Room 205-207, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St.

, Cagayan de Oro City 9000

Email: csgxu@yahoo.com | Facebook: http://www.facebook.com/CSG.XU | Contact Number: (08822) 72-3116 or (088) 858-3116 local 3305
DEPARTMENT OF ACADEMIC AFFAIRS

DEPARTMENT ORDER 001-1415
Implementing Guidelines for Academic Grants and Proposals of
Undergraduate Student Councils and Co-Curricular Organizations


In accordance with the pertinent provisions of the 2005 XU-CSG Constitution, the following are the
implementing guidelines for grants and proposals on academic-related activities (seminars, workshops,
skills trainings, conferences, summits, etc.) by undergraduate student councils and co-curricular
organizations.

I. RATIONALE AND OBJECTIVES
The Department of Academic Affairs of the XU-CSG (XU-CSG DACA), as provided by the 2005 XU-CSG
Constitution, aims to:
(1) advance the academic agenda on quality higher education (Republic Act 7722) in an intellectually-
stimulating, student-centered, Ignatian-based, and interactive learning environment through close
monitoring and evaluation of teacher performance, viable research programs (disciplinal and/ or
multidisciplinary), comprehensive educational resources and support structures (libraries,
practicum and internship opportunities, etc.), and relevant external linkages;
(2) empower student stakeholdership in the formulation of university academic policies, processes,
and procedures through student poll surveys (qualitative and quantitative) and administration-
student zonal consultations and multiperspectival dialogue;
(3) provide timely and sound support services (i.e. thesis grant-in-aids, seminar-workshops subsidies,
research summits, skills trainings, tutorials, publication incentives, etc.) for XU students by forging
partnerships and collaborations with university units, student organizations, and external
institutions; and
(4) serve as an auxiliary but independent entity of the University Academic Council in the ongoing
paradigm shift brought by the ASEAN 2015 Integration (Political-Security, Economic, and Socio-
Cultural); the revised General Education Curriculum (CHED Memo Order 20, S 2013) of the new
K+12 curriculum; the adaptation of the Outcomes-Based Education framework; the Institutional
Sustainability Assessment; and the Vertical and Horizontal Typology-Based QA in HEIs (CHED
Memo Order 46, S 2012), and others.

II. GRANTS, AWARDS, AND PROPOSALS
In recognition of the exemplary academic endeavors of undergraduate student councils, co-curricular
organizations, and students (in groups or as individuals) in accordance with the university thrusts and
standards, selected organizations, groups, and/ or individuals are entitled to request for funding support
from XU-CSG DACA in the form of institutional and/ or individual financial support.








Room 205-207, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St., Cagayan de Oro City 9000
Email: csgxu@yahoo.com | Facebook: http://www.facebook.com/CSG.XU | Contact Number: (08822) 72-3116 or (088) 858-3116 local 3305
DEPARTMENT OF ACADEMIC AFFAIRS
Section 1: Types of Grants and Awards. Undergraduate student councils, co-curricular organizations, and
students (in groups or as individuals) may apply for grants/ awards in any of the following areas, or any
combination thereof, provided that projects proposed are academic in nature.

Award Categories Qualifications Academic-related Activities

STUDENT DEVELOPMENT
Student organizations conduct
activities (as main organizer)
which aim to upgrade
constituent skills and
competencies relevant to their
field of discipline. Such may
involve assisting relevant
stakeholders and communities
by promoting their own
discipline.





Undergraduate student councils
and co-curricular organizations



Lectures, seminars, workshops,
trainings, congresses,
conferences, and summits

RESEARCH AND
PUBLICATION
Student groups and/ or
individuals have research topics
aligned with university research
thrust and the 2015 Millennium
Development Goals (MDGs)
and/ or have scholarly/ literary/
journalistic works published in
reputable publications outside
the university.






Student groups and individuals

A. AMDG Thesis grants
for individuals or groups
of students who are
currently pursuing a
promising thesis as a
partial/ final requirement
for their specific courses

B. AMDG Publication
incentives*for
individuals or groups of
students whose scientific,
artistic, or journalistic
articles are already
published in reputable
publications (i.e. journals,
books, anthologies, etc.)


