Secretariat

Committee Proposal
Prepared by: Alexandra Maria Francia P. Santos Rationale The Secretariat committee is a standing committee of the University Student Council. As such, even the USC Constitution, ratified by all the students of the University, recognizes the need for the committee which serves to perform the duties of a secretary, among which is to document and keep all incoming and outgoing correspondences of the council, promote a healthy working environment and maintain a harmonious relationship among the members of the USC. Vision-Mission: Dont forget to smile A Smile is a curve that sets everything straight -Phillys Diller S-Supervision: to facilitate recruitment of volunteers and the VolCorps of the USC M-Management and maintenance: to maintain and develop the USC office and strengthen the councils relations with one another IL- Illustrative: to create an illustrative, identifiable and transparent council to our constituents E-efficiency: to have an efficient and systematic working ground (eg. policies, resources and communication lines) within the USC to effectively serve our constituents

Committee structure

Secretary General

Communication

Operations

Human resources

Internals

Externals

Logistics

Maintenance

Internals

Externals

Under the Secretariat Committee; 1. Communications a. Internals i. In-charge of text brigades and e-mail blasts prepared by the secretariat committee ii. Checks the attendance of the council every meeting and all deemed USC events iii. Takes down minutes of the meeting and publish said minutes iv. Prepares and disseminates attendance reports, mid-semestral reports and semestral reports b. Externals i. Handles all incoming and outgoing correspondences ii. With the help of the mass media committee, assists in the dissemination of information and updates. iii. Create a positive branding of the USC 2. Operations a. Logistics i. Creates an inventory of all equipments ii. Handles all necessary transactions on equipment inside the USC office iii. In-charge of needed supplies of the council

b. Maintenance i. Ensures cleanliness and orderliness of the USC office ii. Keeps and organizes all files of the USC iii. Provide security protocols 3. Human Resources a. Internals i. In-charge of council members welfare ii. Provides a mechanism to evaluate council members for internal and external affairs to ensure the checks and balance within the council b. Externals i. Facilitates recruitment of volunteers ii. Supervises and maintains efficiency of the VolCorps iii. Strengthens relation of the USC with its constituents and the VolCorps Plan of Action 1. Communications a. Internals i. USConnect -This will serve as communication mechanism via text and/or email (and/or e-groups) to gather and disseminate information, updates, announcements and the like within the council. -This is also includes the maintenance and management of all internal e-groups. ii. Attendance protocol -Every GA shall start with the checking of attendance as agreed upon in the house rules. -Rule XI: Roll Call and Absences of the approved House rules will be strictly followed -According to section 4, the secretariat committee will issue warning letter if any council member has had 3 consecutive unexcused absence. This will be approved by the Chairperson and Vice-Chairperson. A notification will also be sent to the entire council. -Forms shall be filled for proper documentation -Those who came in late must fill up a form which states the time you entered plus the reason for being late. Form must be submitted to the SecGen after the GA. -Those who have to leave early must also submit a form (time left and reason) and must do so before leaving.

-Absentees must fill up and submit the form (reason for absence, excused or unexcused) before the start of the next general assembly. -An attendance report shall be prepared. This will included attendance in GAs, participation in official USC activities and events, and compliance with the agreed upon tambay hours. iii. Minute Launch -The minutes shall follow a standard format containing important Details such as event title, date, time started & ended, venue, attendance (detailed time in and time out of each person) and arguments made by specific individuals -GAs will be recorded for counterchecking unless deemed otherwise. -Copies of the minutes shall be released to the public no later than two weeks after the GA has transpired. Within that two weeks, it must already be signed by the Chairperson. Copies of the committee reports and other documents discussed will also be attached. -If there are any corrections, these will be discussed in the next GA as the stipulated in the order of business (refer to Rule IV of the house rules). -Corrections will be reflected in the next official minutes that will be released. -With the aid of the external communications, mass media committee and college reps, copies shall also be provided for every college and dormitory. -Said minutes will also be posted online for public consumption. iv. USC Semestral Report -Each committee shall regularly pass consolidate all USC activities per semester so that we are updated of the councils accomplishment v. USC Board -This board shall be placed in the office and shall be divided into announcements, reports and calendar -The announcement portion shall contain reminders, immediate concerns, issues, events that the body needs to know. -The Reports shall contain the attendance reports, minutes of the previous GA, mid-semestral reports, semestral reports committee reports.

