Student Organizations

STUDENT ORGANIZATIONS AND LEADERSHIP DEVELOPMENT

 

The University of Baguio recognizes the importance of enhancing the intellectual, artistic and leadership capabilities of students to provide practical and meaningful experiences for the development of relevant skills essential to their chosen fields.

 

For this reason, the establishment of student organizations is encouraged to aid in the formation of student-directed activities that uphold the integrity of students, develop student potential, endeavor academic excellence and  promote the general welfare of students while observing just and ethical values.

 

General Policies

Subject to the limitations prescribed by the laws of the land, students may enjoy the right to organize, join and participate in organizations and societies duly recognized by the University through the Office of Student Affairs (OSA), consistent with the Constitution and By-laws of the Supreme Student Council (SSC) and other institutional rules and regulations.

 

Student Organization Forms

  1. COSA-O-001: Letter of Intent Form
  2. COSA-O-001a: Accreditation (A-Form) Form
  3. COSA-O-001b: Permit to Continue Operations
  4. COSA-O-002: Student Organization's Directory
  5. COSA-O-002a: One (1) year Workplan (W Form)
  6. COSA-O-003: Pre-Activity Request (PAR) Form
  7. COSA-O-004: Post-Activity Document (PAD) Form
  8. COSA-O-005: Officer’s Information Sheet
  9. COSA-O-006: Adviser’s Information Sheet
  10. COSA-O-007: Organizational Chart
  11. COSA-O-008: Student Organization Self-evaluation (SOS) Report
  12. COSA-O-008a: Officer’s Individual Performance Evaluation
  13. COSA-O-009: Entry Form
  14. COSA-O-011: Student Activity Evaluation
  15. COSA-O-012: Off-Campus Activity Checklist
  16. COSA-FORM-008-Parents-Consent

 

Recognition of Student Organizations

The Office of Student Affairs welcomes students who aspire to form an organization for as long as its operation is consistent with the vision, mission and objective of the University.  The following procedures are to be observed during the application for recognition:

 

Criteria for Application

1. Students must be duly enrolled and bona fide members of the academic community.

2. Organization should conform to the vision, mission, objectives and policies of the University and their respective departments.

3. Organization must be established under:

  • Professional Organizations (POs) – organizations aimed primarily at supplementing academic learnings in the student’s course
  • Socio-civic Organizations (SOs) – organizations whose objective is to enhance social and civic awareness as well as highlight participation in the community
  • Cultural Organizations (COs) – organizations aimed at enhancing and promoting appreciation of culture
  • Religious Organizations (ROs) – organizations that promote spiritual upliftment of students
  • Interest Organizations (IOs) – organizations that cater to the special interests and development of skills either in the field of sports or arts 
  • Student Publications (SPs) – student institutions that publish periodicals and other printed materials funded, managed and read by the students
  • Student Government (SG) – student institution organized and elected at large by the students themselves and serves as their representatives on matters affecting the student body

4. Organization type must not be a duplication of any existing organization. No fraternities, sororities or gangs shall be recognized as a legitimate student organization.

 

Application Documents 

A group of thirty (30) students may apply to OSA to form a student organization within twelve (12) working days at the beginning of the 1st semester.  The following documents must be submitted at the time of filing of application:

  • Constitution and By-laws (signed by all officers)
  • Accomplished COSA-O-001 (Letter of Intent Form)*
  • Accomplished COSA-O-005 (Officer’s Information Sheet)*
  • Accomplished COSA-O-006 (Adviser’s Information Sheet)*

the following should be saved in a cd/dvd:

  • Accomplished COSA-O-002 (Student Organization's Directory)*
  • Accomplished COSA-O-002a (1 year Workplan)*
  • Accomplished COSA-O-007 (Organization Chart)*
  • Logo and Organization Briefer (jpeg or pdf format)
  • List of Members (docx, xslx or pdf format)

*pro-forma & downloadable from the UB website

 

Interview

After the evaluation of documents, the interim president of the organization will be invited for an interview to discuss about the organization applying for recognition with the student organization’s head.

 

Approval of Application

Upon satisfactorily complying with the document requirements and interview, an approval sheet shall be forwarded to the Director of Student Affairs for confirmation of the recognition of the new organization.

 

Issuance of Certificate of Recognition

The issuance of the Certificate of Recognition shall be given to the successful organization twelve (12) working days after the approval of application was signed.  No organization shall be allowed to operate without prior approval required.

 

Probationary Status

All newly recognized student organizations shall be placed on a two (2)-term probationary status.  An organization under the probationary status is entitled to the rights and privileges of a duly recognized student organization and shall abide by the rules and procedures of the University before being granted a full accredited status.

