Kythe YES Report 2011-2012

YEAR-END STATUS (YES) REPORT Academic Year 2011-2012
Life passes us by so quickly, so fleetingly. Most of us go through pulling off all-nighters, coursing Katipunan's traffic to get to class in time, acing a quiz, failing the next one, hanging out in our tambayans during breaks yet barely experiencing anything.
And then we go into another world. A world of syringes, falling hair and the nauseating smell of antiseptic. A world of carefree laughter, shared dreams, simple wishes and courage. Courage, not only in the face of death but more so in fighting for life each day. In this world, we meet people to whom every morning is a miracle, each day a gift.
This is the world of Kythe. This is our life.
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Table of Contents
ASPECTS OF DEVELOPMENT Vision and Mission Statements 3 Thrust for the school year3 Organization Chart3-6 Project Outcomes........7-17 Financial Reports .......18 EVALUATION OF THE GOALS Organizational Development Project Management .....18-23 Membership Formation.23-26 Core Competencies Members Knowledge and practice of the Child Life Program........26-28 Advocating the Child Life Program....28-32 BEST EFFORTS FOR THE SCHOOLYEAR Organizational Development Effort...32-34 Core Competencies Effort.34-35 Synergy Effort ...35-37 FOLLOW-UP ACTIONS ON THE MIDYEAR RECOMMENDATIONS.....37-40 CONCLUSION.......40 SIGNATORIES.......40 APPENDICES A. Mid-Year Advisory Letter ...42 B. Financial Reports a. Statement of Receipts and Disbursements Second Semester SY 2010-2011..43 b. Statement of Receipts and Disbursements First Semester SY 2011-2012......44 c. Income Statement beginning September 18, 2010 to May 31, 2011...45 d. Income Statement beginning June 1, 2011 to October 31, 2011....46 e. Income Statement beginning November 1, 2011 to December 14, 2011...47 C. Project Management Kit a. Kythe Project Management Guide.....48-49 b. Kythe Project YES Report Form....50 c. Kythe Promotion Request Form.51 d. Kythe Hospitals Transportation Log..52 D. Visit Bag (ViBag) photos and list of contents..53 E. Project Management Seminars Transcription of Evaluation Forms..54-55 F. Celebrate Life Parties Transcription of Evaluation Forms56-60 G. Reflection Sessions Transcription of Evaluation Forms61-65 H. Reflection Session 4 Module....66
I. ASPECTS OF DEVELOPMENT IN THE ORGANIZATION a. Vision and Mission Statements The primary vision of Kythe-Ateneo is to uplift the spirits of pediatric patients and their families through hospital volunteerism. Kythe-Ateneo also aims to promote awareness and advocacy of the Child Life Program in the Philippines and consequently, form its members into responsible and compassionate persons. Our primary mission is to provide direct (psycho-social) and indirect (financial) assistance to pediatric patients and their families in AFP Medical Center (found on V. Luna St.), Philippine Orthopedic Center (found on Ma. Clara St. corner Banawe St., Quezon City), Quirino Memorial Medical Center (found on Katipunan Avenue) and National Childrens Hospital (found on E. Rodrigues Sr. Avenue); and in so doing, form its members into responsible and compassionate persons. Our secondary mission is to promote awareness of what the Kythe Child Life Program through on and off campus advocacy activities. b. Direction/Thrust for the school year
Figure 1 Triangular Framework
For each of the past few years, Kythe-Ateneo has focused on one aspect of the organization. A year would be dedicated for one facet, such that 2008-2009 was focused on developing the advocacy projects, 2009-2010 was dedicated to membership formation, and 2010-2011 was aimed at enriching the hospital experience. Significant efforts were gathered each year to push through with the years thrust, however each year there would be unprecedented negative outcomes such as poor membership relations, weak hospital experience, and weak projects. In this context, Kythe-Ateneos thrust for this year can be represented by an equilateral triangle formed by the advocacy and finance projects, formations activities, and hospital experiences. This is the ideal and inherent structure of the organization. Much of the weaknesses of the previous years stemmed from focusing on a single area while putting the remainder in the background. Kythe-Ateneo S.Y. 2011-2012 is geared first, towards increasing and balancing efforts between each aspect of the new triangular frameworkan equilateral triangle formed by the project experiences, formations activities, and hospital experiences that encompass
the Kythe experienceand second, towards creating synergy among each aspect so as to uphold the Child Life Program. c. Organization Chart The organizational chart was revised to be in line with this years thrust represented by the new triangular framework that is geared towards balance and synergy. The Executive Board decided to remove the Kyvigan box in the organizational chart for the reason that they were not the only link of the officers to the member base of KytheAteneo. Hence, lines from all departments were emphasized seeing that each department has specific methods in interacting with the member base, such as through the Individual Consultations done at least once every semester, through the Kyvigans, and through the core and project teams. This way, the interaction with the members was emphasized not solely during hospital-related concerns but also through other activities throughout the year. The formerly called Training Head was also changed back to its original title as Hospital Head because their responsibilities were not limited to training the Kyvigans and Kythers. This year, in order to empower more Kyvigans, a mentoring system was set up wherein Kyvigan aspirants were not only trained by the Hospital Heads but also by the Kyvigans from previous semesters. And since they were the point persons of their respective hospitals, Hospital Head became a more fitting title. Furthermore, the Hospital Affairs Head position was dissolved because its work as the guide and liaisons head for Celebrate Life Parties (CLP) was distributed to all Hospital Heads, Kyvigans and the newly established CLP core, while the VP Hospitals took on its work as the coordinator of all external Hospitals concerns. The Formations department combined the positions of Kythe Kamp Head and Family Day Head because the Executive Board believed that a partnership between the two heads would be more beneficial for both of the projects assigned to them. For the past school year, the Family Day Head had too many consecutive projects and events to organize which compensated the quality of it. The Kythe Kamp Head on the other hand had only one event to organize per semester. Upon merging the two project heads, they were then called the Member Relations Officers since their work involved organizing avenues to build and foster relationships between the members. Also, the Human Resources Head was renamed as Performance Evaluation Officer to better fit its job description. Lastly, we went without separating the Kythe Week Heads and the Kythe Flying Head; three Internal Advocacy Heads are now in charge of the whole Kythe Week. This was done based on previous experiences and recommendations by the former heads and officers to avoid compartmentalizing the three into separate sub-events, giving them more room to help each other out. All in all, particular changes in position titles and responsibilities were made to integrate the new triangular framework within the EBMB; clarifying, strengthening, and streamlining responsibilities. The clarification and strengthening of the identity of the Hospital Head, for example, aided in giving a clear delineation between Hospital Heads and Kyvigans and gave rise to the current mentorship system that further enriched the hospital experience. In that sense, each department was able to function smoothly and was expected
to be more harmonized. This departmental culture was trickled down to the members through direct interactions between the officers and the members during hospital visits, Celebrate Life Parties, advocacy and finance projects, and formation activities. These contributed to the larger reality of Kythe-Ateneo represented by the triangular framework.
Figure 2
d. Project Outcomes Date Implemented

