CONSTITUTION AND BY LAWS OF THE DEVELOPMENT COMMUNICATION SOCIETY (DevCom Soc) Xavier University-Ateneo de Cagayan
PREAMBLE The Development Communication Society, in a desire to grow into one effective and cohesive organization will actively help its members, the University and the community, do hereby promulgate this Constitution.
NAME and NATURE Section 1. The organization shall be known as the Development Communication Society or the DevCom Soc. Section 2. The DevCom Soc is an organization composed of students from first year to fourth year who enrolled in the Development Communication course under the College of Agriculture in Xavier University Ateneo de Cagayan.
MISSION and VISION Section 1. Mission To provide entertaining and relevant activities that will showcase the memberâ€™s skills and potentials through photo exhibit, film fests, theatre production, variety show, etc. Also initiate activities that will serve as venue for the members to socialize with their co-members like the general assembly and community building. The organization in its bigger purpose is geared towards community service actualized through a special project like the Gahum Scholarship and doing fund-raising activities to sustain it. Section 2. Vision It aims to form socially conscientious communicators.
MEMBERSHIPS Section 1. All students enrolled in Development Communication will automatically become members of the DevCom Soc. As members, all students except freshmen are required to pay the membership fee of fifty pesos, to avail the services and benefits of the organization. Section 2. As members, they have to belong to one of the talent pools under the managerial operation set by the organization, namely; the Performers Pool, Designers Pool and Writers Pool. By its name, the Performers Pool caters the needs of the students who are interested in performing arts like hosting, singing, dancing and acting. On the other hand, Designers Pool feeds the interests of students who are into layout and design, while Writers Pool caters for those journalism enthusiasts. Section 3. As proof of the membersâ€™ active participation of their respective pools they will be given certificates by the end of the school year, based from the evaluation given to them by their respective pool head and with the approval of the president. Section 4. There shall be a membership fee of Php 50.00 to sustain the necessary expenses of the organization, which will be collected from the old students, transferees, returnees and shifters. Section 5. This will be collected during the enrollment of the 1st and 2nd semesters. Accordingly, the membership fee shall have a 40% increase as approved by the Executive Committee to defray the increasing demands and prices as the need arises. Section 6. The members, who for any reason shifts to another course or entered to an off semester status, will automatically be terminated from the membership of the society. Section 7. The members are responsible to attend all major events of the DevComSoc like General Assembly and Community Building. The said activities are considered to be major events that need full participation from the members, and will be subject to consideration by the DevCom faculty and the Executive Committee. Failure to attend is subject to sanction. The member shall pay twice the amount of the registration fee from all major activities. This shall be settled on or before, the end of every semester.
THE OFFICERS Section 1. The organization is to be administered by the Executive Branch composed of the following officers: A.) President B.) Vice President C.) Secretary D.) Treasurer E.) Auditor F.) Budget and Finance Officer and G.) P.R.O. Under the Executive Committee is the Year Level Management which is composed of the year level representatives.
President Vice President Secretary Treasurer
Budget and F O
1st Year Representatives
2nd Year Representatives
3rd Year Representatives
4th Year Representatives
Section 2. Furthermore, the president has the right to appoint the committee heads of the Society on the committees that he/she administered, such officers when convened shall be known as the Managerial Operation. A committee head and associate head must have a QPI of 2.0 of the previous academic semester, below the preferred QPI shall forfeit the appointment. In this case the Elecom Head is tasked to get the certificate of residency and academic load with QPI from the deanâ€™s office of the short list recommendation. Section 3. The Managerial Operation is divided into two 1. Managerial Core Operations, which is composed of the Department of Public Relations, Department of Treasury, Electoral Committee, Gahum Scholarship Program, Evaluation and Documentation Department and Constitutional Committee. 2. Managerial Pools, are Talent Pools, which is composed of the three pools namely Designers, Writers and Performers Pool Managerial Operation will be composed of the following: Department of Public Relations Head, Department of Treasury Head, Electoral Committee Head, Constitutional Committee Head, Desingers Pool Head, Writers Pool Head, Performers Pool Head, Gahum Scholarship Program Head, Evaluation and Documentation Department Head.
