|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:
- 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.
|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.
|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., firstname.lastname@example.org), no dots (.)and/or underscores (_) in the username. For example, if your UPD webmail address is email@example.com, 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.
|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 above.