secretariat committee_cathy alcantara

8/7/2019 Secretariat Committee_cathy Alcantara

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SECRETARIAT COMMITTEE PROPOSAL

FUNCTIONS OF THE SECRETARIAT COMMITTEE

Administration Communication Resource-management

Promote efficiency and goodworking relations among

council members

Maintain coordination withand among the committees

under the USC

Maintain and develop theUSC office

Disseminate informationand provide updates

Record the attendanceduring official USC meetings

and activities

Draft, publish and ratifyminutes of official USC

meetings

Prepare official USCcorrespondences and

reports

Keep and organize all officialUSC documents

Facilitate the recruitment ofvolunteers

Facilitate the VolunteerCorps of the USC

PROPOSED COMMITTEE STRUCTURE

SecretaryGeneral

AdministrationManager

Operations

Logisitics

Maintenance

CommunicationsManager

InformationTechnology

Accounting

Human

ResourcesManager

Recruitment &Training

Talent

Management


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The Secretary General

A. Administration Managera. Operations

- Constantly checks-up on the overall welfare of each council member- Provides internal & external evaluative measures of the performance of

each council member

- Coordinates with the various committees of the USCb. Logistics

- In-charge of supplies replenishment & equipment maintenance- Handles all transactions on equipment and supplies rental

c. Maintenance- Ensures that the USC office is still conducive for human utilization

B. Communications Managera. Information Technology

- Assists and documents text brigades and email blasts prepared by theSecretariat Committee

- Takes down the minutes of the GAb. Accounting

- Proper documentation of all USC activities- Handles all incoming and outgoing correspondences

C. Human Resources Managera. Recruitment & Training

- In-charge of talent-spotting and development- Responsible for enhancing the relationship between the Volcorps and

the USC

- Manages the needs of the USC Volunteer Corpsb. Talent Management

- Provides incentives for sustained interest in working for the USC- Positive branding of the USC to local colleges- Introducing the individuals of the USC to the university


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ADMINISTRATION

Operations

Provide:1. USC Kit: The USC Kit will contain the following USC Constitution, House Rules, Office Rules,

Schedule Matrices (i.e. Free Time scheds & Tambay scheds), USC Calendar, Directories (i.e.

USC, Local Councils, UP Offices etc.), inventory of USC materials & equipment, list of

function rooms & services offered per college, a signed waiver that the USC member who

owns the kit will abide by all the rules and regulations set by the body, and other pertinent

information that the body deems necessary to include in the kit.

2. USC Buddy: To promote deeper ties of friendship, each individual will have a USC Buddywho will be his/her constant check & balance throughout the entire school year. Buddies

will be assigned through random sampling (i.e. draw lots)

3. Birthday Celebrations: To show appreciation and express how special each member of theUSC is 1) a monthly birthday greeting publicity material will be posted in the office, and 2)

a Birthday Buddy will be assigned per person who will be in charge of preparing a surprise

for the birthday celebrator.

4. Bonding Time: Bonding Time is a five-minute activity before each GA formally begins. Thiswill be for five to ten minutes, and will be hosted by different sets of people every GA. Any

activity that would promote camaraderie and be an avenue for disposition checks will do.

(i.e. Gail Melvin Wes for USC GA 1, Bea Tochi TJ for USC GA 2)

Practice:1. Time Sync: Implement an Official USC Time (OUT) an agreed upon standard time based on

the local Philippine time (GMT +8) that would be the basis for official time during USC

activities.

2. Discipline: Conceptualize a disciplinary system with rules and penalties upon the discretionof the body and bind the USC to it.

a. Punctuality: To ensure the accountability of each member in attending activities andmeetings ON TIME, a penalty system will be implemented upon the discretion of the

body (i.e. implement dues for unexcused latecomings & absences )

b. For absences: All excuse slips must be submitted to the Secretary General within 3working days after the session. Accepted excuses are as stipulated in the House

Rules.

Prepare:1. Assessment Scheme: Internal and external evaluation forms will be made available after

every official USC activity. [Appendix A]

2. Grievance Mechanism: Forms are to be filled out by concerned council members in cases ofdelinquency of a certain council member. The action to be done in response to such

grievance shall be deliberated upon by the proper body.


