Lower G/F, Finster Hall, Ateneo de Davao University, E. Jacinto Street, Davao City 8016 Tel: (082) 285-4961 | (082) 221-2411 local 8328 E-mail: addu.samahan@gmail.com | www.samahan.addu.edu.ph
ATENEO DE DAVAO UNIVERSITY A member of BUKLOD ATENISTA: Alliance of student governments of Jesuit tertiary education institutions Section 1. Name. These statutes must be known as the SAMAHAN ng mga Mag- aaral ng Pamantasan ng Ateneo de Davao Central Board Code of Internal Procedure. For brevity, it will be referred as the SAMAHAN CIP.
Section 2. Declaration of Policy. The SAMAHAN CIP is intended to serve as a directive measure for the proceedings of the SAMAHAN Central Board.
Section 3. The provisions of this SAMAHAN CIP are to be regarded by the members of the council as part and parcel of their duties in the SAMAHAN Central Board.
Section 4. The Secretary-General is called upon to implement this Code and to enforce the penalties for non-compliance prescribed under. Section 5. SAMAHAN Central Board. The SAMAHAN Central Board is composed of 20 individuals. They are clustered in to 4 groups which are (1) elected-at-large, (2) Ex-officio, (3) Cluster/Department/Division/ School/Year Representative, and (4) GA and CCO Vice-Presidents. For brevity, they shall be called the Board.
The following are included in the Board: 1. Elected-at-large a. President b. Secretary-General c. Treasurer 2. Ex-Officio a. Internal Vice-President / GA Chairperson b. External Vice-President / CCO Chairperson 3. Cluster/Department/Division/School Representatives SAMAHAN NG MGA MAG-AARAL NG PAMANTASAN NG ATENEO DE DAVAO Lower G/F, Finster Hall, Ateneo de Davao University, E. Jacinto Street, Davao City 8016 Tel: (082) 285-4961 | (082) 221-2411 local 8328 E-mail: addu.samahan@gmail.com | www.samahan.addu.edu.ph
ATENEO DE DAVAO UNIVERSITY A member of BUKLOD ATENISTA: Alliance of student governments of Jesuit tertiary education institutions a. Accountancy and Accounting Technology Division Representative b. Business and Management Department Representative c. Computer Studies Cluster Representative d. Humanities and Letters Division Representative e. Natural Science and Mathematics Division Representative f. School of Engineering and Architecture Representative g. School of Education Representative h. School of Nursing Representative i. Social Science Cluster Representative j. (2) First Year Representatives 4. GA and CCO Vice-Presidents a. GA Internal Vice-President b. GA External Vice-President c. CCO Internal Vice-President d. CCO External Vice-President
Section 6. SAMAHAN Committees. The SAMAHAN Committees are the workforce of the Board to properly discharge specific functions. A Head is appointed by the President, Secretary-General, or Treasurer for each committee, which is under their respective offices. The following are the committees established by the Board: 1. SAMAHAN Productions 2. SAMAHAN Welfare 3. SAMAHAN Task Force 4. SAMAHAN Environmental Unit 5. SAMAHAN Research Team 6. SAMAHAN Creative Team 7. SAMAHAN Communications 8. SAMAHAN Office of Treasury
Section 7. SAMAHAN Appointees. The SAMAHAN Appointees are those designated by the President and/or by the Board to discharge functions relative to the following: SAMAHAN NG MGA MAG-AARAL NG PAMANTASAN NG ATENEO DE DAVAO Lower G/F, Finster Hall, Ateneo de Davao University, E. Jacinto Street, Davao City 8016 Tel: (082) 285-4961 | (082) 221-2411 local 8328 E-mail: addu.samahan@gmail.com | www.samahan.addu.edu.ph
ATENEO DE DAVAO UNIVERSITY A member of BUKLOD ATENISTA: Alliance of student governments of Jesuit tertiary education institutions 1. Executive Secretary of the President 2. Director for External Affairs and Networking 3. Buklod Atenista Permanent Secretariat (BAPS) Secretary- General 4. BAPS Finance Officer 5. Buklod Atenista Ambassador 6. Supreme Student Government Confederation (SSGC) Ambassador
Section 8. The first meeting of the board will be official after their induction in office.
Section 9. The Board and Appointees are expected to be present in all meetings. Committee Heads are to be called to participate when deemed necessary, but are welcome to attend the meetings.
Section 10. Regular Meetings. The regular schedule of meetings for Summer 2014 is every Friday of the week at 6:00 PM. The regular schedule of meetings for the SY 2014-2015 is every Friday of the week at 9:00 PM. Regular meetings may be moved due to urgent and unforeseen events, provided that the Board was given prior notice.
The meeting is to be held at the SAMAHAN Office, should there be no other venue specified.
A 15-minute grace period is given in consideration of those with classes and other matters. This will also serve as a preparation period of the officers.
