Student Council, Organizations and Fraternities Services (SCOFS)

The SCOFS refers to a set of student services which aspires to extend encouragement and assistance to the existence and      operation of all student formations and their components. It caters to all the extra-curricular interests of the students and unite all     student-centered concerns and activities by providing them avenues in the form of trainings, empowerment, participation in decision-making processes, exposures and opportunities for interaction. The program likewise provides students with facilities, incentives and other institutional supports that help develop their personalities, talents, potentials and skills.

 

The program embraces the following services:

  1. Student Council and Government
  2. Student Organizations and Fraternities
  3. Leadership Development Programs
  4. Research, Monitoring and Evaluation on the Program’s Affairs and Services

 

The program shall extend basic institutional recognition and support to the Student Government and the Student Formations through the following functions:

  1. Recognize the right of the students to govern themselves and to be represented in appropriate and legitimate student councils or board of regents.
  2. Have a system of recognition, accreditation and re-accreditation for university-wide and college-based student organizations and school-based fraternities through the Student Organizations   Accreditation Committee .
  3. Set the guidelines and policies for the operations of all student formations, with the corresponding system of monitoring their compliance thereto and evaluation using participatory institutional procedures and processes, and disseminate the same for students’ awareness.
  4. Assist the student organizations and/or student leaders to confederate as a prerequisite for their peaceful co-existence and smooth operation in the campus.
  5. Provide student organizations, student formations and fraternities adequate office space and other institutional supports.

 

With the goal of promoting and sustaining services contributory to the development of the students, the program shall:

  1. Task the Student Council with duties and other responsibilities as circumstances require.
  2. Attend to the programs, activities and projects of all student formations or organizations which endeavour to enrich the     students’ lives and to attain the goals of their organizations as aligned to those of the university and the community.
  3. Ensure that  leadership  training   programs  are  provided  and opportunities for interaction with counterparts from other institutions are sustained.
  4. Conduct leadership trainings, workshops, seminars, fora and exchanges.
  5. Usher the participation of student organizations to leadership trainings, workshops, seminars, etc. sponsored by the OSA, SC or any recognized student organization in the campus.
  6. Require participation in activities on anti-drug abuse and drug abuse prevention, environmental awareness programs, community-exposures/immersion and the like initiated by government and non-government organizations.
  7. Supervise through their advisers the conduct and decorum of the members of the student formations, especially the officers or student leaders.
  8. Coordinate with the other services of the Office of Student Affairs for the orientation, exposure or active participation of student leaders to programs and activities that cater to student    welfare and development.
  9. Maintain and improve a system of reward or incentive in recognition of the individual, leadership and teamwork accomplishments or feats of students in the realization of the vision-mission of the institution.

 

To warrant that all the concerns and undertakings of the  student formations are geared for development, the program shall:

  1. Establish a systematic monitoring to determine the validity, legitimacy and relevance of student activities under existing laws, school policies and standard operating procedures.
  2. Keep and maintain a feedback mechanism on the effectiveness of the program by conducting research and disseminating/utilizing research outputs.

 

Formation, Recognition, Accreditation, and Orientation of Student Organizations

Policy Statements

  1. The UNP Administration through the Office of Student Affairs shall recognize the right of students to association under existing guidelines and policies not contrary to the objectives of the institution and that of higher laws.
  2. All student organizations and fraternities/sororities shall be recognized or accredited under appropriate guidelines and         procedures as prerequisite to their legitimate operation in the    university. Academic Unit Councils (AUCs) or Mandated Student        Organizations shall be subjected to recognition while the interest groups shall undergo accreditation.
  3. The university shall observe, initiate and maintain an orientation and information system for student organizations, leaders, coordinators and advisers.

 

 Formation and Composition of Student Organizations

  1. The university recognizes the existence of three (3) major types of organizations: the mother student organization, mandated organizations (Academic Unit Councils) and accredited organizations.
  2. The Mother Student Organization in UNP is called the Student Council (SC). Every bona fide student of UNP is a member of the Student Council.