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(i.e. Form [appendix B] to be filled out by complainant Submit to Operations Manager /

SecGen SecGen congregates the Executive Council to discuss the concern Action

resulting from the assembly of the Executive Council shall be implemented)

Logistics

Provide:1. Equipment: Acquire / Upgrade USC equipment for better offered services to the students.

This will be done by the Secretariat Committee through communications with potential

sponsors. (i.e. LCD Projector Strike a deal with Acer or Phillips Electronics)

2. Supplies: Replenishment of supplies in bulk will be done at the start of each month (Fundingfor supplies will come from income-generating activities of the committee, and allocated

budget for the Secretariat Committee). A portion of these supplies will be released for the

daily consumption of the USC every week or every month, depending on the demand.

Practice:1. Reservation Policy: For external reservations of equipment and the office

Requestor: [Request Forms Appendix C]

USC Member:

2. Resource Allocation System: Request for allocation of resources per committee should bedone at least a week before needed by a committee. This should be done by submitting a

Accomplish:

Equipment/ OfficeRequest Form (GreenSlip)

Equipment/Office ReturnForm (Pink Slip)

Submit:

Accomplished Forms toUSC Member

Photocopy of Form 5/ ID

Upon return ofequipment:

Signs Return Form afterapproval of authorizedUSC Member

Receives Request Formas proof that equipmenthas been returned

Accomplish:

Logbook details: Name ofRequestor, Course,Contact Details, Date,Reservation Time

Reservation Calendar(input name and time)

Release:

Equipment upon --submission of dulyaccomplished forms &photocopy of Foorm5/ID

Upon return ofequipment:

Check if equipment is ingood, working condition

Approves Return Formand lets borrower signthe form

Returns the green slip toborrower and files thepink slip in the properfolder


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Request for Supplies form [Appendix C]. Requests are still subject to the approval of the

Secretariat Committee.

Prepare:1. Forms: Every transaction has a corresponding form prepared beforehand by the Secretariat

Committee. All Request, Return, and Reservation Form samples are found in Appendix C.

2. Logbooks: Services offered by the USC also have a corresponding logbook which shall befilled out subsequently when requests are made. (Appendix D)

Management

Provide:1. USC Office Keys: The doorknob of the USC Office will be replaced before June. To make the

office more accessible to all the USC members, each one will be given their own key copies,

with uniform keychains specifying the owner of the key. In case of loss, the Secretariat

Committee will provide a new copy but will no longer subsidize it.

2. Office Upgrades: Evaluation of needs and wants in the USC office will be done by the USC.Procurement of materials and equipments as discussed will be spearheaded by the logistics

department of the secretariat through own fundraisers and marketing (i.e. new chairs

marketing target: furniture & hardware stores; money raised from selling of PET bottles and

recyclable paper; make the USC office a wifi zone bargaining with wi-tribe [Appendix E for

details]).

3. PET Cans & Paper Boxes: Boxes for recycled paper and bins for PET bottles will be placedinside the USC office so as to make these a constant source of income of the Secretariat

Committee solely for the purpose of supplies replenishment

4. Daily Newspapers: So that any potential idle time in the USC Office would be used toincrease the social awareness of USC members, newspapers would be provided by the

Secretariat Committee by setting agreements with broadsheets such as The Philippine Star

and The Philippine Daily Inquirer. Newspapers accumulated per month will then be sold to

junk shops, and revenue will go to the Secretariat fund.

Practice:1. Waste Segregation: Trash bins which follow the waste segregation scheme promoted by the

past years environmental committee will be made available outside the council office to

ensure a greener USC Office.

2. CLAY Go: The Clean As You Go policy will be implemented inside the USC office (andhopefully be practice also outside the office).

