Registration

The Bukluran program will be opened a few weeks before the start of every semester's registration.
For new or returning orgs, you are required to submit three forms to secure a Bukluran account.
Once it is made accessible, log onto your organization's Bukluran account and fill-up the required information. Most forms can be filled online while some will need to be printed out. You may find the details of each form's information under the "Requirements" tab:
  • Form 1.1 - Faculty Adviser/s. (Print OSA Form 10, and submit a hard copy)
  • Form 2 - Financial Statement. ( via Bukluran by out-going Officers)
  • Forms 3 and 4 - Officer and Member Roster.

Note :

Use webmail Address (e.g., jrdelacruz@upd.edu.ph), no dots (.)and/or underscores (_)to be able to upload i.d.s

Upload UP I.D. of officers and members in .jpg or .png file format. No Form 5s.

For the confirmation, print (print screen) one copy of completed Form 3 and 4 for the signature of officers and members. E-signatures are not accepted.*For new orgs: 20 Officers and members with i.d. and signature. For renewing orgs: 15 officers and members with i.d. and signature.

After completing the required forms, drop by OSA to schedule your Org's Personal Appearance.  During the Personal Appearance you may submit all other requirements such as Notarized Constitution and By-Laws, confirmation of Officers and Members and certificates from seminars attended.

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
(use ctrl+F to search for your topic)
Registration Process
Can the organization finish all the requirements during the last week of registration? Can they finish the registration period within a week? Yes and no. It is possible for some organizations to finish the registration process in three days and this would be considered the ideal situation. However, experience has shown that it is usually only possible for some orgs who have previous officers constantly updating and consistently submitting all the requirements during their term. Therefore, almost half of the registration requirements are already submitted to OSA.

To ensure the registration of the organization, the officers must be always updated regarding OSA announcements. OSA opens the Bukluran as early as possible to avoid congesting the servers and to give ample time to fill all required information.

Will there be an extension for the registration period? No. We only give extensions in notable cases to give consideration to other events/activities that disrupted the regular registration period, e.g. during the academic calendar shift of 2014-2015. Most of the requirements (LTS, GST, Accomplishment report, Financial report) should have been attended to and submitted to the OSA during the previous year. Also, instead of extensions, OSA has opted to open the Bukluran earlier (usually during  mid-year term) to allow the outgoing officers to help the incoming officers with the reports, requirements and forms.
Is the registration an absolute step-by-step process? No. The office would like to save as much as time as possible especially since there are classes during the registration period. The officers can therefore simultaneously answer, submit and attend requirements for the registration. However, we suggest to submit your requirements altogether to easily keep track of your files.

The organization should also include the registration process in their annual calendar of activities to avoid encountering problems or issues when requesting for endorsement of activities during the first semester.

Can we provide two email addresses for the point person and other announcements? Yes. The Bukluran program actually requests for two email addresses. Please make sure that your org's provided email addresses are current. We have received numerous mailer daemons and errors regarding wrong emails.
Why are we always not informed regarding new announcements on available GST/ LTs/ or other activities? All forms of information dissemination will have its flaws, however, OSA has exerted all efforts to reach students by having a readily accessible and constantly updated website and an active SNS account.
I'm interested in registering an organization that is an international partnership club. Will the organization registration process be any different for my case such as having additional requirements and what not? No. We have the same procedures and guidelines for those who wish to be University-registered org.
I would just like to inquire regarding some difficulties with accessing the org recognition site. 1. We try to address technical concerns as soon as we can, however, we do not have in-house programmers who can directly resolve these issues. Rest assured we are informed of the problems/issues and in consideration of these concerns, give ample time for the registration.

We suggest that you access and answer the Bukluran in advance which is already accessible during the mid-year term.

2. We are no longer using the term “recognition” since the approval of the 2012 Student Code which uses the term “registration” instead.

I'm part of a college-based organization, and so, while we were trying to complete the requirements through Bukluran, our College Secretary told us that the requirements should be submitted to him since we are a college-based org, i.e. he will be the one to 'handle' the process (passing the retirements to OSA etc.) The filling-up of Bukluran forms is for the University registration of student organizations. If you are a college-based org., you should follow the process and requirements of your College. You have the option to register your organization both with the college and with OSA. This is an option and is not required.
I am experiencing a problem regarding OSA Form 2 (Financial Statement). It won't let me input the org's starting cash balance and would always lead to an error page upon saving our amount. Is there any solution to this problem or is there any substitute for this form perhaps? Please input your org's expenses and revenues before stating your org's starting cash balance.

