Student Voices Project

― As part of APU2021 Challenge Design ―

supported by Type C Project of Student Affairs

June 9 2021 - February 9 2022

Team Ring

<Main Deliverables of This Project>
July 2021 Survey for All Students >Raw Data
August 2021 Survey for All Students - Statistical Summary
October 2021 Supplementary Survey for All Students >Raw Data
December 2021 Proposals
February 2022 Formal University Response to the Proposals
February 2022 Self-Assessment and Evaluation (Data


【Affiliations of Constituent Members】
 As of June 2021, when the project began― APS/APM: 10/8 individuals, Nationalities: 9 countries, J/E language basis: 6/12 individuals
First-year students: 4, Second-year students: 6, Third-year students: 7, Fourth-year students: 1, Total: 18
 As of February 2022, when the project ended― APS/APM: 8/7 individuals, Nationalities: 8 countries, J/E language basis: 5/10 individuals
First-year students: 1, Second-year students: 5, Third-year students: 6, Fourth-year students: 3, Total: 15

P r o j e c t O b j e c t i v e s

(1) For the university to fully listen to the voices of students and create a system to reflect them in the development of the university.
(2) Promote autonomous student learning and enable students to realize their own personal growth (think independently, discuss with other students, and take action for change).
(3) To sustain the creation of a vibrant university for all organizations and members of APU, including students.

P r o j e c t G o a l s

◎High-level Goals -The University approves the recommendations in the proposal and comes up with a detailed schedule of how/when those improvements will be implemented.
〇Mid-level Goals -Receive feedback from the University on the recommendations in the proposal.
△Low-level Goals -Compile and submit a proposal for improvements to APU.

 As a result of implementing this project, goals up to the mid-level were achieved.

P o l i c y

■Points to remember when deciding on project themes we will propose to the university:

-We must strive to represent the entire APU student body.
-We must not be swayed by the volume of student voices. Opinions voiced by the majority of students are important, however, there will be equally important opinions and ideas voiced by a few students that must also be considered.
-Make clear and rational arguments. Provide clear, evidence-based reasons (data, etc).

■Project Meetings

Be as succinct as possible when expressing your opinion at meetings. Try to keep it short, concise, and direct so that all project members have a chance to speak.

■Ground rules to be observed by constituent members

Ground Rules (J/E)

P l a n s f o r P r o m o t i o n

推進スケジュール

S y s t e m f o r P r o m o t i o n

Position Project Leaders A) Data Collector B) Analyst C) Proposal Editor/Writer D) Translator E) Result Editor/Writer F) Web Designer/Manager
Number 1 international + 1 domestic 1 leader + 1 sub-leader
※mixed language-basis, if possible.
1 leader + 2 sub-leader
※mixed language-basis, if possible.
1 leader + 2 sub-leader
※mixed language-basis, if possible.
1 leader + 2 sub-leader
※mixed language-basis, if possible.
1 leader + 2 sub-leader
※mixed language-basis, if possible.
1 leader + 1 sub-leader
※mixed language-basis, if possible.
Tasks ・Guide the project to successfully meet its goals.
・Overall project direction/control.
・Present at meetings with APU administrators, serve as MC's at project meetings.
・Create the survey to give to students.
・Survey implementation, data collection, survey maintenance (Will need to coordinate with the Division of Student Affairs/Student Office beforehand with regards to the handling of personal information).
・Sort survey data.
・Analyze survey data and summarize results.
Write/edit proposal. Translate documents (mainly the proposal and the final report on the project) into Japanese and English. Compile/edit a report on project achievements (in light of feedback from the University with regards to the proposal). Website design and management (All information related to the project including meeting minutes, project data, the proposal submitted to APU, and the report on project achievements will be released to the public via the project website).
Tools Word, PowerPoint, etc. Manaba, LimeSurvey, Excel, E-mail, etc. AI text-mining, R, SPSS, Tableau, Excel, PowerPoint, etc. Word, etc. Word, etc. Word, etc. Text editor (such as Hidemaru or Notepad), HTML language, Inkscape, Canva, etc.

