Sanggunian Cip 2012-2013

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SANGGUNIAN CODE OF INTERNAL PROCEDURES

Table of Contents
TITLE I II III IV V VI VII VIII NAME Name and Guiding Principles Membership for Central Board Meetings, Attendance, Minutes of the Meeting and Agenda Setting Voting Central Board Committees Legislative Procedure School Committee Representation and Recall Process Code of Conduct for Student Representatives to the Loyola Schools Committees IX Recognition of Sectoral Councils X Recognition of Sanggunian Departments XI Sanggunian Room and Behavior Use XII Correspondence XIII Offices of the Top 4 Officers XIV Penalties and Rewards XV Amendments XVI Transitory Provisions Appendixes PAGE 2 2 4 8 9 11 12 12 13 14 14 16 16 17 18 18

Sanggunian Code of Internal Procedures
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Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Code of Internal Procedures
PART 1: CENTRAL BOARD
Title I. Name and Guiding Principles
Section 1.
Name. These statutes shall be known as the "Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila Code of Internal Procedures." For brevity, these shall hereinafter be referred to as the "Sanggunian CIP." There are two sections to this CIP, one for the Central Board and another for the School Board. Declaration of Policy. Efficient and effective internal procedures and regulations are a necessity in order to ensure a Sanggunian that provides services, representation, and formation of the same caliber. The Sanggunian CIP, as part of the Sanggunian's By-Laws, is an official document that is to be used by the council in the proper handling and appreciation of its affairs. The provisions of the Sanggunian CIP are to be regarded by the members of the council as part and parcel of their duties as officers of the Sanggunian. The Secretary-General is called upon to implement this Code and to enforce the penalties for non-compliance prescribed under Title XIV.
Section 2.
Section 3. Section 4.
Title II. Membership of the Central Board
Section 5.
Composition. The Central Board ("The Board") is composed of the Sanggunian President, Vice-President, Secretary-General, Finance Officer, Central Board Representatives, and Sectoral Representatives from the Sectoral Councils. As a body, the Board is granted the powers enumerated in Article VII, Section 1 of the Sanggunian Constitution. Leave of Absence during the Regular Semesters. The Board's members may apply for a leave of absence (LOA), which may last for a minimum of 14 days and a maximum of thirty days per semester, but only of a total of forty-five days for the entire school year. This may be applied for through a formal letter addressed to the President of the Sanggunian through the Secretary- General who shall render his/her decision after two days. In the case that the absence is unforeseen, the member may file for LOA upon his/her return to office. The decision of the President can be appealed to the board through a formal letter and other supporting documents. Decisions may only be appealed once. This must be done within 5 school days after the decision has been made. The following cases will be considered in the approval of the application: a. Deteriorating health condition, operation or hospital confinement (with the confirmation of the representatives physician or doctor) b. Declining academic standing (i.e. when the grade of the representative is lower than the required yearly QPI), c. Death or deteriorating health condition of an immediate member of the family, d. The member files for his/her candidacy in the forthcoming Sanggunian elections. In this case, the member cannot send a proxy, and e. Other cases that the Central Board may decide to consider The Board member who applies for LOA must also present to the board through a formal letter his/her proxy during the duration of his leave. It is highly
Section 6.

