Industry Memo - Dormitory Living Conditions & Food Hygiene - Dormitory Association Singapore Limited

Submission Guidelines for Outstanding Dormitory Manager Award

Eligibility Criteria

The candidate must:

Have served as a dormitory manager for a minimum of 3 years.
Demonstrated leadership abilities in effectively managing a team of staff, fostering a positive and inclusive community atmosphere within the dormitory.
Effective communication with residents and staff, including responsiveness to concerns, clear dissemination of information and active engagement in resolving issues.
Demonstrated ability to handle conflicts and disputes within the dormitory community promptly, fairly and diplomatically, fostering a harmonious living environment.
Proven commitment to ensuring the safety and security of residents, including adherence to safety protocols, emergency preparedness and timely response to security concerns.
Effective management of dormitory resources, including budgeting, maintenance coordination and efficient allocation of facilities to meet the needs of residents.
Ability to manage external parties, including government agencies, employers and vendors, and maintain healthy relationships.
Compliance with regulatory policies, dormitory regulations and ethical standards in all aspects of dormitory management.
Demonstrated commitment to promoting cultural diversity, equity and inclusion within the dormitory community.

Supporting Documents

Employer/Entry need to submit the following for evaluation:

Duly endorsed nomination form
Updated curriculum vitae (CV) detailing the achievements and/or deliverables as a Dormitory Manager
Testimonial from employer detailing specific events that demonstrate leadership and overall competency of Dormitory Manager:

– How has the nominee demonstrated exceptional leadership qualities within the dormitory?

– Describe instances where the nominee has gone above and beyond their duties to enhance the living experience for residents.

– Provide examples of nominee’s effective communication and problem-solving skills in managing dormitory/residents issues or concerns.

– Please share any additional information or anecdotes that highlight the nominee’s dedication, commitment and positive impact as a dormitory manager.

A Personal Statement, no more than 1,000 words, written by nominee outlining their philosophy of dormitory management, leadership approach, key initiatives undertaken and vision for enhancing the dormitory experience

DASL will conduct evaluation with the team members and residents.

Judging Criteria

Your submission will be judged based on criteria that include but are not limited to:

Leadership (25%)
Residents’ Satisfactory Level (25%)
Dormitory Management (10%)
Compliance (20%)
Communication Skills (10%)

Submission Guidelines for Excellence in Cleanliness & Hygiene Award

Eligibility Criteria

The candidate must:

Open to all registered dormitories
Must be either a Purpose Built Dormitory (PBD) or a Factory Converted Dormitory (FCD)
Demonstrated commitment to maintaining high standards of cleanliness and hygiene, evidenced through daily operations and resident feedback.

Supporting Documents

Employer/Entry need to submit the following for evaluation:

Documentary Evidence of implemented cleanliness and hygiene practices. This may include:

– Cleaning schedules showing frequency and scope of cleaning efforts.

– Records of sanitation station maintenance, including hand sanitizer dispensers.

– Maintenance logs for laundry facilities to ensure operational efficiency and cleanliness.

– Waste management protocols, detailing recycling initiatives and disposal procedures for hazardous or medical waste.

A brief description of the dormitory’s cleanliness and hygiene policies, guidelines for residents, and any related training programs.
For Factory Converted Dormitories (FCD): Photographs / Video tours highlighted the adaptation of the space to ensure clean and hygienic living conditions.
For Purpose Built Dormitories (PBD): Photographs / Video tours showcasing communal areas, gyms, food courts, etc., demonstrating the maintenance of high cleanliness and hygiene standards.
Testimonials / Surveys for residents.

Judging Criteria

Your submission will be judged based on criteria that include but are not limited to:

Photos / Videos and Documentary Evidence (30%)
- Evaluation of submitted photos and videos to visually verify the cleanliness and hygiene practices highlighted in the documentary evidence. This includes reviewing cleaning schedules, maintenance logs, and waste management protocols to ensure practices match reported standards.

