Guidelines for Student Activities, 2008 Edition - Ateneo de Manila ...

Guidelines 

for Student Activities V08

Guidelines 

for Student Activities 

2008 edition 

Office of Student Activities 

Ateneo de Manila University

OSA mission statement 

In our desire to actively contribute 

to the imminent and urgent need for 

nation-building, the Office of Student 

Activities seeks to form students in 

organized groups to become leaders 

who will be key active citizens in the 

task of national development. 

OSA aims to do this by making 

organized groups capable of 

formation and providing them a 

venue conducive for them to flourish.

Table of 

Contents 

1 guidelines for student activities 

Introduction 

General Parameters 

Activity Hour 

Moratorium Period 

Activities Inside the Campus 

Activities Outside the Campus 

8 approval of activities 

Pre-Approved Activities 

Additional Activities for Approval 

Signing of Reservation Slips 

Submission and Follow-up of Documents 

17 nature of activity 


On-campus Concerts/Variety Shows or Assemblies 

with Sound set-up 

Off-campus Concerts/Variety Shows or Assemblies 

Sales 

Minor Sales 

Major Sales 

Raffle and Ticket Sales 

Organization Week / Advocacy Awareness Week 

Sponsored Shows 

Film Showings 

Media Appearances 

Media Appearances Held Outside of the School 

Media Appearances to be Shot Inside the School 

Collections for Fund-raising 

41 sponsors and guests 

Sponsors 

Guests 

49 promotions 

Promotional Materials 

Promotional Boards 

Posters 

Teasers 

Company flyers 

Tabletop Advertisements 

Streamers and Banners 

Within Loyola Schools 

Campus-Wide 

Public Address System 

Electronic Board 

Digipost Plasma Television 

Official Organization Shirts and 

Ephemerals 

78 facilities 


OSA Monitored Facilities 

A. Kostka Extension 

B. Doghouse / Quadstage 

Facilities inside the MVP-CSL: 

C. Organization Rooms 

D. Publications Room 

E. OSA Conference Room 2 

F. Activity Rooms 1 – 6 

G. LDP Seminar Room (LDPSR) 

H. Music Rehearsal Room 

I. Storage Room 

J. Colayco Pavilion 

K. Operations Room 

CMO Monitored Facilities 

A. CMO Prayer Rooms 

B. Rupert Mayer Library 

133 other OSA services 

136 non-accredited organizations 

141 forms



1Guidelines for 

Student of Activities 

introduction 

All student groups are expected to 

comply with the rules in this manual 

of Guidelines for Student Activities as 

well as the Loyola Schools 

Student Handbook. These rules apply 

to activities inside and outside the 

campus. Violations to these policies 

and guidelines are considered in the 

evaluation of the student group. 

The University has the right to 

impose sanctions and/or stop 

activities that violate school policies 

and guidelines. 


general parameters 

All of the projects and programs of 

student groups must be implemented 

in light of fulfilling the group’s vision, 

mission and goals. Thus, approval 

of projects, by the Office of Student 

Activities (OSA) for the school year, 

is subject to its alignment with the 

goals set by the student group. 

For student groups assisted by the 

Performance Management System 

(PMS), projects shall be approved at 

the beginning of each school year. 

This shall be done during the Phase 

1 of the PMS, wherein the student 

groups seek the approval of OSA for 

the projects and programs that are 

necessary for the attainment of the 

goals. If a need for a particular project 

arises after the Pre-Approval, the 

organization must be able to identify 

the goal/s where the project falls 

under and provide an explanation for 

the addition of the project.



Activity Hour 

4:30-6:00 P.M. of Wednesdays and 

Fridays are allotted as activity hour 

(except during moratorium period). 

No academic class is held during this 

time to allow organizations’ 

activities and non-academic 

endeavors to occur. 

Moratorium for Non- 

Academic Activities The Student Activities Moratorium 

is implemented to give the students 

time to prioritize academic 

requirements and prepare for the 

examinations. This happens two 

weeks before the week of final 

examinations each semester. During 

this period, non-academic activities 

are not allowed to be held inside or 

outside the campus. 

Activities Inside 

the Campus It must be noted that approval of the 

project by OSA does not 

automatically translate to approval 

of logistical arrangements. This must 

be arranged by the organization with 

the Office of Administrative Services 

(OAS) and the University Physical 

Plant Office (UPPO). 

All logistical arrangements must be 

completed (properly noted by OSA) 

and submitted to the Office of 

Administrative Services (OAS) at 

least (10) working days before the 

date of the activity for activities with 

logistical set-up and at least two (2) 

working days for activities without 

set-up. Otherwise, the activity will 

not be allowed to push through on 

the original date scheduled due to 

lack of enough preparation and 

logistical arrangements. 

3



5 

Activities Outside 

the Campus 

Student groups may hold activities 

outside the Ateneo campus. Rules 

and regulations stipulated in the 

Loyola Schools Student Handbook 

still apply to all off-campus activities. 

1. An adult supervisor should 

be present during the activity at all 

times. In cases when the 

moderator cannot attend, s/he must 

submit a letter to OSA, endorsing 

an official representative who is a 

non-student, above twenty-one (21) 

years old and knowledgeable about 

the activity. The letter must be 

submitted two (2) days before the 

activity. 

The letter must contain the following 

information: 

a. Name, age and contact 

number of the representative 

b. Photocopy of an official ID of 

the representative 

2. Student groups are required to 

submit the waiver forms of its 

members on a per semester basis to 

OSA. Student groups are required to 

submit the following documents to 

OSA for all of its off-campus 

activities: 

a. Letter containing the line up of 

activities for the given 

semester with the 

corresponding date, time and 

venue. 

b. List of all the organization’s 

current members with the 

signature of those who are 

eighteen (18) years old and 

above 

c. Individual waiver forms with 

the parent’s signature of those 

who are below eighteen (18) 

years old.



3. The student group president 

AND moderator must sign the 

letter as proof of their knowledge and 

endorsement of the project/activity. 

Digital/scanned signatures will not be 

accepted. If the president and/or the 

moderator is unavailable, the duly 

appointed Officer-in-charge can sign 

on their behalf. A letter 

explaining the unavailability of the 

president and/or the moderator 

should be attached. 

Approval 

of Activities 

4. For each off-campus activity, 

the student group must submit the 

list of participants at least two (2) 

working days before the activity. 

5. If there are modifications in 

the line up of activities, the 

organization must submit a letter to 

OSA stating the specific changes. 

7



9 

Pre-approved 

Activities 

approval of activities 

In connection with Phase 1 of the 

PMS, goals for the school year must 

be approved by OSA prior to the 

submission of the Activities 

Pre-Approval Form. Student groups 

must comply with the set deadlines 

of OSA with regard to the submission 

of Goals and Activities Pre-Approval 

Form. 

Procedure 

1. Submit the Activities 

Pre-Approval Form to OSA following 

the format prescribed by the office. 

Incomplete forms will not be 

accepted. The Activities Pre-Approval 

Form must have the following: 

a. Goals for the School Year 

b. Target Date and Venue 

c. Name of Project/Activity 

d. Nature and Description of 

Project/Activity 

e. Objectives of the 

Project/Activity 

f. Success Indicators 


AND moderator must sign the form 

as proof of their knowledge and 

endorsement of the projects and 

programs included in the Activities 

Pre-Approval Form. Digital/scanned 

signatures will not be accepted. If the 

president and/or the moderator is 

unavailable, the duly appointed 

Officer-in-charge can sign on their 

behalf. A letter explaining the 

unavailability of the president and/or 

the moderator should be attached to 

the form. 

3. Results of the Form shall be 

released by OSA within a maximum 

of ten (10) working days. In counting 

the number of working days, fixed 

or usual holidays are NOT counted 

whereas sudden suspension of 

classes is counted. Saturday is not 

counted as a working day.



11 

4. If approved, proceed with the 

next steps of the project 

implementation. If pending or 

disapproved, act on the remarks, 

comments, suggestions, and 

additional requirements needed. 

Consult with the OSA Professional 

assigned to your student group if 

necessary. 

5. Appointments will be set with 

the student group if necessary. 

Additional requirements asked by 

OSA shall be submitted before final 

approval is granted. In cases when 

the student group is consulted 

regarding details, the project/s will 

be approved only after the concerns 

are addressed. 

Additional Activities 

for Approval 

Projects that were not included in the 

Activities Pre-Approval Form shall go 

through the process of the project 

proposal form provided that the 

projects are directly relevant to one 

or more of the goals set by the 

student group for the school year. 

Procedure 

1. Submit a project proposal to 

the OSA following the format 

prescribed by the office. Incomplete 

proposals will not be accepted. 


AND moderator must sign the 

proposal as proof of their knowledge 

and endorsement of the 

project/activity. Digital/scanned 

signatures will not be accepted. If the 

president and/or the moderator is 

unavailable, the duly appointed 

Officer-in-charge can sign on their 

behalf. A letter explaining the



13 

unavailability of the president and/or 

the moderator should be attached to 

the project proposal. 

3. Processing of project proposals 

by OSA takes at most three (3) 

working days. In counting the 

number of working days, fixed or 

usual holidays are NOT counted 

whereas sudden suspension of 

classes is counted. Saturday is not 

counted as a working day. 

4. If approved, proceed with the 

next steps of the activity. If pending 

or disapproved, act on the remarks, 

comments, suggestions, and 

additional requirements needed as 

stated on the retrieved document. 

Consult with the OSA Professional 

assigned to your student group if 

necessary. 

5. In cases when proposals are 

returned for clarifications, the project 

will be approved only after the 

concerns are addressed. 

*Note: Submission of requests for 

logistical arrangements to other 

offices/ departments is outside the 

three (3) working days of initial 

processing by OSA. 

Signing of 

Reservation Slips The allotted time for signing 

reservation slips is from 

8:00am–12:00nn. The OSA 

Professionals are free to sign during 

this time. This will be done on a 

first-come, first-served basis. 

1. Reservation slips will be 

released within one (1) working day. 

Slips submitted after 1:00 p.m. will 

be released on the next working day. 

2. In counting the number of 

working days, fixed or usual holidays 

are NOT counted whereas sudden 

suspension of classes is counted. 

Saturday is not counted as a working 

day.



15 

Submission and 

Follow-up of 

Documents 1. 

3. To follow-up on the slips 

submitted, check the Reservation 

Slips tray on the outgoing 

documents. 

Submit the document/s to the 

Office Assistant. S/he will sign and 

stamp the document/s according to 

the date received. Incomplete 

documents will not be accepted. 

2. For follow-up, look in the trays 

at the reception area labeled 

according to the type of document 

(e.g. Project Proposal, Reservation 

Slips, Other Documents, etc.) 

3. If the document you are 

looking for is there, sign in the 

logbook designated as “Documents 

Logout” for tracking purposes. 

4. Check the document if there 

are comments/remarks. Proceed 

according to these comments. If 

necessary, re-submit to the Office 

Assistant the document containing 

the revisions. Follow steps 1 to 3 

again. If there are no comments, it 

means that the document has been 

approved. 

5. If what you are looking for is 

not in the trays, courteously 

approach the Office Assistant and ask 

for the status of the document you 

submitted. 

6. S/he will then advise you 

regarding its status and you will be 

asked to come back on a designated 

date and/or time. 

7. Take note that documents 

submitted to OSA require a maximum 

of three (3) working days to process. 

In counting the number of working 

days, fixed or usual holidays are NOT 

counted whereas sudden suspension 

of classes is counted. Saturday is not 

counted as a working day.



Nature 

of Activity 

Approval of the project does not 

automatically mean approval of other 

aspects of the project. The student 

group is expected to carry out the 

preparations for the various aspects 

of project implementation. The 

following documents should be 

submitted to OSA for approval: 

1. Marketing Package 

(description, rationale, 

procedure of each step) 

2. Memorandum of Agreement 

(MOA) 

3. Logistical and Security Permits 

4. Promotional Materials 

The marketing packages and MOA 

should be approved by OSA first 

before these are sent out to the 

companies and deals are closed with 

partners and/or sponsors. 

For authentication purposes, OSA 

will sign on the upper right corner of 

each page of the MOA. The student 

groups MUST only use the approved 

MOAs for their signing with their 

partners and/or sponsors. 

Endorsement of logistical 

arrangements does not automatically 

mean approval of venue reservations. 

Final approval is given by the 

concerned office/s. 

17



19 

On-campus 

Concerts/variety 

Shows or Assemblies 

with Sound Set-up 

nature of activity 

Concerts, variety shows, and 

assemblies with sound set-up may be 

held in certain areas inside the 

campus given that the right 

procedures have been followed. 


1. No academic classes should be 

disturbed by on-campus concerts/ 

variety shows. 

2. Noise level must remain 

manageable. Communities within the 

vicinity of the venue must be 

informed, through a letter, 

beforehand regarding the event. 

3. If the activity involves entry 

and/or participation of non-Ateneo 

students and groups, the student 

group must not sign or close any 

contract with them without having 

the activity and the MOA approved. 

4. All on-campus concerts, 

variety shows or gatherings with 

performances must end by 11:00 

p.m. at the latest. 

5. The Loyola Schools reserves 

the right to stop an activity due to 

non-compliance with policies or when 

the activity exceeds the approved 

length or duration. 

6. The organizers of the event 

will be solely responsible for making 

sure that the area is clean and 

orderly before and after the event. 