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encouraged that the proxy must be chosen from the block/course representatives from his/her constituency. It is, however, a non-negotiable that the proxy must be part of the representatives constituency. Section 21 of this code shall be followed in filing for proxy. Upon approval of the LOA application, the Secretary-General is tasked, within two (2) school days, to inform through formal letter the affected constituency through its respective block/course representatives of the approval. An LOA format (Appendix A) shall be provided by the Secretary-General. The sectors and departments shall send only officially elected representatives of their sectors and departments in the event of their absences. The same process for informing the Board of the leave shall be applied.
Section 7.
Leave of Absence during the Summer Semester and Semestral Break. Members of the Sanggunian will have a mandated LOA for the summer semester May 23 to June 6, 2012. This would mean that there will be no required meetings for the members and at the same time no deliverables are expected from them. There will also be a maximum of 14 days of leave for the members during their semestral break. The date as to when this will happen will be decided upon by the board before the moratorium for the end of the first semester. Resignation. The Board's members may opt to resign from their posts, but must perform the following tasks: The officer must inform the Sanggunian and his/her constituents of his/her intention to resign two weeks prior to the date effective of his/her resignation. He/She must give a formal letter of resignation (both in hard and soft copy) indicating his/her reason for resignation addressed to the President and Secretary-General. This letter shall then be posted in the official Sanggunian bulletin board and other information portals. It shall also be disseminated by the SecretaryGeneral to all official student publications and the block/course representatives of the constituency affected. b. The Officer must turnover all the necessary documents and assets to his relevant unit or the highest-ranking officer, whichever is necessary. c. The Officer must provide proper transitioning and training to the affected unit for at least one month, or as stated by the orders of the President d. The Officer must coordinate with his unit regarding his/her resignation to provide an orderly transition, and if so required, to appoint an OIC. Appointment of OIC Central Board Representatives. In the event that a batch Central Board Representative seat is rendered permanently vacant (e.g. through impeachment, resignation, or lack of any duly elected officers through electoral exercise), the School Board of the batch and school concerned may appoint an officer-in-charge Central Board Representative from among the batchs elected block or course representatives. Eligibility for OIC Central Board Representative Positions. Only elected block and course representatives are eligible to be appointed as officer-incharge batch Central Board Representatives. In the event that no such elected representatives exist, the position shall be open to appointed block and course representative. Appointment Procedures for OIC Central Board Representatives. Appointment of an OIC Central Board Representative for a given batch block and course representatives and the School Board at large. The School Board shall then forward to the Central Board a letter of endorsement for the concerned representative. The Central Board shall deliberate and decide by Sanggunian Code of Internal Procedures a.
Section 8.
Section 9
Section 10.
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Section 11.
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majority vote whether to accept the endorsement of the School Board. If approved, the representative shall be appointed the officer-in-charge Central Board Representative for his or her batch or school, effective until the next Sanggunian Elections.
Section 12
Powers and Responsibilities of Officer-in-Charge Central Board Representatives. OIC Central Board Representatives shall be considered full members of the Central Board, save for their inability to vote. They shall be allowed to make motions, resolutions, and amendments, to serve in Central Board and School Committees, and to be recognized as OIC Central Board Representatives by the Sanggunian and by the student body.
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Title III. Meetings, Attendance, Minutes of the Meetings, and Agenda Setting
First Meeting and Organization of the Board. The Board shall officially meet and organize immediately after both their induction into office. Regular Meetings. Unless otherwise moved due to special circumstances and with the prior approval of a majority of its members, the Board shall meet every Friday of the week at 6:00 PM and venue agreed upon by its members for its regular first and second semester sessions. Regular meetings are not to be held during moratorium (applicable to graduating and non-graduating members of the board). Summer Session. There shall be at least four required meetings during the summer semester to be arranged by the Secretary-General with concurrence from the President. Members must be informed of the schedule of regular meetings during the summer semester a week before the semester begins. The first meeting shall be devoted to adopting a code of internal procedures for the year.
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Section 15.
Section 16.
Emergency Meetings. Emergency Meetings shall be held whenever deemed necessary by the President of the Sanggunian, or in the case of his/her unforeseen absence, by the highest ranking officer available. These meetings must be announced at least an hour before. All informed members available for the set time are required to attend the meeting. There will be a standardized mean by which the officers will be gathered by the Secretary-General. The School Board Chairpersons, or duly appointed representatives of the School Board or the Central Board, shall be required to attend the Central Board meetings. The School Board Chairpersons shall be given observer status during meetings. Meeting Decorum. The Board's members are expected to conduct themselves properly during meetings and to follow the following guidelines: a. b. c. d. e. f. Parliamentary Procedures (refer to the manual of parliamentary procedures) should be observed during The Board's Plenaries. The use of the terms here, here and shame will be said if applicable. All Board members, especially the presider, must observe the use of proper and decent language during meetings. Respect and attention should be accorded to anyone speaking. The presider should observe the time allotted for each item on the agenda. Each Board member should have with him/her writing material and the documents to be discussed during the meeting. Officers can only use laptops for note taking and data presentation to the board. If the officer is caught doing anything aside from
Section 17.
Section 18.
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these, the Secretary-General can punish the officer as reflected in Title XIV. Mobile phones should be put on silent mode.
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g.
Section 19.
Absences. Every member of the Board is allowed a cumulative number of three (3) unexcused absences per semester before being subject to investigation for impeachment. This would encompass the summer semester, the first semester, and the second semester of this school year. Reasons for absences will be considered excused or unexcused under the discretion of the SecretaryGeneral. The following reasons for absence shall be considered excused: a. a. b. c. d. Required curricular activities (i.e. the officer is required to attend a talk and has class on the time of the said meeting; this does not include preparation for an exam the day after), Sanggunian-related activities, Deteriorating health condition of the representative (with the confirmation of the representatives physician or doctor) or of a first-degree relative, Official representation to an external function, and, Other cases that the Central Board may decide to consider.
For emergency meetings, members who planned academic-related activities prior to the announcement of the meeting or were not informed are excused. Any member whose arrival is at any point during the emergency meeting would be recorded present. Absences from required meetings (meetings of the Board) shall be recorded against members. An absence to a meeting constitutes one (1) cut. All members are highly encouraged to be present in ALL meetings. Every representative must sit-in for at least one hour and a half (90 minutes) for the attendance to be counted as present.
Section 20.
Tardiness. Any member who arrives after the roll call, which will happen at 6:05 PM of every regular meeting or the proportional time for meetings other than the regular meetings, shall be considered late for regular meetings and seminars. Only tardiness due to reasons stipulated in Section 19 of this code shall be excused. Tardiness during required meetings of the year shall be counted as one-half (1/2) of an unexcused absence.
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Section 21.
Early Departure. Early departure is the act of leaving thirty (30) minutes before the official end of meetings and seminars. Early departure constitutes one-half (1/2) of an unexcused absence if deemed unexcused. Only early departure due to reasons stipulated in Section 19 of this code shall be excused. Those who are absent from meetings, tardy for meetings, and leave meetings early are responsible for knowing what was discussed during the meeting. They are required to secure a soft copy of the minutes of the meeting they missed from the Secretary-General. The EDTAF. Members who are absent from meetings, tardy for meetings, and leave meetings early are required to secure an Early Departure, Tardiness, and Absence Form (EDTAF) (Appendix B) from the Office of the Secretary-General. For absences due to previously scheduled activities considered excused following Section 19 of this code, this form must be submitted in soft copy to the Office of the Secretary-General not later than twenty-four (24) hours before
Section 22.
Section 23.

