T HE D OCUMENTATION T EAM School Year 2009- 2010 Cheer Negrillo CSO Executive Secretary

1. Jeanne Marie Vernice Castillo Documentation Executive Team Head Bien Ronald De Guzman Karen Brigit Ong Susie Mae Wong Documentation Executive Team Assistant Heads THE DOCUMENTATION TEAMSchool Year 2009- 2010Cheer NegrilloCSO Executive Secretary

2. Mission andVision

3. Mission1: To the Organization and CSO • A service team of the Council of Student Organizations . • Committed in providing efficient and proper handling of all documents of organizations and the CSO. • Gives organized and prompt access to information through on-time and effective production and distribution of minutes of meetings.

4. Mission1: To the members of the team: • A team is committed to the development of : • Personality • Work ethics • Public relations

5. Vision A team composed of individuals that are committed to service. Its members seek continuous development through evaluation and feedback from other organizations and Executive Board. A team that provides skills and set benchmark for succeeding teams

6. Team Functions • Checking and compilation of post-activity requirements. • Producing Minutes of the Council and Exeteam Meetings. • Grant access to the CSO Library.

7. Team Structure Executive Secretary Cheer Negrillo Team Head Vernice Castillo Assistant Team Head Bien De Guzman Assistant Team Head Susie Wong Assistant Team Head Karen Ong

8. Why is the team important? All organizations undergo accreditation twice a year. Documented activities are used in the evaluation of the organizations. Activity that is not documented will not have a merit on the organization.

9. 2008-2009

10. Documentation Manual The Documentation Process

11. The Documentation Process “For Filing” documents Are compiled by org secretaries Log activity in DALS Documents are classified whether “For Filing” or “Incomplete” Submit all post-activity before due date; Log again in DALS Incomplete documents have until 5pm of the due date for completion The Documentation Team checks the requirements

12. Documentation Manual Guidelines for the Documentations

13. Meritsand Demits • Merits • All early and complete documents • Attendance in Secretaries’ meetings • Consistent good performance of Documentation. • Demerits • Incomplete or wrong format • Late documents

14. Reminder: Not audited budget are considered incomplete. Not approved a-forms will not be checked, but can be included in the binder , up to the discretion of the organization if it will be included in the binder.

15. Documentation Manual Minutes of the Meeting

16. List of Meetings VP – Documentations Council Meeting Executive Secretary Organizational Meeting VP – Documentations/ Executive Secretary President

17. DocumentationManual Guidelines for the Minutes of the Meeting

18. Reminders All items should be in sentence form. Include complete dates, venue and time of an activity. If A-Form is not present, secretaries may not log the minutes in the DALS.

19. Submission

20. Documentations/Organizations Representatives • Should keep track of the activities and documents of their respective organization. • Responsible for compiling their organization’s documents. • Take down minutes during Council meetings. • Evaluate the Documentations Team and attend Secretaries’ Meeting.

21. Documentation Manual The CSO Library

22. C SO Library Fill up Borrowing Form Submit Form to Any DOCU Head or to Executive Secretary Wait for the Attending officer For the issuance of Documents (Sign in log book) Return Borrowed Documents on-time (Sign in Log Book and Return slip)

23. Rules for Borrowing Documents One (1) week for current documents. One (1) week for book-bound documents. A letter of request must be written and submitted in case the requesting party is from other organization, a past officer of the organization, or an alumni. The Executive secretary, any Documentations. Team representative or any APS officer may receive books upon return.

24. Documentation Manual Secretaries’ Responsibility

25. Responsibilities Keeping track of the various activities and information circulating in their respective organizations Compiling their organization’s documents Assigned to take down minutes of Council Body Meetings Evaluate Team’s performance

26. REQUIREMENTS FOR ORG REPS List of Documented Activities at the end of every term. Contact Number – Name containing cellphone and email at the beginning of every term. to Bien De Guzman’s Pigeon Hole.

30. 009-2010 Cheer Negrillo

34. Documentation Manual Means of Communication

35. Contact us Through E-group: docu2k9 Bulletin board Message log book found at the Documentation Team table.

36. Or Text Us At: • Jeanne Marie Vernice Castillo • 09175510604 • 09227906370 • Bien Ronald De Guzman • 09228281932 • Karen Brigit Ong • 09063225537 • Susie Mae Wong • 09163333282

37. Open Forum

38. Thank You.