood Scholars or other events with the National Gallery Singapore/Asian Civilisation Museum Next meeting RO #137 3 (Discussions with Alphawood) AC to send a summary of the Alphawood Scholarships programme to VA who will pass on to Jim McDonough In the new year AC/VA Page 6 of 6