(Indicate in Chronological Order)
Effort/Project/Activity Assorted: Kythe Bazaar
Description and Highlights The week-long bazaar showcased 23 concessionaires in Zen Garden. A booth specifically dedicated to the organizations advocacies was designated for participants and outsiders to gain awareness. The core team gathered the volunteers for final updates and reminders before the week-long project. The projects international theme brought the world to the community and kids as they saw other countries, immersed themselves in other cultures and met people from different walks of life.
January 10-14, 2011
January 28, 2011
Kythe Week 2011 Volunteers General Assembly Kythe Week 2011: Around the World With Kythe
January 31 February 5, 2011
January 31, February 2 and Kythe Week 2011: Blood In partnership with the National Childrens 4, 2011 Drive Hospital, garnered a total of 101 blood donations. February 1 and 3, 2011 Kythe Week 2011: Be Brave, Get Shaved (BBGS) Kythe Week 2011: Toy Workshop In partnership with Boston Barbers, the project witnessed 63 volunteers who got their heads shaved in solidarity with the Kythe kids. Project participants got to color and assemble 110 kites for Kythe Flying, and make over 80 bead bracelets for the Kythe kids.
Kythe Week 2011: Photo Aperture Society helped put up a booth Booth and Exhibit and exhibit throughout the week where everyone got to show their support for our advocacy, and took before-after pictures of the BBGS participants. Kythe Week 2011: Kythe With the help from Teleperformance, the Flying event was able to provide an afternoon of food, activities, firetruck rides, kites, and a Holy Mass for the kids, their guardians and volunteers. EB Meeting The Executive Board discussed changes in the organizational structure and potential
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February 5, 2011
February 14, 2011
- Leadership Formation through Organization Development -
officers. February 21, 2011 February 25, 2011 EB Meeting EB-EB Meeting/Transition Seminar The incoming Executive Board met to set departmental goals for the following year. Technical skills and necessary information were passes on to the incoming officers. Initial plans for the next year were presented by the incoming EB to the outgoing. See February 21, 2011 meeting See February 25, 2011 meeting The EB-MB 2010-2011 met to evaluate the projects during the second semester using SWOT analysis. The executive board reported about their departmental meetings and discussed deliverables for Planning Seminar. As a preparation for the longer Planning Seminar, the executive board explained the thrust for the school year. Each department also had a chance to discuss their project plans. The Executive Board discussed members recommitment process. the
March 1, 2011 March 2, 2011 March 24, 2011
EB Meeting EB-EB Meeting EB-MB Meeting
April 4, 2011
EB Meeting
April 9, 2011
Planning Seminar
April 20, 2011 April 27-May 25, 2011
EB Meeting Kyvigan, Core Team and Talent Pool Recruitment
Recruitment for Kyvigans, core team and Talent Pool was conducted among last years recommitted members over the summer break. See April 4, 2011 meeting The Executive Board talked about departmental updates, recommitment process, Rec Week and Training Seminars. Aspiring Kyvigans were trained about protocols as visit heads. This was their avenue to give their informed decision about wanting and committing to be a Kyvigan for a whole semester.
April 30, 2011 May 23, 2011
EB Meeting EB Meeting
May 25, 2011
First Semester Kyvigan Assembly and Training
May 27-29,2011
Planning and Formation Seminar
A more extensive discussion on each departments plans was conducted, along with different activities that reinforced the value of team building in the organization. Hospital Heads were required to have at least one pre-visit to be familiar with their respective hospitals and the hospital coordinators assigned there. All Kyvigans were invited as well. See May 25, 2011 First Semester Kyvigan Assembly and Training The executive board talked about departmental updates and Rec Week matters. Agenda included Rec Week reminders and deliverables, discussion of interview questions for the application process and finalization of First General Assembly program flow. This week was for the initial recruitment of members. Interested applicants signed up and scheduled for a Training Seminar. The Tumblr site and Magazine were meant to be an avenue for outsiders to discover the advocacy of the organization by featuring the major projects and activities of the year. The executive board discussed Rec Week and member application updates. Possible Evsem dates were also set. Facilitated by the Hospitals Department, 10 Training Seminars were held, focusing on introducing prospective members and reacquainting recommitted members with the Child Life Program and organizational rules and principles. Each applicant that attended the Training Seminar was interviewed by three officers in
May 30 - July 31, 2011
First Semester Pre-Visit Period
June 17, 2011 June 18, 2011
First Semester Kyvigan Assembly and Training EB Meeting
June 20, 2011
EB-MB Meeting
June 27-July 1, 2011
Recruitment Week 2011
June-July 2011
Launching of Kythe Tumblr site and Kythe Magazine
July 1, 2011
EB Meeting
July 4 - 9, 2011
Training Seminars
July 5-9 and 11, 2011
Interviews of Applicants
order to assess her/his dedication and emotional preparedness for the organizations activities. July 11 and 13, 2011 Deliberation of Applicants Announcement of Members Handled by the EBMB, applicants were deliberated according to their scores as well as comments from the interviewers. Applicants were emailed individually about their status. Names of accepted applicants were also posted in the EDSA bulletin board, together with the promotions for the First General Assembly and Family Day. Led by the Sec Gen Department, with the help of Finance Department, project management processes were discussed with the Hospitals and the Formations departments. Officers were oriented on the Getting-toKnow Individual Consultation and the Official Individual Consultation. Reminders for the First General Assembly were also given. Members were segregated according to their Kythekadas room assignment for the introduction of events and policies. Officers and Kyvigans facilitated the activities while project heads went around presenting their projects. Members were able to meet other Kythers outside their Kythekadas and were consequently oriented to the different activities of the organization inside school grounds through the Kythe OrSem. Project Management processes were discussed with the Advocacy department and the core teams of each Advocacy projects. Project Management Kits were also provided. The members played the board game Taboo for the first TGIkF. A group
July 15, 2011
July 18, 2011
Project Management Seminar (PMS) Series 1
July 21, 2011
Officers Seminar 1
July 22, 2011
First General Assembly
July 23, 2011
Family Day
July 29, 2011
Project Management Seminar (PMS) Series 2
July 29, 2011
Thank God Its Kythe Friday 1
dynamics called Drag Me To Hell was also done to formally end the activity. July 29-August 12, 2011 Getting-to-Know Individual Consultation ICs without questionnaires were conducted for the members to meet their respective IC officers. This new initiative was done to make both feel more comfortable in time for official ICs. The first Celebrate Life Party of the school year was in partnership with the Company of Ateneo Dancers (CADS). The theme Off to the Zoo had the volunteers dress in animal costumes. Members were distributed to each visit schedule according to their free time. Visits are an essential part of Kythe as this is the members first-hand interaction with the kids. Application for photographers, videographers and writers was opened to all interested members. An assembly was conducted to orient the volunteers about the project. It comprised of a project presentation followed by presentations of each committee before committee sign-ups and discussions. See August 8 First General Assembly A speed dating activity was prepared. However, there was low member turn-out due to the simultaneous SMDC rally and Kythe Week GA that the activity was postponed. See August 8 First General Assembly
July 30, 2011
Celebrate Life Party 1
August-September 2011; November 2011-February 2012
Hospital Visits
August 6-27, 2011
Documentation and Publication Pool Recruitment Christmas Party 2011 First General Assembly
August 8, 2011
August 12, 2011 August 12, 2011
Kythe Week 2012 First General Assembly Thank God Its Kythe Friday 2
August 15, 2011
I AM HOPE Campaign: The Spectrum First General Assembly EB Meeting
August 19, 2011
The Executive Board discussed departmental updates, sponsorships and donations, and Kythe Inc. updates.
August 20, 2011
The second Celebrate Life Party was in partnership with Heights. The theme was Daanang Bahaghari with Kythers and Heights members in their colorful costumes. Meeting included reminders for Bake Sale, Garage Sale, ReSess, IC, visits and Kythe Kamp. Updates from Kythe Inc were also presented. Lastly, Project Management Kits were distributed to project heads. Members got the chance to reflect on their own self-puzzles through an activity which helped them realize their strengths and weaknesses and how these can help them in the organization. Led by the Doc & Pub Head of the Sec Gen Department, a pool of 9 photographers, 1 videographer and 1 writer was created to assist in the different projects. Official ICs were conducted to see how the members were doing, as well as to track their involvement in the organization. The speed dating activity pushed through for this TGIkF. Members got the chance to meet new friends, and they were able to talk one-on-one with each other during the event. The executive board finalized concerns regarding the Evaluation Seminar and discussed partnership offers from other organizations. Departmental updates were also given. It was a four-day bake sale in Kostka Extension. There was surprisingly high demand for the baked goods that they were usually sold out by lunch time. The organizers initially planned a sportsfest wherein different sports and games like Frisbee and Patintero will be played.
August 22, 2011
EB-MB Meeting
August 26, 2011
Reflection Session 1
August 31, 2011
Creation of Documentation and Publication Pool
September 2011
Official First Semester Individual Consultation Thank God Its Kythe Friday 3
September 2, 2011
September 2, 2011
EB Meeting
September 5-9, 2011
Kythe Bake Sale
September 9, 2011
Thank God Its Kythe Friday 4
However, the event was cancelled because of bad weather conditions. September 10-11, 2011 Garage Sale A weekend fundraiser in Loyola Grand Villas, Kythers were able to bond with each other. Door-to-door selling was also used to sell cookies and promote the advocacy. Meeting included the introduction of the Doc & Pub Pool, shirt and lanyard orders update, presentation of Finance and Formations projects, statistics of members project involvement and retention requirement reminders. A record-breaking attendance of more than 120 members, the second ReSess provided an avenue for reflection on finding value in the context of a team, of an organization. An overnight event that focused on relationship building among members in the hopes of creating deeper friendships, and in the process encouraging them to be more involved in the organization. The project heads and their respective core teams were given an avenue for teambuilding and bonding through different games that put the projects in a healthy competition against each other. The third Celebrate Life Party was in partnership with Guidon and Cullinaire. The theme was At the Beach with volunteers dressed in their Hawaiian and beach costumes. Officers evaluated their co-officers based on performance in the semester. The Formations Department conducted ICs with the officers to check how they are doing inside and outside the organization. The project heads, marketing committee head, VP Advocacy, VP Finance, and President discussed the budget proposal and other budget-related concerns.
September 12, 2011
EB-MB Meeting
September 14, 2011
September 17-18, 2011
Kythe Kamp 1
September 19, 2011
Advocacy Departments First Team-building Session
September 24, 2011
September 19-October 3, 2011
First Semester Officers Evaluation and Officers Individual Consultation
September 30, 2011
Christmas Party 2011 Budget Hearing
September 30, 2011
EB Meeting
The executive board talked about member retention and how to go about the deliberation of appeals for membership retention. Promotions were released and potential Kyvigans were individually contacted over the semestral break. The Hospitals Department held a gathering to thank the Kyvigans of the first semester for their commitment as volunteer visit heads. The appeals for membership retention into the second semester underwent deliberation. The Hospitals Department, together with the Formations Department and Maam Jovie from the Guidance Office held a processing training for the Kyvigans of the first semester. The Evaluation and Planning Seminar provided an avenue to evaluate the activities/events during the first semester. It also served as an opportunity for proper planning for the second semester. See September 30 Budget Hearing
October 8 - 31, 2011
Recruitment Period for Second Semester Kyvigans Thank-you-Kyvigan Gathering
October 13, 2011
October 24, 2011
EB-MB Meeting
November 3, 2011
Processing Training for Kyvigans
November 4-6, 2011
Evaluation and Planning Seminar
November 11, 2011
I AM HOPE Campaign: The Spectrum Budget Hearing
November 11, 2011
Second Semester Kyvigan After the training of protocols and Assembly and Training processing, 8 new Aspiring Kyvigans and 9 out of 10 Kyvigans from the first semester recommitted as Kyvigans for the second semester. Caroling GA The first general assembly of Caroling started with a getting-to-know-you game. Details were given out during the assembly regarding the time table, and the selection of songs. The participants were sorted out to their different voice sections. The officers met to discuss the program
November 14, 2011
November 14, 2011
EB-MB Meeting
flow for the Second General Assembly. November 18, 2011 Kythe Second General Assembly The second GA was meant to introduce the Kythers to their new set of kadas as well as to inform them of the upcoming projects for the semester. A Second General Assembly was held to provide project updates and an avenue for committee meetings and discussions. New volunteers were welcomed to join and sign up for a committee.
November 21, 2011
Christmas Party 2011 Second General Assembly
November 23, 2011 November 22-26, 2011
Second Semester Kyvigan See November 11, 2011 Second Semester Assembly and Training Kyvigan Assembly and Training Second Semester PreVisit Period Kyvigans had pre-visits in familiar with their partners, they will be handling, and coordinators they will be in throughout the semester. See November Assembly 21 order to be the hospitals the hospital contact with General
November 25, 2011
I AM HOPE Campaign: The Spectrum Second General Assembly Celebrate Life Party 4
Second
November 26, 2011
The fourth Celebrate Life Party, the first one during the second semester was in partnership with Baliklaya. The theme was Magical Halloween with volunteers dressed in Gnomes, Elves and Fairies. The members shared an insightful talk on passion by Mr. Jope Guevara. It served as an avenue for reflection on what drives them not only in the organization, but in life as well. The executive board met to discuss internal conflicts and issues between the different departments. The first monthly Feedbonding that allowed opportunity for feedback on visits and Kyvigan system. It focused on what they wanted to leave behind at the end of their terms as Kyvigans.
November 28, 2011
November 30, 2011
EB Meeting
December 2, 2011
December Kyvigan Feedbonding
December 2-18, 2011
Caroling
Kythers were able to carol and spread the advocacy at 16 internal and external venues. Highlight of this project is the consistent practices that developed strong friendships among the members. Final presentation of updates informed everyone of what will happen during the event itself, followed by the volunteers briefing on the specific tasks they will be doing during the event. Through an event filled with games and gift-giving, everyone was encouraged to have fun while spreading Christmas cheer. Lunch and snacks were provided for the kids, their families, and volunteers.
December 2, 2011
Christmas Party 2011 Volunteers General Assembly
December 3, 2011
Christmas Party 2011: Kythe Christmas in Cartoon Town
December 5, 2011 December 9, 2011
Kythe Week 2012 Budget See September 30 Budget Hearing Hearing I AM HOPE Campaign: The Spectrum Partner Organizations General Assembly Partner organizations and sponsors were invited for this assembly, project presentation and reminders, and signing of MOA. They met Kythe volunteers and were introduced to core members who were present. The agenda included kris kringle, Members Christmas Party, Kythe Week, Ky-raoke and IC reminders. YES Report and EB application dates were also discussed. The main agenda was for accomplishment of the YES Report. the
December 9, 2011
EB-MB Meeting
EB Meeting Members Christmas Party
To celebrate the Yuletide season, the members of the organization gathered in an around-the-world themed Christmas party. 21 Second General
Kythe Week 2012 Second See November General Assembly Assembly Reflection Session 4
A processing session of Kythe Christmas Party at AFP wherein members shared their experiences to enable them to
synthesize what they think Christmas means for the kids and for them. December 16, 2011 December 17, 2011 Officers Seminar 2 Ky-raoke The officers met for an open forum and teambuilding. This new fundraiser project brought together Kythers and non-Kythers for a night filled with bonding through Karaoke and good food. Non-graduating officers submitted their certificates of candidacy to the executive board Kythe Kamp 2 is a leadership seminar for the members that provided an avenue for discernment on their plans of involvement in the organization for next school year. See December 2 Volunteers General Assembly
January 4-20, 2012
EB Application
January 7-8, 2012
Kythe Kamp 2
January 9, 2012
I AM HOPE Campaign: The Spectrum Volunteers General Assembly EB Discernment Talk
January 11, 2012
This provided an avenue for the nongraduating officers and members to listen and ask the executive board about how they discerned for their respective positions. It was required for anyone wishing to apply for an EB position.
January 9-13, 2012
I AM HOPE Campaign: This weeklong promotional effort at the The Spectrum Doghouse doghouse allowed for massive on-campus Promotions promotions, giving of freebies, ticketselling, solicitations and sign-ups for the upcoming project. I AM HOPE Campaign: The Spectrum This external advocacy project served as a reminder that we can be the hope that others need, just as light is the source of the spectrum; mainly through the program, and different activities, all geared towards the expression of the arts.
January 14, 2012
January 16-30, 2012
Official Second Semester See September 2011 Official First Semester Individual Consultation Individual Consultation
e. Financial Reports for the 2nd Semester of previous year, summer, and 1st semester of the current year, including the Statement of Receipts and Disbursements Since the direction of the organization was towards synergy, collaboration was key in establishing solid partnerships that would enable the organization to carry out its objectives through its roster of projects. During the year, channels like the Budget Hearing was implemented to ensure that projects were on track and to determine if the project needed more direct financial assistance. Aside from this, the Finance and Marketing department also collated 900 company contacts in an official database that was distributed to the project heads. Thus, notable sponsorships were made. Examples of which were with Procter and Gamble, Rebisco, Teleperformance, Tosen, and Aficionado. Partnerships from the new fundraiser events like that of Enderun Colleges to the Kythe Bake Sale, proved to be a competitive strength. Not only were they able to offer affordable goods to the event, they also voluntarily attended a Celebrate Life Party and got immersed in Kythes advocacy. For the second semester of the previous year, thirty percent of the expenses came from the advocacy department, 27 percent came from the expense of Kythe shirts, 23 percent came from the finance department, and twenty percent was allotted for the new expenses. Donations comprised of 89 percent of the cash receipts for the second semester. Total cash receipts amounted to PhP37,160.00 while disbursements amounted to PhP110,906.52. Meanwhile, for the first semester of the current school year, 79 percent of the revenues came from donations, while seventeen percent comprised of the earnings from Rec Week Application fees. 79 percent of the expenses for the first semester came from the formations department, 23 percent of which comprised of the Planning Seminar Expenses. Donations proved essential in fuelling the organizations projects. Two student groups made the organization its beneficiary for their class project. Although donations played a major role in the organizations financial status, the organization ensured that the partners saw and understood their impact to Kythes advocacy. In collaborating with the Secretary General Department, the Kythe Magazine and the Kythe Website remained visible access points for partners to stay updated (See Appendix B). II. EVALUATION OF THE GOALS OD: Project Management Goal: Achieved: Yes No To implement projects that advocate the Child Life Program to establish solid relationships and clear task delegations among departments, project teams, and project heads, that aids to the realization of the project objectives and the significance of projects to Kythe Success indicators 1. At least 20 core team members and volunteers (project team) for each advocacy project
At least 70 percent of all members should have participated in the finance and advocacy projects for the coming year 3. At least 1 team-building session for the 3 Advocacy projects core teams during each of the first and second semesters 4. Submission of project proposals 3 months at the latest before the project 5. At least an average rating of 8 out of 10 from project evaluations 6. At least an average rating of 8 out of 10 from Reflection Session evaluations for January, February, and March Explanation Impact on participants Success indicator #1 The Kythe Week 2011 gave the All three advocacy projects reached the target of Ateneo community and the Kythers an having at least 20 project team members. avenue to participate in Kythe-Ateneos 1. Kythe Week 2011: Around the World with cause and be in solidarity with the Kythe Kythe kids. The message of love and giving was imparted on everyone who participated 50 of core team members and volunteers helped out in both planning during the Kythe Christmas Party in and execution of the weeklong project. Cartoon. The sense of hope and camaraderie 2. Christmas Party 2011: Christmas in Cartoon brought together volunteers from different organizations for the I AM HOPE Town Campaign: The Spectrum. One participant 46 core team members and volunteers from the IAH Campaign even mentioned, were involved in the project planning 65 volunteers were involved during the We can be a source of hope for those who are fighting battles in life. event itself 3. I AM HOPE Campaign: The Spectrum The Finance Department also 46 project team members are involved provided avenues for awareness of the in the project planning 157 volunteers attended the event itself organizations cause through member interaction during events such as the Bake Sale and the Garage Sale. In Caroling, the Success indicator #2 For the first semester, 76% of all members consistent and regular practices fostered accomplished the project involvement retention unique and lasting friendships. These made requirement, and were part of Finance (Bake Sale, the members more comfortable to attend Garage Sale, and Kythe Bazaar) and Advocacy other events. The participants of Ky-raoke (Christmas Party, I Am Hope, and Kythe Week) noted that it was an opportunity to have projects. Being part of the Kythe-Ateneo Dancers fun and raise funds. It was also a great (KADS) and the Doc&Pub Pool also merited end of the year project. The Bake Sale, project involvement. For the current semester, data created in lieu of the usual rummage sale, garnered very positive and encouraging have yet to be gathered from the projects. response to the point of suggesting to hold another bake sale because as they put it, Success indicator #3 For the first semester, a combined team-building mabilis ma-sold out ang goodies! The session was held for all 3 projects last September pioneering of the new projects caused 19, 2011, where only 10 people out of the 25 growth in the organizations project expected showed up. Unfortunately, no formal management ability. Not only did it call for more rigorous preparations since it did not session was held in the second semester. precede any previous projects, it also allowed members and officers to collaborate Success indicator #4
2.
Unfortunately, only 2 out of the 10 included projects were able to submit their respective project proposals and had it approved three months at the latest before the event. 1. Formations projects Project proposal for Family Day was submitted 1 month before the project (June 23, 2011). Project proposal for Kythe Kamp 1 was submitted 3 weeks before the project (August 23, 2011). Project proposal for Kythe Kamp 2 was submitted 7 weeks before the project (November 16, 2011). 2. Advocacy projects Project proposal for Kythe Week 2011 was submitted 3 weeks before the project Project proposal for I Am Hope 2012 was submitted and approved 6 months before the event (July 20, 2012). 3. Finance projects Project proposal for Kythe Bazaar 2011 was submitted 3 months before the project (September 22, 2010). Project proposal for Bake Sale was approved 6 weeks before the project (July 29, 2011). Project proposal for Garage Sale was submitted 8 weeks before the project (week of July 11-15, 2011). Project proposal for Kythe Caroling was submitted 4 months before the project (July 29, 2011). Project proposal for Ky-raoke was approved 4 weeks before the project (November 18, 2011).
and interact more. Weaknesses of the projects could be more attributed to some of the internal systems (or lack thereof) that went into the planning and preparation for the events. These included underutilized and unmotivated volunteers, settling for sponsors and suppliers that were not necessarily the most cost-efficient due to time constraints, last-minute reservations, and lack of post-project initiatives.
The second and third initiatives aimed at better relationships and communication lines between those involved in the projects as they now have an understanding of their roles and how they can help each other in accomplishing their tasks. The project kit that came with the PMS was also a tremendous asset in helping the project heads throughout the execution of their project, leading to better-planned and comprehensive ones. The officers and project heads found the PMS very helpful. For the first time, they had a formal environment where they could learn the system of reserving facilities and requesting promotional materials. However, some found the seminar a bit boring and dragging because of the bombardment of information that came with it. The seminars were also not as organized as they could have been and there were instances of low core member attendance but most of the evaluations saluted innovations such as the seminars and the project kits that were handed out. The attendees also expressed interest for its improvement which would be Success indicator #5 very useful in the coming years. The All included projects received average ratings of at participants were able to gain a deeper least 8 out of 10 from their respective evaluations. understanding of project management and 1. Formation projects (average rating) its connection to their experiences as a Family Day received a rating of 9.28. Kyther. With interventions like the Budget Reflection Sessions for the first Hearing and the PMS, and project kits, semester received a rating of 9.23 officers and members alike gained a more Thank God Its Kythe Friday for the dynamic horizon in project planning.
2.
3.
4.
5.
first semester received a rating of 9.22 Kythe Kamp 1 received a rating of 9.30 Kythe Kamp 2 received a rating of 9.39 Advocacy projects (average rating) Kythe Week 2011 received a rating of 9.42 Christmas Party 2011 received a rating of 9.6 I Am Hope 2012 received a rating of 9.21 Hospitals projects (average rating) CLP 1 received a rating of 9.58 CLP 2 received a rating of 9.72 CLP 3 received a rating of 9.66 CLP 4 received a rating of 9.78 Sec Gen projects (average rating) First Semester General Assembly received a rating of 8.82 Second General Assembly received a rating of 9.18 Finance projects (average rating) Kythe Bazaar 2011 received a rating of 9.32 Bake Sale received a rating of 9.64 Garage received a rating of 9.36 Kythe Caroling received a rating of 9.70 Ky-raoke received a rating of 9.24
The last effort has always been an important resource in determining the strengths and weaknesses, as well as areas for improvement, for the different activities of the organization. The members are given opportunities to express their thoughts, learning, insights, suggestions and other comments, as well as the aspects of the projects that they liked (or did not), through the project evaluations that always aims to be accomplished by 100% of the participants. They saw how many people are willing and capable of helping, and can do so in so many ways; how it's good to be exhausted when you're exhausted for the good reason; how true happiness is achieved by making other people happy.; how, probably more than we are for them, the kids give us hope and inspiration in living our lives as they do theirs full of hope, strength, resilience and happiness; and how we should continue the noble and commendable spread of the advocacy our organization holds. As one of the project heads put it, overall, good project management skills and an efficient core team were keys in making the projects a success.
Success indicator #6 The Formations Department also Reflection Sessions for January, February and March did not reach the deadline of this report, and led impactful activities towards individual membership formation and organizational are yet to be conducted. unity. Participants of the Members Family Day found a sense of family in the Others 1. Two series of Project Management Seminar were organization early on in the school year that held during the first semester (July 18 and 29, motivated them to be more active. Simple games and activities done during the Thank 2011). 2. It received an average rating of 8.83 and 8.68 for God Its Kythe Fridays (TGIkF) allowed the members to get to know each other and the two sessions held. build friendships. Kythe Kamp 1 helped make these bonds stronger, while Kythe EXPLANATION Kamp 2 focused on leadership and Success Indicator #1 and #2 An organizational chart for the Advocacy discernment, and according to the department was structured to include both the participants, they learned a lot from taking project heads and their committee heads under the risks to knowing your own strengths and core team; while adding the volunteers to the weaknesses and believing in yourself. The
picture produces the project team. This was done Reflection Sessions allowed the members to for clearer and more standardized role descriptions take time out from their busy schedules and among all advocacy projects. reflect on their experiences. Realizations such as I am a valuable Kyther and It is It was also part of the Advocacy departments important to acknowledge ones vision to improve member project involvement individuality in Kythe are just some driving measured by knowing how many members took factors that lead members closer to a fuller part in project teams and the percentage of the Kythe experience. member base that were able to accomplish the project involvement retention requirement. For the Despite logistical problems and projects handled by the Advocacy and the Finance setbacks that planning a Celebrate Life Party department, the first semester required them to be (CLP) usually entails, all the monthly part of the project team and attend at least 2 hospital events were able to maintain high meetings to ensure their involvement throughout ratings feedback included common the planning of the project; while for the second comments such as great tie-ups and better semester, attendance in the event was added. systems of processing. Because of the more organized planning, the use of the MOA Success Indicator #3 between partner organizations and No formal team-building session was held in involvement of more Kythers in the CLP the past school year for Kythe Week 2011 because core, CLPs allowed more members to it was not in line with last years thrust of focusing appreciate the experience that Kythers were on the Kythers hospital experience. As this years even asking for more CLPs within the thrust calls for the development of each department school year. as well as synergy among them, the Advocacy department held team-building sessions. For the first semester, one was held for all three of the projects though the turnout was less than what the organizers hoped for. This was attributed to the heavy academic load of the supposed participants (core teams) and some schedule conflicts. Come second semester, no formal session was held due to schedule conflicts, prior commitments, and other Kythe events. Success Indicator #4 For the Formations Department, it was particularly difficult to submit the project proposals 6 months before the actual event because there were small-scale activities (TGIkF and Members Christmas Party) that the Member Relations Officers needed to organize as well. Success Indicator #5 Reflection Sessions for the second semester have yet to be conducted because most of them are meant to process Advocacy events which will happen on January 14, 2012 (I Am Hope: The
Spectrum) and February 13-18 (Kythe Week). Thank God Its Kythe Fridays have yet to occur because it was decided during the Planning/Evaluation Seminar that instead of having TGIkF every Friday, it will just be per month. And because the month of January was pretty hectic with events (Kythe Kamp 2, I Am Hope: The Spectrum:, CLP 5), TGIkF was scheduled towards the end of it. The Project Management Seminar Series was a first for Kythe. It served as an avenue to establish the internal policies of the organization. And with the help of the Project Management Kit, it oriented officers, project heads and core members to the protocols and forms they will be utilizing in planning, executing and evaluating their projects. Recommendations 1. A more well-prepared Project Management Seminar Series should be conducted in the next years. Although spearheaded by the Sec Gen Department, planning should be interdepartmental so that the facilitators know how to better get their audiences attention. Kits should also be finalized beforehand and hardcopies should be given during the first seminar. The learning process should also be more fun by facilitating interactive games. 2. Project Heads could better motivate their respective core team members and volunteers through regular meetings, more interactions, and better communication lines both inside and outside the context of work. Holding a team-building session every once in a while may also be of help in this effort to establish strong relationships between the heads and their teams. 3. Recruitment of a core team early into the school year, and submitting and having approved project proposals as early as possible both contribute to early planning and finalization of project details. 4. The budget hearing was a formal intervention that allowed the finance and marketing department to forecast the needed support for the advocacy project. It is recommended to retain this effort, however, it will be better to make all parties aware of the depth and scope of the questioning so that they can be better prepared. 5. It is recommended that the project heads submit the necessary PMS requirements as early as possible. For the case of the bake sale, the need for the Memorandum of Agreement for the suppliers was not foreseen because the requirements were just in time. In the garage sales case, the need to secure permits for roaming and promotions in the village would have been better had they submitted the request a week earlier. OD: Membership Formation Goal: To have members consistently participating in improved hospital Achieved: Yes Others:
No
visits, Celebrate Life Parties (CLPs), and formation sessions activities geared to the holistic formation of each Kyther for a holistic Kythe experience Success indicators 1. At least 70 percent of all members should have completed the visit requirement for each semester as monitored by the Hospitals Department 2. At least 75 percent of all members eligible should have visited at least twice in the first semester, 75 percent of all retained members should have visited at least twice for the second semester, and 75 percent of all members should have attended at least 1 CLP per year 3. At least 70 percent of all members should have attended at least one formation project or activity (Kythers Family Day, TGIkF, Kythe Kamps, or ReSess) per semester as monitored by the Formations Department 4. At least 90 percent of all members should have completed the individual consultation requirements per semester as administered by the Formations Department Explanation Impact on participants Success indicator #1 From last years 85.9%, 189 For the first semester, only 53.88% (111 members) members, who visited at least twice in the completed their visit requirements. The results for first semester, this semester, only 69.42% or visits during the second semester are yet to be 143 members visited at least twice. On a checked and accounted for because some visit positive note, those who actually completed groups have not yet offered the minimum number their four-visit retention requirement of visits that retention requires. increased from 45.4% or 100 members to 53.88% or 111 members during this Success indicator #2 semester. However, numbers can only say Unfortunately, all target percentages were not so much. reached. 1. For the first semester, 69.42% (143 The processing sessions after visits members) of all members eligible visited at and after every Celebrate Life Party allowed least twice. the members to zoom out of their direct 2. At the time this report was made, 27.53% interactions with the kids and discover (49 members) have visited at least twice for meaning. Meaning that is returned to the the second semester. Kyther, allowing the experience to seep into 3. 60.32% (149 members) has attended at least the person, and not remain as simple 1 CLP from July to October. insights floating along with the experience. A Kyther realized that one has to to throw Success indicator #3 yourself into it. Another one learned how 70.97% (176 members) attended at least one of the to get out of myself toward the other. formations activities (Kythers Family Day, TGIkF, These processing sessions proved Reflection Session, Kythe Kamp 1) during the first introspective in grounding the Kythers semester. experiences Success indicator #4 On the other hand, the more Only the GTK IC reached the target of 90% systematic individual consultations provided completion. a solid ground for members to feel inclined 1. 95% (206 members) have completed their to share their experiences and insights.
