SAMAHAN Code of Internal Procedures for SY 2014-2015

8/12/2019 SAMAHAN Code of Internal Procedures for SY 2014-2015

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SAMAHAN NG MGA MAG-AARAL

NG PAMANTASAN NG ATENEO DE DAVAOLower 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: [email protected] | 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 theSAMAHAN 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





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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 Representatives4. 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:





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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 inoffice.

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





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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 timeallotted 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)





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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 1st and

2nd 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.





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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





Tel: (082) 285-4961 | (082) 221-2411 local 8328




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





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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.





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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 stipulatedin this CIP by a board member shall be subjected to impeachment or

recall which will be discerned by the President, Secretary-General, and

Treasurer.

SAMAHAN Code of Internal Procedures for SY 2014-2015

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Transcript of SAMAHAN Code of Internal Procedures for SY 2014-2015