Juding Panel Assessment (30%)
- The assessment through the judging form will be directly informed by the photos / videos and documentary evidence submitted. This means the cleanliness and hygiene standards reflected in your visual and documented evidence will form the basis of the judging form scores. Evaluating how well practices are implemented in areas such as sanitation, waste management, and living spaces.

Testimonials / Surveys from Residents (40%)
- Feedback from residents, gathered through testimonials or surveys, providing personal insights into the living conditions of the dormitory. This element carries the highest weight, emphasizing the importance of resident satisfaction and perceived cleanliness and hygiene standards.

Submission Guidelines for Best Welfare Award

Eligibility Criteria

The applicant must:

Open to all registered dormitories, including Purpose Built Dormitories (PBD) and Factory Converted Dormitories (FCD).
Demonstrates an exceptional commitment to the welfare, well-being, and satisfaction of residents.
Provides Comprehensive facilities, activities, and support services aimed at enhancing the quality of life for residents.

Supporting Documents

Applicants need to submit the following for evaluation:

A detailed description of welfare programs and initiatives, including mental health support, recreational activities, and educational opportunities offered to residents.
Evidence of resident engagement and participation in welfare activities, such as photographs, event summaries, and resident testimonials.
Documentation of facilities and services available to residents, emphasizing those that contribute to a positive and supportive living environment.

*PBDs to submit all relevant documents as stated above. FCDs are encouraged to submit if applicable.

Judging Criteria

Your submission will be judged based on criteria that include but are not limited to:

Comprehensive Evaluation of Submitted Documents (20%)
- This component involves a detailed review of all submitted documentation, reflecting the dormitory’s commitment to resident welfare through a variety of programs and facilities. It assesses the planning, execution, and reception of welfare initiatives, scrutinizing the effectiveness of these efforts in improving the residents’ living conditions and overall quality of life.

Resident Survey Conducted By MWC Ambassadors (80%)
- The cornerstone of the evaluation process, this resident survey carried out by Migrant Workers’ Centre Ambassadors, represents the most significant portion of the scoring. It seeks direct input from the residents regarding their satisfaction with the welfare programs, engagement levels, and the tangible benefits they’ve experienced. This survey aims to capture an authentic representation of the dormitory’s impact on it residents’ welfare from those who experience it firsthand.

Submission Guidelines

Entries should submit the project proposal that includes:
• Executive Summary of no more than 1000 words
• Technical Feasibility of Solution and Unique Facets
• Effectiveness in addressing the challenge
• Potential Benefits
• Operational Feasibility
• Business Feasibility of Solution
• Capacity and Expertise to Execute

Project proposals should include:

• Comprehensive report design portfolio, highlighting key features, challenges addressed and overall impact
• A presentation deck
• Any supporting document such as design mockup / modelling, visual aids, etc.

Judging Criteria

Entries will be evaluated according to the following criteria:

• Creativity (20%)
• Functionality (30%)
• Sustainability (20%)
• Potential positive impact on the dormitory living experience (20%)
• Clarity & Comprehensiveness of proposal and test plans (10%)

Terms and Conditions of DASL Young Innovator Challenge

The following paragraphs highlight the terms and conditions that should be adhered to. Any change to the following terms and conditions should be agreed upon in writing.
a. Participants must register for the challenge through the designated online platform provided by the Organizer.

b. Registration requires accurate and complete information. Misrepresentation of any information may result in disqualification.

c. Participants must submit their innovative dormitory design according to the specifications outlined by the Organizer.

d. Submission must be original work. Plagiarism or infringement of intellectual property rights will result in disqualification.

e. Each team may only submit one entry.

f. Winners will be notified through the contact information provided during registration.

g. If a winner cannot be contacted within a reasonable timeframe or fails to respond within the specified period, the Organizer reserves the right to disqualify the winner and select an alternative winner.

h. By participating in the challenge, participants consent to the use of their names and submissions for promotional purposes without additional compensation.

i. The Organizer reserves the right to modify, suspend, or cancel the challenge at any time for any reason.

j. In the event of cancellation, the Organizer is not obligated to award any prizes.
By participating in the challenge, participants agree to abide by these Terms and Conditions. The Organizer reserves the right to disqualify any participant who violates these terms or engages in misconduct during the challenge.

