Appendix J

I. STATEMENT OF POLICY

It is the policy of the Ateneo de Naga University to constantly promote the well-being and integral formation of the members of its community, particularly the students. 

Toward this end, the University manifests its support to student organizations or associations as an integral part of college life for every student. Student Organizations provide not only opportunities for extra-curricular involvement and thereby act as a balancing mechanism for the students’ academic life, but work as a support system as well for students’ scholastic endeavors. They also serve the students’ need to belong and their desire to interact with peers. Thus, the University supports initiatives to create, maintain and develop student organizations. It recognizes student organizations that facilitate the adjustment and adaptation of Ateneans to life in college and at the same time promote human dignity, freedom and solidarity.

 The University adopts this system of Recognizing/Accrediting Student Organizations which aims:

 1. To inspire the students toward optimal levels of self-actualization as learners in this Catholic, Jesuit and Filipino University; 

2. To establish the system through which legitimacy of student organizations could be officially recognized/accredited by the University; 

3. To provide a mechanism where opportunities for leadership, Ignatian formation, personal and professional training and development of students could be facilitated and promoted by the University.

II. STUDENT ORGANIZATIONS AND MODERATORS

 A. The Nature and Role of Student Organizations in the Formation of the Atenean

 Student Organizations as Formative Structures. The University recognizes student organizations as the second formal formative structure next to the core and specialized curriculum. Student organizations help perform the critical role of developing in the Atenean the characteristics of the profile of the graduate. The fundamental nature of student organizations requires them to support the academic endeavors of students as well as foster and advance scholastic achievement among its student members. Student organizations create and maintain academic-oriented learning structures and processes. They likewise undertake or participate in activities that encourage and nurture the competence of the Atenean in his/her chosen field of specialization. Moreover, they provide the students with opportunities for pursuing their creative inclinations, discovering their latent talent, and animating the Atenean spirit in them. Socializing with his/her peers, the Atenean learns to appreciate the diversity and uniqueness of individuals and, in communion with others, define his/her authentic self. By journeying together, the Atenean searches for and finds the meaning of life in God.

Students Organizations as Instrument for Engaging the World. Of equal importance is the fact that student organizations are in essence instruments for communal engagement in the world. Student organizations proactively respond to contemporary social issues and dilemmas through rational dialogue, academic discourse, and discerned communal action. In engaging themselves in the world, student organizations utilize the manifold perspectives, knowledge, and technologies of various academic fields facilitate the movement towards synergy in the community, tap the creative capacities of persons, and gain from the wisdom of human experience. By involving themselves in the world, student organizations afford their members the opportunity to exercise moral judgment, practice ethical decision-making and manifest Christian virtues through solidarity with the poor. By actively participating in the world, the Atenean ultimately finds truth, advances justice and attains authentic human freedom.

 B. The Nature and Role of Moderators

 The Moderator as Role Model. The Moderator is an example of a person for others who, living up to the ideal of the magis, responds altruistically to the call of service through student organizations. As a staff or faculty member, the moderator is competent in his/her primary job and believes that there is much more that can be done in strengthening the University as an academic institution as well as in building a more just and humane society. 

Thus, he/she desires to be a part of this through his/her contribution to the formation and education of students. He/She believes that personal and social transformation is possible through an expansion in the breadth and depth of the individual and collective consciousness, and in inspirited communal action.

The Moderator as Formator. The moderator is a pedagogue with the fundamental task of developing in the Atenean the four-fold characteristic of competence, conscience, compassionate commitment to change and Christ-centeredness. Through creative pedagogical interventions, moderators aim to co-create and evolve animated and responsive learning organizations characterized by a purposeful zeal to serve its members, the Ateneo community, society and God.

The Moderator as Guide and Mentor. The moderator is a servant-leader. He/She serves by leading in a manner those results in greater freedom, wisdom, psychological and spiritual well-being, autonomy, and responsibility for the Atenean. His/Her leadership inspires and intensifies the desire in students to actively seek and serve the less privileged. The moderator listens with empathy and compassion; he/she shares in the pains, problems, and joys of individual students and those of the group. The moderator aids in individual and group decision-making by nurturing awareness and the acceptance of realities. Moreover, moderators facilitate learning from past experiences, understanding of current realities, and the foreseeing of consequences of decisions made.

The Moderator as Facilitator. The moderator is a facilitator of individual and organizational growth and development. Primarily working with the leaders of student organizations, the moderator helps clarify with the group the organization’s purpose, aims and values. He/She ensures that the leaders and members understand, accept, share in, and strive for the achievement of the organizations’ mission-vision. Working together with the leaders and members, the moderators assist in defining the organization’s values so as to develop and maintain a culture that furthers the attainment of the organization’s purpose and aims.