Procedure 


must submit the necessary 

documents to OSA for approval and 

endorsement. 


must also write to the different



21 

communities near the area 

(i.e. Jesuit Residence, Loyola House 

of Studies, EAPI, Arrupe International 

Residence, San Jose Seminary) to 

inform them of the on-campus 

concert/variety show. This letter 

must be endorsed by OSA and be 

given to the concerned community/ 

ies at least three (3) working days 

before the date of the activity. The 

letter must contain the following 


a. name of contact person and 

his/her contact information 

b. date and time 

c. venue of the show 

d. program flow 

e. date and time of set-up and/or 

rehearsal or dry-run 

Note: Student groups can ask from 

OSA the names to whom the letters 

will be addressed. 

3. The organizing group may 

seek the help and services of the 

different Ateneo offices for the 

following needs: 

a. AV equipment, tables, chairs, 

stands, etc. c/o OAS 

b. Additional manpower 

(maintenance, AV technician) 

c/o OAS 

c. Security and hauling services 

c/o UPPA 

d. Stage and electrical require 

ments c/o UPPA 

Note: These services have 

corresponding fees. Please Check 

with the concerned offices for the 

specific rates. 

Off-campus 

Concerts/Variety 

Shows or Assemblies Concerts, variety shows, and 

assemblies may also be held outside 

of the school given that the right 

procedures have been followed and 

the appropriate approvals have been 

sought. The school grants the 

organizing group complete 

responsibility for the proceedings of 

the event.



23 


1. The organizing group must 

seek the approval of the OSA first 

before closing any deals with the 

venue, performers, sponsors, etc. 

2. If the activity involves the 

participation of non-Ateneo students 

and groups (including suppliers), the 

student group must not sign or close 

any contract with them without 

having the activity and the MOA 

approved. 


abide by what was approved and 

agreed upon with OSA and the 

partners/sponsors. 


abide by the school policies for 

off-campus activities (i.e. adult 

supervisor, waiver forms, etc.) 

5. OSA reserves the right to stop 

an activity due to non-compliance 

with policies. 

Sales 

Sales refer to selling of food and 

non-food items. They are generally 

classified as minor and major sales. 


1. If the selling activity will 

include outside groups or individuals, 

the student group must not sign or 

close any contract with them without 

having the activity AND 

Memorandum of Agreement (MOA) 

approved by OSA. The student group 

is also responsible for the outside 

group’s adherence to the rules for 

food handling and selling. 

2. Selling activities are not 

allowed inside the MVP-CSL building 

and in the Colayco Pavilion. 

3. Concessionaires are only 

allowed to sell inside the campus 

every other week.



25 

4. Student groups and/or 

concessionaires selling food items are 

expected to strictly abide by the 

provisions of the ‘Food Caterer’s 

Guidelines for Food Handling and 

Selling Practices’ by OAS. 

Note: Copy of these guidelines are 

available with the OAS. 

5. Only individually-packed drinks 

are allowed to be sold. 

6. Cooking is not allowed. Only 

heating of already cooked items is 

allowed. Grilling of food items is not 

allowed. 

7. All rice meals (composed of 

rice, pasta, and viands) may only be 

sold on campus between 10am-2pm. 

8. The student group should have 

student representatives present in 

the selling area at all times. Student 

representatives should function as 

the cashier of the selling activity. 

9. The student group must 

accomplish the booth shift schedule 

and submit it at least one (1) 

working day before the actual selling 

activity. 

10. All sellers from outside Ateneo 

must wear an identification card 

approved and signed by OSA. 

11. The student group and 

concessionaire are in charge of 

maintaining the cleanliness of their 

area. A sale will be discontinued 

due to unsanitary practices and poor 

management of stalls. 

12. The student group should 

restore the selling area immediately 

after the activity. Removed fixtures 

from the stalls are not allowed to be 

stored around the vicinity of the 

selling area. 

13. The student group and 

concessionaire are responsible in 

strictly complying with the agreed



27 

conditions in the set up and removal 

of stalls including the daily 

maintenance and upkeep of slots. 

14. The school has the right to 

stop a selling activity due to 

non-compliance with policies or the 

approved project proposal or 

exceeding the approved schedule. 

Note: Income-generating activities 

will have corresponding rental fees 

for the use of the venue/facility and 

the electricity if applicable. The 

student group should coordinate with 

the Office of Administrative Services 

(OAS) for the specific rates. 

Minor Sales 

Minor sales refer to sales wherein 

food and non-food items are sold by 

student groups. A minor sale spans 

one (1) week. A week pertains to 

Monday to Friday, including holidays 

and sudden suspension of classes. 

1. There are eleven (11) booths 

available for each week. 

2. A booth corresponds to one 

(1) tent. Reservation of booths is on 

a first-come, first-served basis and 

will be granted approval by OAS upon 

availability of the venue. 

3. Student groups are allowed 

to set-up a maximum of three (3) 

booths. 

4. COA organizations can hold 

minor sales once a month. Applying 

organizations are allowed to have 

one (1) booth in the minor sale twice 

(2) per semester. 

Major Sales 

Major sales refer to sales wherein 

food and non-food items are sold by 

student groups. A major sale spans 

one (1) week. A week pertains to 

Monday to Friday, including holidays 

and sudden suspension of classes.



29 

1. A major sale can have at least 

four (4) booths and a maximum of 

sixteen (16) booths. 

2. A booth corresponds to one 

(1) tent. Booths for major sales are 

subject to availability. Reservation of 

booths is on a first-come, first-served 

basis and will be granted approval by 

OAS upon availability of the venue. 

3. Only one student group is 

allowed to conduct a major sale in a 

week. 

4. COA Organizations are allowed 

to have one major sale per semester. 

Non-COA organizations are not 

allowed to have a major sale. 

Procedure (for Both Minor and Major 

Sales) 

The student group must undergo the 

procedure for additional activities for 

approval. 


submit a project proposal to OSA 

following the format prescribed by 

the office. Incomplete proposals will 

not be accepted. 

2. Upon approval by OSA, the 

student group must submit the 

proposal to OAS for approval of the 

number of booths and the products 

to be sold. 


follow up the status of their sale with 

the OAS and may be asked to meet 

with the FQA Supervisor before final 

approval is granted. An agreement, 

which clearly defines the standards 

of food selling, will be signed by the 

student group. 

4. The student group can only 

have the signing of the MOA/contract 

with the concessionaire once 

approval of the project has been 

granted.



Raffle and 

Ticket Sales 

Raffle and ticket selling may be done 

at designated selling areas (Kostka 

Extension and Doghouse) subject to 

venue availability. Reservation is on a 



1. Student groups are allowed to 

reserve one (1) slot per activity. A 

slot pertains to five (5) working days 

or one (1) week. 

2. Student groups with sponsors 

are allowed a maximum of two (2) 

slots or a maximum of ten (10) 

working days. 






day. 

Organization Week/ 

Advocacy Awareness Week 

Student groups can hold week-long 

activities that involve members and 

non-members of the group. 


1. Each of the sub-activities of 

an organization week or advocacy 

awareness week must seek the 

approval of OSA. It is necessary to 

indicate that it is part of a bigger 

activity. 

2. The specific parameters and 

procedures for various activities 

apply to the sub-activities of an 

organization week. 

(See other sections) 

Sponsored Shows Sponsored shows include movie premieres, 

plays, concerts, etc. A student 

group may partner/ tie-up with 

a production company in presenting a 

public performance. 

31




1. Before a student group closes 

a deal with any production company/ 

distributor, the student group must 

first secure an approval from OSA. 

2. A sponsored show must be 

scheduled at least two (2) weeks 

before or after another scheduled 

sponsored show date. The schedules 

are set on a first-come, first-served 

basis. 

3. MOA/Contracts must be 

approved by OSA before the student 

group closes the deal with the 

production company. Violations of 

this policy will mean a two-year 

suspension of the student group from 

holding any sponsored show. 

4. Confirmation of slots must be 

made at least three (3) working days 

before the scheduled show. 

5. For on-campus productions, 

in cases when special logistical arrangements 

are required (e.g. venue 

other than classroom/ AVR, entry of 

outsiders, etc.), a letter addressed to 

the Director of the OAS, duly noted 

by OSA, should be submitted at least 

ten (10) working days for processing 

of requests. 

Film Showings Film Showings are activities that 

feature non-premiering films for 

viewing of its members or the 

general public. 


1. Only films that have been 

officially released by its distributor 

can be shown. 

2. MTRCB guidelines for viewing 

audience requirements and copyright 

laws apply. 

33



Procedure 

For film showing projects that do not 

fall under those activities requiring 

project proposals (e.g. film showing 

for members during Tambay Week), 

the organization must submit a 

letter to OSA informing the office 

about the film screening and the list 

of films before the activity. 

Equipment to be brought into and out 

of the MVP-CSL must secure approval 

from OSA first. 

Media Appearances Media appearances (television, radio, 

print, etc.) may be done in order to 

represent the group and/or promote 

an activity or advocacy of the student 

group. During these appearances, 

the student group carries the name 

of the school and therefore reflects 

the school’s values. It is therefore 

important to ensure that this is done 

appropriately and responsibly. 


1. The student group must seek 

the approval of OSA first before 

confirming the media appearance. 

Media appearance in promotion of 

activities will only be allowed after 

approval of the project/activity has 

been granted. 


submit the unsigned Memorandum 

of Agreement (MOA) with the media 

outfit stating that the media 

appearance will only be used for a 

specified schedule and segment/ 

show. 

3. The student group must abide 

with what OSA has approved. 

35



37 

Media Appearances Held Outside of 

the School 

Procedure 

The student group must submit a 

letter to be approved by OSA at 

least one (1) working day before the 

schedule of the media appearance. 

The letter should contain the 

following details: 

a. name of the media outfit 

b. details of the appearance 

(date, time, etc.) 

c. name(s) of students who will 

represent the student group 

d. description of the media 

appearance 

e. copy of the MOA 

Media Appearances to be Shot Inside 

the School 

Procedure 

The organization must submit a letter 

to the OAS at least four (4) working 

days prior to the shooting schedule, 

duly noted by OSA. This should 

contain the following details: 

a. nature and reason for the 

shoot 

b. details of the appearance 

(date, time, etc.) 

c. name(s) of students who will 

represent the organization 

d. a description of the activity or 

advocacy the organization will 

promote 

e. name of the media outfit 

f. proposed schedule and venue 

of the shoot 

g. names of the outsiders coming 

in and their vehicle plate 

numbers 

h. sample ID for the outsiders



i. the equipment to be used and 

its wattage 

j. copy of the MOA 

Note: The names of outsiders coming 

in and the vehicle license plates can 

be submitted at least two (2) 

working days before the proposed 

date of activity, if unable to submit 

four (4) working days before. 

The student group is responsible for 

the logistical and security 

arrangements of the appearance. 

They may request assistance from 

the OAS, University Physical Plant 

Association, and/or Security Office. 

Collections for 

Fundraising Collection of monetary donations 

such as circulation of donation 

containers or pledges must first seek 

approval from OSA. 


1. Maximum of five (5) student 

groups will be allowed to have such 

activities at a time. 

2. Student groups are not allowed 

to solicit money from the Loyola 

Schools offices. 

3. Reservation of slots is set to a 

maximum of ten (10) working days 

or two (2) weeks per activity. A week 

is from Monday to Friday, including 

holidays and sudden suspension of 

classes. Saturday is not counted as a 

working day. 

39



Sponsors 

41 

and Guests 

Sponsors 

sponsors and guests 

Companies are allowed to sponsor 

official Ateneo student group 

activities if these are not in 

conflict with the values that the 

Loyola Schools promote and uphold. 

In this light, the University cannot 

allow the following products to be 

promoted in any student activity both 

inside and outside the campus: 

1. Products/companies that are 

sexually related 

2. Alcoholic beverages 

3. Cigarettes and tobacco-based 

products 

4. Pirated products 

5. Products/companies that 

promote violence 

6. Spa services and venues 

7. Tutorial and Review centers 

8. Companies that promote 

gambling 

9. Products/companies with 

questionable reputation



43 

10. Products/companies that 

advocate a luxurious lifestyle 

11. Products/services that do not 

foster the University’s 

academic nature and the 

student’s proper decorum 


1. Only direct sponsors are 

allowed in the Loyola Schools. 

Sponsoring companies cannot use 

the tie-ups with the student 

organizations as a marketing tool to 

promote their own sponsors. 

2. The Memorandum of 

Agreement (MOA) should be 

approved first by OSA before signing 

or closing deals. 

3. Sponsoring companies may 

be allowed to have a booth/table to 

display their products as long as this 

booth/table is located right outside 

the venue of the activity or right 

beside the sales/registration table. 

Activity Duration 

10 working days 5 working days 

5 working days 3 working days 

Booth layout/ display will be allowed 

upon approval from OSA and OAS. 

4. Food and beverage sampling 

will only be allowed in the SEC Field 

and the College Covered Courts. 

5. Sponsors are not allowed to 

engage in any selling activity, and will 

only receive promotional and marketing 

mileage in exchange for their 

sponsorship. 

6. Approved activities of sponsors 

will be allowed in the campus for five 

(5) working days if the organization’s 

promotion/ticket selling and/or actual 

activity is ten (10) working days, and 

three (3) working days if the activity 

is only for five (5) working days. 

Maximum Duration of Sponsor Activities 

1 working day During the activity only








day. 

8. Organizations with applying 

status are only allowed to set-up 

sponsorship booths twice (2) per 

semester. 