Getting-to-Know Individual Consultation during the first semester. The Resess and Individual 2. 78.08% (171 members) have completed their Consultations provoked and challenged the First Semester Official Individual understanding of Kythers in their identity as Consultation. a Kyther. Specifically, the talk of Mr. Jope Guevarra really challenged their motivations Success Indicator #1 and #2 for joining the organization by presenting Having a new set of Kythers every year, there realistic implications of their membership in arises the possibility of apprehensions for the the organization. The Kythers [gained] a members. Given that it is a new experience for deeper understanding of [his or her] role as many of them, some members can be considered a Kyther to the kids. One quote that the slow to warm up. Kyther shared in the evaluation form was, "Kailangan mo ng strong fire na kayang For the first semester, common threats such as a sumunog ng isang bahay." number of visits had to be called off due to cancellations by the Hospital coordinators or Last school year, only 148 members cancellations because of logistical and planning have attended at least one formations problems. This may account as one of the reasons activity as compared to this years 176 for the low turnout in hospital visits. members. This can be credited to the systematic definition of the responsibility of For the second semester, the computations of the Kythe Kamp Head and the Family Day visits are not yet done, but the Executive Board Head into Member Relation Officers. These recognizes that one factor that may have caused two officers are the main levers for the the relatively low current number of visitors could realization of organizational unity. Another be the numerous activities during the second factor was the fact the Tambay Week was semester. Furthermore, the second semester is also spread out into several bonding sessions regarded as the busy sem by many, hence like the TGIkF which provided consistent priorities may have been given to other avenues for members to meet and bond, involvements. thus boosting their network in Kythe. Success Indicator #3 For the first semester, the following activities were conducted by the Formations department: Kythers Family Day, TGIkF, Reflection Session, Kythe Kamp 1. An attendance of 70.97% was garnered for all the first sem Formations projects. On the other hand, ReSess and TGIkF for the second sem have yet to be conducted. Also, Kythe Kamp 2 garnered 45 participants while the first ReSess for the second semester and the Christmas Party ReSess garnered 62 participants and 11 participants respectively. Success Indicator #4 For the first semester, problems with Individual Consultations were encountered such as nonresponsive members, contact information problems, and schedule conflicts. On the other
hand, the second semester Individual Consultations have yet to be conducted. Recommendations 1. Anticipate academic conflicts in scheduling the ICs. For the first semester, the official IC period was scheduled during midterms month, ergo the somewhat low response from the members. 2. In tracking the progress of members, practice consistency and quantitative evaluations from the very beginning. Visit updates were done regularly and qualitative issues were given more focus. But seeing the big picture quantitatively would be very helpful if done from the start to see which areas can be improved on. 3. Aside from weekly visit updates done by Kyvigans, find means to get evaluations even before the second semester IC in order to get feedback from the members themselves and for proper attention to be given. CC: Members knowledge and practice of the Child Life Program Goal: To bring Kythers closer to the core of the Child Life Program by improving the quality of hospital visits and activities, inculcating formation sessions that are better grounded with the said program, and fostering better relationships and experiences between the Kythe members and the Kythe kids Achieved:
Yes No
Success indicators 1. All Kyvigan training modules, visit manuals, processing modules and pre-visit training sessions should be accomplished by the start of visiting period. 2. At least an average rating of 8.5 out of 10 for processing sessions to be gathered through the second semesters IC by the Formations Department 3. Visits, Kyvigan performance, and processing sessions should have an average rating of 8 out of 10 that is to be gathered during the IC's in the second semester 4. At least an average rating of 8 out 10 from formation project/activity evaluation forms Explanation Impact on participants Success indicator #1 Hospital interactions with the Before the first assembly of the Kyvigans during kids proved to be more improved this year the summer, all modules were accomplished and through improvements made in the Kyvigan ready for distribution. This included contact details system. During Kyvigan Assemblies Kyvigan of Hospital Officers and protocols they are required to know if they commit as visit heads for the aspirants were allowed to share their reasons for volunteering and get to know their fellow semester. aspirants rather than the old approach of Success indicator #2 and #3 merely training them of their tasks. This Individual Consultations for the second semester resulted in well-committed Kyvigans such are still being conducted. that 9 members served as Kyvigans for two semesters while 8 new Kyvigans volunteered Success indicator #4 All formations activities got at least an average for the second semester. The total of 17 Kyvigans is a huge improvement to the rating of 8 out of 10. 1. Kythers Family Day received an average average 8 Kyvigans of the previous years.
2.
3.
4.
5.
rating of 9.28. Thank God Its Kythe Friday (TGIkF) July 29, 2011 TGIkF received an average rating of 8.89 Sept. 2, 2011 TGIkF received an average rating of 9.54 Reflection Sessions (ReSess) Sept. 26, 2011 ReSess received an average rating of 9.50. July 22, 2011 ReSess received an average rating of 8.95. Nov. 28, 2011 ReSess received an average rating of 9.53. Dec. 14, 2011 ReSess received an average rating of 10.00. Officers Seminar (OffSem) July 21, 2011 OffSem received an average rating of 8.97. Dec. 16, 2011 OffSem did not have any evaluations because it was an informal open forum among the officers. Kythe Kamp Sept. 10-11, 2011 Kythe Kamp received an average rating of 9.30. Jan. 7-8, 2012 Kythe Kamp received an average rating of 9.39.
The Kyvigans were also given processing skills training in collaboration with the Guidance Office. This and the creation of flexible modules with the Holistic Formations Officer guided the Kyvigans in giving better processing sessions that deepened the visit experience. All these efforts in training the Kyvigans who are the direct facilitator of the hospital experience enriched the members understanding of the Child Life Program. One Kyther noted that, Hospital visits are great opportunities to give kids a great time and learn as well. To build on the direct experiences and realizations of the Kythers in hospital interactions, mechanisms like the Reflection Sessions, and Individual Consultations were much improved in terms of processes and modules thus, creating space for the members to share their lowest and highest moments as a Kyther. To complement the formation activities above, the TGIkF was done every month to provide a consistent space for Kythers to meet and bond. These efforts were aimed at making Kythers more comfortable with each other to allow them to build rapport with each other and further learn from each other in the process.
EXPLANATION There was a delay with the implementation of the second semester Individual Consultations because there was a more consultative effort in creating better IC questions for this semester. Aside from the longer preparation for the questionnaires, there were also some internal adjustments among the EBMB that needed to be taken care of.
Recommendations 1. Involve the whole EBMB in creating the IC questionnaire at the very beginning of the preparation so as to avoid repetitive editing. 2. The ViBag has been a very useful tool in allowing the visits to become more grounded but we also acknowledge that improvement of the ViBag will still have to be given continual emphasis and reevaluation with regards to the depth of its contents and how each toy or activity can actually attract the kids of different ages and allow them to express themselves in the best way possible. CC: Advocating for the Child Life Program
Goal: To promote the Child Life Program to the organizations and communities inside and outside of the Ateneo to achieve visibility, awareness, knowledge, and active engagement
Achieved:
Yes No
Success indicators 1. At least 10 Ateneo-based organizations must be involved in the realization of the projects; the organizations must be active from the planning to the execution phase of the projects 2. At least 5 outside entities must be engaged in the advocacy projects; entities must interact with the kids during the events 3. At least 1 media sponsor shall cover or promote the different advocacy projects Explanation Impact on participants Success indicator #1 As the central advocacy of the For the included projects under the Advocacy, organization, we always aim to promote and Hospitals and Finance departments, 29 Ateneo- spread the Child Life Program through all based organizations served as partners, their roles our activities. We did so through the of which are detailed below: advocacy projects where organizations inside 1. Advocacy projects and outside the Ateneo got to participate in a. Kythe Week 2011: Around the World our cause. Most were invited to sponsor and With Kythe set up activity booths during the events; Aperture Society provided photography while some performed during the programs, services for the Photo Booth throughout and others provided some activity materials and a lot of goods that were included in the the week. Celadon, ACIL, AMS, ASEC and ACheS loot packages given to the kids and their families. For the case of Kythe Week, sponsored and set up activity booths specialized organizations were contacted to during Kythe Flying, and provided handle the different sub-events of the volunteers who got to interact with the weeklong project on campus. By sponsoring Kythe kids. game booths, not only are the participants Entablado, YFC, MEA, AMP and involved in the projects but also, they are SPEED performed during Kythe able to interact and play with the kids. By Flyings program. tying up with CADS, Heights, Guidon and b. Christmas Party 2011: Christmas in ASEC, the Celebrate Life Parties not only Cartoon Town ACheS sponsored and set up an activity provided opportunities for them able to find out what Kythe is about, but what Kythers booth during the event, and provided do first hand as its core competency. volunteers who got to interact with the Through these partnerships, we gave them an Kythe kids. avenue to promote their organization but c. I AM HOPE Campaign: The Spectrum more importantly, increase their awareness of LFC shot and produced a teaser video Kythe. for the event. ACheS sponsored and set up an activity It is pertinent that the partner booth during the event, and provided organizations, both based inside and outside volunteers who got to interact with the the Ateneo, actively participate in the Kythe kids. planning and execution phases of the Entablado performed a scene from one projects in order to have a better of their plays during the IAH program. understanding of what goes into the events 2. Hospitals
CLP #1 Company of Ateneo Dancers (CADs) joined the CLP and performed a number of dances for the pediatric patients in every ward in the Philippine Orthopedic Center. CLP #2 Heights joined the CLP and donated books for the kids in their activity kits. Their members were able to interact with the kids and help out during the program from ward to ward. CLP #3 Guidon joined the CLP and performed during the story telling in the program. They interacted with the kids and they also printed out pictures to give them during the event. CLP #4 Baliklaya joined the CLP and performed in the story telling during the program. They also interacted with the kids for the most of the duration of the party. CLP #5 Ateneo Student Exchange Council (ASEC) partnered for the January CLP. They plan to join the packing of loot bags and activity kits. They also agreed to have a short performance during the party itself. 3. Finance a. Kythe Bazaar 2011 Partnerships were mainly done through bazaar concessionaire-ship. Business stalls are: Buono, Herbi Hub, Munch More, OmnuNoms, PiliPienas, Pilipitas, Root Crop, Stuffed, The Cupcake Salon, Tropical Cow, Veggie Ice, and Yamisubu. Success indicator #2 For all three Advocacy projects, 19 outside entities were involved, with their specific provisions detailed below: 3. Kythe Week 2011: Around the World With Kythe National Childrens Hospital served as Kythe Week Blood Drives partner. They provided the hospital personnel, blood bags, some bloodletting protocols and some mattresses for the activity.
and so have a better grasp of the purpose of their helping out Kythe, putting emphasis on how volunteerism plays a huge role in what we do as an organization; and hopefully, they get to be inspired and motivated to continue their partnership with us for the coming years, spread our advocacy further and farther, and instill in their participants that their help and presence, beyond the monetary assistance some of them provide, go a long way into providing the Kythe kids a semblance of the childhood they deserve and uplifting the spirits of the kids, their families and co-volunteers in the process.
Boston Barbers was Be Brave, Get Shaved partner, who provided two barbers for both days of the event. Teleperformance was a major sponsor for Kythe Flying. They also set up a game booth during the event, and provided volunteers who got to interact with the Kythe kids. 4. Christmas Party 2011: Christmas in Cartoon Town Crystal Dreams Development Corporation (CDDC), Aficionado Germany Perfume (c/o Joel Cruz) and Teleperformance were the major sponsors of the project. They also set up booths during the event, and provided a few volunteers who got to interact with the Kythe kids. Teleperformance also sponsored and set up a photo booth during the event. Tosen Foods Inc. and Johnson&Johnson provided some of the giveaways that were part of the loot bags and Noche Buena packages given to the kids and families. BoothWithNoName sponsored and set up a photo booth during the event. 5. I AM HOPE Campaign: The Spectrum DLSU Rotaract, K.I.D.S. Foundation Inc., SSEAYP-KAISA, UP-AVCOM, UST-UNICEF and AHON Foundation sponsored and set up activity booths during IAH, and provided volunteers who got to interact with the Kythe kids. USTs OneShade performed a dance number during the program. Rebisco, P&G, Times Trading and Sweetlink provided activity materials and giveaways that were part of the loot bags given to the kids and families. Success indicator #3 The I AM HOPE Campaign: The Spectrum was able to tie up with a media sponsor, Channel 13, for a feature, guesting and coverage for the event. Recommendations 1. Memorandum of Agreements are necessary to provide a safety net for these partnerships.
2.
3.
It is not easy to create value out of partnerships among entities, it is primary that the organization deliver a consistent message through their promotions and activities. Logically following this, is the trickling down of information from the Executive Board, to the officers, and finally to the member base. Having sponsors and partner organizations may not be enough to say that we are successful in promoting our advocacy. We would want that there be interaction between these sponsors/partners and the Kythe kids, and have them involved not only in the execution of the event but also in the planning and continued spread of our cause. We can provide avenues for these people to continue taking part in our advocacy so they can in turn spread it to even more people. Having a media sponsor cover the projects can be a step in doing so.
III. BEST EFFORTS FOR THE SCHOOL YEAR Organization Development Effort Name of the Effort Project Management Seminar Series This is a series of seminars made to assist the project heads and their core members in their respective projects from the planning phase down to the evaluation of the project. During the first semester, two seminars were held to teach and orient the officers, project heads and core members of the different OSA and OAS policies as well as the protocols of the Secretary General and Finance Departments. The various forms that the project heads might encounter were introduced to them, and key concerns and questions were addressed. A Project Management Kit was distributed to the audience and was made available through a Dropbox folder for easy access. This kit includes directories, pertinent forms, guidelines and a timeline that would serve as the guide in meeting deadlines for a smoother project flow. Description of the Effort Ten to 12 weeks before the project date, a budget hearing is conducted where the President, the VP for Advocacy, the VP for Finance and Marketing, the Advocacy Project Heads, and the Finance and Marketing Core Heads are required to be present. The finance and marketing managerial board assigned to the advocacy project is also requested to join the budget hearing. It is conducted for approximately two hours which starts with a discussion of the concrete vision of the project heads for the project, and goes on to detail each component of the budget proposal to the event. For smaller scale projects like Reflection Sessions, Kythe Kamp, Celebrate Life Parties, and etcetera, the VP for Finance and Marketing and the respected VP for the specific project engage in dialogue as to how much project cost can be handled by organization account. This is also monitored by the President. The primary goal of the Budget Hearing was to serve as a mechanism to check the health of project planning.
Objectives
1. To inform and guide the project heads on how to accomplish forms for their project 2. To ensure early planning and submission of necessary documents 3. To provide a clear methodology for projects within Kythe-Ateneo One reason for having the Seminar Series is to introduce the Sec Gen MBs to the officers, project heads and core members. During the previous year, the Sec Gen MBs were barely visible and were very underutilized; the Promotions Head produced only around three promotional materials while Logistics Head was only active during the second semester because no requests were coming in from the project heads. As such, the Secretary General made it the departments vision to be visible and efficient. Internal systems for different requests were established and pertinent forms were introduced to the project heads and their core members. The outcome of the Seminar Series was very messy. The officers and project heads had a difficult time meeting the deadlines set by the different Sec Gen MBs; the former either had to be constantly reminded or they would send in requests during the last minute. As such, promotional materials were released late. However, when the guidelines were adjusted and a new version of the Kit was distributed, the timeline was then followed. The Project Management Seminar Series aided in Membership Formation since it opened the doors to the members specifically the core and project team members. It gave them a view of whats happening before and behind the project itself. Everyone had access to the proper methodology utilized by Kythe-Ateneo. Moreover, it leveled things off by allowing the audience to ask questions during the seminars as well as taking in their comments in the revision of the Kit. The budget hearing directly involved three finance and marketing managerial board members, the Internal Relations Director, the External Relations Director and the Receipts and Disbursements Manager. They were each assigned the Kythe Week, Christmas Party, and I Am Hope advocacy events to immediately answer to the finance and marketing needs of the event. They were also requested to be present in the budget hearings since they will be the liaisons between the project and the resources of the finance and marketing department. The Centralized Database Managers role proved necessary in creating partnerships since over 900 companies were contacted in collating the Kythes sponsor database for the year. In approximately two hours, the budget hearing will start with a discussion of the concrete vision of the project heads, and it goes on to detail each component of the budget proposal. The laying out of the vision was necessary to make sure to realize each components significance to the whole event. Thus, this determines if the amount allocations can be adjusted or substituted for a more affordable alternative. Since there is ample time (12 weeks) before the project date, necessary
Results and Evaluation
steps for both the VP for Finance and Marketing, and the VP for Advocacy are determined especially if the project falls behind the target deliverables and schedules. The secondary goal of the Budget Hearing was to create clearer communication channels across the organization, since it is one, if not the only, formal avenue where all branches of the organization are represented , i.e., Executive Board, Managerial Board, and Member. The hearing becomes a space where participants get to interact and discuss on a solid level plane, thus upholding the years thrust. Lastly, the Project Management Seminar Series also emphasized the importance of project evaluation. First there was a huge focus on collecting evaluation forms that were as much as possible 100 percent of the attendance and submitting them to the Secretariat Head two weeks after the activity, at the latest. Secondly, despite the need for constant reminders, the project heads eventually developed the habit of following up on their projects by accomplishing the Project YES Reports included in their Kit. These allowed for both qualitative and quantitative evaluation of Kythe-Ateneos activities.
Core Competencies Effort Name of the Effort Celebrate Life Party (CLP) The Celebrate Life Party (CLP) is a party hosted by Kythe-Ateneo once every month of the semester (excluding December) that aims to bring one of the most memorable and joyful kind of childhood experience, the childrens party, to the wards of the Philippine Orthopedic Center (POC). Having a total of 6 CLPs for the school year with their own unique and creative themes, 4 of them are headed by the 4 Hospital Heads, 1 by the VP Hospitals and 1 by the Kyvigan pool of 17 members. In order to maximize the experience of the kids and the Kythers by allowing each aspect of the CLP to be given more focus, the Hospital Affairs Heads responsibilities were distributed, allowing all CLPs to be executed with the aid of the member CLP core team, Kyvigans and Hospital Heads in the planning and packing of the activity kits, lootbags, program flow, transportation management, food distribution and processing sessions. Furthermore, each CLP involves a partner organization from the Ateneo community who are encouraged to participate in the party through various ways; song or dance number, sponsoring meals or activity kits, participation in storytelling numbers, packing and planning structured activities, and distribution of meals and loot bags. 1. To create a joyous and uplifting atmosphere in the Philippine Orthopedic Center childrens ward and provide another avenue for the Kythers to experience and pull closer to the Child Life Program (most especially the freshmen, who mainly experience the visit component of their retention requirements through these Celebrate Life Parties). For this year, most of the changes were done in terms of planning and organizing CLPs. The formation of the member CLP core and distribution of
Description of the Effort
Objectives Results and Evaluation
committees within the Hospital Officer base allowed a broader reach of members to be involved in the planning and organizing of CLPs. This also permitted each aspect of the CLP to be given more focus. In terms of attendance, CLPs have been getting an average rate of 54 participants (inclusive of CLPs in July, August, September and November). In fact, 78.49% (32 members) of the freshmen have attended a CLP at least once during the first semester hence resulting in a high retention rate for freshmen Kythers. For this year, partner organizations for the CLP were determined since the Planning Seminar. This being so, the partners for each CLP, including that for January to March 2012 was established early on and a Memorandum of Agreement (MOA) was done for each partner. Thus, more time was allotted to actual planning of the CLPs and to encouraging more members to attend. To further advocate and allow others to get in touch with the Child Life Program, efforts have been done by continuously inviting the Kythe Alumni and allowing other organizations such as the Cullinaire from Enderun to attend and participate in the celebration. Given that there was more time to plan each CLP, more thought was put to structured activities and to the activities in the program. A variety of programs were explored for the CLP this year, such as mask-making , puppet-making, and a mobile rainbow. Also, different modes of entertainment were used such as story-telling, and song and dance numbers. Lastly, the processing sessions for each CLP of this year was improved by early assignment of processing groups and providing processing guides. This was done so as to ensure the deepening of each CLP to bring the Kythers closer to the Child Life Program. Synergy Effort Name of the Effort Reflection Sessions ReSess served as a reflection time for the Kythers personal growth as Child Life volunteers in full meaning and depth. This activity included structured activities and talks that focused on highlighting the members own definition of Kyther as well as the value of the simple things they can contribute to Kythe-Ateneo. The first ReSess had the theme Forming the Puzzle which aimed to help members recognize their own strengths and weaknesses. The importance of valuing individuality in a context of a team followed for the second ReSess entitled Standing Out, Fitting In. The second semester focused on passion and leadership. A talk by Mr. Jope Guevara proved to be helpful to the members as he discussed what passion is and challenged their very core and their motivations in the organization. ReSess for the second semester also served as a processing session for the Advocacy events to have a post-evaluation of the event, not in terms if the technical aspect of it, but more on its very meaning and purpose. The Ultimate Christmas List was held after the Christmas Party in AFP Covered Courts.
Description of the Effort
Objectives
1. To allow the members to see their individual role as a Child Life volunteer 2. To create an avenue for discussing expectations to be set for the continuing journey in Kythe-Ateneo 3. To develop these members experiences further by helping them put individual motivations in line with the vision-mission and thrust of Kythe-Ateneo The Reflection Session (ReSess) may best be viewed as a means to synthesize the new triangular framework representing the Kythe Experience. There are a total of 4 ReSess so far in the school year, and 3 more remaining. A total of 225 attendees participated in at least one Reflection Session, all of which addressed specific themes. If the ReSess is to be viewed in the three major aspects of the Kythe experience, it may be viewed in the Hospitals aspect, Formations aspect, and Advocacy aspect; note that it is not departmental but more experiential. The Hospital experience encapsulates the experiences of the Kyther in hospital visits, CLPs, structured activities, and processing sessions. It is through the hospital experience that the Kyther is able to get directly in touch with the kid, the actual cause, and to share this experience of a hospital visit with the kid. Through the Reflection Session (ReSess), an avenue to post-process the hospital experience, to deepen the touch of that child, and to give meaning to the experience, is created. To quote an actual Kyther, the ReSess, Pushed me to think what motivates me. The ReSess contributes to the search not only in meaning, but for the exact reasons of the Kythers for joining the organization. In contrast to the catch phrase of last year, the Kyther is able to find what for the kids really means for them, and if he or she is actually in Kythe for the kids. The Formations experience covers the various ways that the Kyther is formed or may be formed within the organization, covering ones growth as a Kyther assessed through Individual Consultations and ones sense of the community instilled through Kythe Kamp, TGIkF, and other such events. In this aspect, a community of Kythers having shared experiences is emphasized and is processed further through the Reflection Session. To quote Kythers, the ReSess made them realize that, It is important to acknowledge ones individuality in Kythe, knowing that the contribution of each person has a major effect. Lastly, the Advocacy Projects cover all efforts to spread the core competency of Kythe, to go out and share the Kythe experience with others, with non-Kythers. In this experience, the Kyther with full conviction shouts the advocacy to make their voices be heard. This experience covers the various advocacy projects such as the Christmas Party, I Am Hope campaign, and Kythe Week. Included as well are the finance projects such as Ky-raoke, Bake Sale, Balloon-o-gram, and Bazaar. For this year, the specific focus of the ReSess on this particular experience will be on the three advocacy projects. It is only this school year that processing sessions were organized every after an advocacy event, since the need to process advocacy projects was recognized. The ReSess provided an avenue to reflect on these shared experiences on their very meaning and purpose. A community of Child Life advocates share their individual insights
Results and Evaluation
on the advocacy events, and in the process, deepening their relationship with themselves, and with the kids. Aside from the participants reflection on the purpose of the said events, the core teams were also able to reflect upon how they work together as a team, and more importantly what drives them to do so. Knowing their motivations and actualizing forces, their entire experience becomes more meaningful. According to one Kyther who attended the ReSess intended as a processing session for the Christmas Party, ReSess made me realize about the real gifts and meaning of Christmas which meant that ReSess gives an opportunity for the members to realize in full depth and meaning the experiences they get in the organization. Looking back, although the Reflection Sessions were able to synthesize the Kythe Experience, the number of ReSess offered could still be improved. IV. FOLLOW-UP ACTIONS ON THE MIDYEAR RECOMMENDATIONS Recommendations Status and Follow-Up Action
1. Maintain practice of early planning For the second semester, early planning of projects and of projects and submission of necessary submission of documents were reinforced. First, through documents for project implementation inclusion of project-planning in the Evaluation Seminar. In the Evaluation Seminar, each department had 45 minutes to 1 hour to present their respective project and department updates. By the end of the Evaluation Seminar, key points in projects had been addressed by the EBMB and several active members. In addition, early planning and submission was reinforced through the PMS timeline and the budget hearing. Through the budget hearing, the project heads and their core teamsfor advocacy projectsfelt the need to work as efficiently as they can, and to evaluate and find any loopholes in their respective projects, knowing that they will be assessed 12 weeks before the project. Lastly, early planning and submission of documents were reinforced by the VPs through their respective departmental meetings, in turn trickling down efficient planning to the respective core teams. To add to this, essential matters of certain projects were discussed through EBMB meetings or through EB meetings. 2. Re-examine processing sessions after For the second semester, the processing sessions were area insertions, especially in tying up re-examined by the VP for Hospitals, guided by consultations the area experience with their own with Ms. Joanne Rachelle L. Valle (moderator) of the Guidance experience as a Kyther. department, and through discussion with the Hospital Heads and Kyvigans. Aside from this, the VP for Hospitals discussed processing sessions with the holistic formations officer from the Formations Department; assigned for ReSess.
Through the discussions, a mentorship system was developed wherein the Kyvigans were assigned under the Hospital Head/s or a previous Kyvigan of the hospitals they visit. This leads to proper assessment of visits, and to tying up experiences in specific hospitals by the respective Hospital Heads. In addition, a processing module was developed, to serve as a general template for processing sessions. Lastly, the discussion with the Holistic Formations officer by the VP for Hospitals leads to a more cohesive integration of all aspects of the Kythe experience through the Reflection Sessions (ReSess). 3. Sustain efforts in crafting structured This year, the Hospitals department introduced the yet fun activities during hospital visits. Visit Bag (ViBag), which serves as a container for materials to be used for visits. The visit bag consists of suggested materials for hospital visits, and was to be replenished every semester. Although evidently helpful in having ready activities for the kids and avoiding idle time in visits, feedback regarding the sustainability of the toys and materials was recognized. Later on, dependency on the bag also arose and creativity became confined. Hence, for the second semester, higher money allocation was implemented by the Finance department; 20% increase. The ViBag now contains toys that are more sustainable, alcohol for cleaning and it now serves only as a backup activity while structured activities are implemented and prepared before each visit. Also, the mentioned mentorship system aided in guiding the Kyvigans with their respective visits. The mentorship system allowed discussion within the visit heads and hospital heads, complemented by the constant Kyvigan Feedbonding. Lastly, innovating the visit experience by empowering the members, allowing them to be in charge of the materials and the structured activity allowed not only for sustainability but for reinvention of the hospital experience. 4. Re-evaluate area schedules to During the first semester, with 7 KytheKadas, the provide a sufficient time for members average number of visitors ranged from 15-20 Kythers. to interact with the kids in some Although the numbers were astonishing, a couple of hospitals. disadvantages came about as well - the ratio of kid to Kyther was not ideal and it sometimes caused overcrowding in the hospital wards.
Hence, during the second semester, the Hospitals Department decided to increase the visit schedules to 9 KytheKadas, now considering maximum number of visitors per hospital as coordinated with Kythe Inc. On another note, there was insufficiency of time for NCH visits because of the long travel time. Allowing at least 1 hour for the kid and Kyther interaction was chosen as the priority. Consequently, Kythers in that visit group are forced to have their processing sessions in the vehicle instead of in the hospital itself. This became an external threat to the quality of processing sessions for the intimacy and attention was difficult to capture. In response to this, the Hospital visit heads are continually finding ways to cope with the situation through the use of the processing module and including tips such as passing around a toy, or making an activity out of the processing to get everyones attention inside the car. 5. Continue to be more proactive in Before the school year began, all the 6 CLPs already establishing partnerships with Ateneo- had prospective partner Ateneo-based organizations. This year, based organizations in CLPs. as much as possible, we went for organizations that we have not yet partnered with in order to further spread what Kythe and the Child Life Program is all about. Organizations included were Company of Ateneo Dancers (CADs), Heights, Guidon, Baliklaya, ASEC, and Musikero. These organizations were able to contribute in different forms such as performing dance and song numbers, joining the story telling program, who joined the CLP and performed a number of dances for the pediatric patients in every ward in the Philippine Orthopedic Center. Heights joined the CLP and donated books for the kids in their activity kits and joined the program flow. Guidon joined the CLP and performed during the story telling in the program. They interacted with the kids and they also printed out pictures to give them during the event. Baliklaya joined the CLP and performed in the story telling during the program. They also interacted with the kids for the most of the duration of the party. Ateneo Student Exchange Council (ASEC) partnered for the January CLP. They plan to join the packing of loot bags and activity kits. They also agreed to have a short performance during the party itself. 6. Continue active participation of For the second semester, cluster-initiated events were members in cluster-initiated events. mentioned in the agenda of the EBMB meetings whenever possible. In addition, a constant reference to the bigger picture of Kythe-Ateneo, was reinforced through discussions. Lastly,
the EBMB and active members were encouraged to go to COA-wide events as well, such as the COA Christmas Party held in Burgundy last December, wherein several members and officers were able to attend for a while after the EBMB meeting.
V. CONCLUSION The triangular framework representing the Kythe experience proved essential for KytheAteneo 2011-2012. To aid in understanding, the phrase ako-ikaw-tayo was explored where it was clarified that each officer must remember the bigger picturetayoyet remember that each one holds a role and an identityikaw/akothat must not be compromised to improve and synergize the whole Kythe experience. Various efforts have been emphasized this year, such as improvements in hospital visits and CLPs, innovation of and within projects, holistic deepening of experiences, and development of our family. In the end, what proved difficult in achieving synergy was instilling a sense of an on going process to the Kythers and to inculcating the sense and understanding of the whole in an organization filled with varied identities and experiences. It is with hope that we pass this on to the next batch of Kythers, for we know that Kythe lives on. VI. SIGNATORIES
________________________________________ Elijah Nonnatus A. Adamos President
________________________________________ Joanne Valle Moderator
________________________________________ Christine Joy DS Castor VP for Finance and Marketing
________________________________________ Iris G. Templo Secretary-General
________________________________________ Paula Regina E. Lantin VP for formations

