Introduction

Student

organizations

provide

an

exceptional,

rewarding

opportunities for students to gain practical skills in building

the learner community. As important additions as agents to the
development of the school, Saint Michael College of Caraga would
allow student organizations to exist with the current programs
for community building.
The Student Organization Manual is intended to be a tool for
Student Organizations and Interest Groups of SMCC. This manual
includes

materials

about

School

policies,

procedures,

and

operations to ensure a successful year for your organization.

Please take some time to familiarize yourself with this manual
and the policies referenced within it. These resources provide
answers

to

questions

about

organizational

responsibilities,

advisers manual for advising, and other topics to help you

facilitate improvement of your organization.
If you find something that is undistinguishable or not addressed,
please contact us in the Student Services.

VMGO OF SAINT MICHAEL

COLLEGE OF CARAGA
Vision
Saint Michael College of Caraga as a Christian Institution
envisions persons committed to GOD and others through Academic
Excellence and Holistic Human Development.
Mission
As such SMCC, commits itself:
* To develop persons love of God, country and people;
* To promote the integral formation of pupils/students, enhancing
their capabilities authentic persons and as Christians;
* To hone the pupils/students committed to nurture and care for
the environment and the totality God's creation;
* To offer programs that cater or respond to the community,
industry and Global needs or demand;
* To update state-of-the-art-facilities;
* To provide continuing-education and enhancements among its
personnel;
* To produce graduates who are competent, effective, globally
qualified, and socially responsible professionals and/or leaders;
* To develop organizational culture in the school community that
is value-oriented and Christ-centered;
*
To
strengthen
linkages
with
partner
institution
and
stakeholders; and
* To design and conduct developmental research and extension
program.
GOAL
To promote culture of excellence in the areas of spiritual
formation, instruction, research, extension and production
GENERAL OBJECTIVES
*

To integrate positive values at all of education

*
To offer additional technical and baccalaureate courses that
cater to the needs/demands of the local and/or global market

*
To design Christian formation programs that are effective
and responsive to the psycho spiritual needs of the students,
pupils, parents and personnel
*
To make SMCC an authentic center of performing arts that
promotes Filipino cultures, customs, traditions and values
*
To continue the upgrading of the facilities and services for
the satisfaction of its clientele
*
To continually upgrade the teachers' professional
emotional growth and their quality of instruction.

and

*
To establish harmonious linkages with the Alumni, PTCA, LGU
and other stakeholders to gain support for the school development
plans.
*
To work for the accreditation by any recognized accrediting
agency.
*
Design initiatives and/or approaches that cater to the
community extension and development and/or social investments.
*

To conduct research for the school and community development

The Registered Campus

Organization
What is a Registered Campus Organization?
Registered Campus Organization is defined as a group of ten or
more currently enrolled Saint Michael College of Caraga (SMCC)
students who unite to promote a common interest and who are
officially recognized by the Division of Student Affairs. Student
organizations are an essential part of the Michaelinian community
and an integral part of the total academic program. The presence
of a diverse group of organizations is in the best interest of
the

School

and

its

students.

Registered

Campus

Organizations

foster valuable experiences for students that lead to significant

learning

and

development

and

create

sense

of

belonging.

Registered Campus Organization provide valuable services to the

community by promoting leadership development, community spirit,
activism, community service, and social and cultural interaction.
The

student

affairs

recognize

the

vital

contributions

that

student organizations make to the quality of life on campus.

Registered Campus Organization may include other members of the
School community as associate members including faculty, staff,
or alumni. These associate members shall not be given the rights
and privileges of active students including, but not limited to,
voting rights, use of facilities or equipment, and/ or benefits
from student-funded resources. Only currently enrolled students
can vote on organizational matters.
It is very important that a particular campus organization should
be

recognized

in

the

school.

Their

contributions

for

the

betterment of the institution is valuable to the implementation

of the VMGO.
A.

What are the different Types of Organization?

Supreme Student Government of the Basic Education Department

and

College

Funding

for

allocated

Department
student

through

oversees

all

organizations

the

committee

student

through
on

organizations.

the

Finance.

