Moderators’

Orientation

May 28, 2012

 Topics:
STUDENT ACTIVITY PROGRAM 
CLUB MODERATOR
SCHOOL CLUBS AND
ORGANIZATIONS
 CLUB AND ORGANIZATION
POLICIES
CLUB REPORTS, FORMS AND
PERTINENT DOCUMENT
YEAR-END SPECIAL AWARDS
 Student Activity Program
The holistic Catholic formation of the students
does not depend solely on academic training inside the
classroom. The school also offers a wide array of co-
curricular and extra-curricular activities that provide the
students a venue not only to develop their potentials and
hone their special talents and skills but much more to
deeply realize and live out the school’s core values of
FAITH, SERVICE and EXCELLENCE. Thus, these are
possible through a well-guided program for student
activities, clubs and organizations.
General Objectives
The Student Activity Program aims to:
 supplement and enrich academic instruction;
 provide ways for further holistic development of
students that:
 upholds strong faith in God with deep sense of
Ignacian-Marian spirituality;
 enhances special talents, skills, interests and
leadership qualities;
 develops sense of service and social responsibility.
 further promote the realization of school’s thrust,
vision and misson.
APPOINTMENT AND TERM
OF OFFICE
The Club Moderator
is appointed yearly by the
Principal.
Assistant Principals
CL/Campus Ministry CES Coordinator
Coordinator SC Adviser

Prefect of Discipline
Class Adviser
CL Coordinator
Trainers / Coaches
CES Coordinator
Prepares and implements an Annual Plan
of Action for the club;
Prepares, submits and implements the
monthly plan of club activities;
Supervises the meetings and activities of
his/her club;
Issues club members slips for off-campus
activities;
 Chaperons club members to off-campus
activities;
 Attends seminars, meetings, assemblies required
by the Student/Pupil Activity Coordinator;
 Prepares and submits list of officers and
members, monthly and yearly reports of the club;
 Evaluates and documents club activities;
 Performs other tasks related to do his/her work.
 SMAC
RONDALL
SMAC Drum A
and Lyre
Corps

Marian
Yearbook
STAFF
Club Reports,
Forms and
Pertinent
Documents
The Constitution:
Establishes the broad structure and
fundamental principles of an
organization
Should be straightforward and
comprehensive
Should be difficult to amend
The By-laws:
Outline the rules of procedures for an
organization
Should be consistent with the
constitution
Tend to be easier to amend than the
constitution
Each club or organization shall have a
Constitution and By-laws that should
be strictly followed. However,
amendments shall be done as deemed
necessary.
All club members must acquaint
themselves with their own
Constitution and By-Laws.
Tips in Making Annual Plan of
Activities
 Itshould be presented realistically.
 Activities should not go beyond the scope of the club and
should in line with the school’s vision, mission and core values
focused on the following areas: academic, spiritual/moral,
physical, cultural and community involvement.
 Activities should promote leadership and active participation of
members.
 Monthly, major and outreach activities should be included in
the plan.
This contains the following parts:
 date of activity
 title of activity
 objectives – formulate objectives that are SMART
 resource/materials needed
 time frame
 procedure – the process on how to deliver the whole
activity from preliminary activity, activity proper to
post activity.
Basically, the minutes contain the
following parts:
 Meeting Number
 Venue
 Time
 Attendance – a note of present and
absent members
 Minutes of Meeting
Under Minutes of Meeting are:
 Preliminaries – a note of how and when the
meeting started and who presided the meeting
 Reading, Correction and Approval of the
Previous Minutes of Meeting – a note of who
read the minutes of the previous meeting, what
corrections were made (if there is any), who
moved for and seconded the approval of the
previous minutes.
 Matters Arising from the Previous Minutes of
Meeting – a note of what proceedings or business
from the previous minutes were brought to
attention again and what were discussed
 Business – a note of what topics were discussed,
decisions made, and action taken (agenda of the
meeting are presented and discussed one by one
in this part)
 Adjournment –a note of how and when the
meeting ended
Tips in Writing Minutes of Meeting
 Be sure to have the notes of all proceedings of the meeting from
the start until the end.
 The minutes should be highly summarized, not a burden to
read. Be brief; summarize outcomes and points of agreement
and disagreement; don't record detailed input.
 Although it is brief, minutes should still be clear,
comprehensive, objective, and diplomatic. Do not interpret
what happened; simply report it.
 Write the minutes soon after the meeting (within a day or two).
 Main items that should be included in your
minutes:
 What was achieved during the meeting.
 Decisions that were made at the meeting.
Your minutes will serve as a written record
that these decisions were made.
 Actions that were agreed. In this case you
should include the action itself, who it was
assigned to, and the date it should be
completed by.
 Theminutes should not include the following:
 The opinion or interpretation of the secretary
 Judgmental phrases e.g. “heated debate” “valuable
comment”
 Discussion: Minutes are records of what were done
at the meeting, not what were said at the meeting
 Motions that were withdrawn
 Name of seconder is unnecessary
 Activity accomplished by the club
 Minutes are written in past tense since the action
is already finished.