 

Accreditation of Student Organizations

Accreditation of student organizations is a precondition for its operation in the University.  All recognized student organization must pass the evaluation at the end of each school year as basis for its accreditation.  An organization granted a full accredited status is entitled to the rights and privileges of a duly accredited student organization and shall abide by the rules and procedures of the University.

 

For continuous operation, organizations are required to apply for accreditation annually.  Twenty (20) working days after the start of classes, all recognized student organizations must submit the following:

  • Accomplished COSA-O-001a (Accreditation Form)*
  • Accomplished COSA-O-005 (Officer’s Information Sheet)*

the following should be saved in a cd/dvd:

  • Accomplished COSA-O-002 (Student Organization's Directory)*
  • Accomplished COSA-O-002a (1 year Workplan)*
  • Accomplished COSA-O-007 (Organization Chart)*
  • List of Members (docx, xslx or pdf format)

 

If there are changes in the following, submit:

  • Revised Constitution and By-laws (signed by all officers)
  • Accomplished COSA-O-006 (Adviser’s Information Sheet)*

 

For 2nd Semester, accomplished COSA-O-001b (Permit to Continue Operations)*

 

*pro-forma & downloadable from the UB website

 

Issuance of Certificate of Accreditation

The issuance of the certificate of accreditation shall be given to the organization twelve (12) working days after the approval of application was signed.  No organization shall be allowed to operate without prior approval required.

 

Re-accreditation of Student Organizations

If a recognized student organization fails to comply with the accreditation requirements or has been inactive for some time, the organization will have to undergo a re-accreditation process should it wish to operate again. Re-accreditation of student organizations elicits a probationary status for two (2) consecutive terms.  Inactive student organizations for more than two years shall be automatically considered defunct.

 

Re-accreditation Procedures

For organizations previously recognized or accredited but were deemed inactive or failed to comply with accreditation procedures for two (2) years, interim officers must submit the following, twenty (20) working days after the start of classes:

  • Letter of explanation stating the reasons organization became inactive
  • Accomplished COSA-0-001 (Letter of Intent Form)
  • Accomplished Constitution and By-laws (signed by all officers)
  • Accomplished COSA-O-005 (Officer’s Information Sheet)*
  • Accomplished COSA-O-006 (Adviser’s Information Sheet)*

the following should be saved in a cd/dvd:

  • Accomplished COSA-O-002 (Student Organization’s Directory)*
  • Accomplished COSA-O-002a (1 year Workplan)*
  • Accomplished COSA-O-007 (Organization Chart)*
  • Logo and Organization Briefer (jpeg or pdf format)
  • List of Members (docx, xslx or pdf format)

*pro-forma & downloadable from website

 

Interview

After evaluation of documents, the interim president of the organization will be invited for an interview to discuss about the organization applying for re-accreditation with the student organization’s head.

 

Approval of Application

Upon satisfactorily complying with the document requirements and interview, an approval sheet shall be forwarded to the Director of Student Affairs for confirmation of the re-accreditation of the organization.

 

Issuance of Certificate of Accreditation

The issuance of the certificate of accreditation shall be given to the organization twelve (12) working days after the approval of application was signed.  No organization shall be allowed to operate without prior approval required.

 

Conduct of Activity

It shall be the responsibility of the Office of Student Affairs (university-wide organizations and student councils) and the adviser and head of the organization (school-based organizations) to supervise and regulate the operation and activities of all duly recognized/accredited student organizations for the purpose of providing needed guidance to enhance social interaction, leadership, healthy recreation, self-discipline and self-confidence.

 

Request for Activity Approval

All activities initiated or participated in by duly recognized or accredited organizations must obtain approval prior to the conduct of each activity duly certified by the organization president, adviser, and/or dean.

 

The approval of the Office of Student Affairs is required for the following:

  • university-wide events involving participants from different departments or participants outside UB;
  • off-campus activities;
  • competitions/tournaments;
  • fund-raising activities; and
  • outreach programs

 

Activity proposal must be accomplished within the following time frame:

 

In-campus activity

One (1) week before the conduct of the activity

Off-campus activity

Two (2) weeks before the conduct of the activity

Competition/tournament

Two (2) weeks before the conduct of the activity

Fund-raising activity

One (1) month before the conduct of the activity

Outreach program

One (1) week before the conduct of the activity

 

Before the planned activity, the following must be submitted:

  • Accomplished COSA-O-003 (Pre-Activity Request [PAR] Form)*
  • Program/Plan of Activity/Agenda/Itinerary
  • Proposed Budget

