BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________

The PMS Preamble We, the members of the Prime Movers Society, adhering to Christian Principles, imploring the aid of the Almighty God, exercising the right to self-organization among Bachelor of Science in Social Work Students, bind ourselves to establish a Society, in order to embody the ideals, aspirations, values, and principles of Social Work; to develop, cultivate, and employ our mental, physical, moral, and spiritual faculties to the best of our abilities; to establish and strengthen the bond of brotherhood and friendship; to provide aid in the field of education and also to implore Social and Religious Work; to assist and cooperate with the development of the University Administration and other Organizations alike in line with the goals of the University, do hereby ordain and promulgate this Constitution.

The PMS Objectives The Objectives of the Society shall be: To initiate and foster brotherhood and solidarity among Bachelor of Science in Social Work Students and Faculty, thus enhancing free interaction and open relationship. To promote educational, religious, cultural, and social activities by undertaking and sponsoring seminars, recollections, and group dynamics related to the Social Work Course in coordination with the University Administration Authorities. To serve as representative in coordination with various organizations within the school in cases where Bachelor of Science in Social Work Students participation is needed. To promote civic and charitable consciousness among members and also among others with the help of the Department of Social Work and the University Administration. To assist and cooperate with the Department of Social Work in line with the goal of the University where Bachelor of Science in Social Work Students participation is needed.

The PMS Vision-Mission Consolidating BS Social Work Students towards a Common Goal We envision the Prime Movers Society as a governing body for BS Social Work Students that will uphold commitment towards harnessing the ideals, aspirations, beliefs, values, and principles of the Social Work Profession and for the empowerment of each and every BS Social Work Student, and to be the means of communicating the sentiments of each and every student promoting Social Justice, Social Equity, and Unity by fostering a culture of selfless service, professionalism, accountability, responsibility, and democratic principles.

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BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________

Oath of Office

All Officers of the Prime Movers Society shall take an Oath of Office upon induction which is stated in the following: I, (Name of the Elected Officer), having been elected as (position) of the Prime Movers Society, do solemnly swear that I will faithfully and conscientiously fulfil my duties to the best of my abilities; To put into practice the values, and principles of the Social Work Profession, without fear or favour, with the aim on view of furthering the purpose and objectives of this Organization and advancing the interest of the community to which it is dedicated; to abide and uphold to the Constitution and By-Laws of the Prime Movers Society; and to conduct myself in a manner befitting a good and genuine Social Worker as to bring honour and prestige to the Prime Movers Society and to the Social Work Profession, and that I shall take this Oath without mental reservation or of the purpose of evasion. So help me God.

Oath of Membership All members of the Prime Movers Society shall take an Oath of Membership which is stated in the following: I, (Name of the Member), a member of the Prime Movers Society, do solemnly swear to abide and uphold the Constitution and By-Laws of this Organization; to fulfil my duties as an (Official Member or, Affiliate Member, or Honorary Alumni Member) of the Prime Movers Society; to bear true faith and allegiance to the values, and principles of the Social Work Profession; and that I shall take this Oath without mental reservation and negligence. So help me God.

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BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________ Factors for Progress Appropriate Date and Time Appropriate Venue Appropriate Activity/Project It is the Consensus of the Majority Comprehensive and Systematic Information Dissemination Properly Structured and Organized Time-line is strictly implemented Addressing suggestions, grievances, compliments, and sentiments Interest and Commitment Motivation and Dedication Cooperation, Coordination, and Collaboration among Officers and Members Proper Budgeting and Transparency

Strategic Plan Information dissemination ahead of time Representation of all sectors Subsidiarity and division of labor Specified delegations and designations More involvement and participation of members program/project/activity preparation and implementation. Systematic and Structured Team work

on

deliberations

and

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BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________ I. School-based Organization Procedure and Processes for the approval of Activities/Projects.

