THE SECRETARIAT COMMITTEE

VISION-MISSION: It’s all about SECSSS

S- Structure: To have structured and efficient Administrative Policies within the USC to effectively serve
the 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 also
for the students.

S- Systematic: To have a systematic and well-developed line of communications with and among the
committees 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 human
resources

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

General Plan of Action (GPOA)

The Secretariat committee is composed of three subcommittees: (1) the internal operations (2) the
external 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 USC’s documents, providing template

letters,for official USC correspondences, synchronizing and calendaring committee
activities, needs-based support

c. Office Management and Maintenance—providing a sketch for the arrangement of the

office, maintenance of cleanliness in coordination with the Ways and Means
Committee, conducting inventories and acquiring new equipment.
(2) The external operations shall serve as liaison to the UP administration, government and
non-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 council
members and the USC Volcorps. It has two main tasks: Personal Relations Support and
Volcorp Management

a. Personal relations support-- it is responsible for the evaluation of the conduct of council
members, and shall provide support to the USC and the committees based on the
disposition 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.
COMMITTEE STRUCTURE:
 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 Red
Treats all USC activities and events equally important including General Assemblies
(GAs) and Educational Discussions (EDs)

Buddy System
Ensures maximum attendance in all USC activities or events, as well as General
Assemblies (GA) and Educational Discussions (ED)

Roll Scroll
A standardized system of attendance-checking through roll call every General
Assembly.

MnM’s (Minutes on Meetings)

 What comes out of your mouth gets written by hand.

USC Journal
A 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 certified
by the council. In case of any corrections, the edited copy shall be
printed for another form of certification from the council.
Hardcopies of the minutes of all council sessions shall
be properly compiled and filed in the records.
 Reports presented during sessions shall be attached
to the minutes
A softcopy of the minutes shall be uploaded in the
yahoo groups in a separate folder entitled: MINUTES OF COUNCIL
SESSIONS

A copy shall be posted in the bulletin board of the USC office, as well as
in 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 shall
be 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 and
integrate the different scheduled appointments of the Committees, to be able to assist
to 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 resources
possible to keep council members updated with council and university matters.

6. Directories
A copy of the directory shall be uploaded in the
groups for members to refer to it in case of need; A hard copy must also be given
to the members.
The secretary shall provide a copy to each local
college council (c/o college representatives and LCC). The copy that will be
provided to the LCC, either the complete list of contact information or the one
with 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
 1. Committees shall be provided with their own file sections. Each committee shall have a
basic file folder and task-specific folders
Basic 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 USC
know-it-Wall and the USC Daily Bread
3. Template letters shall be provided and filed in a separate folder
4. USC Memoirs
Documents of previous USC term as well as the present USC shall be collected
and put into a file for future references
All documents shall be classified according to committees.
Each College and Committee shall be provided with the following basic folders
The College Representatives and Committee Heads are requested to submit the
said folders every after two months to confirm if all the documents are precisely
coordinated with the Secretary.
At the end of the year, all documents of USC 2011-2012, as well as the previous
USC shall be sorted, hardbound and prepared for turnover to the succeeding
council.

C. Office Management and Maintenance

1. USC Office Upgrade
The Secretary together with the other committees shall work not only for the
beautification of the council office but also for its upgrading to improve the services
given to the students.

2. USC Supply and Demand

The Secretariat Committee will assist the Ways and Means Committee in
conducting 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 office
supplies and equipment

3. Providing Systematic Equipment Services to the Students

The 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 are
free to use the equipment.
 Proposal: Non-UP Organizations may use the
equipment; rules on rentals may be decided upon by the USC.
A system for reservation of equipments must be strictly followed. The secretary
shall give penalty due to failure of return of equipment.
The secretary shall procure for a safe cabinet for the equipments (in
coordination with the Ways and Means Committee)

4. Shifting of Official Duties

Shifting of Official Duties is also known as the Tambay
Hours.
All members should sign the logbook to ensure
attendance to their shifts.
Proposal: A member who arrives 10 mins after his/her
shift shall be considered late. A member who is more than 20 minutes late for
his shift shall be considered absent.
Proposal: Incurring three (3) consecutive absences on
the assigned shift must be given a warning. Two (2) warning shall entail a
suspension of right to vote in council proceedings.
The Secretary will monitor the Tambay Hours daily
and will notify all members of those who were present and absent during their
shifts.
Long-term goal: To create an electronic log system
through time stamp, in coordination with the Ways and Means Committee