Section 11. Emergency Meetings. An emergency meeting may be called by the President through an Executive Order to be posted six (6) hours before the called meeting. It may also be called by the highest ranking official if ever the President is not around. All of the board members are SAMAHAN NG MGA MAG-AARAL NG PAMANTASAN NG ATENEO DE DAVAO Lower G/F, Finster Hall, Ateneo de Davao University, E. Jacinto Street, Davao City 8016 Tel: (082) 285-4961 | (082) 221-2411 local 8328 E-mail: addu.samahan@gmail.com | www.samahan.addu.edu.ph
ATENEO DE DAVAO UNIVERSITY A member of BUKLOD ATENISTA: Alliance of student governments of Jesuit tertiary education institutions required to attend, though they can excuse themselves if the Secretary-General deems it necessary for reasons stated in Section 13.
Section 12. Meeting Decorum. The board members are expected to conduct themselves properly during meetings and to follow guidelines: a. Parliamentary Procedure (see Appendix A) shall be observed during plenaries. b. Decent and proper language during meeting, especially from the Presiding Officer must be observed. c. Respect and attention shall be accorded to anyone speaking. d. The presider and the agenda setter shall observe the time allotted for each item on the agenda, unless a motion of extension is raised, seconded, and duly approved. e. Each member shall be responsible to bring with him/her written materials and necessary documents demanded during the meeting. f. Officers may use laptops and other gadgets, provided that such are used for note taking and data presentation. g. Mobile phones shall be put on silent mode. h. Those who would like to excuse themselves to go to the comfort room must raise their hands forming a C letter before the presiding officer will allow them to go. This privilege can only be granted one at a time. A point of privilege will be raised for other excuses that need to have the confirmation of the presiding officer.
Section 13. Valid Reasons. Only the reasons written hereunder will be considered an excused absence, tardiness, or early departure: a. Required curricular activities (e.g. make-up classes, thesis defense) SAMAHAN NG MGA MAG-AARAL NG PAMANTASAN NG ATENEO DE DAVAO Lower G/F, Finster Hall, Ateneo de Davao University, E. Jacinto Street, Davao City 8016 Tel: (082) 285-4961 | (082) 221-2411 local 8328 E-mail: addu.samahan@gmail.com | www.samahan.addu.edu.ph
ATENEO DE DAVAO UNIVERSITY A member of BUKLOD ATENISTA: Alliance of student governments of Jesuit tertiary education institutions b. SAMAHAN or Division-related activities c. Deteriorating health conditions (with confirmation from a doctor) d. Official representation to an external function e. Other cases as considered by the Board.
The letter (e) of the aforementioned reasons will be under the discretion of the President, Secretary-General, and/or the Treasurer.
Section 14. Absences. Every member of the board is only allowed to obtain three (3) unexcused absences per semester before subjected to impeachment or recall. If one has already reached two (2) unexcused absences then he/she will have a meeting with the President, Secretary General, and Treasurer. If he/she has reached the limit or more than (3) unexcused absences then the issue will be opened to the Board for discussion and final evaluation for impeachment or recall.
If an activity by a board member has fallen on the same date of an emergency meeting, then he/she is excused but only if the activity appears in the consolidated calendar of activities made by the Board during the Long-Range Planning.
Section 15. Tardiness. Any member who arrives after the roll call, which will be done 6:15 PM during summer meetings and 9:15 PM during the 1 st and 2 nd Semester meetings, will be considered late.
One can be excused if the board member has a valid reason as stated in Section 13.
Three (3) instances of unexcused tardiness without a valid reason are considered as one (1) unexcused absence.
Section 16. Early departure. A board member who will leave 30 minutes before the projected time of adjournment, as set by the Internal Vice-President, will be considered one-third (1/3) unexcused absence.
SAMAHAN NG MGA MAG-AARAL NG PAMANTASAN NG ATENEO DE DAVAO Lower G/F, Finster Hall, Ateneo de Davao University, E. Jacinto Street, Davao City 8016 Tel: (082) 285-4961 | (082) 221-2411 local 8328 E-mail: addu.samahan@gmail.com | www.samahan.addu.edu.ph
ATENEO DE DAVAO UNIVERSITY A member of BUKLOD ATENISTA: Alliance of student governments of Jesuit tertiary education institutions One can be excused if the board member has a valid reason as stated in Section 13.
Section 17. Appellate and Special Cases. The Board, upon deliberation, may determine the validity of excuse for absence, tardiness, and/or early departure. The member must present his/her excuse through a formal letter addressed to the Secretary-General. Supporting documents are to be attached if necessary. Inability to appeal within seven (7) days constitutes forfeiture of his/her right to appeal. There will only be five (5) allowed appeal of absences, tardiness, and/or early departure for all the board members. Section 18. A proxy may represent on behalf of the member of the Board except if he/she is also a board member. The board member who cannot attend the meeting must have a valid reason (refer to Section 13). He/she must inform the Board through the Secretary-General at least six (6) hours before the meeting will start through a memorandum, otherwise it will be invalidated as an unexcused absence.
A board member is only allowed to be replaced by a proxy for five (5) regular meetings provided that the reason is stipulated in Section 13. Reasons not stated from the said section will be invalid and will therefore become an unexcused absence.
