ADMINISTRATIVE GUIDELINES FOR THE YEAR 2021

A. Organizational Structure

1. The JCIP Constitution and By-Laws as well as the Policy Manual shall serve as the
foundational guide for the organizational structure and operations of JCI Philippines.

2. However, there shall be operational adjustments in our organization structure in order to

further ensure organizational efficiency.

3. In line with the JCI Action Framework, the organizational structure shall operate at three
levels:

§ Policy direction – includes the entire membership of the National Board

§ Program implementation – comprises of the National Secretariat, the National

Program Chairpersons, the National Awards Committee, the National Training
Directorate, the National Communications Directorate, other National Directors
and the permanent staff.

§ Program review and evaluation – to be carried out by ad hoc committee

assigned by the Executive Committee.

4. Accordingly, there shall be a realignment and the creation of the following positions:

a. The National Secretariat under the National Secretary-General shall be comprised of

the following National Director positions:

§ National Director for Operations and Chapter Relations, who shall serve as senior
deputy to the NSG, and shall exercise oversight over the National Chairperson for
JJC;

§ National Director for International Affairs, who shall also exercise oversight over
the National Chair for World Congress and the National Chair for ASPAC;

§ National Director for Performance Efficiency, responsible for the JCI PEA system;

§ National Director for Member Services, who shall also exercise oversight over the
National Chairs for Conferences, Public Speaking Competition, Debate
Competition, and Sports Development and also serve as main point of contact, on
behalf of the NSG for the National Convention and Area Conferences;

§ National Director for Community Relations, who shall be primarily responsible for
the external relations of JCI Philippines.
b. The National Program Chairpersons (NCs) shall continue to be under the direct
oversight of the National Executive Vice President (NEVP). However, the national
programs shall be grouped into three clusters reflecting the sustainability principles of
LEARN - LIVE - LEAD, each to be headed by a National Director responsible for the
project cluster.

§ The National Director for the LEARN Program Cluster shall have oversight over
the NCs for Youth Leadership Excellence Award (YLEA), Bags to School, JCIdeas,
Alay Lakad and Camp Pag-ibig.

§ The National Director for the LIVE Program Cluster shall have oversight over
Oplan Kaagapay, Think Green, Beyond Prison Walls, Got Heart and Light Up
Philippines

§ The National Director for the LEAD Program Cluster shall have oversight over the
NC for TOYM, JCI Week, Peace is Possible, Pinay Power and UNSDG.

The National Director for each program cluster shall be limited to a coordinating role,
and the main responsibility of implementing the national program shall remain with the
National Program Chairperson.

c. Additional Deputy Training Director positions under the National Training Directorate
shall be created to assist the National Training Director (NTD):

§ Deputy Training Director for Leadership Development, responsible for the

training and mentoring of potential officers at the regional, area and national
levels;

§ Deputy Training Director for Local Chapter Development, responsible for the
mentoring of local chapter trainers and developing training programs to meet
the training requirements of local chapters;

§ Deputy Training Director for Membership Development, responsible for the

implementation of the progressive membership pathways system and
developing training programs to meet the training requirements of individual
members.

d. In order to align the extension targets with our membership development goals, the
National Development Council is hereby transferred to the oversight of the National
Training Directorate.

e. The National Communications Directorate is hereby created, replacing the existing

National Chair for Integrated Media Communications. It shall be composed of the
following positions:

§ National Communications Director (NCD), responsible for the overall

communications plan and the management of the communications team;
 § Deputy Communications Director for Multimedia, responsible for creatives and
content creation;

§ Deputy Communications Director for Digital Communications, responsible for

operations and management of both internal and external digital
communications platform, including social media;

§ Deputy Communications Director for Brand Development, responsible for

communications strategy and message development;

§ Deputy Communications Director for Publications, responsible for The Leader

Magazine and other official publications;

§ Deputy Communications Director for Broadcast, responsible for the JCIP TV

and Radio;

§ Area Communications Director for each of the five areas of JCI Philippines.

f. The following National Director positions shall be under the direct supervision and
oversight of the National Treasurer:

§ National Director for Finance Services, responsible for financial operations,

including the integration of an online payment and financial system;

§ National Director for Partnerships and Linkages, responsible for resource

management, corporate partnerships and external linkages;

§ National Director for Business Programs, responsible for external business

support and internal revenue generation;

§ National Director for Merchandise, responsible for production, sales and

marketing of JCI Philippines merchandise and the implementation of the
centralized purchasing system.

g. Four new National Director positions shall be created and placed under the direct
supervision and oversight of the National President:

§ National Director for Government Relations, acting as the main focal person
for relations with the Philippine Government as well as local government units;

§ National Director for Diversity and Inclusion, acting as the main focal person
for gender equality and mainstreaming into the overall organizational culture
and processes of JCI Philippines;

§ National Director for Institutional Advancement, responsible for the continuing

review, assessment and evaluation of the programs, projects and activities of
the National Organization;
 § National Director for JCI RISE, responsible for the implementation of programs
and projects related to the JCI RISE global initiative.

h. The elected members of the National Board shall organize itself into four Board
Committees corresponding to the four areas of opportunity - (a) Committee on
Individual Growth, (b) Committee on Business and Entrepreneurship, (c) Committee
on International Cooperation and (d) Committee on Community Action. Each Board
Committee shall identify, study, deliberate and recommend attention or action on the
needs, concerns, issues and interests that may fall within each area of opportunity, for
the consideration, approval or adoption by the National Board.