*pro-forma & downloadable from the UB website

 

Other applicable attachments:

For in-campus activity:

a. Seminar/Training/Workshop

  • Speaker’s Profile
  • Sample Certificate

b. Film Showing/Play/Concert

  • Script/Synopsis
  • Sample Poster and Certificate

c. Exhibit/Awareness Campaign

  • Sample Display Board

d. Competition/Tournament

  • Mechanics/Guidelines of the Competition
  • Names of Judges

e. Fund-raising Activity

  • Letter of intent stating the beneficiary of the raised funds
  • For ticket sales, indicate the total number of tickets to be sold and the ticket price.
  • For raffles, indicate the date, time, venue and prizes for the draw.

 

For off-campus activity:

a. Seminar/Training/Workshop

  • Invitation letter from organizers
  • Accomplished COSA FORM 008 (Official Waiver)

b. Competition/Tournament

  • Invitation letter from organizers
  • Accomplished COSA FORM 008 (Official Waiver)

c. Outreach Program

  • Accomplished COSA FORM 008 (Official Waiver)

 

If the organization will be inviting non-UB guests, the requesting officer must also accomplish COSA-O-009 (Entry Form) and provide a copy to the Security Office.

 

The requesting officer must ensure that all signatories have signed the needed documents and attachments are complete.  A copy of the accomplished activity approval document must be furnished to OSA and the Dean’s Office (for school-based organizations).

 

For joint or collaborative activities by two or more organizations, only one (1) set of activity approval requirements is required.

 

Submission of post-activity documents must be done by the officer or adviser five (5) working days after the conduct of the activity, along with the following documents:

  • Accomplished COSA-O-004 (Post Activity Document (PAD) Form)*
  • Summary of expenses with receipts
  • Evaluation reports

*pro-forma & downloadable from the UB website

 

Activities Sanctioned

To ensure the maximum utilization of the student organization’s potentials and promote holistic development, the following activities are being sanctioned by the Office of Student Affairs:

Leadership Trainings – held at the beginning of the school year to enhance the leadership skills of student leaders and promote among them the UB family culture

General Assemblies/Acquaintance or Christmas Parties/Retreats – to provide an avenue for the organization members to know one another and foster the spirit of brotherhood

Seminars/Trainings/Tutorials – to enhance the skills of the members and other members of the academic community through relevant and up-to-date conferences

Competitions/Tournaments – to develop the skills and talents of the members while imbibing the value of sportsmanship

Outreaches – for organizations to give back and perform their share in making the community a better place

Participation in University-wide activities – for organizations to develop harmonious working relationships within and among the different departments while honing their skills and talents in a sportsmanlike conduct

 

Venue Reservation

The University offers different venues to choose from when conducting activities given that the applicant-organization has met all the requirements. The Office of the Vice-President for Administration is responsible for the approval of reservations made by applicants for any venue of their choice.

 

Venues

UB Gym – accommodates 3,000  3,500 participants

UB Square Hall – accommodates 300  330 participants

RCB Dome – accommodates 250  300 participants

Review Center – accommodates up to 200 participants

AMS Hall – accommodates up to 200 participants

AVR – accommodates up to 100 participants

Classrooms – each accommodates up to 50 participants (permission must be obtained from the Dean’s Office)

 

Reservation

a. Reservation of venue/s and facilities must be done before the scheduled activity (please refer to Item E – Conduct of Activity).

bThe applicant-organization must secure (from the Office of the Vice-President for Administration) and accomplish Form E-001 (Venues/Facilities Reservation Form) and have the COSA-O-003 (Pre-Activity Request [PAR] Form) signed by reservation officer. Upon satisfactorily complying with the document requirements and availability of requested venue, the Office of the Vice-President for Administration shall confirm the venue reservation.

c. The use and care of all facilities is governed by the terms and conditions set forth by the University.  Student organizations are expected to abide by all the terms and conditions specified therein.

d. Damage to property shall be charged to the organization as represented by the president/head of the organization.

e. Postponement or cancellation of reservation must be done at least two (2) days before the reserved date/s, otherwise full rental of the venue shall be charged to the organization.

f. For activities conducted within the University premises beyond eight o’clock (8:00) in the evening, permit from the Security Office is required.

g. No activity shall be undertaken two (2) weeks before the final examination.

 

Monitoring of Organizational Activities

To ensure the quality of activities conducted, participated in and implemented by all duly recognized student organizations, it shall be the responsibility of the Office of Student Affairs to monitor, supervise and regulate the activities initiated by student organizations.

