ARTICLE X STUDENT ORGANIZATION The Institute encourages students to participate in co-curricular and extra-curricular activities as part of well-balanced training. For this purpose, it seeks to encourage the formation of student groups whose activities are geared toward social, cultural, religious, literary, and recreational aspects of student development. Section 1- General Policy The creation of student organizations in the Institute is govemed by Batas Pambansa Big. 232, otherwise known as Education Act of 1982 specifically, on student organization and their activities on campuses. Section 2- General Provision Governing Student Services 21 The authority to regulate the establishment and operations of any student organization is vested upon the Office of the Affairs and Services (OSAS), 22 The Office of Student Affairs and Services (OSAS) has the authority: 2.2.1 To formulate and evaluate policies and procedures for student activities upon consultation with concemed parties. 2220] Bs Sie! jae pied (a (epaamcniua jects which may be college-wide, Institute-wide, and those ach Kia other schools companies, ilifone, and ol 223 To issue the Certificate of Recognition of a student organization. It shall be signed by the Leadership Coordinator, SAS Director, Vice President for Academic Affairs, and the President. It shall contain the name of the ‘organization being recognized and the date of effectivity. 2.24 To revoke the accreditation of a student organization to operate, for cause, upon consultation with the Institute of Student Government (ISG) of the College Student Government (CSG). 2.25 To renew the certificate of recognition of a student organization in consultation with the Institute Student Govemment (ISG). 23 In case of conflict within an organization, or between two or more organizations/parties involved and when no resolution to the issue at the hand 54 | EARIST24 Section 3 - at 32 33 34 has been reached, the OSAS may intervene and render a decision deemed appropriate. SAS may create committees to assist the Office and serve as a training ground, for potential student leaders. Such shall be composed of bonafide members of Accredited Student Organizations which shall be recommended by ISG and appointed by the Leadership Coordinator of SAS. Application for Recognition /Accreditation of Student Organizations Application for Accreditation of organizations shall be done One (1) month after the opening of the school year. The processing of accreditation shall be within fifteen (15) working days after the application. Recognition granted to organizations term is effective for the school year and shall apply for renewal after one year. All applications for accreditation must be submitted to OSAS through the Institute Student Government. The following documents are required 2.4.1 Letter of application addressed to the Director of Student Affairs and ‘Services through the OSAS Leadership Coordinator. (2 copies) 34.1.1 For College Based Organizations, signed by the President of the Organization and Adviser and endorsed by the Dean of the College. (2 copies) 3.4.12 For institutional Organizations, the application should be signed by the President of the Organization and noted by the Adviser. (2 copies) 3.4.2. Submit duly accomplished SAS Application Form. (2 copies) 34.3 A copy of Constitution and By-Laws of the organization. Such Constitution and By-Laws must not be contrary to the Mission-Vision of the Institution and Constitution of ESG. (2 copies) 2.44 Updated rosters of officers/founders with the following information: (2 copies) 3.4.4.1. List of officers with specimen signatures, student number, course, majors, year levels, section, addresses, and tel. /celi umber, contact person in case of emergency and attached recent 2x2 1D. picture 3.4.5. Photocopy of latest registration form (officers and members) 3.4.6 Adviser's Conforme form (See Annex E, Page. 81) to be filed out by the faculty adviser. (2 copies) 55 | EARIST35 36 37 Section 4- 44 42 43 44 45 46 47 Section 5 - 51 3.4.7 Master Plan of activities to be undertaken for the upcoming school year with the corresponding timetable which includes the goals, objectives, brief description and budget breakdown per activity. (2 copies) 3.4.8 And other requirements that may be required by the OSAS. (2 copies) The deadiine for submission of an application for recognition shall be strictly enforced. Any student group that fis to meet the deadline will have to wait for the application period of the next school year. ‘The ISG President, Leadership Coordinator, SAS Director as Accreditation Board shall convene immediately after the deadiine of application. Upon ‘submission ofthe application for accreditation to the OSAS, the president of the ‘organization should be available for an interview. Organizations shall follow-up their application for