 *The above positions are directly responsible for execution (especially for drawing up drafts), and all members shall participate in the processes (as members for verification, improvements, and proofreading) for each of the above colleges/divisions etc.
 *Specific responsibilities shall be discussed and determined between the directors and deputy directors.

H i s t o r y o f A c t i v i t i e s

■ 2021.6.9 (Wed) 16:10–18:10 1st Student Meeting

【Objectives】 Review outline of the project, team building
【Participants】 Student members: 17, TATEYAMA (EDLSC, Dean of Student Affairs), KOZUMA (APM, Associate Dean of Student Affairs), KASEDA (APS, Associate Dean of Academic Affairs), MATSUI (SO Manager), SHIMONOKADO (SO)
 【Results】 With SHIMONOKADO facilitating, KOZUMA provided a brief account of the project outline, and midway through KASEDA, TATEYAMA, and MATSUI joined as observers. Student members SAKAMOTO and ANH were in charge of interpretation. As icebreakers and one aspect of teambuilding, the students introduced one another to each other and held a kick-off workshop (themed, Your Thoughts on "If APU was more like this, it would be nice"). Despite the fact this was only the first meeting, all members actively spoke to each other.

1stMeeting
■2021.6.23 (Wed) 16:10–17:50 2nd Student Meeting

【Objectives】 Share the schedule for the future and the ground rules, determine official positions for team members, exchange opinions of and make improvements to the survey for all students
【Participants】 Student members: 15, KOZUMA (APM, Associate Dean of Student Affairs), SHIMONOKADO (SO)
【Results】 All members as a group reconfirmed the future plans that will be the main focus of the project. SHIMONOKADO facilitated and SAKAMOTO and ANH were in charge of translation. Official positions were assigned to the satisfaction of all members (using LimeSurvey, individuals were asked their preferred top three choices, and positions were assigned by applying an assignment problem algorithm to the survey results). At the exchange of opinions on the survey for all students, each of the members earnestly discussed what questions should be included in the survey in order to be able to capture accurate student opinions.
 Chart for the Plan for Promotion System (J)  >for_editing.xlsx file
 Ground Rules (J/E)  >for_editing.docx file

■2021.7.2. (Fri)–7.15 (Thu) Action Implementation of the Survey for All Students Responsibility (A)

【Objectives】To collect opinions from all undergraduate students regarding several specific requests to the university for improvement
【Results】Response data from the Student Voices Survey (format: free response box for requests to the university) implemented by the Division of Student Affairs in AY2020 and given to a portion of the undergraduate students was organized into nine topics. Survey questions were designed for each topic and the survey was run. Furthermore, together with announcing the survey on-campus via Campus Terminal, the university publicized the survey by emailing all undergraduate students.
 Text of the Announcement (J)
 Text of the Announcement (E)
 Survey (J/E)  >for_editing.xlsx file  >Raw Data

■2021.7.7 (Wed) 16:10–18:00 3rd Student Meeting

【Objectives】Assignment of responsibilities by survey topic, collection of information for each topic
【Participants】Student members: 14, KOZUMA (APM, Associate Dean of Student Affairs), MATSUI (SO, Manager), SHIMONOKADO (SO)
【Results】With project leaders SAKAMOTO and SUBAH facilitating, the questions for the survey for all students were organized into five topics and all the student members were divided into groups in order to draw up suggested drafts for each topic. Also, information regarding the survey was discussed within each group. Although this was the first time for the project leaders to provide facilitation, the meeting proceeded smoothly.

■2021.7.15 (Thu)–8.4 (Wed) Action Analysis of Survey Data from the Survey for All Students (initial stage) Responsibility (B)

【Objectives】To identify trends in the opinions of all undergraduate students
【Results】An overall statistical summary was obtained. We will continue with performing a more detailed analysis. Particularly, from all undergraduate students there were 834 valid responses.

