SOP for SPP Training

1. SP Photography Club
Training Department Manual
Updated Jan 2021 for CCA Phase D

2. Roles of Trainers
Organise training
sessions for SPP
Exco, Members &
Non-members
Draft proposals for
training sessions
Keep track of CCA
points for training
activities
Liaise with coach for
exco training,
together with Events
Dept
Fill out Coach Claims
when needed

3. Members’ Training Sessions
Section 1

4. Members Training Sessions
Trainings are held twice in
a month. No sessions
during exam months
• Ideally every 2 weeks, until
outings can resume without
pax limit
Trainers will take turns to
execute training sessions,
2 at a time
• Everyone will be required to
attend to oversee and
render assistance
Consists of a combination
of the following
• Tutorial lesson
• Hands on activity
• Quiz

5. Members’ Training Sessions
Choosing
a Topic
Proposal
Making
and Sign-
up form
creation
Creating
Slides
Execution
Feedback
and
review
CCA
Points

6. Choosing a Topic
A few suggestions
Basic Camera
Functions
Portraits Street Landscapes
Editing
Workshops
Creative Studio
Something that is easily taught and digestible
Consider the type of training
Online? New Skills? Photo Review?

7. Proposal Making
Head to fill eProposal in SAS2 and inform P/VP to submit
Send to head after completion for submission
Documents must be prepared by those conducting
Takes about 30 min to complete
Consists of proposal details document and risk
assessment sheet (for physical training)

8. Proposal Documents
Documents can be found in
SP CCA SharePoint.
https://ichatspedu.sharepoi
nt.com/teams/CCA
Log in with SPP iChat
Account – ask your P/VP
Download latest version and
safekeep
*P/VP: President/Vice-President

9. Overview of Word Document
Club Proposal Details
Change accordingly
Timeslot, objectives and details of
each activity
Leave this in for online activities
Remove for physical activities

10. Club Proposal Details
Example for Online Training – Camera Equipment
and Food Photography

11. Club Proposal Details
Example for Physical Training – Photo Review
Take note that this version of the form is
outdated

12. Club Proposal Details
Example for Physical Training – Landscape
Photography
Take note that this version of the form is
outdated

13. Club Proposal Details
Club name • SP Photography Club
Event Title
• Appropriate and concise name to describe
your training session. Always start with “SPP
Training –” and add “(online)” if training will
be online
Date
• Wednesday or Friday during school term. Any
weekday during holidays. Avoid
submission/exam periods
Time
• 3 hours for physical – e.g. 1700h to 2000h. 2
hours for online – e.g. 1700h to 1900h.
Difference is due to online training requiring
less movement.
• Hold in evening during school term.
Afternoon during holidays

14. Club Proposal Details
Date & Time
•First and last 15 mins for attendance taking and
feedback session
•Split up the time in the middle evenly for theory
and/or hands on
Program
Details
•Each time block to have an activity and IC
•Fill out venue
•Online – Microsoft Teams, Physical – T18
•No coach presence
Name and
description
•Insert objective of training
•What do you plan to do?
Forefeits/
Remarks
•NIL

15. Risk Assessment
Only needed for physical training
Contents have been already filled up
so re-use for every training
Should SD change the form version,
take note of contents and copy over
Overview of RA Excel Sheet

16. For training sessions that must be held
physically. (i.e., impossible to conduct online)
Another document containing justification and
illness spread mitigation is required
This is called the “Safe Management
Measures”
Note that if SD believes that the activity could
be held online, it will not be approved.
Safe Management Measures
Example from committee training
proposal, which only allows for indoor
tutorial lessons, provided in later slides

17. Safe Management Measures
What should the document contain?
Objectives of
training
Details of the
proposed
training
(date, time,
venue, pax
amount)
Justification
for holding
physical
training.
State
explicitly
Safe
Management
Measures
before,
during and
after the
training
Contacts of
in-charge
Full list of
attendees
First aider

21. Proposal Submission
Log into SP MySAS2
Link: https://mysas2.sp.edu.sg/
For Office Bearers Only

22. Proposal Submission
Go to eProposal under Club, click the arrow to
expand

23. Proposal Submission
Under “NEW” Proposal ID, click View/Create
Take note that only club office bearers can
create a proposal, and only P/VP are able to
submit

24. Proposal Submission
In this section, copy all details from the word
document. Objective should include description
of key activity.
Target Audience for members’ training: SP
Photography club members
For committee training: SPP Committee
Members

