secretariat committee_jia fuentes

8/7/2019 Secretariat Committee_jia Fuentes

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THE SECRETARIAT COMMITTEE

VISION-MISSION: Its all about SECSSS

S- Structure: To have structured and efficient Administrative Policies within the USC to effectively servethe studentry

E- Efficiency: To provide and maintain an effective system for Council Management

C- Conducive: To make the office conducive for studying and working not only for the council but alsofor the students.

S- Systematic: To have a systematic and well-developed line of communications with and among thecommittees under the USC, as well as within and outside the university

S- Support: To anticipate the needs of the USC and its committees and provide logistical and humanresources

S- Supervision and Sustainability: To supervise and sustain the competence and efficiency of theVolunteer Corps.

General Plan of Action (GPOA)The Secretariat committee is composed of three subcommittees: (1) the internal operations (2) theexternal operations , and (3) the human resources

(1) The internal operations has three main tasks:a. Internal communications management of records, documents and minutes of

proceedings and USC activities; facilitating communications, and calendaring activities.

b. Inter-committee support filing of previous USCs documents, providing templateletters,for official USC correspondences, synchronizing and calendaring committee

activities, needs-based support

c. Office Management and Maintenance providing a sketch for the arrangement of theoffice, maintenance of cleanliness in coordination with the Ways and MeansCommittee, conducting inventories and acquiring new equipment.


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(2) The external operations shall serve as liaison to the UP administration, government andnon-government sectors, and media, in coordination with the Mass Media Committee.

(3) The human resources leads practices and objectives that will provide a person-oriented,high performance culture that emphasizes empowerment, quality, productivity and

standards, goal attainment, and the recruitment and ongoing development of the councilmembers and the USC Volcorps. It has two main tasks: Personal Relations Support andVolcorp Management

a. Personal relations support -- it is responsible for the evaluation of the conduct of councilmembers, and shall provide support to the USC and the committees based on thedisposition checks and an assessment of their needs

b. Volcorps Management it is in charge of the facilitation of an efficient system of Volunteer Corps of the USC.


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COMMITTEE STRUCTURE:


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SPECIFIC PLAN OF ACTION:

Internal Operations Committee:

A. Internal Communications

1. Agenda Collate agenda of each session at least three days before meeting (this will be

done by texting each committee head) Forward all agenda to the chairperson for setting the

order of business. As soon as agenda has been approved, notify all members regarding the agenda

at least 2 days before meeting. (This will be done through text brigade and online post/FB groups)

2. Code RedTreats all USC activities and events equally important including General Assemblies(GAs) and Educational Discussions (EDs)

Buddy SystemEnsures maximum attendance in all USC activities or events, as well as GeneralAssemblies (GA) and Educational Discussions (ED)

Roll ScrollA standardized system of attendance-checking through roll call every GeneralAssembly.

MnMs (Minutes on Meetings)What comes out of your mouth gets written by hand.

USC JournalA standardized copy of the summary of points during General Assemblies.

Documentation

Record Deal

The publishing of minutes shall be standardized

A hardcopy of the published minutes shall be certifiedby the council. In case of any corrections, the edited copy shall beprinted for another form of certification from the council.

Hardcopies of the minutes of all council sessions shallbe properly compiled and filed in the records.


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Reports presented during sessions shall be attachedto the minutes

A softcopy of the minutes shall be uploaded in theyahoo groups in a separate folder entitled: MINUTES OF COUNCILSESSIONS

A copy shall be posted in the bulletin board of the USC office, as well asin all colleges (c/o the college representatives) and dormitories.A copy shall be submitted to the Philippine Collegian.

A summary of the different business of the day shallbe typed and filed accordingly.

3. USC know-it-[W]all (USC Wall Calendar)Know-it-Wall shall contain all the events, meetings, phasing of tasks, reservation of equipment, etc

4. USC Daily Bread (USC Planner)The USC Daily Bread is the official planner kept by the Secretary. It shall collate andintegrate the different scheduled appointments of the Committees, to be able to assistto their upcoming needs and to avoid a possible conflict of schedule (eg. Volcorps,equipment reservations).

5. S.O.S (SMS, Online resources, School Boards)S.O.S is a communication scheme that enables to use all sorts of media resourcespossible to keep council members updated with council and university matters.

6. Directories

A copy of the directory shall be uploaded in thegroups for members to refer to it in case of need; A hard copy must also be givento the members.

