DOST SCHOLARS’ SOCIETY

CONSTITUTIONS AND BY-LAWS

Preamble

We, the bonafide members of the DOST SCHOLARS’ SOCIETY PUP-STB (DOST-SOC) , imploring
the aid of the Almighty God, in order to build and steer an organization, envision and hearten the spirit of unity, for
moral, social and intellectual betterment, similarly to perpetuate human values and virtues, to help the country in
return to our scholarship benefactor by following its mandates, and to pursue the ultimate goal of DOST SCHOLAR
SOCIETY is the mutual care for and of DOST scholars in the field of academics and leadership, do ordain and
promulgate this constitution.

ARTICLE I. PRELIMINARY PROVISIONS

Section 1. This organization shall be known as DOST SCHOLARS’ SOCIETY PUP-STB.

Section 2. This is a society of scholars residing in PUP-STB in which the office is the same as NSTP room
seated at the 1st floor of the Cultural Building.

Section 3. Whenever used wherein the word “DOST scholar” it shall pertain to any bonafide PUP-STB
student, who is a DOST Scholar Society member and identified as a scholar DOST’s scholarship
programs offered by the Department of Science and Technology of the Philippines.

Section 4. This society shall be political and sectarian. The society covers three major fields:

4.1 Academics

4.2 Leadership Abilities

4.3 Talent and Skills

ARTICLE II. DECLARATION OF BASIC PRINCIPLES

Section 1. The DOST SCHOLARS’ SOCIETY PUP-STB is an organization wherein sovereignty and power
resides in all its members and all governing bodies that emanates from them.

Section 2. The extension of services designed to enhance current and aspiring scholars’ abilities to their field
is the prime objective of the society. In accordance with the fulfillment of this objective, all
members maybe requested to render services from their respective expertise.
Section 3. The promotion of human values and virtues of all scholars shall be the priority of the society.

Section 4. The society shall maintain the principles of good citizenship.

Section 5. The society shall cultivate efforts towards positive relationship between the society’s members and
the rest of the community.

ARTICLE III. GENERAL PROVISIONS

Section 1. The official logo shall carry the name of the society DOST SCHOLARS’ SOCIETY PUP-STB.

Section 2. The society shall come up with activities that shall enhance the fulfillment of its objective and the
ideals concerning their field of excellence.

Section 3. The society’s property shall only be used for its functions and operations.

ARTICLE IV. MEMBERSHIP

Section 1. A bonafide student of PUP-STB can be a member of the society. One criterion is the fact that he/she
is a certified DOST Scholar, without prejudice to Article I, Section 3 of this constitution.

Section 2. Termination of membership. Any of the following conditions will eventually terminate the
membership of a DOST Scholar from the society and thus, his/her right to enjoy the benefits and
privileges derived from being a member follows with it:

2.1 If the DOST Scholar was terminated from his/her scholarship grant or have already
graduated.

2.2 If the DOST Scholar is suspended from his/her scholarship. He/She still has the chance to
be a part of the organization prior his/her suspension will be lifted as soon as possible.

2.3 If the DOST Scholar failed to present a letter of excuse with valid reason (upon approval
of the adviser) for not attending any of the organization’s activities throughout the
semester.

2.4 If the DOST Scholar behaved at such a way that the society’s integrity is negatively
affected.

ARTICLE V. RIGHTS AND PRIVILEGES OF THE MEMBERS

Section 1. It is a mere privilege of every member to use the word, and to be called “DOST Scholar”. The word
“DOST Scholar” shall only be use appropriately and shall pertain only to any bonafide student of
PUP where is a DOST-SOC Member and identified as a scholar by the Department of Science and
Technology and/or society’s committee member.

Section 2. If the right of any member to participate, to vote, be elected, or to take part in the DOST-SOC
Scholar’s General Assemblies and Activities.
Section 3. A member shall have access to information dealing with matters of his/her concern. However,
access to information shall be subject to limitations as written in the adopted policies or resolutions
by the Executive Board.

Section 4. It shall be the right of every member to exercise his/her responsibilities with due regards to the
right of order.

