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Loyola Schools Office of Student Activities

Guidelines for Student Activities Seminar
OSA Conference Rooms 1 & 2 15 August 2011

Office of Student Activities

Regulates the activities of all organized student groups Facilitates formation of all organized groups Coordinates transactions between Administration and students Manages the finances of COP Sanggunian ng , mga Mag-aaral and all accredited organizations
Leadership Formation through Organization Development

Ms. Joy A. Adolfo, MA Formator Business Cluster

Leadership Formation through Organization Development

The LS OSA Team

chris ben dino erica ino

PMS alignment
alignment of activities vis--vis set goals for the school year adherence to the Guidelines for Student Activities to be reflected in the Professionalism Component of the Performance Management System (PMS)
Leadership Formation through Organization Development

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Official Activity Period

Mondays and Fridays 4:30 - 6:00 p.m.

Moratorium Period
Moratorium - a suspension of activity; an authorized
period of delay or waiting

Implemented to give the students time to prioritize academic requirements and prepare for the final examinations Non-academic activities are not allowed Moratorium period: two (2) weeks before the finals week up to the last day of exams (Sept 26 - Oct 15, 2011)
Leadership Formation through Organization Development

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Approval
Activity has to be approved first Equipment/facilities to be brought inside campus should have OSA endorsement and OAS clearance OSA and OAS should be informed of any cancellation or postponement of an event at least five (5) working days before the scheduled activity to allow other groups to avail of the various LS facilities.

Activities Inside the Campus

Coordinate logistical arrangements with: OSA, OAS, UPPA, FQA, Residence Halls, etc. Depending on the need, submit the following to OAS:
Major Logistical Arrangements (with needs other than just venue reservation) Minor Logistical Arrangements at least ten (10) clear working days before an activity at least five (5) clear working days before an activity

Leadership Formation through Organization Development

Leadership Formation through Organization Development

Activities Outside the Campus

Adult supervisor
Moderator of the organization, by default
Should be present for the whole duration of the activity

Activities Outside the Campus

If the Adult Supervisor is a substitute for the Moderator, submit the following: photocopy of his/her valid ID (e.g. passport, drivers license, SSS ID, BIR ID, company ID) fully accomplished Adult Supervisor

If not available, the moderator is to find and endorse a suitable substitute:

a current AdMU employee (part-time / full-time Administrator, Faculty, or Professional) a parent/legal guardian of one of the participants
Leadership Formation through Organization Development

Notification Form

Leadership Formation through Organization Development

Adult Supervisor Notification Form

Activities Outside the Campus

Waiver forms
Submit waiver form/s at least two (2) days before the activity Above 18 yrs. old - 1 waiver form with the signatures of participating students Below 18 yrs. old - Individual waiver form with parents signature Signatories: Moderator and President of the organization
Leadership Formation through Organization Development

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Activities Outside the Campus

above 18 years old below 18 years old

Project Approval
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Categories of Activities
Pre-approved Activities
Operations, On-campus, Non-fundraising No need for project proposal; The org can proceed directly

Additional Activities
If not included in the activities form, go through the project proposal phase Subject to alignment with and relevance to the orgs vision, mission and goals for the school year

to the logistics, promotions and other needs of the activity

Pending Activities

Off-campus Fundraising Activities, Sponsored Activities, Student Entrepreneurial Initiatives (SEI), Collaborations with other groups Umbrella Activities Activities that violate any regulation stated in the LS Student Handbook and the Student Activities Guide

Disapproved Activities

Leadership Formation through Organization Development

Leadership Formation through Organization Development

Project Approval Process

Clear Working Days count
Clear working day/s (CWD) refer to the number of regular days in between the day of submitting the documents for comments/approval and the day on which they may be claimed Cited in the following examples are the maximum number of clear working days.