*The UNP Student Council Elections shall take place 30 days after the opening of classes on the first semester of the school year.

  1. Academic Unit Councils (AUCs) or Mandated Student Organizations, after having been recognized by the university to operate, are authorized by their own academic unit to perform the task of supervising the activities of students within their department.    Every officially enrolled student in a particular academic unit is a member of the mandated student organization.
  2. The basic subdivision of the AUC shall be the “Class Organization” (CO).
  3. The “Academic Unit Council Consultative Assembly” (AUC-CA) is the highest policy-making body of the students in an academic unit.
  4. Accredited Student Organizations are organized based on the course the students want to pursue, or they are established based on the special interests and skills and potentials which the students want to enhance in them.

 

Basic Considerations in the Recognition and Accreditation of Student Organizations 

  1. The period for the formation, official recognition, accreditation or reaccreditation of student  organizations and  fraternities/sororities shall be within 30 days after the official start of classes on the first semester of the school year, extendible to a certain period as circumstances may provide.
  2. A Committee shall be created in view of the recognition and accreditation of student organizations and fraternities/sororities, with the following powers and duties:
  3. To assess the requirements and execute the processes on the recognition and accreditation of student organizations/fraternities or sororities within the campus subject to rules and regulations as may be prescribed;
  4. To formulate, amend and revise requirements, rules and regula-tions on the recognition of student organizations, fraternities and sororities;
  5. To recommend the cancellation of recognition/accreditation or the imposition of disciplinary actions or sanctions to the university president.
  6. An organization which fails to submit its Year-End Reports (either Annual Accomplishment Report or Annual Financial Statement or both, or Transitional Financial Statement as the case may be) shall only be provisionally admitted for recognition or reaccreditation and its operation in the current school year shall be suspended until it has complied with said reports. The election of any of its officers to a position in a confederation or committee shall likewise be temporary or subjected to revocation.
  7. A student organization which had been recognized before but did not apply for re-accreditation and thus stopped to operate for one or more school years shall be treated as an aspiring or new organization.
  8. An organization categorized as socio-civic, religious, cultural or advocacy   in   nature  shall  seek the  endorsement  of  the  Social, Community and Multi-Faith Services before it is officially accommodated by the SCOFS as applicant for accreditation.
  9. Applicants shall coordinate and schedule their interview with the OSA Accreditation Committee three days before the intended date of the said interview.
  10. Application letter and request letter for advisorship shall be addressed to the University President, prepared by the organization’s president/governor, noted by the incumbent adviser, with the recommending approval of the College Dean, Head of the SCOFS, SDP Director and Vice President for Student and External Affairs.
  11. Documents to be submitted must be in triplicate. Each copy must be in a separate folder.
  12. The recognition of an AUC shall follow the same procedure required for the accreditation of interest groups.
  13. A student organization which is not fully recognized or accredited without justifiable reason and by cause of its own fault, negligence or inaction shall not be issued a Certificate of Authority to Operate, cannot hold activities and much less to take part in any confederation or reorganization of student organizations.

 

Classification of Interest Groups

Generally, accredited student organizations are either college-based or university-wide in their scope and operation. However, forming part of the requirements and procedures for    accreditation, a student organization shall look into its vision-mission or objectives and determine for itself its classification as hereinafter described:

  1. Political – The organization operates with a definite political orientation and perspective.
  2. Academic – The organization concentrates in the fields of instruction and research, or enhances the course specialization of its members.
  3. Socio-Civic – The organization engages most of the time in outreach programs such as medical and  dental missions, visit to social welfare  institutions and other related socio-civic  activities.
  4. Advocacy – The organization promotes awareness on specific social issues and concerns.
  5. Religious – The organization centers on religious or faith-related activities.
  6. Cultural – The organization promotes performing and visual arts such as theater, music, dance,   painting and other art forms.
  7. Sports – The organization emphasizes physical education and development

 