Learning organizations are characterized by sense of community. Thus, the moderator facilitates growth in the student’s awareness of and appreciation of oneself and others through the building of teams. Similarly, he/she stimulates greater consciousness and an in-depth exploration of the social milieu within which the organization elicits, advocates, and encourages proactive responses. 

The moderator, through highly participative learning processes, aids the leaders of the organization to identify and discern appropriate courses of action, establish structures and systems for the implementation of decisions, mobilize necessary human and material resources, and evaluate the outcomes of their efforts.

The Moderator as Mediator. The moderator is a mediator between the student organization and the administration. By the integrating himself/herself in the life of the organization, he/she familiarize himself/herself with the, concerns of the students and liaise with the administration on these concerns. The moderator also manages conflict among members when these arise. As the administration’s representative, he/she ensures the well being and safety of the students in the conduct of organizational activities.

III. DISTINCTION BETWEEN RECOGNITION AND ACCREDITATION OF STUDENT ORGANIZATIONS AND THE PRIVILEGES ATTACHED THERETO

 Recognition precedes accreditation. It refers to the act of the University of giving formal and legitimate existence and/or operation of a student organization that has been created, founded or organized within the University for various purposes that serve the students’ desire to organize or form associations and which may or may not significantly advance the university’s formative, educational and social goals. When appropriate, the university may also recognize those other student organizations that are founded from outside the university. Recognition, therefore, gives the student organization the privilege to operate and/or conduct activities inside or outside the university and enjoy the benefits and privileges attached thereto, as follows: 

a) participation in the IFP projects and other school activities, with or without fees such Ateneo Workshop on Ignatian Leadership for Life (Ateneo WILL); experiences on the Spiritual Exercises like Silent Retreat or 5-day or 8-day Directed Retreats; Youth Camp; Skills Building Workshops and Seminars; etc;

 b) use of university facilities with or without fees, according to policy;

 c) collection of membership dues, and;

 d) sanctioning by OSA of on-campus and off-campus activities.

Recognition is enjoyed only for a period of one (1) year, after which the organizations will have to re-apply for recognition, if desired.

Accreditation, on the other hand, is a status granted by the University to student organizations that have demonstrated outstanding performance and organizational commitment to promote among its members and through its activities inside and outside the university the growth of the Atenean in the characteristic of the profile of the university graduate.

Like recognition, accreditation gives the student organization the privilege to operate and/or conduct activities inside or outside the university. However, for accredited organizations, other than the benefits and privileges enjoyed by recognized organizations, in addition, they may enjoy the following other privileges, subject to certain procedures: 

a) office space, subject to availability of facilities;

 b) participation in the IFP projects and activities for free such Ateneo Workshop on Ignatian Leadership for Life (A-WILL); experiences on the Spiritual Exercises like Silent Retreat or 5-day or 8-day Directed Retreats; Youth Camp; Skills Building Workshops and Seminars; etc;

 c) use of university facilities and equipment for free; 

d) support for off-campus seminars or attendance to conferences or conventions or competitions; and, when appropriate, financial assistance for projects initiated for the benefit of a community or group of persons within or outside the university

Accreditation status is enjoyed for a period two years, after which the organizations will have to re-apply for accreditation, if desired. 

IV. GENERAL CLASSIFICATION OF STUDENT ORGANIZATIONS

 Guided by the provisions of Chapter 7, Code of Discipline, General Provision #15, of the Student Handbook on organizations or groups that are prohibited on campus, the student organizations that may be recognized or accredited in the Ateneo de Naga University are classified into either Co-Curricular or Extra-Curricular groups. These groups may further be categorized according to their nature or identity which, among others, may be in any of the following: 

 1. Academic – organizations whose purpose, programs and projects are essentially linked with and supportive of the educational aims of the specialized academic programs of the different colleges.

 2. Alliances – a permanent umbrella organization of related student-based organizations primarily concerned with advancing common formative, educational and social aims.

 3. Athletic – organizations whose purposes, programs and projects are concerned with advocating physical education and developing mastery of particular sports.

 4. Cultural – organizations whose purposes, programs and projects are primarily concerned with the development of the Bicolano and Filipino identity and character through artistic expression.

 5. Dormitory – organizations whose purposes, programs and projects primarily concerned with serving the needs of residents of campus dormitories.

 6. Environment – organizations whose purposes, programs and projects are primarily concerned with the enjoyment, protection, conservation, preservation, and sustainable management and development of natural resources, the environment and ecology.

7. Political – organizations whose purposes, programs and projects are primarily concerned with the maturation and participation in campus politics.

 8. Publication – organizations whose purposes, programs and projects are primarily concerned with research and the publication of the official student paper and other student-initiated publications.

 9. Religious – organizations whose purposes, programs and projects are primarily concerned with enhancing the spiritual and religious formation of students.

 10. Socio-Civic – organizations whose purposes, programs and projects are primarily concerned with delivering a specific service to society.