SSG

fees

Every

is

student

organization is placed into a council that best fits their

purpose.

The

five

councils

and

their

descriptions

are

as

follows:

Academic

Council:

organizations
academic

The

that

Academic

have

discipline

or

Council

purpose

pursue

consists

related

academic

to

of

student

support

achievement.

an
Some

examples are the Society of Automotive Engineers, Math Club,

Philosophy Club, English Society and Debate Society.

Multicultural/Spiritual
Council

consists

of

Council:

The

organizations

Multicultural/Spiritual
that

strive

to

expand

students knowledge of the different cultures represented in

the Smcc community and abroad. All organizations affiliated
with religion or faiths are included in this Council.

Sports

Club

Council

(SCC):

This

Council

represents

all

of

student organizations that are athletic/sports related. Special

facilities or space should be required for their activities.
Their mission should be competitive in nature and they should
have

the

potential

to

join

National

body/organization.

Admission into the Sports Club Council is applied for after the
organization has existed for a year. Some examples of clubs are
Basketball team, Volleyball team.

B.

What is the process for new organization application?

1. A

new

organization

requirements

to

be

should

be

presented

having

the

the

Student

to

following
Affairs

department:

Organizations

Vision,

Mission,

Philosophy, Logo and Its meaning

Goal,

Objectives,

Working Constitution

Roster of Officers

Action Plan

Calendar of activities

Project/Activity Proposals

Profile of Members

Letter of Intent

2. The said requirements would be evaluated by the campus

org coordinator for 5 working days.
3. The Dean for Student Affairs would schedule for a hearing
of new organization. The current elected officers should
be present in the hearing.
4. If the new organization is already approved. They are now
considered to be a Registered Campus Organization.
5. Font style for all documents should follow Courier New
with the font size of 12. They should be placed using
C.

What

is

the

process

for

Renewal

of

certificate

for

Recognition of Old Organization?

1. The following form should be passed yearly for the
renewal of certificate of recognition:

Organizations

Vision,

Mission,

Philosophy Logo and Its meaning.

Working Constitution

Roster of Officers/List of Officers

Action Plan

Calendar of activities

Project/Activity Proposals

Profile of Members

Accomplishment Report

Goal,

Objectives,

D.

Guidelines for Form of Campus Organizations

1. What is a VMGO?
A VMGO is a standard and critical element of an organizational
strategy.

Most

established

organizations

develop

organizational mission statements and vision statements, which

serve

as

objectives.

foundational
The

guides

organization

in

then

the

establishment

develops

strategic

of
and

tactical plans for the implementation of its objectives.

The formulation of the Vision, Mission, Goal, and Objectives
should follow the principles of the schools VMGO statement.
An organization should make their VMGO in way that it embodies
their desires for the improvement of SMCCs studentry.
2. What is a constitutional by-law?
The constitution and bylaws guide a student organization in
its operations and activities and, accordingly, are intended
primarily

for

the

organizations

benefit

and

use.

The

constitution contains the fundamental principles and structure

of the organization, and the bylaws outline the basic rules of
procedure

by

which

groups

membership

govern

its

organization. The constitution and bylaws should be carefully

formulated, clearly worded, and kept up-to-date so that the
needs of the organization can be met. An approved constitution