TERMS AND CONDITIONS

Please read the following terms and conditions carefully before submitting your registration. By submitting the registration, you have read, understand and accept the terms and conditions.

Personal Data Protection Act (PDPA) Policy

DASL Academy Pte Ltd shall collect, use, disclose or retain any personal information necessary from participant(s) to facilitate training-related matters, as per authorities’ requirements. We shall manage all personal information in accordance with the policies and procedures of DASL Academy Pte Ltd and to keep the information strictly confidential. Participant information will not be disclosed to any external organisation unless such information is requested to authenticate certification or is required by law.

Registration

Participant(s) are required to provide their personal information correctly and accurately upon registration. Registration is only confirmed upon payment.

Payment Terms

Payment for the course must be made at least seven (7) days before the course commencement date. Registration will be cancelled if payment has not been received by the required payment date.

Payment Method

Please indicate invoice number and company name for ease of tracking payment.

Paynow

Company UEN: 202012119E

Bank Transfer

Bank Name: United Overseas Bank Limited

Bank Account Number: 701-335-856-0

Bank Code: 7375

Bank Branch: 001

Swift Code: UOVBSGSG

Course Fee Funding

SkillsFuture Singapore (SSG) provides course fee funding for individuals and employers who sponsor their employees for training.

To be eligible for the funding, participant(s) must be a Singapore Citizen or Permanent Resident. Kindly ensure the details provided in the registration form are accurate and correct.

Note that all grants are subjected to final approval by SSG. DASL Academy Pte Ltd reserves the right to recover back the funded amount from individuals or employers if participant(s) do not meet the eligibility criteria, such as:

1. Participant failed assessment

2. Participant did not meet minimum attendance stipulated for a course

3. SSG rejects the training grant application even after course has ended

Course Confirmation

Course confirmation will be sent out three (3) working days before the course commencement.

Cancellation or Postponement

DASL Academy Pte Ltd reserves the right to cancel or postpone the course due to unforeseen circumstances.

Certification of Attendance / Statement of Attainment

Certificate of Attendance will only be awarded to participant(s) who have completed the course and pass the assessment by DASL Academy Pte Ltd. Statement of Attainment will be awarded by SkillsFuture Singapore (SSG) upon successful completion of the course. Participant(s) are required to sign in and out in the attendance

Withdrawal and Refund Policy

All withdrawal and refund requests must be made in writing and subject to approval.

Refund of Course Fee

100% – 3 weeks before course commencement

50% – 2 weeks before course commencement

0% – 1 week before course commencement

Registered participant(s) who do not show up for the course will be considered as “no show” and DASL Academy Pte Ltd reserves the right to charge 100% of full course fee.

Rescheduling of Course

Course rescheduling must be made in writing and the written notice must be submitted at least seven (7) working days before course commencement. Reschedule of course dates are subjected to availability of seats.

Rescheduling of course date due to a valid reason is acceptable by providing proof of medical certificate.

Reschedule of course date is allowed only up to three (3) times. No refund of course fee after the 3^rd rescheduling and DASL Academy reserves the right to charge 100% full course fee.

Replacement of Participant

Participant(s) may nominate a replacement by informing in writing at least five (5) working days before the course commencement. DASL Academy Pte Ltd reserves the right to reject such request that was notified less than five (5) working days.

Copyright

It is acknowledged that all course materials or copies remain as the sole property of DASL Academy Pte Ltd. The course materials may not be reproduced or utilized for unauthorized purposes, nor forwarded nor disclosed to third parties without DASL Academy Pte Ltd’s prior consent.