The manner of assigning members and electing the chairpersons of the committee
shall be determined by the Executive Committee.

The Executive Committee shall continue to act as Finance Committee as provided for
by the Policy Manual of JCI Philippines.

i. The Immediate Past National President shall be the main focal person for relations
with the JCI Senate Philippines and other matters related to JCI alumni members.

5. The National President may appoint Special Project Directors or Chairpersons for
special projects as may be required by the National Organization.

6. The National Secretary-General shall prepare, for the approval by the Executive
Committee, the organizational chart and the accompanying specific position descriptions
for existing and new leadership positions within the National Organization.

B. Schedule and Deadlines

1. All activities of JCI Philippines, including that of local chapters (LO), shall take
consideration of and comply with all quarantine measures imposed by the proper public
authorities, in relation to the continuing coronavirus pandemic. The necessary health
precautions must be observed, including social distancing, the wearing of face masks, and
contact tracing.

2. As much as required by proper public authorities, coronavirus screening and testing shall
be conducted prior to in-person events.

3. The Calendar of Activities, as approved by the National Board, when applicable and
practicable shall be applicable to all local chapters.

4. The following deadlines shall be observed:

§ The planning sessions of local chapters must be completed by 31 December

2020.

§ In light of the restrictions resulting from the coronavirus pandemic, regional LO

inductions or clustered induction by region are preferred and encouraged. All
inductions must be conducted on or before 31 March 2021.
 § No induction will be allowed unless the LO has settled its membership dues and
submitted its directory, history, membership list or membership database and
latest Constitution and By-Laws.

5. During inductions, the following protocol must be observed:

§ The Regional Vice President (RVP) to act as Charging Officer, or in his or her
absence, any past RVP;

§ The Area Vice President (AVP) to act as Inducting Officer, or in his or her absence,
any past AVP;

§ The National President or in his absence, the NEVP, NT, NSG or NED to deliver
the Inspirational Message or be the Guest Speaker;

§ In case, the current AVP or any past AVP is unable to attend in person, especially
in consideration of any travel restrictions in effect, the National President may
appoint another current or past member of the National Board with a position
equivalent or higher than Area Vice President to serve as Inducting Officer;

§ In order to ensure the dignity of the induction ceremony, the LO President, and the
Inducting and Charging Officers must be physically present together at the same
location.

§ The necessary health precautions, including curfew hours where they may be in
effect, must be strictly observed.

C. National Programs

1. All National Program Chairpersons must submit an Implementation Work and Financial
Plan on or before the deadline set by the National Executive Vice President.

2. While the number of existing National Programs will be retained, local chapters shall be
required to implement only five (5) mandatory and choose an additional four (4) from the
remaining programs.

3. It shall be mandatory for all local chapters to implement the following National Programs:
(a) Young Leadership Excellence Award (YLEA), (b) Bags to School, (c) Oplan Kaagapay,
(d) Ten Outstanding Men of the Philippines and (e) JCI Week.

4. In addition, each chapter shall choose one additional National Program from the LEARN
and LEAD program cluster, and two additional National Programs from the LIVE program
cluster.

5. All local chapters shall be encouraged to develop their own local flagship programs and
projects.
 6. Area Chairpersons of National Programs shall be appointed by the Area Vice President,
in consultation with the corresponding National Program Chairperson, subject to the
confirmation of the Area Council.

7. All Area Chairpersons shall submit to the National Program Chairperson a quarterly written
progress report on the implementation of the National Program assigned to them.

D. Meetings

1. The National Board may authorize the National Organization and the local chapters,
including area and regional councils, to conduct meetings, conferences, or activities
through electronic platforms like video conference, telecommunications and other
computer online technologies, in cases when the personal attendance of officers and
members becomes extremely difficult or impossible - such as on occasions of natural
calamities, pandemics, strikes, riots, and civil disturbances, whether fortuitous or not - and
there is urgent necessity to do so.

2. However, in the case of meetings of the National Board, National President, the National
Secretary-General and at least one elected member must meet together in person, with
the other members participating online.

3. There shall be four regular quarterly meetings of the National Board. Meetings of the
Executive Committee may be held as often as the need arises.