Offices Concerned: Faculty Adviser School Dean/Associate Dean SAO Dean/Associate Dean Vice President for Academic Affairs University President

Forms to accomplish: For Typical Activities/Projects Activity Form Reservation Form Program/Mechanism of the Activity/Project List of Facilitators and Coordinators List of Participants

For Activities/Project with External Intervention or Out-of-Campus Activities/Projects Activity Form Reservation Form Program/Mechanism of the Activity/Project List of Facilitators and Coordinators List of Participants Letter for the Institution/Person Concerned Letter from the Institution/Person Concerned Letter for the University President (endorsed by: faculty adviser, school dean/associate dean, sao dean/associate dean, and VP Acad)

(For Out-of-campus) Checklist for Out-of Campus Activities/Projects Waivers

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BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________ II. Request of funds from KASAMA/SSC
Accomplish the following: Resolution from the Organization Three (3) Canvass Forms Budget Proposal Letter for the Request of Funds (Format is provided by KASAMA/SSC ExeCom) Letter to the University President (endorsed by: faculty adviser, school dean/associate dean, sao dean/associate dean, and VP Acad)

Officers Concerned: KASAMA/SSC School Assembly KASAMA/SSC ExeCom Faculty Adviser School Dean/ Associate Dean SAO Dean/ Associate Dean Vice President for Academic Affairs University President

III.

Borrowing Materials/Equipment from SLU

Accomplish the following: Reservation Form Requisition Slip

Offices Concerned Faculty Adviser School Dean/Associate Dean Accounting Office Office-in-charge of the material/equipment

IV.

Availing Material/Equipment from SLU Accomplish the following: Resolution from KASAMA/SSC ExeCom Requisition Slip Offices Concerned: KASAMA/SSC School Dean/Associate Dean Accounting Office Office-in-charge of the material/equipment

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BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________ V. Processing Time-line For Typical Activities/Projects At least Two (2) weeks before the implementation For Activities/Project with External Activities/Projects At least 1 month before the implementation Checklist for Activities/Projects VI. Venue Date and Time Budget Proposal Program/Mechanism List of Facilitator(s)/Coordinator(s) List Equipment/Materials needed List of Participants Intervention or Out-of-Campus

Financial Statement Net Income/Ending Balance Breakdown of Income with dates Breakdown of Expenses with dates Seven (7) copies- SAO, Deans Office, PMS Faculty Adviser, PMS Executive Secretary, PMS Audit Officer, PMS Finance Officer, and PMS President

VII.

Parliamentary Procedures Call to Order Opening Prayer Roll Call Declaration of Quorum Reading and Approval of the Minutes of the Previous Meeting Committee Reports Unfinished Business New Business Closing Prayer Announcement Adjournment

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BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________ VIII. Minutes of the Meeting IX. Nature of the Meeting Date, Time, and Place Names of those who are present and absent Motions Point of Order, Point of information, Point of Personal Privilege Appeals Discussions and Arguments Announcements Time of Opening and Adjournment

Standing Committees Specific Tasks

CWD -Welfare and Development Ex. Academic Assistance Program, Symposium, Sportsfest and etc. CRI -Feasibility Studies -Data Gathering and Information Management CBA -Budget Appropriations -Auditing -Collecting -Canvassing CSG -Communicating and Addressing Suggestions -Communicating and Addressing Grievances CO -Outreach Program Management

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BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________

CPR -Comprehensive and Systematic Information Dissemination -Posting of Notices and Memos -Documentation of PMS Operations SC - Assist in the Administration of Committees - Assist in the Processing of Papers - Mediating Body - Authenticating Body - Screening - Checks and Balances
External Functions for Activities/Projects/Programs

CWD -Date, Time, and Place -Program Mechanism CRI -Approval of the Program/Mechanism -List of the Materials/Equipment needed -List of Participants CBA -Budget Appropriations CSG -Modifications -Confirmation of Approval CO -Facilitate, coordinate, and collaborate the implementation CPR -Comprehensive and Systematic Information Dissemination

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BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________

X. Designations and Delegations of Officers CWD - Vice President, Chairperson - Fourth Year Representative, Deputy Chairperson CRI - Third Year Representative, Chairperson - Second Year Representative, Deputy Chairperson CBA -Finance Officer, Chairperson -Audit Officer, Deputy Chairperson CSG - Business Manager, Chairperson - Business Manager, Deputy Chairperson CO - Business Manager, Chairperson - Business Manager, Deputy Chairperson CPR - Public Relations Officer, Chairperson - First Year Representative, Deputy Chairperson SC - Executive Secretary, Chairperson - Associate Secretary, Deputy Chairperson

