UPD Office of Student Activities

General Guidelines on Registration and Renewal of Student Organizations

Any Student Organization seeking University-registration must apply at the Office of Student Activities (OSA), Vinzons Hall Annex.

University - Registered Orgs AY 2018 - 19

University - Registered Orgs  AY2017 -  18

University - Registered Student Orgs AY 16-17

University - Registered Student Orgs AY 15-16

College - Registered Student Orgs

College of Architecture

College of Engineering

College of Mass Communication

National College of Public Administration and Governance

Org. Cluster

(Definition)

Academic

Organized according to academic departments and subjects and aimed at raising awareness and pursuing greater knowledge on these fields of specialization of interest.

Alliance

Confederation of two or more registered student organizations sharing common interests and ideals.

Cause-Oriented

Organizations engaged in particular advocacy pertaining to human rights, social, political and environmental issues and concerns and related matters.

Community Service

Organizations concerned with service to the community, engaging in social action and raising awareness through an inter-disciplinary perspective.

Dormitory Association

Organization of campus dormitory residents.

Fraternity

Cohesive all-male group guided by long-entrenched ideals and traditions of brotherhood.

Regional/Provincial

An association of students who share either language, lineage or hometown which aims to promote socio-cultural awareness.

Religious

Organized according to religious affiliation, and spiritual practices.

Sorority

Cohesive all-female group guided by long-entrenched ideals and traditions of sisterhood.

Special Interest

Organizations that serve as an avenue for like-minded individuals which facilitate socio-cultural exchange and promote the development of specialized skills.

Sports and Recreation

Engaged in sports, physical fitness programs and/or activities.

There are two (2) types of student organizations according to membership:

A University-wide organization has a majority of its members (50%+1) enrolled in different colleges.

A College-based organization has a majority of its members (50%+1) enrolled in one college.

Registration Frequently Asked Questions

Requirements

 The following forms are to be submitted as hard copies:

OSA Form 10 Responsibilities of the adviser

New org letter of intent(for new accounts and returning orgs)

Official Org rep Cert.(For bukluran password generation or regeneration)

Registration Forms

The registration forms shall be filled-up online (unless indicated otherwise) through the use of the Bukluran Program or any other similar program, as per approval of the Vice Chancellor for Student Affairs.

• Form 1 - Information Sheet. Contains all pertinent information describing the organization. This includes the organizations full name, acronym, date established/ founding date, category (see Org Clusters), incorporation with the Securities and Exchange Commission, Mailing address or tambayan, permanent and head's email addresses, and Org description/ vision/ mission.

Form 1.1 - Faculty Adviser/s. The faculty adviser is any full- time member of the UP Diliman Faculty or REPS with teaching load, consenting to the following responsibilities:

1. Assume full responsibility for the performance and activity of the organization;
   1. Be present during all activities, or, if not available, will send a representative in her/his stead;
   2. Monitor closely the activities of the organization;
2. Conduct monthly dialogue/conference/lecture, etc. with the officers and members of the organization on topics of value and interest to them (copy of the activities to be submitted to OSA);
3. In case the organization violates the rules and regulations of the University, S/He will assist in locating the violator(s);
4. In case the members of the organization are victims of any confrontation, S/He will discourage retaliatory action;
5. In case the members of the organization of which S/He is an adviser are the erring ones, will accompany them to the Office of the Vice-Chancellor for Student Affairs for the truce; and
6. Perform other responsibilities stated in the Organization’s Constitution and by-laws.
   

   (Print OSA Form 10, and submit a hard copy)

• Form 2 - Financial Statement. A brief report of the finances of the organization.
  • For organizations that are financially supported by other units (e.g. church, alumni, scholarship, etc.) statement of the organization's expenses shall be listed and the donor or source of funding should be specified.
    

    ( via Bukluran)

• Forms 3 and 4 - Officer and Member Roster; updated roster of all officers and members for the current academic year, Official UP email Address (e.g., jrdelacruz@upd.edu.ph) , Alternate Email Address, Position, Contact Number, Student Number (e.g. 2000-00001), Course (e.g., BS Mathematics) and College (e.g., College of Science). Upload UP I.D. of officers and members in .jpg or .png file format.
  

  (via Bukluran. For the confirmation, print one copy of completed Form 3and 4 for the signature of officers and members. E-signatures are not accepted.)

• Form 5 - Accomplishment Report; list of short narrative report of projects or activities undertaken during the previous Academic Year (including Mid-Year Term) as recorded through the submitted Activity Approval Forms.
  

  (via AAF Trak)

• Form 6 - Calendar of Activities; proposed schedule of activities or projects to be undertaken during the current Academic Year (including Mid Year Term).
  

  (via Bukluran)

• Form 7 – Acknowledgment; this form certifies to the correctness and completeness of the documents submitted by the organization for their registration.
  

  (via Bukluran)

Note: Any change in the above information must be reported within one (1) week to the OSA. The officers shall be held liable under the provisions covering the 2012 Code of Student Conduct for failure to comply with the requirements and/or any misrepresentation or submission of any false information in the registration process.

Org Orientation

All organizations MUST attend the orientation.

The orientation is a half-day seminar designed to introduce and inform the student orgs of the procedures and processes for org registration by the Office of Student Activities (OSA). Representatives from other administrative units, such as the Office of the Vice-Chancellor for Community Affairs (OVCCA), and Technology Transfer and Brand Development Office (TTBDO), which are involved in the processing and approval of activity requests are also present to inform and explain to the student orgs the guidelines of their respective offices. It is also a venue for the students to directly ask questions and seek clarifications from the relevant offices on registration procedures and activity requests approval.