4. Prior to the conduct of every National Board meeting, the NEVP and NSG shall jointly
convene a Management Committee meeting to receive, review and consolidate all written
reports from the National Secretariat, the National Program Chairpersons, the National
Awards Committee, the National Training Directorate, the National Communications
Directorate, and other National Directors.

5. The quarterly report of the Management Committee will be submitted to the Executive
Committee who shall identify, study, deliberate and recommend attention or action on the
needs, concerns, issues and interests for the consideration, approval or adoption by the
entire National Board.

6. All National Directors and National Program Chairpersons may be given speaking rights
in all meetings of the National Board and the Executive Committee.

7. Regional Council Meetings should be held at least four times a year. Area Council
Meetings should be held at least three times a year. Minutes of the Regional / Council
Meetings must be submitted to the NSG within five days.

8. Dates of Region / Area Council Meetings should be coordinated so as to allow the National
President to attend and confer with the region and area officers regarding problems and
other matters.
E. Finance

1. All financial operations and transactions shall be compliant with the Finance Management
Manual, as approved by the National Board.

2. All LOs upon payment of dues must be accompanied by their official membership roster
and other reportorial reports as may be required and that said final list be submitted not
later than March 31 of the current year. Failure to comply with said requirements shall be
a ground to temporarily suspend the financial status of the LO to be in good standing and
not be allowed to vote in the national elections.

3. All expenditures must be within the limits of the approved annual budget. Expenditures
must be based on the goals, plans and programs established at the beginning of the
budget process, unless otherwise authorized by the National Board. Expenses over and
above the approved national budget will not be allowed unless approved by the Executive
Committee.

4. All purchases and payments more than the amount of one hundred thousand pesos (₱
100,000.00) shall undergo competitive bidding processes.

5. The approval of the National Board shall be required for all financial transactions, either
through a single payment or several payments, amounting to an aggregate in excess of
one million pesos (₱ 1,000,000.00). The approval of the National Board shall likewise be
required when the cost of a project, taken as a whole, is in excess of one million pesos (₱
1,000,000.00).

6. In order to motivate individuals and entities to assist in resource mobilization, a 15%

commission will be given to all those who are responsible for soliciting sponsors for any
project to be undertaken by the National Organization. The 15% commission will be given
only to persons designated and authorized to solicit sponsorships as determined by and
upon clearance from the National Treasurer and the National President.

7. All National Program Chairpersons and other National Directors responsible for the
implementation of special projects shall identify and recommend sources and strategies
for resource generation to ensure funding for the programs and projects assigned to them.

F. Special Projects

1. The National President may authorize the creation and implementation of special projects,
subject to the confirmation of the Executive Committee, consistent with the UN
Sustainable Development Goals, the JCI RISE Global Initiative and the specific goals of
the National Plan of Action, as approved by the National Board.

2. Special Project Chairpersons (SPCs) may be appointed in order to spearhead the

implementation of the said special projects, with the same competencies and
responsibilities as the National Program Chairpersons. However, the SPCs are required
to coordinate with the NCs at all times to ensure the efficient implementation of special
projects.
G. Preparatory Period for the JCI Philippines 75th Anniversary (JCIP75)

1. There shall be a three year preparatory period for the celebration of the 75th anniversary
of the establishment of the Junior Chamber International in the Philippines, beginning in
2021.

2. The Preparatory Committee for the JCI Philippines 75th Anniversary (JCIP75) is
hereby created. It shall be composed of at least ten current and past JCI members, of
which six must be within the JCI age.

3. The JCIP75 Committee shall be tasked to prepare a workplan and financial plan, subject
to the approval of the Executive Committee. It shall accordingly implement activities
geared towards a more meaningful celebration of the 75th anniversary of the establishment
of JCI in the Philippines.

4. Funds generated by the JCIP75 Committee shall be accounted and maintained separate
from the general fund of JCI Philippines.

H. Other Matters

1. All National Officers and LO Presidents are required to submit their official phone numbers
and email addresses to the NSG on or before 31 December 2020.

2. LOs shall be encouraged to prepare translations of the JCI Values, Vision and Mission in
their regional languages, which may be authorized for use, subject to the approval of the
National Board.

3. National Officers shall be required to wear barong tagalog or suit during all national official
functions.

4. The use of the “Secretary General” will only be applicable to the NOM and JCI. In regard
to the LOs be limited to its proper use as “Secretary” and for the regions and areas, the
proper designation should be “Regional Secretary” and “Area Secretary” respectively.

5. All past and present JCI Members are obliged to follow the correct etiquette in posting in
Social Media sites of JCI Philippines. The following Rules and Regulations must therefore
be observed:

§ Posts must pertain to and promote JCI affairs only.

§ Observe proper social media decorum
§ Ensure positive image for JCI, its members, partners and other stakeholders.

Effective immediately upon the approval of the National Board.