9. Streamers and banners of 

sponsors during ticket selling/ 

promotion prior to the activity will 

only be limited to two (2) and should 

be displayed at the venue. 

10. Fashion displays/shows 

(sponsored or not sponsored) will be 

allowed only if they satisfy three (3) 

conditions: 

c. models should only be current 

Ateneo students 

11. Promotion representatives 

should dress in the manner 

appropriate for the University’s 

academic nature. 

Procedure 

1. Fill out the Sponsors Entry 

form. 

2. Have it endorsed by OSA and 

submit to OAS at least ten (10) working 

days prior to the proposed date of 

the sponsor’s activities. 

Note: Submission of requests to OAS 

is outside the three (3) working days 

initial processing by OSA. 

45 

a. displays are incorporated into 

a larger program of activities 

b. featured items do not interrupt 

the academic setting



47 

Guests General Parameters 

1. Student groups with invited/ 

identified guests (who are outsiders) 

entering the campus should inform 

the OAS of the entry of these guests. 

2. Student groups organizing the 

activity will be responsible for the 

general welfare of the guests. 

3. The student group is also 

responsible for the guests’ behavior 

while on campus. 

Procedure 

1. The requesting organization 

should write a letter to OAS stating 

the event, name of the guests and 

purpose of the guest’s visit in the 

campus. Please indicate if the activity 

is open to the public and the 

individual guests cannot be 

identified. The letter should be 

endorsed by OSA. 

2. Request for parking slots 

should also be indicated in the 

letter (as needed). The letter must 

be endorsed by OSA at least three 

(3) working days prior to the date of 

visit/arrival of the guest. 

3. For certain guests, especially 

for dignitaries, OSA may advise the 

student group to write a letter 

informing the University President, 

the Vice-President for the Loyola 

Schools as well as the Associate 

Deans (Student Affairs and Academic 

Affairs) and the four (4) Deans of 

the Loyola Schools of the arrival such 

that when necessary, a certain 

protocol will be followed. 

Arrangements for these must be 

finalized at least three (3) working 

days before the arrival.



Promotions 

49 

Promotional Materials 

The Office of Student Activities (OSA) 

is the only office that approves and 

sanctions the use of promotional 

materials by the Ateneo student 

groups. Currently, the following are 

the promotional materials that the 

OSA approves: 

1. promotional boards 

2. posters 

3. flyers 

4. company flyers 

5. table-top advertisements 

6. streamers and banners 

7. LS PA System 

8. MVP-CSL PA system 

9. electronic board 

10. digipost plasma television 

11. t-shirts and other ephemerals 

Promotional materials not mentioned/ 

specified in these guidelines will be 

subject to the approval of OSA. 


1. The activity should be 

approved first before a student group 

can have some form of promotion. 

2. Contents and designs of all 

promotional materials must be first 

approved by OSA before final printing 

and/or reproduction. 

3. Promotional materials with 

contents specific to a particular 

organization must only use their own 

organizational board. 

4. The organization name and 

activity name should be prominently 

seen in all the promotional materials. 

5. In case of collaborative 

projects between or among student 

groups, the limit for promotional 

materials will be taken in 

consideration of the one activity 

regardless of the number of groups 

involved.



51 

6. In case of umbrella 

activities wherein there are 

sub-activities under the main activity, 

the limit for promotional materials 

will be taken in consideration of the 

main/umbrella activity regardless of 

the number of sub-activities involved. 

7. The use of adhesive tape, glue 

or staple wire on corkboards is 

strictly prohibited. Only thumbtacks 

and pushpins may be used for 

posting on corkboards along the 

walks and in the classrooms. 

8. Posting on cement walls, glass 

partitions, wooden surfaces (painted 

or varnished), trees and anywhere 

inside the comfort rooms are strictly 

prohibited. 

9. Posting by student groups on 

promotional boards and corkboards 

not reserved for them is not allowed. 

10. No promotional materials must 

be seen the day after the last day 

allowed for posting. 

11. The student group is 

responsible for removing their 

promotional materials by the last 

approved date. Materials still 

displayed after the last approved day 

will be removed by the DSWS and/or 

OSA, and this will merit a violation. 

12. Cancellation of reserved slots 

must be done within the first two (2) 

days of scheduled use. 

13. Promotional materials should 

not promote sex, violence, or any 

other value that does not adhere to 

the Ateneo education. 

14. Any inclusion (i.e. sponsor’s 

name, sponsor’s logo, etc.) in the 

promotional materials must only be 

included after the MOA with the 

organization is approved by OSA. 

15. Aside from OSA, the officers of 

the Department of Student Welfare 

Services (DSWS) are also authorized 

to put down promotional materials 

that do not follow the policies set.



16. The OSA reserves the right to 

impose other sanctions depending on 

the intensity of the damage done and 

frequency of the violations incurred. 

The DSWS and the COA will be a 

recommendatory body as regards the 

sanctioning. 

Promotional Boards 

promotions 

There are eighteen (18) promotional 

boards situated along the EDSA 

Walkway, the Science Education 

Complex (SEC) and the pathway near 

Rizal Library, specifically provided for 

use by the student groups. 


1. There are eighteen (18) promo 

boards available for use in the LS 

campus. 

2. Promotional materials posted 

on promotional boards should 

prominently identify the name of the 

organization, name of activity and 

date. 

3. Reservations will be on a 


53 

4. Use and reservation of 

promotional boards is limited to one 

(1) board at a time per activity.



55 

5. Reservation of a promotional 

board is set to a maximum of two 

(2) slots per activity. A slot pertains 

to five (5) working days or one (1) 

week of use (Monday to Friday). 

6. If there are still available 

boards, a student group may extend 

its use only on the Friday before the 

intended extension. Only one (1) slot 

is allowed for the extension. 

Procedure 

1. Submit to OSA the reservation 

slip with the design of the 

promotional board attached. 

2. Have these approved by the 

OSA Professional assigned to your 

group. 

3. Proceed to DSWS for 

scheduling. 

Posters 

A poster is any promotional material 

for POSTING which is larger than 8.5” 

x 11” and smaller than 22” x 17”. 


1. Student groups are allowed a 

maximum of twenty-five (25) posters 

for posting on the following locations: 

(i) classroom corkboard and 

(ii) organizational boards. 

2. Only one (1) poster per 

activity is allowed per location. 

Posters are not to be posted on 

promotional boards not reserved for 

the student group. 

3. Posters with first and second 

parts are allowed. However, both will 

be counted as part of the allowed 

maximum number of twenty-five (25) 

posters. 

4. Student groups may post on 

boards of administrative offices and



57 

academic departments only when 

they are given approval from the 

concerned department/office. The 

number of posters allowed does not 

include those posted in offices and 

departments. 

5. Posters should prominently 

identify the name of the student 

group, name of activity and date of 

activity. 

6. Posters may be posted for a 

maximum of two (2) slots per 

activity. A slot pertains to five (5) 

working days or one (1) week of use 

(Monday to Friday). 

7. Posters should not be posted 

higher than three (3) inches above 

the base of the board. 

Procedure 

1. Submit the final copy of the 

design to OSA for approval. 

2. Secure a poster approval form 

from the DSWS. Attach the approved 

design to the form. 

3. Have the form signed by an 

organization officer to gain 

permission to use their 

organization boards. Only one (1) 

sheet per activity must be used. For 

additional posters pertaining to the 

same activity, this same form/sheet 

should be used. 

4. Have the posters stamped by 

OSA based on the number of 

organizations that signed the poster 

approval form. 


stamping and scheduling. 

Teaser A teaser is any promotional material 

FOR POSTING, which is equal to or 

smaller than 8.5” x 11” (short bond 

paper). Flyers to be handed out are 

not allowed.



59 


1. Student groups are allowed 

a maximum of fifty (50) teasers for 

posting on the following locations: 

(i) classroom corkboards and 

(ii) organizational boards. 

2. Only one (1) teaser per 

activity is allowed per location. 

Teasers are not to be posted on 

promotional boards not reserved for 

the student group. 

3. Teasers with first and second 

parts are allowed. However, both will 

be counted as part of the allowed 

maximum number of fifty (50) flyers. 

4. Student groups may post on 

boards of administrative offices and 

academic departments only when 

they are given approval from the 

concerned department/office. The 

number of teasers allowed does not 

include those posted in offices and 

departments. 

5. Teasers should prominently 

identify the name of the student 

group, the name of activity and date 

of activity. 

6. Teasers may be posted for a 

maximum of two (2) slots per 

activity. A slot pertains to five (5) 



Procedure 

1. Submit the final copy of the 

teaser to OSA for approval and 

stamping. 


stamping and scheduling. Only after 

the final copy has been approved and 

stamped can the organization 

photocopy/reproduce the material.



61 

Company Flyers 

A company flyer is any promotional 

material of the sponsor/s that the 

student group HANDS OUT to an 

audience as part of the sponsor’s 

promotional mileage. The flyer should 

be smaller than 8.5” x 11” (size of a 

short bond paper). 


1. The activity and MOA should 

be approved by OSA first. 

2. A copy of the company flyer is 

to be submitted to OSA for approval 

before distribution. 

3. The student group is only 

allowed to hand out a maximum of 

two hundred and fifty (250) flyers 

per company. 

4. The student group may 

distribute the flyers only during the 

event and/or at the approved venue 

and date. 

Tabletop Advertisements 

A tabletop advertisement is any 

three-dimensional promotional 

material that can be placed on the 

tables of the cafeteria or 

photocopying machines. 


1. Reservation of a tabletop 

advertisement is set to a maximum 

of two (2) slots per activity. A slot 

pertains to five (5) working days or 

one (1) week of use (Monday to 

Friday). 

2. Permission to place tabletop 

advertisements on cafeteria tables 

will be granted approval by Director 

of the University Physical Plant 

Association (UPPA). 

3. Permission to place tabletop 

advertisements on photocopying 

stations will be granted approval by 

the people manning each 

photocopying station.



4. A maximum number of twenty 

(20) table top ads is allowed in the 

cafeteria per activity. For the 

photocopying stations, only one (1) 

table top ad is allowed per location. 

5. It is the sole responsibility 

of the student group to remove all 

tabletop advertisements on or before 

6:00 p.m. of the last day of 

reservation, as indicated in the letter 

and/or reservation slip. 

6. The organization should only 

use CLAY in setting up the tabletop 

advertisements, no masking or 

double-sided tape should be used. 

Procedure 

1. Write a letter addressed to 

the director of the concerned office, 

indicating the date/duration of the 

promotion and the venue for posting. 

Attach the prototype to the letter. 

3. Submit the letter with the 

prototype to the concerned office for 

final approval. 

4. Place tabletop advertisements 

on designated areas and remove 

after duration of promotion. 

Streamers and Banners Streamers and banners are long 

strips of cloth or tarpaulin for 

decoration or advertising. These 

guidelines define banners as vertical 

promotional materials and streamers 

as horizontal. 

Within Loyola Schools 

For streamers, streamer grills at the 

Quadrangle 1 and SEC A may be 

used. There are eight (8) slots in 

each grill. 

For banners, student groups may use 

the fifty-four (54) lamp posts with 

two (2) slots each (back to back) 

within the Loyola Schools campus. 

63 

2. Have the design approved and 

the letter endorsed by OSA.



65 


1. The size of the promotional 

materials should exactly be 3’ x 6’ for 

horizontal streamers and 3’ x 7’ for 

vertical banners. Strict compliance 

with the above-stated dimensions 

must be observed. 

2. For horizontal streamers, only 

one (1) streamer per location is 

allowed per activity. For vertical 

banners, a maximum of six (6) 

vertical banners is allowed per 

activity. 

3. Only nylon strings may be 

used to mount the streamers/ 

banners. 

4. Designs must be approved 

by OSA before reservation of the 

streamer/banner slot. 

5. Reservation of streamer grills 

and lamp posts is set to a maximum 

of two (2) slots per activity. A slot 



Friday). 

Procedure 

1. Bring the final copy of the 

design to OSA for approval. Do not 

show a ready-made streamer/banner. 

2. Attach an accomplished 

reservation slip to the design and 

have it signed by OSA. 


scheduling. 

Campus-Wide 

Banners and streamers may be 

mounted in University Physical Plant 

Association (UPPA) designated 

areas around the campus. 

Horizontal streamers may be hung 

between trees near Gates 2 & 3. 

Vertical banners may be mounted in 

15 lamp posts along Fr. Masterson 

Drive.



67 

Streamers are not allowed on the 

Katipunan fence. Announcements and 

notices will only be posted in the Blue 

Billboard near Gate 3. 


1. Banners and streamers for 

mounting in UPPA-designated areas 

around campus must conform to the 

following standard sizes: 2.5’ x 8’ for 

vertical banners and 12’ x 4’ for 

horizontal streamers. Strict 

compliance with the aforementioned 

dimensions must be observed in 

order to ensure proper and safe 

mounting of print collaterals around 

designated areas as well as their 

respective holders. 

2. Banners and streamers for 

mounting in designated areas around 

campus must come provided with 

the designated number of mounting 

points at the edges of the material. 

Such mounting points must also be 

provided with metal bindings 

(eyelets) to ensure proper and secure 

mounting resistant to tearing or 

dismount resulting from wind sheer 

or other environmental factors. 

3. Banners and streamers must 

have a minimum of four (4) mount 

points (one for each corner) with 

provisions for the additional 

mounting points as required by 

the area where the material will be 

mounted. 

4. Banners and streamers may be 

mounted and displayed for a 

maximum of seven (7) days. 

