Xavier University Ateneo de Cagayan

Form 1: Organization Officers

Form 1 is the first component of the revised student organization evaluation system. Each item contained herein is intended for organization officers only. To fill out this form, please gather your officers (at least 50% + 1 to reach quorum) and agree on your responses. Page | 1 Follow the rating scale provided (except Part C). Please do not alter/ amend this form nor leave any field blank. NA shall not be considered valid response. For items which are not answerable by the scale provided, please provide the information asked. These items are meant for RRC to validate your self rating and serve as basis for its own rating. All forms must be encoded. For fields with examples given (in red marks), please overwrite them and come up with your own response. Soft copies are downloadable through xustudentleaders1112@yahoogroups.com. Please print accomplished form (3 copies) and submit to SACDEV not later than the deadline. Name of Organization: (Acronym first then spelled-out name) XUST-Xavier University Soundtable Date of Evaluation:

Venue:

Attendance of Officers: (Please enumerate the officers present during the evaluation. Enclose position with parenthesis after each name. Columns have been provided to save space.) Column 1: Column 2: Column 3: Theodore Magto, Jr. - President Remee Monique Espiritu Treasurer Mark Garcia Documentation Alfie Barba Vice President Mariel Jugador Auditor John Malferrari Uy- Documentation Japsie Rodrigo Finance Manager Michelle Joy Labitad PRO Joe Bacus External Vice President Julius Christopher Caguing Tech Head Abigail Linog - Secretary Frances Factura Food Head

Please use the following scale to rate how well the organization satisfies the given statements. Mark the box corresponding to the rating you have agreed upon with an X. 5 4 3 2 1 Exemplary Advanced Improved Basic Deficient Task/ condition is performed at all times; commendable and effective Task/ condition is performed most of the time; competent with minimal supervision required Task/ condition is performed sometimes; occasional supervision is required Task/ condition is seldom performed; needs constant supervision Task/ condition is rarely performed

Part A: Organizational Development 1. 1.1. 1.2. 1.3. Vision/ Thrust, Objective Setting Our vision, mission, and objectives are specific, measurable, attainable, realistic, and time-bound (SMART). They are aligned/ in harmony with (or contributory to) the mission of the University. They are geared towards addressing student needs, community development, and nation-building. (All three conditions must be met; otherwise the org should not give a perfect rating.) 1.4. They are well publicized or communicated to the members of the organization. 1.5. They are well publicized or communicated to the general public (pertaining to people not part of the organization). 1.6. They are constantly reviewed and revised over a period of time. PAUSE! 5 X X X X X X 4 3 2 1

For items 1.4 and 1.5: How do you communicate your thrust or vision/ mission? (Please check applicable items.) Brochures (If you have this item, please paste it on a short coupon bond and attach to this form.) Publication (If you have this item, please attach it to this form. Make sure that the org vision/ mission is printed on it. Photocopy of the publication will do.) X Website (If you have this item, please indicate the URL here):

http://www.facebook.com/b.nignit?ref=tn_tnmn#!/pages/XUSOUNDTABLE/92899432678
Bulletin Board Others (If you have others means which are not in the list, please indicate them here):

For item 1.6: When was the last time you reviewed and updated your vision/ mission? (Respond only if such information is Xavier University Student Organization Evaluation Form 2012
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known to you. Please attach copy of constitution and highlight which part(s) has/ have been changed.) Your answer here:

2. Proficiency in Managerial Functions 2.1. Our organization constitution clearly defines the relationship/ line of communication/ chain of command among officers. (Pertaining to org structure) 2.2. Our organization clearly defines (and communicates) the functions of officers. 2.3. Our organization clearly defines (and communicates) the functions of committees. 2.4. Our organization observes proper delegation of tasks and responsibilities. 2.5. Our organization regularly conducts meetings. 2.6. Our organization makes decision through consensus-building. (This means that the decision is not made by the president alone.) 2.7. Our organization plans for activities ahead of time. 2.8. Our organization regularly monitors projects during implementation. (This means that the organization gathers information e.g. problems encountered, milestones, etc. or revise plans while the project is being conducted in order to facilitate preventive measures and ensure its success.) 2.9. Our organization ensures that all resources used in the implementation of projects are according to plans in most effective and efficient way. 2.10. Our organization regularly prepares and submits activity reports. 2.11. Our organization effectively manages its funds. (This means that the organization sufficiently meets financial requirements of its projects/ activities and that there are no deficits incurred.) 2.12. Our organization maintains sufficient financial report. (This means that sufficient liquidation reports are kept while cash book and cash flow are regularly updated.) 2.13. Our organization conducts systematic evaluation after each project/ activity. (Please note that while doing this, the organization must be able to assess whether or not implementation conformed to planned objectives/ targets.) 2.14. Our organization properly documents evaluation results. 2.15. Our organization communicates evaluation results to members.