is necessary to become a recognized student organization at

Saint

Michael

College

of

Caraga

and

must

be

updated

and

submitted in the Student Affairs office every 3rd Friday of

April.
Template for Constitution and by law formulation
CONSTITUTION
Article 1 Name of student organization
The name of this organization shall be ____________. ____________ may also be referred to as
acronym, if applicable.
If your student organization has Saint Michael College of Caraga in its title, it must follow
the main portion of the name. For instance:
Acceptable: Coffee Club at Saint Michael College of Caraga or Coffee Club at SMCC
Unacceptable: Florida Atlantic University Coffee Club or FAU Coffee Club.
If your student organization is affiliated with a national or international organization, details
of the affiliation should be adequately described. The constitution of the parent organization
should also be submitted with your student organization constitution.
Article 2 Purpose of the student organization
The purpose of this organization shall be ________________. (Your organizations purpose
should be defined in clear and concise terms. You are welcome to attach an additional
explanation or statements.)
Article 3 Membership of the student organization
Section 1 Members: Must be open to all SMCC students.
Section 2 Associate Members: Faculty, staff, and alumni may be associate members.
Associate members cannot vote or hold office.
Section 3 Name of student organization shall be in full compliance with all
nondiscrimination and equal opportunity laws, orders and regulations. Name of student
organization shall not discriminate against a Student Officer, member or prospective
member, except if specifically exempted by law. Name of student organization shall be open
to all currently enrolled SMCC Students, except if specifically exempted by law.
*********All groups except those exempt by law must have opportunities for membership of
all sexes.
Article 4 Regulations

Section 1 Name of student organization will abide by all Philippine Constitution and
SMCC Regulations and policies,
Article 5 Officers
Section 1 The officers of this organization shall be President, Vice President, etc. (do not
include names).
Section 2 In order to be eligible for an officer position, candidate must meet requirements
as specified by in the students handbook. All officers must be registered SMCC students
who meet the minimum qualifications for student officers, which is a 80 cumulative GPA and
be registered for 6 credits hours for students, and a 80 cumulative GPA and 3 credit hours
for graduating students. Officers have to be in good academic standing and not on
probation. Students serving as President must have earned at least 15 college credits in the
college department and have a residency of 2 years in the basic education department.
Student Involvement & Leadership reserves the right to make exceptions to this
requirement. A student may serve in the same position or office for a maximum of two terms
during his/her academic career at SMCC.
Section 3 The duties of officers are as follows (list the specific duties for each officer):
a. President
b. Vice President
c. Secretary
d. Treasurer
e. Etc.
Article 6 Selection of Officers
Section 1 Method of nomination procedure and election of officers.
Section 2 Statement that addresses the issue of a tie.
Section 3 The officers shall be elected when (what semester) and shall take office when
(what semester). Officer selection must take place at least once per academic year.
Section 4 Term of office (may not exceed one year).
Section 5 Statement whether or not an officer can hold more than one position (if so
explain).
Section 6 Statement whether officers can be re-elected (if so explain).
Article 7 Officer Vacancies
Section 1 Should a vacancy occur in any office, it shall be filled how (majority vote,
appointment, consensus, etc.).
Section 2 A statement regarding term of the replacement officer (usually the remainder of
the current term).
Section 3 Impeachment process
Article 8 Adviser
Section 1 Duties of the faculty advisor
Section 2 Method of faculty advisor selection

Section 3 At least one advisor MUST be a full-time faculty, or staff member at SMCC
Article 9 Meetings
Section 1 Regular meetings shall be held when (on what day and how often)
Section 2 Special meetings may be called by whom, why and how often (appointment,
election).
Section 3 A quorum for any regular or special meeting shall consist of a majority of the
members (50% + 1).
Section 4 Statement of what procedures will be used to conduct meetings (e.g. Roberts
Rules of Order).
Article 10 Amendments
Explain in this section how your constitution can be amended.
**All student organizations whose regular activities include travelling
domestically or internationally must include the following statement in their
constitution:
Name of student organization will have each member complete the following forms as a
condition of membership: 1) Release of Liability Agreement, 2) Student Travel Code of
Conduct. These forms must be completed annually by every member. In addition, prior to
any domestic or international trip, name of student organization, in consultation with the
appropriate Student Affairs office or academic department,

BYLAWS
Bylaws often accompany a constitution, and include details relating to committees, dues,
voting and other governance, etc. By-laws are NOT required; however, they are
recommended if your RSO wants to put common practices in writing.