教学部との懇談会の様子1
教学部との懇談会の様子2
教学部との懇談会の様子3
■2021.8.4 (Wed) 16:10–18:00 4th Student Meeting

【Objectives】Survey analysis
【Participants】Student members: 15, KOZUMA (APM, Associate Dean of Student Affairs), MATSUI (SO Manager), SHIMONOKADO (SO)
【Results】With project leaders SAKAMOTO and SUBAHubah facilitating, preliminary studies for the questions related to each group were shared with the topic groups for the survey for all students. Also, with the analysis from the analyst, each group analyzed the survey. Discussions were held in both Japanese and English, and participants worked it so that all members could understand.

■2021.8.25 (Wed) 16:10–18:00 5th Student Meeting

【Objectives】Survey analysis, meetings by team
【Participants】Student members: 13, KOZUMA (APM, Associate Dean of Student Affairs), SHIMONOKADO (SO), YUNOKI (AO)
【Results】With feedback from SHIMONOKADO and KOZUMA on the previous presentations, analysis of the survey in further detail was performed in each of the topic groups and these results were shared.

■2021.9.15 (Wed) 16:10–17:50 6th Student Meeting

【Objectives】 Feedback on the proposals
【Participants】Student members: 15, KOZUMA (APM, Associate Dean of Student Affairs), SHIMONOKADO (SO)
【Results】KOZUMA and SHIMONOKADO provided feedback on the draft proposals from each topic group. Further, the participants themselves provided feedback on the proposals from each group, and with this feedback each group made improvements to its proposal. Also, the role of each position in completing the proposals was confirmed.
 Feedback Sheet for Self & Others (J/E)  >for_editing.docx file

■2021.9.29 (Wed) 16:10–17:50 7th Student Meeting

【Objectives】Share progress on each proposal, finalize the format, make available to students (how to do so such that a wide range of student opinions can be gathered?)
【Participants】Student members: 17, KOZUMA (APM, Associate Dean of Student Affairs), SHIMONOKADO (SO)
【Results】Reviewed the significance of making the proposals available to all students (1. in order to ensure representation of opinions, 2. in order to additionally gather missing information for the proposals). A discussion was held on the format for the proposals and on the division of roles for creating the proposals.

■2021.10.13 (Wed) 16:10–17:50 8th Student Meeting

【Objectives】Share progress on each proposal, translation work, create all-student survey, confirm schedule, and interviews with each college/division etc.
【Participants】Student members: 8, KOZUMA (APM, Associate Dean of Student Affairs)
【Results】The five topic groups shared information on the progress of the proposals. Confirmed that proposal preparations are lagging behind the schedule originally planned. Confirmed Japanese-English translation work for completion of the proposals, the policy for drafting the supplementary survey, and the schedule. Also, as regards the interviews with each college/division etc., as the meeting with the Division of Academic Affairs has not been held, the Division of Student Affairs intervened and it was determined they will set the schedule.

■2021.10.27 (Wed) 16:10–17:50 9th Student Meeting

【Objectives】Final adjustments to the supplementary survey
【Participants】Student members: 11, KOZUMA (APM, Associate Dean of Student Affairs), SHIMONOKADO (SO)
【Results】Upon correcting the proposal, an exchange of opinions on the supplementary survey was held. Further, minor details of the format for the proposals, etc. were also discussed.

■2021.10.29 (Fri)–11.7 (Sun) Action Draft of the proposals made publicly available to all students and supplementary survey implemented Responsibility (A)

【Objectives】Verification of the proposals' objectivity and confirmation of the representativeness of opinions
 Text of Announcement (J)
 Supplementary Survey (J/E)  >for_editing.xlsx file  >Raw Data

■2021.11.4 (Thu) 18:00–19:40 Meeting with the Dean of Academic Affairs (Interview)

【Objectives】Understand the university's situation as regards items related to academic affairs
【Participants】Student members: ??, FUJIMOTO (APM, Dean of Academic Affairs), KOZUMA (APM, Associate Dean of Student Affairs), SHIMONOKADO (SO)
【Results】As regards proposals related to academic affairs, participants’ knowledge was deepened and unclear items and questions were clarified. The proposal will be improved based on this.