5 X X X X X X X X

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X X X X X

X X

3. 3.1. 3.2. 3.3. 3.4.

Relationship with the Moderator We always inform (or invite) our moderator whenever we have an incoming meeting. We give our moderator the privilege to speak during meetings. We regularly seek the advice/ assistance of our moderator whenever we plan for projects/ activities. As the need arises, we consult our moderator every time we make a major decision in the organization (e.g. changes in the GPOA/ VMGO, a vacant position has to be filled, moving the date of a major activity, etc.). 3.5. We deal with our moderator whenever we have problems (e.g. personal conflict between/ among officers) in the organization.

5 X X X X X

Part B: Student Welfare 1. 1.1. 1.2. 1.3. 1.4. Level of Members Participation Our members are always well-informed of the activities/ projects of the organization. We always meet target number of participants every time we implement a project/ activity. Our members constantly avail of the programs and services offered by the organization. (E.g. academic tutorial, book rent/ sale, etc.) Our members actively participate in benefit projects such as collection of donations for calamity victims, concert for a cause, fund drives, etc. (any of these). 5 X X X X 4 3 2 1

PAUSE!

For item 1.1: How do you inform your members every time you have an incoming project/ activity? Please describe the system that you apply or identify technologies that you use. Your answer here: Text Message Email Facebook IM or Post on Facebook Group Verbal Means

For item 1.2: Please state the number of active members in your organization. Your answer here: 30-40 Xavier University Student Organization Evaluation Form 2012
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With this number of active members, how many usually participate in your project/ activity? Your answer here: 30-40 Page | 3

For item 1.3: Please enumerate below projects/ activities or services for your members. Your answer here: Name of Project

What does the project do?

Batong Bitoon

Promote music and express creativity to the XU community

Number of members who availed 40

(Add rows if space is not enough.) For item 1.4: What are the benefit projects participated by your members? Your answer here: Name of Project Whats the project all about? Number of members who participated

(Add rows if space is not enough.) 2. 2.1. 2.2. 2.3. Quality of Members Participation Our members constantly participate in the projects/ activities of the organization. Our members regularly attends general meeting. Our members generally accept responsibilities in the organization (e.g. agree to handle a committee, etc.). 5 X X X 4 3 2 1

3. 3.1.

3.2.

3.3.

Formation and Services for Members Our organization has an on-going member/ volunteer formation program. (This formation program must be any of the following: enhances members active involvement in the organization, strengthens relationship/ camaraderie of members, exposes members to current trends in the discipline/ advocacy of the organization such as seminars and workshops, or deepens members spirituality.) Our organization has a clear policy on recruitment and retention of members. (This means that the org has an existing policy/ criteria on how to accept members and how to retain them at the end of the year. Examples of these are grade requirement, attendance, etc. Since college and co-currs have automatic membership, please make officers and/ or volunteers as your perspective.) Our organization is able to address issues and concerns of members. (E.g. complaints regarding academic standard, complaints against a faculty member, etc.)

5 X

PAUSE!

For item 3.3: Please state the issues raised by the members. Please describe the intervention made by the organization. Your answer here: Issue/ Concern

Action Taken

(Add rows if space is not enough.)

Part C: Community Involvement PAUSE! This part is no longer answerable with the scale given above. Instead, please provide the information asked. This will serve as the basis for RRCs rating.

Xavier University Student Organization Evaluation Form 2012

(Digital copies downloadable through xustudentleaders1112@yahoogroups.com.) This document is a property of Student Activities and Leadership Development, Office of Student Affairs, Xavier University Ateneo de Cagayan. No part of this document may be published, reproduced, or distributed in any form or by any means without prior written permission from the office.

Xavier University Ateneo de Cagayan

1. Responsibility to the University An ideal student organization is one that fulfills its responsibility to the University. By participating or working with the University in University-wide initiatives and organizing projects that benefit not just the members of the organization but the University as a whole, the organization is able to attain its purpose. These projects may include but may not be limited to participating in friendly competitions organized by the University or initiatives that directly benefit the campus such as clean-up drive, free seminar (open to non-members), etc. Page | 4

1.1. Please list down below programs/ projects/ initiatives organized by other offices in the University and were participated by your organization. Contests are included in this category. Name of Program/ Project/ Activity E.g. Cine Magis What did your organization do? (Please state the impact of the initiative.) Our organization submitted an entry to the 3rd Cine Magis (Film Festival) organized by the Culture and Arts Office, where we won first place. Our entry was able to raise awareness on the impact of illegal fishing in Misamis Oriental.

(Add rows if space is not enough.)

1.2. Please list down below projects/ activities which were organized by other organizations or any office in the University and were implemented in partnership with your organization. You may also include projects/ activities primarily organized by your organization and were implemented in partnership with another student organization or office in the University. Name of Program/ Project/ Activity Who was the Main Organizer? (Other Student Organization/ University Office) Office of Student Affairs What did your organization do? (Please state also the impact of the initiative.)