Section 5. With reference to this article, Section 1 – 4, of this constitution no member should be deprived of
the benefits and privileges of being a member of the society.

ARTICLE VI. STRUCTURE

Section 1. The DOST SCHOLARS’ SOCIETY PUP-STB shall be headed by the set of elected DOST-SOC
officials along with the guidance of the Senior Scholar Adviser, DOST-SOC Adviser, and/or
University Coordinator.

Section 2. The Society Board shall compose and consist of the following positions:

2.1 Senior Scholar Adviser

2.2 President

2.3 Vice President for Internal Affairs

2.4 Vice President for External Affairs

2.5 Secretary

2.6. Assistant Secretary

2.7 Treasurer

2.8 Auditor

2.9 (2) Public Relations Officers

Section 3. The society shall appoint and choose a DOST-SOC Adviser and/or University Coordinator.

3.1 DOST-SOC Adviser

3.1.1 Any faculty, administrative head, chief of any office, and employee of the
university.

3.1.2 Willing and capable to assist, guard and help the organization.

3.1.3 Does not handle any group and as long as he/she has the aims to manage and
coordinate with the officers and the organization.

3.1.4 Relieves with the organization’s vision and mission and shall abide the
organization’s Constitutions and By-Laws.
 3.1.5 Requesting and appointing the adviser must be recommended/requested by the
two-thirds party of the DOST-SOC Scholar Officers.

3.2 University Coordinator

3.2.1 The Chief of the Student Services is acknowledged as the University Coordinator
of DOST-SOC.

3.2.2 The main function of the University Coordinator is to assist, coordinate; help, and
discipline all DOST Scholars in PUPSTC in accordance to the Scholarship
Program offered by the DOST and in reference to Article IV, Section 4.2 of this
Constitution.

3.2.3 Furthermore he/she will make the accomplishment reports and other reports that
the University will require.

Section 4. Without prejudice to Article I, Section 2 of this Constitution, the organization is under the power
and guidance of the following institution/s or organization/s:

4.1 Office of the Vice President for Student Services and External Affairs.

4.2 Office for Student Services

4.3 Office of Scholarship and Financial Assistance

Section 5. The DOST SCHOLARS’ SOCIETY PUP-STB (DOST-SOC) is an organization wherein the
members are from DOST scholars (DOST Academic Scholarships).

ARTICLE VII. THE SOCIETY BOARD

Section 1. The Society Board shall be the major policy making body of the organization. It should be its duty
and responsibility to execute the organization’s plans, programs, and actions.

Section 2. The Society Board shall exercise the following duties and functions.

2.1 Decide on important matters and issues.

2.2 Assist and coordinate with the Office of Scholarship and Financial Assistance and
Department of Science and Technology during the enrollment every semester, recognition
of donors, Scholars’ Recognition day, Scholars’ Month, General Assemblies, PUPCET,
DOST-JLSS Exam, DOST-SEI Exam and other activities under the concern of its fields.

2.3 Promulgate rules and regulations.

2.4 Prepare and mitigate the detailed plans, activities, policies, and programs of the
organization.
Section 3. The Society Board Members and their duties:

3.1 The Senior Scholar Adviser

3.1.1 Any bonafide DOST-SOC Scholar already not yet graduated from this institution.

3.1.2 Willing to serve and assist the Society Board and its members.

3.1.3 Shall assist, coordinate, and support the society along with the society’s adviser.

3.1.4 The main duty and responsibility will be dependent on the request of the Society
Board officers and/or of the DOST-SOC Adviser along with the University
Coordinator.

3.1.5 Have served the society for at least one semester.

3.1.6 Only one slots is available for the position.

3.1.7 The previous President of DOST-SOC, will be automatically become one of the
Senior Scholar Advisers.

3.1.8 Another one will be appointed, requested, or voluntarily accepted for the position
with the consent of the Society Board and DOST-SOC Adviser and/or University
Coordinator.

