• Proceed to the Office of Student Affairs; fill out the clearance form and submit the affidavit of loss.
• Proceed to the Cashier’s Office and pay the fee.
• Proceed to ID processing and present the clearance form from OSA and receipt from the cashier.

• Proceed to the Office of Student Affairs office and secure a form of Application for Uniform Exemption Form and bring the following pertinent documents (2 copies)

To wit;

Policies and Procedures:

1. Once approved the student must furnish a copy of his form (attachment not included) to the Security and Safety Office.

2. The Pass Slip will be issued as a basis of the approval of the application for uniform exemption.

3. Student can assure that information given above including the attachment will be kept by the Office of Student Affairs (OSA) in utmost confidentiality and complied with policies and guidelines of Data Privacy Act of 2012

4. This application is subject for revocation if the student is found guilty in violating any of the University policies stipulated in the OPM and Student Code of Conduct in the Student Handbook.

• Purpose: The University encourages the exercise of the students’ right to form associations in accordance with the policies, rules and regulations set by the school. This is intended to guide the students in the formulation and conduct of student activities organized by student leaders of organizations and clubs as well as the student government.

   

   

  Scope: This covers policies, rules and regulations for student organizations and activities from the letter of intent, recognition/accreditation by the OSA, qualifications of student officer, to the monitoring and evaluation of the activities of campus clubs/organizations onsite/online.

   

   

  Policies/Guidelines

   

  1. Students are encouraged to participate and join in curricular and non-curricular activities to develop leadership, teamwork, sportsmanship, social dynamism, community involvement and to inculcate the value of loyalty and responsibility.

   

  2. Qualifications of Student Organization/Club Officer

   

  2.1 A student must be currently enrolled in at least 18 units, and has no failing, dropped or incomplete grades in the previous semester immediately preceding the election.

   

  2.2 Must not have any record of misconduct (minor and major offense) and must be cleared of any accountability of funds in any of his/her previous organization.

   

  2.3 Failure in any academic subject in the current semester/term shall disqualify the officer from continuously discharging his/her function in the organization.

   

  2.4 For graduating students, the 18-unit requirement may be reduced based on the actual load certified by the Registrar. The Certificate of Under Units shall be submitted.

   

  3. Policies and Guidelines

  The following policies govern student involvement in organizations/ clubs and activities to wit:

   

  1. All student campus organizations must be duly accredited/ re-accredited by the Office of the Student Affairs (OSA). All accredited/ re-accredited student organizations shall comply with the requirements imposed by OSA. This includes the participation of OSA-initiated activities (e.g. Leadership webinar/training), representation as delegates of the University in events organized by external partners/stakeholders.

   

  2. The OSA has the authority to grant recognition to any student organization that has complied with all the requirements set by the University. However, the OSA reserves the right to disapprove any application, withdraw or cancel the recognition granted for any of the grounds enumerated in the OSA Handbook.

   

  3. Every organization must have a Constitution and By-Laws which should be anchored on the objectives of the Philippine Constitution, the Vision, Mission and Values of the University, Commission on Higher Education (CHED) Orders, and other laws issued by duly constituted authorities.

   

  4. Every organization must have a UM faculty adviser or non-teaching moderator who is allowed with only one advisory commitment. Attendance of the respective Adviser/Moderator during the orientation seminar on campus advising is required.

   

  5. Recruitment of members shall be open to all college levels for Academic Organizations only. Civic, Religious and other student clubs/organizations’ membership (except Academic Organization) shall be limited to upperclassmen, since freshmen students are still in a period of adjustment.

   

  6. Aside from the class organization, a student is not allowed to join more than two (2) student organizations.  A student who is a President/Chair, Vice President/Chair, a Secretary, or Treasurer of one (1) organization can only become a member in the second organization.

   

  7. Hazing in any forms is strictly prohibited in the organization (see RA 11053 of Student Handbook).

   

  8. All student officers and their advisers are collectively held responsible for the commission of acts inimical to the best interest and well-being of the members and the University in general.

   

  9. Should students collect membership fees from the organization members, Financial Due Diligence should be complied. The student organization/club has to submit liquidation reports and shall subject its financial reports to audit by the duly assigned auditor.

   

  10. For conduct of student activities, approval shall be secured prior to the conduct of any activity, project or use of any school facility and/or collection of contributions from its members. As part of documentation purposes, the Narrative Report shall be submitted to OSA before the approval of the next activity.

   

  11. All of the officers of the student organizations must be cleared from any accountability at OSA. Failure to comply with the necessary requirements/documents may lead to non-recognition of the said student organization and/or withholding of credentials of the identified student officers/leaders.

   

  12. Required accreditation/ re-accreditation documents of the student organization/club shall submit to the OSA Director/ OSA Head, duly signed by the required signatories following prescribed format.