recognition one week after the deadline of submission. Failure of a student organization to seek recognition for one (1) school year without justifable cause shall mean the loss of interest in getting Institute ‘approval for their existence. Consequently, they shall lose their privilege to be recognized and use the facilties ofthe Institute or tohold any projects/activities. Renewal of Accreditation If the accredited student organization intends to renew, they should apply for renewal before the laps of their accreditation: ‘Application for renewal of Accreditation of organizations shall be done One (1) ‘month after the opening of the school year and submit with the following documents. ‘Accomplishment Report of the Organization with documentation (2 copies); 4.2.1 tested by auditor and president of the organization, endorsed by the ‘Adviser, noted by the Dean, 4.22 For Insitutional Organizations, prepared by the treasurer, attested by auditor and president ofthe organization, endorsed by the Adviser. ‘Amendments to the Constitution and By-Laws, if any with proof of ratification (2 copies), Lists of new sets of Officers and members, if any (2 copies); Master Plan of Activities (2 copies), Program / activity evaluation (2 copies), and Faculty Adviser Conforme (2 copies) Status and Nature of Students Organization The Institute Student Government is the mother organization of all existing student organizations in the Institute. Its primary function is to monitor all the activities of Recognized Student Organization (RSO). 56 | EARIST52. Accredited Student Organizations refer to the organization of students duly recognized by the Student Affairs and Services. 53 Classification of Accredited Student Organizations: 5.3.1 Classification of Accredited Student Organizations according to status are as follows: 53.1.1. Probationary Status; 5.3.1.1.1 Status of an organization that has been demoted due to failure to meet the requirements, 53.1.2 Regular Status, 53.1.2 Any Accredited Student Organizations that have passed the probationary status 531.22 Any Accredited Student Organizations that have performed satisfactorily during an academic year as ‘evaluated by the ISG and OSAS. 5.32 Classification of RSO according to nature is as follows: 5.321 College Based Organizations are those that cater to support the academic development of their members. The main thrust of this type of organization is based on the objectives and nature Of the academic program itis designed to complement. 53.22 Institute Organizations are on the social, cultural, religious, literary and recreational aspects, Section 6- Revocation 61 The certificate of recognition of any student organization which has been granted prior institutional recognition may be revoked any time if it has been found to have violated its own statement of purpose, constitution, and by-laws, ‘or has consistently failed to comply with the policies of the Institution and other circularsimemnorandum of the Student Affairs and Services (SAS). 62 Revocation of recognition may only be enforced after due process has been observed. Section 7- Policies on Approval of Activities 7.1 All curricular and extra-curricular activities sponsored, co-sponsored, and participated by the RSO falling under the jurisdiction of ISG must be approved by the Institute President through VPAA and SAS Director. 7.2 To ensure approval of projects, all project proposals submitted for approval ‘must be supported by the following attachments: 57 | EARIST73 TA 15 78 7 78 Section 8 - a4 82 7.2.1 Duly accomplished Activity Proposal Form; 7.22 Letter to the Institute President through VPAA, Director of Office of Students Affairs and Services and Leadership Coordinator of SAS, 7.23 Budgetary Allocation; Reservation of Venue; 7.24 Profile of Speakers/Faciitators/Resource Persons (for Seminar! Workshops), Parental Waivers (for Outside Activity); and 7.25 Other requirements that may be required by SAS, ‘All communications such as solicitations, invitations, requests, inquiries and the like, sent by Accredited Student Organizations to offices and individuals outside EARIST must be noted by the Adviser and Dean, Recommending Approval by the Director of Student Affairs and Services, approved by Institute President through VPAA. Other than membership fee, no other collections shall be made for any activity unless the project is duly’ authorized by Institute President, VPAA, and SAS. All solicitation letters for projects/activities must have the approval of the Institute President, VPAA, and Director of the Student Affairs and Services. All Accredited Student Organizations are subject to annual financial audit by the Auditor of the College Student Goverment and the Institute Student Government Auditor. ‘Student groups are not allowed to hold activities one week before and during ‘major examinations and