Section 4. The term of office of the elected officers and appointed heads and associate heads of each committee will officially start at 7:30 AM of the first day of summer classes and will end on the following year on the first day of summer classes at 7:29 AM as. To determine the start of the summer classes it is decided by the Office of Student Affairs. Section 5. Candidates of election must have a cut-off QPI of 2.0 below that shall forfeit their candidacy, as mandated by SACDEV and this constitution. The QPI must be of the previous semester. Section 6. Elected officials, appointed heads or associated heads are required to step down from their position if they cannot reach the cut-off QPI of 2.0 from the previous semester. This shall be done 15 days after the start of the second semester. The Elecom Head shall obtain the academic load with QPI of the elected officials, appointed heads and associate heads from the deanâ€™s office 15 days after the start of the second semester. Section7. Elective office are off as follows (1) President, (1) Vice-President, (1) Secretary or Executive Secreatry, (1) Treasurer, (1) Auditor, (1) Budget and Finance Officer (1) Public Relations Director, (2) Fourth Year Level Representatives, (2) Third Year Level Representatives, (2) Second Year Level Representatives, (2) First Year Level Representatives. After the election for the new administration for the next academic year the following elective office must be complete President, Vice-President, Secretary or Executive Secretary, Treasurer, Auditor, Budget and Finance Officer, Public Relations Director (PRO), Fourth, Third and Second Year Level Representatives. If the positions are not complete the new administration is considered null and void. To alter the invalidity of the new administration the sitting president whether outgoing or re-elected must exercise the special appointment power of the president (see ARTICLE XVI Special Powers of the President, Section 1.) There is a special election for the (2) First Year Level Representatives during the first semester of the following academic year (see Article XII PROCESS OF ELECTION, Section 12.).
Managerial Core Operations
1. Department of Public Relations (DPR) P.R.O
2. Department of Treasury (DT) Treasurer
Selected Year Level Representatives
Budget and Finance Officer
3. Electoral Commission (ELECOM)
Selected Year Level Representatives
4. Gahum Scholarship Program (GSP) Gahum Scholarship Program Head Associate Program Head Monitoring Team Head
Business Team Head
5. Evaluation and Documentation Department (EDD) Evaluation and Documentation Head
Team Members MMeMemMembe
6. Constitutional Commission (CONCOM) CONCOM Head
Managerial Operations Talent Pools 7. Desingers Pool Designers Pool Head
8. Writers Pool Writers Pool Head
Pool Members 9. Performers Pool Performers Pool Head
FUNCTIONS OF THE EXECUTIVE OFFICERS
Section 1. The Executive Officers shall implement the Constitution ad By-Laws. Section 2. The Executive Officers shall supervise all activities inside and outside the Society. Section 3. The Executive Officers shall define the functions of the whole committee.
DUTIES AND POWER OF THE OFFICERS
Section 1. President 1.1. He/she shall be responsible of all the organization’s transactions and shall have the direct and active management of its affairs. Also he/she can make a committee/s with appropriate functions and duties. 1.2. He/she presides over all the meetings of the society and shall call special meetings of the society when the need arises. 1.3. He/she represents the society or appoints his/her representatives to any meetings, conferences and such occasion, which call for the participation of the society. 1.4. He/she shall exercise such duties, functions, and powers inherent to his positions as the need arises or as may prescribed by the Executive Officers. 1.5. He/she shall give an inaugural address during the first semester General Assembly of the Society. 1.6. He/she shall give his/her final address during the closing of the annual DevCom Week celebration, this shall be done on the annual variety show or fellowship night. 1.7. He/she shall give his/her congratulatory address to graduating seniors during the annual DevCom senior’s ball. He/she shall give a formal letter of relinquish using the presidential letterhead dated on the day his/her term ends with the time 7:00 AM. This will serve as the last official letter of the president and to make legal the end of his/her term and the start of the term of the new president. 1.8. He/she can ask for the resignation or immediate removal of office or suspension of his/her appointed head, associate head or members in any of the managerial core and operation committee. If in his/her own jurisdiction if they cannot meet or perform the expected duty, responsibility or task. 1.9. He/she can appoint a new officer in placement of the impeached elected official. 1.10 He/she can appoint the Vice-President as Officer –In-Charge if he/she will take a leave of
absence or if he/she will have his/her OJT outside of Cagayan de Oro City. If the Vice President will not be available to be an OIC, the president can choose from any of his/her executive officials. 1.11 He/she can ask written status report/s from the vice-president regarding a managerial operation unit, department, program or committee; maybe individual or a summary of the entire managerial operations. He/she can bypass the vice-president from asking a written status report/s or status of a certain unit, department, program or committee; thus he/she can directly ask the managerial operation head/s for their status maybe written or it depends from the decision of the president. He/she can also manage or look-over the affairs of each of the managerial operations. Section 2. Vice President 2.1 He/she shall look-over the affairs of the managerial operation. He/she shall monitor the planning and implementation of all activities performed by the managerial core operations and managerial pools. 2.2 He/she shall exercise the powers and duties of the President in case of absence, removal, resignation, death or incapacity of the latter or as may be prescribed by the Executive Officers. 2.3 He/she may ask monthly written reports from the heads of the managerial core operations and managerial operations. 2.4 He/she is answerable to the president over the affairs of the managerial core operations and managerial pools. Section 3. Secretary 3.1 He/she gives notice to all meetings of the organization by posting to bulletin boards, texting or personally announcing to all officers. 3.2 He/she shall be custodian of all the minutes and records of all meetings of the organization, evaluation reports, attendance sheets, official letters and perform such other duties inherent to his/her office or as may be prescribed by the Executive Officers. 3.3 He/she shall facilitate the mid and year-end evaluation of the Society and verify the summary of evaluation reports submitted by the Evaluation and Documentation Department. 3.4 He/she shall obtain form the registrar or college the official list of enrolled students every start of the semester. Section 4. Treasurer 4.1 He/she shall be custodian of all funds and properties of the organization. 4.2 He/she renders a financial report to the Executive Committee and the members of the organization every semester. 4.3 He/she performs such other duties inherent to his/her office or as may prescribed by the Executive Officers.
