University Student Council University of the Philippines Manila

Operations Manual

27th USC Manila

AY 2005 – 2006

ii

Table of Contents Page

I. Council Protocols

University of the Philippines Manila 1 The University Student Council Manila 3 USC Manila Constitution 4 USC Manila By-Laws 9 Parliamentary Procedure 13 Resolution Making 14 Documentation 15 Finances 16 USC Committees and Desks 17

II. Planning Tools

General Plan of Action 17 SAPIME 17 SWOT Analysis Force Field Analysis

Problem Prioritization Planning Matrix

Project Planning Matrix 20 Summary of Committee Projects 21 USC Calendar and Gantt Chart insert CSC Calendar and Gantt Chart insert Overview of General Student Activities insert

III. Reference Materials and Documents

Academic Calendar 05-06 23 Minutes, 1st Planning Assembly 23 Financial Statement, USC Manila AY 2004-2005 27 ASAP-Katipunan GPOA insert Iskolar Student Alliance GPOA insert

IV. Notes and Output 28

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Part I – Council Protocols

UP Manila History The birth of UP on June 18, 1908 in the Padre Faura campus also signaled the birth of UP Manila. On this day, UP was established by Act 1870 of the Philippine Legislature to provide advanced instruction in literature, philosophy, science and arts and give professional and technical training to every qualified student. It was on the Padre Faura campus that UP spent its formative years during the American colonial period. One of the first colleges that comprised the University was the College of Medicine (CM), which was founded in 1907 as the Philippine Medical School. In 1910, the Philippine General Hospital opened its doors to the public, and was eventually linked formally with the CM, with its dean becoming the PGH director. The College of Public Health (CPH), College of Pharmacy (CP) and the College of Dentistry (CD) started as units of CM and eventually became full-fledged units in 1932, 1935 and 1948, respectively. In 1948, the Board of Regents established the College of Nursing following efforts exerted by visionary leaders of the nursing profession to create a school of nursing in UP. At the 894th meeting of the Board of Regents on October 28, 1977 and through Presidential Executive Order No. 519 dated January 24, 1979, the Health Science Center was created and recognized as an autonomous campus of the UP System. The Center primarily aimed to provide leadership in education, research and services that will rebound to health care of the highest quality. The then existing units related to the health sciences constituted the Center, with the College of Arts and Sciences Manila transformed into a full-fledged unit and made part of the Center. When UP moved to the Diliman campus on December 15, 1948, three of its health units - the CM, CD, and CPH, remained in the Manila campus. Through the years, additional colleges, institutes and units were established such as the School of Allied Medical Professions (1962),

Institute of Ophthalmology (1965), Institute of Health Sciences (1975) and the National Teacher Training Center for the Health Professions (1975) The Comprehensive Community Health Program in Bay, Laguna and the Anesthesiology Center in the Western Pacific were created in 1965 and 1969 respectively, but were abolished in 1988 after an exhaustive review. On October 22, 1982, the Center was renamed UP Manila by virtue of Presidential Executive Order No. 4. In 1988, the Institute for Socio-Biomedical Research (ISBMR) was created to serve as a common administrative and research facility for UP Manila's research units. In 1995, three more units were established to enhance UP Manila's excellence as a center for academic training, research and development - the School of Distance Education, the Graduate Office, and the Institute of Biotechnology and Molecular Biology (IBMB). With the creation of the National Institutes of Health (NIH) on January 26, 1996 to promote the conduct of health research and lead in the utilization of its research findings, the IO, ISBMR and IBMB were made its initial components. Overview The University of the Philippines Manila (UPM) is one of the seven autonomous universities under the University of the Philippines System. Most of the 12 units that now compose UP Manila started as independent units decades ago. In 1977, these units were grouped together with the establishment of the Health Sciences Center. In 1979, the Center was elevated to the status of an autonomous university and was renamed University of the Philippines Manila in 1983. In 1987, a major reorganization was undertaken which transformed UPM's philosophy, mission, organizational structure, governance and academic programs to what they are now. UP Manila currently has 9 degree granting units: The College of Allied Medical Professions, College of Arts and Sciences, College of Dentistry, College of Medicine, College of Nursing, College of Pharmacy, College of Public Health, National Teacher Training Center for Health Professions, and School of Health Sciences in Palo, Leyte. The Extension Services and the Research Development Units of UP Manila enhance its goal of excellence as a center for academic training, research, development and rendering service to

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the Filipino, thus contributing to the development of the country. These are the Philippine General Hospital, the National Institutes of Health and the Office of the Ugnayan ng Pahinungod and Continuing Education. Imbued with the spirit of collegiality, sharing of new ideas and skills, collaborating and complementing the individual, groups and sectors within and among the different academic units and fostering linkages with other institutions here and abroad, UP Manila is leading the way to the future. Objectives of UPM

To produce exemplary scholars, practitioners and leaders in the fields of health, the natural and social sciences and the humanities;

To integrate the health science units and the College of Arts and Sciences into a cohesive and dynamic institution of higher learning;

To strengthen the capabilities of member-units for growth and productivity in advanced instruction, research and community service;

To develop innovative programs, projects and models that are responsive to the social aspirations and health needs of our people through maximum use of existing capabilities, active cooperation, coordination and resourcefulness; and

To participate in or influence the formulation of national policies and programs, and contribute, where and when relevant, to the resolution of national issues and concerns.

The Three Year Plan (2002-2005) ”The institution must embark on partnerships with the community, policy-makers and other organizations that matter in the health environment. “A socially-accountable institution is one that is socially responsible. The framework for social responsibility consists of four values: quality, relevance, cost-effectiveness and equity. This means that all programs – i.e., curriculum, research and service must be planned, implemented, and evaluated on the basis of all these values. This framework shall be the lens by which we shall examine UP Manila and shall be

our guide in leadership, governance, planning and strategizing.”

Chancellor Marita V.T. Reyes, MD 1. WORK FOR A SOCIALLY-RESPONSIBLE UP MANILA

Reconfigure academic curricula, training and service programs according to the social responsibility framework.

Creatively implement the revitalized GE Program in a manner that strengthens the spirit of nationalism, respect for human rights, gender sensitivity and environmental consciousness.

Consolidate and coordinate all service programs i.e. Pahinungod, NSTP and practicum/fieldwork programs of colleges, with the perspective of promoting social responsibility and nationalism beyond the academe.

Broaden access through the “regionalization” of admissions.

Establish a placement office/program for our graduates through linkages with appropriate institutions.

2. CONTINUE PURSUING ACADEMIC EXCELLENCE

Aim for more colleges/units to be recognized as CHED Centers of Excellence/Development

Encourage intellectual ferment at UP Manila through symposia, debates and theoretical study circles.

Introduce innovative pedagogical techniques.

3. ENCOURAGE SCHOLARSHIP AND WORLD CLASS RESEARCH IN HEALTH

Reinvigorate Acta Medica and establish the Philippine Journal for the Health Sciences

Encourage multi-disciplinary and inter-unit research.

Work for faculty exchange programs, consortia and other forms of scholarly collaboration with reputable universities.

4. DEVELOP, UTILIZE AND PROMOTE RESEARCHES THAT IMPACT ON NATIONAL POLICY AND THE PHILIPPINE HEALTH CARE SYSTEM

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Establish consultative mechanisms with health policymakers and grassroots NGOs for the formulation of relevant research agenda.

Actively collaborate with the National Health Research System.

Work for the wider dissemination of research outputs.

5. MODERNIZE UP MANILA AND FURTHER DEVELOP ITS TECHNOLOGICAL CAPABILITY

Integrate the School of Health Sciences technologically with UP Manila units.

Computerize patient care, personnel, student, property records and library services.

Upgrade teaching technology. 6. INITIATE PROGRAMS FOR STUDENT WELFARE

Accredit dormitories around UP Manila with the aim of improving their safety and sanitation standards.

Expand student benefits e.g. student loans and scholarships.

7. RATIONALIZE AND MAXIMIZE A PERSONNEL DEVELOPMENT PROGRAM TO ENHANCE PROFESSIONALISM

Regularize and improve staff development programs for UPM administrators, REPS and staff.

Initiate sustainable capacity-building programs for all academic, research and service units.

8. EXPAND AND IMPROVE PERSONNEL BENEFITS

Initiate the full implementation of the Magna Carta for Health Workers, COLA and other employee benefits such as exemption from SSL.