Please be also reminded that the starting cash balance must be the amount turned-over to the outgoing officers and not the amount turned over for this incoming Academic Year.

You may ask your outgoing officers to answer this form since it is essentially a report during their term.

How can we directly print forms 3 and 4? Is there a direct command on the page or should we create a document with the same information in forms 3 and 4, have that printed and have them sign it instead? Print however you can:

- ctrl+P

- copy and paste to new document

- print screen

- use third party app. for printing

Please do not disarrange the list to your discretion.

Printing the Forms 3 and 4 page directly enables us to check the list faster and easier, so that we can cater to more organizations during the registration period.

The list of officers and members submitted to OSA not printed directly from Bukluran shall be encoded to Bukluran (by available OSA staff) only after the registration period. Your organization shall be on pending status until completion of the encoding process.

The only accepted UP webmail is @upd but our adviser has a @up webmail account only. How can I add her as our org adviser if her up webmail is invalid?

Our faculty adviser does not receive any confirmation email?

For years, we are no longer using the “Send Confirmation Email” due to unsolvable technical issues. Please follow instructions as announced and stated here on our website.

OSA will not acknowledge certifications/letters from faculty advisers emailed or messaged to us.

I would like to ask how will I change the name of our organization in the form 1 of the org recognition requirements? I cannot edit this part. Please write a formal letter addressed to the OSA Coordinator regarding the request to change the org's name and the reason for the request.
Bukluran Credentials
We forgot our bukluran password. (sorry). Can you help us out? Please fill out the Official Org Representative Form. We send the temporary password through the different emails of the officers of the organization, however, there is an option for the organization to change the temporary password. Please make sure to inform other officers and members working on your Bukluran account regarding the changes.
How do we acquire a new user name and password for our organization's Bukluran account? Our previous officer has unfortunately lost his/her copy of the org's user name and password. Please fill up these two forms and submit to OSA as soon as possible:

- Official Org rep Cert. (for lost passwords)

- OSA Form 10 Responsibilities of the Adviser

We send the temporary password through the different emails of the officers of the organization. However, there is an option for the organization to change the temporary password. Please make sure to inform other officers and members working on your Bukluran account regarding the changes.

Do we have to get another set of user name and password to gain access to Bukluran? Or should we use the same user name and password as last year? You may still continue to use your password from the last Academic Year if you were officially registered.
How do we get an account for an alliance? Same process with student organizations.
When can an organization get their new password for their online Bukluran Account? Upon submission and approval of the list of officers and/or letter of intent. The password shall be sent to the list of emails endorsed by the adviser.
Do we need to include all our officers in the request form or will one representative do ? Yes. We send the temporary password through the different emails of the officers of the organization, however, there is an option for the organization to change the temporary password. Please make sure to inform other officers and members working on your Bukluran account regarding the changes.
   
Registration requirements
Are we required to submit photocopies of i.d.s and Form 5s of the officers and members of the organization? No. Since the use of Bukluran in 2009, OSA no longer requires the submission of Form 5s. Simply scan your UP i.d.s (you may use your mobile phone to take photo files) and upload them directly to Bukluran, using DilNet Wifi connection. This will be easier and less costly for you rather than photocopying each Form 5 and I.D., which only accumulates at the office. After uploading the scanned i.d.s, the relevant page(s) will be printed for the members to countersign.

While we do not necessarily require form 5s or validated i.d.s at the outset, it is strongly advised that you always check the academic registration status of your officers and members. If OSA finds an officer or member who is not an official student of the University for the current Academic Year, the organization shall suffer the consequences as outlined in the UPD Code of Student Conduct.

We have also received reports of persons acting as UP students to get into organizations while embezzling money from fellow applicants and some members. Please give priority to the safety of your officers and members before the quantity of your recruits.

We are not receiving emails for the confirmation of officers and members.

The confirmation button at the Bukluran website is not working.

The confirmation buttons are no longer working and we have always asked for a printed copy of the Forms 3 and 4 with signatures of the officers and members as proof of their confirmation. This is stated in this website and in the orientation. 