APPENDICES
I. Mid-Year Advisory Letter J. Financial Reports a. Statement of Receipts and Disbursements Second Semester SY 2010-2011 b. Statement of Receipts and Disbursements First Semester SY 2011-2012 c. Income Statement beginning September 18, 2010 to May 31, 2011 d. Income Statement beginning June 1, 2011 to October 31, 2011 e. Income Statement beginning November 1, 2011 to December 14, 2011 K. Project Management Kit a. Kythe Project Management Guide b. Kythe Promotion Request Form c. Kythe Project YES Report Form d. Kythe Hospitals Transportation Log L. Visit Bag (ViBag) photos and list of contents M. Project Management Seminar Series Transcription of Evaluation Forms N. Celebrate Life Parties Transcription of Evaluation Forms O. Reflection Sessions Transcription of Evaluation Forms P. Reflection Session 4 Module
APPENDIX A: See attached letter
APPENDIX B: Statement of Receipts and Disbursements Second Semester SY 2010-2011 LOYOLA SCHOOLS - OFFICE OF STUDENT ACTIVITIES ATENEO DE MANILA UNIVERSITY KYTHE-ATENEO Statement of Receipts and Disbursements 2nd semester, SY 2010 - 2011
DCB Fund Report as of February 21, 2011

DCB Fund Beginning Balance, as of September 22, 2010 Subsidy from ADMU 15,000.00 Operational Budget 33,000.00 OSA Project Grant Seminar xxx Less: Expenses from Operations 21,221.98 Project Grant 33,000.00 Seminar 9,985.49 Excess (Deficit) from ADMU Subsisdy Cash Receipts: (Inflows: Sponsorships, sales, donations, fees collected, etc) Recuitment Week Bond Donations Kythe Shirts Rummage Sale Christmas Caroling Kythe Week Bazaar Miscellaneous TOTAL CASH RECEIPTS Cash Disbursements: 234,194.73
48,000.00
64,207.47 (16,207.47) 500.00 33,200.00 xxx 2,010.00 xxx xxx 1,450.00 37,160.00 22,000.00 30,300.00 xxx 25,728.91 16,438.80 16,438.81 110,906.52 (73,746.52) 144,240.74
(Outflows)
Into the Wild Special Project Kythe Shirts Christmas Caroling Kythe Week Bazaar Christmas Party I Am Hope Campaign TOTAL CASH DISBURSEMENTS Excess (Deficiency) of Receipts over Disbursements Fund Ending Balance, as of February 21, 2011 Prepared by: Verified by: Noted by:
Joshua Frederick Alarkon Finance Officer 09266719923
Jose Generoso Roo President 09165685404
Joanne Valle Moderator 09285021006
Statement of Receipts and Disbursements First Semester SY 2011-2012 LOYOLA SCHOOLS - OFFICE OF STUDENT ACTIVITIES ATENEO DE MANILA UNIVERSITY KYTHE-ATENEO Statement of Receipts and Disbursements First semester, SY 2011 - 2012
DCB Fund Report as of September 10, 2011