Develop grievance mechanisms, reorient into a more “friendly” legal office.

9. IMPROVE ADMINISTRATIVE EFFICIENCY AND FINANCIAL MANAGEMENT SYSTEMS

Rationalize budget planning and implementation.

Enforce accountability, transparency, collegiality and fairness in the governance and management of UP Manila.

10. IMPROVE PHYSICAL FACILITIES AND ENVIRONMENT

Develop an Integrated Waste Management System.

Implement the greening of UP Manila 11. INCULCATE A STRONG UP MANILA COMMUNITY CONSCIOUSNESS

Instill a strong UP Manila identity and consciousness especially among constituents of the Philippine General Hospital (PGH) and the School of Health Sciences in Palo, Leyte.

Reconvene the Pamantasang Asamblea and strengthen the Yunit Asamblea as mechanisms for democratic consultation and participation.

12. EXPAND RESOURCE GENERATION PROJECTS

Strengthen “institutional promotion and development” for UP Manila among policy-makers, legislators and alumni as well as private local and international institutions/corporations.

Initiate and support campaigns for an increase in the Philippine Health and education budgets.

Source: http://www.upm.edu.ph

The USC Manila The University Student Council UP Manila (USC Manila) traces its roots to the original UP Student Council, because historically the Padre Faura Campus is the first in the UP System. However, it was only in the year 1979 that the Health Sciences Center was elevated to the status of an Autonomous University, to be renamed University of the Philippines Manila later on in 1983. This makes the USC Manila AY 2005-2006 the twenty-seventh (27

th) set of student leaders to be

entrusted with governance of the student body in UP Manila. Contact Information USC Manila Office 4/F UP Manila Student Center P. Faura cor. Ma. Orosa Sts. Ermita, Manila 0900

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Tel. +63 2 525-8459 E-mail: uscmanila@gmail.com USC E-group: http://groups.yahoo.com/group/uscmanila LCC E-group: http://groups.yahoo.com/group/lccupmanila

27th

USC Manila AY 2005-2006

Albert Francis E. Domingo

Chairperson

Ezekiel Joshua L. Villena Vice Chairperson

Anna Melissa F. Abarquez

Councilor

Hazel Dhates A. Domingo Councilor

Marielle-Felize T. Flores

Councilor

Jose Manuel M. Jamora Councilor

Raphael P. Juayang

Councilor

Naegele V. Mandal Councilor

Donn Mc Angelo T. Valdez

Councilor

Mariane M. Altamera Representative – CAMP

Wilfredo P. Dacuyan, Jr.

Representative – CD

Jeffrey B. Dotinco Representative – CPH

Porssia Ocampo

Representative – CP

Timothy Joseph S. Orillaza Representative – CM

Rainier Mar G. Palogan Representative – CAS

John Stuart R. Pancho Representative – CN

League of College Councils Manila AY 2005-2006

Ezekiel Joshua L. Villena

Secretary General (Ex-Officio)

Kris Zanna B. Acluba Chairperson – CPHSC

Martha Bruan

Chairperson – CPSC

Gian Carpio Chairperson – NSC

Benjo A. Delarmente Chairperson – MSC

Karla Domingo

Chairperson – UP CDSC

Melai Karaan Chairperson – CAMP

Sheena Trinidad

Chairperson – CAS

USC Manila Constitution

Article I General Provisions

Section 1. This Constitution shall be known and hereby referred to as the "Constitution of the University Student Council Manila".

Section 2. The Constitution shall govern the University Student Council and the various college student councils of UP Manila.

Section 3. For purposes of this Constitution unless the context indicates otherwise:

a. "University" signifies the University of the Philippines Manila.

b. "University of the Philippines Manila" refers to all colleges, degree granting units under the autonomous unit that offers at least a bachelor's degree program.

c. "University Student Council (USC) means the duly constituted body over all colleges and distinguished from the college student councils.

d. The "Council" refers to the University Student Council.

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e. "Chairman, Vice-Chairman , University Councilors and College Representatives' refer respectively to the officers and members of the University Student Council so designated.

f. "Council members" refer to all members of the University Student Council general assembly as defined by this Constitution.

g. "University Councilor" refers to any of the seven university councilors as distinguished from the college representative.

h. "College Representatives" refers to the representatives of the constituents of the UP Manila colleges to the USC.

i. "Permanent Vacancy" exists when the office of a council officer or member has been vacated by reason of health, resignation, impeachment or expulsion from the university.

j. "Temporary Vacancy" exists when the office of a council officer or member has been vacated by reason that leaves the possibility of his resuming his duties before the expiration of his term

Article II Declaration of Principles and Objectives

Section 1. The University Student Council believes

a. that education is a constitutional right and therefore equal opportunities and access to education be afforded to everyone,

b. that education is a potent tool in enhancing nationalist consciousness and propagating the People's interest,

c. that education should enhance creative and critical thinking and the ability to make informed judgment, free of dogma and myths,

d. that the University is an institution supported by the wealth of the Filipino people and that therefore, while it carries out its obligations to pursue and find abiding and universal principles, it must equally relate its activities to the need and aspirations of the Filipino people. And as such, UP Manila, being the health science center of the UP System, should serve to deliver future Filipino health workers responsive to the needs and aspirations of the Filipino communities,

e. that the Student council in order to be genuine, must be responsive to the true needs of the studentry and the People,

and to this end should be representative, autonomous and democratic,

f. that in the struggle of the studentry is part and parcel to the mainstream struggles of the Filipino people and must therefore unite with them to the pursuit of a just, free and democratic society.

Section 2. The University Student Council shall at all times strive to

a. unify the ranks of the studentry and ensure the broadest coordination of the University and College Student Councils in UP Manila.

b. defend and promote the rights and general welfare of the UP Manila studentry and the Filipino people

c. serve as an active forum for students ideas and sentiments

d. uphold and ensure genuine democratic participation and representation in all policy-making bodies in the University that affect the studentry

e. uphold truly representative, autonomous and democratic student council

f. uphold the ideals of the University that are geared towards ensuring a well-rounded intellectual, social, cultural and physical developments of every student

g. seek and engender educational changes for the full development of the human potential, respond to social realities and promote academic freedom

h. promote a nationalist and pro people consciousness among the UP studentry

i. establish unity with other sectors of the University and the citizenry in the struggle for national freedom and democracy

Article III Bill of Rights of Students

Section 1. Every student shall have the right to

a. enjoy freedom of expression b. exercise freedom to religious worship and

spiritual practice c. speedy processing of transcript of records

and clearances and confidentiality of his/her academic records.

Section 2. Student shall individually or collectively be entitled to

a. have their grievances heard and speedily processed.

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b. organize and assemble for purposes not contrary to law regulations.

c. present their views to appropriate bodies before any policy or decision affecting their rights, interests and welfare is adopted in dialogues, consultations and assemblies or by presentations or by presentation of submissions

Article IV Composition of the University Student Council

Section 1. The University Student Council shall be composed of a Chairman, Vice Chairman, seven University Councilors all elected at large and one college representative for each of the degree granting units of UP Manila

Section 2. The members of the Council shall be elected every academic year in accordance with the rules promulgated by the University Electoral Board and provisions of the University Election Code

[Section 3 missing]

Section 4. Vacancy

a. Any permanent vacancy in the office of the Chairman shall be filled by the Vice-Chairman that if the permanent vacancy occurs in the office of the Vice-Chairman for any cause or by reason of his assumption to the office as Chairman, the council shall elect among the University Councilors a new Vice-Chairman.

b. Should both the Chairman and Vice-Chairman of the council be temporarily incapacitated, the remaining members of the council shall elect from among the university councilors an acting Chairman and an acting Vice Chairman both of whom shall relinquish their positions upon return of the permanent officers. In no case shall the council be dissolved or rendered inoperative.

c. If the vacancy occurs in the office of a university councilor the candidate who obtained the next highest number of votes in the last general election of the student council shall take his place.

d. A vacancy in the office of the college representative shall be filled in so far as practicable, in the manner provided above for the university councilor . Should this not possible then the college council shall expeditiously select his replacement in consultation with the USC until the

students have elected their student representative.

e. When the vacancy is not permanent the council may choose a replacement who shall discharge the duties of the council member until he returns

Section 5. Every candidate for membership in the USC must before the general election

a. Have at least one semester residence in UP Manila;

b. Be a bonafide student of UP Manila; c. Carry the normal load prescribed by his

college; and, d. Not have been found guilty of any

disciplinary case or any act involving moral turpitude in the University.