-The Calendar shall contain a monthly overview of USC activities, UP activities and other special days (holidays, birthdays). b. Externals i. Minute bits -Under the supervision of the sec committee and in coordination with the mass media committee, real-time online updates of the on-going GA maybe released. -This shall also be flashed through an LCD projector for the entire council to see. -This is a separate effort of the council -This is to practice the councils transparency. ii. Council Drop Box -Each council member shall be provided a pigeonhole or a drop box for documents, forms, invitations and the like that may arrive at the council office when he or she isnt at the office. -A general incoming and outgoing drop boxes shall receive documents that need to be addressed or released by the entire council. -Proper documentation shall be followed. INCOMING

Document may be received by any council member. mark the document as received including the date

There must be 3 copies of the document one for general ciling, one for the council member who received the document and one remains with the person

The logbook shall be cilled up. includes name, topic, date, received by

OUTGOING

have 2 copies of the letter one for ciling and one for releasing

place both copies in the drop box

the logbook must be cilled up. includes name, topic, date and signature

iii. USC Corner -Each college and dormitory will have a corner wherein the council can post all official statements, reminders, reports, summary of resolutions along with the minutes of the meeting and the like regularly. -Bulletin boards will be restored in the waiting sheds around campus thus these can also be utilized. iv. USC branding -Any document prepared by a committee heads or any council member for that matter must use the prescribed template. -Non-compliance shall be subject to disapproval of release or is deemed as non-submission for required documents by the Secretariat committee. v. Report cards -This is to monitor and properly assess each activity accomplished. - Internal and external evaluation forms/cards will be made available after every official USC activity. These will be collated and summarized per event (or per member if necessary) - vi. USC Hotline -For centralization, this will be a tie-up with the mass media committee -This shall serve as the two-way communication mechanism via text and/or online means such facebook and twitter.

2. Operations a. Logistics i. Office Clean-up -A day or two will be allotted every start of the semester for a general cleaning of the USC office. This includes sorting of documents, arranging of furniture, making the room clean and tidy and the like. ii. Office Upgrade -An evaluation must be conducted to see what needs to be improved in the USC office. -The committee shall find ways and means to acquire the necessary upgrades to provide a better and cleaner working space (e.g. for working purposes-chairs, table, for filing purposes-filing cabinets, for cleanliness purposes-trash cans, brooms, dust pans, for security purposes-locks, deadbolt, door guard) as well as better service (e.g. LCD projector, printer, telephone, extension cord). iii. Office Inventory -Must create an inventory once the office is ready for use. -There must be a weekly inspection of the office. Therefore, everyone is requested to care for the things inside the office. iv. Resource Allocation and Replenishment -The committee will provide the office with basic resources such as bond papers, pens, markers (whatever resource that is deemed necessary by the council members) -The committee will be able to provide these supplies with the aid of procurement services office. A list of available supplies and equipment given by the procurement services office shall also be provided for the council. -A logbook will be provided to monitor the use of these resources. -Any concerned council member shall submit a request form at least 2 days before the needed date if the material being requested is not readily available in the office. v. Equipment Reservation -Anyone may avail of the equipment and/or office. -Everyone must abide by the reservation policy -Any USC member is allowed to approve requests but must observe the protocols which will be posted in the office.

-This shall ensure the proper dissemination of information and a quick release of urgent announcements as well as a feedback system of the USC.

-Council member who will approve the use of any equipment must inspect it first and make sure it is working properly before releasing it. Likewise, upon receiving the equipment, that council member must immediately inspect the equipment for any damages. -Damages and loss will have its corresponding sanctions.