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BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________ RESOLUTION/ORDINANCE DRAFTING Resolution Defined: An enactment of the legislature employed either to express sentiments or opinions or to carry out the internal affairs of the legislative body, or to make temporary laws, or to establish procedures for constitutional amendments. A resolution is generally less formal and therefore is less authoritative expressions of legislative purposes. It is a declaration of a council or legislative body, evincing some purpose or intent to do some act, not doing of the act itself. Ordinance versus Resolution An ordinance prescribes a permanent role of conduct of government; whereas, a resolution is of temporary character only. Essential Requisites for the Validity of Ordinance/Resolution 1. It must not contravene the Constitution or Statute; 2. It must not be oppressive; 3. It must be impartial, fair, and general; 4. It must not prohibit, but regulate trade; 5. It must not contravene common right; 6. It must be consistent with public policy; 7. It must not be unreasonable. 8. Basic Parts of Ordinance 1. Number- The sequence number for easy identification and reference. Ex. Ordinance No. 1, Series of 2010 2. Title- A concise manifestation or reference of the nature and contents of the ordinance. Ex. An Ordinance, An Act, An Enactment, A Decree 3. Enacting Clause- This identifies the source of, or entity claiming responsibility or ownership over, the ordinance. Ex. Be it passed, Be it ordained, Be it enacted, Be it decreed 4. Body- The main expression and sense of meaning of the enactment (ordinance) Ex. Article 1, Section 1

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BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________ 5. Repealing Clause Ex. That all ordinances inconsistent hereof are deemed repealed hereby That all existing ordinances which are inconsistent/contradictory hereof are deemed amended/modified accordingly. 6. Effectivity Provision/Date Ex. This ordinance shall take effect upon its promulgation/approval This ordinance shall take effect 15 days following the completion of its publication This ordinance shall take effect upon its publication in compliance with the requirements of the law This ordinance shall take effect immediately after its publication in accordance with law 7. Approval/Attestation/Certification Ex. Signed by, Approved by, Attested by, Certified by Basic Parts of Resolution 1. Number (Same in ordinance); Ex. Resolution No. 1, Series of 2010

2. Title (same in ordinance); Ex. A Resolution, A Concurrent Resolution

3. Preambleit provides justifications/purposes/intent/direction/history/rationale/conditions/and relating to the resolution; Ex. WHEREAS

the

the like

4. Enacting Clause (same in ordinance); Ex. Resolved by, Be it resolved, as it hereby resolved, by the Resolved further/moreover, by the 5. Body (same in ordinance); Ex. Resolved by the_______ that. Be it resolved, as it is hereby resolved, by the ____that Resolved further/moreover, by the ____that

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BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________

6. Adoption/Promulgation Provision (when, where, how) -it means the particular date, venue, and circumstances when, where, and how the resolution was officially made and thereby made effective; Ex. Adopted/Promulgated by the _____during its regular/special session/meeting this 13th day of March 2010 in the City of Baguio, Philippines

7. Approval/Attestation/Certification (same in ordinance with slight variation) Ex. Signed by, Attested by, Approved by, Certified by

Things to Prepare: For Registration: 1. 2. 3. 4. 5. Membership Forms Class Schedule Photocopy of 2 I.D.s of parent/guardian with 2 specimen signatures 2x2 I.D. Picture Oath of Membership

For Elections: 1. 2. 3. 4. 5. 6. 7. Certificate of Candidacy Copy of grades in the previous semester (and summer)*if applicable List of Candidates Tally Sheets Ballots List of Winners Oath of Office

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BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________

Internal Concerns Set Office Hours Seek Counsel from the Faculty Adviser Additional Concerns: Louisian Convergence -Tent -Tarp -Tables and Chairs -Cooking Materials -Personal Things: 1. Sleeping Bag 2. Blanket and Pillow 3. Clothing 4. Personal Hygiene University Days -Booth layout and set-up -Tent -Tables and Chairs -Materials/Equipments -Petty Cash for Fund Raising Booth Plan what to: 1. Sell 2. Delegate 3. Budget Other: Attendance INITIATIVE: Talk to the Department Head about the Theme Show the plans for the Booth Set-up Equipment/Materials to Bring

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BASIC GUIDELINES ON ORGANIZATIONAL ADMINISTRATION _____________________________________________________________________________________ PMS PRIORITIES: 1. Co-curricular Activities such as: Seminars Workshops Orientations Trainings Exposures Information, Education, and Communication (IEC) Activities Discipline-based Advocacy Activities Outreaches Extension Programs

2. Extra co-curricular Activities such as: Symposiums Forums Group Dynamics Public Demonstrations Pageants Outings Recollections

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