■2021.11.5 (Fri) 15:00–16:00 Meeting with the Co-op and the Administration Office (Interview)

【Objectives】Understand the university's situation as regards items related to Co-op
【Participants】Student members: ??, NAKAMURA (AO Manager), SUGIMOTO (AO Head of Facilities), KAZAORE (Co-op Managing Director), SUGIGAKI (Co-op Cafeteria Manager), MURAKAMI (Co-op Shop Manager), KOZUMA (APM, Associate Dean of Student Affairs), SHIMONOKADO (SO)
【Results】As regards proposals related to the cafeteria, participants’ knowledge was deepened and unclear items and questions were clarified. The proposals will be improved based on this.

■2021.11.7 (Sun)–11.17 (Wed) Action Analysis of Supplementary Survey and Improvements to the Proposals Responsibility (C)(D)

【Objectives】Based on data from the supplementary survey, improve the proposals, unify the formats, and create the official version
 Sample graph of statistics for each affiliation (J/E)  >for_editing.xlsx file

■2021.11.10 (Wed) 16:10–17:50 10th Student Meeting

【Objectives】Final adjustments to the proposals
【Participants】Student members: 11, KOZUMA (APM, Associate Dean of Student Affairs), SHIMONOKADO (SO)
【Results】Results of the supplementary survey were summarized and added to the proposals. Also, final adjustments were made for making the proposals publicly available.

■2021.12.1 (Wed) 16:10–17:50 11th Student Meeting

【Objectives】Preparations for the discussion meeting with the Division of Academic Affairs
【Participants】Student members: ??, KOZUMA (APM, Associate Dean of Student Affairs), SHIMONOKADO (SO)
【Results】The topics we want to handle at the discussion meeting were narrowed down to about four and we organized the points for discussion.

■2021.12.3 (Fri) 16:10–17:50 Meeting between the Division of Academic Affairs and Division of Student Affairs University Action

【Objectives】Preliminary meeting for the "Discussion Meeting with the Division of Academic Affairs"
【Participants】KASEDA (APS, Associate Dean of Academic Affairs), YUNOKI (AO), KOZUMA (APM, Associate Dean of Student Affairs), SHIMONOKADO (SO)
【Results】Discussed topics to be included, attendees, and how to proceed at the discussion meeting.

■ 2021.12.6 (Mon) 13:00–14:30 Student Affairs Committee Meeting University Action

【Objectives】Approval of the proposals by the Division of Student Affairs
【Participants】Faculty and staff of the Division of Student Affairs
【Results】In advance of submission of the official proposals to the university, the proposals were approved by the Division of Student Affairs.

■ 2021.12.7 (Tue) Action Formally submit the proposals to the university Project Leaders

【Objectives】For students to formally request improvements from the university

提言書の提出の様子
提言書提出完了
■2021.12.9 (Wed) Make the proposal publicly available on campus and announce the "Discussion Meeting with the University" University Action

【Objectives】To share the proposal with all students on campus and with faculty and staff.
 Text of the announcement (J/E)

■2021.12.9 (Wed)–2022.1.31 (Mon) Action University draws up a formal response to the proposals University Action

【Objectives】For the university to hear student opinions and respond to students appropriately

■2021.12.15 (Wed) 16:10–17:50 12th Student Meeting

【Objectives】Rehearsal for the "Discussion Meeting with the Division of Academic Affairs"
【Participants】Student members: ??, KOZUMA (APM, Associate Dean of Student Affairs), SHIMONOKADO (SO)
【Results】The rehearsal was held and final adjustments for the discussion meeting were made.

■ 2021.12.22 (Wed) Action Discussion Meeting with the Division of Academic Affairs Project Leaders

【Objectives】For student staff, faculty, and staff to share their situations and deepen their mutual understanding of one another through a friendly discussion of the contents of the proposal
【Results】The student members were able to explain the contents of the proposals to the Division of Academic Affairs. Further, they were also able to respond to questions from the university appropriately and they succeeded in connecting in a good way for the discussion meeting with the Division of Student Affairs to be held next month.