Accomplish Forms
request form return form

Submit photocopy of ID/form 5 (if non-USC member)

Fill the necessary information in the Logbook

Upon return: sign return form and exchange with the request as proof

b. Maintenance i. Office Reminders and Guidelines -Aside from the House rules, additional reminders and office protocols will be provided. -The committee will provide a set of rules that is applicable when inside the office (e.g. clean as you go, make sure that all gadgets, equipment are unplugged before leaving the office, always sign in the log book, borrowing protocols, receiving and releasing protocols etc.) ii. COB system -also known as the cleanliness and orderliness buddy system -This is on a weekly basis therefore a member of the secretariat committee will inspect the office at the end of the week if everything is in order. -They will be in-charge of keeping the office tidy as well as making sure that the office rules are being followed at all times. iii. Waste Segregation

-Trash cans will follow the waste segregation scheme. -Boxes for recycled paper will be placed inside the USC office so as to make these a constant source of income of the Secretariat Committee solely for the purpose of supplies replenishment -Along with the environment committee, we will make the office as clean and environment friendly as possible. iv. Lets GO: Get Organized -This is to secure proper documentation. -Proper turn-over of documents from the previous USC will also be observed. These documents maybe accessed for future references but may not be taken out of the office unless approved by the executive committee. This is to guarantee that no file is lost. -Committees will be provided their own file or box to store necessary documents and shall be kept in its designated space. -All accomplished forms must be filed accordingly. -All logbooks, forms must remain in their designated storage area. -Every committee is requested to submit an online copy of any document to make sure that the council has a back up. If possible, all soft copies shall have a back up external hard drive. v. SecuriKEY (or secure-a-key) -Door knob and deadbolt will be replaced immediately -Only the Chairperson, Vice-chairperson and the Secretary General shall have the keys for the office. Another set of keys shall be left with the Vinsons guard. The names and pictures of the council members will be submitted to guard. -The deadbolt will only be locked during the weekends and long holidays. -Each council member must lock the door if no one will be left inside and must return the keys with the guard. vi. EELog -also known as the entrance and exit log -This is to monitor the activity in the USC office as well as the compliance of the council members to the tambay hours -2 logbooks will be provided---One for non-USC members and another for USC members. -Everyone must sign in the logbook and fill out ALL the necessary information

 3. Human resources a. Internals i. USC kit -The committee shall provide each council member all necessary documents and lists that can help throughout the year. a. USC Handbook shall contain the USC constitution, USC house rules, and the internal office reminders and guidelines (set by the 4 standing committees). b. Calendar of activities c. USC directory d. LCC directory e. List of available equipment and service provided by the USC f. if possible, list of rooms, venues, equipment and services that are available per college and how they can be reserved. g. if possible, list of all Organizations, Fraternities and Sororities plus a contact person g. Other documents that the body may request for -F and G will be done with the help of all the college representatives. ii. USC Calling Card -the committee shall provide calling cards for each council member so that it would be easier for each of us to hand out necessary contact details. iii. Complaint desk -The committee shall provide a form if there are any concerns or complaints regarding a certain council members performance and/or disposition. Forms may be filled by a council member or by any of our constituents. -Matters that arise shall be dealt with by the officers of the council (Art7sec1 of the USC Constitution) first before presenting the complaint to the body in a General assembly. iv. Tambay hours -As agreed upon in the house rules, the secretariat committee will provide a schedule when each council member must man the office. This will be based on the free time schedule that will

-for non-USC members: name, student number, college/organization, purpose, time in, time out, signature -for USC members: name, time in, time out, signature

v. vi.

vii.

viii.

ix. x.