Section 5. Auditor 5.1 He/she shall audit all the expenses the organization has made every semester. 5.2 He/she shall keep complete and accurate records of all financial statements incurred by the organization. Section 6. Finance Officer 6.1 He/she shall be custodian of all the financial records, official receipts, and he/she will prepare the cash book and cash flow report every semester. 6.1 He/she performs such other duties incident to his/her office or as may prescribed by the Executive Officers. Section 7. Public Relations Office (P.R.O) 7.1 He/she shall be responsible in encouraging goodwill and relations among the members of the organization. 7.2 He/she shall be responsible in promoting goodwill and relations between the organizations, school authorities and duly recognized organizations within and outside community. 7.3 He/she must be responsible in promoting the organizationâ€™s activities to the society, university as well as the community. 7.4 He/she shall perform such other duties and functions incident to his/her office or as may be prescribed by the Executive Officers.
Section 8. Year Level Representatives 8.1 He/she is known to represent the whole student body of his/her year level. It may be on issues, comments, confusions, suggestions, etc., concerning any members of his/her batch. 8.2 He/she is responsible on the promotion and invitation oh his/her classmates to join every activity that the organization conducts. 8.3 He/she is responsible in bringing the whole force of his/her year level in every activity of the organization. Section 9. Managerial Operations 9.1 Department of Public Relations Head 9.1.1 With the P.R.O as the head, the primary task of this department is to disseminate pertinent information relevant to the members of the society. Under the supervision of the head, the members under this department are tasked to design all promotional and
informational materials in the form of posters, leaflets, etc. especially during major activities (e.g. general assembly) that need mass propagation of information.
9.2 Department of Treasury Head 9.2.1 With the treasurer as the head, the primary task of this department is to collect and settle the membersâ€™ entire financial obligation. Under the supervision of the head, the members of this department are as follows: auditor, budget and finance officer and selected year level representatives, tasked to collect monetary payments from the class or year they represent. Consequently, all the payments are handed over to the treasurer for validation.
9.3 Electoral Commission (ELECOM) Head 9.3.1 He/she shall facilitate the election of the organization twice a year, first during the 1st year representativesâ€™ election and second during the election for the next set of officers. He/she must also keep records of the election result for verification purposes. 9.3.2 He/she shall resign if he/she shall run in any elective office inside the society. 9.4 Gahum Scholarship Committee Head 9.4.1 He/she shall lead the Gahum scholarship volunteers in all affairs of the special project. He/she shall facilitate in their meetings for planning, and implementation of activities including fund-raising activities for the Gahum scholars. He/she shall present to the Gahum Scholarship status, if necessary, once every semester. 9.4.2 Monitoring Committee Head Heads the monitoring committee of the Gahum Schlarship Program such as the monthly allowance, and other needs of the scholars. 9.4.3 Business Committee Head Heads the business arm of the Gahum Scholarship Program, such as promotions, business deals and donations. 9.5 Evaluation and Documentation Head 9.5.1 He/she shall lead the entire department inconformity with the evaluation procedure that will be set by the Executive Officers. His/her department shall be the one to implement evaluation procedures after which they submit the evaluation report document in a condensed way to the secretary. The signatories of the evaluation report is the team member who is in charge (a person may be chosen by the Department Head), Associate Head, Department Head (he/she will be the one to submit it to the Secretary or Executive Secretary not later than 7 days after the event), and Secretary or Executive Secretary (he/she will be the one to submit the report to the president.
