EMANUEL V. SORIANO Executive Vice~P·resident
III. ON THE FUNCTIONS OF THE CHANCELLOR A, Paragraph f of Section 9 should read as follows
"To appoint officers, [all] faculty members, a'lUi all.oilier e'mployees ,[up to and including the rank of "instructor, lecturers, special lecturers, program or project directors, college secretaries, depart- ment chairmen, and officers below the rank of ad- ministr'ative officer, research associate,specialist I, or the equivalent thereof, and all other employees therein; provided that all faculty appointments to permanent status shall be subject to approval of the Board of Regents upon the recommendation of the President] 1~n th.e autonomous Univel'sity, subject to Sectiow 4 above; and. to designate
''viIi-
cers-in-chcree of the units therein for a period not exceeding two months, without -preiudice to
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AUGUST 31, 1975 V.P.
GAZETTE143
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the authority granted deans tuui directors to desig- nate officers-in-charge in their respective units."
B. Paragraph 1 of Section 9 should read as follows:
"To perform such other functions as the Board of Regents or the President may delegate to him' provided, that he shall institute or effect anappro~
priate u-nd efficient exercise or discharge of suet:
functions or responsibilities as may be necessary for the expeditious adm1'nistratwn of the auto- nomous University."
B. Your attention is also invited to the additional delegation of authority to the Chancellor of an autonomous University, approved by the Board of Regents at its 864th meeting on 28 August 1975, thus:
1. That the Chancellor of an autonomous University be delegated also the President's delegated authority specified in item (1) of "A. Administrative and Fiscal Matters" under "II. Matters delegated to the President"
in the Board of Regents' resolution on "Further Delega- tion of Authority to the President" adopted by the Board at its 830th meeting on 22 February 1973.
The item referred to above, reads as follows:
"(1) Contracts for the undertaking of research proj- ects, study and training programs and examinations in collaboration with, or with the support of, public or private institutions or persons, including contracts for personal services incidental thereto."
2. That the Chancellor of an autonomous University be authorized to appoint personnel, to such classes of positions as are not specifically covered by existing basic classification and salary plans for the faculty, academic non-teaching and administrative personnel approved by the Board of Regents, and to positions falling under the category of additional assignment except the positions of dean, director, or head of a principal unit, subject in all cases to the nomenclature or system of class titles and rates of compensation or salary scales determined and fixed therefor by the President.
For particulars, please refer to the President's memo- randum circular no. 30 dated 28 August 1975 on the subject of "Operating Guidelines on Appointments and Related Personnel Transactions in the U.P. System."
Please be guided accordingly.
28 August 1975
(Sgd.) OSCAR M. ALFONSO Secretary of the University
Memorandum CircularNo. 27: Renaming of D.P. atClark Air Base
Further to Memorandum Circular No. 25 dated 1 July 1975, and per clarification by the Board of Regents at its 863rd meeting on 31 July 1975, the University's unit at Clark Air Base shall henceforth be referred to by the following name:
U.P. Extension Division Clark Air Base Please be guided accordingly.
7 August 1975
FOR THE PRESlDENT:
(Sgd.) OSCAR M. ALFONSO Secretaf"JI of the University
Memorandum Circular No. 29: Rules and Regulations for the Conduct of Elections of Representatives to the Stu- dent Conference as Authorized by Memorandum Circular No. 19-A
For the proper and orderly conduct of student elections in the University of student representatives who will constitute the Student Conference, the following rules and regulations shall be observed:
1. Who may vote-
All duly registered students of the undergraduate and graduate levels of the University in Dillman, Manila and Baguio, upon showing of a duly validated student ID or similar proof of current registration, are entitled to vote.
During the voting and elections, all bona fide and recog- nized student organizations presently under suspension (e.g., fraternities, sororities, etc.) are hereby allowed to participate as if their suspension were lifted, and their student members may vote under this provision, as well as be candidates and/or officers of the Student Conference provided they meet all the qualifications and have none of the disqualifications therefor, as provided below.