   

   

  Documents for re-accreditation:

  1. Application Letter for Re-accreditation

  2. Approved Constitution and By-Laws

  3. AOP Mid-Year Accomplishment Report/ Year-End Accomplishment Report (previous school year)

  4. Financial Report (previous school year)

  5. Annual Operational Plan (current school year)

  6. Advisorship Letter of Acceptance and Agreement

  7. List of Officers and List of Members

  8. Latest Student Permanent Record/Student Evaluation and Matriculation Form of an elected Officers

   

   

  Documents for Accreditation:

  1. Application Letter for Accreditation

  2. Approved Constitution and By-Laws

  3. Annual Operational Plan (current school year)

  4. Advisorship Letter of Acceptance and Agreement

  5. List of Officers and List of Members

  6. Latest Student Permanent Record/Student Evaluation Form and Matriculation Form of an elected Officers

  4. Accreditation/Re-Accreditation of Student Organizations/Clubs Specific Guidelines 

  The following requirements shall be submitted following the sequence below using prescribed format.

  4.1 Letter of intent for accreditation/ re-accreditation of the student organization addressed to OSA Director/ OSA Head/ Coordinator of the Branches, contains the following:

  1. Name and its trade name

  2. Nature of the organization

  3. Main purpose of instituting the organization

  4. List of Officers

  For Academic Organization, letters must be signed by its president, and adviser (a faculty of the program where the organization is based), noted by the Program Head and Dean of College.

  For Civic, Religious and other non-academic organization, the letter is signed by the student organization president, and noted by the student organization’s adviser.

  4.2 Approved constitution and by-laws (CBL) with anti-hazing provision

  1. The CBL must state a provision that no hazing in any form is allowed in any initiation as a requirement to become a member in the organization.

  2. All officers and adviser/s must have their signatures in the CBL

  3. If membership fees are to be collected, the amount must be stated with its breakdown.

  4.3 List of Names of Elected Officers

  1. The list of elected officers shall be presented with corresponding name of program, year level, and signature, and with recent photo of each officer.

  2. Attached latest Form 1 and updated SPR and Evaluation of all officers.

  3. For graduating students, the 18-unit requirement may be reduced based on the actual load certified by the Registrar. The Certificate of Under Units shall be submitted.

  4.4 List of Names of Members

  1. Indicate at least 20 members with corresponding name of program, year level and signature of each member as initial number of members. List of members shall be updated (if applicable) before the school year ends.

  2. For Academic organization, the adviser must be a teacher of the College/Program where the organization is based and must be recommended by the Program Head and/or Dean of College.

  3. For Civic, Cultural, Religious and other organizations belonging to other categories, the adviser must be active and have undergone training/seminars in relation to the advocacy of the organization. Certificates or any proof must be attached for qualifications. 

  Note: In cases that the need to have more than one (1) adviser for any student organization/club (including CSG) arise, a letter or request shall be initiated by the college/program concerned, noted by the Dean of College, and shall be addressed to UM COO/QMR for approval.

  4.6 Annual Operational Plan

  1. Activities to implement should be in line with the nature and purpose of the organization.

  4.7 Adopt-A-Spot Letter

  1. Letters should be addressed to the OSA Director/OSA Head/Coordinator, signed by the organizations’ president and the adviser.

  2. It should state the advocacy of the student organization and be treated as a campus-based project as stated in the AOP.

  4.8 AOP Yead-End Accomplishment Report

  1. It shall be submitted at the end of the school year, and shall be used as one of the bases in the re-accreditation in the next school year.

  4.9 Financial Report

  1. Liquidation report shall be submitted by the organization/club after each conduct of the activity with official receipts. Financial Due Diligence (see OPM 18.10) should be followed.

  2. Failure to submit may be subjected to non-reaccreditation in the next year’s accreditation of the student organization, and/or may resort to filing a letter of complaint to RAC thus holding the transcript of records, Good Moral Certificate at OSA, and other credentials of the student officers. 

  5. Conduct of Student Activities On-site/Online

      In conduct of activities for students the following shall be followed:

   

  5.1 For In-Campus Activities

  Pre-activity requirements for approval:

  1. Cover Letter (with funding-request addressed to COO; no funding needed-addressed to OSA) 

  2. Activity Proposal

  3. Minutes of Meeting

  4. Program

  After-activity documents to be submitted after every event conducted:

  1. Narrative Report

  2. Documentation

  3. Attendance Sheet

  4. Evaluation Report

  5. Liquidation Report (if applicable)

  5.2 For Off-Campus Activities as per APS Requirement Matrix 2017:

  1. Curricular/Disciplinal. Follow Due Diligence requirements.

  Submit the following:

  • Cover Letter. Appropriate signatories shall be indicated. Follow Financial DUe Diligence for funding the activity(ies).

  • Activity Proposal including Destination/Itinerary and Personnel/Faculty In-charge

  • Minutes of Orientation to Students for activity with rigorous activity, medical certificate is required.

  • Consent of the parents/guardian.

  • Financial Due Diligence (activity with registration)