 Example:

The members decided to have a tree planting activity

on March 11, 2012 in Cagay, Roxas City.

Mr. Lim reminded the Council officers to be faithful

in doing their duties and responsibilities.
 Avoid abbreviation in the report.
 Complete names of those who gave essential
information or suggestion should only appear once.
Last name and pronoun can be used after to address
the same person.

 Example:

Mr. Adonis Besa informed the officers of the upcoming

activities of the Student Council. He asked the officers
to plan for the activity assigned to each of them.
 Ifthere is a new paragraph or new agendum to
be reported and the same person took the
action, it should be written like this….

Mr. Besa solicited the opinions of officers about the

celebration of Faculty and Personnel Day. He pointed
out that the celebration should be unique from the
previous ones.
 When using pronouns, use third person pronoun to
address the person or group.

 Example:

instead of we agreed to have a club t-shirt…

use the members agreed to have a club t-shirt…

instead of our moderator informed us…

use the club moderator informed us…
Some Tips in Writing
Performance Report
 Make a report that is comprehensive. It should
include all the important details of the club
accomplishments.
 Only a bird’s-eye view of the meeting should
be included in the performance report. Full
details of it must be included in the minutes of
meeting.
 Since
the action is already finished, the report
must be written in past tense.

 Example:

The administrators were asked to proceed to

their offices…

The teachers were ushered by the boys scout and

girls scout to their seats.
 Use third person pronoun in the report.

 Example:

instead of our moderator…, use the moderator…

instead of we played soccer…, use the members

played soccer…

 Completely sign the report before submitting it.

Financial Report is divided into
three parts:
 First part includes the over-all summary of club
accounting which includes the sources of fund, total trust
and special funds, total expenses incurred and the net
club fund.
 Second part includes the list of expenses incurred for the
entire school year. Expenses are arranged according to
chronological order of dates of purchase.
 Third Part includes all the official receipts that
correspond to the list of expenses. All receipts should
bear the name of club.
 Tips in Writing
Communication Letters
 Write letters with complete details.
 Use appropriate type of letter for formal communication.
 Choose appropriate font style, color and font size.
 Carefully check the letter before submitting it for signatures.
Check the grammar, spelling and important details.
 Keep the letter neat and clean. It is best when it is inserted in a
folder before submitting it for signatures.
 Don’t forget to sign the letter before you ask your superiors to
sign it.
GENERAL FORMAT FOR MAKING
REPORTS AND COMMUNICATION
LETTERS
  Use good quality of paper for all the reports and
communication letters.
 Use 13” x 8.5” paper.
 Use 1 ½ inches margin on the left, 1 inch on the
right, top, and bottom of the page.
 Place heading to all reports and communication
letters. Heading includes the name and address of
school.
  Bold titles and subtitles, signatories and other
important word, phrase or statement but not the
whole content/body.
 Use a 12 font size and Arial font.
 Use normal spacing.
 Text is justified.
 Use full block type for communication letters.
 Use normal paragraphs for performance reports
and minutes of meeting in which the first line in
indented.
 Make sure to check every detail, spelling and
grammar before submitting it.