3.2 The President

3.2.1 A bonafide scholar of the University.

3.2.2 Assumes command responsibility and general supervision of the society.

3.2.3 Execute all resolutions and petitions of the society.

3.2.4 Presides at all DOST-SOC meetings as well as in Board’s general assemblies. It is

under his/her sole responsibility to prepare the proposed agenda.

3.2.5 Shall act as the official representative of the society whenever called for.

3.2.6 Shall prescribe reasonable duties to the other Board members and exercise all other
duties not contrary to the constitution as the interest of the members dictate.

3.2.7 Shall appoint the heads and members of the different committees that may be
formed.

3.2.8 Shall submit and file the society’s regular reports and a final report at the end of
his/her term.

3.2.9 Shall see to it that all laws, rules, and regulations of the society are executed and
followed.
 3.2.10 Shall perform such other duties and responsibilities germane or related to and/or
implied from the above enumeration of responsibilities.

3.3 The Vice President for Internal Affairs

3.3.1 Shall be vested with all the powers and authority required to be performed by the
president during the latter’s absence or disability for any case, upon the approval
of the Board.

3.3.2 Shall monitor the performance of Public Relation Officers, and demand for a
regular report.

3.3.3 Shall monitor the status of implementation of the approved projects held by the
Board.

3.3.4 Shall perform other duties and responsibilities related to or implied from above
enumeration of responsibilities and/or as ascertained by the President and members
of the Board.

3.4 The Vice President for External Affairs

3.4.1 Shall be vested with all the powers and authority required to be performed by the
president during the latter’s absence or disability for any case, upon the approval
of the Board.

3.4.2 Shall monitor the cash inflows and outflows whether on hand or in bank and the
performance of the Treasurer and Auditor.

3.4.3 Shall evaluate the financial statement of the society prepared by Treasurer and
Auditor, and shall take all the responsibilities in connection with its precision or
grievance.

3.4.4 Shall be vested with all the powers and authority required to be performed by the
president during the latter’s absence or disability for any case, upon the approval
of the Executive Board.

3.4.5 Shall propose to the Executive Board, the schedules, settings, and other details of
the forthcoming activities.

3.4.6 Shall perform other duties and responsibilities related to or implied from above
enumeration of and/or as ascertained by the President and members of the Socety
Board.
3.5 The Secretary General

3.5.1 Shall maintain a complete account of records of the society. He/She shall turn over
such records to the duly designated persons during his/her tenure and at the end of
his/her term.

3.5.2 Shall maintain a master list of all scholars, academic and special grantees, and a
complete record of their attendance through the DOST-SOC Attendance Card.

3.5.3 Shall record the minutes of the meetings and shall secure the attendance of all the
Society Board Officers and members during the Scholars’ Annual Assembly and
other affairs. He/She shall open such records to the duly designated persons as may
be required.

3.5.4 Shall perform other duties and responsibilities related to or implied from above
enumeration of and/or as ascertained by the President and members of the Ssociety
Board.

3.6 The Assistant Secretary

3.6.1 Shall be vested with all the powers and authority required to be performed by the
Sec general during the latter’s absence or disability for any case, upon the approval
of the Society Board.

3.6.2 Shall assist and perform duties in accordance with the functions of the general
secretary.

3.6.3 Shall perform other duties and responsibilities related to or implied from above
enumeration of and/or as ascertained by the President and members of the Society
Board.

3.7 The Treasurer

3.7.1 Shall have the custody of all the funds and shall keep a complete record of the
financial transactions of the society.

3.7.2 Shall co-disburse with the Vice President for External Affairs of the President, the
necessary appropriations exclusively for an activity for the society, under the
knowledge of the DOST-SOC Adviser.

3.7.3 Shall be responsible for the prompt collection of all membership fees and
contributions from the members of the society.

3.7.4 Shall perform other duties and responsibilities related to or implied from above
enumeration of and/or as ascertained by the President and members of the Society
Board.
 3.8 The Auditor

3.8.1 Shall examine and audit the financial statements, bonds of accounts of the society
and shall accomplish such auditing at the end of every month, or whenever deemed
necessary.

