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Student Affairs and Welfare

Operation Manual 1

Mindanao University of Science and Technology STUDENT ORGANIZATIONS’ OPERATION MANUAL

Guidelines and Procedures

Student Affairs and Welfare Unit 2014 Edition

Rationale

This STUDENT ORGANIZATIONS’ OPERATION MANUAL is intended to serve as a reference for administrators, educators, students, and staff and does not replace common sense, sound judgment, and prudent actions in response to student activities/ programs/ projects/ initiatives. The protection of all persons inside the MUST campus, especially the students, from both in-campus and off-campus activities/ programs/ projects/ initiatives is a primary and continuing responsibility shared by each and every member of this University community. Thus, to attain this end, it is but imperative that anyone must be involved in planning, implementing and evaluating a purposive Student Organizations’ Operation Manual.


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TABLE OF CONTENTS Rationale

I. Objectives of the Program 2 II. Purpose of the Program 2 III. Scope of the Program 3 IV. Provisions and Sections (Article 4) 3

4.1 Services. 3 4.2 Identification Card. 3 4.3 Issuance of Replacement Identification Card. 3 4.4 Issuance of Permit to Examination & other Official Documents. 3 4.5 Theft or lost personal belongings. 4 4.6 Disciplinary Process and Procedures. 4 4.7 Student Organizations. 9 4.8 Field Trips and Other Off-Campus Activities. 16 4.9 Guidelines for Students who cannot attend the Off-Campus Activities. 16 4.10 Posting/Display of Announcements and Notices. 16 4.11 Inviting Guests. 17 4.12 Elections of Officers of Students’ Organizations. 17 4.13 Student Publication. 18

Reference

I. OBJECTIVES OF THE PROGRAM

1. Through the various duly-accredited, co-curricular and extra-

curricular student organizations, this endeavors to enliven the campus learning atmosphere for the students to sharpen their capacity and capability for effective leadership and teamwork;

2. To instill in the minds of all members of the University community a strong sense of personal as well as social responsibility concerning the conduct of any student activities/ programs/ projects/ initiatives;

3. To institutionalize the conduct of any student activities/

programs/ projects/ initiatives with regular information and education campaign that effectively simulate student initiatives so that the students and personnel will all instinctively know what to do, will be more observant, responsive and prepared should any chances occur; and

4. To help students become young citizens who are self-

disciplined and law-abiding, with solid integrity, social awareness and responsibility.

II. PURPOSE OF THE PROGRAM The basic procedures outlined in this student organizations’ manual are intended to enhance the conduct of duly-accredited, co-curricular and extra-curricular student organizations. All duly-accredited student organizations should occur regarding these procedures. In any student activities/ programs/ projects/ initiatives, University’s overriding concerns are:

1. Student safety; 2. Securing facilities; and


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3. Approval of student activities based on the University Core Values (Moral Uprightness, Unselfish Dedication, Social Responsibility, and Total Quality Management).

Whenever any student initiatives (in-campus and off-campus) affecting the University reaches proportions that cannot be handled through normal procedures, the University Vice-President for Student Affairs or his/her designee may declare non-approval of the activity and implement all, or any applicable portion(s) of this plan, as well as authorize any other extraordinary measures as may be deemed necessary, due to the nature and scope of the student activity.

III. SCOPE OF THE PROGRAM These procedures will apply to all duly-accredited, co-curricular and extra-curricular student organizations, in order to provide for the maximum protection available for students, staff, and property. It covers the entire MUST campus and its extension campuses (Panaon, Jasaan and Oroquieta) involving all its personnel and students, and it shall be continuous in its implementation throughout the school years, including summer and semestral breaks.

IV. Provisions and Sections (Article 4)

Section 4.1 Services. The SAWO offers the following services: issuance of Identification Card, temporary gate pass, certificate good moral character, student handbook distribution, discipline cases, lost & found processing, student organizations, and student activities. It also recognizes and coordinates university-based student organizations. Section 4.2 Identification Card. The University Identification Card is an official card issued to a bona fide student of the University for acknowledgement or identification, verification of enrolment status, and using of university services. Section 4.3 Issuance of Replacement Identification Card. A student request for a replacement ID following the steps:

4.3.1 File a request for a replacement ID at the SAWO 4.3.2 Submit an Affidavit of Loss duly notarized by a

lawyer/public attorney 4.3.3 Pay ID fee to the Cashier’s Office 4.3.4 Get a temporary Gate Pass duly signed by the SAWO

Head while waiting for the new ID to be issued 4.3.5 Claim the new ID after 1 day

Section 4.4 Issuance of Permit to Examination & other Official Documents. A student can request for another Permit to Examination or other Official Document by complying the following steps:

4.4.1 File a request for a new Permit to Examination or other Official Document


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4.4.2 Submit a Photocopy of the Official Receipt of the payment made or Photocopy of Statement of Account for the period

4.4.3 Claim the document Section 4.5 Theft or lost personal belongings. The SAWO assists students in security-related incidents such as theft, losses, etc. Students or staff members of the university who have lost their items accidentally on the campus premise may file a report Student Affairs and Welfare Office. Proper identification and description of the lost object/item is needed before the retrieval of the object/item. 4.5.1 Report procedure of the theft or lost personal belongings.