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the meeting. For absences due to unforeseen circumstances, this form must be submitted in soft copy via electronic mail no later than two (2) school days after the officers return. Failure to meet these deadlines will automatically designate these absences as unexcused.
Section 24.
Special Cases and Exceptions. The Board may consider certain special cases in determining the validity of excuses for absence, tardiness, and early departure. The member must, however, present his or her excuse to the board/body concerned through a formal letter and other supporting documents. Decisions may only be appealed once. This must be done within 5 school days after the decision has been made. Proxy. A proxy may represent the absent officer provided that the officer involved informs the Secretary-General at least twenty-four (24) hours before the particular meeting. A Certificate of Proxy (COP) form (Appendix C) may be procured from the Secretary-General. A proxy can only be valid if it is an excused absence. If for instance a certificate of proxy could not be submitted beforehand, it is imperative to inform the Secretary-General (even informally) that the officer will send a proxy following the time allowance given above. It is under the discretion of the officer who the proxy will be as long as the person is officially elected in office. For special cases, wherein the validity of the absence is undetermined (no supporting documents) the proxy will be given deliberating rights but not voting power. This also assumes that the attendance record of the proxy will be added to that of the officer he/she is the proxy for. The same amount of cuts stipulated in Section 19 will apply.
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Section 25.
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Section 26.
The Secretary-General will remind each member of the Board of the number of cuts he/she has incurred by posting an Attendance Chart on the board in the Sanggunian Room as well as on the board on the Sanggunian website and egroup at the end of the month. The Student Judicial Court prosecutors shall also be furnished a copy of attendance records at the end of the month. The Secretary-General will have to deliver the attendance chart, the flow of activities for the year, and the calendaring after the formation seminar of the Sanggunian.
Section 27.
Minutes of the Meeting. The Secretary-General together with his/her deputies is tasked to prepare the minutes of all the meetings of the Board. He/she is required to transmit a soft copy of the draft of the minutes to the e-group of the core officers in a maximum of 4 days after the meeting. All members of the Board will then vote on the next central board meeting whether or not the drafted minutes will be approved. This will happen in the first 5 minutes of the meeting as the rest of the board are updated of what the last meeting was all about. Upon approval, the Secretary- General is tasked to post a copy of the condensed version of the approved minutes on the official Sanggunian Bulletin Board and other information portals within one day after its approval. The complete version in soft copy of the minutes will be saved in PDF file and then uploaded in the e- group. All minutes will then be saved on a USB Hard drive and then given to the next Secretary-General by the end of his/her term. A hard copy of all the minutes shall be kept at the Sanggunian Room. The School Board Chairpersons, or duly appointed representatives of the School Board or the Central Board, shall be required to attend the Central Board meetings. The School Board Chairpersons shall be given observer status during meetings.
Section 28.

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Section 29.
Agenda-Setting Procedures. Agenda to be included in the weekly Central Board meeting will be collected by the Secretary-General during the weekend after the regular board meeting. The committee chairpersons, top officers of units, and representatives to external committees1 will have to send via electronic mail to the Secretary-General the general directions for the meeting and a written report of the issue to be discussed following the CB Reporting Format which can be found in Section 31, including the time allotment and materials needed for the discussion. On the Monday after that weekend, the Top 4 officers will then deliberate and approve the proposed agenda that will then be posted in the Sanggu groups for other comments, and/or additional agenda that the board may wish to add. Additional agenda after the pre-final approved agenda may be added only until 6:00 PM, Wednesday of that week. Any other agenda after the said deadline shall be tackled in the following CB Meeting, unless deemed by the Top 4 as an immediate concern/issue. Special announcements or additional points that are not initially part of the agenda will only be entertained after all the agenda are discussed and before the meeting is adjourned or if there is a call for recess. This is still subject to the approval of the presider.
Section 30.
Any speech or motion that will be made by the board representatives should represent the school and batch to which they are part of. This then constitutes that the school chairs, upon attendance to a central board meeting, will only have observer status. CB Reporting Format. All reporting which will be done during committee meetings shall follow the Central Board Report Framework (Appendix D). It should be noted here as well that the group who will be presenting a particular agenda is required to have a decision regarding the issue they want the Board to tackle. Discussions with respect to an issue may only be done only for the sole purpose of delegating it to a particular committee in the Board. The Committee is then given a maximum of two (2) weeks to present an updated report and a decision point for the Board.
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Section 31.
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Section 32.
Privileged Speech. Officers can make a privileged speech that will be part of the agenda for the meeting when it will be held. The speech to be made here will not be representative of the school or the batch to which he/she is part of. A maximum of ten (10) minutes will be allotted. Same provisions mentioned in Section 29 will apply. Each of the central board representatives will have the chance to make a privileged speech of their own. They will be selected by the Top 4 officers if they deem it necessary. The officer will be informed two (2) days before the meeting.
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1 For CB Committees, Departments , Sectors and Batch Coordinating Assemblies, the highestranking officer will be the ones to inform the Secretary-General for agenda-inclusion. For School Board agenda, the Chairperson and Secretary-Treasurers will be the ones to inform the SecretaryGeneral. Officers who are official representatives in School Committees, or external committees (e.g. OrSem), will be the ones to present their agenda to the Secretary-General.
Individual Board members are allowed to ask for inclusion in the agenda in cases of wanting to make a privileged speech, and other similar cases.
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Section 33.
All regular Board meetings except those designated by the President as closeddoor are open to all members of the Sanggunian as defined in Article I of the Constitution of the Sanggunian. The Secretary-General shall post a notice if the regular meeting is closed-door. The Office of Student Activities is given an observer status in the meetings of the Central Board. All other parties that wish to observe Central Board meetings must inform in formal writing the SecretaryGeneral 2 school days before the scheduled meeting. The President shall decide whether to allow such parties to observe the meetings.
Title IV. Voting
Section 34.
Voting Power. Each member of the Board has a voting officer. He/She has only one vote. The presider, however, cannot vote for the basic reason that he/she must remain unbiased as the arbiter. For Sanggunian seminars and meetings, a proxy has the same rights as the one being represented, unless otherwise specified in the COP form. Votes taken are official, provided twothirds (2/3) of the members participate, regardless of the manner of how it was taken, in all meetings. A voting record for course of action or resolutions shall be included in the official minutes of all regular meetings where an official vote is taken. Names of those who voted for a particular decision will be noted down when it is a major decision or if the presider deems it necessary. Presider of Meetings. As mandated by the Constitution, the President shall be the presider of all regular meetings of the Board. Following parliamentary procedures, the Board may decide to assign other officers to preside over the meeting to allow the current presider to freely join the discussions and deliberations. However, the President shall automatically take the presiders role during voting and shall thus not be allowed to vote except to break ties. Presidents Veto Power. The Presidents veto may be overturned by at least a two-thirds (2/3) vote of the Board's members. The president may no longer veto the overturning action. Presidents Mandate. The President may mandate a certain course of action for the Sanggunian. The affected body may veto this mandate by at least a twothirds (2/3) vote. The president may not overturn this disapproval with his or her veto. Quorum. The quorum is declared by the physical presence of at least half plus one (50%+1) of the Board's members excluding those who are on Leave of Absence, and those that officially act as representative of the Council to any Sanggunian-related meetings and business. The Secretary- General shall begin with roll call at 6:05 PM during regular meetings regardless if quorum is reached. The quorum includes the Sectors (COA and ARSA). Decisions. Unless deemed otherwise by the presider, a simple majority vote may suffice to pass any ordinary measure. Decisions on major policies have to be passed by at least 2/3 of those who voted. If conflicting ideas exist on whether a certain measure is a major policy or an ordinary measure, the parliamentarian of the Committee on Rules will be the one to recommend the nature of the policy, to be confirmed by the presider. Abstentions and Inhibitions. There will be no abstention allowed. Inhibitions will be allowed in cases where there will be a conflict of interest for the representative with respect to the decision, stand, or call to action to be made. Voting Procedures. The Sanggunian may adopt any of the following forms of voting: a. Show of hands,