*Categorizations are as follows:
1. Scholarly papers (research papers, case study, thesis, and other works in journals and others)
2. Creative works (essay, poetry, fiction, and play in literary journals, conference proceedings, etc.)
3. Journalistic articles (news, feature, and others in newspapers, magazines, etc.)

Section 2: Funding Support. Allowable costs shall follow pertinent SACDEV and XU-CSG rules (e.g.
presentation of proof of expenditures through liquidation reports). It should be noted that the approval of
an application for a grant shall eventually be determined by the financial standing of XU-CSG DACA
during the semester. Further, because of limited funds, awards will be on a competitive basis.

Room 205-207, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St., Cagayan de Oro City 9000
Email: csgxu@yahoo.com | Facebook: http://www.facebook.com/CSG.XU | Contact Number: (08822) 72-3116 or (088) 858-3116 local 3305
DEPARTMENT OF ACADEMIC AFFAIRS

III. APPLICATION FOR GRANTS AND AWARDS
An application for funding support from XU-CSG DACA requires the submission of a proposal. Qualifiers
may submit several proposals separately or a consolidated proposal consisting of more than one activity.
It must be include original signed proposal(s) and three photocopies. It must be addressed to:

ALTON MELVAR M DAPANAS
Secretary, XU-CSG Department of Academic Affairs

Proposal(s) may be hand-delivered to:

Schol. Richie Fernando Office of the Executive Cabinet
Xavier University-Central Student Government
Room 205, Student Center Building
Xavier University-Ateneo de Cagayan

IV. PROPOSAL EVALUATION CRITERIA (Applicable for Student Development Category and Research and Publication [Letter A only].)
Each proposal must be aligned with the university thrust of research and the 2015 MDGs and must manifest
the benefits to higher education and national development. Specifically, the approval of proposals will be
based on a general criteria.

V. GRANT ADMINISTRATION (Applicable for Student Development and Research and Publication categories [Letter A only].)
The grantee/ awardee has overall responsibility for the management of the project and its activities,
ensuring full adherence to and compliance with existing university rules (as stated in XU Student
Organization Manual).
(1) The pre-implementation and implementation of project using XU-CSG DACA grants shall be
subject to the procurement procedures consistent with existing SACDEV and XU-CSG rules on
accounting and auditing.
(2) For Student Development category, the XU-CSG seal shall appear at all IEC (information, education,
and communication) materials, both online and print, such as tarpaulins, posters, and others.
(3) XU-CSG DACA shall appear as official partner of the event as reflected on the project proposal.

VI. EFFECTIVITY
This department order shall take effect immediately. All recognized XU student organizations and
individuals shall follow the herein guidelines accordingly. Done in the city of Cagayan de Oro,
Philippines this 15
th
day of August in the year of our Lord, two thousand and fourteen.


ALTON MELVAR M DAPANAS
Secretary, Department of Academic Affairs

Endorsed by


HAROLD JOHN M LABORTE
President

Room 205-207, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St., Cagayan de Oro City 9000
Email: csgxu@yahoo.com | Facebook: http://www.facebook.com/CSG.XU | Contact Number: (08822) 72-3116 or (088) 858-3116 local 3305
DEPARTMENT OF ACADEMIC AFFAIRS

Annex A
CONTENT REQUIREMENTS OF PROPOSALS

For Student Development and Research and Publication (Letter A only) categories:
(Must be submitted 20 working days before the proposed implementation date/s.)
1. A letter of application (with the type of grant/ award requested) addressed to the XU-CSG DACA
Secretary. (Please see full name above.)
2. Copy of the project proposal containing the following:
a. Name and physical address of the organization/ individual
b. Title of proposed project
c. Rationale/ objectives and expected project deliverables and success indicators
d. Work plan and detailed timetable
e. Requested total funding support with itemized list of expenses/ costs
f. Proposed starting date and expected date of project completion
3. Name and signature of project head/s (for Student Development) and proponent/s (for Research
and Publication), with contact number, email address, and date signed
4. Endorsement letter by the department chair/ unit head/ college dean and date signed

For Research and Publication (Letter B only) categories:
1. A letter of application (with the type of grant/ award requested) addressed to the XU-CSG DACA
Secretary. (Please see full name above.)
2. Copy of work (printed, scanned, or photocopied)
3. Copy of the table of contents with title of work and name of author (if applicable)
4. Printed list of editors of the publication