By-Law of the Association

By-Law of the Association
1.1 The management and operation of the Association shall be according to the Memorandum of Association; Articles of Association and the By-Law of the Association hereinafter refers as the By-Law of the Association (BLA).
1.2 BLA shall be formally approved and recorded by the Board of Directors.
1.3 All BLA must comply with the Company’s Memorandum of Association and Articles of Association
1.4 The Secretary General shall be in charge of the records of the By-Law.
1.5 The BLA discussed in the Board of Directors meeting shall be under the subject and reference as the By-Law of the Association.
Management and operation structure
2.1 The Association shall comprise of Members (hereinafter referred as “the Members”) approved in accordance with the BLA on criteria, terms and conditions for membership.2.2 Classification and type of Membership
a. Ordinary Member
Company registered with ACRA and operating migrant worker dormitories recorded with the Singapore government agencies and authorities (hereinafter refer as “the Authorities”).
b. Associate Member
Company registered with ACRA and carrying out dormitory-related business including supply of goods, produce and product, services provider, consultancy and general logistic support.

2.3 Member shall be represented by an Authorized Representative acting in their personal capacity.

2.4 The Association shall be managed by an elected Council (hereinafter referred as “the Council”) consisting of ten (10) Council Members for the term of office herein stated.

2.5 The formation of the General Council shall comprise of at least seven (7) elected and appointed members of the Council must operate dormitories with a total capacity of at least 2,000 beds.

2.6 The decision accepted in the Council shall be by a simple majority.

2.7 The Council shall elect five (5) of its Council Members to hold the following positions as Office Bearers (hereinafter referred as “the Officer Bearers):
a. President
Duties include acting as chairman in the Annual General Meeting, Extraordinary General Meeting and Council meeting and in-charge of all policies and directions of the Association
b. 1st Vice President
Duties include acting on behalf of President in his absence and in-charge of Association matters as designated by the President
c. 2nd Vice President
Duties include acting on behalf of President in his absence and in-charge of Association matters as designated by the President
d. Secretary General
Duties include management of secretariat and daily operation of the Association
e. Treasurer
Duties include finance and accounting management of the Association and all related matters

2.8 The Office Bearers shall become the Directors of the Association and recorded with ACRA.

2.9 Term of Office service for the Council and Officer Bearers shall not exceed 2 years.

2.10 The position of President shall be held by a Member for a maximum 2 continuous terms only.

2.11 The Council Members to be elected by the Ordinary Members in the Annual General Meeting in accordance with the BLA on criteria, terms and conditions for election process.

2.12 Ordinary Members are entitled to 1 vote each in the Annual General Meeting and Extraordinary General Meeting. All Ordinary Members must have paid the annual subscription fees before being entitled to vote. Voting can be done by proxy.

2.13 The quorum for the Annual General Meeting shall be twice the number of Members forming the current Council or 10% of total membership whichever lesser but not less than the number of Office Bearers of the Association.

2.14 The decision accepted in the Annual General Meeting shall be by a simple majority of the eligible votes.

2.15 The election of the Council Members shall be held at the Annual General Meeting and nomination for election of Council Member shall be proposed by one (1) Member and seconded by another Member and submitted to the Secretary General at least 7 days before the date of the Annual General meeting.

2.16 Only Singapore Citizen or Permanent Resident shall be eligible for nomination to be elected as Council Members.

2.17 The election of the position of Office Bearers shall be held in the first meeting of the new term of the Council, and where such meeting shall not be held more than 30 days after the AGM where the new council was elected.

2.18 Except for the 1st Council, the Office Bearer position shall only be eligible to Authorized Representatives who has served minimum 1 year with the Member registered in the membership record of the Association.

2.19 The employees of the Association forming the Secretariat shall report to the Council and managed by the Council.

2.20 The Council shall form committee on any subject matters. The committee must comprise minimum one (1) Member of the Association and others approved by the Council.

2.21 The Council to have meeting on monthly basis and each Council Member must have minimum 50% attendance of meetings held failing which the said Council Member shall automatically resign from all related official position and shall no longer hold the position of elected Council Member in the Council.

2.22 Notice of Council meeting shall be given 7 days before date of Council meeting.

2.23 All Council meeting minutes to be recorded and approved by the Secretary General.

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