2. Who may be candidates-
Any regular student (i.e., one duly registered for at least the minimum load of units prescribed for his course for the current semester), may file his certificate of can- didacy (Annex A) with the Dean of Student Affairs together with:
- a certificate (Annex B) duly signed by the Dean of his College in which he is a candidate for representative, stating that he has not been the subject of disciplinary action for misconduct of any kind wherein he was adjudged guilty of the charge against him, and
- a certificate (Annex C) from the Secretary of his College that during the previous semester, excluding summer, immediately preceding the elections: he ohtained a weighted average of not below "2.75", that he had not obtained a grade of "5.0", that he had not "Dropped"
any course after the regular dropping period and that all grades of "Incomplete" during the preceding semesters shall have been completed upon filing of candidacy,
Blank forms of certificates of candidacy (Annex A) may be obtained from the Office of Student Affairs or from the College Secretary. The duly accomplished certi- . ficates of candidacy together with all required papers shall be filed in triplicate with the Office of Student Affairs not later than September 3, 1975. The Dean of Student Affairs, within five days from receipt of the certificates of candidacy with all required papers, shall examine the certificate of candidacy and verify whether the candidates have fulfilled the requirements specified above. He shall prepare a list of the duly qualified candidates and send a copy to the Executive Vice-President together with a copy each of their certificates of candidacy. He shall also furnish a list of the candidates to the Deans of the different Colleges together with duplicate copies of the certificates of candidacy of the candidates of the College from each College to the College concerned. All disqualified candidates shall have up to September 9, 1975 within which to appeal to the Executive Vice-President to recon- sider their disqualification.
144 V.P.
GAZETTEVOL. VI, NO.8
The list of official candidates of the College shall be posted in conspicuous places in the College premises. The qualifications and other information as stated in the certificates of candidacy shall also be stated in order to Hid the voters in choosing their representatives(s). The Dean or Head of Unit shall provide a common space or bulletin board where all the College candidates should post their campaign posters. It is hoped that candidates will respect the right of other candidates to poster space on the bulletin hoard. Posters shall not be posted in any ether place than the common bulletin board. Student organizations with bulletin boards may be allowed to use such bulletin boards. The Dean or Head of Unit shall organize a maximum of two convocations where all can- didates may speak and present their platforms. The Philippine Collegia-n may publish a special issue contain- ing the various candidates' bio-data and platforms.
Campaigns will not be allowed in the classrooms in order not to disrupt classes.
Campaign posters must be limited to one sheet of 30" x 36" and contain the nominee's bio-data and ideas on University welfare, growth and policies.
3. Conduct of elections- (1) Supervision of Elections
The Secretary of the College shall have overall super- vision of elections in his College, He shall be assisted by non-student election assistants whom he shall appoint from among his administrative staff and student election assistants who shall be chosen in the manner specified under 3 (5) (a) hereof equal in number to the non-student election assistants. In the College of Arts and Sciences, the Assistant Dean for Student and Public Affairs shall act as Adviser to the Secretary. There shall be assistants in such number as may be necessary to take charge of voting places that may be established.
(2) Date and Time of Voting
The general elections of student representatives shall be held on September 12, 1975 starting at 8 :00 a.m. and closing at 3 :00 p.m. In D.P, Manila and other units with predominantly evening classes, the elections shall start at 10:00 a.m. and end at 7:00 p.m. All those within the premises of the voting booths at closing time and who had not yet completed voting shall be allowed to vote.
(3) Voting Places-
Each College shall have at most three voting places or precincts, except that the College of Arts and Sciences and U.P, College in Manila shall have other voting places as necessary at the discretion of the Dean. Each voting place or precinct shall be presided over by a non-student election assistant who shall be assisted by one other non- student election assistant and two student election assis- tants designated by and under the supervision of the Secretary of the College. In case the presiding election assistant is unable to perform his functions, the other non-student election assistant shall preside. The Secretary shall immediately appoint a replacement from among his administrative staff. If any of the student election assia- tants is unable to discharge his functions, the Secretary shall select the replacement by public lottery from among the remaining nominees specified in 3(5) (a) hereof,
In the College of Arts and Sciences and D,P, College 1n Manila, the Secretary shall divide the students enrolled
therein into groups for the purpose of assigning each group to the corresponding voting places.
Students who are cross-registrants of various colleges or units shall vote in their mother college or unit. Pro- vided, that full registrants shall vote in the College or unit in which they arc fully enrolled during the current semester,
The rules applied to the College of Arts and Sciences shall also apply to other Colleges with more than one voting place like those in D.P. College in Manila and Bagnio.
(4) Voting-
Upon presentation of his duly validated student ID or other proof of registration for the current semester to the assistant in charge of the voting place, the student shall acknowledge receipt of the official ballot by signing his name and noting the ballot number beside his name as appearing in the official Voters List of registered students prepared by and in the custody of the College Secretary or the election assistant in charge of the voting place or precinct. The student shan vote in a voting booth within the premises of the voting place, after which, the ballot shall be folded and dropped in ballot boxes in the custody of the Election Assistant designated by the College Secretary.
(5) Canvassing of Votes- (a) Board of Canvassers-
The Board of Canvassers of the College shall be pre- sided over by the College Secretary. Other members of the Board are the two non-student election assistants and two student election assistants for each voting place or precinct as specified in 3(1) and (3) above. The student election assistants shell be selected by public lottery by the Secretary from the nominees of each of the qualified candidates who shall be entitled to one nominee each per voting place or precinct. Each candidate shall submit to the Secretary of the College the name of his nominee(s) to the Board of Canvassers at least three days before election day. No candidate can be a member of the Board of Canvassers. The selection of student members shall be made on the day before election day in the presence of the Dean and duly appointed election assistants.