3. Office Cleanliness: Weekly clean-ups will be facilitated through rotating assignments.[Appendix F: Schedule Matrices]. At least a member of the Secretariat Committee will be

present at all Friday clean-ups to administer tasks to the assigned cleaners. The Secretariat

Committee will also acquire the basic cleaning materials needed (i.e brooms, dustpan, trash

bags, etc.) and will be stored in a cabinet in the office. Penalties will apply to those who miss


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their assigned clean up schedules: i.e. unexcused absence sell collected PET bottles and

scratch paper and extra-clean up; excused absence facilitate next clean-up

4. Tambay: The Secretariat Committee will create a table indicating the hours wherein eachcouncil member is required to be in the USC office, as decided upon by the body. Individual

time cards will still be the system of checking, together with logbook entries to double

check. [Appendix G]. The time schedule of each member will also be posted in the USC office

for more transparency and accountability. [Appendix F] The Secretariat committee will also

request for

5. Office House Rules: Subject to the deliberation of the body, Office House Rules will beimplemented. Rules shall be posted in the USC Office, as well as reminders (i.e. Please clean

as you go, etc.)

Prepare:1. Inventories: Initial inventory of materials and equipment which are property of the USC will

be done in the month of May. Part of the weekly clean-ups is the weekly inventory of

materials and equipment.

2. Office Area Designation: Designation of areas for the various needs (reception, study,eating, etc.,) [Appendix H] of the USC will be implemented to make the USC Office more

organized and holistic in purpose. Each member will also have a specific pigeon hole

assigned to them so that incoming documents of each individual can be easily distinguished.

COMMUNICATIONS

Information & Technology

Provide:1. Secretariat Hotline: A separate phone line will be provided for the primary purpose of

making the USC reachable, anytime, anywhere, for requests for services. The same phone

line may also be used for inquires from the student body, upon the discretion of the BSS

head. (Phone line will be provided by the proponent)

2. Minute Nuggets: Minute nuggets are highlights of the GA, sent within 24 hours of the lastGA. This is to easily remind the body of what has been discussed, and to update absentees

of what has transpired (but cannot be substituted for the minutes itself). Minute Nuggets

would also be the immediate minutes sent to colleges & dormitories.

3. Copies of the Minutes: Each college and dormitory shall be given a copy of the GA minutesat most two weeks after the GA has transpired. Official GA minutes will be released only

after the minutes has been approved by the body.

4. Directories: A compilation of directories and other pertinent information will be providedfor by the Secretariat Committee. This will mainly include: USC Directory, UP Offices, Local

College Councils Directories, list of UP Officials, Function Rooms and Services provided by

each college & local council, etc. Two bound copies will be made available in the office ala

Yellow Pages for the perusal of the body and the students. As an added service to the local

colleges, each college will also be provided with one. [Appendix I]


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Practice:1. Minutes taking: A structure will be established by the Secretariat Committee so that all

types of minutes will be uniformed (i.e. GA minutes, Committee Meeting minutes) Structure

will include:

a. Important Details: Event Title, Date, Time Started & Ended, Venueb. Attendance (Detailed time in and time out of each person)c. Arguments made by specific individuals

If the body would also agree to it, GAs would be recorded for the purpose of

counterchecking edited minutes by the Secretariat committee. Only the Secretary General

will have a copy of these recordings, and would be held liable if the recordings are made

available to anyone else.

2. Online Filing: All files uploaded in the USC YahooGroup should fall under the relevantcommittee folder and should make a notification upon uploading. The Secretary General

should also be notified via text when any document is uploaded.

Prepare:1. E-copies: Online copies of all documents will be uploaded by Secretariat Committee.2. Text Brigades: The Secretary General shall inform the body ASAP for important reminders

and announcements. GA Agenda will also be sent at least two days prior to the GA.

(Proponent is on unlitext forever.)

Accounting

Provide:1. Templates for Various Correspondences: The Secretariat Committee shall provide

templates for different types of letters so as to make outgoing communications uniformed

and to make letter-writing more convenient for the body. [Appendix I] Also included are

Registration Templates for USC events, and Committee Planning and Report Templates.

2. Updated USC Calendar: A USC Calendar of Events will be given to all the members uponfinalization. Should any changes be made by a committee or individual, the Secretariat

Committee should be informed ASAP through the Secretary General so that any conflict

between committee activities may be avoided.