5. For vertical banners, a 

maximum of six (6) vertical banners 

is allowed per activity. 

However, the number of lamp posts 

to be reserved will depend on the 

availability and nature of the activity. 

Priority is given to activities 

organized by Ateneo groups.



6. The UPPA reserves the right to 

approve or disapprove requests and 

to pull-out materials due to noncompliance 

with the set guidelines. 

Procedure 

1. Bring one (1) copy of the 

design (final draft) to the OSA for 

approval. Do not show a ready-made 

streamer/banner. 

2. Submit a letter addressed to 

the Director of UPPA for reservation 

and assistance, endorsed by OSA. 

Public Address System Student groups may avail of the 

Public Address (PA) System for 

announcements that affect people 

outside the group. 

69 

There are two (2) PA systems in the 

campus: one is broadcasted within 

the Loyola Schools (LS PA System), 

the other one is broadcasted within 

the MVP-CSL (MVP-CSL PA System) 

only. 


1. Reservation of the PA system 

must be done at least two (2) 

working days before the actual use. 

Reservations are on a first come, first 

served basis. 

2. Each announcement must not 

exceed forty-five (45) seconds. 

3. An activity will only be allowed 

a maximum of six (6) 

announcements. Each activity is 

allowed a maximum of two (2) 

announcements per day. 

4. There are six (6) time slots for 

the use of the PA system for the 

M-W-F schedule, and four (4) slots 

for the T-Th schedule. 

Schedule 

MWF 9:20 10:20 1:20 2:20 3:20 4:20 

TTH 10:20 1:20 2:50 4:20



71 

5. Each time slot can only 

accommodate three (3) activity 

broadcasts. 

6. For pre-taped announcements, 

students should come during their 

broadcast slot to play the 

announcement. 

Procedure 

1. For use of the LS PA system, 

submit a letter addressed to the OAS 

(endorsed by OSA) indicating the 

schedule of the broadcast and the 

actual message/ script to be used. 

2. For broadcasts over the 

MVP-CSL PA system, accomplish a 

reservation slip with the message/ 

script attached on the form. 

3. Proceed to OSA for 

endorsement and/or approval. 

4. For broadcast within the Loyola 

Schools, proceed to DSWS for 

scheduling. For broadcast within the 

MVP-CSL, proceed to OSA for 

scheduling. 

5. Go to OAS Kostka (for LS 

broadcast) or OSA (for MVP 

broadcast) to make the address on 

the reserved time and date. 

Electronic Board The Electronic Board may be used 

by any student group of the Loyola 

Schools for announcements that 

affect people outside the group. 


1. Reservation of the Electronic 

Board must be done at least five (5) 

working days prior to the actual use 

of the Electronic Board. Reservation 

will be done on a first-come, 

first-served basis. 

2. In case of activities that are 

organized by two (2) or more groups, 

only one (1) Electronic Board 

announcement may be reserved for 

the said activity.



73 

3. Only a maximum of five (5) 

different activities may be put on 

each Electronic Board at a time. 

4. Each message must not 

exceed four (4) 13-character lines 

(including spaces). 

5. The use of the Electronic Board 

may be reserved for a maximum of 

two (2) slots per activity. A slot 



Friday). 

6. The Electronic Board runs from 

8:00 a.m. to 5:00 p.m. from 

Mondays to Fridays and 8:00 a.m. to 

12:00 noon on Saturdays. 

Procedure 

1. Accomplish the reservation slip 

and E-board stub. Have these 

approved by OSA. 


The Digipost Plasma TV located at 

Digipost Plasma 

Television 

the AMPC college cafeteria may be 

used by any student group of the 

Loyola Schools provided that such 

announcements affect people outside 

the group/organization. 


1. Reservation of slots for the 

Digipost Plasma TV must be coursed 

through the LS-MIS Office at least 

ten (10) working days prior to the 

actual use of the television. 

2. Posting on the Digipost Plasma 

TV is free of charge for the Ateneo 

community. Reservation will be on a 


3. The actual materials for posting 

on the Digipost Plasma TV must 

be received by the LS-MIS Office 

upon reservation for a slot. This is to 

allow Digipost to properly integrate 

the files into the existing loops.



4. For static ads, material should 

be submitted as a PSD (Photoshop) 

file ONLY. For main screen 

advertisements, the size must be 

720 x 480 pixels. For side banner 

advertisements, the size must be 

220 x 480 pixels. 

5. Pictures to be used for static 

ads must be of HIGH QUALITY 

(at least 200 dpi) to preserve the 

appearance of the displays. In case 

very old images need to be used, 

please scan them accordingly. 

6. Messages to be placed on 

static ads must be concise. The 

minimum size is 9. Powerpoint 

presentations are strictly not 

acceptable. 

8. Videos should not exceed five 

(5) minutes. 

Procedure 

1. The static ads and/or videos 

following the descriptions stated 

on the parameters above must be 

passed to OSA on a compact disc 

(CD) for approval. 

2. A letter of request for the use 

of the Digipost must be submitted to 

the LS-MIS Office together with the 

approved static ads and/or videos on 

CD. The start and end date for 

posting of material must be indicated 

on the request. This letter must be 

endorsed by OSA. 

7. Videos to be shown on the 

Digipost Plasma TV should be 

prepared on AVI format, 720 x 480 

pixels following a 16:9 widescreen 

configuration. 

75



Official Organization 

Shirts and Ephemerals 

77 

Organizations may print shirts and 

produce ephemerals such as mugs, 

ID straps, buttons, notepads, pens, 

and other merchandise. These should 

carry the name of the organization 

and/or activity name (if applicable). 

Its contents and design should be 

appropriate with the school’s 

principles. 

Procedure 

1. Submit the t-shirt/ephemeral 

design to be approved by OSA. 

2. Upon approval of the design, 

the shirts and/or other ephemerals 

may be mass-produced and 

distributed. 

Facilities 

Ateneo organizations 

and other student 

groups can use 

different Loyola 

Schools (LS) 

facilities for their 

activities. These 

facilities are 

monitored by 

different offices. 

OAS 

A. Classrooms 

B. Audio-visual 

rooms 

C. Open areas/ 

fields 

D. Roof decks 

(Colayco 

Hall, Leong) 

E. West Lobby 

(MVP Base 

ment) 

F. Rizal Mini- 

Theatre 

G. Gonzaga Hall 

Facilities 

H. Dance and 

Movement 

Studio (G311) 

I. Exhibit Hall 

(G310) 

J. Fine Arts 

Theatre 

(G306) 

Residence Halls 

A. White Room 

B. Recreation 

Room 

C. Cervini field 

D. Eliazo 

Basement 

Physical Education 

Complex 

A. LS Covered 

Courts 

B. Table tennis 

area 

C. Lawn Tennis 

area 

D. Yoga Area 

E. Swimming 

pool 

OSA 

A. Kostka 

Extension 

B. Doghouse/ 

Quadstage 

Facilities in the MVP- 

CSL Building: 

C. Organization 

Rooms 

D. Publications 

Room 

E. OSA 

Conference 

Room 2 

F. Activity 

Rooms 1–6 

G. LDP Seminar 

Room 

H. Music 

Rehearsal 

Room 

I. Storage Room 

J. Colayco 

Pavilion 

K. Operations 

Room 

CMO 

A. CMO Prayer 

Rooms 

B. Rupert Mayer 

Library



Facilities 


1. The activity should be 

approved first before a student group 

can reserve a facility. 

2. Reservations of the facilities 

are coursed through the monitoring 

offices. The monitoring office may 

have their respective reservation 

process for using their facilities. 

5. OSA and OAS should be 

informed of the cancellation or 

postponement of an event at least 

one (1) working day before. 

6. The directors of the concerned 

offices reserve the right to approve 

or disapprove reservations and also 

to stop the activity/ies based on 

non-compliance with the school 

policies. 

79 

3. Reservations made on the day 

of intended use will not be processed 

and approved. 

4. Equipment/facilities to be 

brought inside the campus should 

have a clearance from the OAS to be 

endorsed by the OSA.



OSA Monitored 

Facilities 

facilities 

A. Kostka Extension 

The Kostka Extension is located at 

the corner of library walk and Kostka 

Hall. 


1. There are eight (8) booths 

available for use. Student groups 

can reserve one (1) booth each for a 

maximum of two (2) slots. 

2. A slot pertains to five (5) 



3. Student groups with sponsors 

can reserve an additional booth for 

the sponsor’s product display, as part 

of the promotional mileage. 

groups will have equal opportunities 

to use the Kostka extension for their 

activities. 

Procedure 

Photocopying station 

1A 3A 

1B 3B 

2A 4A 

2B 4B 

MVP-CSL bldg 

1. Fill-up the reservation slip and 

submit to OSA for approval. 

2. For income-generating 

activities, Submit two (2) copies of 

the reservation slip. The second copy 

will be forwarded to the Office of 

Administrative Services (OAS) for the 

venue rental. 

81 

4. Requests for additional slots 

are not allowed so that all student



B. Doghouse/ Quadstage 

The “doghouse” is located in the 

middle of Quadrangle 1. 

A 

Berchmans Hall 

A B 

B 


Facing Faura hall 

1. There are two (2) booths 

available for use. Student groups 

can reserve one (1) booth each for a 

maximum of two (2) slots. 

2. A slot pertains to five (5) 



3. A student group may reserve 

the whole venue depending on the 

nature of the activity. 

4. Requests for additional slots 

are not allowed so that all student 

groups will have equal opportunities 

to use the Doghouse for their 

activities. 

Procedure 

1. Fill-up the reservation slip and 

submit to OSA for approval. For 

activities that require additional setup 

in the doghouse, please attach the 

proposed layout and submit to OSA 

for approval. 

3. For income-generating 

activities, Submit two (2) copies of 

the reservation slip. The second copy 

will be forwarded to the Office of 

Administrative Services (OAS) for the 

venue rental. 

83



85 

Facilities inside the MVP-CSL: 

The Manuel V Pangilinan Center for 

Student Leadership (MVP-CSL) is 

the home of the accredited student 

organizations of the Loyola Schools. 

Hence, students and visitors alike 

must observe all rules and 

regulations of the MVP-CSL whenever 

they are in the vicinity of the 

building. 

All rules and regulations that are 

enforced by the Loyola Schools administration, 

especially that by the 

Office of Student Activities, must be 

observed in the MVP-CSL. 

General Guidelines inside MVP-CSL 

1. All student groups are 

expected to comply with the 

Guidelines for Student Activities as 

well as the Loyola Schools Student 

Handbook. Violations will have 

corresponding sanctions. 

2. Any form of violence such as 

verbal and physical abuse, sexual 

misconduct, and carrying of deadly 

weapons will merit corresponding 

sanctions and will be referred to the 

Associate Dean for Student Affairs 

(ADSA). 

3. Bringing of and the 

consumption of liquor and/or illegal 

substances are also not allowed and 

will be referred to ADSA. 

4. The MVP-CSL is strictly a 

non-smoking area. 

5. Dishonesty and misrepresentation 

is a major offense in the Loyola 

Schools. Students borrowing room 

keys from OSA without proper 

identification will be given the 

corresponding penalties and violators 

will be sanctioned according to school 

rules. 

6. The student groups are 

responsible for the proper usage and



87 

maintenance of the furniture and 

equipment inside the building 

especially those designated for their 

respective groups. 

7. Students must not tamper with 

any school furniture and equipment. 

For repairs, the organization must 

inform the OSA to facilitate the 

pull-out and repair of equipment. 

8. Furniture and Equipment 

brought in AND out of the MVP-CSL 

should have the approval of OSA and 

the president of the student group. 

9. Each student group is 

responsible for the personal items of 

its members. The school will not be 

liable for any losses that occur inside 

the MVP-CSL. 

10. Posting of materials on any 

painted surface, walls, and windows 

is strictly prohibited. Vandalism will 

not be tolerated. 

11. Each student group shall also 

make sure that the electric devices 

are turned off when not in use, and 

must not be left open at the end of 

the day. 

12. Student groups must keep 

their noise level to a minimum so as 

not to disturb the other groups. 

13. The MVP CSL is equipped with 

a number of safety mechanisms to 

keep the building safe from possible 

hazards. Tampering with these is 

strictly prohibited and will merit 

appropriate sanctions. 

14. Students are not allowed to 

loiter on the balconies especially on 

the designated emergency exits. 

These are strictly for emergency 

purposes only.



89 

C. Organization Rooms 

The student groups with accredited 

status and student arms of LS 

formation offices have designated 

organization rooms inside the 

MVP-CSL. Two student groups are 

assigned per room. 


1. Students may stay inside the 

organization rooms following the 

building schedule specified by OSA. 

Schedule 

Mondays to Fridays 

Saturdays 

Summer/Sem-Break 

Time 

8:00am to 6:45pm 

8:00am to 11:45am 

8:00am to 4:30pm 

2. The keys to the respective 

rooms will stay with OSA. Students 

may borrow the keys to their 

organization rooms during office 

hours (Mondays to Fridays 8:00 a.m. 

to 5:00 p.m. and Saturdays 8:00 

a.m. to 12:00 noon). 

3. On the first week of classes 

of each semester, all student groups 

must submit a list of ten (10) names 

of members who will be authorized 

to borrow their respective room keys 

from OSA. 

4. Authorized students must 

leave their Ateneo student ID, log in 

their name, ID number and the time 

borrowed in the OSA logbook before 

getting the key. The key must be 

returned within fifteen (15) minutes 

after. 