Section 19. Minutes of the Meeting. The Secretary-General shall submit the minutes to the Board three (3) days after the meeting.
Section 20. Approval of Previous Minutes. The Secretary-General shall recapitulate the minutes during the next regular meeting. A motion for changes in the previous minutes may be raised. If there are no contentions, the minutes must then be given to the Kaizen of the SAMAHAN NG MGA MAG-AARAL NG PAMANTASAN NG ATENEO DE DAVAO Lower G/F, Finster Hall, Ateneo de Davao University, E. Jacinto Street, Davao City 8016 Tel: (082) 285-4961 | (082) 221-2411 local 8328 E-mail: addu.samahan@gmail.com | www.samahan.addu.edu.ph
ATENEO DE DAVAO UNIVERSITY A member of BUKLOD ATENISTA: Alliance of student governments of Jesuit tertiary education institutions SAMAHAN Creative Team for posting in the official website of SAMAHAN (http://samahan.addu.edu.ph). The Secretary-General shall also produce a hard copy of the approved minutes to be posted for public viewing.
Section 21. Agenda Setter. The president shall prepare the agenda for the meeting as stated in the 1982 SAMAHAN Constitution Article VII Section 2f. He/she shall ask the board for matters they would like to include in the agenda for the next meeting.
The Internal Vice-President shall assign the time slot for each agendum prepared for the next meeting. He/she then may arrange an Agenda Setting Committee upon his/her discretion. The last call for the inclusion of agenda will be six (6) hours before the said meeting. The Internal Vice-President must then give the final agenda to the Secretary-General before the meeting. The Secretary-General shall provide the written agenda to be circulated among the members of the Board.
Section 22. Pro forma Itinerary of the Meeting. A Regular meeting shall follow this format: a. Roll Call (after the 15-minute grace period) b. Standing Rules (prayer and other necessary prelude) c. Reading and Motion for Changes of the Previous Meeting d. Agenda for the Day (includes delegation of tasks) a. SAMAHAN Updates b. Division Updates c. Committee and Office Updates d. External Updates e. Other Matters f. Agenda for the next meeting g. Adjournment
SAMAHAN NG MGA MAG-AARAL NG PAMANTASAN NG ATENEO DE DAVAO Lower G/F, Finster Hall, Ateneo de Davao University, E. Jacinto Street, Davao City 8016 Tel: (082) 285-4961 | (082) 221-2411 local 8328 E-mail: addu.samahan@gmail.com | www.samahan.addu.edu.ph
ATENEO DE DAVAO UNIVERSITY A member of BUKLOD ATENISTA: Alliance of student governments of Jesuit tertiary education institutions Section 23. Voting. Each member of the Board shall be given one (1) voting power except the presiding officer, for the purpose of impartiality as the arbiter, and the CCO and GA Vice-Presidents, as they are each given one-half (1/2) vote. Though, in case of there is a tie of votes, the presiding officer must then break it through his/her one (1) vote.
Before the voting begins, discussion must be observed first in order to tackle the reasons, advantages, disadvantages, and all other means to clear out a situation. The act of voting will provide a stand for the board and also oneness of decision.
Section 24. Presider of the Meeting. The President will be recognized as the Presiding Officer; though the Board may assign other officers to preside to allow the current presider to freely take part in discussions and deliberations. However, the President shall automatically take the role during voting, and thus, shall not be allowed to vote, except break ties.
Section 25. Veto Power of the President. After the decision has been made by the Board, the President may veto the decision provided that there are clear justifications for the said act. This veto power may then be overridden by a two-third (2/3) vote of the Board, by plurality.
Section 26. Quorum. As defined by the Board, this will refer to fifty percent plus one (50%+1) of the total number of the Board population regardless of their voting power.
Section 27. Decisions. Regular measures require (50%+1) for a decision to be rendered sufficient and binding. Overriding a veto requires (2/3) votes of the Board as said in Section 25.
Section 28. Abstentions and Inhibitions. Voting done by a proxy is not allowed since the voting power is non-transferrable; though ideas and the stand of the proxy may be heard.
SAMAHAN NG MGA MAG-AARAL NG PAMANTASAN NG ATENEO DE DAVAO Lower G/F, Finster Hall, Ateneo de Davao University, E. Jacinto Street, Davao City 8016 Tel: (082) 285-4961 | (082) 221-2411 local 8328 E-mail: addu.samahan@gmail.com | www.samahan.addu.edu.ph
ATENEO DE DAVAO UNIVERSITY A member of BUKLOD ATENISTA: Alliance of student governments of Jesuit tertiary education institutions Section 29. Voting Procedures. The presiding officer may adapt any of the following procedures based on his/her discretion: a. Showing of hands b. Secret ballot c. General consent d. Electronic voting e. Verbal approval (aye and nay) f. Other forms deemed appropriate
Section 30. Penalties of non-compliance. Non-compliance of the statutes stipulated in this CIP by a board member shall be subjected to impeachment or recall which will be discerned by the President, Secretary-General, and Treasurer.