UBC KABABAYAN

Filipino Students Association

Elections 2022
Information Package
Dear KABAmilya,

The 2021-2022 academic year has been like no other for UBC KABA.
Because of the pandemic, we started the year with many
uncertainties on how events would be held and how our university
life would be like. Most of us met each other as Junior Execs last
year without knowing that some of us would become this year's
Vice-Presidents and President. None of us had any idea on how to
make room bookings, how to budget for events, how to host in-
person events, and we had no idea on how to run a club. The only
thing that we knew was that our goal was to promote and uphold
the vibrant and lively culture that we all love.

UBC KABA faced many changes this year. We restructured the club
in a way that promotes respect, creativity, and accountability which
are very important in the Filipino culture. We created projects and
events that attracted about 150 members throughout the university.
We established a family. Based on this year's success, I believe that
UBC KABA is headed in the right direction.

As we approach the end of the year, it is time to elect a new core

executive team. For those of you interested in becoming a part of
the next core team, there are 8 different positions that will put you
at the forefront of UBC KABA. These positions offer different
experiences, but ultimately allow you to create a meaningful
impact, develop as a leader, and leave a mark on our club's history. I
hope that you consider nominating yourself for one of these
positions, regardless of your experience level in the Executive
Board.

Your 2021-2022 KABA President,

Ian Caguiat
I. Timeline

Nomination Period
February 27th (7 PM) to March 5 (7 PM)
PM Ian on FB if you are nominating yourself.

KABA Core Office Hour

February 28th from 8 to 9 PM - Zoom

Campaign Period
March 8th (7 PM) to March 14th (7 PM)

Election Day
March 15th at 7 PM - In Person
II. Election Rules
1. Candidates may only run for one position.
General members may not submit a nomination.
2. Members of the COMELEC are not allowed to run
for a position.
3. Candidates may not seek or accept any external
endorsements for their campaigns including but
not limited to public figures, businesses, or
other clubs.
4. All execs of UBC KABA have been invited to the
KABA Elections 2022 FB Event page. All
promotional material must be shared/posted
only in this page, and nowhere else.
5. Candidates may only post during the official
campaign period stated on the previous page.
Candidates who fail to comply will be asked to
submit their Campaign Summary a day earlier.
6. All campaign and promotions must stop at 7 PM
on March 14th.
7. All candidates are required to create Campaign
Slides AND a Campaign Summary. Examples will
be provided at the end of the nomination period.
III. Election Details
a. Order of Election
Candidates are expected be present for Election
Day. Candidates who cannot attend on time must
notify the President at least 48 hours in advance,
Candidates who cannot attend Election Day must
organize their own proxy and notify the President
as soon as possible.

The order of election may be subjected to

change/s under the discretion of the current KABA
President. Positions are to be voted on according
to the sequence below:

(First)

VP Finance
VP Internal
VP External
VP Academic
VP Student Life
VP Communications - Creatives
VP Communications - Marketing
President

(Last)
b. Format of the Election
Step 1: A physical ballot will be given out to everyone in the
room. This will be used for real-time voting. Everyone will be
given access to the candidates' Campaign Summaries.

Step 2: The President will announce the position in subject.

Step 3: Candidates for the position will be asked to step out of

the room. They will only be asked to come in during their turn.

Step 4: Candidate gets 2 minutes to give a speech. The

President will be setting a timer for their speech.

Step 5: Candidate gets a Question and Answer Portion after their

speech. In the interest of time, we will only allow a maximum of
3 questions per candidate from the audience. The COMELEC will
be taking minutes.

Step 6: Repeat Steps 4 and 5 for all candidates in the position.

Step 7: When all candidates for the position are done, they will
be asked to remain outside and the floor will be open to an All-
In Deliberation. In the interest of time, we will only allow 3
speakers to speak about the positives OR negatives of ALL
candidates. The COMELEC will be taking minutes.

Step 8: Candidates are asked to come inside and everyone will

vote on their physical ballot.

Step 9: Steps 2 to 8 will be repeated for all positions.

Step 10: Once all the positions are done, everyone will go to
AMS Campus Base to input their votes online. The room must
have at least 20 voting members for voting to proceed.