E.g. Xavier Festival Days 2010

Our organization was tasked to organize the hip hop dance contest during the festival days 2010. The activity contributed to a festive atmosphere and served as an added attraction during the celebration.

(Add rows if space is not enough.)

1.3. Please enumerate below projects/ activities primarily organized by your organization and were participated/ attended by nonmembers. This is not limited to contests or seminars that you opened to non-members but also services or projects such as University-wide clean-up drives, information drive, advocacy campaign, or seminars that benefited the entire University. Name of Program/ Project/ Activity E.g. Dance Workshop 2010 What was it all about? The activity was organized to increase appreciation of the different types of dances popular in the region. Who were the attendees/ participants? 1. Open to all XU College Students 2. Select High Schools in the CDO

(Add rows if space is not enough.) 2. Commitment to Work with the Community Another requirement set for student organizations is their ability to establish and maintain relation/ linkage with the community outside the University. Student organizations are highly encouraged to implement projects that benefit people outside XU. Services offered by organizations must be related to the discipline or advocacy of the organization and must not be given as dole out. If possible, student organizations must work with the community in planning and implementing the project. More so, partnerships with formal entities (within XU/ government or private institutions) may be sought to ensure the success of the project. 2.1. Please enumerate below community projects initiated by your organization and benefited (an) outside community (ies). Name of Community Project What is it all about? Partner Institutions (Within XU/ Public or Private Sectors) Who are the beneficiaries? (Who benefited from the project/) Impact on the Beneficiaries

Xavier University Student Organization Evaluation Form 2012

(Digital copies downloadable through xustudentleaders1112@yahoogroups.com.) This document is a property of Student Activities and Leadership Development, Office of Student Affairs, Xavier University Ateneo de Cagayan. No part of this document may be published, reproduced, or distributed in any form or by any means without prior written permission from the office.

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(Add rows if space is not enough.)

Page | 5 3. Budget 3.1. A good organization is able to allocate significant percentage of its funds for community projects. How much budget does your organization spend for community projects? (In order to determine this, please get the sum total of funds spent for all your community projects.) Your answer here: 3.2. How much over-all budget does your organization receive in one school year? Please compute the percentage. Your answer here: Percentage: 4. Other Comments 4.1. In general, how do you assess the performance of your organization this school year? Your answer here:

--- Evaluation ends here. --Thank you very much for painstakingly filling-out this evaluation form. Your honest and objective evaluation will greatly contribute to our effort in helping you make your organization effective.

Note: This evaluation system uses multiple perspectives in assessing the efficacy of student organizations on campus. The following are the six components comprising this system: A. Organization Officers B. Organization Members C. CSG/ College Councils D. Moderator E. RRC F. SACDEV-OSA Student organizations are evaluated based on three areas: 1. Organizational Development (30%) 2. Student Welfare (30%) 3. Involvement in the Community (40%) The partial rating for each area is derived by dividing the raw score earned by the organization and the possible perfect score. The quotient is multiplied by 100 in order to get the percentage. The product is further multiplied by the weight assigned for the particular area. To get the final rating, the partial ratings generated for each area are being added. --This evaluation system is developed by the Review and Recognition Committee (RRC) AY 2008-2009 and revised by the same committee, AY 2010-2011. Use or adaptation of this tool is not allowed unless permission is granted by SACDEV-OSA. Xavier University Student Organization Evaluation Form 2012

Interpretation of Rating: Level 5 (95% - 100%) - Exemplary The organization performs tasks/ meets conditions reflecting highest level of performance; very consistent, commendable, and effective. (90% - 94%) - Advanced The organization performs tasks/ meets conditions reflecting mastery of performance with minimal supervision required. (75% - 89%) - Improved The organization performs tasks/ meets conditions reflecting development towards mastery of performance with occasional supervision required. (61% - 74%) - Basic The organization performs tasks/ meets conditions reflecting beginning level of performance; tasks/ conditions not met satisfactorily most of the time; demonstrates understanding of the tasks/ conditions involved. (60% and below) - Deficient The organization is not able to satisfactorily meet the conditions required.

(Digital copies downloadable through xustudentleaders1112@yahoogroups.com.) This document is a property of Student Activities and Leadership Development, Office of Student Affairs, Xavier University Ateneo de Cagayan. No part of this document may be published, reproduced, or distributed in any form or by any means without prior written permission from the office.

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Xavier University Student Organization Evaluation Form 2012

(Digital copies downloadable through xustudentleaders1112@yahoogroups.com.) This document is a property of Student Activities and Leadership Development, Office of Student Affairs, Xavier University Ateneo de Cagayan. No part of this document may be published, reproduced, or distributed in any form or by any means without prior written permission from the office.