Promotions, Monitoring, and Documentation Manual

Department of Student Welfare and Services

A.Y. 2011-2012

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These are the promotional materials and facilities that are handled by DSWS. y Teasers y Posters y Lamp Posts y Grilles y Public Address (PA) System y Electronic Boards (E-boards) y Promoboards Definition of Terms y Approval sign of authorization which may only be given by the OSA for Student Organizations and UAO for the Athletic Teams. This comes in the form of a stamp and a signature. y E-Board Form form completed by a Representative whose organization/office/team intends to post messages using the E-Boards. A copy of this may be obtained from OSA. y Last Posting Date date in which a promotional material is due for removal. The last posting date is ONLY one of the following: a. The last day of two-week posting period, or b. The last day of the event promoted by the material, whichever is shorter. y Letter of Request a letter addressed by an Office to the Heads of the Committee requesting for the reservation and use of promotional venues and the validation of promotional materials. It should indicate, specifically if possible, the following: a. details of the activity for which the promotional facility/material would be used b. promotional venue c. kind of material/s to be used d. posting period of the said materials e. design of materials to be used f. number of materials to be used, if applicable Hereinafter referred to as Letter. y ffice any entity of the Ateneo de Manila University formed by and constitutes of Ateneo staff, faculty, and other employees. These include: a. Offices of the Administration

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y

y

y

b. The four Dean s Offices c. Academic Departments d. Loyola Schools Guidance Office e. Other entities analogous to the above Poster Approval Form (PAF) form completed by a Representative whose Organization/Team/Office/Class intends to put up their poster on other Organizations boards. Representatives may get a blank copy of this from DSWS. Posting Period period of time in which a promotional material is legally posted. The Office of Student Activities has ruled a maximum of 2 weeks as the posting period for all kinds of promotional material. Should extension be necessary, Representative must inquire at DSWS. Representative any natural person belonging in any of the following: a. an Ateneo Student Organization as an official member or officer b. an Athletic Team as an official member or officer c. an Office as an official member of staff d. A student from a class Request for Facility Form (RFF) form completed by Representative whose Organization/Team/Office intends to use e-boards, grilles, lamp posts, and promotional boards. Representatives may get a blank copy of this from OSA.

Teasers y Size: 8.5 x 5.5 to 8.5 x 11 y Number: 50 + 1 for Accredited Organizations 25 + 1 for Non-Accredited Organizations y Maximum Duration: 2 weeks (For extension, inquire at DSWS) y DSWS-approved teasers may only be posted on orgboards (only the bottom 3 inches) and classroom corkboards. Elsewhere, must ask for approval from: o Department secretaries (for offices) o AMPC (cafeteria) o None for freedom boards 1. Submit the final teasers to the respective office for approval. a. Organizations: OSA

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b. Offices: no approval needed c. Athletic Teams: UAO d. Classes: Teacher 2. Bring the approved teasers to DSWS for final approval. (For classes w/ letter) 3. Remove teasers on the LAST POSTING DATE. Posters y Size: larger than 8.5 x 11 to 11 x 17

y Number: 40 + 1 (DSWS copy) for Accredited Organizations 20 + 1 (DSWS copy) for Non-Accredited Organizations y Maximum Duration: 2 weeks (For extension, inquire at DSWS) y DSWS-approved posters may only be posted on orgboards (only the bottom 3 inches and with the approval of an officer of the organization through the PAF) and classroom corkboards. Elsewhere, must ask for approval from: o Department secretaries (for offices) o AMPC (cafeteria) o None for freedom boards 1. Get a Poster Approval Form from DSWS and have an officer of the organization whose org board you intend to post on sign on it. 2. Submit the final posters including the completed Poster Approval Form to the respective office for approval. a. Organizations: OSA yFor posting on own orgboard: OSA approval on poster only yFor posting on other org s orgboards and classroom corkboards: completed Poster Approval Form and poster design both signed by OSA b. Athletic teams: UAO c. Offices: no approval needed d. Classes: Teacher 3. Bring them to DSWS for final approval. (For classes w/ letter) 4. May start posting on classroom corkboards and the only orgboards specified in the Poster Approval Form.
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5. Remove posters on the LAST POSTING DATE. Lamp Post Tarpaulins y y y y y Important: NOT AVAILABLE FOR NON-ACCREDITED ORGANIZATIONS Size: 3 x 7 feet (length x height) vertical tarpaulin Number: Maximum of 6 per event Maximum Duration: 2 weeks (For extension, inquire at DSWS) Reservation is first-come-first-served basis. Available slots may vary.