5. At the end of the day, student 

groups must leave their rooms 

unlocked. The maintenance personnel 

assigned to MVP-CSL will be 

responsible for locking the rooms. 


responsible for maintaining the 

cleanliness and orderliness of their 

respective rooms.



91 


responsible for the proper usage and 


equipment designated for their 

respective groups. 

8. All furniture and equipment 

originally assigned to a room is 

allocated to the organization/s 

assigned to that room. In the event 

that a student group needs to 

borrow certain furniture or 

equipment, the request should be 

done through a formal letter 

addressed to OSA and the concerned 

group. 

9. School furniture and 

equipment should not be taken out of 

the room. 

Procedure for Violation Reports 

To report violators of any of the 

above stated guidelines, a formal 

complaint must be written describing 

the violation committed, the 

organization and person(s) involved, 

and the time and place of the said 

occurrence. The letter must be 

addressed to OSA. All violations will 

be deliberated upon by the Office of 

Student Activities (OSA) and the COA 

Central Board. 

D. Publication Room (MVP 201&202) 

The Publications Room (PubRoom) 

serves as the primary office of the 

three student groups of the 

Confederation of Publications of the 

Ateneo (COP). The Pub Room is 

divided into three cubicles for the 

specific use of the three (3) student 

publications groups namely The 

Guidon, Matanglawin, and Heights. 

The three (3) publications groups 

are to adhere to the set guidelines 

for the use of the Publications Room. 

Moreover, the MVP-CSL guidelines 

for the use of the organization rooms 

also apply to these three groups.



93 

Pub Room Keys 

1. The main Pub Room is only 

accessible through the MVP 202 door. 

Its corresponding key is the only key 

available for student use. The MVP 

201 door remains locked at all times. 

2. The key to the main Pub Room 

will remain with OSA. Only members 

of the Editorial Board (EB) of the 

three publications may borrow the 

key from OSA. 

3. At the start of each school 

year, each publication group will be 

given its own separate set of keys 

(3 each) for their respective cubicles. 

4. Each publication group is 

allowed to make two (2) copies of 

their cubicle key, provided that they 

sign a document stipulating that they 

will only have two copies of their 

cubicle key and that they submit the 

names and schedules of their 

respective key-holders during the 

start of every semester. 

5. The combination of each 

cubicle door will be changed at the 

start of each school-year. Thus, a 

new set of cubicle keys will be given 

to the three groups every school 

year. 

OSA in coordination with OAS takes 

care of the necessary arrangements. 

Consequent fees are to be subsidized 

through the Publications Fund. 

Pub Room Access 

1. Students may use the Pub 

Room following the building schedule 

specified by OSA. 

Schedule 

Mondays to Fridays 

Saturdays 

Summer/Sem-Break 

Time 

8:00am to 6:45pm 

8:00am to 11:45am 

8:00am to 4:30pm 

2. Only members of the Editorial 

Board of the three publications may 

borrow the main Pub Room key from 

OSA during office hours (Mondays to 

Fridays 8:00 a.m. to 5:00 p.m. and 

Saturdays 8:00 a.m. to 12:00 noon).



95 

3. On the first week of classes 

of each semester, each publication 

group must submit the list of the 

Editorial Board to OSA. The list 

should include the names and ID 

numbers of each member of the 

Editorial Board. 

4. Authorized students must 

leave their Ateneo student ID, log in 

their name, ID number and the time 

borrowed in the OSA logbook before 

getting the key. The key must be 

returned within fifteen (15) minutes 

after. 

5. The main Pub Room door 

remains unlocked after it has been 

opened. The key can only be 

borrowed once within the day from 

OSA. 


expected to be responsible for their 

own belongings. In the case that 

no one is left inside their cubicle, it 

is expected that the last person to 

leave turns off the electrical devices 

and locks the cubicle door. The 

cubicle key-holder then is expected 

to be available to re-open their 

cubicle at any time. 

7. Only publication-related work 

(meetings, interviews, etc.) is 

allowed inside the common area of 

the Pub Room. Individuals or groups 

who are doing activities unrelated 

to publications work are to transfer 

to other more appropriate meeting 

areas outside the Pub Room. 


responsible for maintaining the 

cleanliness and orderliness of their 

respective cubicle. 


responsible for the proper usage and 


equipment designated for their 

respective group.



97 

10. Pub Room facilities and 

materials are only used for official 

business of the publication groups. 

No Pub Room facilities, especially 

computers and printers, may be 

tampered with or be taken out of the 

room without OSA’s approval. 

11. Each publication group makes 

sure that the electric devices are 

turned off when not in use, and must 

not be left ON once the main Pub 

Room door is locked. 

12. The Maintenance staff locks 

the main Pub Room door at 9:00pm 

during weekdays and at 12:00nn 

during Saturdays. He also ensures 

that no one is left inside the Pub 

Room once it is locked. 

13. At the end of the school year, 

each publication group submits a 

year-end inventory of the status of 

equipment, to be properly turned 

over to the next Editorial Board. 

14. Any violation or noncompliance 

to the Pubroom 

guidelines undergoes the procedures 

set by the violations and sanctions 

committee. 

Extension of Usage of the Pub Room 

1. Should any publication group 

need to use the Pub Room beyond 

7:00 p.m. during weekdays and 

beyond 12:00 p.m. during Saturdays, 

a letter seeking permission must be 

submitted to the Director of the 

Office of Student Activities, duly 

noted and endorsed by their 

respective moderator and by the 

editors-in-chief of the other two 

publication groups, at least two (2) 

working days prior to intended use. 

The letter of request should contain 

the following details: 

a. scheduled date of overstay, 

b. specific time period of 

extension



99 

c. purpose of stay 

d. names of people who will stay 

2. Maintenance overtime fees are 

charged to the Pub Fund for 

OSA-approved Pub Room use after 

9:00pm. 

3. Maximum extension time is 

10:45 pm during weekdays and 3:45 

pm during Saturdays. 

4. Only members of the 

publication group are allowed to stay 

in the Pub Room during extension 

hours. Non-members and overstaying 

occupants shall be asked to leave, 

noted and reported to the Security 

Office and OSA. 

5. The Maintenance staff locks 

the main Pub Room door at the end 

of the approved extension period. He 

also ensures that no one is left inside 

the Pub Room once it is locked. 

6. The last person to leave the 

Pub Room signs in the logbook held 

by the security guard at the MVP-CSL 

lobby entrance. 

E. Osa Conference Room 2 (MVP103) 

The OSA Conference Room 2 is 

located at Room 103 at the ground 

floor of the MVP-CSL. 


1. The OSA Conference Room 2 

primarily serves as a venue for 

meetings. Academic classes will not 

be allowed to use the said venue as 

it is allotted for the use of student 

organizations. 

2. The said venue may be 

reserved not more than three days 

before the proposed date of use. 

Meetings may only be held from 8:00 

a.m. until 6:00 p.m. from Mondays to 

Fridays and 8:00 a.m. to 12:00 noon 

for Saturdays.



101 

3. The maximum use of the 

conference room is three (3) hours. 

The maximum capacity is 20 people. 

4. Student groups using the 

conference room must make sure 

that the room is restored after use. 

Any writings on the board must be 

erased. If food is brought in, the 

garbage drums must be taken out of 

the room. 

5. Reservations are on a 


Procedure 

Fill out the reservation slip and have 

it endorsed by the OSA Professional 

assigned to your organization. 

F. Activitiy Rooms 1-6 

The MVP-CSL Activity Rooms 

primarily serve as venues for 

meetings and small group activities. 


1. There are six (6) available 

activity rooms in the MVP-CSL: 

Activity 

Rm# Rm# Capacity 

1 MVP 211 30 – 40 

2 MVP 212 20 

3 MVP 213 20 

4 MVP 210 20 

5 MVP 209 20 

6 MVP 312 20 

2. Academic classes will not be 

allowed to use the said venues as 

these are allotted for the use of 

student groups. Choir practices and 

theatrical rehearsals are also not 

allowed inside the activity rooms. 

3. Priority of use: 

1st 

2nd 

activities of accredited student 

organizations 

activities of applying 

organizations



3rd 

activities of integrated 

non-academic formation 

(INAF) and LS-recognized 

unaccredited student groups 

8. Each student group may use 

more than one (1) activity room 

provided that the combined use is 

only three (3) hours per day. 

103 

4. Student groups with accredited 

status may reserve the rooms not 

more than thirty (30) days before the 

proposed date of use. 

5. Student groups with applying 

status may reserve the rooms not 

more than fifteen (15) days before 

the proposed date of use. Other 

groups may reserve the rooms not 

more than five (5) days before the 

proposed date of use. 

6. Activities may only be held 

from 8:00 a.m. until 8:45 p.m. from 


11:45 a.m. for Saturdays. 


activity room is three (3) hours. 

Set-up and clean-up time are 

included in the three hours. 



10. Student groups must bring 

their own white board markers. Any 

writings on the board must be erased 

afterwards. 


activity room must make sure that 

the room is restored after use. If food 

is brought in, the garbage drums 

must be taken out of the room. 

Procedure 

1. Check the availability with OSA 

and fill out the reservation slip. 

2. Have the form endorsed by 

the OSA Professional assigned to the 

student group.



105 

3. To use the activity rooms, the 

student group can borrow the key 

from the OSA. He/she shall leave 

his/her valid Ateneo identification 

card and shall enter in a logbook 

what time he/she took the key and 

returned it. He/she can only claim 

his/her ID after returning the key. 

The key should be returned within 

fifteen (15) minutes. 

G. LDP Seminar Room (LDPSR) 

The LDP Seminar Room is located at 

the second floor (MVP 217-218). This 

primarily serves as the main session 

hall for the Leadership Development 

Program (LDP) classes, trainings and 

activities. 


1. Academic classes will not be 

allowed to use the said venue as it is 

allotted for the use of student 

organizations. 

2. Student organization trainings 

and activities except theatrical 

rehearsals will be permitted if the 

seminar room will not be used for 

any LDP classes or activities. 

3. The priority of use of the 

LDPSR will be as follows: 

a. Leadership Development 

Program classes 

b. activities of Accredited student 

organizations 

c. activities of Applying student 

organizations 

d. activities of integrated 

non-academic formation (INAF) and 

LS-recognized unaccredited student 

groups 


reserved not more than 1 week or 

seven (7) days before the proposed 

date of use. Activities may only be



107 

held from 8:00 a.m. until 8:45 p.m. 

from Mondays to Fridays and 8:00 

a.m. to 11:45 am for Saturdays. 



and approved. 


seminar room is three (3) hours. The 

minimum number of participants 

using the seminar room is thirty (30) 

people and the maximum is fifty (50) 

people. 



8. Student groups must bring 

their own white board markers. Any 

writings on the board must be erased 

afterwards. 

9. Bringing/Eating of food and 

drinks inside the LDPSR is not 

allowed. 


LDPSR must make sure that the 

room is restored after use. 

11. All electrical equipment 

especially the air-conditioning unit 

and lights must be turned off after 

use. 

Procedure 

1. Submit a letter to OSA for the 

use of the LDPSR. The letter must be 

endorsed by the moderator. It must 

include the following information: 

a. name of point person and his/ 

her contact number 

b. date and time of the activity 

c. nature and purpose of the 

activity 

d. indicate the number of 

participants/attendees 

e. list of equipment and materials 

to be brought in



109 

f. other logistical needs 

(i.e. request for over-time 

maintenance personnel, 

equipment, etc.) 

2. To use the LDPSR, the student 

group can borrow the key from the 

OSA. He/she shall leave his/her valid 

Ateneo identification card and shall 

enter in a logbook what time he/she 

took the key and returned it. He/she 

can only claim his/her ID after 

returning the key. The key should be 

returned within fifteen (15) minutes. 

3. The remote control for the 

air-conditioning unit may be 

borrowed from OSA. It should be 

returned to OSA immediately after 

use. 

4. For reservations extending 

after office hours, the remote 

control should be returned to the 

security guard assigned at the 

MVP-CSL ground floor. The student 

must log in his/her name in the 

security guard’s logbook. 

H. Music Rehearsal Room 

The Music Rehearsal Room is located 

at the third floor (MVP 310-311). This 

primarily serves as the main venue 

for choir and band practices. 


1. The Ateneo College Glee Club, 

Blue Repertory, Ateneo Musicians 

Pool and the Ateneo College Ministry 

Group will be allowed to block off or 

identify specific time slots for their 

use. 

2. Other student groups will be 

permitted to use the Music Rehearsal 

Room upon availability. Academic 

classes will not be allowed to use the 

said venue as it is allotted for the use 

of student groups. 

3. The priority of use of the Music 

Rehearsal Room will be as follows: 

1st Rehearsals of the four (4) 

student groups mentioned



111 

2nd 

3rd 

rehearsals of accredited 

student organizations 

rehearsals of applying 

organizations 

4. Accredited student 

organizations may reserve the venue 

not more than thirty (30) days before 

the proposed date of use. Applying 

student organizations may reserve 

the venue not more than fifteen (15) 

days before the proposed date of 

use. 



and approved. 

6. Rehearsals may only be held 

from 8:00 a.m. until 8:45 p.m. from 


11:45 a.m. for Saturdays. 

7. The maximum use of the Music 

Rehearsal Room is three (3) hours. 

The maximum capacity is forty (40) 

people. 




room must bring in their own musical 

equipment. 

10. Bringing/Eating of food and 

drinks inside the Music Rehearsal 

Room is not allowed. 