Practice:1. Logbook Policies: Several logbooks will be provided for various purposes. The Secretariat

Committee will strictly implement policies on the use of logbooks to ensure theaccountability of each individual. Included here are logging of incoming & outgoing

communications. (i.e. Data should be entered in the Request for Equipment logbook every

time a request is made. Failure to do so will subject the receiver of the request to extra

clean up duty.)

2. Proper Documentation: Each committee is requested to properly accomplish documents asindicated in the template. Non-compliance would entail disapproval of the Secretariat


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Committee, thus a record of non-submission of required document (until the correct format

is followed).

Prepare:1. Attendance Reports: The Secretariat Committee will strictly monitor the attendance in GA

and official USC activities. The attendance table shall be published during the mid-sem and

sem-ender reports to be distributed around the University. The attendance table will be

regularly updated so as to inform the members of their performance in the USC. [Appendix

J] Attendance reports would also be posted in the different colleges monthly by the

Secretariat committee for greater transparency.

2. Mid-semester & End of Semester Reports: The Secretariat Committee will regularly publisha USC report based on the reports submitted to it by the committees.

3. Organized Mechanism for Filing: It is necessary that a working mechanism with regard tointernal and external communication and documents be established among the members of

the USC. As such, the following mechanism is proposed:

HUMAN RESOURCES

Recruitment & Training

Provide:1. Recruitment Fair: The Secretariat Committee will hold a Volcorps Recruitment Fair during

the week of Registration and first week of classes. Apart from this, the Secretariat

Committee will also have an online recruitment during the last two weeks of May.

[Appendix K]

2. Leadership Training Seminars: As the USC Volcorps also serves as the USC training pool offuture leaders, training-seminars will be done twice a semester.

internal communications, such as fund requests and supplies requests anydocument that will be submitted to another committee inside the USC oranother USC member

Internal

external communications with bodies outside the USC, such as solicitationletters, venue reservations, invitations, promotions, etc.

External

such as minutes of the meeting, budget proposal of each committee,committee reports, and committee files, position papers, stands, etc.

Official


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Practice:1. Restructured Volcorps System:

SecretariatCommittee

USC Volcorps(Individuals)

USCCommittees

VolcorpsDirector

AssistantDirector for

Internal Affairs

Internal AffairsCommittee


Finance

FinanceCommittee


Publicity

PublicityCommittee

VolunteerOrganizations

Individuals will be given the opportunity to choose the committees they want towork for through ranking of three preferences. Discretion of the SecretariatCommittee where to assign these individuals, ensuring that each committee hasvolcorps and there is no overloading or underloading of volunteers per committee.The volunteers workload is dependent on the head of the committee to whichhe/she is assigned in.

External

Despite being under a specific committee, the volcorps is a separate entity from the USC,thus they have their own structure, given a head and three assistant heads (as indicated intheir constitution). The purpose of recognizing them as separate from the USC is toencourage their growth and development as student leaders, under the tutelage of the USC.They have separate officers and committees so that they can also create and execute aproject as an institution, branded as their own. This structure would ensure that the USCVolcorps is fully utilized and that each individual is trained and would benefit from being partof the USC Volunteer Corps.

Internal

To sustain interest in working for and with the USC, the SecretariatCommittee will form another arm of the USC Volcorps throughVolcOrgs USC Volunteer Organizations. These organizations will betapped for tie-ups with USC events and vice-versa.

VolcOrgs


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Talent Management

Provide:1. Meet the USC: For the USC to actually acquaint themselves with their local counterparts,

Meet the USC will be a small gathering with college clusters in the months of June to July.

2. Get to know your USC: An exhibit featuring the USC will be executed in the first two weeksof June for the student body to get to know the USC even just in passing. This exhibit will

feature the individuals of the USC, and the committees available (so as to encourage the

students to join the volcorps as well).

Practice:1. Ikot USC: The USC will hold assemblies with different colleges and dormitory councils in

order to bring the USC closer to our constituents by providing them avenue for consultation,

and inform them of pertinent council matters.

Prepare1. Rewards for Exemplary Performance: For example, complete attendance in clean-up duties

for a semester entitles the individual to a Clean -Up Pass which he/she can use in the

following semester, free Burger McDo for any individual who gets a 100% attendance or

tambay hours rating etc.