Print one copy of the completed Forms 3 and 4 for the signature of officers and members. To print, you can try any of the following: a) use print screen, b) use a third party app to print screen, c) use ctrl+p, or d) click the printer button provided by your browser.

E-signatures as confirmation of officers and members are not accepted (since 2009).

For new orgs: 20 Officers and members with i.d. (@Bukluran) and signature (@ printed copy.)

For renewing orgs: 15 officers and members with i.d. (@Bukluran) and signature (@ printed copy.)

UP I.D.s file format is not accepted by the Bukluran. To solve this issue:

  • Use the UPD webmail address (e.g., jrdelacruz@upd.edu.ph), no dots (.)and/or underscores (_) in the username. For example, if your UPD webmail address is jr.dela_cruz@upd.edu.ph, your username would be "jrdelacruz"
  • Upload UP I.D. of officers and members in .jpg or .png file format

Uploaded Form 5s are deleted or ignored.

Are there Gender Sensitivity Training (GST) and Leadership Training Seminar (LTS) scheduled during the registration period which the officers of the organization should attend? LTSs and GSTs are usually conducted after, not during, the registration period. Org officers or members should have attended the LTSs and GSTs during the previous academic year and before the following A.Y.s registration period so the org can submit the requirements during registration.

New organizations and those under probation shall attend the GSTs and LTSs only upon starting the registration process.

The previous officers of the organization did not submit the AAFs of the organization's activities. The current set of officers can make an AAF for the Accomplishment Report of the organization.

Attach a letter addressed to the OSA Coordinator regarding the reason for non-submission of the previous officers.

Make sure to have it signed by the (Senior) faculty adviser of the organization.

I would like to inquire as to how many officers are required to make a Personal Appearance for the fulfillment of the Org. Recognition process? Only a minimum of three (3) and maximum of five (5) officers due to the limited space of our rooms.

Make sure to be mentally ready for different possible questions regarding your organization. There are no correct or wrong answers but it can possibly reflect the intention of the officers for the organization.

Please make sure to bring other requirements such as the Adviser's Letter of Consent and/ or confirmation of officers and members, if this has not yet submitted.

As our organization is not part of the list of registered organizations, we would like to ask if it is still possible for our organization to be registered for the second semester? And if so, may I know what are our lacking requirements? Only organizations which have started the registration process during the first semester can fully complete their registration during the second semester. New applications will not be entertained during the second semester. 

The registration for 1st sem is from the start of classes and until 30 days/ 1 month after.

The completion for registration for 2nd sem starts on the first day of classes until 15 working days after.

As for the lacking requirements, you may check your Bukluran account for verification.

For Form 1 email address of President/Chairperson, should it be of the current or incoming Chairperson for AY 17-18? If you are answering during the mid year-term A.Y. 2016-17, please write the email address of the Chairperson/ President for A.Y. 2017-18.
   
Faculty Adviser/s
Can the faculty adviser of the organization be someone unrelated academically to the org? Yes, as long as s/he supports the advocacy of the organization and be willing to undertake the responsibility.
Are we only allowed to get “Professors” as our Faculty Adviser? How about Lecturers? Currently, only full-time Instructors, Asst./ Assoc. and Professors are allowed to be “Senior” faculty Advisers.

Lecturers, Senior lecturers, part-time Instructors, REPS with teaching load, and visiting professors are allowed to be “Junior” Advisers.

The organization can have as many advisers as they can get. The org should have at least one (1) Senior Faculty adviser as the minimum.

The Faculty Adviser may come from different colleges as long as they support the endeavors of the organization and they are agreeing to undertake the responsibilities stipulated in OSA Form 10: Letter of Consent for Faculty Advisers.

How will the faculty advisers be informed about information and other announcements? It is part of the responsibility of the organization to keep their adviser/s updated. OSA ensures that all announcements are posted on its website and is re-posted and linked through its SNS accounts. You may also give the ARFTrak link from this website to your adviser to continuously update them about your org's activities. 
Should there be questions regarding University-registration of student organizations not answered here on our website, please do not hesitate to contact us through the form below.


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.


Org. Announcements


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.

Org. Activities

Pagbati sa inyong pagiging Rehistradong Organisasyon para sa Akademikong Taon 2017-2018!