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Section 35.
Section 36.

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Section 37.
Section 38.
Section 39.
Section 40.
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Section 41.

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b. Secret ballot, c. General consent, d. Electronic voting, e. Via Viva voce (the use of aye and nay) and f. Other forms the Board may deem appropriate
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Title V. Central Board Committee
Section 42.
Committee Duties and Responsibilities. To facilitate efficient and expedient discussion and action on issues, the Board shall be divided into various standing committees grouped based on issue areas. Committees shall study and act upon all measures referred to them and recommend for the approval of the Board those that, in their judgment, advance the interests and promote the welfare and formation of the student body. Committee actions may include but are not limited to: a. Drafting of Sanggunian Resolutions calling for action on relevant issues. b. Drafting of Sanggunian Stands or Statements expressing the Ateneo Student Bodys position on relevant issues. c. Communicating student concerns to proper authorities for prompt consideration and action. d. Formulating programs and projects in response to relevant issues that would then be passed on to the School Boards; and e. Any other action deemed necessary by the standing committee or the Plenary.

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A committee is given a maximum of two (2) school weeks to act on an issue remanded to it, unless otherwise extended by the Board. Central Board Committees. The following standing and auxiliary committees of the Board are hereby created: The Committee on Academic Affairs (CAA) This standing committee will handle all policy initiatives related to the academic life of students in the Loyola Schools. These include but are not limited to issues on academic standards, curriculum review, facilities and services that directly affect instruction and student rights issues related to academics. b. The Committee on Extracurricular Affairs (CEA) This standing committee will handle all policy initiatives related to the extracurricular life of students in the Loyola Schools. These include but are not limited to issues of student activities, athletics, community life at the dormitories, unaccredited organizations and other student groups and student rights issues related to extracurricular activities. c. The Committee on Administrative Services (CAS) This standing committee will handle all policy initiatives related to administrative services of the University to the students of the Loyola Schools. These include but are not limited to general facilities, parking, traffic, food, safety and student rights issues related to administrative services. d. The Committee on Formation Services (CFS) This standing committee will handle all policy initiatives related to formation services of the University to the students of the Loyola Schools. These include but are not limited to the Integrated Non-Academic Formation program, guidance and counseling program and job placement program, and student rights concerns related to formation a.