3. What is a Roster of Officers/ List of Officers?

The organization should elect officers yearly in the 3rd
Friday

of

should

be

renewal

February.

of

passed

The

list

together

permit

to

of

with

operate

newly

elected

other

requirements

and

duly

officers
for

recognized

organization. (See appendices Form No.4)

4. What is an action plan?
An action plan is the set of activities carefully planned by
an organization to serve its function in the school. It

10

should provide the necessary objectives and is subject for

implementation.
It should be noted that each organization should at least
conduct one activity per month. (See appendices form no.5)
The action plan should follow this format:

SAINT MICHAEL COLLEGE OF CARGA

Nasipit, Agusan del Norte
______________Department
(Name of the Organization)
Name of

Proposed

the

Date

Objectives

People
Involved

activity

Completio
n Date

Actions
(necessary
steps to
complete the
activities)
PreActivity
During
the
Activity
Post
activitie
s

11

5. What is a Calendar of Activities?

The calendar of activities serves as a summary of your
action plans. If there are sets of activities to given in a
month,

there

should

be

calendar

of

activities

to

be

prepared. Take note that it should not be in conflict with

the schools own calendar of activities. (See appendices
Form No.6)
6. What is a Projects/ Activity Proposal?
Since the action plan is created, an organization should
prepare the necessary documents for the approval of the
planned activities. They should fill-out the format (See
appendices Form No.6). Please be reminded that any activity
planned or being executed by the organization should pass
necessary documents particularly the proposal for approval.
7. What is a Profile of Members?
Organizations
information
design

should

of

their

the

own

have

members
template

file

that

of

they

which

the

have.

provides

necessary

They

the

should

necessary

information that they need in order to monitor and help

their members pertaining to activities in the organization.
8. What is the letter of intent?
The letter of intent serves as a document outlining one or
more

agreements

agreements
proposals
should

are
and

between

two

finalized.
permissions.

convince

student

or
It
A

more
is

usually

newly

affairs

parties

why

before
created

the
for

created

organization

their

organization

should be allowed to be given a permit to operate or be a

registered campus organization.
E.

Organization Responsibilities

Complete the annual re-registration process.

12

Follow and abide by all federal, state, and local

laws

and

regulations,

procedures

at

Saint

and

all

Michael

policies

College

of

and

Caraga,

including the Student Organization Manual.

Remain in good standing with all aspects of SMCC and

conduct themselves in a manner that is consistent
with the Mission of the School.

Adhere to the rules and procedures set forth in the

organization

constitution,

discrimination

and

including

anti-hazing

the

non-

requirements

for

membership.

Meet all fiscal obligations incurred by the student

organization
procedures

and

as

abide

set

by

forth

the

by

the

SSG

processes

League

of

and

Campus

Organization.

Ensure proper planning and execution of organization

events,

and

consult

with

the

League

of

Campus

Organization staff for help with event policies and

contract management.

Provide

adequate

training

during

the

officer

transition process.

Have an advisor who serves as a full-time faculty or

staff member of SMCC.

Establish

consistent

communication

with

the

organization advisor and keep advisor information of

organization activities and decisions.

Ensure

proper

use

of

campus

resources,

including

meeting and event space, and other afforded benefits

to the organization.

13

Submit an annual accomplishment report to the office

of the Dean of Student Affairs through the campus
org. coordinator.

ADVISERS MANUAL
The amount of attention student organizations need from their
advisers will vary. It is helpful to discuss expectations that
the organization has of you, and vice versa, at the beginning of
the

academic

year.

Moreover,

the

Student

Affairs

staff

is

available to assist if there will be any problems that would

arise. The information below includes suggestions and general
guidelines to use when advising your student organization. After
you read through the descriptions of the different advisers, feel
free to take a look at the manual to help you determine where
improvements can be made on your end.

14

Guidelines for Advising

A. What kind of Adviser do you strive to be?
1. Mentor
Mentors have the responsibility of creating a one-on-one
learning

relationship

based

on

modeling

behavior

and

an

extended, shared dialogue. Students may look to mentors for

advice

regarding

their

career,

activities,

or

personal

goals.
Good

mentors

exhibit

enthusiasm,

genuine

interest,

understanding, and an honest rapport, along with the desire

to stimulate and expose others to new experiences.
2. Team Builder
Team Builders work with their new officers to establish
relationships

that

will

enhance

the

ability

of

the

organizations leadership and members to work together. A

team

builder

assists

facilitates

students

in

an

environment

understanding

in

which

their

he/she

strengths,

weaknesses, work styles, and goals.