4.5.1.1 Secure and accomplish a Theft Report Form from the SAWO. Give all possible details related to the case (What, Who, When, Where, How)

4.5.1.2 Submit the accomplished form 4.5.1.3 Wait for developments regarding the investigation. Or

you may follow up on occasion from the Office. 4.5.2 Accidental Loss of items. Visitors or members of the public who wish to report the accidental loss of their item(s) inside the campus premise may email [email protected]. Kindly furnish the following details in your email:

4.5.2.1 Name and Contact number 4.5.2.2 Date and Time of Loss 4.5.2.3 Actual or possible place of loss 4.5.2.4 Description of the item(s) lost

4.5.3 Custody of Lost Items. SAWO will keep the “lost and found item(s) at its custody only for a period of 12 months or 1 year. But if any of the items do not have such a long shelf-life, the SAWO shall have the discretion to use

and/or dispose the item(s) before 6 months period if the rightful owners fail, neglect to claim the said item(s). 4.5.4 University liability of the lost and found items. In any event, neither the University nor its staff shall be liable or accountable to anyone in any way for the place, method and/or length of storage and/or the use, retention and/or disposal of any of the item(s). Section 4.6 Disciplinary Process and Procedures. The student shall not be reprimanded, suspended or dismissed from the University except for a due cause as provided hereunder and only after due process. 4.6.1 Due process. It is a mandatory right of a student complained of to be given the opportunity to be heard, to explain or defend his/her side in a controversy, to refute the charge/complaint/accusation against him/her, or to seek reconsideration of any disciplinary action or ruling which may have already been taken by proper authorities in the University. 4.6.2 Complaints. A complaint is a written letter addressed to the Director of Students Affairs and Welfare Services (SAWS) complaining against an alleged offense/s of a student that is/are punishable under certain disciplinary provisions in the Student Handbook. 4.6.3 Form and Substance of a Complaint. A complaint must be in writing, duly signed by the complainant and sworn to before an authorized University official. Where the complaint is not under oath, the complainant shall be summoned by the Committee on Student Affairs to swear to the truth of the allegations in the complaint.

mailto:[email protected]


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4.6.4 Procedure of the Complaint. Complaints must be filed the soonest time possible, otherwise it will no longer be acted upon after the lapse of 30 days from the close of the semester or summer session during which the act or omission complained of allegedly happened. A student can file a complaint, which must be written clearly, briefly and will observe the following procedures:

4.6.4.1 File a complaint at the SAWO or office of the Director, SAWS who will conduct an investigation through the Committee on Student Affairs (CSA) by providing the following details:

a. Full name of the student complained of; b. Full name of the person complaining; c. A narration of relevant facts that show the

offense allegedly committed by the student complained of; and

d. Evidence/s and testimonies of witnesses duly sworn to before an authorized University official.

4.6.4.2 Within 3 working days from receipt of a complaint which is sufficient in form and substance, the Student Affairs and Welfare Office shall write the respondent (copy furnished his/her parents or guardian) and require him/her to answer in writing the allegations in the complaint within 3 working days from receipt of the complaint letter.

4.6.4.3 Failure to reasonably file an answer without justifiable cause shall be considered as a waiver thereto and the investigation may commence.

4.6.4.4 The Student Affairs Committee (SAC) will conduct Preliminary Investigation, which involves the examination/evaluation of records submitted by the complainant and the respondent.

4.6.4.5 The parties may be summoned by the SAWS Director or by the Committee on Student Affairs to

separate interviews or to a dialogue in order to explore possible amicable settlement.

4.6.4.6 Not later than 3 working days from receipt of the written reply of the respondent, the SAWS Director shall convene the Committee on Student Affairs (CSA) which will conduct an investigation.

4.6.4.7 Within 10 working days from the completion of the investigation, the Committee on Student Affairs shall submit, through the Vice President for Student Affairs, an Investigation Report with all the pertinent records and recommendations to the University President for decision.

4.6.4.8 If the student complained of, after due process and based on substantial evidence, is found guilty of an offense punishable by reprimand, suspension or dismissal/ expulsion, the Committee on Student Affairs shall forward, through the Vice President for Student Affairs, the complete documents and recommendation to the University President who shall render decision within 3 working days.

4.6.4.9 The student concerned, after due notice, has 5 working days within which to file a motion for reconsideration with the University President who, within 3 working days from receipt of the motion, shall render a decision which shall be final and executory.

4.6.5 Withdrawal of a Complaint. Where there is obvious truth or merit to the complaint or where there is strong evidence proving the guilt of the student complained of, the complainant's withdrawal of the complaint will neither automatically result in its dismissal nor exempt the person complained of from appropriate sanctions after due process. 4.6.6 Classification of Penalties.

4.6.6.1 Reprimand is a penalty imposed on a student who commits a light offense for the first time. This consists of a written official reproach by the University


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President expressing disapproval of the student's offense with a stern warning that a repetition of the said offense shall be dealt with more severely. Moreover, the reprimand shall form part of the permanent official record of the student.

