Jeanne Marie Vernice Castillo
Documentation Executive Team Head
Bien Ronald De Guzman
Karen Brigit Ong
Susie Mae Wong
Documentation Executive Team Assistant Heads
THE DOCUMENTATION TEAMSchool Year 2009- 2010
Cheer NegrilloCSO Executive Secretary
MMission ission
andand VVisionision
A service team of the Council of Student Organizations .
Committed in providing efficient and proper handling of all documents of organizations and the CSO.
Gives organized and prompt access to information through on-time and effective production and distribution of minutes of meetings.
Mission1: Mission1: TTo the Organization and o the Organization and CSOCSO
A team is committed to the development of :
Personality Work ethics Public relations
Mission1: Mission1: TTo the members of the o the members of the team:team:
A team composed of individuals that are committed to service.
Its members seek continuous development through evaluation and feedback from other organizations and Executive Board.
A team that provides skills and set benchmark for succeeding teams
VVisionision
Checking and compilation of post-activity requirements.
Producing Minutes of the Council and Exeteam Meetings.
Grant access to the CSO Library.
Team FunctionsTeam Functions
Executive Secretary
Cheer Negrillo
Executive Secretary
Cheer Negrillo
Team Head Vernice Castillo
Team Head Vernice Castillo
Assistant Team Head
Bien De Guzman
Assistant Team Head
Bien De Guzman
Assistant Team Head Susie Wong
Assistant Team Head Susie Wong
Assistant Team HeadKaren Ong
Assistant Team HeadKaren Ong
TTeam Structureeam Structure
All organizations undergo accreditation twice a year.
Documented activities are used in the evaluation of the organizations.
Activity that is not documented will not have a merit on the organization.
WWhy is the team important?hy is the team important?
Required Documents for SY 2006-2007 PRE-ACTIVITY REQUIREMENTS
ACTIVITY NATURE PD PPL PPR OTHER REQTS. POST-ACTIVITY REQUIREMENTS
(DOCU)
Academic Survey / Evaluation Sample Questionnaire Activity Report; Summary of Expenses;
Survey Results
Acquaintance Party x x General Requirements ADHOC-CSO (except LEAP and ARW) Activity Report; Summary of Expenses
Advocacy / Awareness / Publicity Campaigns
Activity Report; Summary of Expenses;
Sample poster/flyer
ARW General Requirements; Income
Statements with Receipts
Book Drive (collection only) List of books collected; Activity Report Book Lending General Requirements
Book Selling (non-profit) x x Mechanics of the
Activity
List of books available; Total # of Books Sold; Name of Books Sold; Activity
Report
Bulletin Board Activity Report; Summary of Expenses;
Pictures
Collection Through Boxes List of Things to be
Collected Activity Report
Competitions – Academic (Host Organization)
x x x General Requirements; Copy of
Questions; List of Participants and Winners; AMT Result
Competitions – Non-academic (Host Organization)
x x x Mechanics and
Criteria for Judging General Requirements; List of
Participants and Winners; AMT Result Concerts (all band members are DLSU
students) x x x General Requirements (Except GALS)
General Requirements: Pre-activity Requirements Generic Attendance Logsheet
List of Expenses Activity Report
Legend: PD = Program Design PPL = Project Plan PPR = Project Proposal
2008-2009
Documentation Manual
TThe he DDocumentation ocumentation PProcessrocess
Log activity in DALS Documents
are classifiedwhether
“For Filing” or
“Incomplete”
The Documentation Team checks
the requirements
Submit all post-activity
before due date;Log again in DALS
“For Filing” documents
Are compiled by org
secretaries
Incomplete documentshave until
5pm of the due
date for
completion
TThe Documentation Processhe Documentation Process
Documentation Manual
GGuidelines for the uidelines for the
DDocumentationsocumentations
Merits All early and complete documents Attendance in Secretaries’ meetings Consistent good performance of
Documentation. Demerits
Incomplete or wrong format Late documents
MMeritserits andand D Demitsemits
Not audited budget are considered incomplete.
Not approved a-forms will not be checked, but can be included in the binder , up to the discretion of the organization if it will be included in the binder.
RReminder:eminder:
Documentation Manual
MMinutes of the inutes of the
MMeetingeeting
CouncilCouncilMeetingMeeting
Organizational
Meeting
Executive Secretary
VP – Documentations/
Executive Secretary
President
VP – Documentations
List of MeetingsList of Meetings
Documentation Manual
GGuidelines for the uidelines for the
MMinutes of the inutes of the MMeetingeeting
All items should be in sentence form.
Include complete dates, venue and time of an activity.
If A-Form is not present, secretaries may not log the minutes in the DALS.
RReminderseminders
SubmissionSubmission
For Revision For Posting
Council meeting Wednesday of that week
Monday of the following week
Should keep track of the activities and documents of their respective organization.
Responsible for compiling their organization’s documents.
Take down minutes during Council meetings.
Evaluate the Documentations Team and attend Secretaries’ Meeting.
DDocumentations/ocumentations/OOrganizations rganizations
RRepresentativesepresentatives
Documentation Manual
TThe he CCSO SO LLibraryibrary
Fill up Borrowing Form
Submit Form to Any DOCU Head or
to Executive Secretary
Wait for the Attending officer
For the issuance of Documents (Sign in log book)
Return BorrowedDocuments on-time (Sign in Log Book
and Return slip)
C C SO SO LLibraryibrary
One (1) week for current documents. One (1) week for book-bound documents. A letter of request must be written and
submitted in case the requesting party is from other organization, a past officer of the organization, or an alumni.