The secretary shall provide a copy to each localcollege council (c/o college representatives and LCC). The copy that will beprovided to the LCC, either the complete list of contact information or the onewith mobile numbers only, will be decided by the council.

The secretary shall also ask for the directories of each

college council for referential purposes.

7. E-group Management

All electronic files shall be filed under distinct folders for easy access and retrieval

B. Inter-Committee Support


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1. Committees shall be provided with their own file sections. Each committee shall have abasic file folder and task-specific foldersBasic Folders:E.g. SecGen, Mass Media, SSCs etc.Task Specific Folders (Eg. EdRes Committee)- Research Folder- ACLE Proposals Folder- Minutes of the committee meeting

2. Committee schedules and activities shall be synchronized and integrated into the USCknow-it-Wall and the USC Daily Bread

3. Template letters shall be provided and filed in a separate folder4. USC Memoirs

Documents of previous USC term as well as the present USC shall be collectedand put into a file for future referencesAll documents shall be classified according to committees.Each College and Committee shall be provided with the following basic foldersThe College Representatives and Committee Heads are requested to submit thesaid folders every after two months to confirm if all the documents are preciselycoordinated with the Secretary.At the end of the year, all documents of USC 2011-2012, as well as the previousUSC shall be sorted, hardbound and prepared for turnover to the succeedingcouncil.

C. Office Management and Maintenance1. USC Office Upgrade

The Secretary together with the other committees shall work not only for thebeautification of the council office but also for its upgrading to improve the servicesgiven to the students.

2. USC Supply and Demand

The Secretariat Committee will assist the Ways and Means Committee inconducting an inventory at the start and at the end of each semester.

The Secretariat Committee will assess the needs of the USC and coordinate with Finance Committee in the acquisition of officesupplies and equipment

3.

Providing Systematic Equipment Services to the StudentsThe Secretary shall supply logbooks for equipment use

and reservation (which shall include LCD screen and projector, panel boards,textbooks, etc.) to keep track of the availability and borrowers of the equipment

UP Organizations and students with legitimate use arefree to use the equipment.


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Proposal: Non-UP Organizations may use theequipment; rules on rentals may be decided upon by the USC.

A system for reservation of equipments must be strictly followed. The secretaryshall give penalty due to failure of return of equipment.

The secretary shall procure for a safe cabinet for the equipments (incoordination with the Ways and Means Committee)

4. Shifting of Official Duties

Shifting of Official Duties is also known as the TambayHours.

All members should sign the logbook to ensureattendance to their shifts.

Proposal: A member who arrives 10 mins after his/hershift shall be considered late. A member who is more than 20 minutes late forhis shift shall be considered absent.

Proposal: Incurring three (3) consecutive absences onthe assigned shift must be given a warning. Two (2) warning shall entail asuspension of right to vote in council proceedings.

The Secretary will monitor the Tambay Hours dailyand will notify all members of those who were present and absent during theirshifts.

Long-term goal: To create an electronic log systemthrough time stamp, in coordination with the Ways and Means Committee

5. SusilogOnly four council members have spare keys for the

council office: The Chairperson, Vice Chariperson, Secretary General, and theGuard.

Since it is expected that all shifts are mannedthroughout the day, the only time a council member gets hold of the key isduring the start and end of office hours. Each council member who gets hold of the key of the USC Office shall record his time of acquisition and return of thekey at the logbook by the guards desk

Long-term goal: Invest in padlocks for file and

equipment cabinets instead of locking the USC office

6. reUSCe!

Install a recycling bin in the USC office. All our excessprod work materials, extra/unused papers shall be reused and recycled. Or wecan sell the scrap paper to earn petty cash.


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External Operations Committee:

A. The EOC shall serve as liaison between the USC andthe rest of the University/ outside world. It shall acquire and update directories:

UP System AdministrationLocal College Councils (c/o college reps)Government Offices

Furthermore, in cooperation with the Mass Media Committee, it shall create a database for:

Non-Government Organization

Media

B. Stamp It!

In the front desk of the USC office, the secretary shallprovide an inbound and outbound file tray for documents.

Instead of making use of a logbook, a receiving stampshall be provided by the secretary

C. Template Letters [USC letterhead, solicitation,memorandum (from the chair in behalf of the USC)]

D. Phone Log Book

Human Resources Committee

A. Personal Relations SupportUSC Organizational Chart

The Secretariat Committee will provide an organizational chart that will show thespecific functions and responsibilities of each person based on the House Rules andThe Constitution. The chart may be updated if necessary. It will be posted in the USCoffice.