other banned dates set by SAS. All approved student activities must be disseminated and coordinated with the concerned College Dean and Secunty office. The Student Activity Performance Report, Activity Evaluation and Financial Statement shall be submitted within five (5) days after the activity. Failure to submit will prohibit the holding of future activities Off-campus/Overnight Activities For the Institute to authorize an off-campus and overnight activity involving student organizations, the following must be sought: 8.1.1 Approval from the Office of Student Affairs and Service; 8.1.2 Duly accomplished Notarized Parental Waiver of participating student, 8.1.3 Letter of conformity of adviser; and 8.1.4 Have complied with all CHED requirements. All off-campus and overnight activities of a recognized student organization shall be attended by the faculty adviser. If the faculty adviser is not available, he or she may be replaced by another faculty. However, the SAS must be informed about the replacement two days before the actual activity. Ideally, there shall be one faculty adviser or faculty guardian for every 30 or fewer student participants per activity. EARISTSection 9- Rules on Fund Raising Activities Duly recognized students organizations/student government may be allowed to ‘sponsor only one fundraising activity per school year. 9.1 Approval Al fund-raising activities undertaken by recognized institutional student ‘organizations, college-based organizations, student goverment and other ‘organizations shall be duly approved by the Office of the EARIST President through the Dean and Office of the Student Affairs Services. 9.2 Application Requirements ‘An application to engage in a fundraising activity must be submitted to the Director, SAS/College Dean at least thirty (30) days before the scheduled date for such activity. The application shall include the following: 921 Letter of Request (signed by the organization President and Adviser); 922 Project Proposal and IGP Form; 923 Beneficiaries or payees of funds expected to be realized; 924 Endorsement from the College Dean, (academic / college-based organization) and SAS Director, and 9.25 Resolution of organization officers. 93 Financial Report 93.1 An audited financial report ofthe fundraising activity duly certified by the faculty adviser shall be submitted to the OSAS within five (5) days after the activity. Failure to submit shall be ground for prohibition in holding future activities. 93.2 The Director of SAS reserves the right to re-audit of the financial report. Section 10 - Faculty Adviser The Institute believes in the importance of assisting and supporting its student organizations in their co-curricular and extra-curricular endeavors. The members of the academic community especially the faculty, are strongly encouraged to take an active role in the total development of the students by participating as advisers to student organizations. 10.1 Each student organization shall have an Adviser who is a fulltime faculty of the Institute and have at least one year of residency. For the college-based ‘academic organization, the Dean of the College shail designate the faculty adviser while the Director of Office of Student Affairs and Services (OSAS) shall designate the faculty adviser of institutional organization upon the recommendation of the organization concemed. 59 | EARIST10.2 Each organization shall have not have more than one (1) faculty adviser whose term shall be for one school year but may be renewed based on the recommendation of the organization. If, before the period expires, the faculty adviser withdraws, a new faculty adviser should be recommended by the organization to the Director of the Student Affairs and Services to serve the remaining terms. 10.3 For curricular organizations, the adviser must be involved with the activities of, the particular academic area. 10.4 For extra-curricular organizations, the adviser should be knowledgeable in the particular field 10.5 The faculty adviser shall not advise more than one organization. Section 11 - The student organizations shall be supervised as follows: 11.1. The Office of Student Affairs and Services (OSAS) shall be notified of all the activities of any student organization for proper guidance and coordination. Dissemination of approved student activities must be coordinated with the College Deans and Security Office. 11.2 Recognized student organizations shall be entitied to privileges and benefits ‘such as the use of the Institute's facilities. 11.3 The Office of Student Affairs and Services (OSAS) shall be officially notified of. any change in the set of officers of any student organization Section 12 - Accredited student organizations shall observe the following rules and guidelines: 12.4. Only duly accredited and revalidated student organizations can collect ‘membership fees/dues and initiate income-generating projects and fund-raising activities on a voluntary basis as well as have access to Institute facilities. 