3. Motivator
Motivators

are

aware

of

their

students

needs,

wants,

desires, and impulses. You can motivate students through

recognizing

their

efforts,

appealing

to

their

desire

to

create hang, and connecting their experiences at the school

to the experiences they will have in the community.
4. Mediator
Conflict mediators work with the students to resolve any
conflict within the group or other School party. Successful
mediators only get involved when students cannot resolve
their issues on their own. It is important to remain as
impartial as possible so as not to show a bias toward any
15

one student within the organization. The ultimate goal is to

reach

win-win

situation

for

the

encourage

their

students

and

the

organization.
5. Reflective agents
Reflective

agents

activities

that

ability

to

Reflective

contribute

make
agents

meaning
ask

students

to

each

of

his/her

probing

and

to

engage

individual
own

honest

in

students

experiences.
questions

to

challenge their students to really learn about themselves

and the world around them. Remember to have student reflect
on their successes and failures.
6. A policy interpreter
A policy interpreter must adhere to Policies and Rules for
Recognized

Student

Organizations.

Advisors

are

asked

to

familiarize themselves with this document so that they can

assist students in their understanding of how to work within
schools parameters. Being able to interpret policies and
rules to the students is extremely valuable.
B. What is your Advising Style?
There are multiple styles of advising student organizations,
and

those

styles

can

be

fluid

and

change

based

on

the

readiness of the organization leaders and members. Here is a

synopsis of these different advising styles:

Developmental: The adviser provides guidance in the decision

making process and opportunities for growth.

Administrative:

The

adviser

provides

the

organizational

structure of events and focuses on policy and budget.

Delegator:

The

adviser

empowers

the

students

to

conduct

their own decision making, problem solving, and delegating.

Use this style with students/groups that are at a high level
of readiness.

16

Coach: The adviser continues to direct and closely supervise

task accomplishment, but also explains decisions, solicits
suggestions,

and

groups

have

that

supports
a

progress.

few

leaders

Use

that

this
are

style

at

with

higher

readiness level who will need your support with the rest of
the group to get things accomplished.

Supporter: The adviser facilitates and supports the efforts

toward

accomplishments,

decision

making

with

and

the

shares

students.

responsibilities
Use

this

style

for
with

groups that are just starting to understand the concept that

will lead to success - with a group that is just starting to
get it.

Director: The adviser provides specific instructions and

closely supervises task accomplishments. Use this style with
students/ groups that are at a low level of readiness. Use
this style with newly formed organizations or organizations
that did not have a smooth officer transition from the
previous year.

Programmatic: The adviser provides skill development for

students and event planning.

C. Dos and Donts in Advising

1. Things to Do
Be knowledgeable of the organizations purpose and
constitution, and help your members to adhere to these
policies and procedures.
Learn and comply with national laws, in addition to
campus policies.
Keep members up to date on pertinent policies.
Address situations that might lead to a poor public
perception of the student group or school.

17

Plan

and

encourage

member

attendance

at

leadership

trainings offered by the school.

Familiarize and be fluent with the groups financial
structure, including where the treasury is derived (dues,
fundraising, etc,), how the money is allocated and used,
and how the money is budgeted, as well as assisting in
budget development.

Develop

clear

expectations

about

the

role

of

the

advisor, and your relationship with the organization.

Empower students to take action in seeing the student
organization succeed or fail.
Learn when to speak up and when to be passive. Remember
to let the students make their own decisions while you
support them with guidance and advice.
Represent the group and its interests in staff and
faculty

meetings.

departments

(i.e.

Reach
Union

out
and

to

other

Student

advisors

Activities)

or
for

assistance.
Strive to know as many of the members as you can on an
individual level. Learn what the students want to get out
of

the

organization.

Maintain

complete

officer

and

membership list with addresses and phone numbers (or know

where to access one).
Know your groups limits:

Assist students in finding a balance between activities and

their academic responsibilities.