Music Rehearsal Room must make 

sure that the room is restored after 

use. 




use. 

Procedure 

1. Check the availability with OSA 

and fill out the reservation slip.



113 

2. Have the form endorsed by the 

OSA Professional assigned to your 

organization. 

3. To use the Music Rehearsal 

Room, the student group can borrow 

the key from the OSA. He/she shall 

leave his/her valid Ateneo 

identification card and shall enter 

in a logbook what time he/she took 

the key and returned it. He/she can 

only claim his/her ID after returning 

the key. The key should be returned 

within fifteen (15) minutes. 

4. The remote control for the 

air-conditioning unit may be 

borrowed from OSA. It should be 

returned to OSA immediately after 

use. 

5. For reservations extending 

after office hours, the remote 

control should be returned to the 

security guard assigned at the 

MVP-CSL ground floor. The student 

must log in his/her name in the 

security guard’s logbook. 

I. Storage Rooms 

The Storage Room is located at the 

third floor (MVP 314). This primarily 

serves as the holding area for 

organization possessions. 


1. Only student groups with 

accredited status (COA organizations) 

can avail of the storage room. 

Non-COA organizations are not 

allowed to use this facility. 

2. Only student organizationowned/related, 

seasonally-used, dry 

materials can be stored in the room 

(ex. books, files, costumes, etc.) 

3. The storage room has the 

following storage options: 

a. Storage Option A: Twelve (12) 

wooden cabinet slots with 

doors.



b. Storage Option B: Twelve (12) 

cabinet-top slots where plastic 

stackable boxes can be placed. 

Each organization is allowed to 

use and place two (2) plastic 

stackable boxes for this option. 

c. Storage Option C: Four (4) 

3” x 4” floor slots where plastic 

stackable boxes (see exhibit a) 

exhibit a 

d. Storage Option D: One (1) 3” 

x 4” floor slot for short term storage. 

This option is on a per need basis. 

115 

i. Materials should be placed 

inside stackable plastic containers not 

exceeding 15 inches high, 16 inches 

wide and 24 inches long 

(approximately the size of medium to 

large plastic stackable boxes sold 

commercially). 

ii. Each organization is allowed 

up to six (6) plastic stackable boxes. 

iii. Storage option C also allows 

for storage of materials or properties 

which cannot be placed into plastic 

stackable boxes but can still fit into 

the allotted space. 

4. An organization using the 

Storage Room can avail of only one 

storage slot which it can use for a 

maximum of one school year. 

5. Two (2) student organizations 

can opt to share one storage slot. 

6. Reservations shall be renewed 

at the end of every school year and 

subject to availability. 

7. OSA will regulate the use 

(ingress and egress of properties) 

of the Storage Room. However, OSA 

will not be responsible for any loss of 

property.



117 

Procedure 

1. Student Organizations 

interested in using the storage room 

must submit a letter to OSA. The 

letter must include the following 


a. Name of contact person and 

contact number 

b. Nature and purpose of storage 

c. Duration of the storage 

d. List of equipment and 

materials to be brought in 

2. Letters of request will be 

evaluated by the OSA team. Approval 

for use will be communicated to the 

requesting within three (3) working 

days. 

3. Student Organizations taking 

properties out of the Storage Room 

must be accompanied by the OSA 

Professional assigned to their cluster. 

4. Only the OSA Professional will 

open and close the storage room. 

J. Colyaco Pavillion 

The Colayco Pavilion is a 

multi-purpose open area that can be 

used for various activities. 


1. Reservations to use the 

Colayco Pavilion must be approved by 

OSA, through a letter. Reservation of 

the venue does not include 

equipment and furniture. 

2. Priority of use of the Colayco 

Pavilion will be as follows: 

1st 

2nd 

3rd 

activities of accredited student 

organizations 

activities of applying 

organizations 

activities of the LS integrated 

non-academic formation 

(INAF) program and Ateneo 

recognized groups



119 

3. The Pavilion is divided into 

four quadrants. A maximum of four 

(4) groups may occupy the Colayco 

Pavilion at a given time. 

OSCI 

Upper B Upper A 

Lower B Lower A 

Schmitt Hall 


reserved for a maximum of five 

consecutive days. Activities may only 

be held from 7:00 a.m. until 10:00 

p.m. with clean-up to be finished by 

11:00 p.m. 



6. Wet sampling and selling 

activities are not allowed in the 

Colayco Pavilion. 

7. Noise level should be kept to a 

minimum from 8:00 am to 4:30 p.m., 

Mondays to Fridays. 

8. Rehearsals and other activities 

with sound set-up may only start at 

5:00 p.m. 

Procedure 

1. Submit a letter to OSA for the 

use of the Pavilion from 7:00 a.m. to 

6:00 p.m. The letter must include the 

following information: 

a. name of point person and his/ 

her contact number 

b. date and time of the activity 

c. nature and purpose of the 

activity 

d. indicate the number of 

participants/attendees 

e. indicate the quadrant/s to be 

used 

f. proposed lay-out of the venue 

g. other logistical needs 

(i.e. request for over-time 

maintenance personnel, 

equipment, etc.)



121 

2. If the activity is beyond 6:00 

p.m., the student group must submit 

a letter to OAS, endorsed by OSA, 

informing them of the activity and 

the same details included in the letter 

to OSA (mentioned above). 

K. Operations Room 

The Operations Room (Ops Room) 

serves as the headquarters for major 

activities. It is a temporary venue for 

the student group using it. 


1. Priority of use will be for the 

following major activities such as: 

1st Freshmen Orientation Seminar 

2nd General Student Elections / 

Freshmen Elections (Comelec) 

3rd Alternative Class Program 

4th Blue Roast 

5th DSWS Salamat Sa Tumutulong 

(SST) 

2. The Operations Room cannot 

be used for long term storage. 

Therefore, anything left in the room 

after the group has vacated, will be 

collected by the maintenance 

personnel for disposal. 

3. It is the responsibility of the 

group using the Ops Room to 

maintain its cleanliness and protect it 

from damages. 

4. Like any other conference 

room, the air conditioning unit should 

only be switched on while there are 

occupants in the room. 

5. School facilities like tables and 

chairs are not to be taken out of the 

room. 

6. Any equipment to be brought 

in the Ops Room must be approved 

by the OSA first. The occupants are 

responsible in safekeeping these. 

Ateneo will not be held responsible 

for any losses in the room.



123 

7. All school facilities that have 

damages and/or need repairs are to 

be reported to OSA. 

8. The key to the room may be 

borrowed from the OSA with the use 

of the school ID, and must be 

returned within fifteen (15) minutes. 

9. Ops Room reservations should 

include dates for clean-up. 

10. The student group must make 

sure that the room is restored after 

use. If food is brought in, the 

garbage drums must be taken out of 

the room. 




use. 

12. The start and end of the 

group’s stay are to be determined by 

the OSA. 

Procedure 

1. Reservation of this room is to 

be coursed through a letter 

addressed to OSA. 

2. A letter stating the equipment 

to be brought in must be submitted 

to OSA (this may be the same 

letter as the reservation). The start 

and end of the group’s stay will be 

determined by OSA on a case-to-case 

basis. 

3. The outgoing group, together 

with the OSA professional, must 

accomplish the Ops Room checklist 

before formally vacating the room. 

CMO Monitored Facilities A. CMO Prayer Rooms 

The MVP CSL building has two (2) 

Prayer Rooms located at the Ground 

Floor. The Loyola Schools - Campus 

Ministry Office (LS CMO) is in charge 

of the maintenance and reservation 

of these Prayer Rooms.



125 


1. There are two (2) Prayer 

Rooms located at MVP CSL building. 

Prayer Room 1 is located along the 

main hallway while Prayer Room 2 is 

located inside the LS Campus 

Ministry Office. 

2. The Prayer Rooms are open 

only on the following days: 

Monday-Friday Saturday 

Prayer Rm 1 8:00am to 6:00pm 8:00am to 12:00nn 

Prayer Rm 2 8:00am to 5:30pm 8:00am to 12:00nn 

3. The Prayer Rooms shall strictly 

be used by the Loyola Schools 

community only; namely, 

administrators, faculty, professionals, 

staff and maintenance, and students, 

including student organizations. 

4. The CMO Office Assistant shall 

serve as the custodian of the keys to 

the Prayer Rooms. 

5. The Prayer Rooms shall only be 

used for SPIRITUAL-RELATED 

activities only, such as personal 

prayer and group prayer sessions. 

Other activities, such as group 

discussions and choir practice, are 

strictly not allowed. 

6. Reservation of the Prayer 

Rooms shall be coursed through the 

CMO Office Assistant, between 8:00 

a.m. – 5:00 p.m. only, from Monday 

to Friday. Reservations made beyond 

the aforementioned schedule shall 

not be entertained. 

7. Reservations should be made, 

at the most, three (3) days before 

the scheduled activity. 

8. Cancellation of reservations 

should be made at least one (1) day 

before the scheduled activity. 

9. A group may use the Prayer 

Room for a maximum of one and a 

half (1 ½) hours or under the 

discretion of the Campus Ministry 

Office.



127 

10. The Campus Ministry Office 

reserves the right to deny and/or 

cancel Prayer Room reservations. 

Affected individuals and/or groups 

shall be informed in advance 

regarding Prayer Room cancellations. 

11. A group, such as an office or 

student organization, is allotted, at 

most, three (3) reservations of the 

Prayer Rooms for the whole month to 

provide equal opportunity to 

other groups who wish to avail of the 

Prayer Rooms. 

12. A maximum of fifteen (15) 

people are allowed inside the Prayer 

Room. 

13. The CMO Office Assistant 

unlocks the Prayer Room upon use. 

14. The group using the Prayer 

Room shall be responsible for the 

cleanliness and conduct of its 

members during the activity. 

15. Shoes, bags, personal 

belongings, and other unnecessary 

items are not allowed inside the 

Prayer Rooms. Cabinets outside the 

Prayer Rooms are provided for these 

items. 

16. Cellular phones and other 

electronic devices should either be 

put on silent mode or turned off 

when inside the Prayer Rooms. 

17. An atmosphere of REVERENCE 

must be maintained at all times in 

the Prayer Rooms. 

18. Eating and drinking are strictly 

NOT ALLOWED in the Prayer Rooms. 

19. The group is responsible for 

locking the Prayer Room immediately 

after the activity. 

20. Failure to comply with the 

Prayer Room policies shall merit a 

warning for the first offense with the 

corresponding fines. A second offense



shall merit an indefinite suspension 

of Prayer Room privileges. 

B. Rupert Mayer Library 

The Loyola Schools - Campus 

Ministry Office (LS CMO) shall be in 

charge of the maintenance of the 

Rupert Mayer Library (RML) and 

the lending of its materials such as 

books, songbooks, chord books, 

bibles, guitars, mats, mass kits, CDs, 

VCDs, CD players, among others. 


1. RML is open during weekdays 

(Mon-Fri) from 8:00am to 12:00nn, 

and 1:00pm to 5:00pm. 

2. Borrowing of RML materials 

shall be done only during the above 

mentioned schedule and shall be 

coursed through the CM Librarian. 

only; namely, administrators, faculty, 

professionals, staff and maintenance, 

and students. 

4. The RML shall only be used for 

research purposes and spiritual 

reading. Other activities, such as 

choir practice and group discussions, 

are strictly not allowed. An 

atmosphere of SILENCE shall be 

maintained AT ALL times in the RML. 

5. Borrowing and returning of 

RML materials shall be coursed 

through the CM Librarian. When 

borrowing RML material(s), the 

borrower fills up the RML Logbook 

with the following information: 

a. date borrowed 

b. item/s to be borrowed 

c. name 

d. contact number 

e. date returned 

129 

3. The RML shall strictly be used 

by the Loyola Schools community



131 

6. Guidelines for borrowing RML 

materials and penalties for overdue 

materials are as follows: 

Item Max # Duration* Overdue Penalty 

Books 2 Seven (7) Days 

Bibles 3 One (1) Day 

Song Books 10 

Chord Books 2 

Prayer Books 10 

Three (3) days 

P10 / Day / Piece 

Guitar 1 Three (3) Hours P100 / Day 

Mass Kit 1 

Mats / Banig 2 P20 / Day / Piece 

CD Player 1 One (1) Day P100 / Day 

VHS / VCDs 2 P50 / Day / Piece 

CDs 3 P20 / Day / Piece 

*The DURATION does not include Saturdays, Sundays, national 

holidays and school holidays. 

7. Books can be borrowed for 

only two (2) consecutive times 

unless they will be used by the 

LS-CMO personnel. 

8. Payment of Overdue Penalty 

shall be coursed through the CM 

Librarian. 

9. Should a student-borrower 

incur a penalty (overdue or damaged 

RML material/s), the LS-CMO shall 

hold the clearance paper of the 

student. 

10. The borrower should take 

extra care of the RML materials. All 

RML materials that are borrowed 

must be returned in good condition. 

The concerned borrower shall be held 

responsible for any damages and/or 

loss incurred for the RML materials. 

11. Should a student-borrower 

incur a penalty (overdue or damaged 

RML material/s), CMO shall hold the 

clearance paper of the student. 

12. Eating and drinking are strictly 

NOT ALLOWED in the RML. 

13. Failure to comply with RML 

policies shall merit a warning for the 

first offense with the corresponding 

fines. A second offense shall merit an 

indefinite suspension of RML 

privileges.



