Embedded Files
The Secretariat Committee is in charge of most of the clerical work of the project, including taking minutes during project meetings, creating registration forms for participants, and creating the needed certificates to be handed to participants, speakers, and other external parties. As such, here are some of the major deliverables assigned to the Secretariat Committee during AMS events.
Table of Contents
Table of Contents
🤓 Minutes of the Meeting
🤓 Minutes of the Meeting
The Secretariat Committee is tasked to do the minutes of the meeting throughout the planning phase of the project. These minutes serve as a reference for the entire core team if ever they need to revisit a topic discussed during the meeting.
Ensure that the minutes are easily accessible. Upload them in the project's Google Drive and the team's announcement channel in Telegram or Messenger.
Access the Minutes Template. This template already outlines the key sections that should be included.
Save the file with the file name YYYY_MM_DD Agenda. Ex: 2026_03_14 Onboarding and Initial Deliverables
Make sure to upload the minutes in the project drive at most 24 hours after the meeting. After this, you may send the link to the file in your respective communication platform.
✍️ Registration Form
✍️ Registration Form
Registration forms help determine who plans to attend the event, while attendance forms track who actually joins. Google Forms are commonly used due to their ease of access and management.
Make sure to include all important fields for the participants to fill up. This includes details like Name, ID Number, Email, and other details needed by the core team. Make sure to include response validation.
Consider the length and ease of the registration process. It is better to have a short registration form if possible to minimize any confusion for both core team members and participants.
For events with external participants, go to the section below regarding Campus Entry to identify further details required from the guests.
📩 Email Writing
📩 Email Writing
Depending on the project, the Secretariat core may be involved in writing and sending formal letters to external parties like schools, speakers, etc. The following are some guidelines when creating the letter:
Letterheads: Make sure to use the AMS Letterheads.
Formatting: Make sure the letter is formatted properly.
Font: Use a readable font such as Cambria, Garamond, or Source Sans Pro.
Content: Be clear and concise. Ideally, it must fit in one page. Emphasize important details in bold.
Once the letter is drafted, make sure to have it checked by your project heads and overseeing Department and Office Heads. For letters addressed to professors from the Math Department, it might also be helpful to ask for Sir Errol's (egarcia@ateneo.edu) comments. Moreover, make sure to have the letter approved to all signatories.
📨 Email Blasts
📨 Email Blasts
Make sure to read the Email Etiquette Guide. Always use your official AMS email signature when sending messages to ensure professionalism and consistency in all communications.
Using AMS' Official Email
Using AMS' Official Email
Email blasts are a formal way to reach AMS members, partners, or participants through our official emails. Use this to send announcements, invitations, or reminders. Make sure your message is complete, clear, and submitted at least one working day in advance for approval and scheduling.
❓Inquiry Handling
❓Inquiry Handling
As secretariats are in charge of monitoring registration, it is common that inquires will come in regarding registration processes and eligibility from interested participants, especially if the event involves outside guests. Secretariats will handle these inquires with the supervision and approval of the project heads and overseeing ExeCom to the response to the inquiry. For projects with their own specific Facebook Page, kindly ask your Project Head and overseeing ExeCom if you can have access to this page as inquiries may also be handled there.
⏰ Timeliness
Respond within 12 hours during peak project weeks (e.g., registration, event day, feedback period).
If unsure of the answer, acknowledge receipt and assure a follow-up:
"Hi! Thanks for reaching out. We’re confirming this with the rest of the team and will get back to you ASAP!"
Avoid ghosting. Even basic inquiries deserve a courteous reply.
Avoid replying late at night unless urgent. Respect boundaries.
🧭 Tone and Language
Be clear, concise, and courteous.
Use friendly but professional language.
Avoid slang or overly casual language unless it aligns with the project’s branding or identity.
Examples:
✅ “Hi! Thank you for your interest in Mathventure! Registration will open on October 10, and you’ll be able to sign up through our FB page at fb.com/mathventure. Let us know if you need help!”
❌ “Pacheck nalang po sa page hehe”
📝 Auto-Replies and Content
Set-up Inbox Automations. You may refer to this guide.
Do not guess. If unsure about a detail (e.g., deadline, eligibility), check first with your Project Head or the core team's point person through Telegram.
Avoid stating anything that isn’t finalized.
🔗 Linking a URL to the AMS Domain
🔗 Linking a URL to the AMS Domain
To embed a custom link under the AMS domain (e.g., link.ateneomathsociety.org/slug-here), please inform your overseeing ExeCom member.
When to use:
Use this for official materials such as registration forms, event primers, resource kits or participant guides, and feedback or evaluation forms.
Guidelines for use:
Be concise: Use short, recognizable terms or abbreviations (e.g., SIP for Sipnayan, MV for MathVenture).
Be descriptive: Reflect the purpose or content of the link (e.g., RegistrationForm, Primer, Kit).
Include the school year: To avoid confusion with other project editions, always include the academic year or event cycle (e.g., 2526 for SY 2025–2026).
Examples of slugs:
SIPRegistrationForm25 , MVPrimer25 , AMSPHAppsKit2526
🎓 Certificate Templates
🎓 Certificate Templates
Certificates are given for formal recognition of participants, speakers, and other event-goers. There are three main certificate types, each serving a specific purpose:
Certificate of Participation: for general event goers, contest participants, seminar participants
Certificate of Recognition: for competition winners, outstanding event performers
Certificate of Appreciation: for guest speakers or panelists, for partner organizations or sponsors, coaches, and judges
🏫 Campus Entry of External Speakers/Participants
🏫 Campus Entry of External Speakers/Participants
To grant easier campus access for external event-goers (those not affiliated with Ateneo), kindly coordinate with CSMO (Campus Safety and Mobility Office). The following must be done at least five (5) working days before the event.
Here are the guidelines:
Prepare a Google Sheet with the following information. Indicate the following in the sheet:
Name of Project/Event:
Date:
Time of Event:
Venue of Event:
Vehicle Details: (Plate Number, Color, Make and Model)
Number of visitors:
Name of Visitors:
Ask for endorsement for the GSheet from the AMS Moderator (Sir Errol Garcia, egarcia@ateneo.edu).
Forward the email with the endorsement to csmo@ateneo.edu. Keep Sir Errol in the email recipients. Making sure to include the following details and files:
Name of event, venue, date, time, point person and contact number
Approved Project Proposal Form (PPF)
Wait for the approval from CSMO.
Notes:
Parking may be requested from the CSMO (particularly in Gonzaga). Email them at least seven (7) working days before the event to request parking.
For events with multiple days, it would be best to create 1 tab per day in the same google sheet. Bump the email thread at least 2 days before each day of the event to let CSMO remember and acknowledge
You may submit the sheets early and continually update the list until the day of project implementation.
For projects/ events with less than 30 visitors, CSMO will only provide them Visitors pass.
A sample has been provided below
📃 Evaluation Forms
📃 Evaluation Forms
The Internals Office provides ready-made evaluation form templates for both event attendees and guest speakers. To access these, coordinate with the Internals Associate assigned to your project.
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