25. Proposal Submission
Under Organising Committee:
• Add P/VP and the whole Training dept.
• Organisers should be given Organising
Chairman and Organising Secretary roles
• The rest of the Training Dept are helpers
• Please ask P/VP for all admin numbers
No. of Helpers – Number of members in training
dept minus 2
No. of Participants – 40 for members training
First aider will be someone that is certified and
active

26. Proposal Submission
As there’s no budget, skip that section and
insert “0” into Vote/Subhead
Under document upload section, upload all the
necessary documents for the type of training
• Online training: Only Club Proposal word doc
• Physical training: Word doc, RA, SMM
You can add more than one by clicking “+” icon
Take note of file name (20chars) and file size
limit (10mb)

27. Proposal Submission
Once done, click Save As Draft under Approval
Routing
Ask your P/VP to check and submit
Please make sure all details in the eProposal and
word document tally with each other, else
proposal will be returned.

28. Proposal Submission
Check all the documents uploaded to see if they
tally and are properly created.
Check Yes under Risk Assessment if RA is
needed for the activity.
Otherwise, click No (for online activity). Read
through and check the three boxes below and
click submit.
For President/Vice-President Only

29. Proposal Submission Example

30. Proposal Submission
Do check back regularly to see if the proposal is
returned, although your club officer might inform
you if it happens
Once approved, there will be an email sent to
club office bearers

31. Signup Form Template
Send form right after proposal is approved to
ensure optimum number of signups. Remember
to close the form once 40 signups are received.

32. Telegram Message
Send an announcement inside SPP Members
Group on Telegram once proposal is approved
and sign-up form is ready

33. Creating Slides
Be as concise as
possible and make
use of vibrant or eye
popping visuals
Use graphics and
pictures instead of
words to explain and
prove your point
• Do
• Not
• Use
• Bullet
• Points
• Excessively

34. Bad Examples
Don’t follow these!

35. Architecture Photography
10 December 2018

36. Shutter speed
• Measurement of time the shutter is open.
• Shown in seconds or fractions of the second.
• Eg 15s, 1/2s, 1/4s 1/250s and so on…
• The faster the shutter speed, the easier it is to photograph
subject without motion blur and camera shake.
• Slower shutter speeds are suited to suggesting motion in
moving objects.
• Faster shutter speed = lesser light entering camera = darker
image
• Slower shutter speed = more light entering camera = brighter
image

37. Good Examples
Taken from past training sessions

41. Play with shadows
and silhouettes

42. GOOD MANNERS
& JUDGEMENT
OBEY LAWS (try to)
SHOOT WIDE
BE
INCONSPICUOUS
ASK FOR
PERMISSION

43. ISO
Sensitivity of the
sensor in your
camera
High ISO
sensor is more
sensitive to light
brighter image
Low ISO
sensor is less
sensitive to light
darker image
If High ISO is
used, noise is
introduced to
the image
Advisable to use
ISO as last
resort to
increase light in
image

47. Other Details
Create a feedback
form for every
training
Include a QR code
in your slides for
ease of access
Advertise our
Instagram and
hashtag at the end

48. Feedback
https://forms.gle/ngzoDgxnrfmVsK4N6

49. Feedback Form Template
Form should be anonymous

50. @spphotographers
Follow us on Instagram and
participate in our monthly
hashtags!
#spporangeoctober

51. Execution
For physical
activities,
collect the
room key
from the
appropriate
office
Remember to
return the
access card
on the same
day to the
same office
when your
training ends
Ensure that
the venue is
returned to
the state
when it was at
the front and
lock the doors
For online
activities,
send out
Microsoft
Teams link to
all
participants
via email
Take
attendance
and start
once
everyone has
settled

52. Execution
How do I send Microsoft Teams invite?
Log into iChat email
https://outlook.office.com/owa/ichat.sp.edu.
sg
Select calendar app from app launcher (can
be accessed by clicking 9 dot grid icon at
top left)

53. Execution
Click on “New Event”

54. Execution
Send!
Make sure to hide attendee list in Response Options
Type an appropriate description
Click “add online meeting” and select “Teams
meeting” next to the location field
Fill in necessary details, add attendee emails from the
signup form. Include yourself too so you have the link.

55. Attendance must be taken
when all members have
entered the call or arrived at
the venue
Send a link in the meeting
chat or create another QR
code for attendance.
In Microsoft Teams, it is
possible to download the
participant list at the end of
the meeting too
Attendance Taking

56. Presentation Tips
Articulate your
voice clearly
If need to pause
for a long time,
take a sip of water
Breathe and take
it slow!