教学部との懇談会の様子1
教学部との懇談会の様子2
教学部との懇談会の様子3
2022.1.12 (Wed) Action Discussion Meeting with the Division of Student Affairs Project Leaders

【Objectives】For student staff, faculty, and staff to share their situations and deepen their mutual understanding of one another through a friendly discussion of the contents of the proposals
【Results】Details of several high-priority suggestions (i.e. those with a high level of agreement among all students) that had been selected in advance were explained to the Division of Student Affairs.

学生部との懇談会の様子
■2022.1.13 (Thu) Completion of written response to suggestions related to the Co-op and AP House University Action

【Objectives】To incorporate the responses to the suggestions related to the Co-op and AP House in to the formal response from the university.

■2022.1.21 (Fri) Completion of written response to the suggestions related to each of the colleges, APS/APM University Action

【Objectives】To incorporate the responses to the suggestions related to each of the colleges in to the formal response from the university.

■2022.1.26 (Wed) Completion of written response to the suggestions related to the Division of Student Affairs University Action

【Objectives】To incorporate the responses to the suggestions related to the Division of Student Affairs in to the formal response from the university.

■2022.1.26 (Wed) At the Faculty Discussion Meeting, request individual faculty and staff to consider improvements based on the proposal University Action

【Objectives】To encourage consideration of improvements by each member of the faculty and staff in response to requests from students that involve individual faculty and staff members

■2022.1.31 (Mon) Completion of written response to the suggestions related to the Division of Academic Affairs University Action

【Objectives】To incorporate the responses to the suggestions related to the Division of Academic Affairs in to the formal response from the university.

■2022.1.31 (Mon) 13:00–14:30 Student Affairs Committee Meeting University Action

【Objectives】Approval of the "Formal University Response" document by the Division of Student Affairs
【Participants】Faculty and staff of the Division of Student Affairs
【Results】The written response was approved by the Division of Student Affairs in advance of making the formal university response to the proposal publicly available.

■2022.2.1 (Tue) University Senate Meeting University Action

【Objectives】Approval of the "Formal University Response" document by the highest on-campus legislative meeting
【Results】The written response was approved by the University Senate in advance of making the formal university response to the proposal publicly available.

■2022.2.7 (Mon) Make the "University's Formal Response" to the proposal publicly available on campus University Action

【Objectives】To share the written response on campus

■2022.2.9 (Wed) 16:10–17:50 Closing Ceremony and 13th Student Meeting

【Objectives】 To award certificates of completion and to record and reflect on the achievement of the project's goals and accomplishments (to lead to the development of a Student Voices System in the coming year and beyond)
【Participants】Student members: 13, KIM (Vice-President), KASEDA (APS, Associate Dean of Academic Affairs), TATEYAMA (EDLSC, Dean of Student Affairs), KOZUMA (APM, Associate Dean of Student Affairs), MATSUI (SO Manager), ONO (SO), SHIMONOKADO (SO)
【Results】With SHIMONOKADO facilitating and ONO interpreting, 15 students completed the Student Voices Project for this academic year. Further, Vice-President KIM, Associate Dean of Academic Affairs KASEDA, and Associate Dean of Student Affairs KOZUMA all spoke, and Dean of Student Affairs TATEYAMA awarded the certificates of completion. Further, at the final meeting after the closing ceremony, we discussed points for improvement and what we want to continue in the next academic year.
 Self-Assessment and Evaluation (Data

修了式の招待状
修了式当日Zoom用背景画像
修了式の様子

P l a n n e d A c t i v i t i e s

All planned activities have been completed!

M e m b e r S h a r i n g

Communication
Slack

C o l l a b o r a t i v e P a r t n e r s

 Division of Student Affairs (supervision)
 Division of Academic Affairs (collaboration)
 The Colleges, APS/APM (collaboration)
 APU Co-op (collaboration)
 Administration Office (collaboration)
 Office of the President (collaboration)
 Groovenauts, Inc. (analysis consultation)


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