Student Crafted Organization

Registration Guidelines

Proposed revisions by
the UPLB University Student Council
for the approval of the Council of the Student Leaders
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The UPLB Administration shall acknowledge the students’

democratic rights in accordance to its mandate of nurturing
academic freedom and mobility in the University. In its thrust to
produce students who are holistic – excelling in academics,
leadership, and service – it shall guarantee opportunities for
students to achieve their potentials, that no policies are
formulated that may curtail the said rights, that ultimately, it is
one with the students’ call to claim their right to organize.

RATIONALE

These guidelines guarantee that students, regardless of

classification or academic standing, have the right to choose and
join any organization, fraternity or sorority of their choice; that
organizations may gather in their own preferred convergence
zones (or tambayan) inside the University; that any group of
individuals, regardless of number or composition, may form an
organization that would foster development and growth within
the circle; that no institution or office has the authority to deprive
students of these rights; that the University shall respect and play
a role in the realization of the aforementioned, and ultimately, the
students’ inalienable right to organize.
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ARTICLE I. Definition of Terms

Sec 1. Key Players

Sec 1.1. The UPLB University Student Council (UPLB USC) is
the highest governing student institution democratically elected
by the students in the university. It is mandated to nurture a
student council that is autonomous, democratic, and truly
representative in all of its campaigns and activities for the
advancement of the rights and welfare of the UPLB students and
the Filipino people in general. In its mandate to be at the forefront
of the struggle to protect the students’ right to organize and
academic freedom, the UPLB USC shall act as the body that
acknowledges the registration of student organizations.
Sec 1.2. A Student Organization is a group of students who
have common goals and interests. It is set out on joint activities in
search of its goals and meets regularly to foster closer
relationship.
A. Student organizations in UPLB may be classified as:
 Academic
 Cultural
 Fraternity
 International
 Political
 Religious
 Socio-civic
 Sorority
 Sports and Recreational
 Varsitarian
B. A point person (PP) is an appointed member of the
organization that serves as the liaison between the
organization and the UPLB USC. In most organizations, the
Secretary, Vice President for External Affairs, or the
Organization Head serves as the point person. He/she is
in-charge of processing the registration of the
organization, informing the members of the rules,
guidelines, and announcements from the UPLB USC, among
others.
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Sec 2. The Organization Orientation (OO) is an annual one-day

gathering of organization leaders that serves as a venue for
orientation on the guidelines for registration, and other similar
concerns.
Sec 2.1. OO shall be held one week before the first day of
registration period.
Sec 2.2. In case the Point Person would not be available on
the date of the OO due to valid reason/s, the organization may
contact the UPLB USC to change its PP.

Sec 3. Student organization activities are projects, programs, and

events in and out of the University organized by members of
student organizations. These activities may be classified according
to the following or combination of any of the following.
Sec 3.1. Organizational development deals with activities
internal to the organization. This generally aims to develop certain
aspects in the organization such as camaraderie and team spirit,
skills, internal policies, etc. (e.g., general assembly, acceptance
rites, workshops, educational discussion, induction, and
rehearsals).
Sec 3.2. Community service deals with activities that try to
address certain development concerns related, but not limited to
education, health, livelihood, child development, nutrition,
environment, employment, and general welfare (e.g., blood drive,
feeding program, clean-up drive, medical and dental missions, tree
planting, and tutorial).
Sec 3.3. Promotion includes activities or events that
showcase the organization itself including its vision, mission,
objectives, etc. (e.g., exhibit, orientation, and distribution of
giveaways).
Sec 3.4. Academic development refers to scholarly
activities that aim to strengthen or enhance learning in a
particular field or develop the academic performance of students
and other stakeholders (e.g., symposium, forum, conference,
workshop, career orientation, demo, contest, seminar, debate,
tutorials, and exhibit, lecture).
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Sec 3.5. Cultural development refers to activities that

showcase various manifestations of collective human intellectual
achievements such as arts, language, social habits, music, religion,
and others (e.g., concert, play, cultural night, recital, film showing,
contest, exhibit, symposium, seminar, talent show, and forum).
Sec 3.6. Sports and Recreational refers to athletic and
recreational activities that are usually competitive in nature (e.g.,
tournament, contest, demo, and fun run).
Sec 3.7. Fundraising refers to activities done to seek
financial support (e.g., film showing, concert, play, raffle, food
selling, quiz contest, and fun run).
Sec 3.8. Celebration deals with social activities which aim
to commemorate or celebrate a special day/event for the
organization (e.g., motorcade, open tambayan, concert, exhibit,
and alumni homecoming).

Sec 4. Miscellaneous
Sec 4.1. A convergence area or tambayan is a space in the
UPLB campus that may be designated to a student organization. Its
members regularly occupy this area in order to socialize and
conduct activities.

ARTICLE II. Application for Official Registration of

Student Organizations

Sec 1. Application for registration shall be done annually.

Sec 1.1 Period of application for registration shall be at the
start of the registration period for the first semester and will
continue until the end of the academic year.