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services. The Committee on Ways and Means (CWM) This auxiliary committee will handle budget proposal processing prior to presentation to the plenary, coordinate allocation of grants, and provide recommendations and direction on fund raising activities. f. The Committee on Rules (CoR) This auxiliary committee will ensure proper implementation of the by-laws of the Sanggunian, which include the Constitution, CIP and Magna Carta. It will perform a continuous review of the CIP as the term progresses. The chairperson of this committee will serve as the parliamentarian of the Central Board and provide judgment on how to properly implement the by-laws in the legislative procedures of the Central Board. g. The Committee on Constitutional Review (CCR) This auxiliary committee will perform a reevaluation of the amendments approved by the previous Central Board and direct resources to educate the constituencies on these amendments to allow for successful ratification via plebiscite. h. The Committee on Socio-Political Affairs (CSPA) This auxiliary committee will be in charge of all policy initiatives related to local and national socio-political issues that concern the Ateneo Student Body. The committee will work closely with the Department of External Affairs in crafting stands, resolutions, and statements of the Central Board. e. All the committees of the Central Board should address the Key Result Areas (KRAs) to be provided. These committees shall be created or dissolved by the Central Board through ratified amendments to this code. Concerns involving social concern and external affiliations will be handled by the Department of External Affairs, while non-academic formation (INAF programs and possibly the Alternative Class Program) will be addressed by the Batch Coordinating Assembly (BCA) in cooperation with the Committee on Formation Services.
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look for labor, union, not just popular media issues: Hac Luisita
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Section 45.
Committee Membership. The members of the Board, except sectoral representatives, President, Vice President, Secretary General and Finance Officer, are to be appointed in at least one of the four standing committees and one of the three auxiliary committees. The Secretary-General shall be an ex officio member of the Committee on Rules. The Vice President shall be an ex officio member of the Committee on Constitutional Review. The Finance Officer shall be an ex officio member of the Committee on Ways and Means. Representatives of the Council of Organizations of the Ateneo (COA) and the Ateneo Resident- Students Association (ARSA) as duly recognized sectors will have the discretion of whether or not they want to join a committee. Committee Chairmanship. Each standing committee shall be headed by a chairperson elected by a majority vote in the Central Board. His/Her responsibilities include but are not limited to: a. Calling for and presiding over committee meetings whenever deemed necessary. b. Setting the agenda for committee meetings. c. Maintaining committee autonomy. d. Any other function the Board may direct. The Committee Chair is not mandated to report at weekly central board meetings, only when a decision, stand, or call to action has to be made.
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Section 46.
Section 47.
Section 48.
Committee Co-Chairperson. The co-chairperson is the second in-command in

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the committee and will assume the role of the chair when he/she is absent. His/Her responsibilities include but are not limited to: a. Check attendance of members. b. Submit monthly attendance reports, minutes, and other documents to the Secretary-General as soon as they are available. c. Any other function the Board may direct.
Section 49.
Committee Meetings. The CAA, CEA, CFS, and CAS are mandated to meet at least once (1) in two weeks.. It is expected that during the meeting, deliberations and delegation of tasks will be done by the committee. An output is expected in every meeting. For the CWM, CoR, CCR, and CSPA, meeting schedule will be held under the discretion of the Committee Chairperson. Committee Hearings are open to the student body. Resource persons, as well as members of the student body are invited to provide input on proposed committee actions.
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Title VI. Legislative Procedure
Section 50.
Call to Action. A committee may initiate investigations on a proposed action even before approval of the Board. Only fact-finding activities may be performed without the Boards consent. This is to expedite the decision making process. Committee Consideration. The committee concerned evaluates the issue to determine the necessity of conducting committee hearings through focus group discussions, representatives plenary and other means. If the Committee finds it necessary to conduct public hearings, it schedules the time and venue, issues public notices, and invites resource persons knowledgeable about the issue. Based on the result of the public hearings or committee discussions, the Committee may decide to draft a stand or resolution regarding the issue. If the committee decides to pursue other forms of action, it transmits a report to the Plenary presiding officer informing the Plenary of its plans which will then be executed by the School Boards. The Committee is given within two (2) weeks to submit a proposed plan of action to the Board.
Section 51.

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Section 52.
Approval of action. The Committee shall present the proposed plan of action to the Board. There shall be an allotted time for discussion for the plan of action. After the discussion, it shall be put to vote following Section 41. The proposal may initially be approved in substance and the final form shall be formulated by the committee. Failing to pass this vote defeats the measure. Emergency action. In cases when an immediate decision and resolution is necessary and the Central Board could not be immediately called to meet, the committee concerned needs only the approval of the Top 4 officers for it to proceed with its proposed action with the presumed approval of the Central Board. However, it is required to present to the Central Board during its next regular meeting the actions taken and prove its immediate need. The Central Board may decide to retract the action taken by the committee concerned and appropriate steps will be taken by the committee to inform the parties concerned of the retraction.

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Section 53.

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VII. School Committee Representation and Recall Process
Section 54.
School Committees Representation. As stipulated in the Magna Carta, updated based on the data provided by the Loyola Schools Administration, the Central Board shall represent the student body in the following school committees: a. b. c. d. e. f. g. h. i. j. k. School Council (2 representatives) School Forum (2 representatives) Administrative Council (2 representatives) Standards Committee (2 representatives) Curriculum Committee (1 representative) Discipline Committee (2 representatives) Budget Committee (2 representatives) Committee on Social Involvement (2 representatives) Agenda Setting Committee (1 representative) Off-Campus Housing Committee (4 representatives) Cafeteria Committee (2 representatives)
As stipulated in Article V Section 1 of the Magna Carta, the student body through a representative shall be granted observer status in meetings of the Board of Trustees.
Section 55.
Vacancies. Seats that are not applied for or are left vacant due to resignations or impeachment shall be filled by appointment through election. Any officer so appointed is henceforth mandated to represent the student body in that committee. This decision may be appealed once. In cases where the representative is unable to fulfill his/her duties due to a leave of absence, the board shall appoint a temporary replacement until the original representatives LOA ends.
Section 56.
Representative Recall. A representative may be recalled from his/her seat should any member of the Board believe that he/she is incapable of fulfilling his/her duties. A motion to this effect must be passed with a 2/3 vote for the representative to be recalled. The vacated seat will then be filled by appointment through election.
Title VIII. Code of Conduct for Student Representatives to the Loyola Schools Committees
Section 57.
On Attendance. Student Representatives are expected to be regular and punctual in their attendance of school council or committee meetings. School council or committee meetings take precedence over other Sanggunian meetings and functions, and must be prioritized by student representatives. Sending proxies to school council or committee meetings shall only be allowed in the following duly documented cases: a. Schedule conflict with another school council or committee meeting, official representation to an external function, classes, or other duly certified academic activity, b. Conflict of interest, or c. Serious illness (with the confirmation of the representatives physician or doctor)
Section 58.