Nais na muling ipaalala ng opisina ang ilang mga tagubilin para sa kapakanan ng inyong organisasyon:

Mga Karapatan bilang Rehistradong Organisasyon:

  1. gamitin o ikabit ang pangalan ng Unibersidad sa pangalan ng organisasyon;
  2. magsagawa ng mga aktibidad;
  3. hingin ang pagpapatibay ng opisina para sa mga kahilingan kaugnay ng pagsasagawa ng aktibidad;
  4. humiling na gumamit ng lugar o pasilidad ng Unibersidad;
  5. mag-apply para sa mga gawad,
  6. mag-apply para sa tambayan;
  7. maging katuwang ng alinmang yunit ng UP sa mga proyekto o gawain; at
  8. lumahok sa mga aktibidad na pinangungunahan ng mga opisina ng UP

Tungkol sa mga Gawain sa loob ng taon:

  • Bilang rehistradong organisasyon sa antas ng Unibersidad, may mga inaasahan mula sa inyong organisasyon. Kinakailangang ipakita na aktibo at holistiko ang gawain ng organisasyon (bilang kaiba sa mga naka-base sa Kolehiyo). Maaaring makita ito sa pagsasagawa ng mga gawain sa apat na kategorya: Academic, Advocacy, Extension Service, Capacity-building.
  • Gumawa ng mga aktibidad na nagbibigay kapangyarihan sa mga naapi at nangangailangan imbes na mga panandaliang pagtulong na nanghihikayat ng patuloy na pamamalimos, e.g. pagpapakain sa mga lumalaboy na bata sa loob ng campus. Iwasan rin na buksan sa peligro ang mga tao at pasilidad ng Unibersidad. May mga mas angkop na paraan upang makatulong sa mga nangangailangan na mas epektibo at pangmatagalan.
  • Itala ang lahat ng gawain ng organisasyon sa pamamagitan ng AAF. Makakatulong ito para sa dokumentasyon ng mga nagawa at napagtagumpayan ng inyong organisasyon. Katibayan rin ito na aktibong gumagawa ang organisasyon, isang rekisitong tinitingnan para sa renewal.
  • Ipaalam lagi sa tagapayo ang inyong mga gawain sa loob at labas ng campus, at papirmahin siya sa inyong AAF. Hindi tatanggapin ang e-signature.
  • Maaari kayong magdagdag ng tagapayo sa gitna ng taon. Papirmahan lang ang mga idaragdag na tagapayo sa OSA Form A.
  • May karampatang sukat (maksimum) para sa mga poster at tarpaulin:
    • teaser - 8.5 x 11 in.
    • poster – 1 x 1.5 ft.
    • tarpaulin – 1 x 3 yd.
  • May karampatang bilang ng araw para sa pagpoproseso ng mga AAF. Isaalang-alang ito kapag nagpaplano ng mga gawain at nagsusumite ng AAF. Alalahanin na dumadaan pa sa ibang opisina ang inyong AAF kung may iba pa kayong hinihiling maliban sa pagpapaalam ng inyong aktibidad.
  • Isama sa mga plano ng organisasyon ang pagdalo sa mga training at seminar. Dalawang training seminar ang kasama sa rekisitos ng rehistrasyon: Leadership Training at Gender Sensitivity. Kinakailang may dumalong dalawang (2) kinatawan ang organisasyon sa mga ito. Magpapaskil ang OSA ng mga anunsiyo para dito. Maaari rin kayong direktang sumangguni sa USC para sa mga iskedyul ng LTS at sa DGO para naman sa GST.

Iba pang paalala:

  1. Hindi ieendorso ng opisina ang mga gawaing may promosyon ng alkohol, sigarilyo at sex. Tumatangkilik man dito, huwag sumangkot sa pag-normalize nito. Maging mapanuri sa pagkuha ng mga sponsor.
  2. Isang beses lang nagbibigay ng Certificate of Registration, katibayan na mahalaga ito. Tungkulin ninyong ingatan ito.
  3. Mahigpit ang mga parusa para sa mga gawaing may kinalaman sa Fraud at Harm (Persons or Property) na nakasaad sa 2012 Code of Student Conduct of UP Diliman. Mariing ipinapaalala na sakop ng R.A. 8049 o Anti-Hazing Law ang mga gawain ng mga organisasyon.
  4. Nakatakda ang moratorium para sa org activities sa:

27 Nobyembre 2017 – 1st sem

7 Mayo 2018 – 2nd sem

Tandaan na pinakatungkulin pa rin ninyo ang pag-aaral kung kaya’t huwag magplano ng mga malakihang aktibidad sa panahon ng paghahanda para sa pinal na eksam.  Maaaring magsagawa muli ng mga aktibidad pagkatapos ng huling araw ng pinal na eksam.