122. Collection of membership fees shall be voluntary and not part of the enrollment procedures. 12.3 The membership fee for College Based Organization(s) shall not be more than ‘One Hundred Pesos (P100.00) per school year. 12.4 Other fees to be collected shall secure clearance from the Office of Student Affairs and Services (OSAS). 12.5 Any increase in the current membership fee must be agreed by the majority members of the organization, to be confirmed by the College Dean duly recommended by Office of Student Affairs and Services (OSAS) through the Vice President of Academic Affairs (VPA) approved by the Institute President. 12.6 An official receipt, approved and pre-numbered by the organization, must be issued to the students who pay the membership fees and/or dues. 60 | EARIST127 The total number of members of the accredited organization must be reported by the Treasurer and Auditor, attested by President of the organization to the College Dean, College Student Council and Office of Student Affairs and Services. 128 Any income-generating project such as sale of T-shirts, pins, holding of concerts, raffies, seminar, etc. must follow the existing Institute guidelines on ‘Student Activities duly approved by the College Dean, Director of Office of Student Affairs and Services (OSAS), Vice President for Academic Affairs (VPAA) and institute President. 12.9 Student organizations are required to open an account in any government depository bank if the membership fees accumulate a minimum amount of P10, 000.00. 12.10 Only the organizations’ president or treasurer can be the co-signatory of any check or withdrawal slip drawn against the said bank account. The other co- signatory will be the College Dean or any regular faculty member of the College approved by the Dean. The regular faculty member as co-signalory must be officially endorsed by the organization approved by College Dean. In case of Institute Organizations, the Director of Office of Student Affairs and Services (OSAS) shall be the co-signatory 12.11 Student councils, organizations, and publications are required to submit financial statements to the Office of Student Affairs and Services (OSAS) and Financial Management Services (FMS) noted by the Faculty Adviser and College Dean. 12.12 Faculty advisers must closely monitor the security/disbursements of the organization's fund, 12.13 Resolutions to withdraw funds must be signed by the majority of the officers prior to any fund withdrawal. 12.14 The officers of student organizations, publications, and councils with financial liabilties shall pay the exact amount of the said liabilities to the Financial Management Services (FMS). In case of organizations with past officers who have pending financial obligations, the present officers shall fle a case against the former with the EARIST Grievance Committee. In instances where the financial obligation will be settled by the previous officers, the fund shall be given directly to the current officers of the said organization. Section 13 - Rules on Posting Posters, Notices, etc. Posters and notices shall be posted only on freedom boards or any other location as may be duly authorized by the Director, OSAS. The sources/proponents should be identified in the postersinotices approved by OSAS. Such proponents/sources shall be held answerable in case of complaints. 61 | EARIST13.1 Violations of any rules and regulations of the Institute shall be the ground for ‘withdrawalinon-renewal of the organization. Section 14 — Policies and regulations related to student activities issued by law and CHED shall be adopted and implemented that may supersede provision from the handbook, ‘Section 15 — Electronic Delivery Service through official social media account 15.1. All announcements of Student Affairs and Services are posted on the official social media account (Email/Facebook) 15.2 The documents for application for Accreditation and Student activity proposal shall be sent through the official email of OSAS. Section 16 — Classification of Recognition and Awards- recognition and awards are given to the students or organizations that have contributed an outstanding performance to the Institute as provided hereunder: 16.1 Academic Awards- Any student may be granted academic awards for having obtained the required grade. 16.1.1 Summa Cum Laude 16.1.2 Magna Cum Laude 1613 CumLaude 16.14 Academic Excellence 16.2 Service Awards 162.1 Outstanding Student Organization 1622 Outstanding Leader 163 Cultural Awards 16.4 Sports and Development Awards 16.5 Research Awards 16.6 Monetary Incentives 16.6.1 National Recognition for their PRC and other Government Examination Rankings 1662 Recognition in Skills Competition