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Section 59.
On Access to Information. Student Representatives are expected to cascade information on issues and decisions from their school councils and committees to the student body through the Sanggunian, except in cases where Sanggunian Code of Internal Procedures
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confidentiality is required.
Section 60.
School Committee representatives must make a written report to be submitted to the Secretary-General within a week of the school committee meeting and an oral report to the Board at the meeting immediately following their school council or committee meeting based on the precedent set by Section 29. The following should be contained in the report: a. Attendees of the meeting, b. Relevant items discussed in the meeting, and c. Relevant decisions made in the meeting. The representatives are expected to inform the presiding officer of their need for minutes during the agenda-setting meeting. Provisions of Section 29 will be applied here as well as much as possible.
Section 61.
Confidentiality. In school councils or committees whose issues and discussions are clearly confidential, student representatives are not expected to make the abovementioned written and oral report. Conflict of Interest. A student representative is hereby defined to have a conflict of interest when his/her committee is making a decision that will affect: a. The student representative himself/herself, or b. Relatives of the student representative up to the fourth degree of consanguinity.
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Section 62.
Section 63.
In cases of conflicts of interest, student representatives are expected to do any of the following: a. Inhibit himself/herself from voting, or b. Send a proxy in his/her stead.

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Title IX. Recognition of Sectoral Councils
Section 64.
The status of a duly recognized Sectoral Council shall only be conferred to groups satisfying the following criteria: Substantive Representation. The applying group must show that it is the uncontested representative of a sizeable and significant portion of the student body that has special interests and needs. Aside from past performance exhibiting pursuit of the sector's interests, it must be satisfactorily established in the Sanggunian that this sector's interests are not currently sufficiently represented and will be furthered should recognition be accorded to this group. b. Organizational Structure. The applying group must show that it possesses functioning structures and systems that ensure operations that benefit the sector concerned, both previous to and after possible recognition. Further, these should be enshrined in a Constitution or Code of Internal Procedures that are in full accord with the Sanggunian Constitution. It must also be ascertained that both procedures and junior members are present for continuity. c. Consonance with the Sanggunian's Vision and Mission. The applying group must show that it shares in the Sanggunian's purposes, aims, and objectives. d. Other criteria and conditions imposed by the Board as needed. a.

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what is sizeable? everyone is significant
for the best of the student body

Section 65.
Recognition is to be granted through a resolution to the effect approved by at least three-fourths of the Board's members. This resolution must faithfully document satisfaction of both the abovementioned criteria and others imposed Sanggunian Code of Internal Procedures
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by the Board. Once recognized, the sectoral representative shall be considered a member of the board and will be vested with the powers and responsibilities accorded by Article VII of the Constitution.
Section 66.
The status of a duly recognized Sectoral Council may be withdrawn should the Sectoral Council cease to satisfy the criteria outlined in their resolution of recognition. Recognition may be withdrawn through a resolution to the effect approved by at least three-fourths of the Board's members. The Council of Organizations of the Ateneo (COA) and the Ateneo ResidentStudents Association (ARSA) are hereby granted continuous recognition as Sectoral Councils until withdrawn by the Board following Section 65.
Section 67.

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Title X. Recognition of Sanggunian Departments
Section 68.
The Department of Student Welfare and Services (DSWS) and the Department for Student Leadership Development (DSLD), grouped as the Service Departments, and the Department of Internal Affairs (DIA), the Department of External Affairs (DEA), the Department of Public Relations (DPR), and the Department of Research and Statistics (DRS), grouped as the Auxiliary Departments are hereby granted continuous recognition as Sanggunian Departments until withdrawn by the Board following Section 68. The two (2) Service Departments are then mandated to send a copy of their own CIP and CFP to the President through the Secretary-General one (1) week after the official Central Board Code of Internal Procedures has been approved. Approval of the CIP and CFP of the Service Departments will be in the hands of the board of the Sanggunian Departments, but will be crossed referenced by the Board. Suggestions and clarifications can then be presented by the Board with respect to these documents.

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Section 69.

Deleted: they have conducted their own formation seminar with their respective boards.
Section 70.

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Title XI. Sanggunian Room Behavior and Use
Section 71.
Room Decorum. The Sanggunian Room is an office. Hence, the atmosphere of such should be kept. Therefore, members of the Sanggunian are obliged to keep the room clean and orderly at all times. a. b. c. d. e. f. g. All disruptive behavior (i.e. shouting, acts of violence, rowdiness, petting and indecent exposure) is not allowed in the Sanggunian Room. Each unit will be responsible for its designated cabinets. These must always be kept clean and orderly. Sanggunian members are responsible for their personal belongings. The Sanggunian shall not be responsible for any losses that may occur inside the Sanggunian Room. Sanggunian members present are required to answer the phone when it is ringing. Recipients of fax messages, papers, mail and other correspondences should be responsible enough to make sure that the person concerned gets the documents on time. Messages must be placed on the message board. Left over food or food containers should be disposed of properly in the designated trash bins. Likewise, baunans and tumblers acquired from the school Cafeteria should be returned as well by the user of these containers. Users of the room should also sign in and out of appropriate log

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h.

