Description

Meeting Minutes Meeting Type: J’PuraXtreme 3.0 University Ambassador Meeting Date: 04th July 2026 Time: 8.00 PM Onwards Venue: Virtual Chairperson: Rusira Sandul Secretary: Chethana Perera Attendance Executive Committee members Vinal De Silva - Project Chairperson Organizing Committee Members Project Committee Heads Agenda & Discussion The meeting commenced with a warm welcome to all participants, followed by congratulations to the selected University Ambassadors. An overview of J’PuraXtreme 3.0 was presented, including the competition format, team structure, competition timeline, and general rules. Ambassadors were briefed on their roles and key responsibilities, emphasizing their responsibility to: Promote J’PuraXtreme 3.0 within their universities. Share official promotional materials. Encourage fellow students to register. Act as the primary communication bridge between the organizing committee and participants from their respective universities. The Ambassador Guidelines were explained. Ambassadors were instructed to: Share only official promotional materials provided by the IEEE Computer Society Student Branch Chapter. Refrain from editing or altering any official content before distribution. Ensure that only accurate and verified information is communicated to participants. The three University Coordinators were introduced to the ambassadors: The Ambassador Performance Evaluation System was introduced. The point-based system, evaluation criteria, and associated rules were explained to ensure transparency throughout the ambassador program. It was announced that the Best Active Ambassador Award will be presented to the highest-performing ambassador based on the evaluation criteria. Participants were informed that the J’PuraXtreme 3.0 Award Ceremony will be held on 26th September, where ambassadors and competition winners will be recognized. A session addressing Frequently Asked Questions (FAQs) was conducted, clarifying common inquiries regarding the competition, ambassador responsibilities, and evaluation process. The meeting concluded with an interactive Question & Answer session, where ambassadors raised additional questions and received clarifications from the organizing committee. Action Items Ambassadors to begin promoting J’PuraXtreme 3.0 within their respective universities using only official promotional materials. University Coordinators to provide continuous support and communication with ambassadors. Organizing Committee to monitor ambassador performance through the established point system. Ambassadors to encourage registrations and serve as the official communication channel between participants and the organizing committee. Meeting Adjourned. Minutes Prepared by: Chethana Perera Secretary, IEEE CS Student Branch Chapter