4.6.6.2 Suspension is a penalty imposed on a student found guilty of violating certain disciplinary provisions in the Student Handbook in which the student shall be barred from entering the university campus for the whole duration of the suspension.

4.6.6.3 Dismissal refers to the separation/expulsion of a student from the University as a penalty for a grave offense or violation of certain disciplinary provisions in the Student Handbook that would warrant his/her dismissal.

4.6.7 Offenses and Penalties.

4.6.7.1 Academic Offense refers to a violation of any of the prohibited acts/omissions that have a direct bearing on the academic performance of a student as enumerated in the Student Handbook.

I. Cheating refers to any deceitful, fraudulent or dishonest act of a student which shows lack of integrity and a disposition to lie, betray and violate the truth which includes, but is not limited to the following:

a. Plagiarism or a student's unauthorized use

of intellectual materials or writings (including computer programs) in one's academic assignment without prior permission and acknowledging the author/source, and submitting such materials/writings as though they were his/her own.

1st Offense 3-day Suspension 2nd Offense Expulsion

b. Taking a test/examination in behalf of another student, in which case both students shall be equally penalized.

1st Offense 3-day Suspension

2nd Offense Expulsion

c. Intentionally changing the grades in the class record or corrected test papers of the teacher for purposes of getting a higher grade for oneself or for another person.


d. Copying the answers of another student during tests/examinations.

1st Offense 1-day Suspension 2nd Offense 3-day Suspension 3rd Offense Expulsion

e. Allowing another student to copy one's answers during a test/examination, in which case both students shall be equally punished.


f. Leaking questions or answers of a test/examination to another student through the use of cellular phones, pagers, strips of paper or “codigo”, and other means, in which case both students shall be equally punished.

1st Offense 1-day Suspension 2nd Offense 3-day Suspension


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3rd Offense Expulsion

g. Writing a report or assignment for another student, in which case both students shall be equally penalized.


h. Other offenses analogous to those listed above.


5.6.7.2. Non-Academic Offenses refer to actions of a student that do not have a direct bearing on his/her academic performance, but nevertheless seriously disrupt, disturb and destroy the harmonious learning atmosphere sought to be maintained in the University.

I. Grave Offenses

a. Bringing prohibited drugs into the campus.

1st Offense Expulsion

b. Entering the campus under the influence of prohibited drugs/controlled substances, such as shabu, marijuana, rugby, cocaine.


c. Vandalism. It is the intentional act of making dirty or unsightly, of damaging or destroying any property of the University by scratching, defacing, writing, sketching or scribbling graffiti through the use of marking pens, spray-paint, coloring fluids, corrosive chemicals, and by any other means. The act results in serious physical damage to

government property, including financial, logistics and opportunity losses to the University.


d. Sexual assault in the form of acts of lasciviousness or attempted or consummated rape.


e. Conduct of hazing that inflicts bodily harm on a person or subjects him/her to public humiliation and personal degradation.


f. Possession of firearms, explosives, toxic chemicals and deadly weapons in the University campus.

1stOffense Expulsion

g. Deliberately and maliciously removing, defacing, hiding or withholding from other students/users books and other reference materials in the library.


h. Willfully disturbing and disrupting classes, meetings, general assemblies, acquaintance parties, symposia and other school activities by rude, noisy, unruly, scandalous or violent behavior.


i. Theft 1st Offense 3-day Suspension 2nd Offense Expulsion

j. Forgery, alteration, tampering or unauthorized use of any University official document/ records to mislead or deceive University officials/personnel.



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k. Physically assaulting and injuring others. 1st Offense 3-day Suspension 2nd Offense Expulsion

l. Unlawfully accessing to, intruding in and interfering with the privacy and confidentiality of computer data programs or systems of another student, faculty, University personnel or the MUST management.


m. Other offenses analogous to those listed above. 1st Offense 3-day Suspension 2nd Offense Expulsion

II. Less Grave Offenses

a. Verbal abuse, use of fighting words and curses, threats, intimidation, harassing statements, coercion and any similar rude, disrespectful conduct.

1st Offense Reprimand 2nd Offense 3-day Suspension 3rd Offense Expulsion

b. Stalking or deliberately following / tailing a person inside the campus for reasons known only to the stalker which behavior seriously alarms, intimidates, torments and terrorizes the person being followed against his/ her will.


c. Indecent, scandalous or immoral acts or any form of lewd behavior that tend to offend accepted public morals and norms of decency inside the campus.


d. Entering the campus under the influence of liquor.


e. Bringing alcoholic/intoxicating drinks into the campus. 1st Offense Reprimand 2nd Offense 3-day Suspension 3rd Offense Expulsion

f. Bringing pornographic materials into the campus. 1st Offense Reprimand 2nd Offense 3-day Suspension 3rd Offense Expulsion

g. Use of threats of violence to force a person to do something against his/her will.


h. Gambling in the school premises. 1st Offense Reprimand 2nd Offense 3-day Suspension 3rd Offense Expulsion

i. Littering, i.e., carelessly and irresponsibly throwing/scattering pieces of trash inside the campus.


j. Using the ID of another student to deceive security guards and school authorities in order to gain entry into the MUST campus or to be able to use the University’s services/facilities.