9.5.2 He/she shall lead the entire department in documentation process of in all of the events of the society. The documentation out puts must be in photographs, video is optional. 48 hours after an event the department must submit the documentation out put/s in re-writable CD/s, budget will be released to the department for the procurement of the CDâ€™s. 9.5 Designers Pool Head 9.5.1 He/she shall lead his/her members in planning and implementing its own activities as contribution to the organization. Their members being composed of students who are inclined to laying-out, painting, decorating-generally, designing. 9.6 Performers Pool Head 9.6.1 He/she shall lead his/her members in planning and implementing their own activities as contribution to the organization. Their members being composed of students who are skillful to performing like hosting, dancing, singing and acting. 9.7 Writers Pool Head 9.7.1 He/she shall lead his/her members in planning and implementing their own activities as contribution to the organization. Their members being composed of students who are inclined to writing or journalism.
9.8 Associate Heads 9.8.1 They shall assists their heads in planning and implementing their own activities as contribution to the organization. 9.9 Constitutional Commission Head 9.9.1 He/she is the one in charge in promulgation and implementation of the Constitution and by-laws of the society. He/she is the one in charge if the constitution and by-laws are implemented by the executive officers, if it is not being implemented he/she can file an impeachment complaint to any of the executive officer/s who misuses his/her power or not following the regulations of the constitution and by-laws. 9.9.2 He/she will constantly remind all the officers elected or appointed if their decisions or act is constitutional or not, in case if it is not constitutional he/she can file and impeachment complaint or suspension addressed to the executive officials. 9.9.3 He/she shall head the transition team together with his/her members from the Department of Public Relations, Treasury, Evaluations and Documentation and the Executive Secretary. This transition team will start its job as early as the second week of February. The team will submit all final documents 7 days before the turn over ceremony during the seniors ball to the sitting president. All documents used by the previous administration will be collated and filled properly ready for the turn over ceremony. The creation of this team is to ensure smooth transition of power from the previous to the next administration. If the president elect is from any of these positions stated above he/she shall inhibit his/herself from the team
THE MODERATOR Section 1. The organization will be under the direct supervision of a moderator who will also act as the adviser endorsed by the Executive Officers from the faculty of the Development Communication Department of Xavier University upon the approval of Students Activities Development, Head.
MEETINGS Section 1. Wednesday 5-6 PM is the activity hour of all organizations, it is the digression of the President to call for a meeting, if such meeting is of conflict on a meeting of the Aggie Student Council, the President may send his/her representative/s to the meeting/s. Section 2. There shall be special sessions called by the president or his/her representative when the need arises, all informed officers are required to attend. Section 3. There shall be a general session twice every semester, first during the planning stage and the second during the evaluation period. Section 4. There shall be a special general session called for a purpose, by the sitting president near the end of his/her term, maybe before or after the annual graduation ball, this will be the last session or meeting by the president to his/her administration. As one of the final duties of the president is to present his/her term report to his/her administration and as well his/her final address to them. As part of their final duty all elected officials, appointed heads and associate heads under the administration of the sitting president are required to attend this special general session. The president may or may not invite the new administration to this special general session.
GENERAL ASSEMBLY, COMMUNITY BUILDING, GPOA AND ANNUAL SENIORS BALL Section 1. There shall be a general assembly at the beginning of every semester to be scheduled prior to the Aggie Student Council’s and the Central Student Government’s general assemblies. All members of the DevComSoc under the governance of the present Executive Officers comprise the general assembly. The assembly shall include the presentation of DevComSoc’s General Plan of Activities (GPOA) and its financial status, Gahum scholarship status, and the current profile of the department. Failure to attend means subject to sanction. Section 2. There shall be one community building after the general assembly of the Society and Aggie Student Council during the first semester. The second community building for the second
semester is optional; the Executive Officers will have to decide if there will be a second community building during the said semester. Section 3. There shall be two General Planning of Activities one in every start of each semester, activity aims to strengthen the relationship, trust and camaraderie of the officers, also to learn different leadership and communication management skills. This activity aims to mold good and responsible leaders. The Executive Officers, YLM, Managerial Operation Heads and Associate Heads are required to attend the GPOA. Section 4. There shall be an annual senior’s ball and this shall be called as “The Annual DevCom Seniors Ball” this event must be conducted before the graduation ceremony of the seniors, only graduating seniors, seniors who graduated from October of the present academic year and seniors who will graduate at the end of the month of May or summer term of the present academic year are the allowed to attend the event. The project manager of this event will be the incoming or the president elect of the Society, helping him/her are Society officers of the present administration who are not graduating and the incoming or newly elected officers. Article X
SANCTIONS Section 1. Members of the organization are required to attend at least two major activities of the organization to certify their active participation. All collection from the fines is added to the fund of the organization for the following semester. Fines are set in every absence of the following activities: 1.1 Members who fail to attend the organization’s General Assembly shall pay Php 50.00, regardless of any reasons. 1.2 Members who fail to attend the organization’s Community Building shall pay twice the amount stated as counterpart, regardless of any reasons. Section 2. Any elected official, appointed managerial operations head, associate head, committee or pool member and gahum scholarship program volunteer that will shift to other course, exit from the Development Communication program, enters into an off semester status or enters into a scholarship aide or grant that keeps them away from Xavier University or from the country, will automatically be terminated from his or her position, committee or volunteer membership. Section 3. Any elected official, appointed managerial operations head, associate head, who enters into an off semester status or enters into a scholarship aide or grant that keeps them away from Xavier University or from the country from 3 months to a semester/s, is asked to tender his or her resignation with a formal letter and explanation for his or her resignation addressed to the President. If he or she will not tender any resignation letter he or she will automatically be terminated from his or her position.