Non-Selling Activities without Food

OSA
1 CWD

Project Approval Process

OAS
2 CWD

Submit Project Proposal

Leadership Formation through Organization Development

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Non-Selling Activities with Food

OSA
1 CWD

Project Approval Process

FQA
3 CWD

Selling: Non-Food
OSA
1 CWD variable

Project Approval Process

SEI OSA OAS
2 CWD

OAS
2 CWD

Submit Project Proposal Reservation Slips

Submit Projectbe forwarded PP will Proposal Final Approval comments/advice

Documents to be endorsed by OSA outside the 5 days

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Leadership Formation through Organization Development

Selling: Food
OSA
1 CWD

Project Approval Process

variable

SEI

OSA

FQA
3 CWD

OAS
2 CWD

Documents to be Submit Projectbeendorsed by OSA outside the 5 days Approval PP will Proposal Final Approval caterer, forwarded of food and comments/advice packaging

Endorsement/Approval of other Project Details

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Leadership Formation through Organization Development

PROJECT APPROVAL
Upon project approval, prepare and submit the following (when applicable): a. Marketing Package (description, rationale, procedure of each step) b. Memorandum of Agreement (MOA) c. Promotional Materials d. Logistics and Security Permits
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Logistics

Promotions

Marketing

Signing of reservation slips/letters for monitoring Consultations/ Guidance

Approval of all promotional designs

Approval of Marketing Package & MOA Intervention in cases where there is breach of contract

Monitoring of DSWS

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promotional boards *

Promotional Materials

Promotional Materials
All promos must be removed on the last day of posting or the day after. Failure to do so will incur deductions on the Professionalism Component of the PMS.
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teasers for classroom corkboards and organizational boards * posters * streamers/banners and tarpaulins * table-top advertisements (OSACaf) public address system MVP (OSA) LS-wide (OSADSWSOAS) digital/electronic promotions (OSA) t-shirts and other ephemerals (OSA)
* OSADSWS
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Logistics
1. For OSA-monitored facilities: a. reservation slip b. letters 2. For facilities monitored by other offices, documents have to be endorsed/noted by OSA.
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Marketing
1. Have marketing packages approved by OSA. 2. Start marketing then temporarily seal the deal. 3. Make a MOA. Have it approved by OSA, then using the same document, officially close the deal by signing it.
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Sponsorships
Not Allowed:
a. b. c. d. e. f. g. Sexually-related products/companies Alcoholic Beverages Cigarettes and tobacco-based products Products/Companies that promote violence and gambling Spa services and venues Car displays and shows Tutorials/ Review Center 1.

Sponsorships
Sponsors are not allowed to sell. They can only display and promote the product/company. 2. A sponsor may have a booth only for the following allowable number of days:
Sponsors Booth 5 days 3 days
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Organizations Promotions or Ticket Selling 10 days 5 days

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Sponsorships
4. Promo representatives should dress appropriately, in a manner suited to the academic nature of the university. 5. Food sampling / company giveaways in beverage form will be at Quad 1, SEC field, Promenade, College Lane, Cafeteria, College Covered Courts and Cervini Field.
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Sponsorships
Procedure:
1. Indicate the sponsors coming in when reserving the activity venue using the OAS long reservation form. For additional details not previously mentioned, write a letter (endorsed by OSA) to OAS at least two (2) days before the event.

2.

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Paper Trail
Project Proposal, MOA, Marketing Packages, Letters, Promotional Materials

Paper Trail
Reservation Slips/ Long Form, FQA, Adult Supervisor Notification Form 1. Mornings - Go directly to the formator for signature Afternoons - Go to the front desk, have your document stamped, then slip it in the INCOMING pigeonhole of your respective formator . 2. Follow up the status of your document the next day, preferably in the afternoon. 3. Proceed accordingly.
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Procedure:
1. Submission: Go to the front desk, have your document stamped, then slip it in the INCOMING pigeonhole of your formator . 2. Within 3 days, check on the status of your document from the OUTGOING pigeonhole of your formator. 3. For missing documents, courteously approach the Office Assistants or other OSA personnel at the front desk. 4. Proceed according to the comments/remarks on the document.
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Download Forms Online:

Questions?
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bit.ly/osaforms
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Thank you
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