Section 6. Every council member shall hold office for one academic year or until his successor has been duly elected certified and assumed office, provided that councilors who fill vacant seals shall hold office for the remainder of the unexpired term

Section 7. The induction of the council members shall take place within a week after their proclamation by the University Electoral Board, the oath to be administered by the UP Manila Chancellor or his duly authorized representative.

Section 8. No council members shall hold office as editor in chief of a university publication or head any student organization in the University without forfeiting his seat in the council.

Article VI Structure of the University Student Council

Section 1. The University Student Council shall have a general assembly and an executive committee.

Section 2. The General Assembly

a. The general assembly shall be the highest policy making body of the council and shall be composed of duly elected members of the University Student Council.

b. It shall convene at least twice a month in case of extreme necessity, however, the Chairman upon the request of at least one-fourth of the entire membership may convene the general assembly in special session.

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c. It shall have the following powers and responsibilities.

1. Formulate, revise and approve policies and programs of action of the University Student Council,

2. Elect from among themselves officers to the unfilled positions of the University Student Council unless otherwise stipulated in this Constitution, and

3. Review the decision and policies of the executive committee

4. Review , amend or revise this Constitution

Section 3. The Executive Committee

a. The executive committee shall be composed of the Chairman, Vice Chairman, Secretary, Treasurer, Business Manager, Public Information Officer and all heads of committees of the council.

b. The Executive Committee shall. 1. Coordinate and operationalize the

program of action set by the general assembly and the executive committee, and

2. Formulate policies, adopt resolutions and decisions for the University Student Council in between sessions of the general assembly

Section 4. The Officers

a. The Chairman and Vice-Chairman shall be the officers elected at large of the University Student Council.

b. The Secretary , treasurer, business manager and public information officer shall be the officers elected from among the University Councilors.

Article VII Quorum

Unless otherwise provided in this Constitution, a simple majority of the voting members shall constitute a quorum for the transaction of business by the general members present and voting at a meeting at which there lies a quorum shall be valid as an act of the entire body

Article VIII Powers and Duties of the Officers

Section 1. The Chairman shall be the chief executive officer of the council. It shall be his duty to

a. Sign all resolutions, communications and papers of the council,

b. Preside over all meetings of the council provided that in case he desires to take part in the debate or discussion he may name the Vice-Chairman or in the absence of the latter any member of the council to take his chair,

c. Appoint the executive committee heads at the beginning of the term or revamp the committee as necessary and present it to the general assembly for approval,

d. Create ad hoc committee and appoint the coordinator and members thereof, whenever the need arises,

e. Represent the council in his official capacity as Chairman on occasions and event where the students need representation,

f. Head the executive committee, and g. Perform such duties and performance of

the functions of his office

Section 2. The Vice-Chairman shall

a. Assist the Chairman in all matters where his assistance is required,

b. Take over the function of the Chairman, whenever his office is vacant by reason of his death, resignation, removal suspension, illness, absence, or physical or mental incapacity or ofhis failure to qualify for office.

c. Convene the League of College Councils

Section 3. It shall be the duty of the Secretary to

a. Keep a journal of the proceedings of the meetings of the council,

b. Keep all papers and correspondence of the council,

c. Certify all official acts of the council, and d. Perform such other duties as the council

or Chairman may assign to him.

Section 4. The Treasurer shall

a. Act as the custodian of and deposit in the bank the funds of the council,

b. Keep a record of the funds of the council, c. Disburse the same in accordance with an

appropriation of the council, and

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d. Submit a financial report at the end of each semester to the council which shall be published by the University publication

Section 5. The Business Manger shall

a. Keep an inventory and take charge of all council properties,

b. Supervise all business and fund-raising activities of the council,

c. Take charge of the collection and accounting of the Student Welfare Fund every registration including summer period, and

d. Perform such other duties as the council may assign to him

Section 6. The Public Information Officer shall

a. Release news items regarding council activities to the media;

b. Promote good relations with the press and public;

c. Answer inquiries about the council and its activities; and,

d. Perform such other duties as the council may assign to him

Article IX Impeachment

Section 1. The general assembly may remove or suspend any of its members on any of the following grounds:

a. Willful violation of this Constitution b. Gross neglect of duty c. Any form of misconduct which undermines

the integrity of the University Student Council

Section 2. Upon the resolution of at least one-fourth of the members of the general assembly a motion of impeachment shall be undertaken against on or more of its members.

Section 3. Member or members for which charges for impeachment have been directed shall be furnished a copy of the allegations not later than ten days before the given opportunity to present his/her defense in writing before the meeting shall be allowed to address the general assembly during the meeting.

Section 4. Council member shall be considered impeached upon a two third vote of the general assembly.

Article X Suspension

Section 1. As an alternative to impeachment, council members may be suspended when

a. They have been found guilty by the general assembly of any of the above delinquencies in Article IX,

b. A two third vote of the council members present in the general assembly meeting approved the suspension upon hearing their defense, and

c. The members to be suspended was informed through a written notice of the proceedings not later than five (5) days before the meeting is called for that purpose.

Section 2. The general assembly shall decide the period for which the council member shall be suspended provided it shall not exceed thirty (30) days

Section 3. Suspended council members shall not be allowed to participate in deliberations, vote and exercise his duties and power as a council member

Section 4. Suspended members shall have their names stricken from the roll of the University Student Council during each period of their suspension and therefore will not be included in any quorum

Section 5. Suspended council members may be allowed to attend meetings and address the body provided a majority of the council members present are in agreement.

Article XI Funds of the Council

Section 1. The General Fund of the Council shall consist of the Student Welfare Fund collected from every student by the duly authorized representative of the University Student Council every registration including summer period and shall be deposited in a bank with the chairperson or the vice-chairperson and/or treasurer as signatories

a. The Student Welfare Fund will be appropriated as follows 40% for the University Student Council and 60% for the local student council fund

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b. The USC shall be responsible for the appropriations of local council funds upon the request of the local student council

c. The amount to be collected shall be defined in the USC By-laws

Section 2. The University Student Council shall formulate and adopt a budget which shall embody a work plan or program with estimated expenditures for the incoming year

Section 3. No disbursement of funds of the council shall occur except in the pursuance of an appropriation authorized by the council

Section 4. The balance of the council funds shall be returned as the funds for the next succeeding term

Section 5. The USC shall publish a financial statement at the end of the term

Article XII Amendments

Section 1. Any amendment to or revision of, this Constitution may be proposed by the University Student Council after an affirmative vote of at least to-thirds of the general assembly.

Section 2. The proposed amendment must be presented in writing at the previous meeting of the council or not later than ten days before holding of the meeting to decide upon it.

Section 3. Any amendment shall be valid only after it has been approved and ratified by the University Student Body in a referendum following its publication and proper dissemination.

USC Manila By-Laws Approved during the 1

st GA of the 27

th USC Manila

(17 April 2005)

Article I

General Provisions Section 1. These By-Laws shall be known and hereby referred to as the “By-Laws of the University Student Council Manila”. Section 2. These By-Laws are based on the provisions of the Constitution of the University Student Council Manila.

Section 3. As used in these By-Laws, the following terms, unless otherwise defined, shall mean:

a. University – refers to the University of the Philippines

b. UP Manila – refers to the University of the Philippines Manila

c. Students – refers to bonafide students of UP Manila

d. University Student Council (USC), Council, USC Manila – refer to the University Student Council of UP Manila

e. USC Constitution, Constitution – refer to the Constitution of the University Student Council Manila

f. By-Laws – refers to these By-Laws of the University Student Council Manila

g. USC Manila Office – refers to the following postal address: 4/F UP Manila Student Center, Padre Faura cor. Ma. Orosa Sts., Ermita, Manila 0900

h. GA – refers to the USC General Assembly, the council’s highest policy making body composed of its duly elected members

i. Member – refers to any member of the USC Manila General Assembly

j. Management Staff – refers to the USC Manila Management Staff as outlined in Article V of these By-Laws

k. College Student Council (CSC) – refers to the local College Student Council of a particular college within UP Manila

Article II

Duties of Officers The Chairperson, Vice-Chairperson, Secretary, Treasurer, Business Manager, and Public Information Officer shall have duties as outlined in the USC Constitution. Other functions, powers, and duties may be assigned to them by the GA provided that these are not inconsistent with the USC Constitution.