Other 

133 

OSA Services 

The Office of Student Activities (OSA) 

also has other facilities and 

equipment available for the use of 

the Ateneo student groups. 

a. Paper Cutter (1) 

b. Karaoke (1) 

c. CD Player (2) 

d. Megaphone (2) 

e. Two-way Radios (5) 

f. Fax Machine (1) 


other OSA services 

1. OSA facilities are available for 

official organization-related use only. 

They shall be lent/ allowed use on a 

first come, first served basis. 

2. Student groups can borrow the 

OSA facilities and equipment through 

the Office Assistant. 

3. The student group and/or 

borrower shall be responsible for the 

proper use and maintenance of the 

borrowed equipment. 

4. The borrowed facility/ 

equipment must be returned in good 

condition. 

5. As a general rule, a lost or 

damaged facility must be replaced 

with the same model of equipment. 

The student group shall be liable to 

any damage or loss of the equipment 

borrowed.



6. OSA reserves the right to 

approve or disapprove requests, and 

also to impose sanctions due to the 

misuse of equipment and delayed 

returns. 

Procedure 

1. Students can inquire about the 

availability of the facility/equipment 

through the Office Assistant. 

2. To borrow, students shall leave 

their Ateneo ID and fill out the 

logbook with the necessary 

information: (Name, Org, Date 

Borrowed, Date Returned). 

Non-accreditedOrganizations 

Non-accredited organizations 

composed of Loyola Schools Students 

may be classified into 2 groups, 

organizations with applying status 

and the unaccredited organizations. 

All non-accredited organizations are 

not allowed to carry the Ateneo name 

together with its organization’s name 

in any and every of its activity and/or 

dealing with groups inside or outside 

of the school. 

135



Organizations with 

Applying Status 

non-accredited 

organizations 

Student groups under this category 

are known as the Applying 

Organizations. These are the 

organizations who have expressed 

their intention to be part of the 

Council of Organizations of the 

Ateneo (COA) so as to avail of the 

privileges given to accredited student 

organizations. These organizations 

are undergoing a one-year 

observation period by OSA to assess 

their viability and opportunity for 

student formation. 


status, nor affiliation with any Loyola 

Schools Office/department. These 

organizations are not recognized by 

the school and are outside the 

supervision of OSA. 

Approval of Activities 

Applying organizations are required 

to seek the OSA’s approval before 

embarking on any activity to be held 

within the Loyola Schools premises. 

For activities to be held outside the 

campus, the organization will be held 

solely responsible for its proceedings. 

The school has no liability in these. 

137 

Unaccredited 

Organizations 

Thus, applying organizations are still 

under the supervision of OSA. 

Projects and activities will need the 

approval and endorsement of OSA 

prior to implementation. 

Unaccredited Organizations refer 

to the student groups composed of 

Loyola Schools Students that have 

neither Accreditation or Applying 

Promotions 

Applying Organizations can avail of 

any and all of the promotional venues 

stated in this manual. However, due 

to their status, applying organizations 

can only avail of half the maximum 

amount allowed for the promotional 

materials (i.e. only 25 flyers instead 

of 50).



Special Note for 

Non-Accredited 

Organizations with 

Applying Status 

Reservation of Facilities and Venues 

Applying organizations are allowed to 

reserve venues and facilities with a 

shorter lead time than the 

accredited organizations, depending 

on the respective guidelines of the 

desired venue or facility. For 

OAS-monitored facilities, reservations 

will only be endorsed a week before 

the date of the activity. 

Applying Organizations will also go 

through the Performance 

Management System. However, 

certain aspects will be streamlined to 

fit the applying organizations. 

If there is uncertainty on how to 

proceed with activities or if there 

are questions regarding any of the 

policies, Applying Organizations can 

consult with the OSA Professional 

assigned before the implementation 

of projects and activities. 

Adherence to the school policies and 

the Guidelines for student activities is 

part of the assessment of the 

organization’s application for 

accreditation. 

139


INSTRUCTIONS: 

Forms 

1. Fill out all required fields. 

2. Write N/A if certain fields are not applicable to the activity/project. 

ProjectProposal 

3. You ma y attac h sup porting d oc uments if it will help in the proc essing of the 

project proposal. 

4. The student group president AND mod erator must sign the prop osal a s proof of 

their knowled ge a nd endorsement of the projec t/ a c tivity. Digital / sc a nned 

signatures will not be accepted. 

5. Submit the proposal to the Office of Student Activities (OSA). 

6. Incomplete proposals will not be accepted. 

7. Processing of project proposals by OSA takes at most three (3) working days. 

a. In c ounting the numb er of working da ys, fixed or usua l holid ays a re NOT c ounted 

whereas sud d en suspension of c lasses is c ounted . Sa turd ays are c ounted a s one 

working day unless it is a holiday. 

b. Sub mission of req uests for logistic a l a rra ngement to other offic es/ d ep a rtments is 

outside the three (3) working days initial processing by OSA. 

* Note: Keep in mind the time tables of other offices/groups (i.e. OAS, UPPO, etc) that 

you will be working with to implement your project after OSA approves it. 

8. If a pproved , proc eed with the next steps of the ac tivity. If pending or 

d isa p proved , a c t on the remarks, c omments, suggestions, and additional 

requirements needed as stated on the retrieved d oc ument. Feel free to c onsult 

with the OSA Professional if necessary. 

9. In c ases when proposa ls are returned for c larific a tions and / or orga niza tions a re 

c onsulted rega rd ing deta ils, the proposa l will be approved only a fter the 

concerns are addressed. 

141 

LS OSA - ppf2008 

Page 1 of 5

Ideal Impact of the Project / Objectives of the Project 

1. How does this project get the organization closer to its vision-mission 

2. What is the added value of this project to the organization and/or the community 

Name of Organization: 

Name of OSA Professional Assigned: 

Basic Project Information 

Project Title: 

Name of Person-in-Charge: 

Contact # of Person-in-Charge: 

Target Date and Time: 

Target Venue: 

Number of students involved: (Student Organizers) (Participants) 

General Project Classification 

Please put a check ( ) on the box where the project can be broadly classified. Check ONLY one box. 

General Assembly Service-Related Contest/Tournament News/Manual 

Skills Building Advocacy Awareness Exposure Trip/Tour Fundraising 

Community Building Area Visit/Immersion Stage Play Minor Sale 

Sports-Related Exhibit/Fair Talk/Seminar/Workshop Major Sale 

Concert/Party Organization Week Film Showing Raffle/Ticket Sales 

Others: ______________ 

Audience 

Members only Ateneans only Open to Public 

For outside activities, who is/are the adult supervisor/s ________________________________________ 

* Adult supervisors should stay for the entire duration of the activity. 

Key Performance Indicators 

Indicate at least 3 performance indicators that you can use to measure how successful the project was, i.e. 

the number of people who attended or how much money was generated. These indicators should be 

a ble to tell you if you were a ble to a c hieve the ideal impact you intend ed to ma ke by the end of the 

project. These indicators must be measurable. 

INDICATORS 

1. 

2. 

3. 

Organizations Involved 

Specify the organizations that will be involved in the project. Separate those inside Ateneo from those 

outside Ateneo 

Inside Ateneo 

Organization Role Description Contact Numbers 

Outside Ateneo 

Organization Role Description Contact Numbers 

Nature and Description of the Project/ Activity 

This is a description of the project concept overview, i.e. food sale, rummage sale, etc. Please limit to 50 

words or less. 

Budget Summary 

Provide a brief summary of expenses for the project. Include the specific breakdown of the expenses. 

Where will the org get the money for this project ____(DCB) ____ (Others) please specify: _________________ 

What goal/s will this activity address 

Pls. refer to the organiza tion s submitted goals for the present school year. 

Budgeted 

Expenses 

1. 

2. 

3. 

Total Total Total 

Projected 

Projected Net 

Revenue 

Income 

143 


Page 2 of 5 


Page 3 of 5

Timetable 

Include the specific dates and steps that will be undertaken in the whole project planning and 

implementation stage. 

Date of Execution 

Event 

Actual Project Details 

Provide a narrative of the flow of events during the project itself and fill-up the booth shift schedule. 

DESCRIPTION 

MECHANICS OF THE PROJECT 

You may attach supporting documents (e.g. maps, sketches, etc.) 

Pre-Project Details 

Describe the preparations that will be undertaken before the actual project. Details must include but not 

be limited to LOGISTICAL ARRANGEMENT and PROMOTIONS. Please be as specific as possible. 

DESCRIPTION 

SCHEDULE 

Number of Slots requested: 

Set-up Date: 

Clearing Date: 

BOOTH SHIFT SCHEDULE 

TIME MON TUE WED THU FRI 

8:00 9:00 

9:00 10:00 

10:00 11:00 

11:00 12:00 

12:00 1:00 

1:00 2:00 

2:00 3:00 

3:00 4:00 

4:00 5:00 

(Clean-up) 

PRODUCT DESCRIPTION 

Products/List of Menus 

Name of Suppliers/ List of 

Concessionaires 

Detailed Description of Products 

Post-Project Details 

Discuss what actions the org will do upon completion of the project. 

When will the evaluation results be done 

ELECTRICAL REQUIREMENTS 

Quantity Equipment to be used Wattage 

LOGISTICAL REQUIREMENTS 

Quantity 

Equipment 

Signed: 

MANPOWER 

Names of Outsiders (to man the booths) 

Shift Schedule 

VEHICLES COMING IN (to be used by outsiders) 

Vehicle Model 

Plate Number 

[Full Name of President] 

President 

[Organization] 

[Full Name of Moderator] 

Moderator 


GARBAGE MANAGEMENT SCHEME 

Request for Assistance/ Service of Maintenance Personnel (MP) 

o Separate Sheet (MP Daily Time Record) will be signed by requesting organization. 

Additional Requirements: (Pls. attach photocopies of the required documents) 

1. sample ID of outsiders 

2. sample vehicle pass for outsiders 

Endorsed: 

[Name of OSA Professional assigned] 

OSA Professional 

145 


Page 4 of 5 


Page 5 of 5

ProjectEvaluation SurveySponsorsEntry Form 

Project Evaluation Survey 

Good d a y! We would like to find out your evalua tion of the organiza tion 

a c tivity you a ttend ed . To ensure tha t this survey wa s a d ministered 

p roperly, we would like to request your signa ture a t the end . Please be 

assured that all information provided will be treated as confidential. 

I would rate this project a 0 

Please complete the following sentences. 

I like this project/ activity/ event because . 

10 (10 as the highest) = ______ 


Name of OSA Professional Assigned: 

SPONSORS ENTRY FORM 

Basic Project Information 

Project Title: 

Name of Person-in-Charge: 

Contact No. of Person-in-Charge: 

Target Date and Time: 

Target Venue: 

Number of students involved: (Student Organizers) (Participants) 

Nature and Description of the Sponsor s Activity/ ies 

This is a description of what the sponsor/s will do inside the campus i.e. setting up a booth, giving company 

giveaway products, etc. Limit your description to 50 words or less. 

This project/activity/event would have been more successful if . 

My most significant learning in this project/ activity/ event is 

Other comments: 

MECHANICS OF THE ACTIVITY 

Describe the preparations that will be undertaken before the actual project. Details must include but not 

be limited to LOGISTICAL ARRANGEMENT and PROMOTIONS. Please be as specific as possible. 

SCHEDULE 

Number of Slots requested: 

Set-up Date: 

Clearing Date: 

PRODUCT DESCRIPTION 

Products/List of Menus 

Name of Suppliers/ List of 

Concessionaires 

Detailed Description of Products 


Date of Activity: 

ELECTRICAL REQUIREMENTS 

Quantity Equipment to be used Wattage 

Name of Activity: 

Venue: 

LOGISTICAL REQUIREMENTS 

Quantity 

Equipment 

147 

Signature over Printed Name 

LS-OSA pes2008 

Page 1 

LS OSA - sponsors2008 

Page 1 of 2

MOA 

MANPOWER 

Names of Outsiders (to man the booths) 

Shift Schedule 

Partnership Agreement between 

Name of Organization and Name of Company 

VEHICLES COMING IN (to be used by outsiders) 

Vehicle Model 

Plate Number 

This Agreement is made a nd entered into b y a nd b etween the name of orga nization, herein 

referred to as a bbreviation of organization name and The na me of c omp a ny herein referred to as 

c ommerc ia l partner . In c onsid eration of the premises and mutual p romises set forth herein, the 

parties, intending to be legally bound, hereby agree as follow: 

GARBAGE MANAGEMENT SCHEME 

Request for Assistance/ Service of Maintenance Personnel (MP) 

o Separate Sheet (MP Daily Time Record) will be signed by requesting organization. 

Additional Requirements: (Pls. attach photocopies of the required documents) 

1. sample ID of outsiders 

2. sample vehicle pass for outsiders 

Signed: 

1. Event. Organization agrees to conduct the name of activity / project which will be held on / 

from date/s of activity. 

2. Responsibilities of the Organization. Organization will: 

a. General Provision # 1 

1. Sp ec ific Ta sk # 1.1: (exa mple: Five (5) vehic les whic h will b e tra nsp orting 

promotional resourc es a nd b evera ges to the Ateneo d e Ma nila University from 

June 18-25, 2007.) 

2. Sp ec ific Ta sk # 1.2: (exa mple: Twenty (20) number of ground c rew p ersonnel 

whic h will a ssist in setting up and dismantling the c ommerc ial partners 

promotional materials in the Ateneo campus on June 18 and 25, 2007.) 