 11. Student Scholars – organizations whose membership is comprised by recipients of scholarships and whose purposes, programs and projects are primarily concerned with serving their needs.

 12. Varsitarian – organizations whose purposes, programs and projects are primarily concerned with strengthening relationships among students from a specific geographical area.

As a matter of procedure, the recognition of co-curricular organizations is automatic in nature as they are simply extension of the academic structure of the different academic departments/colleges.

V. CRITERIA FOR RECOGNIZING/ACCREDITING STUDENT ORGANIZATIONS

 The primary criteria for recognizing or accrediting a bona fide student organization are as follows:

 1. for purposes of recognition, with or without 1 year of informal operation in the campus as a student organization and for accreditation, at least 2 years of formal operation as a duly recognized organization in the campus;

 2. composition of at least twenty (20) members of the student population;

 3. manifest link, alignment or connection of its organizational purposes with the University’s formative, educational and social goals particularly those articulated in the Ignatian Formation Program;

 4. implementation of at least one project or activity annually that positively impacts on the formation and education of the general student population or responds to the needs of basic sector groups or local communities, when applicable;

 5. regular attendance and active participation of its leaders or members in the Ignatian Formation Program and Activities advocated by the University Formation Council and academic departments, when applicable;

6. generation and allocation of resources for programs, projects and activities that significantly advance the University’s formative, education and social goals, and;

7. for renewal of recognition, accomplishment of at least 4 calendared activities in a school year (or at least two in a semester) as submitted to OSA, and for accreditation, accomplishment of at least 6 calendared activities in a school year (or at least three in a semester) as submitted to OSA as a recognized organization.

VI. PROCEDURE AND REQUIREMENTS FOR RECOGNITION/ ACCREDITATION OF STUDENT ORGANIZATIONS

 1. Period and timetable:

 There will be a recognition/accreditation period during the year, normally scheduled from the Intersession to the second week of the first semester of school year. 

The timetable for the recognition/accreditation is as follows:

 2. Procedures

 The following are the steps or procedures to be followed in the recognition/accreditation of student organizations:

 1. Filing of the formal Application for Recognition/Accreditation at the Office of Student Affairs (OSA), which should be accompanied by all the required supporting documents as enumerated in the policy.

 2. Checking and Referral of Submitted documents in form and substance by OSA to the CGM.

 3. Assessment of the Application for Recognition/Accreditation by the CGM. Note: For accreditation, the assessment includes an added step before announcement of the decision on the application, a dialogue by the CGM with the officers of the applicant organization.

4. Formal Announcement of the Decision of the CGM on the Application by OSA and Issuance of Certificate of Recognition/Accreditation with specific period.

 5. Filing of Appeal on the Application for Recognition/Accreditation, when applicable. Then Appeal Process is followed as provided (see appeal process).

 3. Requirements

 3.1. The following are the requirements for recognition:

 For new organizations 

1. Letter of application for recognition

 2. Statement of Organizational Mission and Vision or Copy of Constitution and By-Laws which should include internal rules and guidelines of the organization on membership recruitment, admission, suspension and retention

 3. Proof of affiliation with mother organizations and/or network external to the University or other organizations similar in nature, if applicable

 4. List of officers and members, including student numbers

 5. Acceptance letter from the moderator

 6. Plan of activities for the school year that is compliant with the IFP framework and design.

 For organizations re-applying for recognition

 1. Letter of application for recognition

 2. Amendments to constitution and by-laws, if any

 3. Submission of amendments to previous organizational guidelines or additional organization guidelines, if any

 4. Proof of affiliation with mother organizations and/or network external to the University or other organizations similar in nature, if affiliation was previously non-existent

 5. Updated list, of officers and members, including student numbers

 6. Acceptance letter from the moderator

 7. Plan of activities for the school year that is compliant with the IFP framework and design.

 8. Minutes of regular meetings

 9. Accomplishment report for the previous school year (based on the evaluation of its programs)

 10. Proof of attendance of any three of its officers in the formation required for student leaders, as organized by the FSSOs/IFC.

 11. Audited financial report for the previous school year

3.2 The following are the requirements for accreditation and/or re-accreditation:

 1. Letter of application for accreditation;

2. Certification from OSA proving that the applicant-organization:

 a. is a duly recognized organization for at least two years, for accreditation, and is a duly accredited organization for at least two years, for re-accreditation;

 b. has fully complied with the basic documentary requirements as follows;

 b.1. Amendments to constitution and by-laws, if any

 b.2. Submission of amendments to previous organizational guidelines or additional organization guidelines, if any

 b.3. Proof of affiliation with mother organizations and/or  network external to the University or other organizations similar in nature, if affiliation was previously non-existent

 b.4. Updated list, of officers and members, including student numbers

 b.5. Acceptance letter from the moderator

 b.6. Minutes of meetings

 b.7. Proof of attendance of any three of its officers in the formation required for student leaders, as organized by the FSSOs/IFC/CGM

 b.8. Audited financial report for the previous school year

 3. Two-year accomplishment report of projects and activities carried out the organization explaining how it contributed to  the university mission and IFP Intents;

 4. Plan of activities for the school year that is compliant with the IFP framework and design;

 5. Moderator’s positive evaluation of the applicant organization; 

6. Endorsement from the OSA; and,

 7. Positive Assessment of the CGM on the Applicant Student Organization using the Instrument of Accreditation as shown in Appendix A1.