Article III Committees

The Chairperson, upon consultation with the GA and whenever a specific need arises, shall create an ad-hoc committee with defined membership, functions and powers, and duties that shall effectively address such need. He/she shall appoint from the members of the GA the Committee Chairperson to coordinate the ad-hoc Committee’s affairs.

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Article IV League of College Councils

Section 1. Composition. The League of College Councils (LCC) shall be composed of all the College Student Councils (CSCs) of UP Manila, represented by their respective Chairpersons. The USC Vice-Chairperson shall be its presiding officer. Section 2. Functions and Powers. The LCC shall serve as a coordinating body for inter-College student affairs, and as an institutional liaison between the USC and the CSCs. It may recommend positions, opinion, and activities for adoption of the USC. It shall also serve as an avenue for consultation of the students.

Article V USC Manila Management Staff

Section 1. Name. There shall be a corps of students dedicated to efficient and professional operations of the council as an institution. It shall be referred to as the “USC Manila Management Staff”. Section 2. Recognition. The Management Staff shall be recognized throughout the campus as an extension organization of the USC Manila, and as such shall enjoy the rights and privileges of any regular university-wide student organization in as so authorized by its mother organization, the council. Section 3. Duties. The Management Staff shall carry out lawful orders emanating from the council. It may also suggest to the council for approval and implementation activities that are not contrary to the USC Constitution and By-laws. Individual members of the council may be given direct authority to supervise the Management Staff by a council resolution for that purpose. Section 4. Organizational Structure. The Management Staff shall organize amongst themselves a set of officers with their head being referred to as the “Chief of Staff”, who shall report directly to the council. Other positions may also be created so long as efficiency is kept in mind.

Article VI Meetings

Section 1. Public Nature. All meetings of the council shall be open to the public unless decided otherwise to be an Executive Session by majority vote of those in attendance.

Section 2. Quorum. A simple majority (fifty percent plus one) of all the members of the body holding office at the time the meeting is called shall constitute a quorum for transaction of business. Section 3. Representatives. In their absence, council members may send representatives on their behalf; Provided, that said representatives are bonafide students of UP Manila with unquestionable moral character, and that they are not to be counted for purposes of determining a quorum; Provided further, that they cannot vote on any matter; Provided finally, that in no case shall a representative preside over a meeting. Section 4. Venue. The venue for all meetings shall be the USC Manila Office, unless otherwise agreed upon by the body seeking to meet. The business manager shall coordinate the reservation and scheduling of venues to avoid conflicts of usage. Section 5. Schedule. Regular sessions shall be scheduled at a common day and time fairly convenient to the council members. Its frequency shall be at least twice a month, with equal chronological spacing in between. Special sessions may be called by the Chairperson from time to time, upon request of at least one-fourth (1/4) of the entire council membership. Section 6. Notices and Cancellation. Regular sessions can only be cancelled when there are unforeseen events conflicting with the schedule that are deemed threats to the physical safety of council members, or when non-working public holidays are declared. Notices shall only be given by the Secretary in such cases and when the schedule is changed. Notices for Special sessions must be sent out one (1) week in advance, except when the matter to be discussed is of urgency. Section 7. Conduct and Parliamentary Procedure. Members of the council shall observe parliamentary procedure in the conduct of meetings. Formalities such as the use of titles to address any member need not be necessary, provided that due courtesy and respect are afforded to all members. Section 8. Order of Business. The Order of Business for all meetings shall be as follows:

a. Call to order b. Roll call c. Reading, correction, and approval of

Minutes of previous meeting

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d. Reading and referral of correspondence to the USC

e. Report of the Chairperson f. Report of Committees g. Unfinished or old business h. New business i. Announcements j. Adjournment

Section 9. Voting. Voting on motions and divisions shall be performed as follows:

a. Majority vote. Unless otherwise stated, any issue shall be subjected to a majority vote, equivalent to fifty percent plus one (50% +1) of all members present who cast their votes. In the event that fifty percent is not a whole number, fifty percent shall be interpreted as the next higher whole number.

b. Abstention. A vote of abstain must be formally cast for it to be considered. If a majority of the votes are abstentions, the Chairperson shall decide on the issue.

c. Run-off voting. In the event that voting is conducted between three or more options and no option acquires a majority vote, the two options that received the highest number of votes shall again be subjected to voting. The option that shall gain the majority vote shall be adopted.

d. Conduct. Voting shall be conducted by viva voce vote or by show of hands. A member who wishes to explain his/her vote may do so in not more than two (2) minutes.

e. Tie vote. The presiding officer may cast his/her vote in the event of a tie.

Article VII

Attendance and Absences Section 1. Upon written application to the General Assembly, setting forth good and sufficient cause, leave of absence may be granted excusing a member from attending the meetings of the council for a specified length of time. Section 2. In no case shall a leave of absence be granted for more than three (3) consecutive meetings or a total of five (5) meetings. Section 3. In the event that a member incurs more than three (3) unexcused consecutive absences or more than a total of five (5) unexcused absences, he/she shall be reprimanded in writing and fined an amount to be agreed upon by the General Assembly.

Article VIII Resolutions

Section 1. No resolution or motion to commit the council on any matter shall be considered by the council until it has been considered by the GA. Section 2. Resolutions for consideration of the council shall be pursued by the following process:

a. Filing. Any USC member files the USC bill with the Secretary, or writes a letter to the secretary stating his/her intended bill content

b. First reading. The Secretary confers with the Chairperson, calendaring the bill for the next GA regular session. The bill title is read by the Chairperson in that GA session as part of his report, after which the GA shall refer the bill for action to the appropriate Committee.

c. Committee deliberation. The Committee studies the bill, conducts public hearings or inquiries if deemed necessary, then considers the bill for disapproval or approval. If the bill is disapproved, it is sent back to the Secretary with the detailed decision and reported out in the next GA as such. If the bill is approved, it is reported by the Committee to the Secretary, who calendars the same as New Business in the next GA regular session. This period with the Committee shall not exceed two weeks.

d. Second reading. The Bill Sponsor delivers the summary of the committee report, and formally asks for bill approval. The GA studies the bill, allows interpellation of the sponsor by the other members, and amends the bill as necessary. If the bill is certified as urgent by the Chairperson, final approval can be obtained from the GA at this stage after any amendments have been made.

e. Third reading. The Secretary duplicates the amended bill, and distributes copies to all USC members. The amended bill is calendared for the next GA regular session as unfinished business. At that GA regular session, the Chairperson reads the amended bill’s title, and the GA votes to approve or disapprove. No amendments can be made at this point.

f. Publication or Archiving. If the bill is approved by the GA, it is then assigned a resolution number (chronologically according to the Secretary’s records) and then reprinted into a clean copy, certified by the Secretary and signed by the

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Chairperson. It is then published. If the bill is disapproved by the GA, it is marked disapproved and then sent back to the Secretary for archiving.

Article IX

Student Welfare Fund Section 1. Collection. A duly authorized representative of the USC shall collect from every student funds to be designated as the Student Welfare Fund (SWF). Collection shall be performed at the enrollment/registration period of each academic semester including summer. No student shall be officially registered unless he/she has already paid the SWF. Section 2. Appropriation. Forty percent (40%) of the SWF shall be appropriated for the USC, and the remaining sixty percent (60%) shall be appropriated for the CSC. CSC funds may be disbursed immediately, provided that an accounting of the total collections and disbursed funds shall be submitted by the CSC involved to the Treasurer. Section 3. Amount. The basic amount to be collected as SWF shall be twenty pesos Philippine currency (PHP 20.00), except in Colleges wherein their student bodies have agreed to pay a different amount, in which case such amount shall not be less than the aforementioned basic amount.