57. Etiquette Towards Members
Treat them with respect
Answer questions in a way that’s not
condescending
Everyone is here to learn from each other

58. Hands On
Select a location in school that is
related to the training, or an area
where concepts taught can be
executed easily
Split members into groups and assign
a committee member (if having
physical training)

59. Feedback
Refer to feedback after the end
of the training
Find out if everyone has
learned something from the
session
Use the feedback to improve
future trainings

60. Attendance Tracking
Must keep track of
• attendance rate for each member
• number of sessions organised by
each committee member
CCA points depend on it Advisable to do tracking in
an excel sheet

61. CCA Points
For
Attendees
• 80% and above – 10 points
• 60% to 79% – 8 points
• 40% to 59% – 6 points
• 20% to 39% – 4 points
• 20% and below – 0 points
For
Organisers
• Based on number of trainings
organized.
• 2 leadership points per session
• Capped at 4 points, so if you
organise 3 sessions, you’ll still
get two
• Suggest taking turns so
everyone organise trainings
twice per semester

62. CCA Records Form
At the end of each semester (cut off date
to be advised by club officer), fill out
CCA records form and submit. You will
need to make multiple documents
1 document for all participants
Multiple documents for organisers of
each training

63. CCA Records Form
Available for download from SP CCA
Sharepoint

64. Committee Training Sessions
Section 2

65. Committee Training Sessions
Taught by Club
Coach, Jasper
Held on weekends
and school holidays
Review photos taken
during past events
Allow committee to
further strengthen
concepts
Workshops on
editing and
equipment usage

66. Committee Training Sessions
Liaise with
club coach
Choose a
topic
Proposal
Creation
Inform
Committee
Execution
Feedback
and Review

67. Liaising with Club Coach
Check on
coach’s
availability,
confirm date
and time
Choose a topic
that the
committee
would like to
learn
Create polls in
committee
group to
gauge

68. Proposal Creation
Proposal creation taught in
previous section
Example for coach training is in
the next few slides

69. Proposal Creation
Include training details
Temperature taking and attendance link:
https://forms.office.com/Pages/ResponsePage.aspx?id=Av8Edtir20
WMrFUAVDI_yZ7acFcJCUJPkNGacSxlr85UN0xXQU9FUjJJMk8zOE8
1TDg5VFU5VE5UTS4u
Training Objective
Feedback and review session

70. Proposal Creation
If these 2 sentences are not included, you will
have to keep creating a new proposal for each
session
You only need to submit a new proposal if the
training format and SMM changes
Current format only allows indoor tutorial
lessons

71. Proposal Creation
Use the same RA form as the one used for
members’ training sessions
Risk, severity and likelihood are largely similar

72. Safe Management Measures
An absolute must for coach training, as online coach training is not effective.
Hence must provide justification to SD
An example for indoor lessons is provided in previous section
Feel free to modify or revamp for different training formats (e.g., shooting outdoors)

73. Safe Management Measures
What should the document contain?
(example provided in Section 1)
Objectives of
training
Details of the
proposed
training
(date, time,
venue, pax
amount)
Justification
for holding
physical
training
Safe
Management
Measures
before,
during and
after the
training
Contacts of
in-charge
Full list of
attendees
First aider

74. Proposal Submission
Largely similar to members’
training
However, organising committee
section will include the people in
charge of committee training
instead
For Office Bearers Only

75. Proposal Submission
Example for Physical Coach Training

76. Execution
Send chain message in committee telegram
group right after proposal is approved
Temperature and attendance
• Student's link:
https://forms.office.com/Pages/ResponsePage.aspx?
id=Av8Edtir20WMrFUAVDI_yZ7acFcJCUJPkNGacSxl
r85UN0xXQU9FUjJJMk8zOE81TDg5VFU5VE5UTS4u
• Coach’s link:
https://forms.office.com/Pages/ResponsePage.aspx?
id=Av8Edtir20WMrFUAVDI_yZ7acFcJCUJPkNGacSxl
r85UMzdLVUtaSzlVRzlBQlhMTURDNUpEVFhYUS4u

77. Review and Feedback
Look back on topics
and concepts taught
Make sure the
committee
understands what they
are doing and practice
Find out how you can
make the training
better

78. Conclusion
Once you have familiarised with
processes, you’ll get the hang of it
quickly.
Remember, teamwork makes the
dream work!

79. End