Section 4. Any elected official, appointed managerial operations head and associate head who was absent during the GPOA session shall pay the exact amount of the counter part of that the officers paid for, regardless of any reasons.
Section 5. As endorsed by the ConCom Head any elected or appointed official that has been filled with suspension case shall be submitted to a due process. The sitting EnBanc who will investigate and will give the verdict will be composed by the Executive Officers and Moderator the ConCom Head will preside over the sessions. Maximum number of case hearing is only up to the third hearing; on the fourth the EnBanc must give its verdict. Furthermore if any of the Executive Offiers that has been filled with suspension case shall inhibit his/herself from the sitting EnBanc. Maximum number of days of suspension is 65.
IMPEACHMENT Section 1. Any elected official of the Society shall be subject to an impeachment proceeding if he/she commits misconduct, commits a grave mistake under the constitution and by-laws of the society, misuse of his or her power inherent to his or her position, malversation or misuse of funds for personal interest, falsification of the documents of the society this includes forgery and using the societyâ€™s letterhead without permission to use from the president and the executive officers and no longer attend the organizationâ€™s meetings and activities not more than four times. This will be decided by the sitting EnBanc. Section 2. The elected or official of the society that is filed with an impeachment complaint is then subjected for a special session or EnBanc Session on questioning to show proper jurisdiction. The Constitutional Commission Head will preside over the session/s with the executive officers and with the moderator which will be called as the sitting EnBanc. The maximum number of the impeachment session is only up to three, on the fourth session the executive officers and moderator has to give their judgment or verdict to the defendant. Section 3. The Constitutional Commission Head shall call on a special session/s for impeachment with the executive officers with the moderator for the elected official. If tried guilty the elected official will immediately be removed from office within 24 hours after the session, he/she will not be allowed to run in any elected office until he/she graduates or quit from the Development Communication course. All verdict whether suspension or impeachment must be in a written document signed by the sitting EnBanc and ConCom Head. Section 4.
Impeachment complaint/s will not be recognized by the Society if it is not written in a formal document addressed to the Executive Officers. Article XII
PROCESS OF ELECTION
Section 1. The Office of the Electoral Commission will officially release Certificate of Candidacy 23 -30 school days prior to election, only 1 COC will be given to any member of the society who wants to run in elective office and is only allowed to run in one position. School days are from Monday to Saturday.
