Rules and Protocols for Project Heads and ManagersProtoCORE

Prepared byInfoCore Team

InfoCore’s vision is to be the first-hand source of reliable and complete information about the organization and its projects by making all of its processes and systems second nature to every member and by concretizing them further into a more established and recognized initiative by the organization for the benefit of all its stakeholders.

Joe Drigo Enriquez (Jedo)PRESIDENT

Ma. Cristelle San Antonio (Telle)PROJECT HEAD

Ian Francis Quimbo (Ian)Sofia Ella Quimbo (Fifi)

CREATIVES MANAGERS

Jan Renzo Tiangco (Renzo)Mary Lorraine Uy (Lorraine)

HR MANAGERS

Therese Camille Aseoche (Therese)Jose Sarahnel Isaguirre II (Jose)

PRP MANAGERS

09164636866

09064211263

0917521208309176266527

0905165252309228351799

0916765241009279433232

INFOCORE TEAM 8.1 contactnumbers:

TABLE of CONTENTS >>

ADBUZZHOW IT WORKS

• When creating Gmail account for the team

• Using the AdCore calendar of events

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6• When using AdCore’s online media channels for promotions

FACEBOOK Basic rules in FB group and FB page: *pinning posts Create an event invite Utilize FB group and post/pin pubmats and pictures Utilize FB page and post pubmats, pictures, and or videosTWITTER Post tweets and let members retweet to hype up your event ‘Live-tweet’ about your team’s eventsYOUTUBE Upload your event’s videos and share them onlineAdCore WEBSITE Update the site with your team’s upcoming eventMAILCHIMP Send personalized emails regarding your event

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ADCLOUD

HOW IT WORKS

• System and deliverables per team member

• Use of Dropbox to store team files (per event basis)

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• Request for retrieval of files from previous teams of same event

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ADBUZZ!

HOW IT WORKS:AdBuzz lists the basic rules every team should observe when using AdCore’s sites and when creating online accounts. It is important that teams utilize AdCore’s social sites to further hype up their events and tap more audience if necessary.

ONLINE ACCOUNTS:• Gmail• Google Calendar• Facebook (http://www.facebook.com/upadvertisingcore)• Twitter (http://twitter.com/upadcore)• YouTube (http://www.youtube.com/user/upadcore)• Website (http://www.upadcore.com)• MailChimp

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When creating the official Gmail account of the team:

Follow the uniform format of Gmail username: upadcore.teamname@gmail.com. Password is under the discretion of the team and is to be communicated to the InfoCore team. e.g. For Infocore Team: upadcore.infocore@gmail.com

* This is so that for the next set of AVP and managers of a particular team, the same Gmail account will be used. The next set of AVP and managers may opt to change the password.

Using the AdCore calendar of events:

AVPs: Update the date of your event by accessing the calendar of events through the Gdoc link: http://on.fb.me/144K9SG. This will be the basis of the Infocore team when pinning posts in FB group, following up on team deliverables, etc. The link for the calendar of events shall be posted in the AVPs’ FB group.

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When using AdCore’s online media channels for promotions:

1. FACEBOOK

• Basic rules in FB group and FB page:

a. No other AdCore page must exist aside from facebook.com/UPAdvertisingCoreb. All AdCore groups other than facebook.com/groups/UPAdCore should have: • SECRET group setting • BASKETBALL ICON as its graphic

• Create an event invite (3 DAYS BEFORE EVENT):

Send a personal message to any Infocore PRP Manager via FB the following info: • Title of the event • Description • Date, time and venue • Photo to be used • Duration of event • Date and time of posting*Inform the InfoCore PRP manager, via text, of your team’s need for an event invite after sending the details of your event. Cc InfoCore Project Head in your text for monitoring purposes.

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• Utilize FB group and post pubmats, pictures, and or videos:

Posting in AdCore FB group (pubmats, pictures, videos, etc.) is under the discretion of the PRP manager/s of your team. The PRP manager shall make sure that posting in FB group is on a timely basis (preferably 2-3 days before event proper, and not the night before the event itself). However, to facilitate emphasis of events that need urgent attention and participation of AdCore mems, Infocore team shall be the one pinning posts. Urgency will be based on AdCore’s calendar of events. Pinned posts are limited to only 3. In the event that the PRP manager cannot post on time, he/she shall inform any Infocore PRP manager, and InfoCore shall post on his/her behalf.

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• Utilize FB page and post pubmats, pictures, and, or videos:

Posting in AdCore FB page (pubmats, pictures, videos, etc.) is under the discretion of the PRP manager/s of your team. The PRP manager shall also be the one responsible for informing the AdCore mems and apps to share the posts in the FB page through the mems’ and apps’ respective FB groups. The PRP manager shall make sure that posting in FB page is on a timely basis (preferably 2-3 days before event proper, and not the night before the event itself). In the event that the PRP manager cannot post on time, he/she shall inform any Infocore PRP manager, and Infocore shall post on his/her behalf.*PRP managers shall be given time to be administrators of AdCore’s FB page to post relevant info regarding their events.