3.8.2 Shall render a written report on the audit performed at the next regular meeting
following completion of the same within the time prescribed.

3.8.3 Shall make recommendations consistently recording the proper procedure for
disbursement of funds.

3.8.4 Shall perform other duties and responsibilities related to or implied from above
enumeration of and/or as ascertained by the President and members of the Society
Board.

3.9 The Public Relation Officers

3.9.1 Shall take charge of the publication of important actions and achievements of the
society.

3.9.2 Shall monitor the performance of the Coordinators/Representatives and demand

for a regular report.

3.9.3 Shall take charge of information dissemination, together with the

Coordinators/Representatives, and shall be responsible for problems that shall
emanate from this task.

3.9.4 Shall perform other duties and responsibilities related to or implied from above
enumeration of and/or as ascertained by the President and members of the Society
Board.

ARTICLE VIII. MEETING, ASSEMBLIES, AND DOST-SOC ACTIVITIES

Section 1. Scholars General Assemblies

All DOST-SOC Officers and members are required to attend the society’s DOST Scholars’
General Assemblies. The organization shall convene for the purpose of organizing and facilitating
the affair. DOST scholars who fail to attend will be given disciplinary sanction such as holding of
his/her stipend.

1.1 There are two Scholars’ General Assemblies:

1.1.1 The Annual General Assembly every first week of July. Election of Society Board
of Officers.

1.1.2 The Midyear General Assembly every fourth week of November.

Section 2. Meetings

2.1 Regular Meetings

DOST Society Board Officers are required to attend the regular meeting which to be held
at least twice a month regarding the upcoming plans and projects of the society.

2.2 Special Meeting

A special meeting may be called by the President or by the request of at least the majority
of the Executive Board.

2.3 DOST-SOC Activities

DOST-SOC Activities such as seminars, leadership trainings, and the likes may be
initiated by the society. All Scholars are required to attend the said activities.

2.4 Any DOST-SOC Scholar who fails to comply with the provision of the Article from
Section 1-3, without any valid and acceptable reasons, will be subjected to disciplinary
which shall be imposed by the DOST-SOC Adviser.

2.5. DOST-SOC Attendance Card (DAC)

2.5.1 DOST-SOC Attendance Card (DAC) will be issued to the DOST-SOC Scholars
upon their payment of the DOST-SOC Membership fee during enrollment.

2.5.2 The Scholar must present their DAC in every DOST-SOC Activity and Assemblies
for verification the DOST-SOC Executive Board President and General Secretary
are the only authorized officers to verify the DAC.

2.5.3 The scholars must accumulate the corresponding number of signatures for every
DOST-SOC Activity and must present the DAC during enrollment upon renewal of
their Scholarship.

2.5.4 Any DOST-SOC Scholar who fails to accumulate the corresponding numbers of
signatures will be subjected to disciplinary which shall be imposed by the DOST-
SOC Adviser.

2.5.5 The Scholars have the mere responsibility for their DAC. Unreported loss of DAC
will no longer be the responsibility of DOST Scholar Society PUP-STB.
 ARTICLE IX. DUTIES AND RESPONSBILITIES

Section 1. It shall be the duty of every member to abide the principles and provisions of this constitution and
cooperate with the duly elected officers in the fulfillment of the objectives.

Section 2. It shall be the duty of every member to pay his/her membership fee for the organization every
semester. The DOST-SOC officers and their advisers shall determine the amount of the membership
fee, subject to the approval of the Office Student Services and the Internal Audit Office.

Section 3. It shall be the duty of every member to engage in all the society’s activities.

Section 4. It shall be the moral obligation of every member to deeply understand and apply the PUP
Philosophy, Vision, Mission, Strategy, Hymn, Logo, and other pertinent matters that will uphold the
highest ideas and thrust of the University.

ARTICLE X. ACCOUNTABILITY OF EXECUTIVE BOARD MEMBERS

Section 1. It shall be the executive right of the members as well as the Society Board to impeach any Officer.