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k. Purposely contaminating laboratory samples (e.g., putting a "mystery substance" in sample containers/test tubes in Qualitative Chemistry) to confuse, mislead, or irritate the students and teacher.


l. Intentionally altering the indicators, guides, and instructions of a practical examination (e.g., transferring the tags/pins in a dissection specimen in Anatomy) to confuse, mislead or irritate the students and teacher.

1st Offense Reprimand 2nd Offense 3-day Suspension

3rd Offense Expulsion

m. Other offenses analogous to those listed above. 1st Offense Reprimand 2nd Offense 3-day Suspension 3rd Offense Expulsion

III. Light Offenses

a. Unauthorized staying in the University campus beyond 10:00 p.m. (for tertiary level students) and beyond 7:00 p.m. (for secondary level students) in violation of the student’s curfew as provided for in MPSC OP Memorandum No. 042, s. 2007.

1st Offense Reprimand 2nd Offense 1-day Suspension

b. Not wearing the school ID and/or not using the proper sling (e.g., ID slings of other schools/offices/organizations). Students must always wear the ID for the whole duration they are inside the University campus. In case of lost ID, a student may secure an “Affidavit of Loss” at SAWS office in order to get a new ID.

Denial of entry into the campus

c. Not wearing the prescribed school uniform during regular class days except on Wednesdays, weekends and days with scheduled PE classes, wherein students wearing their PE Uniforms will be allowed entry to the campus.

Denial of entry into the campus

d. Violation of the Dress Code (Refer to Student Handbook Denial of entry into the campus 4.6.8 Student Complaint against a Faculty. A student may file a complaint against a faculty at the Office of the Student Affairs and Welfare Services by filling up the complaint form. The complaint shall contain the name of the faculty complained of and the reasons for the complaint. The complaint shall be acted upon accordingly and shall follow due process. Section 4.7 Student Organizations. Students shall have the right to form, assist, or join any university-based student organization, for the promotion of MUST core values. Student groups shall have the right to seek accreditation subject to set standards as determined by the Student Affairs and Welfare Office. Section 4.7.1 Accreditation of Student Organizations. An application for the accreditation of student organization must submit requirements to the Student Affairs and Welfare Office on or before July 1 and observe the following procedure:

4.7.1.1 Submit the following requirements (with correct format)

a. Concept paper (goals, aims) of the organization b. List of officers and members c. Personal data sheets of officers with 2x2 pictures d. Faculty’s letter of acceptance as adviser (regular faculty

only) e. Annual Work and Financial Plan which must include:


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i. training in individual & social responsibility/moral spiritual values for the members for at least one training for each semester; and

ii. conduct of workable project directly supporting pro-environment “Dark Green Project” of the University, among other activities/projects pursuant to its constitution and by-laws

f. Constitution and By-laws with amendments, if any g. Photocopy of passbook issued by bank where the

organization’s fund is deposited h. Other related necessary documents (if any)

4.7.1.2 The Student Activities Coordinator reviews and

evaluates the accreditation request. 4.7.1.3 The SAWO through the Student Activities

Coordinator and SAWS Director will schedule and conduct Capability-Building (training-workshop) to the new set of officers and moderators. Attendance to the training is a requirement for accreditation.

4.7.1.4 The Student Activities Coordinator together with the Director of SAWS recommends the accreditation request for approval by the Vice President for Student Affairs.

4.7.2 Student Activities: Re-Accreditation/Renewal of Student Organizations. Re-accreditation/Renewal of student organization must submit requirements to the Student Affairs and Welfare Office on or before July 1 and observe the following procedure:

4.7.2.1 Submit the following requirements (with correct format) a. Personal data sheets of the officers with 2”x2”

pictures b. Properly documented accomplishment report c. Liquidation Reports/Financial statement

(audited by internal and/or external auditors) d. Report on the conduct of trainings on

individual & social responsibility and moral

spiritual values, and participation in the pro-environment “Dark Green Project” of the University

e. President’s Report f. Adviser’s Report g. Annual Work and Financial Plan which must

include: a. training in individual & social responsibility/moral

spiritual values for the members for at least one training for each semester

b. conduct of workable project directly supporting pro-environment “Dark Green Project” of the University, among other activities/projects pursuant to its constitution and by-laws

h. Evaluation Report (per activity) i. Minutes of the Meeting j. Evaluation of adviser, officers and the

organization itself k. Other related necessary documents (if any)

4.7.2.2 The Student Activities Coordinator reviews and

evaluates the re- accreditation request. 4.7.2.3 The SAWO through the Student Activities

Coordinator and SAWS Director will schedule and conduct Capability-Building (training-workshop) to the new set of officers and moderators. Attendance to the training is a requirement for accreditation.

4.7.2.4 The Student Activities Coordinator together with the Director of SAWS recommends the accreditation request for approval by the Vice President for Student Affairs.