Step 11: KABA Core 22/23 will be announced once all the online votes
have been counted. The candidates with the majority of the votes will
be deemed winners. In the event of a tie, the candidate(s) must go
through a second round of questions from the audience.
IV. Job Descriptions

a. President
Assumes the general supervision of the
Association and organizes the KABA
Year Plan with the rest of the Core
Provides an overall direction and sets
the mission/goals of the Association
Chairs the Core Executive Meetings
and Presidential Department Meetings
Hosts bi-weekly KABA Meets and
prepares the agenda for each Meet
Acts as one of the representatives of
UBC KABA in the Association of
Southeast Asian Clubs and in the AMS
Represents UBC KABA in external
events and ceremonies (i.e. for the
Philippine Consulate General)
Handles internal club conflicts and
carries out proper disciplinary actions
Oversees the hiring of executive
members, performance evaluations or
midterm feedbacks, and elections
Recommended Team: Administrative
Director (room bookings and slides)
b. VP Finance
Attends the Core Executive Meetings
and chairs the Finance Department
Acts as a liaison to the AMS and be the
sole signing officer of the club
Collects membership dues from all
members
Shall keep, receive, disburse, and
account for all organizational funds
and financial records
Submits financial reports to the Core
Executive in writing and present it to
the Executive Board
Prepares the club's yearly budget
Organizes club fundraisers and applies
for external grants and fundings
Recommended Team: AVP Finance
(general support) & Fundraising
Director (club fundraisers)
c. VP Internal
Attends the Core Executive Meetings and
chairs the Internal Department
Organizes and facilitates Imagine Day and
Clubs’ Days presence for both terms
Develops a club office management plan
Organizes events and activities that increase
interactions and promote inclusion within the
Executive Board
Takes the role of President when necessary
Recommended Team: AVP Internal (general
support), Membership Director (boothing),
Operations Director (clubroom), & Engagement
Director (exec socials and retreat)

d. VP External
Attends the Core Executive Meetings and
chairs the External Department
Develops sponsorship programs and contacts
businesses for potential partnership
Organizes a philanthropy, volunteer or charity
event for a specific cause in the Philippines
Represents UBC KABA in ASEAC and FILCASA
and plans an alumni network program
Recommended Team: AVP External (general
support), Sponsorship Director (sponsors),
Philanthropy Director (charity/volunteer), &
Outreach Director (ASEAC, FILCASA & alumni)
e. VP Academic
Attends the Core Executive Meetings and
chairs the Academic Department
Coordinates and organizes events and
programmes for our members’ professional
and academic development
Creates initiatives and projects that raise
awareness of the Filipino culture and identity
Organizes and facilitates events that focuses
on the mental health and wellness of KABA
Recommended Team: AVP Academic (general
support), Development Director (prof-dev),
Cultural Director (culture and identity), &
Wellness Director (health and wellness)

f. VP Student Life
Attends the Core Executive Meetings and
chairs the Student Life Department
Oversees the planning of UBC KABA's three
main events for the year (Break the Ice,
Scaryoke Night, and Barrio Fiesta)
Manages the Kabarkada Program which aims to
promote friendship and team-building
Takes full responsibility of the food and
beverage aspects of event planning
Recommended Team: AVP Student Life
(general support), Social Director (main
events), Programme Director (Kabarkada), &
Catering Director (food and beverage)
g. VP Comms - Creatives
Attends the Core Executive Meetings and
chairs the Communications Department
Coordinates with other departments to design
and create graphics for their events
Coordinates with the Marketing Branch to plan
a consistent and on-brand image for KABA
Creates video content that could be used for
promotional campaign and event recaps
Recommended Team: AVP Communications
(shared with Marketing), Graphics Director
(designs), Media Director (photos and videos),
& Merchandise Director (merch design/orders)

h. VP Comms - Marketing
Attends the Core Executive Meetings and
chairs the Communications Department
Coordinates with other departments to plan
out the marketing timeline for UBC KABA
Coordinates with the Creatives Branch to plan
a consistent and on-brand image for KABA
Oversees the presence and maintenance of the
KABA website and the monthly newsletters
Recommended Team: AVP Communications
(shared with Creatives), Marketing Director
(social media), & Web Director (website,
lynktree and newsletters)
If you have any further questions or
concerns, please contact Ian
Caguiat over Facebook or email at
ian.caguiat@ubc.ca

UBC KABABAYAN
Filipino Students Association