Maraming salamat sa inyong pakikiisa.

Attachments:

Requirements (vary) according to specific request:

  • Letter for the Vice Chancellor for Student Affairs regarding the Proposed program and full description of the activity and different requests (required for all activity);
  • Letter of Consent from (new) adviser;
    Letter to the Vice Chancellor for Community Affairs requesting for any type of selling and MOA with the different partners, co-partners or concessionaires.;
  • Application form for use of UP trademarks and logo, and printed picture of sample merchandise w/ logo;
  • Application form for use of university facilities and posting of tarpaulins, and sample tarpaulin with dimensions;
  • Letter of request to the Vice Chancellor for Community Affairs when activity includes trucks or bus entry to the University. This should include the plate numbers and description of the specific trucks and buses;
  • List of applicants and Undertaking that the initiation rites and inductions comply with University rules and regulations. ;
  • Application form for request of grant from OICA;
  • Sample of poster to be posted;
  • College Venue reservation form;
  • Letter of Request to the Director of UPDP for police assistance; and/ or
  • Letter of Request to the Dean for use of College Facility.

Guide to Student Organized Activities

Other reminders:
  • Requests for activities are allowed after the organization has been duly registered for the Academic Year.
  • Moratorium of activities is two weeks before final exams.
  • The activity approval form is available at the OSA website.
  • The Certificate of Registration is given only once. It is your responsibility to keep it in safe place.
  • The accomplished activity approval form is a requirement for the stamping of teasers and posters of all student org activities.
  • The schedule for stamping of teasers and posters is 9:00am – 4:00pm only.
  • The promotion of alcoholic beverages, cigarettes and harmful drugs in your activities are not allowed. Please be more selective in your choice of sponsors.

Reiteration from:
17 June 2003 Guidelines
Prof. Ma. Theresa M. Jazmines
Vice Chancellor for Student Affairs
Updated AY 2015-16

Procedure
  1. Properly fill out the activity request form (AAF) with the required information and description of the activity. Please note that the Project Head's name appearing in the form shall be the contact person for the approving offices and will be contacted if there are clarifications regarding the activity.
  2. It is required that the AAF be duly approved and signed by the adviser before submission to OSA.
    Electronic signatures of the adviser will not be honored. In the event that the adviser is not available, the organization may look for an additional faculty adviser provided that the new faculty adviser shall agree to the duties and responsibilities expected of him/her. The org must submit to OSA an accomplished form of the “Letter of Consent” from the new faculty adviser.

    • For College-resgistered organizations, the AAF must be approved/ signed by the College Secretary or the Assoc. Dean for Student Affairs or the College OSA Coordinator.
  3. The AAF shall be submitted to OSA for the Coordinator to attest that the requesting organization is duly registered for the Academic year and are entitled to the benefits given to registered organizations.
  4. The AAF shall then be submitted (by OSA) to the Vice Chancellor for Student Affairs (OVCSA) for the approval of the activity and endorsement of the requests.
  5. Upon approval of the VCSA of the activity, the AAF shall be submitted to offices for the approval of the specific requests.
    • Office of the Vice Chancellor for Community Affair (OVCCA) for the use of University facilities and posting of tarpaulins, and, for Brand Sale or any other selling of merchandise within the campus.
    • Technology Transfer and Business Development Office (TTBDO) for use of the UP Logo, trademark etc.
      Dean of College for use of College facilities.
  6. Visit the AAF Trak site. Type the name of your org and search for your activity. If you know your AAF Trak Number you may use it instead of Org's name. If status is "Available for Pick-up" your AAF is already at the OSA and any officer or member can come to claim.
Frequently Asked Questions

(use ctrl+F to search for your topic)

What is the difference between an ARF and AAF? From 1999 to 2014 the Activity Request Form (ARF) was used by OSA as template for the submission of student org. activities for approval and endorsement. It was later updated in 2014 to Activity Approval Form (AAF). The two forms have almost the same content with minor revisions as needed by the different offices signing the form.
Why are AFFs required? The AAF serves as documentation and permit

for the org's activities. It bears the signature of the faculty adviser which assures the University that the activity headed and initiated by the student organization follows the Mission, Vision and Goals of the University.