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2. TWITTER

Posting of tweets shall be under the discretion of the PRP manager/s of your team. However, it is strictly prohibited to use the account for personal use other than for promotion of AdCore events. Let members retweet your tweets to hype up your event. In the event that the PRP manager cannot post on time, he/she shall inform any Infocore PRP manager, send the text that should be tweeted and InfoCore shall tweet on his/her behalf.

*PRP managers shall have access to AdCore’s Twitter account for posting of tweets.

• For ‘live-tweeting’ of events:

Teams are encouraged to ‘live-tweet’ or post real-time tweets about their events using the AdCore Twitter account. There is no limit to the number of tweets. The hashtag to be used shall be under the discretion of the team, however, it should be relevant to the event or to the organization as a whole. e.g. #TatakAdCore for AdCore Week

General rules about posting of tweets shall be implemented.

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3. YOUTUBE

All videos must be uploaded in the official UP AdCore YouTube account (youtube.com/user/upadcore). The PRP manager shall make sure that uploading and sharing of the video/s are on a timely basis (preferably 2-3 days before event proper, and not the night before the event itself). The PRP manager shall also be the one responsible for informing the AdCore mems and apps about the video uploaded in YouTube by posting on the mems’ and apps’ respective FB groups. PRP manager shall coordinate with any Infocore PRP manager for accessing AdCore’s YouTube account. In the event that the PRP manager cannot upload on time, he/she shall inform any Infocore PRP manager, send the video, and InfoCore shall upload on his/her behalf.

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4. ADCORE WEBSITE

Update the official AdCore website with your team’s upcoming event by sending the following to any Infocore Creatives manager 4-5 days before your event: • Title of the event • Description • Date, time and venue • Photo to be used • Duration of event • Other details (eg RSVP link, link to Facebook posts, etc.)

*Send the following details to: upadcore.infocore@gmail.com. Be sure to text the Creatives manager right after sending the details to the InfoCore email.

5. MAILCHIMP

Send personalized emails regarding your event using AdCore’s official Mailchimp account, preferably 2-3 days before your event. PRP managers shall have access to the Mailchimp account and shall be responsible for laying out the format of the email with event details and sending the personalized emails to the members. In the event that the PRP manager cannot send emails on time, he/she shall inform any Infocore PRP manager, send the details of the event (including pubmats if any) and InfoCore shall send the emails on his/her behalf.

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ADCLOUDHOW IT WORKS:With the prime objective of storing the best practices of AdCore teams on a repository that is well-planned out, easily used and transparent to everyone, the Infocore team aims (through AdCloud) to not only compile complete files, but more importantly to keep the legacy of AdCore and its teams alive year after year.

*Department kits hold the department files while Team folders hold the team files.

AdCore Bible

Constitution

Internet Accounts

Creatives

FCA

Organization

Departments

Teams

HR

ACLE

AdCore Week

AdSchool

AdVance

3.1

3.2

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1.1

1.2

1.1

1.2

1.1

1.2

1.1

1.2

Financial Statements

Member Grades

App Grades

AdCl

oud

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Files needed per team: For teams with events, deadline is two weeks after the event. If the event is week-long, then deadline is two weeks after that week. The rest, deadline is two weeks after end of the semester. The AVP shall be the one monitoring the completeness of the files. InfoCore team shall inspect each team’s respective Dropbox folder and follow up on lacking files.

• AVP: Project evaluation formand other files usable by succeeding teams• FCA Manager: Financial statements, MOA, cost estimates, billing statements, etc.• HR Manager: Attendance of mems and apps; Minutes of every meeting• PRP Manager: Internet accounts created by team (Gmail, etc.), communication plan• SEaL Manager: Logistics report per event• Creatives Manager: Publicity materials – High-res for all teasers and pubmats used as well as filtered documentation (photos) of events. Include other creative materials used by team e.g. AdHesive membership card, AdVocate client logos, etc.

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Dropbox as storage of team files: (per event basis)

Use Dropbox as the primary folder of your team when sending files. The InfoCore team shall share a folder that is accessible only to respective teams (named ‘AdCloud - Team’; eg ‘AdCloud - AdSpeak’ dropbox folder that is accessible only with members of AdSpeak). Drag and drop the files that Infocore team requires. (Refer to previous page for deadline of submission for needed files.)

Retrieval of files:

Request for retrieval of files from previous teams of same eventTeam AVP shall submit via email at upadcore.infocore@gmail.com a file request and inform the Infocore AVP, Ela, of the said request thru text. Make sure to specify in your file request the details of the files you need (eg what file in what semester of what year). Requests shall have a lead time of 2-3 days.

FACEBOOKwww.facebook.com/UPAdvertisingCore

TWITTERwww.twitter.com/upadcore

YOUTUBEwww.youtube.com/user/upadcore

WEBSITEwww.upadcore.com

GMAILupadcore@gmail.com

ONLINE ACCOUNTS

For questions/suggestions, kindly email us at upadcore.infocore@gmail.com

Information Core