4.7.3 Types of Student Organizations.

a. Accredited Student Organization. This refers to a group, which is officially recognized by the University as having been formed by and for the MUST students whose objectives support and promote the University's vision and mission as an educational institution. As such, it is authorized to use certain services, facilities, amenities and administrative resources of the University in implementing


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its activities/programs/projects, subject to regulation by the SAWS.

b. Sectarian Student Organization. Student organizations that propagate sectarian/religious tenets, or attempt, directly or indirectly, to influence students in favor of or against any particular church or religion shall not be accredited.

c. Organizations That Use Hazing - - Student organizations, whether or not they call themselves fraternities/sororities, that use hazing in the recruitment or selection of prospective members shall not be accredited and shall be officially banned from the University.

d. Supreme Student Council (SSC). This refers to the whole student body of the University, inclusive of the satellite campuses, which "promotes, protects, and preserves the dignity, commitments, and aspirations of the Mindanao University of Science and Technology.” It is the umbrella organization of all accredited organizations within MUST. Its officers are elected from the entire studentry in accordance with its constitution and by-laws.

e. Co-Curricular Student Organization. This refer to a group concerned with the enhancement of students’ learning in a certain academic discipline through the conduct of special lecture series, symposia, seminars-workshops, exhibits and other learning activities.

f. Extra-Curricular Student Organization. This is a group seeking to promote and develop student leadership, community awareness, social responsibility and wholesome fellowship for constructive purposes through campus activities concerning community service, sports/culture, and advocacies on socio-cultural-political-economic affairs.

4.7.4 Membership in Student Organizations. All bona fide students may join as members and be elected as officers of accredited Student Organizations provided that:

4.7.4.1 no student shall be a member of more than three organizations

4.7.4.2 a freshman may be admitted as member, but not elected as officer of an organization

4.7.5 Qualification of Officers. For a student to qualify to run as an officer of accredited student organizations, including the Supreme Student Council (SSC) itself, he/she must possess the following qualifications:

4.7.5.1 Must be a bona fide student of the University 4.7.5.2 Must have a GPA of 2.5 for the semester prior to

the election, and maintains GPA not lower than 2.5 4.7.5.3 Must have comply with the school residency

requirement of two (2) semesters prior to the candidacy.

4.7.6 Student Organization Adviser.

4.7.6.1 Qualification. He/she must be a member of the

University Faculty holding a permanent appointment.

4.7.6.2 Term. The moderator has a term of one (1) year, but may be reappointed for another year term, subject to the recommendation of the members of the organization and the SAWS office.

In case of leave of absence, the adviser shall inform the Director of SAWS through Student Activities Coordinator so that he can recommend somebody to temporarily take the place of the absent moderator, particularly during important organization activities/affairs (intramurals, MUST days, competitions involving an organization he/she is moderating) requiring his/her presence. 4.7.7 Responsibilities of the Adviser. The Adviser shall actively participate in competency enhancement activities for advisers such as general assemblies, consultation meetings, mid-year and yearend evaluations, trainings and seminars/workshops;

4.7.7.1 attend student organization activities such as basic orientation seminars, general assemblies, mid-year and year-end evaluations of the organization of which he/she is the moderator;


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4.7.7.2 make himself/herself available for consultation by the students concerned;

4.7.7.3 submit a mid-year and year-end evaluation reports to the SAWO;

4.7.7.4 the moderator with the organization president/head, is directly responsible for seeing to it that all members of the organization under his/her guidance shall observe discipline and proper behavior, particularly during general assemblies, intramurals, and other large, public gatherings in the campus; and

4.7.7.5 shall act as signatory of official documents and transactions of the organization. As such, moderators shall supervise the entire activities of the organization directly under him/her, which are approved by competent university authority.

4.7.8 Conduct of Student Activities A university-based accredited student organization can conduct an activity in observance of the following procedure:

4.7.8.1 File a request to conduct an activity 7 days before the activity proper. Attach the following documents

a. Approved Organizations' Annual Work and Financial Plan

b. Programme of the Activity c. Parent Consent and Student Waiver (SAWO Form 9)

if it is an out-campus activity The activity should be reflected in the approved Organizations' Annual Work and Financial Plan

4.7.8.2 Submit the documents to the SAWO for review,

evaluation and approval. 4.7.9 Discipline in Student Organizations’ Activities.

All officers of accredited student organizations and their respective organization advisers shall be jointly responsible for the implementation and maintenance of discipline among their members and participants during their activities. The officers must exert all precautionary efforts to prevent violent quarrels, drunkenness, fistfights, rumbles, indecent acts and other unruly/discourteous/destructive behavior during their activities, particularly those involving assemblies, intramurals, concerts, and other large gatherings. To do this, they must closely coordinate with the security services in the campus and, when necessary, with the barangay tanods and the police. The coordination with the university security services, barangay tanods and the police shall be coursed through the Student Activities Coordinator with an approval from the Director of SAWS and Vice-President for Student Affairs. 4.7.10 Duration of Student Activities. Except in meritorious cases, all student activities inside the University must not extend beyond 10:00 p.m. 4.7.11 Students’ Overnight Stay in Campus. Except in highly meritorious cases, students shall not be allowed in the campus beyond 7:00 p.m. or shall be prohibited from staying in the campus beyond 10:00 o’clock in the evening. Students who are officers/members of organizing/coordinating committees of the various school activities may be allowed to stay and work overnight inside the University campus, if and only if necessary. A student organization can request for an overnight stay in the campus by following the steps:

