Standard Operating Procedures for Planning, Approval and Management of Student Activities

Time Frame

Specific Tasks CSG Management Council Meeting 1. Discuss the rationale of the activity. 2. Enumerate specific events and tasks. 3. Deliberate major guidelines. 4. Point-out major logistic and budgeting requirements. 5. Check the academic calendar for any conflicting activity. (The academic calendar should always prevail at all times.) 6. Inquire remaining balance of SAF and the availability equipment/facilities to use. Note: This will determine the feasibility of the activity. Prior to the Joint Departmental Meeting, Minutes of the CSG Management Council must be produced within 24 hours by the Executive Secretary. Joint Departmental Meeting: Executive, Legislative and Local Government Units (LGU) 1. 2. 3. 4. Disseminate Minutes of the CSG Management Council Drafting of Guidelines. Submit Budget Proposal to Finance Secretary More follow-up meetings.

Specific Person/s Involved Director of Student Services, CSG Moderator, CSG President, CSG Vice President, Executive Secretary, House Speaker, Legislative Secretary, SocioCultural Secretary, Sports Secretary, Academic Secretary, Chief Justice, Justice Secretary

House Speaker, SocioCultural Secretary and Committee, Sports Secretary and Committee, Academic Secretary and Committee

1. 2. 1. 2. 1.

Enumerate Budget Requirements Consolidate Budget and Draft Budget Proposal Assign major tasks to Working Committees. Discuss details of major guidelines relative to the activity

Submit additional budget from working committees to Finance Secretary (if any) CSG Management Council Meeting Inform CSG Moderator and Director of Student Services on the discussions made during the Joint Departmental Meeting Compile and submit the following to CSG Moderator for corrections/approval: a. Minutes of the Joint Departmental Meeting b. Consolidated Budget Proposal and Individual Budget Details c. First/Final Draft of House Order for Activity Guidelines and Budget d. Bookings and Facilities Requests e. Letters for Sponsorship (if any) House Speaker, Executive f. Invitation Letters to Judges/Referees/others (if any) Secretary, Socio-Cultural g. Request/Approval Letter to Director of Administrative and General Secretary, Sports Secretary, Services Academic Secretary, Finance h. Letter of Approval to College Dean/Director of Student Secretary, Internal-External Services/Division Chairpersons Secretary, Working i. Purchase Orders (if any) Committees j. Approval Letter to Collect Additional Contribution (if any) k. Program of Activities Note: All letters and other forms of communication shall be produced by the Executive Secretary ONLY. If the activity requires participation of persons outside the school premises, an appropriate letter must delivered in person. Note: Any deficiency on the requirements enumerated will result into the disapproval/rescheduling of such activity. All required documents must completed and be submitted as one compilation to the CSG Moderator. 1. CSG Moderator returns documents for corrections and may ask for additional requirements. 2. Prepare endorsement letter to Director of Student Services CSG Moderator/Director of 3. Forward approved documents to Student Services Student Services 4. Director of Student Services returns documents for corrections and may ask for additional requirements. 5. Forward budget to Finance Office Note: Any deficiency on the requirements enumerated will result into the disapproval/rescheduling of such activity. All required documents must completed and be submitted as one compilation to the Director of Student Services. Information Dissemination LGU Note: Division Governors may conduct division-level meetings.

Finance Secretary in coordination with SocioCultural Secretary, Sports Secretary, Academic Secretary Food Committee, Defense Committee, Attendance Committee, Internal-External Secretary

FUNDAMENTAL PRINCIPLES 1. 2. All student activities must be planned and coordinated with the Students Services Office. All CSG Officers both elected and appointed must exercise neutrality at all times. By definition, neutrality is the absence of declared bias. All CSG Officers both elected and appointed must serve only for the interest of the College Student Government and the entire student body without prejudice to the academic divisions and/or departments. 3. 4. It is required that all minutes of meetings must be documented and disseminated within 24 hours after such meeting. It is imperative that the cabinet members may form their own committees from the student body/student volunteers provided that the members of such committee is required to be a composition of students from all academic divisions and/or departments. 5. All guidelines governing any student activity must be passed by the members of the Legislative Council authorized and approved by the House Speaker. 6. 7. The Finance Secretary must consolidate, examine and approve budget requests. The Finance Secretary must consolidate budget liquidations as solely audited by members of the Commission on Audit authorized, and approved by the Head Commissioner. 8. All budget requests must be passed only by the members of the Legislative Council authorized and approved by the House Speaker and in coordination with the Finance Secretary. 9. Declaration of any contest winners must be done only by the members of the Legislative Council authorized and approved by the House Speaker and solely audited by members of the Commission on Audit authorized and approved by the Head Commissioner. 10. Exclusive ownership on ideas, guidelines