We require the head of the org to be the one to attend the orientation, or if s/he’s not available, the next highest-ranking officer. We require the attendance of the highest-ranking officer(s) because of the nature and objective of the orientation. It is expected that they can immediately and effectively communicate the concerns of the organization to the offices and relay the response to their members.

Personal appearance (by appointment)

After filling up the online registration forms, the head of the organization shall be scheduled for interview by the Coordinator of OSA or his/her authorized representative and/or the VCSA.

Org officers (minimum of 3) are required for a brief 15-20 minute meeting with the head and/or staff of OSA. It is a way for the office to verify the accuracy of the information provided by the orgs in the Bukluran database and to get to know the organization. The officers must prepare a short presentation (about 5-7 minutes) of the activities that the org has accomplished the prior year and its plans for the coming year. The personal appearance is also a way for the officers to ask for clarifications regarding matters on student activities and air their concerns on the administration of their respective organizations.

Seminars

During the academic year, there will be seminars, conferences, and other educational, as well as cultural and social activities which the student organizations shall be advised to attend. The attendance in these seminars shall be credited towards their next year’s registration. Two (2) representatives per organization must complete the training seminars for them to be credited. Presently, there are two types of seminars which are required for registration:

1. Leadership Training Seminar* In keeping with the emphasis of UP education on student leadership, all heads of student orgs are required to attend the leadership training seminar (LTS). Usually, the University Student Council (USC), as the highest student representative body in the university, coordinates and conducts the LTS after consultation with the students on the topics of interest and relevance to be taken up in the seminar.
2. Kasarian 101 and/or 102 (Gender Sensitivity Training Seminar). UP upholds gender equality and gender rights as basic human rights. The Diliman Gender Office (DGO) has an institutionalized training seminar conducted every September. The seminars remind the students of their responsibility to be free from gender bias and avoid discriminatory remarks, content and actions in their planning, promotion and participation in student org-related projects and activities.

Notarized Constitution and By-Laws

All new and returning organizations must submit notarized copy of their constitution and by-laws.

Systemic violence remains rampant throughout the world today. All around the world, and most especially in third world countries like the Philippines, such violence persist due to prevailing power structures, and as such lingers at the core of class struggle. These infographics, which tackle such forms of violence like extra-judicial killings, domestic violence, human trafficking, and labor oppression, set the backgrounds and reflect the figures from which we draw the realities. These are all manifestations of how the Philippines, along with other developing countries, should take strides into putting into place legal and structural protections to, at least, inhibit, and at most, eradicate these forms of violence.
At the centre of such discussions is what a particular country’s government is doing in order to combat such atrocities. As its constituents, we look to the state to draft, enact, and enforce public policies for the protection of its peoples. As these graphics would show, there are indeed laws and policies in place. However, over time, such laws begin to be ineffective, leaving out nuances which come with the changing time. That, or as laws improve over time, figures would somehow dip, yet slowly creep back up as the law suits into adjustment. One example is our existing policies against domestic violence. While we reaped victories in the improvement of the law by means of, say, recognizing economic abuses in the Republic Act 9262 in 2004, or in the enactment of the Magna Carta for Women in 2009, progress by numbers were disappointingly short-lived. Reports of domestic abuse in the period following these developments decreased, but slowly increased back as time went on.
Such trends do not speak of the whole picture, only what is reported and so is reflected in numbers, but what it implies is that, while the first line of defense remains legal, such problems persist because it is, as the Philippine Commission on Women states, a “pervasive social problem”.
Indeed, while the law will always be upheld and enforced at every possible juncture, it only helps those who seek its deliverance, those who report their cases. Unfortunately, in more times than the state would want to hope, affected parties don’t report anymore. This may be due to various reasons, but all boiling down on prevailing power structures. Women don’t report their sexual abusers, in fear of the latter fighting back, even if it’s their own husbands, or their own family members. Labor groups are discouraged, even barred from unionizing which should abet their struggle for better workers’ rights, in fear of getting axed from their jobs. People accused, albeit how mildly or imprecisely, of patronizing drugs would rather turn themselves in, in fear that, should they remain on that list longer, they would perish as the war on drugs rolls on its dirty path.
And certainly many more in shrouds, which aren’t to say that any figure drawn and tallied from formal reports should be interpreted as false or inaccurate, but they also shouldn’t be taken on face value, without at least seeing the bigger picture: knowing all factors involved, legal and otherwise. Ultimately, these
graphics still, at their best capacity, reflect the reality in our countrymen, mostly the impoverished, live in. Thus, the steps we take in ensuring that these are eliminated in time are crucial, because they are steps which largely involve us, actors of change, going out of our comforts to immerse in the basic masses. We are expected to see how the law trickles down to the poorest of the poor, and, along the way, it passes through the hands of people in power. This is why all counts of violence are deemed state sanctioned. This is how the truth behind the numbers and statistics are kept.
This is in part saying that militancy is key in enacting change. These infographics help us in our immersion in that it manifests what the law includes, and what it neglects, or how and to whom it is both partial and impartial. Change is enacted both within the doors of the legislators, and under the roof of the most impoverished farmers, workers, wives, children, women, citizen. It is both here and there: here, within the academe where inferences are formed out of historical bases, and there where empathy is cultivated out of living and struggling alongside the basic masses. Once the connection is drawn, it is up to us now, the decisive self, to synthesize, to act, and to struggle, consistently and even endlessly, with these people for the change we seek.
Resource:
“Violence Against Women (VAW)”. Philippine Commission on Women, 2010. Accessed 05 March 2018.