1. Bring the following documents to the respective office for approval. a. Organizations: OSA y Design y Request for Facility Form with Representative s contact number b. Office: letter + design (no approval needed) c. Athletic teams: UAO y Design y Request for Facility Form with Representative s contact number 2. Have pre-selected lamp post numbers (e.g. LP 21A) in mind and bring the approved documents to DSWS for reservation. The Lamp Post Map is attached to this manual. 3. Photocopy the approved design and Request for Facility Form. 4. Once all actual tarpaulins have been printed, bring them and go back to DSWS for final approval. 5. Remember the following: a. NYLON CORD must be used in hanging the tarpaulin. b. Tarpaulin must be hung on the lamp post that matches the Lamp Post number and side written at the back of the actual tarpaulin. c. Remove tarpaulin on the LAST POSTING DATE. Grille Tarpaulins y y y y y Important: NOT AVAILABLE FOR NON-ACCREDITED ORGANIZATIONS Size: 6 x 3 feet (length x height) horizontal tarpaulin Number: 1 per location (2 locations) Maximum Duration: 2 weeks (For extension, inquire at DSWS) Reservation is first-come-first-served basis. Available slots may vary.

1. Bring the following documents to the respective office for final approval.

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2.

3. 4. 5.

a. Organizations: OSA y Design y Request for Facility Form with Representative s contact number b. Athletic Teams: UAO y Design y Request for Facility Form with Representative s contact number c. Office: letter + design (no approval needed) Have pre-selected grille numbers (e.g. S1, C4) in mind and bring the approved documents to DSWS for reservation. The Grille Map is attached to this manual. y Only one tarpaulin is allowed in each location (2 grille locations: SEC and Caf) Photocopy the approved design and Request for Facility Form. Once all actual tarpaulins have been printed, bring them and go back to DSWS for final approval. Remember the following: a. NYLON CORD must be used in hanging the tarpaulin. b. Tarpaulin must be hung on the grille that matches the grille number written at the back of the tarpaulin. c. Removal of the tarpaulin on the LAST POSTING DATE.

Promotional Boards y Important: NOT AVAILABLE FOR NON-ACCREDITED ORGANIZATIONS y Number: 1 per activity y Maximum Duration: 2 weeks (For extension, inquire at DSWS) y Reservation is first-come-first-served basis. Available slots may vary. 1. Bring the following documents to the respective office for approval. a. Organizations: OSA yDesign yRequest for Facility Form with Representative s contact number b. Athletic Teams: UAO yDesign yRequest for Facility Form with Representative s contact number c. Offices: letter + design (no approval needed)

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2. Have the pre-selected promoboard number (e.g. PB 12) in mind and bring the approved documents to DSWS for reservation. The PromoBoard Map is attached to this manual. 3. Photocopy the approved documents. 4. Remove materials on the LAST POSTING DATE. Public Address System y Important: NOT AVAILABLE FOR NON-ACCREDITED ORGANIZATIONS y For LS PA System reservations only. For MVP-CSL PA System reservations, go directly to OSA. y Maximum of 3 DIFFERENT activities per timeslot. y Number: 6 announcements per activity; only 2 per day (For more than 6, ask PMD heads) y Reservation is first-come-first-served basis. Available slots may vary. 1. Submit a letter addressed to OAS containing the script and the representative s contact number to the respective office for endorsement. a. Organizations: OSA b. Athletic Teams: UAO c. Offices: No endorsement needed 2. Select timeslots. a. MWF: 9:20, 10:20, 1:20, 2:20 b. TTH: 10:20, 1:20, 2:50 3. Have pre-selected timeslot/s in mind and bring all approved documents to DSWS for final reservation. 4. Photocopy the letter. 5. Show the ORIGINAL letter to OAS during the reserved timeslot. Electronic Boards y Important: NOT AVAILABLE FOR NON-ACCREDITED ORGANIZATIONS y Message length: must NOT exceed four 13-character lines (including spaces) y Maximum duration: 2 weeks (For extension, inquire at DSWS) y Reservation is first-come-first-served basis. Available slots may vary. 1. Bring the following documents to the respective office for approval. a. Organizations: OSA

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yRequest for Facility Form with Representative s contact number yLetter containing the message yFilled E-Board Form b. Athletic teams: UAO yRequest for Facility Form with Representative s contact number yLetter containing the message yFilled E-Board Form c. Offices: No approval needed yLetter containing the message yFilled E-Board Form 2. Bring the endorsed documents to DSWS for final reservation. 3. Photocopy the approved documents.

For any promotional concerns, contact PMD Head: Mr. Jerard So Cel. No. : 09399141779 E-mail : toti_so43@yahoo.com Regarding Violations y Violations Reports are to be submitted to OSA and COA once a month. o The following are the violations of the rules on Promotional Activities of Ateneo Student Organizations:  Posting non-validated materials  Posting before and/or beyond the approved Posting Period  Posting materials that do not comply with the legal specifications  Posting in Promotional Venues without proper Reservations  Posting above the bottom three (3) inches of org boards for teasers and posters y Promo Materials that does not comply with the rules on promotional activities are to be confiscated and logged as a violation charged to the org(s)/office(s) that reserved or posted the said materials. y Confiscated promo materials can be redeemed at MVP 101*. *Disposal of unredeemed promo materials is to be done at least once a month.

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