 VII. ADMINISTRATION OF THE SYSTEM OF RECOGNITION/ACCREDITATION

 1. The Formation Council, through its Chair, exercises final authority in the implementation of the policy on the recognition and accreditation of student organizations.

 2. The OSA Director shall be the office responsible for administering the system of recognizing/accrediting student organizations in the college, in collaboration with the Core Group of Moderators (CGM).

 3. The CGM, which is composed of seven (7) members appointed by the President and are selected from among the members of and by the Council of Moderators (CoM), shall be responsible for assessing and recommending the student organizations that shall be recognized and accredited in the college. The OSA Director shall be the ex-officio chairperson of the CGM. The SSG representative to the Formation Council will also sit as an ex-officio member in the CGM. Each of the five (5) members shall be appointed for a term of three (3) years, provided that the first one (1) shall serve for the full three (3) years, the next two (2) for two (2) years and the last two (2) for one (1) year. 

Subsequent appointments shall be for three (3) years. The President shall appoint a new member whenever there is vacancy for the unexpired term.

4. The Core Group of Moderators (CGM) shall have the following functions:

 a. To review and assess applications and recommend the student organizations that shall be given due recognition and accreditation;

 b. To endorse to OSA the (non) recognition or (non) accreditation of student organizations;

 c. Whenever appropriate, to assess the training needs of student leaders and organizations and/or moderators;

 d. To handle requests/appeal of any student organization following the procedures defined hereunder:

 1. Appeals are to be submitted by the concerned organization in writing to Executive Director for Mission and Identity (EDMI).

 2. Upon receipt of the appeal, the EDMI shall direct the CGM through the OSA Director to review the case.

 3. The CGM shall receive and act on the appeal within 30 days after receipt of appeal from the OSA Director, and then recommends for approval of the Formation Council through the EDMI.

 4. The EDMI communicates the decision of the Formation Council on the appeal to the concerned student organization, furnishing OSA and CGM a copy.

 e. To recommend to the President, through the Formation Council, the upgrading and/or revision in the system, when appropriate.

 5. The safekeeping and confidentiality of records shall be under the care of the Office of the Director of Student Affairs.

 VIII. TRANSITORY PROVISIONS

 1. The CGM shall re-assess recognized student organizations of S/Y 2007-2008 according to the norms/requirements for recognition earlier provided.

 2. All student organizations found to be under qualified (with one or two requirements missing or inorder) should be placed under the close supervision of OSA and should be given one year to satisfy the requirements, otherwise, all or any granted privilege would be deemed evoked. 

3. All student organizations found to be ready for accreditation should be advised to apply for accreditation and they would be assessed according to the norms/requirements for accreditation. 

4. The policy on moderatorship shall be reviewed with a view to strengthen both the structure for student formation and support for moderators. Instrument for Accreditation

The design of the instrument for evaluating the overall plans and performance of student organization applying for accreditation win consider the following factors:

1. Alignment of organizational purposes with those of the University

 • Conceptual link with the University Mission Statement

 • Conceptual and operational link with the Profile of the Graduate document

 • Conceptual and operational link with the University in the World document

 2. Responsive formation and education programs

 • Presence of structures, processes, or systems for the assessment of members’ needs

 • Presence of structures, processes, or systems for consultation with members for organizational, program and project planning and decision-making

 • Conduct of an assessment of members’ needs operation of the consultative mechanism for organizational, program and project planning and decision making

 • Type of formation and education projects (relational or formative and educational)

 • Number of projects undertaken

 • Number of beneficiaries targeted and served

 3. Responsive outreach projects

 • Presence of structures, processes, or systems for assessment of client needs

 • Conduct of assessment of client needs

 • Number of projects implemented

 • Number of beneficiaries targeted and served

 4. Degree of member participation in institutional formation and education activities 

• Number of activities participated in (for activities wherein participation is on an organizational basis)

 • Number of participating members (for activities wherein participation is on an individual basis and limits –for participation are set)

 • Percentage of members participating (for activities wherein participation is on an individual basis and no limits for participation are set)

 5. Effectiveness of project and activity planning and implementation

 • Percentage of accomplishment of planned projects