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UNIVERSITY STUDENT COUNCILUniversity of the Philippines- Diliman

Secretariat Committee

PERFORMANCE EVALUATION

Event Name:

I. Event EvaluationAspect Rating (1-5) Reason(s)

Planning

Coordination

Logistics

Participation

Event Objective

II. Committee EvaluationMember Task Rating (1-5) Reason(s)

III. Other Comments


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PROJECT EVALUATION

Date:Event Name:

Instructions: On a scale of 1 5, 5 being the highest or most affirmative,

kindly rate each item by encircling the number which best reflects your

assessment.

1. Logisticsa) Program Proper (speakers, performers, etc.)

1 2 3 4 5 N/A

b) Program Details (hosts, audio-visuals, etc.)1 2 3 4 5 N/A

c) Venue and Time (appropriateness, promptness, etc.)1 2 3 4 5 N/A

2. Promotion and Publicitya) Over-all Impact

1 2 3 4 5 N/Ab) Materials and Means (design, visibility, etc.)

1 2 3 4 5 N/A

3. Othersa) Are you satisfied w/ how the project was handled?

1 2 3 4 5 N/A

b) Over-all, do you feel that this project is an endeavor worthpursuing by the USC?

1 2 3 4 5 N/A

Other Comments


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GRIEVANCE FORM

Date:Complainant:Person involved:Nature of Offense:

Please briefly narrate what happened

I solemnly swear that the above statements are true and arestated in the most objective way possible:

Signature of Complainant above Printed Name


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EQUIPMENT RENTAL FORM

Date:_______________Class/Organization, Professor/Advisor:____________________________________________Name & Position:____________________________________________Contact Nos.:________________________________

Items rented: Qty: ________________________ ____ ________________________ ____ ________________________ ____

Date Rented:__________________ Time:_______ Will Return by:________________ Time:_______

Remarks:________________________________________________________________________________________

Noted and Approved by:

(Name of Secretariat Committee Member)Secretariat Committee

*Please accomplish with Item Return Form*

UNIVERSITY STUDENT COUNCUniversity of the Philippines- Diliman


EQUIPMENT RETURN FORM

Date:_______________Class/Organization, Professor/Advisor:__________________________________________Name & Position:__________________________________________Contact Nos.:______________________________

Items rented: Qty: Price: P __________________________ ___ _______ _ __________________________ ___ _______ _ __________________________ ___ _______ _

Date Rented:____________________ Time:_____Date Returned:__________________ Time:_____

Remarks:____________________________________________________________________________________


(Name of Secretariat Committee Member)Secretary General

Note: Authorized member shall sign only after (1) theitems have been returned, (2) the items have passedinspection and (3) all due payments have been met.


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OFFICE RESERVATION FORM

Date:_______________Organization, Advisor:_____________________________________________Name & Position:

_____________________________________________Contact No:__________________________________

Purpose:_______________________________________________________________________________________________________________________________

Date Reserved:_______________________________Time Start: ___________ Time End:___________

______________________________(Signature over Printed Name, Position)


(Name of Secretariat Committee Member)Secretary General

___ Organizations Copy ___ USCsCopy*Please accomplish in Duplicate*

UNIVERSITY STUDENT COUNCUniversity of the Philippines- Diliman


SUPPLIES REQUEST FORM

Date:Committee:Project Name:Project Date:

ITEM QUANTITY PURPOSE APPROV

Submitted by: Approved by:

Project Head Secretary-General


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Sample Logbook Formats

1. Equipment Rental Logbook

Date

Borrowed

Equipment Qty. Name of

Person/Org.

Contact

No.

Reservation

Date and

Time

Date and

Time

Returned

Noted by:

Reservation

Noted by;

Returned

June 5 Chairs 5 SHAKEYS 77777 June 8, 8AM-5PM

June 8,5:30 PM

CathyAlcantara |

Sgd.

TJ Mateo| Sgd.

Note:

Unless it is a USC Activity, no equipment may be taken out of Campus Premises.

Unless it is a USC Activity, no equipment may be rented overnight.