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books for the use of materials and tables. Newspapers must be returned in the appropriate cabinet after use.
i.
Section 72.
Each unit must make use of their respective filing cabinets properly. Files should be kept in order. Each member may take out any file as long as the proper permissions are secured. Non- Sanggunian members may also borrow files from the Sanggunian by asking permission from the Secretary-General or from the unit involved. All supplies will be placed in the supplies cabinet. The Secretary-General shall be responsible for the inventory of all supplies. The furniture and equipment in the Sanggunian Room, in general, are not to be brought out of the Sanggunian Room. In special cases however, the SecretaryGeneral or the Finance Officer may allow the use of certain fixtures given that s/he is informed before use, and that the fixture/s are returned properly and in the same condition it was borrowed and on the date and time agreed upon. Under no circumstances will the Sanggunian Room be a storage space for nonSanggunian related matters. On the other hand, storage of Sanggunian-related materials in the Sanggunian Room may be allowed by the Secretary-General, depending on the volume occupied and the length of residency in the Sanggunian Room. Sanggunian-related meetings are allowed in the Sanggunian Room, prioritized first on the degree of urgency and on a first-come-first-served basis. Sanggunian members who wish to use the Sanggunian Room for Sanggunianrelated meetings would have to sign-up based on the system to be set-up by the Secretary-General. Any conflicts would be resolved by the SecretaryGeneral. Sanggunian members, however have the privilege of holding nonSanggunian related meetings inside the office as long as it does not serve as a hindrance to the Sanggunian work being done. Sanggunian-related meetings will automatically have precedence over the non-Sanggunian-related meetings. Using the Sanggunian Computer a. Use of the Computer. Officers of the Sanggunian are free to use the computer and install software with permission from the Secretary-General. Use of the computer is prioritized based on the degree of urgency. Sanggunian members as well as nonSanggunian members may use the computer for any other purposes provided that priority will be given to Sanggunian members who have to conduct official business. Use of Printer/Scanner. Use of the printer and or scanner shall be free of charge for Sanggunian-related documents. Printing for any other purpose shall be charged at Php 6.00 per page. This fee shall be paid to the Finance Officer and shall be used for procurement of ink for the printer.1 Back-up/Data Disks. Sanggunian members must store their files in the proper file folder in the computer and prepare back-up disks in case of possible computer breakdown. All members are responsible for making sure that they have back-up copies of their files. File Management. At the end of the year, it is imperative that all files are transferred to a USB hard-drive, which will then be turnedover to the Secretary-General. Users must be considerate when maintaining large files. Soft copies of all documentation should be posted in the groups of the Sanggunian. Maintenance. Computer users must inform the Secretary-General if the computer is in need of maintenance. The Secretary-General
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Section 75.
Section 76.
Section 77.

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b.
c.
d.
e.

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shall be responsible for ensuring that the computer is in good condition and ready for use, and any problems should be coordinated with the MIS department. The computer shall be scheduled for check-up at the start of every semester.
All Sanggunian members are responsible for switching off all fans, lights, and electrical appliances in the Sanggunian Room when they are not in use. The Secretary-General has full authority over the use of the Sanggunian boards and allotment for each unit. He/she also has full authority on the physical layout of furniture and fixtures inside the Sanggunian room.
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Title XII. Correspondence
Section 80.
As a general rule, all letters, except administrative matters (matters internal to the council or department), must be noted by the President. A correspondence sheet for the letters to be sent should be used by the Secretary-General, School Board Secretary-Treasurers, and committee Co- chairmen (Appendix F). The official Sanggunian mailing group shall be considered absolute private domain. All documents and files shall be considered strictly confidential unless stated otherwise.

Deleted: 76
Section 81.
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Title XIII. Offices of the Top 4 Officers
Section 82.
Office of the Secretary-General. The members of this unit shall be direct deputies of the Secretary-General. The Secretary-General shall be tasked to invite members to this unit based on the proficiencies required for the office to discharge its functions effectively. He/she shall be given autonomy to decide the size of the staff of the office, as well as to train the members with their corresponding duties. The role of this office is to handle all logistical matters of the Sanggunian, which include but are not limited to the inventory of materials owned by the Sanggunian and reservations in the Sanggunian room, as well as public relations matters of the Board, which include but are not limited to advertising and promotions for projects, information dissemination and coordination with the official publications of the University. As an office of the Sanggunian, the Office of the Secretary-General may request the Central Board through the Secretary-General a budget allocation for the office to discharge its functions effectively. The Central Board may dissolve this office at any time. The Sanggunian shall invest in the skills building and performance enhancement of the staff of these offices for them to perform their functions more effectively and form the staff as well. The Secretary-General through the Office of the Secretary-General shall handle the maintenance of the official Sanggunian Bulletin Boards, the Ateneo Online Bulletin e-groups, the Sanggunian website and other information portals of the Sanggunian. All public relations concerns of the Board will course through the Office of the Secretary-General through the Secretary-General. These may include but are not limited to requests for advertising, promotions and technical support for projects, information dissemination through the information portals of the Sanggunian and coordination with the publications. Formal letters to the Board shall be received by the Office of the Secretary-General and reported by the Secretary-General to the Board. The Office of the Secretary-General is authorized to organize a press conference whenever requested by any unit or the whole Board.
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Section 83.
Section 84.
Section 85.