be submitted to the SecGen. The goal is to a have someone at the office at all times (office hours). The council member must first and foremost time in upon entry and must time out upon leaving. -There will be a 10-minute grace period. After which, that council member is marked late. -Rule XII section 3 of the approved house rules will be followed strictly. -If unable to stick to the schedule, he/she must inform the SecGen of his/her reasons and must look for a replacement. He/she must still complete the total number of tambay hours. -If one must leave and there is no one who can come immediately, then he/she must lock the door. -This applies the honesty policy Daily Newspapers -So that any potential idle time in the USC Office would be used to increase the social awareness of USC members, newspapers would be provided by the Secretariat Committee by setting agreements with broadsheets such as The Philippine Star and The Philippine Daily Inquirer. -Newspapers accumulated per month will then be sold to junk shops, and revenue will go to the Secretariat fund. Council Buddy -In order to foster camaraderie and forging stronger ties, each council member shall have buddies for the entire term. This will be determined by drawing lots. Fun-shine time -Buddies will take time to make his/her buddy happy on his or her birthday. -Sec committee will surprise the council on special days. Other members may contribute as well. B.O.B. (Bonding /Outing/ Breather) -The council shall find time to bond at least once every 3 months. -This means no work if possible. USC Yearbook -This will be a compilation of all the roster of USC members that we can still trace. It may include their contact information. GA Agenda: Assessment -The secretariat committee may set an agenda in a general assembly, calling for an open assessment for the council members. Part of the agenda will be an assessment report of USC activities (gathered from the report cards).

b. Externals i. USC Live -The USC will hold assemblies with different colleges and dormitory councils in order to bring the USC closer to our constituents by providing them avenue for consultation, and inform them of pertinent council matters. ii. Know Your USC -Exhibits will be displayed in the different colleges for the students to get to know the individual members of the USC as well as the committees of the council. iii. VolCorps Structure -The Volcorps will have a separate roster of officers and committees so that they can also create and execute a project as an institution, branded as their own. -Chairperson -shall preside all meetings of the VolCorps -shall represent the Volcorp -Secretary -shall take down the minutes of the meetings. -keeps all documents of the Corps -perform duties that may be assigned to him or her. -Treasurer -keeps and manages the funds of the VolCorps. -submit a financial report each semester to be presented to the VolCorps and to the USC -perform duties that may be assigned to him or her -Public Relation Officer -shall be in-charge of promoting good relations within the Corps. as well as with the USC. -shall be the over-all liaison of the VolCorps to the USC. -Committee Heads

-Each council member is subjected to a performance evaluation. This will also serve as an update for each member. Issues brought up in the complaint desk may arise upon approval of the executive committee. -Hardcopies of the summary shall be provided for each member as well as to the different colleges and dormitories. Copies will also be posted online.

-Each head shall be the Volcorps representative to each USC Committee. -All USC committees (both standing and special standing) shall have its own volcorp committee to help out in whatever way the Corp can.

Secretariat Committee

VolCorp Individuals

Volunteer Organizations

Chairperson

Secretary

Treasurer

PRO

Committee Heads

Committees

iv. Recruitment Fair -The Secretariat Committee will hold a Volcorps Recruitment Fair during the week of Registration and first week of classes. -The committee will also have an online recruitment during the last two weeks of May. -Each USC committee head shall head his/her own Volcorps recruitment.

-Tap interested individuals and organizations -A Volcorp assembly shall be conducted to gather all volunteers. Each volunteer will be asked to fill up a membership form. This includes his/her willingness to help out in the VolCorp in its entirety or to a specific committee only. v. VolCorps Election - After finalizing the membership of the Volcorp, elections shall be held as soon as possible establish efficiency and order within the corp. vi. VolCorps Orientation and Semestral Planning -Facilitate an introduction into Council Management, Good Work Ethics, Expectation Check, and Teambuilding vii. VolCorps Check-up -Under the supervision of the secretariat committee, the Volcorps should be recognized as a separate entity from the USC. This shall encourage their growth and development as student leaders. -Any member of the Secretariat committee must be present in all VolCorps GAs. vii. Leadership Trainings -These trainings shall be held twice a semester, in order to hone their potentials as student leaders.