Unless it is a USC Activity, the following are the maximum hours of equipment rental:

LCD Projector and LCD Projector Screen: 5 Hours

Sound System: 5 Hours

Chairs and Tables: 8 Hours

Panel Boards: 7 Days

Books: 1 Semester

The time of reservation is from 8AM-7PM. Should any organization/individual want to rent it at an

earlier or later time, the reservation should be made three days earlier. The maximum rental hours are

from 7AM-10PM.

2. Minutes of the General Assembly Logbook

Date:

Place:

Time Started:

Time Ended:

Members Present:

Agenda- Points of Discussion

(Please note the names of members who leave during meeting- name:| purpose: | time left: |

time returned :)

e.g: Wes | CR | 8:02 | 9:02

Minutes taken by: Name | Position | Signature

3. Committee Logbook

1) Minutes of the Committee meetings and/or meetings with other offices/institutions- in thisformat:

Date: | Place:

Time Started: | Time Ended:

Members Present:

Agenda- Points of Discussion

2) Other pertinent information that the committee deems necessary


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4. Attendance Logbook

All USC Required Events plus General Assemblies Attendance are recorded here:

Sample format:

Date: _______________

Event: ______________

Venue: ______________

Name Time In Time Out

5. Tambay Hours

Required Tambay Hours are counterchecked here:

Sample Format:

Date: _____________

Name Time-in Time-out Signature Witness

6. Communications Logbook

Incoming:

Outgoing:

Date Time From To Subject Released by:

June 5 8:30 Secretariat

Committee

OSA Volcorps GA Cathy

Alcantara|Sgd.

June 4 1:30 LCC Local

Colleges

LCC GA Dan Ramos|

Sgd

Date Time From To Subject Received by:

Feb. 14 12:01PM Heart

Dino

Melvin

Banzon

Kelvin

Tagnipez| Sgd

Feb 15 8:02 AM OVCSA STRAW

Committee

Student Code Cathy

Alcantara| Sgd.


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Sample Schedule Matrices

UNIVERSITY STUDENT COUNCIL 2011-2012 OFFICE HOURS FOR FIRST SEMESTER

MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY

8:30-10:00 Ace, Dan Neil Mots, Kapao Apa, Gail Ace, Dan Neil Mots, Kapao

10:00-11:30 Kelvin, Aleks Shaina, Aman Trisha, Tine Kelvin, Aleks Shaina, Aman

11:30-1:00 Gem, Wes Dan C., Santi Mike, Fra Gem, Wes Dan C., Santi

1:00-2:30 Jia, TJ Pau, Martin Heart, Simon Jia, TJ Pau, Martin

2:30-4:00 Aya, Cathy Markus, Orly Gem, Tochi Aya, Cathy Markus, Orly

4:00-5:30 Melvin, Bea Rayson, Mara Cathy, Santi Melvin, Bea Rayson, Mara

UNIVERSITY STUDENT COUNCIL 2011-2012 CLEAN UP SCHEDULE FOR JUNE-JULY 2011

June 3 Ace Dan Neil Mots Kapao Apa

June 10 Gail Kelvin Aleks Shaina Aman

June 17 Trisha Tine Gem Wes Dan C.

June 24 Santi Mike Fra Jia TJ

July 1 Pau Martin Heart Simon Aya

July 8 Cathy Markus Orly Tochi Melvin

July 15 Bea Rayson Mara Santi Mike

July 22 Ace Dan Neil Mots Kapao Apa

July 29 Gail Kelvin Aleks Shaina Aman


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TIME CARD

Alcantara, Marie Catherine S.

Councilor

DATE TIME IN TIME OUT SIGNATURE WITNESS


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Appendix J: Attendance Report

UNIVERSITY STUDENT COUNCIL 1ST SEMESTER ATTENDANCE REPORT

NAME GA Required Events Total

GA1 GA2 Total (%) Event 1 Event 2 Total

Garcia, Jemimah P P 100 P P 100Ramos, Dan Neil P P 100 P P 100

Alcantara, Marie P P 100 P P 100

Banzon, Melvin L* P 97 P P 100

secretariat committee_cathy alcantara

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