The Executive secretary, any Documentations. Team representative or any APS officer may receive books upon return.
RRules for ules for BBorrowing orrowing DDocumentsocuments
Documentation Manual
SSecretaries’ ecretaries’ RResponsibilityesponsibility
Keeping track of the various activities and information circulating in their respective organizations
Compiling their organization’s documents
Assigned to take down minutes of Council Body Meetings
Evaluate Team’s performance
ResponsibilitiesResponsibilities
RREQUIREMENTS FOR EQUIREMENTS FOR OORG RG RREPSEPS
List of Documented Activities at the end of every term.
Contact Number – Name containing cellphone and email at the beginning of every term.to Bien De Guzman’s Pigeon Hole.
ORGANIZATION: _________________________________
EARLY LATE COMP. INC. RECEIVED BY:
TO BE FILLED BY DOCUMENTATIONS TEAM
** PLEASE LEAVE ONE SPACE AFTER EACH ENTRY
ACTIVITY TITLEACTIVITY NATURE
ACTIVITY DATE
Council of Student OrganizationsDe La Salle University
DOCUMENTATION ACTIVITY LOG SHEET
ACTIVITY DEADLINE
DATE SUBMITTED
TO : DOCUMENTATION TEAM THRU : Cheer Negrillo CSO Executive Secretary RE : LOSS OF A-FORM A-FORM
Office of Student Life De La Salle University
Requesting Organization: [ ] Title of Activity: [ ] Nature of Activity: [ ] Date: [ ] Time: [ ] Expected Number of Participants: [ ] Purpose of Activity: [ ] Name(s) of Speaker(s): (if any)
Speaker 1, title Speaker 2, title
____________________________ _____________________ <organization rep> Faculty Adviser (printed name of person reserving) (if off-campus) ***** Portion below NOT to be filled up by organization representatives ****** Action Take: Granted Denied Verified By: ____________________ Cheer Negrillo CSO Executive Secretary Date
<Name of Organization> Council of Student Organizations
De La Salle University
Minutes of the (organization/ ____ committee) meeting _____ Term Meeting no. _____ Date: Time: Venue: Attendance: Present
Name
Late
Name
Absent
Name
Agenda: I. A. B. II. A. B. III. Minutes of the meeting:
Minutes of the meeting: The opening prayer was led by (name), (position). I. A. 1. 2. B. 1. 2. 3. II. A. 1. a. b. 2. B. 1. 2. 3. III. The closing prayer was led by (name), (position).
Prepared by:
_________________ <Name>
<position>, <org name>
Noted by: _____________________ <Name of org secretary> <org name>
<ORG NAME>
Council of Student Organizations De La Salle University
SY 2007-2008
To: Hector Cahanding Executive Secretary Council of Student Organizations Fr: <name> President <Organization’s name> Re: Activity not present in GOSM Greetings in the name of St. La Salle!
<State the title of the activity, date, time and venue. State the reason why the activity was not
included in the GOSM. State also the reason why you wanted to have this activity.>
Org logo
Cheer Negrillo
009-2010
No. ___ of 1st term (To appear only on First page)
Council of Student Organizations De La Salle University
ACTIVITY REPORT
Title of Activity: Nature of Activity: Activity Date: Activity Venue: Activity Time: Actual Time Started: ENP: ANP: ENMP: ANMP: No. Of Officer(s)/ Member(s) Involved:
Name Position
Brief Description of the Activity:
(As will be appearing on A Form and PPF) Objectives of the Activity:
1. (objective) (Was it met? Why? How?)
2. [ ] 3. [ ] 4. [ ] 5. [ ] 6. [ ] 7. [ ]
SWOT Analysis:
Strengths:
Weaknesses:
Page ___ of ___
(appearing on all pages excluding page 1)
Opportunities:
Threats:
Recommendations/ Suggestions for Improvement: [ ]
Prepared by:
_______________________ <Name>
<position>, <org name> Noted by: ________________________ <name of org president> President, <org name>
Organization’s Name Council of Student Organizations
De La Salle University
List of ___ Term Documented Activities
Activity Title Activity Date Activity
Deadline Date Submitted
A. <Nature> 1. <Title> <chronological order> B. <Nature> 1. <Title> <chronological order> 2. <Title> <chronological order>
C. <Nature> 1. <Title> <chronological order>
D. <Nature> 1. <Title> <chronological order> 2. <Title> <chronological order>
Org Logo
Council of Student Organizations
CSO LIBRARY
REQUEST FORM NAME ORGANIZATION ID NUMBER LANDLINE CELL DATE BORROWED DUE DATE PURPOSE
INFORMATION REQUESTED Executive Board Others
Position School Year Please Specify
Executive Team Team School Year Borrower's Signature
UPON LOAN UPON RETURN
Organization Org
Name School Year
Atteding Officer's Signature
UPON LOAN UPON RETURN
AdHoc Activity
Activity School Year
PLEASE DO NOT FILL BEYOND THIS LINE DATE OF RETURN Comments
Documentation Manual
MMeans of eans of CCommunicationommunication
E-group: docu2k9 Bulletin board Message log book found at the
Documentation Team table.
CContact us ontact us ThroughThrough
OR TEXT US AT: OR TEXT US AT:
Jeanne Marie Vernice Castillo 09175510604 09227906370
Bien Ronald De Guzman 09228281932
Karen Brigit Ong 09063225537
Susie Mae Wong 09163333282
OOpen pen FForumorum
Thank You.
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