 

The head for student organizations from the Office of Student Affairs shall meet with all student organization heads at least once every semester to discuss the guidelines, policies and procedures related to student organizations’ projects, plans and other concerns.  This is to ensure that the student organizations attain their objectives in accordance with the institutional policies of the University.

 

Coaching, training, and consultation are available upon request.  Should the student organization require assistance, they must inform the office at least one (1) week before the planned activity.

 

The Office of Student Affairs reserves the right to disapprove a proposed activity if it violates any of the institutional policies of the University.

 

Accomplishment Reports

To ensure the quality of service and performance of student organizations in conducting balanced and well-rounded activities, a semestral evaluation of student organizations is required.  This will enable the office to determine the best practices of student organizations and assist them in actualizing their full potential.

 

Required Documents

  • Accomplished COSA-O-008 (Student Organization Self-evaluation Report)*
  • Accomplished COSA-O-008a (Officer’s Individual Performance Evaluation)*

the following should be saved in a cd/dvd:

  • Compiled Minutes of Meetings (docx, jpeg or pdf format)
  • Compiled resolutions (docx, jpeg or pdf format)
  • Compiled attendance/registration forms with photos (docx, jpeg or pdf format)

*pro-forma & downloadable from the UB website

 

Officers

Qualifications (lifted from the SSC Constitution & By-laws)

All students belonging to a duly recognized/accredited organization are encouraged to be active in their respective organizations. The following are to be followed in the consideration of student organization officers:

  • Should be a regular student of the University with a minimum load of 18 units except Graduate School, School of Law, and senior undergraduate students in their last academic year
  • Has enrolled in the University for at least one (1) year, must have been enrolled in regular or summer term prior to his/her election and has not incurred a total of 20% FAILED, INC or DRP from the total subjects in his/her curriculum, except those running as first year representative and those organizations that are catering to freshmen students
  • Is clear from any pending disciplinary cases

 

Tenure of Office

All elected officers are expected to serve their tenure for one (1) academic year including summer term.

An elected officer who cannot complete his/her tenure, except in meritorious cases, will not be allowed to assume the position.

Failure to maintain the minimum requirements set may warrant a withdrawal of office.

 

Elections

SSC and SB elections shall be held every second semester at a time set by the Commission on Elections under the supervision of the Office of Students Affairs.

University-wide organizations and school-based organizations are encouraged to follow the set schedule of elections.

 

Duties and Responsibilities of Organization Officers

  • Keep the adviser and the Office of student Affairs informed of all organizational activities including schedule of meetings, location and agenda.
  • Comply with recognition, accreditation, re-accreditation and activity requirements of the University.
  • Develop and use good records and sound financial procedures.
  • Perform other functions as may be required by their Constitution and By-laws.

 

Advisers (lifted from the SSC Constitution & By-laws)

To ensure that a student organization is guided in executing its tasks, an adviser is important to safeguard the protection of the student organization in the conduct of its activities. The adviser also serves as the liaison who is in charge of communication between the school dean, administration and other members of the organization.

 

The following are to be followed in the selection of organization advisers:

In the case of SB and school-based organizations, the adviser/s shall come from among the fulltime faculty members from their school.

University-wide organizations may appoint their adviser/s from among the fulltime faculty members or non-teaching employees of the University.

SB, school-based organizations and University-wide organizations, either recognized or not by the Office of Student Affairs, must appoint an adviser or advisers through a majority vote of all the officers.

The adviser/s may be removed through a resolution signed by all officers of the organization.

The adviser/s shall only be the consultant in the organization's programs, activities and matters relating to University policies.  S/he shall give the officers and members of the organization proper guidance and advice to ensure the orderly operation of the organization.

 

Duties and Responsibilities of Organization Advisers

  • Advise, counsel and serve as a resource person in the personal development of the students while aiding in the growth of the organization.
  • Prioritize, handle multiple tasks, and work with diverse student population.
  • Core competencies: communication (especially inter-cultural), planning skills, student learning proficiency
  • Perform other functions as may be required by the organization’s Constitution and By-laws.

 

Privileges of Duly Recognized/Accredited Organizations

  • Use of the University name
  • Sponsor college or University-wide activities
  • Participate in college or University-wide activities
  • Attend student leadership trainings
  • Use of school facilities and equipment
  • Collect membership fees

 

Sanctions for Organizations under Probation

  • Limitation in University-wide activity participation
  • Limitation in the use of school facilities and equipment
  • Limited issuance of fund or suspension in the collection of membership fees
  • Other sanctions enumerated under Article XIV of the UB Student Handbook

 

 

 

 

 

 

 

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