Specific Requirements for the Accreditation of Interest Groups

[Must be in triplicate or in three folders. Each copy must be in a  separate folder]

 

New Organization

  1. Request Letter for Authority to Operate (Application for Accreditation);
  2. Authorization by a higher chapter for the Institutional Accreditation of the local chapter (if organization has a wider chapter);
  3. Constitution and By-Laws of the Organization;
  4. List of Officers and Members with their Specimen Signatures; ID Picture of Officers and Contact Numbers;
  5. Duly Accomplished Bio-Data of Officers;
  6. Oath of Commitment of Officers;
  7. Action Plan for the School Year; and
  8. Three (3) Nominees for Advisorship of the Organization, each with an Oath of Commitment.

 

Old Organization

  1. Request Letter for Renewal of Operation (Application for Re- Accreditation);
  2. Copy of Accomplishment Report of the previous school year;
  3. Copy of Financial Report of the previous school year with an Independent Audit Report;
  4. Declaration of Beginning Fund Balance (based on the Ending Fund Balance of the previous school year);
  5. Revised or Amended Constitution and By-Laws;
  6. List of Officers and Members with their Specimen Signatures; ID Picture of Officers and Contact Numbers;
  7. Duly Accomplished Bio-Data of officers;
  8. Oath of Commitment of Officers;
  9. Action Plan for the School Year; and
  10. Three (3) Nominees for Advisorship of the Organization, each with an Oath of Commitment.

 

Fraternity

  1. Request Letter for Authority to Operate (Application for Accreditation) / Request Letter for Renewal of Operation (Application for  Re-Accreditation);
  2. Authorization by a higher chapter for the Institutional Accreditation of the local chapter (if new fraternity has a wider chapter);
  3. Copy of Accomplishment Report of the previous school year (Old);
  4. Copy of Financial Report of the previous school year with an Independent Audit Report (Old);
  5. Declaration of Beginning Fund Balance based on the Ending Fund Balance of the previous school year (Old);
  6. Constitution and By-Laws of the Fraternity (New);
  7. Revised or Amended Constitution and By-Laws (Old);
  8. List of Officers and Members with their Specimen Signatures; ID Picture of Officers and Contact Numbers;
  9. Duly Accomplished Bio-Data of officers;
  10. Oath of Commitment of Officers;
  11. Action Plan for the School Year;
  12. Three (3) Nominees for Advisorship of the Organization, each with an Oath of Commitment;
  13. Oath of Commitment to the Anti-Hazing Law;
  14. Willingness to Sign Covenant of Peace; and
  15. Undertaking to be a Service Fraternity and a UNP Peaceful, Responsible and Organized Fraternities (PROFrat) member (New).

 

Organized Student Groups Endorsed by Other OSA Programs

  1. Same Requirements for New and Old Organizations as the case may be; and
  2. Recommendation by the Head of the endorsing OSA Program.

 

Requirements for the Recognition of Academic Unit Councils or Mandated Organizations 

  1. Request letter for recognition to operate by the UNP Administration;
  2. Constitution and By-Laws of the Organization;
  3. Duly accomplished Bio-Data of Officers and their Specimen Signatures;
  4. Oath of Commitment of Officers;
  5. Copy of Accomplishment Report of the previous school-year; and
  6. Copy of Financial Report of the previous school year with an Audit Report of the SAFE/Independent Audit Report or Copy of the Audited Transitional  Financial Statement as the case may be.

 

Procedures

  1. Submission to the OSA of accomplished application forms and requirements;
  2. Verification and Assessment of Duly Accomplished Application Form and Requirements;
  3. Interview of the Organization’s Officers by the Head of the SC, Organizations and Fraternity Services;
  4. Orientation with the Students’ Auditors for Financial Efficacy (SAFE);
  5. Interview of the organization by the Director of the Student Development Programs;
  6. Interview of the organization by the Vice President for Student and External Affairs and the University President for Approval;
  7. Issuance of Special Order of Adviser; and
  8. Issuance of Certificate of Accreditation and Authority to Operate.