DCB Fund Beginning Balance, as of March 31, 2011 Cash Receipts: (Inflows: Sponsorships, sales, donations, fees collected, etc) Operational Budget from AdMU Return of Rec Week Bond Net of Fines Cash Receipts from RecWeek Cash Receipts from RecWeek Donation: LS 100 Prima TOTAL CASH RECEIPTS Cash Disbursements: (Outflows) Rec Week Bond Recruitment Expenses Kythe Training Seminars Family Day Kythe Celebrate Life Party Bake Sale Expenses EBMB Meeting General Assembly Payroll Expense Visit Bag Evaluation Forms and PMS Photocopies Kythe Shirt Payments to MEA TOTAL CASH DISBURSEMENTS Excess (Deficiency) of Receipts over Disbursements Fund Ending Balance, as of September 10, 2011 Prepared by: Noted by: 143, 000 202, 630.00 1,000.00 2,506.00 4,482.65 7,590.35 1,048.00 500.00 2, 551.50 3,850.00 358.72 1,505.50 179.20 18,310.00 43,881.92 158, 748.08 384, 433.57 225, 685.49 15, 000.00 950.00 23, 680.00 20, 000.00
Christine Joy DS Castor Vice President for Finance and Marketing 0917 581 4445
Elijah Nonnatus Adamos President 0917 899 8161
Joanne Valle Moderator 0917 257 8346