The student nominees of the candidates who are not selected shall be designated as watchers without vote,
(b) Counting of Ballots-
Immediately after the close of voting and before the counting of votes, the Secretary or the Election Assistant in charge of the voting place or precinct shall note down the number of actual voters as shown in the Voters List.
He shall then open the ballot box(es) and count the ballots, taking note of any discrepancy between the number of students who voted and the number of ballots in the ballot boxes. If there are more ballots than the number of students who voted, the College Secretary or the Election Assistant shall remove, at random and without unfolding them or seeing their contents, such number of ballots as correspond to the excess so that the number of voters and the number of ballots are equal.
If the number of ballots are less than the number of voters, the same shall be noted but there shall be no deduction or addition to the ballots in the ballot box.
AUGUST
31, 1975 V.P.
GAZETTE145
ANNEX B
ANNEX A
CERTIFICATE OF GOOD CONDUCT Student
Year Year
Citizenship Status--
Birthday A g e - - -
enrolled in Year - - -
Publications, papers or dissertation:
Awards Received:
Extracurricular Activities:
Organization Positions Held Year CERTIFICATE OF CANDIDACY
(Submit in triplicate)
UKIVERSITY OF THE PHILIPPINES
Diliman, Quezon City
The foregoing rules and regulations shall take effect immediately.
26 August 1.975
For the President:
(Sgd.) EMANUEL V. SORIANO Executive Vice-President.
Name _
Address
College currently No. of semesters
in D.P. Years: From _ - - To - - -
I hereby declare my candidacy as representative to the Student Conference from the College/School of - - - - Schools Attended:
Elementary Address.c. Honors.- - -
High School Address Honors.- - -
Undergraduate Address Honors-s _
Graduate Address Honors:---
Degrees Obtained Year School---
(c) Counting of Votes-
In Colleges or units with only one voting place or precinct, the Board of Canvassers presided by the College Secr.etary shall proceed with the counting of votes. Each member of the Board of Canvassers shall be entitled to examine the ballot before the vote is recorded. Any question regarding the vote or the ballot from anyone of the members of the Board of Canvassers or from any of the designated student watchers shall be imme- diately decided by a majority vote of the members of the Board of Canvassers. If there is a tie vote by virtue of the fact that a board has an even number of members, the Secretary shall cast a vote to break the tie.
In Colleges or units with more than one voting place or precinct, there shall be a simultaneous counting of votes in a single place determined by the Secretary, by the election assistants responsible for their respective precincts under the supervision of the College Secretary.
Any question regarding any vote or ballot cast shall be decided immediately by a majority vote of the Board 0.1' Canvassers. In case of a tie, the Secretary shall vote to break the tie.
The counting of votes shall not be stayed by reason of any protest or question coming from a candidate, or a student member of the Board of Canvassers or a student watcher. In case of a tie, a recount shall immediately be made and if the tie is not broken the winning candi- dates shall draw lots to determine the College representa- tive(s) after all the official results have been publicly known.
(d) Official Results- c -
After the votes have been counted in Colleges or units the final results shall be embodied in a report certified to by all the members of the Board of Canvassers.
The report shall state the name of the candidates, the number of votes received by each of them. Any question, protest and the like shall be stated together with the" final decision reached by the Board of Canvassers.
The official report shall be submitted to the Dean or Director who shall furnish a copy to the Dean of Student- Affairs and the Executive Vice-President.
4. Proclamation of Winning Candidates (s)
Upan receipt of the official reports from the Board of Canvassers, the Dean or Director of a unit shall make the official proclamation of elected representatives of the College. A copy of the list of duly elected representatives shall be furnished to the President of the University, and to the Dean of the different Colleges. A copy of this official list of student representatives shall be posted in a conspicuous place in all colleges as well as sent to the Philippine Collegian.
This is to certify that - - - -
(College)
student of this College for the current semester and that according to the" records of the College, he has never been subject of disciplinary' action.
(Name)
_ _ _ _ _ _ _ _ _ _ _ _ is a duly registered 5. Penal Provisions-
Any violation of the foregoing rules and regulations shall be deemed a misconduct under the University rules and regulations on conduct and discipline of students and personnel.
6. Cases of Protest-
Election protests will he heard and decided within one week from the date of proclamation of elected represen- tativesby the Dean of Student Affairs subject to con- firmation by the Office of the President.
of the
Date Dean
College of - _ - - - -
VOL. VI, NO.8