Be

visible

and

attend

group

meetings

and

other

related

events, while knowing the limitations of an advisor.

Establish attendance schedules at organizational meetings

that

are

mutually

agreed

upon

student organization.

18

between

by

you,

and

the

2. Things that you should not do

DONT
Be afraid to let the group try new ideas.
Become such an advocate that you lose an objective
viewpoint.
Assume that the group handles everything okay and
doesnt need you.
Do everything.
D. How do we manage the organization?
Managing the Organization
A key idea to remember is that you are an advisor, not the
leader. It should be conveyed to the students that the
adviser can provide guidance, insight, and perspective to
students as they work on projects, but he/she should not be
doing the work. The advisor should be careful of being left
to do the work for a student project. The students make the
decisions; they are accountable for those decisions and for
the successes and failures of their group.

Working with Student Organization Officers

While you may wish to attend all organization meetings, you
should meet on a regular basis with the executive officers
of the organization(s) you advise to:

Assist with the development of organizational programs.

Discuss the direction and goals of the organization.

Discuss

the

including

the

financial

status

identification

potential solutions.

19

of
of

the

organization,

problems

and

their

Discuss internal organizational difficulties and help

them resolve the conflicts.

Familiarize yourself with the organizations national

structure and services, if applicable.

Articulate

campus

policies

and

procedures

of

the

school, and assist the organization in understanding

these policies.

Provide

constructive

criticism

when

it

is

deemed

necessary.

Acknowledge positive organizational accomplishments.

Be aware of the fact that, at times, you will be called

upon to serve as a personal confidant in organizationrelated matters.

Provide

assistance

(usually

in

However,

the

regard

to
to

advisor

the
a

person

seeking

problematic

cannot

advice

situation).

compromise

his/her

relationship with the group by showing favoritism to

one or a small group of persons.

Understand that the association between you and the

students should continue as long as all parties believe
the relationship is productive and mutually beneficial

Special Topics
I. Elections of Officers
Every year there should be a new set of officers. Most
elections from SSG down to the campus organizations should
elect their officers on the 3rd Friday of February for SSG and
3rd Thursday for Campus Organization. This is done because
schedules of trainings and submission of important documents
would be scheduled during summer. To facilitate efficiency of
the organization, it should be advance in planning headed by
the officers in- charge.

20

1. How do we conduct Election of Officers in Registered Campus

Organizations?
The election should be organized democratically and in a
non-partisan way. There would be a scheduled time for
elections and it will happen every third Friday of February.
Campaign period would start 5 days before the scheduled
election for SSG while other campus organization should hold
an assembly.
NOMINATION PERIOD
During the nomination period, anyone interested in running
for office has access to the election regulations and the
conditions of candidate eligibility. Once the candidates
have been confirmed, prepare the ballots listing the names
of the candidates, by position and in alphabetical order in
the SSG. If students who wish to become an officer in
organization they can be elected directly based on the rules
of the organization.
CANDIDATE ELIGIBILITY
Any full-time student has the right to seek election to any
organizations. However, there would be set of requirements
needed for SSG officers both college and basic education.
The requirements for SSG officers are the following:
An average grade of 83% or its equivalent.
Good moral character.
No records of disciplinary actions in the school year.
Able to spend time in the organization
Can communicate effectively.
In the SSG constitution of high school and college, there is a
comprehensive set of rules in the constitution for eligibility.
Additional Provisions

Students who hold office in different organizations (like

president from math club and also a secretary from Science
club) are not allowed to have both responsibilities because
of conflict of interest.
Students who have multiple positions in different clubs must
write a resignation letter to the club concerned and their
preference.

21

II. Selecting Advisers for Organizations

1. The adviser should be a full time faculty of Saint Michael
College of Caraga.
2. He/She should possess a good track record in the school in
terms of management, teaching, and other matters related to
the organization that he/she will be managing.
3. A written consent and contract of agreement should be signed
by the parties for formality. It should be passed and
currently updated by the organization.
4. After all pertinent documents are submitted. The Dean of
Student
affairs
should
give
the
approval
for
the
organization concerned.

22

Appendices

23

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