Article X Financial Management

Section 1. The treasurer shall deposit all funds of the council in a major commercial bank to be approved by the GA. Section 2. All bills shall be paid only by checks signed by the treasurer upon vouchers signed by any two officers accompanied by authorization from the council. Cash payments shall be allowed only in the event that a checking account cannot be availed of. A thorough audit of all the council’s financial transactions by a qualified person who is not a member of the USC Manila shall be conducted every two months. Section 3. The fiscal year of the council shall extend from April 15 to April 14, and for the collection of the Student Welfare Fund shall be divided into three (3) semiannual periods corresponding to the three semesters – Summer, First, and Second. Section 4. At the beginning of each fiscal year the GA shall prepare or cause to be prepared a

budget of estimated income and estimated expenditures for the year, which, having been agreed to by the GA, shall stand as the limit of expenditures for the respective purposes unless otherwise ordered by action of the GA.

Article XI Information Dissemination

Section 1. Transparency. All members of the USC Manila shall make it their personal commitment to the students to be accountable at all times for their words and actions in official council matters. At any reasonable time within office hours on regular school days, all records and documents of the council shall be made available for viewing or replication by students; Provided, that intention for such viewing and/or replication shall be properly expressed at least a day before. Section 2. Information Technology and Traditional Means. The council shall see to it that all means of information dissemination – whether through the traditional means by paper or by information technology – shall be maximized. Access to council records and updates shall be effected through internet facilities like websites, e-mail, weblogs, egroups, etc. Section 3. USC Newsletter. A newsletter reporting council activities and positions shall be published every last week of the month. With the council as Publisher, the Chairperson shall be the Editor-in-Chief, and the Public Information Officer shall be the Managing Editor. The newsletter shall follow the norms of responsible journalism.

Article XII Effectivity and Amendments

Section 1. These rules take effect immediately upon their first approval by the GA in a regular session. Section 2. Specific sections of these By-Laws may be temporarily suspended upon motion and approval by two-thirds (2/3) vote of all members of the GA; Provided, that sections directly derived from the USC Constitution can never be suspended. Section 3. These bylaws may be amended at any succeeding regular session of the GA, a quorum being present, by a two-thirds vote of all members present, provided that notice of such proposed amendment shall have been received by each member at least ten (10) days before such meeting.

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Section 4. No amendment, deletion, or addition to these bylaws can be made which is not in harmony with the USC constitution. Section 5. Approved amendments shall take effect immediately.

Parliamentary Procedure Handling motions The proper procedure for handling a motion is as follows:

1) Member signifies they would like to speak, addressing the Chairperson

2) Chairperson recognizes member 3) Member states motion 4) Chairperson asks for a second if no one

voluntarily offers 5) Chairperson states the motion 6) Chairperson asks for discussion if it is a

debatable motion 7) When discussion ceases, Chairperson

restates motion and asks for a vote 8) Chairperson gives results of vote and

declares the motion passed or failed (Some motions do not require all eight steps.)

Motions most often used Motions have rank or precedence, those of lower rank yield to those of higher rank, resulting in more than one motion of the floor at one time. A higher ranking motion can be moved during the discussion period of a pending motion before the assembly. The following motions are listed according to their rank, starting with the lowest:

a) The main motion: “I move…”

Requires all eight steps in handling motions

Majority vote

b) Amendment: “I move we amend the motion by…”

Requires all eight steps in handling motions

Majority vote c) Refer to committee: “I move we refer this

matter of … to the Committee on…”

Requires all eight steps in handling motions

Majority vote

d) Postpone to certain day: “I move we postpone consideration of this matter until…”

Requires all eight steps in handling motions

Majority vote

e) Close debate: “I move we close debate and vote immediately on the pending question.”

Discussion not needed

Two-thirds vote

f) Lay on the table: “I move we table this motion concerning…”

Discussion not needed

Majority vote g) Take from the table: “I move we take from

the table the motion…”

Discussion not needed

Majority vote Other useful motions

h) Withdraw: “I wish to withdraw the motion concerning…” (only by proponent of motion)

If a member objects to the withdrawal, another member’s motion is in order

Does not need a second

Majority vote

i) Reconsider: “I move we reconsider the vote on the motion…”

Interruption of speaker and recognition by Chairperson not needed

Majority vote j) Point of order: “I rise to a point of order.”

(to indicate errors in parliamentary procedure)

May interrupt speaker; does not need recognition; does not need a second

Decision by the Chairperson

k) Parliamentary inquiry: “I rise for parliamentary inquiry.” (member asks if an error has been made in procedure)

May interrupt speaker; does not need recognition; does not need a second

Decision by the Chairperson

l) Division: “I call for division.” (to obtain an accurate account of the vote)

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May interrupt speaker; does not need recognition; does not need a second

Decision by the Chairperson

m) Questions of privilege: “I rise to a question of privilege.” (matters concerning personal comfort)

May interrupt speaker; does not need recognition; does not need a second

Decision by the Chairperson n) Adjourn: “I move we adjourn.”

Discussion not needed

Majority vote

How to attempt to pass a motion

1) Second the motion immediately. 2) Give arguments for it during the

discussion. 3) Vote for the motion. 4) Vote against any motion to postpone the

original motion indefinitely. 5) Move to amend it, to perfect or improve it. 6) Vote against the motion to close debate in

order to continue to discuss the motion’s good points.

7) Vote against the motion to table. 8) Vote against the motion to recess. 9) Vote against the motion to reconsider. 10) Carry out motions immediately, so the

motion to rescind cannot be used. 11) Vote against motion to adjourn. 12) The only way to carry a motion is to get

the votes. Have your supporters at the meeting and encourage them to vote your way.

How to attempt to defeat a motion

1) Do not second the motion. 2) Give arguments against it during the

discussion. 3) Vote against the motion. 4) Move to postpone indefinitely in an

attempt to “kill” it. 5) Move to amend it to make it undesirable or

complicated. 6) Move to refer it to a committee to delay

action. 7) Move to postpone it to the next meeting to

delay action. 8) Move to close debate to stop further

discussion of good points. 9) Move to table the motion. 10) Move to take a recess to delay the

discussion and vote.

11) If opponents win, move to reconsider the motion.

12) If opponents win and action has not been taken, move to rescind it.

13) Move to adjourn in order to prevent voting.

Source: http://www.uwstout.edu/studentcenter/cdrom/goals/parliamentary.html

Resolution Making Rationale and Procedure The Council Resolution formalizes major decisions and/or stands. To make the Council more efficient and to help organize the work of the Secretary, the following are the steps (Art XI, Sec 2 of the By-Laws) to formalize or put into writing/black-and-white MAJOR measures, decisions, and other stands that any member of the USC Manila would like to have the council consider.

1. Any member of the USC General

Assembly may propose any MAJOR measure, decision, stand, or directive for consideration by the council. He/she is encouraged to use the USC Bill template. Assistance may be requested from the Secretary.

2. Fill in the bracketed text in the USC Bill

template. It is not required to be legalistic in the language to be used. What is important is that the theme of the author’s intentions be put into writing.

3. Once the USC Bill template is filled in

completely, submit it to the Secretary for docketing (recording) and assignment of a Bill number. Bill numbers are assigned based on the chronological order of Bills received by the Secretary.

4. The Secretary confers with the

Chairperson about including the filed bill into the agenda of the next General Assembly (GA) regular session for first reading.

5. The GA will decide upon first reading as to

which Committee is the most appropriate to study and make recommendations on the filed bill. If there are any GA members who would like to personally support the

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bill being evaluated, they can be listed by the Secretary as Co-Sponsors of the Bill.

6. The assigned Committee shall then go

through the process of studying and/or revising the Bill, to come up with a recommendation not later than two (2) weeks from receipt of the Bill (the time of which may shorten depending on the Bill’s urgency). The Committee shall submit its decision to the Secretary for inclusion into the agenda of the next GA regular session.

7. If the bill is approved by the Committee

assigned to it, then the GA shall vote on it at its next meeting (if the Bill is certified as urgent by the Chairperson) or shall study and amend it as needed at its second reading. If it is disapproved by the Committee, then the Secretary will simply report that the Bill has been disapproved and is thus archived in the files of the Council.

8. If a majority of the GA votes FOR the bill,

then the latter is then converted to a Council Resolution which shall, upon certification of the Secretary and approval of the Chairperson, become binding and executory upon the Student Body of UP Manila. If a majority of the GA votes AGAINST the bill, then the latter is marked DISAPPROVED BY THE GA and returned to the Secretary for archiving.

USC bill template

USC Manila Bill No. 0506 - ______ A RESOLUTION [MAIN PURPOSE], AND FOR OTHER PURPOSES ADOPTED ON ______________.