Section 2. Each candidate must obtain at least 1 school year or two semester residency in the Development Communication program. Section 3. Five days release of COC’s is the filing period of the COC’s, the candidates are only given Five days to file their COC’s, failure to submit within the five day filing period means forfeiture of the COC. Only the Electoral Commission Head is allowed to receive the COC’s he/she must affix his/her signature with the time and date of submission. Section 4. After the last day of the filing period of the COC’s, the Executive Officers and the Electoral Commission Head will convene for deliberation of candidates, the Moderator may or may not attend the deliberation. The Executive Officers and Electoral Commission Head upon deliberation will decide who the official candidates for the elective office are. The decision is final and irrevocable; the final announcement of official candidates will be posted at the Society’s bulletin board a day after the deliberation, with the affixed signature of the Executive Officers, Electoral Commission Head and is noted by the Moderator. All those who filed for candidacy will receive a formal letter whether they are official candidate or not. Section 5. After 24 hours from the announcement of official candidates for election is the start of the campaign period, the campaign is only a 10 day period; on the day of the election the candidates or their party is prohibited to distribute any campaign paraphernalia or other forms of campaign. Section 6. The candidates may form a party of their own, there are only two allowed parties, or candidates may choose to run as independent. Each party is only given three days to register as official party, this will start as soon as the official announcement of candidates for election is posted on the Society’s bulletin board, only the Electoral Commission Head is allowed to accept any party registration, he/she must affix his/her signature with the time and date of submission. At the
end of the three day period, he/she will announce the two legitimate parties, again posted on the Society’s bulletin board with his/her affixed signature. Section 7. The only designated posting area of campaign materials is only at the Society’s bulletin board, the Electoral Commission Head is the one authorized to permit parties or candidates to post any campaign materials. He/she has the discretion to control campaign materials that will be posted. The allowed campaign materials are the following: A3 poster and ½ - ¼ size leaflet (short bond paper), social networking sites may also be used for campaign all campaign photos, thread messages and etc. must be deleted after the last day of elections, videos, audio visual presentations, and jingles are prohibited. Section 8. The annual election is held within a two school day period, no gaps in between, and must be one or two days after the CSG University Elections. The official time start and end of election will be decided by the Executive Officers and Electoral Commission Head. The Executive Officers and Electoral Commission Head will decide if there will be an allocated polling or voting precinct or they will opt for elections within DevCom classes only for DevCom subjects. The Society may provide one ballot box/es or borrow from the Office of the Election Commission of the Aggie Student Council or of the CSG Electoral Commission. The Society will provide an official ballot with a unique control number in each ballot and official wall of candidates which contains the position that they are running for with their complete name and photo. The ballot will then be sealed and considered official if and only if, it contains the DevCom Society Logo mark and signature of the Elecom Head or Associate Head. The ballot box/es will be sealed 30 minutes before the election proper in front of the voting members; it will be opened only when the official counting of results will start. Only the Electoral Commission Head is allowed to seal and unseal the ballot box/es. He/she will seal the whole where the ballots will be inserted if and only if elections within DevCom classes are done or before he/she will go out of the voting venue. The Electoral Commission Head is the one responsible for safeguarding and keeping of the ballot box/es with official ballots prior to the official counting. Section 9. The Executive Officers and Electoral Commission Head will decide the venue and time of the official counting of votes not later than 24 hours. Together with the Executive Officers and Electoral Commission Head, only the Moderator, 2 representatives per party, and 2 representatives per candidate if he/she runs independent are allowed to be in the official counting of votes. Section 10. When the official counting of votes is done, the figures will be reviewed twice by the President, Electoral Commission Head and Moderator. If the figures are true and correct it will be the final official result of the counting.
Once the Electoral Commission Head finished addressing the present ladies, gentlemen and honorable, and the sitting President and Moderator recognizes the newly elected officers the election result is final and irrevocable. Section 11. The following day after the final counting of votes, the final announcement of the elected officers announced, it will be posted on the Societyâ€™s bulletin board not later than 1:30 PM, it will be signed by the Electoral Commission Head and noted by the outgoing President and Moderator. The Executive Officers will be the one to choose the team members of this department. Section 12. The President of the Society will call on a general assembly for the first year DevCom students, at least two weeks prior to the general assembly of the Society. This will be held during activity hour on a Wednesday, the President will explain to the first year DevCom students that on this day they will recommend six persons from their year level three male and three female for the position of first year level representative. Only two of which will win, one from female and one from male. The Electoral Commission Head and Associate Head will supervise the election process; the Society will provide one ballot box and ballot with unique control number in each of the ballot. Section 13. Elective office are off as follows (1) President, (1) Vice-President, (1) Secretary or Executive Secreatry, (1) Treasurer, (1) Auditor, (1) Budget and Finance Officer (1) Public Relations Director, (2) Fourth Year Level Representatives, (2) Third Year Level Representatives, (2) Second Year Level Representatives, (2) First Year Level Representatives. After the election for the new administration for the next academic year the following elective office must be complete President, Vice-President, Secretary or Executive Secretary, Treasurer, Auditor, Budget and Finance Officer, Public Relations Director (PRO), Fourth, Third and Second Year Level Representatives. If the positions are not complete the new administration is considered null and void. To alter the invalidity of the new administration the sitting president whether outgoing or re-elected must exercise the special appointment power of the president (see ARTICLE XVI Special Powers of the President, Section 1.) There is a special election for the (2) First Year Level Representatives during the first semester of the following academic year. This provision is made for the smooth transition of power to the next administration in order for them to have a complete function and good mandate.
AMMENDMENTS Section 1. The constitution and by-laws shall be revised, amended or altered by at least two-thirds (2/3) of a majority vote of the official members of the society in attendance to the amendment. The amendment may be done during any of the general assembly or if not an assembly called for purpose.