Does an organization need to submit an AAF if the event is at Balay Kalinaw or off-campus and no posters were put up for publicity? Yes. All activities should be submitted through the AAF. This serves as documentation for the actual events/ activities by the org for that Academic Year.
What will happen if the org decided to change the date or venue of the activity? The officer-in-charge should bring the approved AAF to OSA to inform and update the AAF Trak regarding the changes in the activity.
What if the org will sell tickets? There are additional forms/ letter to be attached to the AAF upon submission to OSA. The OVCCA must be informed of all types of organized selling conducted inside the campus.
If the org has free food for the participants and members, do we still need to add request for BCO? There is no need to seek permission to distribute free food to participants unless sampling is involved. Also, if concessionaires were employed, a permit must be requested for entry of their vehicles 
Why are food sales not allowed? Food sales are no longer entirely banned but are regulated.

The OVCCA will approve, monitor and collect payments from all dry goods/ food sale activities within the UP Diliman Campus.

Student organizations/ Student Councils are limited to only one (1) request per calendar year. Each should be for a maximum of four (4) days only.

Dry goods/ Food sale will be allowed only for two weeks every month and will run from Tuesday to Friday.

A maximum of three (3) stall/ booths will be allowed per day of request. Concessionaires may set-up a white tent with a maximum size of 10ftx10ft.

The sponsoring student organization shall be responsible for their concessionaires and will also be held accountable for any violations committed during the event.

What are the allowed sizes of posters? The sizes of poster allowed are from 8x11 size to cartolina size only. Any poster smaller than a short bond paper is considered as a flier and is not allowed within academic grounds.
Why is the cut-off for first semester, org activities so early? The moratorium has been the same since 1999. For clarification, all internal activities (GAs, meetings, planning, etc.) are not prohibited. It is only the external events/ activities, e.g. symposia, fun runs, IGPs etc., which the office will not endorse, considering the manpower and efforts the students would need to provide when time should be appropriately given to requirements for end of classes and studying for final exams.

College-based organizations however, may get permission from their respective college heads.

Can you give handouts or print-outs for guidelines and other important memos? Our office provides copies whenever needed, however, we want to be environmentally conscious so we always keep the information on our website and social networking sites complete and updated.
Are the organizations allowed to submit an AAF if we are still not registered during the registration period?

What can we do if we have a scheduled activity during the registration period?

If the date of activity is within the registration dates and if the organization was officially registered from the previous semester, you may submit an AAF for approval and endorsement.
Do we still need to submit an AAF for the tambayan repainting? Yes. You need to submit a letter of request to OSA. Do remember that the tambayans are still the property of the University and any alterations to them must be permitted first. 
What if the organization has a bigger organization off-campus, what are the things we need to do whenever we have events outside with the bigger org? You need to submit a properly accomplished AAF if you are the organizer of the activity/ event.

You need not submit anything if the officers and members are attending as participants.

Are Oriental lanterns, banderitas, flags balloons, etc. allowed? No. Please be conscious in maintaining and taking care of our environment. Oriental lanterns may start a fire on dry grounds and trees. Banderitas and flags contribute to additional trash after the events if not cleaned up. The CMO and OSA do not have any custodial staff who will clean after the events.

Balloons are not very helpful in the preservation of our marine life. There are readily accessible articles even online regarding this problem/pollution.

We hope that you can come up with more innovative ideas which are more environment-friendly.

Will a self defense ACLE be allowed to take place within the UP Grounds? Yes and no. Since the ACLE is a bi-annual activity headed by the University Student Council, seek help and advise from your councilors in charge and submit an AAF to OSA for the endorsement of your activity.
Do we have rules on fireworks display and sky lantern flying? The OVCCA has rules and guidelines in maintaining the academic grounds. Please visit their office or website.
   

Venue reservation

The submission of AAF is the same with pencil booking a venue. No. Submission of the AAF to OSA does not mean that the venues requested shall be automatically pencil booked or approved and given to the requesting organization. As its name implies, the AAF is for the assessment and endorsement of the activity before submission to the office/s granting the permission for the request/s.