The Secretariat Kit

Each council member shall be provided with asecretariat kit containing different goodies that will be of help to each councilmember all year-round.


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USC (United Student Council)

A regular disposition check of members will beconducted, so that everyone shall be aware of the strengths and weaknesses of eachother; as well as upcoming commitments. This may be done by committee dates orbrief disposition check before the sessions begins (If only time permits), or a

scheduled day for more bonding.

TAGAY (Talakayan ng mga bagay-baGAY)

This shall serve as time for council members to shineand share their updates or news concerning the university.

Proposal: This may be done depending on thefrequency of updates and must be included in the Other Matters during CouncilSessions.

UBE (Ultimate Bonding Experience)

The Secretariat Committee will hold bonding activities such as games, gimmicks,outings, and exchange gifts (subject to deliberation), once every two months.

Whats On Your Mind?

The Secretariat Committee shall provide a logbook shall for the expression of thoughts, as well as for messages, announcements and reminders of councilmembers.

Performance Evaluation of Members

Record of Attendance and Tardiness, and reasons for excused absences andsupporting documents, if any, shall be kept and maintained through theAttendance Logbook

Warn members of their standingEnsure compliance with regulations regarding office duty shifts, orderliness of

the office, etcInstances of violations of the USC House Rules shall be reported and shall be

subjected to the councilEnsure that performance reports of each committee shall be submitted to the

Secretary. It shall include assessments of conducted activities andimplemented systems

This shall be done every semester or once every two months Peer Evaluation Criticism of Self Criticism


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o Each member shall share his thoughts on the observed performance of his co-members during the semester. He shall also criticize hisperformance in front of the body

Hot Seato Each council member shall face a panel of his/her co-members

(Execomm, or the whole body). They will evaluate his/herperformance during the semester, and point out his strengths, as wellas areas to improve on.

Cards Out! (Report Cards)o Each council member shall receive a report card per semester that

contains qualitative assessment of his/her performance as a CouncilMember and as a Committee Member. This shall focus more on themembers strengths rather than weaknesses (an affirmation card). Itshall also include comments/suggestions from the SecretariatCommittee.

o Proposal: A report on the performance evaluation of the members shallbe available for public viewing.

SEC awards (Supper Efficient Committee/CouncilMember)

Tambay King and Queen

Committee of the Month

Outstanding Council Member of the Month

B. Volunteer Corps ManagementRecruitment

In coordination with Freshie Committee, the VolCorpsManagement will spearhead a Volunteers Recruitment Program that shallhave regular batches.

There will also be a recruitment week in where boothswill be set-up in different colleges. The booths will also feature a small exhibitwhich will feature the different committees of the USC and their functions.Those who are interested will fill-out a form that will give us pertinentinformation about him/her (Refer to Annex F) and will indicate his preferredcommittees. The recruitment will be followed by an orientation wherein thevolunteers will be introduced to the USC, and learn about the USC as well. The

orientation will end by grouping the volunteers according to the committee of their choice

OrientationFacilitate an introduction into Council Management,

Good Work Ethics, Expectation Check, and Teambuilding (Getting to KnowEach Other type)


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Semester Planning

Skill Development

Coordinate with an SSC committee (E.g EdResCommittee, if established) or Mass Media Committee in the training of Volcorps:

o Leadership Trainingo Issue-based lectures (In the form of Educational

Discussions)o Skill-based Workshops (E.g. Marketing in coordination

with the Ways and Means Committee, writing workshops etc. maybe in coordination of different committees)

o All the Educational Discussions given to the Councilshall also be given to Volunteers so as to both visions are in line witheach other.

PlacementAccording to the needs of the different committees

The strengths and the weaknesses of the VolCorpMember

May also be project-based

Motivation

Team Building

Affirmation through bondingSpecial Award: Most Active Volunteer

Assessment

Personal Assessment- whether they were able toreceive adequate training, if they were able to meet their goals of makingfriends, personal performance etc

Committee assessment- whether they were able tocomplete the tasks assigned, participation in the assessment of thecommittees shall be forwarded to USC sessions

RecommendationsOther mechanisms for VolCorp Management

o Invite them during USC council sessionso Elect Officerso A Date with the Secretary to regularly convene the

groups


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o Long-term goal: To become an auxiliary core that canrecruit volunteers on their own, and assist the Secretariat Committeein the curriculum for Volcorps