Section 2. The Constitutional Commission which is composed of a CONCOM Head, associate head and one appointed CONCOM panel/team member from every year level (selected by the Executive Officers), will make the drafts for proposed amendments for this Constitution and By Laws of the Society. The will endorse this to the Executive Officials and Moderator for approval, after which the constitution and by-laws will be amended during any of the general assembly or if not an assembly called for purpose. Section 3. If the amendment will be done during any of the general assembly this shall be done with the presence of the DevCom Department Chairperson and Faculty as witnesses. The raise hand system vote will be the process of voting. Furthermore if the ammendment will be done in an assembly called for purpose this shall be done with the presence of the Moderator, the raise hand system vote will be the process of voting. After the entire process the president will sign the amended Constitution and By-Laws of the Society.
OFFICIAL LOGO, LETTERHEAD and EMAIL ADDRESS Section 1. The logo of the Development Communication Department is automatically the logo of the Development Communication Society, and in addition in black colored at the side of the logo with the words â€œDEVELOPMENT COMMUNICATION SOCIETYâ€?.
Section 2. This is the official letterhead of the society, any changes, altercations or impositions will make the letterhead invalid or void. It will not be recognized by the Society or the Development Communication Department.
Development Communication Society (DevCom Soc) Xavier University Ateneo de Cagayan College of Agriculture Development Communication Department Email: firstname.lastname@example.org
Section 3. The President of the Society is entitled to have his or her letterhead for letter addressed to the officers, appointed heads, any member of the Society, and to other recipients. This letterhead is to be used only by the President of the Society thus he/she is the only author or signatory of the letter. If one of these regulations is not followed nor has impositions or changes from the original letterhead, the letter is considered as invalid or void. Also the President is entitled to have the Presidential seal or logo, which is used for official public address or speeches or envelopes given with his/her compliments, any changes, altercations or impositions will make the letterhead invalid or void. The society’s logo, letter head, presidents logo and letter head can be changed as approved by the executive officers.
The President’s official letter head:
The President of the Development Communication Society (DevCom Soc) Xavier University Ateneo de Cagayan College of Agriculture Development Communication Department Contact Number:
The President’s official seal or logo:
The President of Development Communication Society (DevCom Soc) Xavier University Ateneo de Cagayan College of Agriculture Development Communication Department
Section 4. The Society shall maintain one email address which is email@example.com, as the Administration end their term the outgoing PRO will turn over to the newly elected PRO the password and security question. Hence, the newly elected PRO will change the password and security question. As the previous administration end their term, they are not allowed to access the email account of the Society anymore exemption to this law are the re-elected or re-appointed officers. If there are any impeached officers, resignation or removal of office from the appointed heads or associate head will be denied in the access to the email account, the PRO will automatically change the accounts password. The accounts security question is protected by secrecy law that only the PRO must know, if he or she reveals or leaks the security question then the PRO is automatically subjected for impeachment.
The elected officers as well as the appointed heads and associate heads are given the right to access the email account of the Society, thus they are entrusted not to divulge to anyone the password of the email account, failure to so be automatically subjected for impeachment.
Leave Of Absence Section 1. Any elected official, appointed heads and associate heads is allowed to take a leave of absence for at least 1 to 6 weeks, he/she should submit a letter to take a leave of absence to the president and moderator, stating the reason/s for their leave of absence. It is the discretion of the president and moderator to approve or deny the application for the leave of absence.
Special Powers of the President Section 1. After the elections of the society, if there are vacant position/s in elective office it is considered as unconstitutional by this constitution. Therefore the new administration is null and void for the new administration to be legitimate, the sitting president whether outgoing or re-elected needs to appoint particular person/s to particular elective office/s which are of vacancy. This is the special appointment power of the president, the official start of term of the special appointed official/s will be on the day when he/she will be officially enrolled as a DevCom student of the next school year for the first semester, he/she will end the term together with all elected and appointed officials of the society. The outgoing president shall appoint not less than 16 days prior to the end of his/her term. This power of the president is for the smooth transition of power from the outgoing administration to the incoming, to avoid discrepancies and to maintain order to the executive and year level management branches. Section 2. In case of death, inability to perform his/her duties, removal from office or resignation of any of the elected official except from the position of vice-president the president shall appoint a new officer to the vacant position/s.