Sec 2. Student organizations must send one representative to the

annual OO for organization leaders.
Sec 2.1. Only the head or any duly authorized
representative may participate in this event.
Sec 3. Student organizations that have attended the OO may fill
out the registration forms through the UPLB USC page.
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Sec 3. The organization must fill out and forward required forms.
Sec 3.1. Form 1 – Application for Registration
Sec 3.2. Form 2 – Organization Profile
Sec 3.3. Form 3 – Certificate of Correctness (CC)
Note: Please refer to the Appendices for details concerning the forms
listed above.

Sec 4. Student organizations must appoint a representative who

will regularly attend and participate in the Council of Student
Leaders (CSL).

ARTICLE III. Conduct of Activities

Sec 1. Student organizations shall forward a letter of information

(LOI) to the UPLB USC for every event they plan to conduct, or
whenever they wish to have events vouched by the Council.
Sec 1.1. The LOI will be a notice to the UPLB USC that the
organization will be holding an activity.
Sec 1.2. It should be submitted at least three (3) days
before the activity.
Sec 1.3. It should be noted by at least one Adviser through
his/her signature. In the event that the adviser is not available,
he/she may request another UPLB faculty member or Research,
Extension, and Professional Staff (REPS) to sign on his/her behalf.
The full name of the requested signatory must be written.

ARTICLE IV. Use of Tambayan

Sec 1. Benches or tambayans are open for all on a first come, first
use basis.

Sec 2. No student organization, individual or group has the right to

own or claim exclusive use and modification of these concrete
benches or tambayan, if it is a university property.
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Sec 3. Requests to put up or use space for tambayans must be

addressed to the venue administrator, in cases when the space
needed is within a facility. For open spaces, request should be
addressed to the Office of the Vice Chancellor for Community
Affairs (OVCCA).

ARTICLE V. Other Policies Concerning Student Organization-

Related Activities

Sec 1. All letters submitted to the UPLB USC must be addressed to

the Head and signed by at least one adviser. In the event that the
adviser is not available, he/she may request another UPLB faculty
member or REPS to sign on his/her behalf. The full name of the
requested signatory must be written.
Sec 2. Student organizations shall not schedule activities after the
last day of holding activities. However, if the activity cannot be
accommodated in another day, an advisers’ consent must be
secured.
Sec 4. Cases of dishonesty, perjury, and falsification of documents,
etc. will be filed at the Student Disciplinary Tribunal (SDT). Failure
to comply with any of the provisions of these guidelines is subject
to disciplinary action as provided in the Rules and Regulations on
Student Conduct and Discipline.

ARTICLE VI. Appendices

Appendix 1. Process of Applying for Registration

Guidelines enumerated here are strictly implemented.

Organizations are advised to adhere to the guidelines to expedite
the processing of application for registration. Transactions
involving the application for registration of UPLB organizations
must be done through the organization’s point person (PP).

Change of Point Person (PP)

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Only the head of the organization or the point person is

authorized to assign a new PP.

New Organizations

1. PP must register the organization through the UPLB USC.

2. PP must complete organization profile and membership
roster.
3. PP must generate and print registration forms.
4. Officers and adviser/s must sign the registration forms.
5. PP must submit the registration forms along with the
objectives of the organization on or before the deadline.

Existing Organizations

1. PP may apply for renewal of registration through the UPLB

USC.
2. PP must update organization profile and membership
roster.
3. A member may be removed from the roster if and only if
he/she has:
3.1. passed away;
3.2. graduated;
3.3. filed for leave of absence (LOA);
3.4. been absent without leave (AWOL);
3.5. been dismissed from the University; and
3.6. been expelled from the organization.
4. PP must generate registration forms.
5. PP must print only the Certificate of Correctness.
6. Officers and must sign the CCC.
7. PP must submit the CCC on or before the deadline.

Appendix 2. Notes regarding the Registration Forms

F1 – Application for Registration

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1. This form stipulates all pertinent information describing

the organization. This includes the organization’s name,
mailing address, tambayan, e-mail address, website, date
established, brief description, vision, mission, and
objectives.
2. PP must ensure that all information is correct.

F2 – Organization Profile

1. There should be at least one adviser per organization. An

adviser may either be a faculty member or Research,
Extension and Professional Staff (REPS).
1.1. All information about the advisers must be
complete and correct.
2. The list of members should be complete and the
designation of each member is clearly indicated. Label
whether they are part of the executive committee or not.
3. Make sure that all information regarding each member is
updated.

F3 – Certificate of Correctness
The printed CC is submitted by old organizations. Signing
the CC means all signatories have agreed to the electronic
version of the registration forms.

1. This form attests to the correctness and completeness

of the forms submitted to SOAD. The signatures of the
organization’s president, vice president, secretary,
treasurer, adviser/s must be affixed to this form.
Electronic signatures will not be honored.

2. In the event that an adviser is not present, the adviser

may designate another faculty or REPS to sign for
him/her. The full name of the representative must also
be written.