For AAFs requesting for Vinzons Hall venue reservations, the time and date shall be blocked in the OSA website upon submission to avoid double booking while waiting for approval. Make sure to check the AAF Trak and the website within the suggested number of working days for approval to make sure that use of venue was granted.

The AAF blocks and ensures the reservation of venue. The organization should take note of official University and College activities which are given priority for the use of venues. The University or College can withdraw approval of the reservation upon receipt of information from higher offices regarding use of venue for University or College activities. Organizations will be informed in advance so as to let them make necessary alternative arrangements.
All venue schedules are available at OSA or at the Office of the Vice Chancellor for Community Affairs (OVCCA). OSA only schedules requests for Vinzons Hall student activity venues while the OVCCA schedules requests for all other venues within the academic grounds that are not under the jurisdiction of a specific college. All venue requests within a college should be addressed to their respective officer in charge.
Can we reserve a venue even if we are not yet registered as an org? If the date of activity is within the registration dates and if the organization was officially registered from the previous semester, you may reserve a venue.
Can informal events be held in the Acad Oval w/o permits (e.g. mini games)? Are there available security/medical service from UP that orgs can contact to ensure safety of the participants during the event? Is it free? - As long as it is not disruptive to other people and the number of participants is kept to a minimum.

-However, priority shall be given to those who properly reserved for the use of the grounds.

- Security and medical services are available for a nominal fee. The request is included in the forms/ required attachment for the AAF.

My org is currently looking for possible venues within the campus for a fair (food concessionaires, booths, performances, etc.) We'd like to inquire about the rental fees for the Sunken Garden, as well as the first floor of Bahay ng Alumni. We regret to inform you that we cannot answer your inquiry.

The Sunken Garden is under the Office of the Vice Chancellor for Community Affairs. You may contact them at 981-8500 loc. 8600 or 8601.

The Bahay ng Alumni, is under the UP System. You will have to contact them directly or visit their office at the Bahay ng Alumni.

Is UP Town Center an off campus venue? The UP Town Center is currently not under the UP Administration (on lease). It is considered an off-campus venue.
Do we have to pay for photo shoots or filming of teasers for the org? Payment is based on the OVCCA Guidelines on the Use of UP grounds. Submit an AAF so that you may request for discount or waiving of fees for small and/or internal org events.

Photo shoots and filming for ads and partnership with outside companies will be subject to Non-UP Guidelines.

Attachments/ Requirements

The required attachments shall be asked only upon submission of AAF. The list of requirements/ attachments has been made available through the website to allow the officers of the organization to assess their needs according to their plans for their activity. It is possible to attach all requirements upon submission. As much as possible, we try to avoid loose attachments which can be misplaced.
The AAF may be submitted without attachments. The attachments' purpose is not for filing only but to bring clarification and justification to your plan of action. It is read by the Coordinator and the Vice Chancellors to understand the plan and purpose of the event. Sometimes, when the requirements are incomplete, it is hard to endorse an activity especially since the office automatically forwards the AAF to the OVCSA and the OVCCA, therefore placing the AAF to pending or worse, the disapproved folder.
We can submit the AAF without the signature of the faculty adviser. The signature of the faculty adviser plays an important role in the endorsement of the activity. If the current faculty adviser of the organization is not available, the organization should submit to OSA another Letter of Consent of another junior faculty adviser who can assist the current adviser during the different activities of the organization.
   

Submission

Can anybody from the organization sign the AAF as the org's official representative for the activity? The AAF should bear the name, contact details and signature of the officer-in-charge of the activity. All questions regarding the activity shall be directed to the officer-in-charge.
The approval and endorsement of our AAF will only take one (1) day to accomplish. OSA published a matrix of possible working days needed to complete the endorsement for each activity type. The matrix was made according to the usual time it takes before an AAF is “available for pick-up” in the AAF Trak.
An AAF can be submitted weeks prior to the date proposed for the activity. The organization may submit an AAF 2 months prior to proposed date of activity. There are venues in the campus that are filled up as early as 2 months especially during peak seasons.
There is no need to submit an AAF if the activity is off campus. The AAF serves as accomplishment report during the registration. All activities of the organization must be submitted through the AAF to OSA.
Partnership between an officially registered organization and an outside organization or a company or an unregistered org. is allowed. There had been reports that companies and organizations are using partnerships with registered organizations merely to gain access and use the University facilities with discounted fees or for free.