Chain of Command, Appointment Procedure, Ban and Tenure and Oath of Office Section 1. In cases of death, inability to perform his/her duties, removal from office or resignation of the president the vice-president will automatically take over the position and bestowed with all the powers inherent to the position of the president. In this case the position of the vice-president is vacant, automatically the secretary or executive secretary will take over the position and bestowed with all the powers inherent to the position of the vice-president, which leaves the position of the secretary or executive secretary vacant. The ConCom Head will administer the oath of office which will be done
24-48 hours after the death, inability to perform his/her duties, removal from office or resignation of the president. This will be held with a simple ceremony the Moderator, Executive Officers, YLM, and entire Managerial Operations shall be present in this occasion. Within 24 hours after the new president has taken the oath of office he/she shall appoint a new secretary or executive secretary, the secretary or executive secretary shall not come from any elected office or position. President Vice-President
Secretary or Executive Secretary Section 2. For appointments the president may ask the executive officers for recommendations for appointment on the vacant position/s in his/her administration, the secretary or executive secretary shall submit to the president the list of persons recommended by the executive officers. Within 24-48 hours after receiving the recommendation the president must appoint personnel/s to the vacant position in his or her administration. The president can also circumvent or bypass this procedure he/she can appoint personnel/s to vacant position/s in his/her administration in his/her own free will. Section 3. The president shall give an official appointment letter to the appointed personnel/s, also he/she will issue an official statement of appointment to the members of the society thru the bulletin board thus the president also need sign the official appointment document, this shall be kept by the secretary or executive secretary. In all of the letters stated above the president shall use the presidential letter head. Section 4. The last procedure of the appointment is the oath of office. The after election case of vacant position/s in the incoming administration the sitting or re-elected president will appoint personnel/s to the vacant position/s, the oath of office of the appointed officer/s shall be done together with the oath of office of the new administration in the general assembly of the society in the first semester. In the case of appointment/s after the general assembly of the first semester 24-48 hours after the official appointment the president will administer the oath of office of the appointed officer/s, in this occasion the Moderator and Executive Officers need to be present. Section 5. The president is prohibited to appoint or ask for resignation or removal from office all appointed official when the president is submitted to impeachment or suspension trial,
or suspended in office. The president is also prohibited to appoint any official 20 days prior to election and 5 days after election and 15 days prior to the end of his/her term. Section 5. The term of office of the elected officers, appointed heads and associate heads of each committee will officially start at 7:30 AM of the first day of summer classes and will end on the following year on the first day of summer classes at 7:29 AM. To determine the start of the summer classes it is decided by the Office of Student Affairs. Furthermore all of the appointments made by the president shall be in a coterminous state execpt in the Constitutional Commission, Electoral Commission and Evaluation and Documentation Department. If the outgoing president declared these 3 positions vacant or any of it upon the end of his/her term, the incoming president shall appoint heads and associate heads to the position/s vacant. If the president is in a state of leave of absence, has been removed from office, resigned or in cases of death the tenure of office of all appointed officials will not be affected. Section 6. The oath of office of the elected officers and moderator: I, (full name) do solemnly swear to fulfill my duties and responsibilities as (position) of the Development Communication Society. To protect, uphold and respect the Constitution and By-Laws, to be men and women for others, to embody the true spirit of magis, leadership and service. So, help me God. The oath of office of the appointed officers: I, (full name) having been appointed as (position) of the Development Communication Society, do solemnly swear to fulfill my duties and responsibilities. To protect, uphold and respect the Constitution and By-Laws, to be men and women for others, to embody the true spirit of magis, leadership and service. So, help me God. ARTICLE XVIII
Turn Over Ceremony Section 1. The sitting president will give his/her congratulatory address to the seniors of the graduating class and the newly elected Society officers and gratitude address to his/her administration and the department. After the address of the sitting president the president elect will give his/her address of assurance to the seniors of the graduating class, sitting president and his/her administration, DevCom department and his/her elected officers. Section 2. After the addresses the sitting president will symbolically turn over to the president elect the following: a. All the documents that has been used during his/her administration, including the Societyâ€™s passbook b. The Constitution and By-Laws of the Society, and
c. The Presidentâ€™s official letter head and seal or logo This symbolizes that the sitting president respects the voting power of the voting members, the constitution and by-laws of the Society. The sitting president also recognizes the administration of the president elect. This also symbolizes the smooth and successful transition of power from an outgoing president to the incoming president. Thus, this symbolizes that the term of the sitting president and his/her administration will end at the first day of summer classes at exactly 7:29 AM. The portals, legacy and memories of the sitting president and his/her administration will forever be remembered by the entire Development Communication Society and is written in the heart its history.
This is to made known to all man especially to the officers and members of the Development Communication Society This Constitution and By-Laws of the Development Communication Society is Certified by the: Development Communication Society officers and members AY: 2009-2010 Done this 11th day of July 2009, in the year of our Lord, During the General Assembly of the Development Communication Society, SEARSOLIN AVR, Manresa Complex, Fr. Masterson Avenue, Barangay Carmen, Cagayan de Oro City, Philippines
MR. JAMES MICHAEL NUĂ‘EZA FLORDELIZ President of the Development Communication Society