4.7.11.1 File a request to the SAWO and provide the following details

a. Specific purpose of the overnight stay b. Dates when they need to stay overnight


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c. Full names of the students who will stay overnight d. Venue where they intend to work overnight e. Written consent from their parents/guardians f. Presence of the Adviser together with the students

for an overnight stay 4.7.11.2 The Student Activities Coordinator reviews and

evaluates the request 4.7.11.3 The Director of SAWS recommends the request for

approval by the Vice President for Student Affairs 4.7.12 Student Organization Documentation. Organizations should submit one (1) copy of documentation report (Liquidation and Accomplishment Reports) to the SAWO for every activity to be undertaken. These documents must be submitted not later than one (1) week or 7 days after the activity was conducted. Non-submission of the documentation reports not later than one (1) week or 7 days after the activity would mean non-approval or non-accreditation of the next activity. 4.7.13 Suspension of Activities. One week prior to preliminary, mid-term and pre-final; and two weeks before final examinations, all student organizations activities shall be suspended. 4.7.14 Financial Accountabilities. All student organization officers are authorized representatives of campus organizations. As such, they are individually and jointly accountable for all financial obligations and liabilities of the organization, including payment in full of debts to the University, associations (like Parents-Teachers Association and MUST Alumni Association) faculty members or students which were incurred by the organization during the tenure of the said officers. 4.7.15 Provision on Liquidation Report. 1. FILING OF ACTIVITY REQUEST. 7 days before the activity proper. Attach the following documents:

a. Approved AWFP b. Detailed Programme c. Parent Consent and Student Waiver if it is an out-campus activity

Student Organizations are enjoined to conduct activities (trainings, seminars, workshops, assemblies) ONLY during Saturdays (5:00pm-10:00pm), Sundays (8:00am-10:00pm) and holidays. 2. MORATORIUM: One week prior to preliminary, mid-term and pre-final; and two weeks before final examinations, all student organizations activities shall be suspended. 3. LIQUIDATION/ACCOMPLISHMENT DEADLINE. Organizations should submit one (1) copy of documentation report (Liquidation and Accomplishment Reports) not later than one (1) week or 7 days after the activity was conducted. Non-submission would mean non-approval of the next activity. 4. OFFICIAL RECEIPT: All expenses incurred by the student organization should have corresponding Official Receipts. Job orders, cash vouchers, order receipts and delivery receipts are NOT accepted. 5. HONORARIA AND DONATION: An Acknowledgment Receipt Form from SAWO will be used for honoraria and donations, duly signed by the Recipient/Beneficiary, disbursing officer or Treasurer, President and Moderator.

- Provision on the Honoraria is subject to Budget Circular No. 2007-1 Guidelines on the Grant of Honoraria to Lecturers, Resource Persons, Coordinators and Facilitators) Attachment of Curriculum Vitae (CV) of the invited guest. Such honoraria is subject to the following rate: - a. Php 250.00 per hour – with Doctorate Degree, President of a Company, Manager of a Company, Director of a Division, CEO, CESO Officer; - b. Php 150 per hour – with Masters Degree, Teacher, Faculty, Trainer (with or without experience);


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- c. Faculty, Personnel or Part-time Instructor of the University – based on the University rate of the faculty or personnel (record can be accessed thru (HRMO)

Student Organizations will only give EITHER Honorarium/Stipend or Token based on the University rate. 6. ACCOMMODATION: Accommodation of the student is subject to the Policy of the University. Official Receipt is required.

1) Php 200.00 rate per student (daily) 2) Php 400.00 rate per faculty and personnel (daily)

7. RENTAL OF THE VENUE AND ENTRANCE FEE: The rental of the venue and entrance fee will NOT be paid by the organization. The Organization is required to look for a FREE venue. 8. TRANSPORTATION: A Transportation Expense Report (TER) Form from SAWO will be used for transportation. More than Php 150.00, TER form will be used by the officer-in-charge. 9. MEAL AND SNACKS. Meal will comprise breakfast, lunch and dinner while snacks include AM and PM snacks. 1. Php50.00 per meal 2. Php25.00 per snack All meal/transportation receipts must signed by the moderator and provide the following information: 1. Purpose 2. Number of Person/s with signature/s 3. Allocated budget per person

10. POSTING/DISPLAY OF ANNOUNCEMENT AND NOTICES. All materials (flyers/posters/tarpaulin/streamers) are allowed for posting/hanging in designated areas that it is duly approved and signed by the SAWO. 11. STRICT IMPLEMENTATION OF CENTRALIZED MEMBERSHIP COLLECTION SYSTEM (CEMCOS) OF STUDENT ORGANIZATIONAL FEES. All University- Based Student Organizations are NOT allowed

to collect independently any amount from the students for affiliation. 12. ACQUAINTANCE PARTY, OUTING, GRADUATION BALL, VICTORY PARTY, FELLOWSHIP. Such activities will NOT be paid by the organization and should NOT be reflected in the AWFP. 13. ORGANIZATION OFFICERS ALLOWANCE/STIPEND. The student organizations in particular the officers and advisers/moderators is NOT allowed to receive allowance/stipend (Cash or In-kind/material) during their term. Any allowance or stipend (Cash or in-kind/material) is with the approval of the administration. 14. VERIFICATION OF FINANCIAL REPORTS. Always attach Approved Student Activity Request Form for verification purpose (includes purchase of supplies & materials and services) in submission of financial reports. Absence of Approved SARF would mean non-approval of financial reports. 4.7.16 Student Activities Fund-Raising. General Provisions:

4.7.16.1 Major fund-raising activities are those involving Php 10,000.00 to a maximum of Php 20,000.00 worth of investments. Concerts inside/outside the University and movie premiers whose investment requirements fall within this range are considered major fund-raising activities.