OSA would like to ensure that activities within the academic grounds share the same Mission and Vision that the University aims to give its constituents.

Make sure to attach copy of MOAs upon submission of AAF.

Fraud or making false statements and practicing any deception, in connection with the use of University facilities or use of Intellectual Property of the University is punishable under the 2012 Code of Student Conduct of UP Diliman.

Approved AAF Pick-up

The suggested number of working days is absolute. Since 2014, OSA has been using the AAF Trak to help monitor the AAFs submitted. Due to the increase in number of activities by the student organizations, tracking the papers through logbooks and phone calls every time are no longer efficient. With the use of AAF Trak, OSA can view if the AAFs submitted to the OVCSA are already signed and are possible already in transit. Org, representatives can view if their AAF is “approved”, “disapproved” or is already “available for pick-up”
What are the different status in the AAF Trak? Approved” status may mean that the AAF is currently being submitted to another office or is currently in-transit.

Pending” status may mean that there is a deficient requirement/attachment or is currently being forwarded to another office for an opinion. If pending status remained for more than 3 working days, the officer in charge may visit OSA to follow up on activity.

Disapproved” status may mean that there is a conflict on requested schedule or the officer in charge needs to visit OSA and learn what else can be done for the approval of the activity.

Can the organization submit and collect their AAFs from other offices? For the OSA, OVCSA and OVCCA, submission and collection of AAF by the organization is greatly discouraged. The current system helps the different offices in monitoring and segregating the requests away from other office concerns and vouchers. The organization still submits the AAF for College requests and TTBDO.
   
Should there be questions regarding student org activities is not answered here at the website, please do not hesitate to contact us through the form below.


Types of Activities

According to Venue

  • In-campus.

    Activities to be conducted inside the UP Diliman Academic Grounds.
    Any student organization which wishes to conduct an activity inside the University must submit a properly accomplished Activity Request Form (AAF) to OSA following the schedules of submission to ensure availability of signatories and venue.

  • Off- campus.

    Activities to be conducted outside UP Diliman (regions or provinces), including those outside the academic grounds like UP-Ayala Techno Hub, UP Town Center, Brgy. UP campus, other Universities, Mall (near UP Diliman) venue.
    Any organization which will conduct their activity outside the University must submit to OSA a properly accomplished AAF with approval of the adviser of the off-campus venue and confirmation that the adviser/s or his/her designated representative shall be physically present during the event.

According to Objectives/Purpose:

  • Academic Activities; activities that promote learning, critical thinking appreciation and research development.
    Cultural Events. Exhibits, Plays, etc.
    Symposia, Conferences, workshops, seminars, forums, Educational discussions, tutorials or lectures with academic nature
    Contests, Quiz bee, etc.
    Alternative Classroom Learning Experience (ACLE)
    Newsletters
  • Advocacy and Campaigns; activities that actualizes the core objectives of the org and benefits the welfare of the community.
    Non-IGP Symposia, Conferences, workshops, seminars, tutorials or lectures with non-academic nature.
    Free Film Showing
    Blood-letting/ Drive
    Publicity and Information Dissemination Drives (re. Org. Advocacy)
    Job Fair
    Falsh mobs, mobilizations, etc.
  • Extension Services/ Community Service; activities not related to the original nature of the org but upholds the mission and vision of the University.
    Free Symposia, workshops, seminars, tutorials or lectures; host community members as participants
    Conduct of Educational Discussions, Medical / Dental Missions
  • Organization's Capacity Building Activities; activities that contribute tot he org's growth and development. Symposia, Conferences, workshops, seminars, tutorials or lectures; org. members as participants.
  • Membership Development; Org. Orientation, Recruitment Week, Application Process, Induction, etc. Sports / Health Development. Palaro, Sportsfest, Tournaments etc.
  • Socials; Anniversary Party, Open Tambayan, Grand Pakain, etc. Fundraising. Concerts, film showing, rummage sale, brand sale, merchandise sale, booksale, Bingo, Raffle, etc.

Let us make this year academically and socially satisfying for all of us.

Please follow the guidelines to avoid unnecessary expenses and efforts.

Please visit and read our website for additional information and opportunities for your organizations.

ANNOUNCEMENTS and NEWS