LS-OSA PMS yes format 120309 Page 44 of 66
- Leadership Formation through Organization Development -
Income Statement beginning September 18, 2010 to May 31, 2011 KYTHE-ATENEO Income Statement September 18, 2011 to June 1, 2011
REVENUES Donations 58,735.00 ASSORTED Kythe Bazaar Sales 74,308.25 Caroling Income 13,100.00 Advocacy Project Grants 33,000.00 Christmas Party 18,000.00 I Am Hope 15,000.00 Operational Budget from OSA 15,000.00 Shirt Sales 23,800.00 TOTAL REVENUES 217,943.25 OPERATING EXPENSES Advocacy Project Expenses 129,471.36 Finance Project Expenses 24,359.20 Sec-Gen Expenses 1,846.95 Formation Project Expenses 10,423.85 Auxiliary Formation Expenses 14,890.02 Executive Board - Managerial Board Meeting Expenses 646.00 Other Expenses 48,275.11 TOTAL EXPENSES 229,912.49 NET PROFIT/LOSS (11,969.24) Notes: 1. Advocacy Project Expenses comprise of operational expenses for planned events. a. 17 percent of Advocacy Project Expenses were allotted to the Into the Wild special advocacy project. b. 28 percent were allotted to the I Am Hope Campaign. c. 24 percent were allotted to the Kythe Flying event. 2. The Formation Project Expenses entry reflects expenses from the Kythe Kamp, Reflection Sessions, and Tambay Week. 3. The Auxiliary Formation Expenses are bonding sessions, and accessory meet-ups that were complementary to the formal formation events that the organization had. 4. 62.7 percent of the Other Expenses entry was from shirt expenses given to the members. Prepared by:
Christine Joy DS Castor Vice President for Finance and Marketing
Income Statement beginning June 1, 2011 to October 31, 2011 KYTHE-ATENEO Income Statement June 1, 2011 to October 31, 2011 292,180.00 14,005.00 12,475.00 18,156.00 7,956.00 10,200.00 2,500.00 35,600.00 600.00 15,000.00 20,000.00 374,916.00 20,352.05 7,140.45 13,211.60 11,246.50 8,986.00 1,219.50 391.00 600.00 50.00 9,373.35 4,482.65 2,855.20 1,505.50 4,815.22 3,411.10 2,911.10 500.00 36,332.57 18,310.00 8,500.00 4,250.00 3,717.65 839.92 399.80
REVENUES Donations Bake Sale Revenues Garage Sale Revenues COA Project Grant I Am Hope Kythe Week TAYO Foundation Prize Other Income Old Shirts Revenues Operational Budget from OAS RecWeek Application Fees TOTAL REVENUES Operating Expenses Formation Project Expenses Family Day Kythe Kamp Sec-Gen Expenses General Assembly RecWeek forms SecGen supplies Kythe ID Net of RecWeek Fee Hospital Expenses Training Seminar Celebrate Life Parties Visit Bag EBMB Meeting Expenses Finance Project Expenses Garage Sale Expenses Bake Sale Expenses Other Expenses Shirt Expenses Kythe Shirt Expenses Kythe Lanyard Expenses Various Payroll KADS RIB Props
Photocopy Expenses Form TOTAL EXPENSES NET PROFIT/LOSS Prepared by:
175.20 140.00 85,530.79 289,385.21
Christine Joy DS Castor Vice President for Finance and Marketing Income Statement beginning November 1, 2011 to December 14, 2011 KYTHE-ATENEO Income Statement November 1 , 2011 to December 14, 2011 REVENUES Donations Advocacy Project Solicitations Operational Budget from OSA TOTAL REVENUES OPERATING EXPENSES Evaluation Seminar Formation Project Expenses Kythe Reflection Sessions Advocacy Project Expenses General Assembly Hospital Expenses Visits Celebrate Life Parties Finance Expenses Other Expenses Shirt Expenses Deliberation TOTAL EXPENSES NET PROFIT/LOSS Prepared by: 30,000.000 37,500.00 15,000.00 82,500.00 24,832.79 1,551.75 1,551.75 7,924.00 200.00 4,621.00 2,661.00 1,960.00 733.00 7,935.00 4,930.00 3,005.00 47,797.54 34,702.46
Christine Joy DS Castor Vice President for Finance and Marketing