4.7.16.2 The project proposal, which is duly recommended by the organization moderator, must be submitted to the SAWO where applicable, at least one (1) month before the event.

4.7.16.3 The use of tickets and proceeds, i.e., the manner in which the profit will be used, should be cleared first with the SAWS office.

4.7.16.4 All tickets (including complimentary tickets) must be pre-numbered and registered with the SAWO, where applicable.


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4.7.16.5 A copy of the tickets, solicitation forms and other materials that may be used in conducting the said fundraising activity should be on file with the SAWO, where applicable for accounting and auditing purposes.

4.7.16.6 A financial report of the said activity, attested by the organization moderator, must be submitted to the SAWO, where applicable, by the Organization's Treasurer within two (2) weeks after termination of the activity. All unsold tickets must be submitted together with the financial report for auditing purposes.

4.7.16.7 The sale of brand items, such as those, which are produced by profit institution; products from charitable agencies or any university or college unit; and food or perishable items, must be cleared first by the SAWO.

4.7.17 Procedures for Major Fund-raising Activities which Involve Solicitations.

4.7.17.1 Accomplish a Project Proposal Form for Major Fund Raising Activity (duplicate copies), and have it approved by the Director, SAWS through Student Activities Coordinator.

4.7.17.2 Secure approval from the Director, SAWS through Student Activities Coordinator by submitting the duly accomplished project proposal (duplicate copies) recommended by the Organization Moderator.

4.7.17.3 Attach the approved project proposal form to the solicitation letter, as well as the copies of the draft memorandum of agreement, with the different parties involved (including the beneficiaries indicating the terms of agreement, sponsors, etc.).

4.7.17.4 Formalize agreement with the parties concerned regarding the project by way of written agreement duly signed by the authorized representatives (having the agreement notarized is encouraged). Never attempt to formalize the negotiations if

there is no approval from the Director, SAWS through Student Activities Coordinator.

4.7.17.5 Start working on the solicitation letters. This is the only time when the organization can start seeking for sponsors once the organization has been guaranteed full clearance by the SAWO. Sponsors usually require two months of notice for solicitations, since they also have to undergo certain procedure before a decision can be made. It is therefore wise to set allowance at least two months to work in the preparation like printing of tickets, posters, and the like.

4.7.17.6 Secure approval or permit from other concerned government agencies where the activity shall be held when deemed necessary. Submit a copy of the permit to the SAWO at least two weeks before the conduct of the activity.

4.7.18 Procedures for Minor Fund Raising Activities. Minor fundraising activities refer to those activities involving less than Php 10,000.00 worth of investment. All minor fund-raising activities are to follow the same procedures for approval in any regular activity. However, the organization must accomplish the project proposal form similar to the major fund-raising activity. Procedure for Fund-Raising through Raffle:

4.7.18.1 If a fund-raising activity is done through a raffle, the prizes to be offered for the raffle must be displayed at the designated area in the campus.

4.7.18.2 The SAWO must be informed of the duration of the raffle. Any extension of the raffle duration shall be subject to the approval of the Vice President for Student Affairs upon recommendation of the Director, SAWS through Student Activities Coordinator.

4.7.18.3 The list of the winners must be placed on the bulletin board in the campus.


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4.8 Field Trips and Other Off-Campus Activities. The university recognizes the significance of exposing the students to industry culture, state of the art technology and the entire industrial environment through the conduct of educational tours and field trips that enhance/validate the theories discussed in the classroom for better appreciation of a particular subject matter. The trips are categorized either as part of the curriculum, which is similarly treated as a subject or as a strategy which is a part of the syllabus. 4.9 Guidelines for Students who cannot attend the Off-Campus Activities. Nevertheless, it is important to look into the financial component particularly on the part of the parents/students that such trips require. Not all students can afford to join such trips especially when these are conducted outside of the city, say in the cities of Cebu or Manila. Thus, the following guidelines should be observed: 4.9.1 Field trips are optional or voluntary. Students who cannot

join the trip due to financial and/or personal reasons shall not be required to have an alternative/ equivalent/substitute activity.

4.9.2 Requests to conduct educational trips shall be made within two weeks from the start of classes in a semester/term by the Subject Instructor/Professor in consultation with the students concerned. Requests made after two weeks from the start of the semester shall not be entertained.

