Org. Activities


Org. Registration

Org. Activities

Vinzons Hill Tambayan Complex

Vinzons Hall Venue

aaf guideActivity Approval Form

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

  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.


FAQs

Activity Approval Form

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 above.

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; 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.