APPENDIX C:
APPENDIX D:
Each visit bag contains: Bubble Glue Scissors Coloring materials Builders kit Cooking set Doctor kit Coloring Sheets Dominos Cut-out activities Kiddie cards Pogs Uno cards Jackstones
Alcohol Stikers Pick-up sticks
APPENDIX E:
Name of Organization: Kythe Ateneo Name of Activity: Project Management Seminar 1-2 Type of Activity (Please put an [x] mark) X Date of Activity: 7/18/2011 and 7/29/2011 Venue: K201, B305 and B307 Organization Development Core Competencies Rating 8.73 I would rate this project a 0 - 10 (10 as the highest) 9 9 10 10 9 9 9 8 8 9 8 8 10 9 8 8 9 8 8 9 9.5 8 10 10 10 8 9 8 9 7 8 8
RAW DATA: Encode the raw data: I like this project/activity/event because First PMS ever! It was informative. It taught me well. It cleared the processes that we need to undergo for projects. It was very useful especially for future project heads and core members. Useful for project management. It oriented me the stuff I need to do to be cram-free. It explained a lot in terms of the paperwork for projects. The essential things that must be done for projects were discussed. It contains things I need to know for all the technicalities and processes in handling a project. It helped us know more about the requirements for marketing and others. Secgen did a good job coordinating the departments. It helped the members of the teams to do their jobs well. It trains other people and helps them grow. Happy people! We were briefed about the protocols in project management. Equips core teams with skills that would be useful. Helpful because of concrete learnings. Interactive. It helped me know what to do in project preparations.
- Leadership Formation through Organization Development LS-OSA PMS yes format 120309 Page
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This project/activity/event would have been more successful if It was more organized. People were listening. There was free food! Bigger audience! All the needed people in the project would have been there. More aware of time. MOA ppt worked. People were closer in front, not scattered. If it was more structured. There was a short GD. Over time ang Finance. Wag cliquish. To have more possible questions. More interactive. Different date. The time is not limited and explanations were not rushed. The venue was airconditioned. My most significant learning in this project/activity/event is How to improve on the next PMS. So many processes in doing things.. To be informed leads to being well formed. There are a lot of things we have to submit therefore we should not cram. Time management for projects. There are certain processes that must be followed. Learning about needed forms. How hard it is to convince a potential sponsor. I learned the technical stuff. CAO process. Sponsorship and marketing matters. A lot of details are involved in a project planning. Learning the requirements we have to do to make an event successful. Learning the important things to be done and contact proper authorities if in doubt. Synergy! How to reserve venues and how to prepare for the event. Wag mangapa, mag tanong. Following the process. Teamwork! Projects should be well planned and prepared. Other comments: I really like this seminar! Should have had this at the start before the sem so we could started it earlier. I like it that we were given kits. Good job! First PMS ever so understandable pa yung flaws.
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APPENDIX F:
Name of Organization: Kythe Ateneo Name of Activity: Celebration Life Party 1-4 Type of Activity (Please put an [x] mark) Rating 10 10 10 9 9.5 9 9 9 8 9 9.67 10 10 10 10 9 10 9 10 10 10 10 10 9.5 9 9 10 10 9 10 9 10 10 10 10 10 8 10 10 9 10 I would rate this project a 0 - 10 (10 as the highest) 9 10 10 10 10 10 10 9 10 10 9 10 10 10 10 10 9 10 10 10 10 10 9 10 10 10 10 10 9 10 9 10 9 10 9 10 10 10 9 10 9 10 10 9 8 10 9 9.5 10 10 10 10 9 9 10 10 9 9 9 9 10 10 10 10 10 10 10 10 10 10 10 9 10 10 10 9.5 10 10 10 10 10 10 10 10 9 9 X Date of Activity: 7/30/2011, 8/13/2011, 9/24/2011, and 11/26/2011 Venue: Philippine Orthopedic Center Organization Development Core Competencies
RAW DATA: Encode the raw data: I like this project/activity/event because Many attendees! Great org tie-up! I get to make kids happy. The energy was so contagious; my extremely shy kid was swaying and smiling at the end of the day. Everyone was so happy! It exposed me to something I've never been to/experienced before. Great way to start my year in the organization. The program flow went well. The distribution of food and tokens was organized. It somehow immersed me into activities and situations of a child patient. I got to interact with the kids for the first time. It made me realize that I should be thankful because I am free from any type of health problem or illness. It validates the purpose of Kythe. I missed this and the kids! I got to spend time with children in the hospital. Fun and successful. We got to play and spend time with the kids. Productive way to spend free time. See the other side of the world. Less people so we got to connect more. More organized. Heart-warming
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Ganda ng structured activity. Know the kids better. The story telling was good and a lot of people were in costume. Got to meet new people. Alumnis visited. A whole new experience. I felt the sense of happiness in bring joy to kids. I was able to share my usual experience with the Kythe kids with my other orgmates - The Guidon Felt like a break from school demands. I was able to make the kid's day brighter Kids/experience was awesome. First CLP. Inspirational. Masaya! I learn how to deal with kids and making them happy isn't hard at all. Saw things from a new perspective. For a good cause. Kid was cooperative. So fulfilling. Reminded me of why I joined Kythe in the first place. Showed how adaptable Kythers can be. The theme is very much in tune with what Kythe aims to do. Meaningful. I got to spend time with children in the hospital. First time to do something like this! Great experience with Kythers and the kids. We served as rainbows to the kids even just for one afternoon. Super worth the time! This project/activity/event would have been more successful if There were more bedside activities available. People signed up on time. The projects during the day were more coordinated and practiced. There were more show displays to make the kids excited (dancing, singing, etc.) There were different activities that would be more appropriate for different age bracket. The processing session was not done in Mcdo. Time had been managed better since we finished a bit late. If the storybook wasn't left behind (but not really) More time and activities. There were drinks. More people to intereact with kids. We had more 1-1 interaction with the kids. A general program. The story wasn't that long. There were more activities. I got more involved with the pre-CLP stuff too (preparations) The tie-up org coordinated more on the day itself with Kythe It's already successful.
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Started and ended on time. More things to do aside from coloring. Longer time with kids. More food. The processing and car assignments were made clearer. Traffic wasnt that bad. Not Kythe's fault. Held in the morning para mas alert un kids. It was a little more ogranized. Hindi nagkatechnical difficulties! It didn't rain. More kids, more Kythers, more Heighters. If my kid wasn't so suplado. I had prepared more. The transpo was arranged beforehand. More energy. Some kids weren't able to relate to the programs. My most significant learning in this project/activity/event is Your presence alone means a lot to people especially the kinds who need some joy in their lives. Accidents happen all the time, especially to most unsuspecting individuals. Therefore, it alawys pays to be careful. One should be very thankful if he/she is not experiencing any health difficulty. Life is important and short. We must make use of what we can and have to help those who have less. Get a feel of Kythe. CLPs are really fun! I was able to learn how to be sensitive with children who are in the hospital. Interacting with teenagers can get tough at times but paying more attention to their interests help a lot. Be open to experience anything. Everyone deserves a reason to smile. It's good having a break from al the stresses and anxieties we feel, all the while doing that for the kids. Energy is the key. It's fun to be a Kyther. Always have fun! How to properly change perspectivies positively. Don't be afraid to be afraid. It's okay, we get over it some day. Everything's worth it for the kids. Not to take things for granted. Kids should be flying kites. We can make the kids happy even in our own simple ways. Their being hospitalized didn't stop the kids from having a positive outlook in their lives. The kids inspire us to overcome our fears. The kids are still very friendly and game for activities despite being hospitalize. There are people with bigger problems than I. Kythe opens up to a lot of things. Family is forever. We help the kids forget their fears. During visits, make kids happy since it's their break from the stress of their disease. It always pays to take initiative when interacting with the kid.
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Forgetting your problems when you go to Kythe/the kids. When you know, you've made someone smile. To look at the bright side. Being optimistic. Love life. Be sensitive to the kid's needs. Good to take a break from busy schedules. To appreciate every little gift from Him. Kaya mo mag reach out in different ways. Happiness is a choice. Having the chance to share happiness and give comfort. Appreciate things that we often take for granted. Kids shouldn't be fighting cancer/sickness. They should be flying kites. I should be content with my friends. We need time to relax. Events like this don't help just the kids but us. Pictures will forever make people happy. We can be happy no matter what our situation in life is like. Stress should not make us stop. Get to know kids better! Find common ground. Patience is needed when dealing with kids. Keep moving forward. To prioritze the happiness of the kids despite your problems. This is harder than I though! Challege accepted! Despite having a language barrier, there really is nothing to hold us back from interactions with them. The kids can behave very differently, but we have to be patient and understanding. Hospitals can be playground. How to deal with unresponsive kids. Rainbows and smiles can easily help a lot of kids. Making a kid smile is worth the while. We must share in what we have. There's a lot to be thankful for. To give hope. We have different sources of hope. We are sources of hope like rainbows to kids. Life is something to celebrate. Smallest efforts still make a difference. A simple smile changes everything. Every visit is a learning experience, because I felt this was more personal for me and I learned more about the kids and myself. Knowing what Kythe does and what to expect in the next visits. Making others happy is fulfilling. If you're happy, your kid is happy too. You can be a "commoner" and still make kids happy. It's the simple joys that count. Everyone deserves to be happy and happiness must be shared. Routine is not a bad thing. CLPs give us the chance to give hope to the kids.
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Giving up your time for someone or something can help you, even in the smallest way. Being a rainbow to others. Learning to be more charitable. Have to work harder when dealing with more difficult people. To find your rainbow in life. Always keep a smile. I am so blessed. Being in Kythe really is worthwhile and I wish I could do more. You can do something to help others and make them happy. There is always something to celebrate about. Lahat pwedeng gawin para sa mga bata! My kid was really sad when I left so I know I made an impact even if we had little time together. The feeling of cheering kids up. It's great to make people feel better especially if their situation isn't so good. How to reach out to little kids. Value of life. Remember to be child like. Simple things can really uplift the mood of children with physical conditions. We play an integral part in helping them get better. The value of charity. Patience is a virtue. Give it your all. Spend time with kids. Despite the physical disabilities of the children in the ward, there are many ways for us to have fun with them. Do it for the kids. Other comments: Fun! Keep it up! Hannah and Jess are the best! Congrats, Hannah! I missed the alumni! Good job, CLP Core! Yey! I <3 Kythe! Guidon. I <3 CLPS! Sayang moratorium na. WOOO! More CLPs! Kids like stickers. Lots of food!
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APPENDIX G:
Name of Organization: Kythe Ateneo Name of Activity: Reflection Session 1 Type of Activity (Please put an [x] mark) X X Rating 9.26 I would rate this project a 0 - 10 (10 as the highest) 10 9 8 9 9 10 10 9 9 10 9 9 9 9 9 10 10 10 9 9 10 10 10 8 9 10 9 9 10 10 9 7 8 10 10 9 8 10 7 10 10 8 9 9 10 9 10 10 10 8 9 9 10 10 9 8 8 10 9 10 9/26/2011, 7/22/2011, 11/28/2011 and 12/14/2011 Venue: SECA210, CTC 105, and K202 Organization Development Core Competencies
10 10 9 8 10 9 10 9 10 10
9 9 9 7 8 9 9 9 9 9
10 9 10 9 7 8 8 10 10 9
7 10 9 8 10 8 10 10 10 9
10 9 10 10 9 10 9 10 10 10
10 10 10 10 10 10
RAW DATA: Encode the raw data: I like this project/activity/event because It forms character It was fun, I'm glad I came. Very memorable. I remembered my childhood. I realized a lot of things like the things I want and the things others want. Made me realize about the real gifts and meaning of Christmas. I got to learn about myself. It was insightful. It's nice. I learned a lot about myself. It helped me assess myself as a person. It helped me to learn who I am better. It helped me to learn about how I can improve myself. Helped me remember myself and my goals. It's fun and we did something. I learned my role as a Kyther It made us really energized and helped me get closer, somehow, to my fellow Kythers. It focused on the individuals and their potential to help the organization. I met other Kythers. The different activities were fun. Values applied in activity.
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Well thought of. Engaging. Reflecting and having fun at the same time. They were able to relate the activity with being a Kyther. Magaling yung speaker Insightful discussion. I learned a lot. It helped me understand myself more and what I do for this org and for the kids. It was useful and entertaining. It gives me points of reflection to ponder on about life and what I really want. It's JOPE! The speaker was very inspirational and really made me think about being here. Philosophical perspective I gained as to my activity and relationship with the kids. Eye-opening and interesting. Engaging. Cool, fun and knowledgeable speaker. The speaker has a different way of talking about the topic. Pushed me to think of what motivates me. Given me insight about my passion and my desire. Got to think about what my passion is. Given the opportunity to remember why I joined Kythe. The topic. Enlightening. The speaker is very articulate about his ideas. Honest talk. The talk was able to bring me meaning. The speaker is good and funny. It made me realize things. Reflection of who we are and if we are truly passionate with being a Kyther. You really get to reevaluate what you do. Learned something I've never thought about before. Reevaluate my desires. Thought-provoking experience. Awesome! Very interactive. Everyone was game! It bonded the group and it made everyone realize his/her importance in the organizaiton. A lot of people came! Great bonding experience. Allows us to reflect on how valuable each one of us in Kythe. Simple but effective! Allowed me to interact with fellow Kythers whom I never met. Something different. Group dynamics! Interesting. Fun doing tasks with my co-Kythers. I was able to run around ADMU. Fun amazing race! The activity was able to bring out what it wanted to.
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May exercise! It involved interaction with other Kythe members. Masaya! A nice way to show the theme in a very practical way. Well-prepared. Able to encourage cooperation between the members. This project/activity/event would have been more successful if Started on time/not rushed (may LT kasi after) It's great as it is. Aircon! Hindi tayo pinaalis nung manong. More people came. It had a bigger room. Started on time. More venues. A lot more people came. There are "sharing" groups. Aircon. More structured talk More time. The microphone was louder. The room was utilized to its maximum capacity, I didn't arrive late. The speaker gave prizes. There is a GD. There's food. It happened again. It had interactive activites. Better time management. Better time allotment for the activities/tasks. Nearer places More time. Told us that we were to run around. There were snacks. More groups! Smaller groups. Less people. There was a mic. More people came, the more the merrier. Aircon. We finished it. There were a lot more people who came. The pace was a little faster. I came early.
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My most significant learning in this project/activity/event is Learning that though I may be different, I'm part of something big. I need to be pro-active for real. I am me. Self-awareness Freebies! Everything I do for the org is still important no matter how small it is. Cooperation, Initiative & Teamwork. Know what your passion is and go for it. Where true passion lies. How to be self-aware. What is passion and why I am in Kythe. We have to be true to ourself in order to know what our passion in life really is. Passion is not only desire but requires also excellence. Christmas can be about others. Kung ano ang maibibigay sa ibang mga nangangailangan. The difference of Christmas wishes of myself and Kythe kids. How to source energy and positivity. To pursue your desire with an aim for excellence as well. To reassess your own "fire" and ses what you're meant to do. Gaining a deeper understanding of my role as a Kyther to the kids Importance of maintaining my own fire and passion for the kids. Kythe is not supposed to be life-giving to you but rather life-giving to them. Passion can be given and received. Taking time to realize my desire. I need to pour in more effort to make the children see and feel the light in me. Know your fire. It's not enough to just be there, but that you have to be able to share something while visiting the kids. You have to shine. You have to show yourself in order to really give to others. "Kailangan mo ng strong fire na kayang sumunog ng isang bahay." Kythe also means to "shine" Kilalanin at tanggapin ang sarli kahit na walang Kythe sa equation. The fire on energy we get are like legos which build our passion. If you are not passionate, your fire burns out. You should know yourself. Libog na libog ka dapat. Learning how to "Kythe" brightly for the kids. I am in the right org. :-) I need to know more about my passion and what drives my actions. Go for what you want. Kung hindi fit, sayang. You can't get energy from the cancer kids. Excellence can be trained but passion can't be fully trained. Kailangan may pinanggagalingan yung passion mo. Amazing Race Each one has his own strengths and capabilities. Individuality is important.
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Importance of individual contribution in a team. To share what you know. Important to work as a group. Meeting new people. It is important to acknowledge one's individuality in Kythe. Evern only one's presence is important to the kids. Even simple actions help a lot. Getting to know more Kythers. Don't be shy. Share your talents and have fun. Coming together as a group and doing tasks. It's easier to do work as a team. Bonding/getting to know people is the best. Work seperately but together. "Walang hiyaan dito" To be game always. Everyone is important. Kythe is fun. The processing. I am a valuable Kyther. Give chances to others. We don't need to compete with others, rather just do our best in what we do. By contributing little things we can achieve bigger things. We all have a duty and we must do our own part. Recognizing personal skills/talents and using it to help the group. Contribution of each person has a major effect. The object that symbolizes me. Learning myself better My strengths and weakness don't define me. They're mine. Discovery of myself. Value of myself as a whole (positive and negative) Other comments: Fun! Good job, Formations! Ang daming tao! Processing session would have been more fruitful if we were able to do it our groups. Thank you, Kythe! Sir Jope has this way of touching people. Good speaker! Super enriching. Heavy siya, pero worthwhile! Daming nagawa in the 1++ hour! Good food, super dami!
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APPENDIX H:
Kythe-Ateneo S.Y.2010-2011 Reflection Session #4: The ultimate Christmas gift December 14, 2011 Wednesday 4:30-6pm K202 Program Flow
4:30-4:40 4:40-4:45 4:45-4:50 4:50-4:55 4:55-5:00 5:00-5:08 5:08-5:30 5:30-5:40 5:40-5:50 Waiting Time Prayer and Opening Remarks Group Dynamics Message from the Project Heads Video/Slideshow Recognition of Core Members Activity Processing Closing Remarks and Evaluation
I.
Activity Each member will be given Christmas tree cut-outs. First, ask them to reminisce about their Christmas childhood days. Ask them to remember the things they wished for back then, and tell them write down the list on their Christmas tree. Start with material things, followed by immaterial things. After they are done with their list, ask them now to remember a Kythe kid. This may be any Kythe kid they know, they have interacted with, they have become an ate or kuya to, or perhaps any Kythe kid image would do. Tell them to put themselves in the kids position, and ask them to think about the possible Christmas wishes this Kythe kid may be wanting for Christmas. Let them write the list at the back part of their Christmas tree. Again, they may start with material things, and immaterial things. II. Processing and Group Sharing Members will be divided into groups and each group will be assisted by a facilitator. Each member will be asked to share what he or she wrote on his or her list and explain why those things were included. Facilitators may ask the following questions along the way: How was the activity? Was it easy/ difficult to list down your wishes back when you were a kid? How about listing down the wishes of your Kythe kid? Taking both lists into comparison, what are the similarities and differences that you can see from the two lists? In terms of immaterial things, do you think you are capable of giving them (or have you given them)? What will probably be a hindrance for the kid not getting those things? As a Kythe volunteer, how would you be able to overcome those hindrances? III. Activity Synthesis Remember that we are not much different from the Kythe kids. Before we were adults we were all kidswe loved and hated the same things. Always your hearts like a kid and keep holding on to that childhood Christmas feeling. Do not be afraid of anticipating the good things. The spirit of giving to others does not just end during Christmas. You can make everyday feel like Christmas.
Let us not easily put away those gestures and actions until Christmas arrives again the next year. We are limitless in terms of what we can give. It is not the material things that stay but it is the feeling that matters the most. When you give, make it meaningful. Do not just give for the sake of giving. Remember the reasons you gave earlier and always ground yourself to your motivation of giving.
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Kythe YES Report 2011-2012