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The Office of the Secretary-General shall also aid the Secretary-General in implementing a file management system for the Board. Office of the Finance Officer. The members of this unit shall be direct deputies of the Finance Officer. He/she shall be given autonomy to decide the size of the staff of the office, as well as to manage and train members for their corresponding duties. The Finance Officer is tasked to invite members to this unit based on the proficiencies required for the office to discharge its functions effectively. The role of this office is to monitor financial activities of the entire Sanggunian and place measures to ensure maximum security in order to prevent any kind of loss, theft, or misuse of monetary funds. It is also responsible for helping the Finance Officer create and implement policies, regulations, and projects relevant to the proper management of finance. The Sanggunian shall invest in the skills building and performance enhancement of the staff of this office for them to perform their functions more effectively and form the staff as well. Office of the Vice-President. The members of this office will serve as the executive teams of the Sanggunian. They will work in coordination with the committees of the central board if deemed necessary. The Vice-President is tasked to invite members to this unit based on the proficiencies required for the office to discharge its functions effectively. The Office of the Vice-President shall be granted a budget allocation as an executive body of the Sanggunian. The Sanggunian shall invest in the skills building and performance enhancement of the staff of this office for them to perform their functions more effectively and form the staff as well. Office of the President. The members of this office will serve as the executive teams of the Sanggunian. They will work in coordination with the committees of the central board if deemed necessary. The President is tasked to invite members to this unit based on the proficiencies required for the office to discharge its functions effectively. The Office of the President shall be granted a budget allocation as an executive body of the Sanggunian. The Disaster Response and Management Team (DREAM Team) of the Sanggunian will be handled by this office as well. The Sanggunian shall invest in the skills building and performance enhancement of the staff of this office for them to perform their functions more effectively and form the staff as well. The Secretary-General, Vice President and Finance Officer may propose to outsource the services of their offices to expert groups and organizations at any time to provide more effective service to the Board. The Board shall decide on whether to accept the proposals. Central Board expenses, including expenses of the Office of the President, Office of the Vice-President, Office of the Secretary-General, and Office of the Finance Officer must undergo a budget hearing similar to all other budget hearings required for other units of the Sanggunian. The Central Board must follow the same budget hearing process and disbursement procedure as indicated in the current years Code of Financial Procedures (CFP)
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Catherine Sison 4/18/12 5:33 PM Deleted: and henceforth be known as Procurement Officers Catherine Sison 4/16/12 7:35 PM Comment: delete Catherine Sison 4/18/12 5:36 PM Deleted: handle all procurement needs of the Board. These may include but are not limited to procurement of supplies for the Sanggunian room and projects of the Board. As an office of the Sanggunian, the Office of the Finance Officer shall be granted a budget allocation to cover the expenses of procuring the supplies needed by the Board.
Section 90.
Section 91.
Section 92.
Section 93.
Section 96.
Section 97.
Title XIV. Penalties and Rewards
Section 98.
Because following this code is considered part of the duties of the officer, willful and repetitive violations of this code shall be considered neglect of duty, which is an impeachable offense. The Secretary-General shall include in the performance report he/she shall prepare recognition for members of the Board without any violation of the code and perfect

Deleted: 8
Section 99.

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attendance for the month.
Sectoin 100.
Any infraction to this code by any officer must be reported to the Secretary-General and the President for immediate action. If the Secretary-General or President violates the code, the Vice-President and the Finance Officer shall take immediate action. The number of offenses shall be recorded by the Secretary-General and counted for the whole school year. This shall be part of the performance report submitted by the Secretary-General to the Student Judicial Court and posted in the official Sanggunian Bulletin Board. The chairs of all committees shall take note and confirm the number of offenses posted, even by the Top 4 officers. The following penalties shall be imposed on the violator: a. First offense - written reprimand by the President (or the Vice President, if the President is at fault) to be posted in the message board of the room; - written apology addressed to the President (or to the Board, if the President is at fault) Second offense: - written reprimand by the President (or the Vice President, if the President is at fault) to be posted in the message board of the room; - written apology addressed to the President (or to the Board, if the President is at fault); - mandatory work for the Office of the Secretary General (or the Office of the Finance Officer, if the Secretary-General is at fault) Third and succeeding offenses: - written reprimand by the President (or the Vice President, if the President is at fault) posted in the Sanggunian bulletin board; - written apology addressed to the Student Body; - filing of impeachment case against the violator
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Deleted: 0
Section 101.
Section 102.
b.
a.
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Title XV. Amendments
Section 103.
Amendments to this Code may be proposed to the Sanggunian Central Board at anytime. Any such proposal requires a 2/3 vote to pass.
Title XVI. Transitory Provisions
Repealing Clause. All previous rules and regulations or part thereof inconsistent with this code are hereby repealed or modified. Separability Clause. If for any reason, any part of this code shall be held unconditional or otherwise invalid, other parts or provision hereof which are not affected shall continue to be in full force or effect. Effectivity. These rules shall take effect upon endorsement by the Board for School Year 2012- 2013.
Section 106.
Date Ratified by the Board: April 20, 2012
Signed by:

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Gabriel Ignacio P. Alejo President
Francis Ian L. Agatep Vice-President
Catherine Therese M. Sison Secretary-General
Billie Crystal G. Dumaliang Finance Officer


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SANGGUNIAN CODE OF INTERNAL PROCEDURES

Title I. Name and Guiding Principles

Title II. Membership of the Central Board

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Section 13. Section 14.

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Sanggunian Code of Internal Procedures

Title IV. Voting

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Title V. Central Board Committee

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Section 43. Section 44.

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Committee Co-Chairperson. The co-chairperson is the second in-command in

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Title VI. Legislative Procedure

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Title IX. Recognition of Sectoral Councils

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what is sizeable? everyone is significant

for the best of the student body

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Title X. Recognition of Sanggunian Departments

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Title XI. Sanggunian Room Behavior and Use

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Section 73. Section 74.

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