a. b.

UP Open University Student Organization 2 February 2013 Vargas Museum, UP Diliman MINUTES OF THE MEETING Assembly: 1pm, NCC Bldg. Meeting Proper: Museum Cafe, Vargas Museum, UPD Attendees: 1. Dennis Mendiola (Presider) 2. Joy Nicolas 3. Mico Miranda 4. Michelle Lado 5. Dianne Garcia 6. Chi Catacutan 7. Lou Mercado 8. Franciel Breis 9. Benjie Flores Agenda Item A. Meeting Rules Discussion Highlights: Benjie Members may be served well if they will take down notes during meetings. Dennis Starting time, though at the moment may be flexible, shall need to be observed to avoid future conflicts. Schedule with LC for use of conference area in future F2F meetings. Resolutions: 1. The group shall establish a Virtual Town Hall on Skype; everyone can participate. 2. The group shall conduct online chat sessions every 3 weeks for focused agenda; hosting shall be a rotating duty. 3. The group shall meet F2F every other month; invitation shall be open to everyone. Agenda Item B. Preparatory Committee Directory Resolutions: 1. Directory shall remain private to protect contact details. 2. France, Mico and Gee Jay are to be emailed for completion of core members information. Agenda Item C. Student Profile Survey Discussion Highlights: It may be prudent to become visible during Foundation or Graduation events (transport a busload of students to UPOU HQ, perhaps?). Resolutions: 1. Other formats are to be explored: Survey Monkey, Kwiksurveys.com etc. 2. Survey initiative shall require Myportal integration. The Office of the Chancellor is to be approached for approval for the following: c.

Link to Student Profile Survey Link to the FB group site of UP Open University Student Organization Freedom Room for Students

Agenda Item D. Proposal Checklist / Calendar of Activities Discussion Highlights: There is a need for proper documentation of org activities: photos, indexed files etc. Resolutions: 1. Joy Nicolas will create a template for Activity Proposals; for letterheads secure UP Open University Student Organization graphics from Gee Jay. 2. Approval for submitted activity proposal shall require viewing majoritys nod. 3. OpenYous activity proposal / project plan is lined up to test this out, to be prepared by Benjie. 4. An e-library (blog?) shall be maintained to keep track of the UP Open University Student Organizations documents and other paperwork. Agenda Item E. UPOU SC Formation / Charter Discussion Highlights: Chi It isnt proper to have area-based representatives considering the nature of UPOU students everywhere and nowhere. Dennis LC-based or area-based is premised on the administrative structure of the University. A counterpart "Student Coordinator" per LC Proportional representation by Program to the "Council of Student Reps", but avoid numerical dominance from a few LCs Need to have broadest representation, not based on numbers but "everywhere" there is a UPOU student. "Nowhere" shall a student be not represented in the Council. Dennis The task is to craft a constitution publicly (online / Lou draft paper to allow everyone to propose items/sections, comment on others' proposals); the basic document must be drafted and owned by the students. After the student referendum, the burden for elections shifts to the Administration. Timetable is until Term 1 of the next academic year. Resolutions: 1. The group has agreed that the UPOU SC will exist as a single organization (as opposed to a federation, etc.) 2. Students of non-formal programs may not be elected. All students are members of the Council. Every student has the right to waive automatic membership in the council. 3. The emerging consensus is to have representatives per program (proportional to size of population?) --action item during constitution drafting process.

UP Open University Student Organization | Minutes of the Meeting | 2 February 2013

Agenda Item F. UPOU SP Formation / Charter Discussion Highlights The group will push for Cyber-Isko to be recognized as the official student publication. Print vs online formats have been mentioned --parking lot. Chi: For an online paper, circulation or managing editor becomes webmaster. Lou: There is a need to inquire about including a Journalism course in the General Education (GE) program, to address sustainability issues of a student publication. (Jan31 chat session note from Iyen: Curriculum changes/adjustments take time.) Resolutions: 1. Conduct a Chat Session with Cyber-Isko staffers and interested members of the UP Open University Student Organization (agenda: transitory editorial board, consolidation of requirements for UPOU Admin recognition). 2. Michelle to ask Kevin or Kule contact for recommended publication editorial board structure. 3. Draft letter of intent (Joy and Chi). 4. Write an article on how-to-use-iLib. 5. Begin drafting Education Reform Agenda (a Reform Agenda for ODeL with inputs from grad students, faculty). Agenda Item G. Fundraising Projects Discussion Highlights: The possible contentious area: how much will the UPOU Administration charge the students for SC or the SP funding? Will the group need to secure SEC certification? Sponsored events and donation from offshore students --- avenues for fund generation. Resolutions: 1. Dianne is nominated to become (temporary) treasurer. 2. The group will draft internal audit processes or finance guidelines when funds arrive. Agenda Item H. Information Campaign Discussion Highlights: Quick clips/slogans shall need to be produced (asap?). This will be part of teaser campaigns. Myportal access shall assist this area of the initiative; expedite courtesy call to the Office of the Chancellor --- to be done before end of 3rd Term, AY 12-13. Things to prepare: consolidated proposal/agenda, and conduct of meeting, e.g. presentation, anticipation of issues/concerns --- in order to clinch "nod".

Resolutions: 1. Videos may be requested to be embedded in UPOU website via Dr. Primo Garcia; leaflets/flyers and posters in course packs, LCs etc. 2. The group needs to initiate the creation of rituals (red cup welcome toasts, Family Days, etc.). 3. After visit to the Office of the Chancellor, course FICs shall be approached to promote the UP Open University Student Organization initiatives. Parking Lot: The reinvention of Sunduan; UPOUs own Fair (In February? During graduation ceremonies?) Date for Next Meeting: 23 March 2013 (Benjies Place) - NOTHING FOLLOWS -

UP Open University Student Organization | Minutes of the Meeting | 2 February 2013