Introduced by: [Individual Author/s – any USC member/s]

Co-sponsored by: [Individual Co-sponsor/s – the supporters from the General Assembly]

Referred to the Committee on [Committee Name]

of the USC Manila on [Date]. [Approved/Disapproved] by the Committee on

[Committee Name] on [Date] as Ctte Report No. ______;

[Respectfully referred to the General Assembly for Consideration/

Sent to the Secretary for archiving].

WHEREAS, [background/history];

WHEREAS, [significance]; WHEREAS, [objective/s]; NOW, THEREFORE, be it RESOLVED, as it is hereby RESOLVED by the UNIVERSITY STUDENT COUNCIL UP MANILA GENERAL ASSEMBLY in regular session, to [Main Directive]; RESOLVED FURTHER, that [Secondary Directive]; RESOLVED FURTHER, that [Tertiary Directive, etc.]. PASSED and ADOPTED at the _______________________________ this ____ day of ___________, 2005.

The General Assembly

Certification:

I HEREBY CERTIFY that pursuant to the

Constitution and By-Laws of the USC Manila, this Resolution numbered 0506-_______ was given due course in the USC Committee on _______________ and arrived at and approved in a meeting with quorum by a [unanimous/majority] vote of the General Assembly, the details of which are in the Minutes of the Meeting dated __________________.

MARIELLE-FELIZE T. FLORES

Secretary

Noted:

ALBERT FRANCIS E. DOMINGO Chairperson

Documentation Meeting Minutes Although it is natural to think only in terms of the “here and now,” the decisions you make today may have significant impact on your organization in the future years. Therefore, it is important that a thorough and accurate summary of all organization meetings be maintained. Minutes are a record of what is done and not of what is said. Generally, personal opinion of members and other discussion should be avoided. These matters can

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be transcribed from audio recordings and then released as proceedings. Minutes should normally contain the following information:

1) Name of organization 2) Nature of the meeting (regular or special) 3) Date and place of meeting, list of those

present 4) Presiding officer and secretary 5) Approval of minutes of previous meeting 6) All reports and action taken 7) All main motions carried or lost with the

vote count where needed 8) All other motions carried which contain

information necessary to subsequent meetings

9) Adjournment Source: http://www.uwstout.edu/studentcenter/cdrom/goals/meeting_minutes.html

Event Recording Part of effective documentation is the recording of events. Whenever there is a council event, see to it that photographers are on hand taking pictures, and don’t forget to write down summarized (or detailed, as applicable) proceedings of what transpired.

Finances Sound Practices

All disbursements must be made by Voucher only as authorized by the council.

All receipts should be deposited into the USC bank account at least once a week. They should never be deposited in an individual bank account.

Budgeting is an important planning tool and an integral part of program planning. Budgets should maximize available resources, and should be prepared well in advance of the project(s) requiring funding.

Sources of income for the USC Manila are the Student Welfare / Council Fund (40% of the current Student Council Fund paid at enrollment) and fund-raising events, aside from sponsorships. Expenses to watch out for include telephone bills, printing and photocopying, travel, national

or regional membership dues, and equipment/facility rentals.

Banking In opening and/or maintaining the USC Manila bank account, know the following from prospective banks:

Maintaining Balance

Transaction Charges

Accessibility (ATM)

Interest and Taxes

Feasibility of a checking Account

Account opening requirements

Signatories

Organizational protocol (change in officers, etc)

Accounting It is necessary to keep a financial journal to allow the treasurer to keep track of deposits and detail expenses, earnings, and interest. Note the following pointers:

An original receipt from the vendor should substantiate all expenses paid. If this is not possible, the individual requesting reimbursement should be required to furnish a signed statement that explains the purpose of the expense. The officer/committee person responsible for the activity/event for which the expense was incurred should also approve such an expense.

The treasurer should reconcile the books with the bank and, at least monthly, prepare a financial statement for reporting.

The financial statements and records

should be reviewed every two months by a reputable independent auditor.

Financial records should be retained for a minimum of five years. This can be accomplished by sealing all records in an envelope or box at the time of transfer to the new treasurer/bookkeeper. The date to destroy the information should be clearly identified on the container to ensure future officers know the proper date.

Source: http://www.uwstout.edu/studentcenter/cdrom/money/finances.html

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USC Committees and Desks Committees approved during the 1

st GA

Academic Affairs

Culture

Health

Legislative Affairs

National Unity and Sectoral Solidarity

Sports and Athletics

Student’s Rights and Welfare plus Basic Services (Strawbs)

Desks approved during the 1

st GA

Gender and Grievance

Part II – Planning Tools

General Plan of Action Elements of the General Plan of Action A General Plan of Action (GPOA) or Platform of Government is a comprehensive political plan that contains the following: Mission/Vision, General Objectives, Specific Objectives, and List of Projects. These elements are interrelated:

Mission/Vision – the mission/vision contains motherhood statements that capture and present themes that shall be pursued for the term in office.

General Objectives – general objectives are goals that are wide in scope. They must be contextualized with the mission/vision in mind.

Specific Objectives – specific objectives are further-detailed descriptions of the general objectives. They should be SMART – specific, measurable, attainable, realistic, and time-bound.

List of Projects – the list of projects contains the programs that shall operationalize the specific objectives. It is only through these tangible outputs that constituents will be able to appreciate the first three elements of the GPOA.

Election period GPOA vs. working GPOA In the course of elections, political parties and candidates often present different GPsOA. The contrast may be in either one of the four elements

listed above. Principled leadership becomes manifest when voters select their leaders on the basis of their GPOA coupled with the capability of the candidate to implement his/her GPOA. In the case of collegial bodies such as the USC, a single party’s GPOA can be adopted with full confidence that the voters approve of it only if all the available seats are occupied by that party’s candidates. Multilateral councils that have leaders elected from different political parties cannot adopt any single party’s GPOA, because there must be reason why candidates from other parties made it into the final set of policy makers. Thus, the working GPOA should be a consensus between all members of the council as to what portions of their respective GPsOA shall be included. Consolidation is thus performed, with the general intention of weeding out not-so-significant projects in favor of programs that are most beneficial for the constituents’ common good.

SAPIME The acronym SAPIME stands for Strategic Assessment, Planning, Implementation, Monitoring, and Evaluation. It is a program/project management cycle, a process that happens from the moment a project is conceptualized to after it has ended.

Strategic Assessment for organizations is conducted using the SWOT analysis – which stands for Strengths, Weaknesses, Opportunities, and Threats. Upon conceptualization of a project, one must correctly analyze current conditions wherein the project shall materialize using SWOT. This process offers insight as to how viable the project is, what resources should be tapped, and the pitfalls that can be avoided.

Another method to have an effective strategic assessment is to use the force field analysis. Recall from physics that Force = mass x

SA P I

M E

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acceleration, and that forces are depicted using vectors that have both magnitude and direction.

Here’s an example on how to apply the force field analysis: consider the figure above. The horizontal line on the left is the current condition (status quo) surrounding your problem, and you’d like to bring it up to the level of the goal. The broken arrows are restraining forces, hence they push your current conditions farther away from the goal. Restraining forces are tantamount to challenges that prevent you from moving forward to achieve your intended result. The solid arrows, on the other hand, are driving forces that lift current conditions closer to your goal. Driving forces are those factors that favor your project – whether they are in terms of logistics, time, etc. Assign magnitudes to your restraining and driving forces depending on how heavy you view them, or how they can really affect your project. Use one vector arrow per force. The summated vector will determine whether you shall reach your goal or not. In the event that the summation of vectors pushes you away from your goal, identify the vectors that cannot be cancelled out by available driving forces, and work on them. Planning follows strategic assessment. Once you have an idea of current conditions and what you need to maximize in order to move forward, the planning stage then begins. A multitude of problems may be identified, and plans can be made for all of them. However, if the number of problems is just too many or resources are scarce, it is wise to prioritize which problems shall be dealt with first. Problem prioritization can be done using a table for the purpose. In the first column, list criteria you’d like to judge your problems with. The second column onwards is to be assigned to your identified problems, one column to one problem.