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Kythe YES Report 2011-2012

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YEAR-END STATUS (YES) REPORT Academic Year 2011-2012

This is the world of Kythe. This is our life.

Figure 1 Triangular Framework

d. Project Outcomes Date Implemented

Effort/Project/Activity Assorted: Kythe Bazaar

January 10-14, 2011

January 28, 2011

January 31 February 5, 2011

January 31 February 4, 2011

January 31 February 4, 2011

February 14, 2011

- Leadership Formation through Organization Development -

March 1, 2011 March 2, 2011 March 24, 2011

EB Meeting EB-EB Meeting EB-MB Meeting

April 20, 2011 April 27-May 25, 2011

EB Meeting Kyvigan, Core Team and Talent Pool Recruitment

April 30, 2011 May 23, 2011

May 25, 2011

First Semester Kyvigan Assembly and Training

Planning and Formation Seminar

May 30 - July 31, 2011

First Semester Pre-Visit Period

June 17, 2011 June 18, 2011

First Semester Kyvigan Assembly and Training EB Meeting

June 20, 2011

June 27-July 1, 2011

Recruitment Week 2011

Launching of Kythe Tumblr site and Kythe Magazine

July 5-9 and 11, 2011

July 15, 2011

July 18, 2011

Project Management Seminar (PMS) Series 1

July 21, 2011

July 22, 2011

First General Assembly

July 23, 2011

July 29, 2011

Project Management Seminar (PMS) Series 2

July 29, 2011

Thank God Its Kythe Friday 1

July 30, 2011

Celebrate Life Party 1

August-September 2011; November 2011-February 2012

August 6-27, 2011

August 12, 2011 August 12, 2011

August 15, 2011

I AM HOPE Campaign: The Spectrum First General Assembly EB Meeting

August 19, 2011

August 20, 2011

Celebrate Life Party 2

August 22, 2011

August 26, 2011

August 31, 2011

Creation of Documentation and Publication Pool

September 5-9, 2011

Kythe Bake Sale

Thank God Its Kythe Friday 4

September 12, 2011

September 14, 2011

September 17-18, 2011

September 19, 2011

Advocacy Departments First Team-building Session

September 24, 2011