4.9.3 The instructor/professor concerned shall as much as practicable exercise prudence relative to the number of days the trip will be conducted and the cost of the trip. As such, instructor/professor shall be guided by the allowable maximum number of days of the trip (inclusive of travel time) and the allowable maximum cost the trip will entail as determined or established by the competent authority of the university.

4.9.4 Only students who are officially enrolled in a particular subject shall be allowed to join the trip.

4.9.5 Students are accountable for classes missed during the field trip.

4.9.6 Parental/guardian consent should be required by the accompanying instructor/professor before a student is allowed to join the trip.

Section 4.10 Posting/Display of Announcements and Notices. All materials (flyers/posters/tarpaulin/streamers) are allowed for posting/hanging in designated areas within the university campus provided that it is duly approved and signed by the Student Affairs and Welfare Office. The following materials:

a. Flyers/Handbills - newsprint or bond paper b. Posters - must be within a maximum size of 1 cartolina or

Manila paper c. Streamers/Tarpaulins - must not be longer than 6 meters. d. Number of announcements allowed:

1. For regular, emergency, committee meetings and general assemblies, 4 posters are allowed but streamers/tarpaulins are not allowed.

2. For major activities/project involving the entire student body or the whole MUST community - 4 posters and 2 canvas streamer/tarpaulin are allowed.

4.10.1 Posting Procedure of Announcements and Notices. The activity must be registered at the SAWO. The announcement must contain the following:

a. Name of the sponsoring group/s b. Kind of activity to be undertaken c. Actual date of the activity d. Venue of the activity e. Validity of the activity

i. The announcements must be presented to the SAWO for approval, recording and stamping.


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ii. The approved announcements should only be posted /hanged on designated places identified by the SAWO.

4.10.2 Removal of Announcement. The student organization concerned is responsible for removing their respective announcements within the school premises one day after the said activity has been conducted. Posters posted in designated areas without the approval of the SAWO and those posted in prohibited areas shall be removed immediately by those who posted them or a staff from the SAWS office. Section 4.11 Inviting Guests. An organization can invite guests to the university as resource persons in seminars, symposia, or lectures. A letter requesting permission for the conduct of the seminar, bearing the title of the seminar and the name of the guest speaker, should be addressed to the Vice President for Student Affairs duly recommended by the Student Activities Coordinator and Director of SAWS, through channels. Approval shall be sought prior to the conduct of said seminars/symposia/conferences. Section 4.12 Elections of Officers of Students’ Organizations. 4.12.1 Election of officers for the SSC, college councils, co-

curricular and extra-curricular organizations shall be held annually sometime in February on a common date (synchronized) to be determined by the Electoral Board of the SSC and the SAWO. The common date of election shall be in accordance to Article VII, Section 8 – Suspension of Activities of this Handbook.

4.12.2 All student political parties including those of the College Councils must apply for recognition from the COMELEC created by the SSC not later than November. Requirements for recognition/renewal of recognition are the following: a. Official name and abbreviated name of the party; b. Party affiliation with city/national/international

organization;

c. Name of convenors, their courses and year; d. Faculty adviser with signed conformity; e. Statement of party platform; f. Names, course/year of candidates and office they are

running for; and g. Proposed pre-election activities

4.12.3 Prior to filing a certificate of candidacy with the electoral

committee, each candidate shall secure the following: a. Certification from the Deans regarding residency of at

least two (2) consecutive semesters in MUST prior to election. The certification shall also reflect that the candidate is not a graduating student during the official term (one school-year) of office, if elected. (Note: The SAWO Coordinator shall orient the candidate that if elected, he/she shall be a fulltime student during the entire duration of his/her term of office; and

b. Certification from the SAWO that the candidate has no disciplinary record involving grave offense.

4.12.4 Campaign Posters.

a. Campaign Posters and propaganda materials require the COMELEC stamp.

b. The size and number of posters will be limited for each political party inside the campus, as specified by the COMELEC.

c. Posters and banners shall be placed only at the COMELEC designated areas/bulletin. Posting on trees, walls and University fences is not allowed.

d. Election campaign outside the campus in a form of radio, TV and/or newspaper ads is strictly prohibited.

4.12.5 Classroom Campaign. This may be allowed provided prior permission is obtained from the office of the Vice- President for Academic Affairs (VPAA), in consultation with the University Deans and the classroom instructor concerned. 4.12.6 Campaign Period.


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This is allowed for one week only prior to the Election Day. 4.12.7 COMELEC. For purposes of supervision and coordination, the SSC, through its President, shall submit to the SAWS office, copy furnished the deans, the following information and documents:

4.12.7.1 Names of the members of the duly recognized COMELEC.

4.12.7.2 Copy of the rules and regulations governing elections including accreditation requirements for political parties and qualifications of candidates per their constitution & by-laws.

4.12.7.3 Certified list of accredited student parties. 4.12.7.4 Manner and conduct of election and list of winning

candidate for proclamation and publication. Section 4.13 Student Publication. The policy on student publications shall strictly be in accordance with R.A 7079 otherwise known as "Campus Journalism Act of 1990".

References: University Finance and Management Resource Generation Budget Circular No. 2007-1 Guidelines on the Grant of Honoraria to Lecturers, Resource Persons, Coordinators and Facilitators Undergraduate Student Handbook This University