Here’s an example for community health problems: Barangay 143 has three problems: (1) source of potable water, (2) drug addiction among the youth, 14-18 y/o males, and (3) typhoid fever, wherein 2/2000 people are sick, with 20 others having diarrhea and fever. Problem prioritization table for Bgy 143:

Criteria (1)

Water (2)

Drugs (3)

Typhoid

Magnitude of the problem

Community support

Political support

Program feasibility 2 3 1

Availability of resources

Cost/expenses

Total:

Rank the problems per criteria, using 1 as the highest and 3 as the lowest. Example: Since addressing the water source problem is more feasible than drugs but not as attainable as curing the typhoid problem, the numbers are assigned as above. (Drug addicts take long to treat, typhoid only needs medicines, water sources can be constructed by the city government.) Add the total scores per problem. The problem with the lowest score should be your top priority, while the problem with the highest score can be addressed last. Once you have prioritized your problems, specific planning matrices can then be made for the first few of them on the list. In making a planning matrix, the problems are to be listed in the first column, and the criteria below shall be the next few column headings:

Objectives – make sure they are SMART (Specific, Measurable, Attainable, Realistic, and Time-bound)

Methodology – write down how you are to go about achieving your objectives. Action plans come in here.

Resources – there are two types: human and material. For human resources, list down people assigned to implement the methodology. Identify also other

GOAL

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individuals or groups working on the same thing – they can be tapped as resources to help attain the objectives.

Verifiable indicators – List down aspects of the project that can be observed for changes that mean your concept is working. Examples include the number of people interested, actual participation, etc.

Means of verification – list down how you are to document on paper the changes that your indicators will show. Examples include signatures/attendance sheets, pictures, or head counts.

Source: Lectures in Family and Community Health (FCH), UPCM YL IV

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Project Planning Matrix *To be accomplished for each individual project

27th USC Manila (AY 2005-2006) PROJECT PLANNING MATRIX (To be accomplished for each project)

Committee/Desk: ___________________ Project No. ______ Please accomplish legibly. Do not leave any space blank.

Name of Project:

Short Description and SMART Objectives: (Attach extra sheets if needed)

Projected DATE and TIME:

Resources: (Attach extra

sheets if needed)

Human

Material

Estimated Budget:

Income

Subtotal: _____________

Expenses

Subtotal: ______________

Net total: __________________

Preparation Checklist: Preparation will start [ ] days / weeks / months before the event. ____ Goal Setting - ____ Program Development - ____ Scheduling - ____ Budget Finalization - ____ Contracting - ____ Facilities and Arrangements - ____ Publicity and Documentation -

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Summary of Committee Projects

27th USC Manila (AY 2005-2006) SUMMARY OF COMMITTEE PROGRAMS/PROJECTS

To: The Chairperson From: ________________ Committee/Desk Head’s Signature: __________________________ This is to respectfully notify your office of the following programs/projects:

Project Number and Name

SMART Objectives Beneficiaries Target Audience / Participants

Thank you.

To: The Secretary From: ________________ Committee/Desk Head’s Signature: __________________________ Please be ready to document the following programs/projects:

Date Project Number and Name

Short Description Documentation Needed

Thank you.

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To: The Treasurer From: ________________ Committee/Desk Head’s Signature: __________________________ Please consider the following programs/projects in preparing the USC Manila budget:

Date Project Number and Name

Income Expenditures Net Total

Thank you.

To: The Business Manager From: ________________ Committee/Desk Head’s Signature: __________________________ Please be ready to document the following programs/projects:

Project Number and Name

Date Facilities Needed Management Staff Needed

Thank you.

To: Public Information Officer From: ________________ Committee/Desk Head’s Signature: __________________________ Please prepare publicity materials for the following programs/projects:

Project Number

and Name

Date Needed Short Description Publicity Needed

Thank you.

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Part III – Reference Materials

Academic Calendar 05-06 *NOTE: Not yet final. This is only a proposed academic calendar. Expect a few changes. Only events significant to council operations have been listed below. First Semester May 2-13 Physical Examination for incoming freshmen 5-13 Registration for freshmen 16-20 Removal examination period 30 Registration for graduating students 31-6/6 Registration for other students June 7 Start of classes Freshmen welcome assembly 14 Last day for late registration 18 UP Foundation Day 28 Deadline for filing application for grad July 27 University Council meeting for graduation August 3 Mid-semester 6-7 UPCAT September 2 Deadline for dropping subjects October 1 End of classes 3-4 Integration period 5-7 Final exams for graduating students 5-13 Final exams for other students 17-21 UP Manila Foundation Week Second Semester October 17-21 Removal examination period November 3 Registration for graduating students 4-8 Registration for other students 9 Start of classes 16 Last day for late registration 25 Deadline for filing application for grad December

7 University Council meeting for graduation

16 Lantern Parade 17 Start of Christmas vacation January 2 Resumption of classes 21 Mid-semester February 20 Deadline for dropping subjects March 21 End of classes 22-23 Integration period 24-27 Final exams for graduating students 24-4/1 Final exams for other students April 21 Commencement exercises Holidays June 12 Independence Day 24 Manila Day August 6-7 UPCAT 28 National Heroes’ Day November 1 All Saint’s Day 30 Bonifacio Day December 25 Christmas Day 30 Rizal Day January 1 New Year’s Day April 9 Araw ng Kagitingan 13 Holy Thursday 14 Good Friday

Minutes, 1st PA Tentative Minutes of the First Planning Assembly held last March 16, 2005 at the University Student Council (USC) office, 4/F, Student Center Building, University of the Philippines Manila, Padre Faura

Street, Ermita, Manila Present:

Mr. Albert Francis Domingo, Chairperson Mr. Ezequel Joshua Villena, Vice Chairperson

Ms. Marielle-Felize T. Flores, Councilor Mr. Donn Mc Angelo T. Valdez, Councilor

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Mr. Jose Manuel Jamora, Councilor Ms. Anna Mellissa F. Abarquez, Councilor

Ms. Hazel Dhates Domingo, Councilor Mr. Raphael Juayang, Councilor Mr. Naegele Mandal, Councilor

Ms Marianne Altamera, CAMP Representative Mr. Rainier Mar G. Palogan, CAS Representative

Mr. Jeffrey B. Dotingco, CPH Representative Ms. Geannagail O. Amnan, representing Mr. John

Stuart Pancho, CN Representative Absent:

CD Representative Mr. Timothy Joseph Orillaza, CM Representative

CP Representativee

1.) The meeting started at 5:25 PM, with Mr. Domingo presiding. Mr. Valdez was appointed the interim secretary for the meeting. Mr. Domingo informed the body that the induction of the officers-elect of the USC is tentatively scheduled on the week after the Holy Week. He then read the agenda of the planning assembly, as follows:

1. Nominations for Executive Committee

members 2. Proposals for other committees and

nominations for chairpersons of each committee

3. NSTP-USC Volunteer Corps establishment

4. Networking, directories, and exchange of contact information

5. Details for next Planning Assembly during the summer

2.) Mr. Domingo, as stated in Article VI of the USC Constitution, explained the structure of the USC. Each officer-elect present then enumerated the composition of the executive committee and the powers and duties of its officers, as stated in Article VIII of the USC Constitution. Ms. Abarquez suggested that the nomination and election of members of the executive committee be postponed to the next planning assembly, which was approved by the body.

Mr. Domingo stated that according to the USC Constitution, the Chairperson should appoint the heads of the other committees, which are considered ad hoc committees; however, he preferred not to appoint but rather allow the rest of the council to have a say in choosing the heads of the other committees.

3.) Mr. Domingo announced the creation of the USC and the League of College Councils (LCC) e-groups and urged everyone present to please accept the invitation from said e-groups. He

announced that the Vice Chairperson, independent of the USC schedule, should convene the LCC.

4.) Mr. Domingo acknowledged the receipt of a CD from the Puwersa ng Masang Pilipino addressed to the Chairperson of the USC, UP Manila. The letter that shall answer the said CD shall be shown first to the USC before it will be sent.

5.) Mr. Domingo raised a question regarding the bank account of the USC, if such exists. Mr. Villena replied that the finance officer of the USC A.Y. 2004-2005 is Mr. Ken Leonard Ramos, now the Student Regent. According to Mr. Villena, no official replacement has been made since Mr. Ramos’ assumption of office as the student regent. Mr. Domingo then suggested that the student regent be requested to turn over the remaining balance of the USC Fund and provide a financial report, which the whole body then approved.