5. Susilog
Only four council members have spare keys for the
council office: The Chairperson, Vice Chariperson, Secretary General, and the
Guard.
Since it is expected that all shifts are manned
throughout the day, the only time a council member gets hold of the key is
during 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 the
key at the logbook by the guard’s 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 excess
prod work materials, extra/unused papers shall be reused and recycled. Or we
can sell the scrap paper to earn petty cash.
External Operations Committee:

A. The EOC shall serve as liaison between the USC and

the rest of the University/ outside world. It shall acquire and update directories:
UP System Administration
Local 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 shall
provide an inbound and outbound file tray for documents.
Instead of making use of a logbook, a receiving stamp
shall 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 Support

USC Organizational Chart

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

The Secretariat Kit

Each council member shall be provided with a
secretariat kit containing different goodies that will be of help to each council
member all year-round.
 USC (United Student Council)
A regular disposition check of members will be
conducted, so that everyone shall be aware of the strengths and weaknesses of each
other; as well as upcoming commitments. This may be done by committee dates or
brief 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 shine
and share their updates or news concerning the university.
Proposal: This may be done depending on the
frequency of updates and must be included in the “Other Matters” during Council
Sessions.

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.

What’s 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 council
members.

Performance Evaluation of Members

Record of Attendance and Tardiness, and reasons for excused absences and
supporting documents, if any, shall be kept and maintained through the
Attendance Logbook
Warn members of their standing
Ensure compliance with regulations regarding office duty shifts, orderliness of
the office, etc
Instances of violations of the USC House Rules shall be reported and shall be
subjected to the council
Ensure that performance reports of each committee shall be submitted to the
Secretary. It shall include assessments of conducted activities and
implemented systems
This shall be done every semester or once every two months
Peer Evaluation – Criticism of Self Criticism
 o Each member shall share his thoughts on the observed performance of
his co-members during the semester. He shall also criticize his
performance in front of the body
Hot Seat
o Each council member shall face a panel of his/her co-members
(Execomm, or the whole body). They will evaluate his/her
performance during the semester, and point out his strengths, as well
as 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 Council
Member and as a Committee Member. This shall focus more on the
member’s strengths rather than weaknesses (an affirmation card). It
shall also include comments/suggestions from the Secretariat
Committee.
o Proposal: A report on the performance evaluation of the members shall
be available for public viewing.

SEC awards (Supper Efficient Committee/Council

Member)
Tambay King and Queen
Committee of the Month
Outstanding Council Member of the Month

B. Volunteer Corps Management

Recruitment
In coordination with Freshie Committee, the VolCorps
Management will spearhead a Volunteers Recruitment Program that shall
have regular batches.
There will also be a recruitment week in where booths
will be set-up in different colleges. The booths will also feature a small exhibit
which will feature the different committees of the USC and their functions.
Those who are interested will fill-out a form that will give us pertinent
information about him/her (Refer to Annex F) and will indicate his preferred
committees. The recruitment will be followed by an orientation wherein the
volunteers 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

Orientation
Facilitate an introduction into Council Management,
Good Work Ethics, Expectation Check, and Teambuilding (Getting to Know
Each Other type)
 Semester Planning

Skill Development
Coordinate with an SSC committee (E.g EdRes
Committee, if established) or Mass Media Committee in the training of
Volcorps:
o Leadership Training
o 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. –may
be in coordination of different committees)
o All the Educational Discussions given to the Council
shall also be given to Volunteers so as to both visions are in line with
each other.

Placement
According to the needs of the different committees
The strengths and the weaknesses of the VolCorp
Member
May also be project-based

Motivation
Team Building
Affirmation through bonding
Special Award: Most Active Volunteer

Assessment
Personal Assessment- whether they were able to
receive adequate training, if they were able to meet their goals of making
friends, personal performance etc
Committee assessment- whether they were able to
complete the tasks assigned, participation in the assessment of the
committees shall be forwarded to USC sessions
Recommendations
Other mechanisms for VolCorp Management
o Invite them during USC council sessions
o Elect Officers
o A Date with the Secretary to regularly convene the
groups
o Long-term goal: To become an auxiliary core that can
recruit volunteers on their own, and assist the Secretariat Committee
in the curriculum for Volcorps