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Secretariat Committee Proposal

Secretariat Committee Proposal

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Published by: heartdino on Apr 29, 2012
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SecretariatCommitteeProposal
Preparedby:AlexandraMariaFranciaP.Santos
Rationale
TheSecretariatcommitteeisastandingcommitteeoftheUniversityStudent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:
Don’t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council’s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
UndertheSecretariatCommittee;1.
 
Communicationsa.
 
Internalsi.
 
In-chargeoftextbrigadesande-mailblastspreparedbythesecretariatcommitteeii.
 
CheckstheattendanceofthecouncileverymeetingandalldeemedUSCeventsiii.
 
Takesdownminutesofthemeetingandpublishsaidminutesiv.
 
Preparesanddisseminatesattendancereports,mid-semestralreportsandsemestralreportsb.
 
Externalsi.
 
Handlesallincomingandoutgoingcorrespondencesii.
 
Withthehelpofthemassmediacommittee,assistsinthedissemination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allnecessarytransactionsonequipmentinsidetheUSCofficeiii.
 
In-chargeofneededsuppliesofthecouncil
SecretaryGeneralCommunicationInternalsExternalsOperationsLogisticsMaintenanceHumanresourcesInternalsExternals
 
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membersforinternalandexternalaffairstoensurethechecksandbalancewithinthecouncilb.
 
Externalsi.
 
Facilitatesrecruitmentofvolunteersii.
 
SupervisesandmaintainsefficiencyoftheVolCorpsiii.
 
StrengthensrelationoftheUSCwithitsconstituentsandtheVolCorps
PlanofAction
1.
 
Communicationsa.
 
Internalsi.
 
USConnect-Thiswillserveascommunicationmechanismviatextand/oremail(and/ore-groups)togatheranddisseminateinformation,updates,announcementsand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andAbsencesoftheapprovedHouseruleswillbestrictlyfollowed-Accordingtosection4,thesecretariatcommitteewillissuewarningletterifanycouncilmemberhashad3consecutiveunexcusedabsence.ThiswillbeapprovedbytheChairpersonandVice-Chairperson.Anotificationwillalsobesenttotheentirecouncil.-Formsshallbefilledforproperdocumentation-Thosewhocameinlatemustfillupaformwhichstatesthetimeyouenteredplusthereasonfor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.

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