Section 2. Impeachment procedures shall require a written complaint by the members addressed to the Society
Board Committee with at least two-thirds of the Scholarship member signed on it.

Section 3. After the letter of complaint was received the Society Board shall call the immediate action, the
DOST-SOC Adviser shall serve as the Board of Inquiry with the Senior Scholar Adviser.

Section 4. Any of the Scholarship Officers shall be removed from his/her office directly by the Executive Board
on any gross violation of the constitutional provisions or failure to perform his duties after receipt
of three warning from the Board.

Section 5. Any reason to be submitted to the President. The President receiving the resignation will then
Society Board officers other than the President of the Board may resign or withdraw from his/her
position by nature of written resignation citing the valid submit it to the Board of Officers.

Section 7. Any Society Board officers may be removed from office of any Society Board Officers, the Society
Board Officers shall elect a replacement, based on the evaluation sheets members with the
recommendation of the DOST-SOC.

Section 8. In the event of the resignation or removal from office of any Society Board Officers, the Society
Board Officers shall elect a replacement, based on the evaluation sheets of members with the
recommendation of the DOST-SOC.

Section 9. All replacements shall be elected immediately or shall be appointed by the DOST-SOC Adviser, or
voted by the majority of the Society Board.
 ARTICLE XI. ELECTION

Section 1. Election of new Society Board Officers shall be held during the Annual Scholars’ General assembly.

Section 2. Every member of the society has the right to vote and be voted pursuant to Article IV, Section 2 of
this constitution and without prejudice to Article III Section 2 succeeding section of this Article.

Section 3. Any member, who is aspiring for a seat on the Society Board, cannot hold two positions at the same
time.

Section 4. Any member, who is also an officer from other organization in PUP, as long as it is legal, can hold
position of the organization. If his/her affiliation with that organization interferes with the provisions
and the Constitution then his/her right.

Section 5. Only outgoing President and Vice President of the Executive Board has the right to nominate for the
positions of Secretary General, Vice President for Internal and External Affairs and President of the
Society Board.

Section 6. If the aspirants in a particular position acquired an equal number of votes, the decision on who’s to
hold the position is up to the DOST-SOC Adviser

His/Her action shall be based from the following:

6.1 Academic Record

6.2 The Seniority of One of the Aspirants

6.3 Position of Aspirants in other Organization

6.4 If one of the aspirants have already held a position on the society, the policy is
favorable for those other aspirants.

6.5 The DOST-SOC adviser can have his/her own preferences, but the criteria cited
above shall be included in it the DOST-SOC advisers decision final.

Section 7. The President of Society Board shall be at least on his/her Second year in college otherwise his/her
right to be voted is waived, without prejudice to Article III and Article IV Section 2 of this
Constitution. All other positions in the Executive Board may be selected from the Second Year –
Fifth Year.

Section 8. The Junior Board Officers shall be selected from the First year and Second year students only,
otherwise his/her right to be voted is waived, without prejudice to Article III and Article IV Section
2 of this Constitution.
 ARTICLE XII. DOST-SOC FUND, BUDGET, AND ALLOCATION

Section 1. All collected membership fees shall be deposited under the account number of DOST-SOC.

Section 2. The signatories will compose of the President, Treasurer, and Vice President for External Affairs
and Auditor. Any withdrawals should be made possible with the signatures of the said officers and
absence of one is considered avoidable.

Section 3. Project coordinators should submit their proposals a month before the activity. Budget will be given
upon the approval of the board consisting of a quorum.

AS AMENDED BY THE SOCIETY BOARD, DOST-SOC OFFICERS 2018-2019

Polytechnic University of the Philippines – Sto. Tomas, Batangas Branch

Min Fong Hsu

President

Camille Borbe Alyssa Opulencia

Vice President for Internal Affairs Vice President for External Affairs

Nina Doctor Arman Arcaya

Secretary General Assistant Secretary

Dave
Treasurer

Jaydee Rendon
Auditor

Eliks Bulan / Anyone Glen Del Rosario

Public Relations Officer Public Relations Officer

Engr. Rose Anne Reano

Adviser