6.) Mr. Villena asked whether the secretary should disseminate information within the USC. Mr. Domingo replied that the secretary is in-charge of dissemination of information within the USC, while the public information officer disseminates information outside the USC. The body concurred with Mr. Domingo’s answer.

7.) Mr. Domingo mentioned the need for communication within the USC. Possible venues of solving the communication problem proposed were the following: a SIM card for the USC, a common cellular phone company for all USC officers, etc. The body decided to defer the decision on the matter.

8.) Mr. Domingo asked whether the USC office has a landline. Mr. Villena answered in the affirmative. Mr. Domingo suggested that for the notification of meetings other than those regularly scheduled, the landline and the Chikka group be used. Mr. Villena inquired who will be the person in-charge for said notification, considering that last year, different people were informing the USC about the meetings, resulting in confusion. Mr. Domingo asked when should the USC be notified of the meeting. Ms. Flores suggested that the notification be done a week before the said meeting. The body agreed to the suggestion. Mr. Domingo clarified that regular meetings need no such notification, and read the undertaking signed by the USC members. 9.) Ms. Abarquez clarified that USC members may send their representatives if they cannot attend such meetings, provided that the quorum be

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defined by the USC members present. Mr. Domingo reiterated the phrase “…as may be allowed by the USC Constitution….” in the signed undertaking.

10.) Mr. Domingo asked the body for their ideas and suggestions on the ad hoc committees. Mr. Juayang suggested a sports committee, Ms. Domingo a culture and a publicity and documentation committees, Mr. Mandal a health committee, Mr. Jamora a students’ rights and welfare plus basic services (STRAWBS) and an education and research (Edres) committee, Mr. Palogan a national and local issues (Natloc) committee, Ms. Altamera a finance committee, Mr. Villena a gender committee, Mr. Valdez a sectoral committee, Ms. Abarquez a national solidarity committee and Mr. Domingo a UP Charter committee. Mr. Domingo decided to move on, for the meantime, to the NSTP-USC Volunteer Corps establishment.

11.) Mr. Domingo apologized to the body for acting on the proposed NSTP-USC Volunteer Corps establishment without prior consultation with them. He then read the salient points of the letter he forwarded to Chancellor Marita V.T. Reyes, UP Manila, regarding the NSTP-USC Volunteer Corps establishment. He narrated to the council that the Office of the Vice Chancellor received such letter March 11, 2005 for Academic Affairs and that the last follow-up was on March 16, 2005. The letter, according to him, was now with the chancellor. Ms. Abarquez pointed out the need for the specifics of such a proposal before the approval by the Chancellor. Mr. Domingo then asked the body whether they preferred to discuss the details that very moment or during a later period. Mr. Mandal said that since the letter was sent already, the matter at hand is urgent. Mr. Domingo concurred. He then moved on to the networking, directories, and exchange of contact information

12.) Mr. Domingo asked if everyone present has filled in and submitted his or her information sheets; everyone answered in the affirmative. He then sated that such information will be uploaded in the USC e-group. Such e-group shall be turned over to the secretary when the appropriate time comes. He explained that the archive could be viewed by anyone, as a manifestation of the USC’s desire for transparency. He urged the USC members to complete the information asked for in the USC e-group directory.

13.) Mr. Domingo then asked the body which of the following items should be tackled first: committees, the NSTP, or the proposed summer planning. Mr. Mandal preferred that the

committees be discussed first. The body concurred. Mr. Valdez then read out the suggested committees: sports, culture, publicity and documentation (pub and doc), health, students’ rights and welfare plus basic services (STRAWBS), education and research (Edres), national and local issues (Natloc), finance, gender, sectoral, national solidarity and UP Charter. Mr. Domingo suggested an academic committee, which everyone agreed to. Mr. Villena moved that the nomination of proposed committees be stopped. Mr. Jamora seconded and the body concurred. Ms. Domingo asked how many committees should be created. Mr. Domingo asked if the committees should be headed by councilors only. Mr. Villena answered that the councilors had grasp and jurisdiction. Ms. Flores asked if the number of committees should exceed the number of councilors. Mr. Villena suggested that there be seven committees. Mr. Domingo said that the number of committees is open. Mr. Villena suggested that the pub and doc and finance committees be removed. Mr. Valdez seconded and the body concurred. Mr. Palogan suggested that culture and gender be merged. Mr. Villena then suggested that the gender be merged with STRAWBS. The body decided that gender is part of the STRAWBS committee. Ms. Domingo suggested that the academic and edres be merged. The body decided that education and research is not a committee but a function of every committee. The national and local issues committee was split, the national issues merging with thee sectoral committee to form a national solidarity committee and the local issues merged with STRAWBS. Sports and culture became separate committees. The academic and UP Charter committees was approved. It was suggested that the head of the UP Charter committee be focused on said committee. The body also decided that college representatives could be committee heads, although Ms. Amman asked about the college representatives that have their respective projects in their local college councils. The body decided to defer defining the functions of the committees created. The proposed committees as approved during the meeting are as follows: national solidarity, students’ rights and welfare plus basic services, sports, culture, health, academics and UP Charter.

14.) The planning assembly was scheduled on April 16-17, 2005 at Mr. Jamora’s residence (Gary’s Restaurant, Taft Avenue, Manila), from

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8:00 AM to 8:00 PM on April 16 and 8:00 AM to 12:00 PM on April 17.

15.) The discussion of the details of the NSTP-USC Volunteer Corps was deferred. Pertinent issues raised for consideration on the next meeting included the grading, the handling, and distribution of volunteers among the USC committees and the objectives, goals and purposes of such program. Ms. Abarquez suggested that the USC take notice of the disparity in the NSTP implementation. Mr. Mandal asked why the NSTP letter was sent to the Chancellor. Mr. Domingo said that the letter was sent to expedite the proposed NSTP-USC Volunteer Corps program, a core administrative matter in having a stronger USC.

16.) Mr. Villena was appointed the interim treasurer and business manager of the USC for the purpose of collecting the USC Fund this summer.

17.) Ms. Altamera suggested that before the planning assembly the executive committee members and the ad hoc committee heads be elected/chosen. Mr. Valdez said that such election be done after the oath taking, after the officers have assumed their offices.

Having no other matters to discuss, the

meeting adjourned at 7:15 PM.

(SGD.) DONN MC ANGELO T. VALDEZ Councilor and Interim Secretary

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Financial Statement (04-05) *For auditing

Financial Statement

USC 2004-2005

Cash Inflow

Student Fund : Summer 2004 PhP 5,138.00

Student Fund : 1st Semester 24,424.00

Student Fund : 2nd

Semester 20,656.00

Ticket Sales : Freshmen Night 5,400.00

Food Sales : Freshmen Night 850.00

Registration Fee : Bakbakan 1,400.00

TOTAL PhP 57,868.00

Cash Outflow

Stamp for enrollment PhP 200.00

KASAMA sa UP NC Meet 900.00

Freshmen Welcome 239.00

Freshmen Night 16,414.00

1st semester planning/Office rehabilitation 1,292.20

National Youth and Students Summit 20.00

SONA campaign 2,113.00

Charter campaign: CN Convocation 486.00

CAS Convocation 526.25

Budget Cut campaign (1st Semester) 489.00

KASAMA sa UP Congress/Oct. GASC 4,156.50

2nd

semester planning 672.10

Budget Cut Campaign (November) 3,610.50

SHS Bookdrive 120.00

USC Newsletter 3,188.00

Campus Idol 55.00

HLI Exhibit 412.00

NUSP Convention 2,000.00

KASAMA sa UP SGA/Dec. GASC 4,346.50

Bakbakan 9,459.35

VAT & Budget Forum 1,000.75

HALALAN 2005 5,943.75

Solicitation for Medicines 190.25

TOTAL PhP 57,834.15

TOTAL MONEY IN PhP 57, 868.00

TOTAL MONEY OUT 57, 834.15

FUNDS REMAINING 33.85

* The remittances of CN and CPH for the 2

nd semester have yet to be turned in. P3500 will also be collected from Mr.

Brain Arda of the outgoing CAS-SC as payment for the subsidy given to him.

Prepared by: Certified:

(Sgd.) Ken Leonard Ramos (Sgd.) Rizzalyn Ramirez

Finance Officer Chairperson

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Part IV – Notes and Output