[Full Name of Project Head] 

Project Head 


Endorsed: 

[Name of OSA Professional assigned] 

OSA Professional 

[Full Name of President] 



b. General Provision # 2 

1. Specific Task # 2.1: 

2. Specific Task # 2.2: 

c. Ab ide b y the sp onsorship pac ka ge the c ommerc ial p a rtner ha s a greed to p a rtner 

organization with. 

d. Provide a Memorandum of Agreement (MOA) which is sanctioned by the Ateneo Office 

of Student Activities (OSA). 

e. Have to first c onsult, c ollaborate or ta ke into c onsid eration a ny c ha nge(s) to na me of 

activity intend ed to b e ma d e b y organization a nd a c t on a ny of company concerns 

a nd suggestions (if d eemed legal, effec tive a nd a c hieva ble by organization in 

collaboration with OSA). 

3. Commercial Partner s Responsibilities. In exc ha nge for p romotional tie-ins with the event, 

the Commercial Partner will: 

a. Sign this Memorandum of Agreement (MOA) 

b. Specific Task # 2 

c. Specific Task # 3 

d. Feel free to exercise and channel their consultation or requests to organization. 

e. Abide by all rules and regulations provided by the Ateneo de Manila University. 

g. Receive the benefits brought about by the option of being a sponsor. 

4. Promotional Limitation 

a. Exc ep t a s expressly p rovid ed herein, neither the Commerc ial Pa rtner nor organization 

shall have the right to use in a ny wa y the c orp orate or tra d e name, tra d ema rk(s), 

servic e ma rk(s), logo(s), or other id entific ation of the other party after name of activity / 

project without their written consent. 

149 

LS OSA - sponsors2008 

Page 2 of 2 

LS-OSA moa2008 

Page 1 of 2

. Commerc ial Pa rtner hereb y gra nts organization a roya lty-free, non-exc lusive lic ense to 

use a nd d ispla y the tradema rks assoc iated with prod uc ts. Suc h use shall b e limited 

solely to the d ura tion of the p a rtnership of the event a nd any a dvertising or p romotional 

a c tivities relating thereto. Organization shall not use a ny of the Commerc ial Pa rtner s 

tra d emarks in a wa y affiliated with or otherwise a c ting on b ehalf of organization. The 

Commerc ial Pa rtner a nd organization a c knowled ge that the p rovisions of this 

paragraph do not convey any right, title or ownership interest in the trademark. 

POSTER APPROVAL FORM 

5. Term and Termination. This Agreement shall b e effec tive from the d ate of the signing of this 

Partnership Agreement through the end of the aforementioned events. If when c a ses a 

b rea c h of c ontra c t ha ppened , the Ateneo d e Ma nila University - Loyola Sc hools Offic e of 

Student Activities shall intervene in behalf of the organization in seeking legal actions. 

6. Termination for Default. Organization b y written notic e, ma y terminate this Agreement in 

whole or in p art for failure of the Commerc ial partner to p erform a ny of the p rovisions 

herein. In suc h event, the Commerc ial p a rtner shall b e liable for d a ma ges, inc luding the 

excess cost of procuring similar supplies or services. 

Name of Organization 

Name of Representative 

Contact number/s 

Email Address 

Duration of Poster Promotion 

Number of Posters Approved 

OSA endorsement 

Materials/ Eq uip ment to be p rovid ed b y the c omp a ny shall have eq uivalent c a sh if not 

delivered on time or if such materials/equipment is not in good condition. 

The Ateneo d e Ma nila University ha s the right to remove p romotional material or sp onsor s 

merchandise in cases where Commercial partner d oesn t perform their resp onsibilities. 

7. Force Majeure. No p a rty shall b e responsible for events b eyond its rea sona ble c ontrol, suc h 

a s a c ts of God , wea ther delays, or other fortuitous events. If the event/ s is p ostp oned due 

to inc lement weather or other c onditions b eyond organization s c ontrol, it ma y b e 

rescheduled for a nother time. The Commerc ial p artner s shall then be entitled to, a nd 

organization agrees to give Commerc ial p a rtner s, a ll of the a dvertising a nd sp onsorship 

rights set forth herein at no additional charge to Commerc ial p a rtner s. 

8. Entire Agreement. This Agreement c ontains the entire und ersta nding b etween the parties 

hereto relating to the sub jec t matter c ontained herein a nd sup ersed es a ny all p rior 

a greements, arra ngement, c ommunic ations, or rep resentations, whether oral or written. 

This Agreement may not b e a mend ed , a ltered , mod ified or c ha nged exc ept b y a writing 

signed by both parties hereto. 

In WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed. 

For Name of Company 


Position 

For Orga nization s Na me 


Position 

1 

2 

3 

4 

5 

6 

7 

8 

9 

10 

11 

12 

13 

14 

15 

16 

17 

18 

19 

20 

21 

22 

23 

24 

25 

PosterApproval Form 

Organization Officer's Name Position Signature Contact number 

Date 

Date 

DSWS OIC 

(signature over printed name) 

151 

LS-OSA moa2008 

Page 2 of 2 

LS-OSA poster2008

To Whom It May Concern: 

CLEARANCE FORM FOR USE OF RIZAL MINI THEATRE 

___________________ 

Date 

This is to c ertify that upon insp ec tion b y the Offic e of Ad ministrative Servic es a nd Offic e 

of Stud ent Ac tivities, a ll materials and/ or eq uipment at the RMT Ma in Thea tre a nd Rehea rsal 

Room ha ve been prop erly mana ged und er the c ustod y of (name of orga nization) 

________________________ from (date) _________________to ___________________. 

The orga nization s materials a nd/ or eq uip ment were p roperly disp osed of and kept for 

storage. 

Certified True and Correct by: 

Printed Name and Signature 

Office of Administrative Services 

Date of Inspection 

Organization: __________________________________ 

STUDENTS BOOTH SHIFT SCHEDULE 

Type of Sale: Minor Sale Major Sale Raffle / Ticket Sales 

Date/s of Sale: _________________________________ 

Project Head: __________________________________ 

Venue: ________________________________________ 

Contact Number: ______________________________ 

Concessionaire/s: __________________________________________________________________________________________ 

Please provide the names and contact numbers of your student representatives d uring the orga nization s sale. (If you ha ve a d ifferent 

arrangement for your booth shift schedule, please attach a separate sheet on this form.) 

TIME MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY 

8:00 9:00 

(set-up) 

9:00 10:00 

10:00 11:00 

11:00 12:00 

12:00 1:00 

1:00 2:00 

2:00 3:00 

3:00 4:00 

4:00 5:00 

(clean up) 

Clearance Formfor RMTBooth ShiftSchedule 

Important Note: 

The student representatives are expected to run the booth and ensure that the policies for sales are upheld throughout the activity. 

This form should be passed to OSA at least two (2) working days before the first day of the sale. 

LS OSA - shift2008 

Page 1 of 1 



Date of Inspection 


Outgoing Occupant/Organization 


Witnessed by: 


Incoming Occupant/Organization 


* Please furnish 4 copies. 

Distribution: OAS, OSA, Organization 

153 

LS-OSA rmt2008 

Page 1 of 1

Letter 

for Waivers 

[Date] 

Mr. Christopher F. Castillo 

Director 


LETTER FORMAT FOR WAIVERS 

We, the und ersigned , c ognizant of the risks a nd benefits involved in all the off-c a mp us a c tivities 

of the [name of orga nization] d uring the first semester of sc hool yea r 2007-2008, ta ke up on 

ourselves the resp onsibility of sa fegua rd ing all those involved . And having obtained the 

nec essa ry permission from our p a rents or gua rd ia n, we shall b e a c c ounta ble for any untoward 

incident that may happen to us. 

NAME YEAR and COURSE SIGNATURE* 

Dear Mr. Castillo, 

In behalf of the members of [name of organization], I present to you the following activities (both 

a p p roved a nd una p p roved ) that all or some of the members will go through for the first 

semester of school year 2008-2009. 

NAME OF ACTIVITY DATE and TIME VENUE 

(enumerated) 

N.B. Only the memb ers who a re 18 yea rs old and a b ove ma y sign the waiver himself/ herself. 

However, plea se put the na mes of all your memb ers on this table and simply p ut b elow 18 on 

the signature c olumn. Memb ers who a re b elow 18 shall have their parents sign their waiver 

forms, which will be attached to the letter as well. 

We und ersta nd that it is the orga nization s resp onsibility to look for a n a d ult sup ervisor for a ll of 

these off-c a mpus a c tivities. However, we a c knowled ge that the Ateneo d e Ma nila University 

and the adult supervisor/s shall not be held liable for the consequences that may happen during 

the said activities. Attached herewith are the waivers of our members. 

Thank you very much! 

Yours truly, 

[Name of Organization Head] 

[Position] 

[Name of Organization] 

Noted by: 

[Name of Organization Moderator] 

Moderator 

[Name of Organization] 

155 

LS-OSA waiverletter2008 

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LS-OSA waiverletter2008 

Page 2 of 2

Organization: 

Name of Activity: 

Date of Activity: 

WAIVER FORM 

FOR STUDENTS ABOVE 18 YEARS OF AGE 

Venue: 

Name of the Activity: 

Date of the Activity: 

Name of Student in-charge of Activity: 

Contact Number/s: 

WAIVER FORMS FOR STUDENTS BELOW 18 YEARS OF AGE 

Venue: 

Name of Student in-charge of Activity: __________________________ 

Name of Adult Supervisor: ______________________________________ 

Moderator s Printed Name: _____________________________________ 

Contact No. 

Contact No. 

Signature 

I und erstand the ob jec tives of the ac tivity. I a greed to join in with the knowled ge that it will b e in a n outof-campus 

venue. As such, the school will not be liable for any fortuitous event that may occur. 

I b elieve and und erstand that the a c tivity is a c ruc ial part of my being a leader / member of my 

organization. 

We, the und ersigned , c ognizant of the risks a nd benefits involved in this ac tivity held outsid e, ta ke 

upon ourselves the responsibility of sa fegua rd ing all those involved . And having obtained the nec essa ry 

p ermission from our p a rents or guard ia n a nd the University of Ateneo d e Ma nila through the Offic e of 

Student Activities, we shall be accountable for any untoward incident that may happen to us. 

Participants: (Separate sheets may be used for additional names) 

LS-OSA waivers18b2008 

Page 1 

1. 

2. 

3. 

4. 

5. 

6. 

7. 

8. 

9. 

10. 

11. 

12. 

13. 

14. 

15. 

16. 

17. 

18. 

19. 

20. 

Waiver Formfor Students Above 18Waiver Formfor Students Below 18 

Name of Student 


Name of Parent 


NAME IN PRINT COURSE AND YEAR SIGNATURE 

NOTE: 

This d oc ument a ssumes that the organization alrea d y informed the Adult Supervisor of his/ her d uties and 

that the moderator affixed his/her signature based on full knowledge of the activity and its arrangements. 

157 

LS-OSA waivers18a2008 

Page 1 of 1


Ateneo de Manila University 

COMPLAINT FORM 

Organization being complained: ______________________________________________ 

ProposalForm 

Nature of Complaint: Inside/Outside campus Activity Venue 

Media Appearance Promo Material 

Date: 


Details of Complaint: _______________________________________________________ 

__________________________________________________________________________ 

ComplaintFormBudget 

Semester: 

School Year: 

__________________________________________________________________________ 

Description of Expenses 

Amount Total 

__________________________________________________________________________ 

Name of Activity 1 

__________________________________________________________________________ 

Meals 

- 

__________________________________________________________________________ 

Transportation 

- 

__________________________________________________________________________ 

Promotions 

- 

Supplies/Material 

- 

__________________________________________________________________________ 

__________________________________________________________________________ 

__________________________________________________________________________ 

Others 


- 

- 

Supplies/Material - 

__________________________________________________________________________ 

Meals - 

__________________________________________________________________________ 

Transportation - 

__________________________________________________________________________ 

__________________________________________________________________________ 

__________________________________________________________________________ 

Promotions 

Others 

- 

- - 


__________________________________________________________________________ 


Date of the Activity being complained: ________________________________________ 

Meals - 

Date Filed: __________________________________________________________________ 

Name of Complainant: _______________________________________________________ 

Contact Details: (Mobile No. / landline) ________________________________________ 

(Email Address) _____________________________________________ 


Promotions 

Others 

- 

- 

- - 

Action Taken 

For the Committee 

BUDGET PROPOSAL FORM 



Meals 


- 

- 

Promotions - 

Others 

- - 

GRAND TOTAL 

- 

Prepared by: 

Endorsed by: 

Signed (Committee Members) 

[Name] 

Finance Officer 

Christopher Fernando F. Castillo 

Director, Office of Student Activities 

159 

[Name] 


Rene Salvador R. San Andres 

Associate Dean for Student Affairs

SRD 

name of organization 

Statement of Receipts and Disbursements 

semester, school year 

DCB Fund Report as of September 19, 2008 

DCB Fund Beginning Balance, as of April 1, 2008 

a 

Cash Receipts: (Inflows: Sponsorships, sales, donations, fees collected, etc) 

Operational Budget from ADMU 

Subsidy from ADMU for Formation & Evaluation Seminars, Leadership Trainings 

External Fund Deposited to DCB as of May 31, 2008 

Cash Receipts from project no. 1 



Other Receipts 

b 

c 

d 

e 

f 

g 

h 

i = sum(b:h) 

Cash Disbursements: 

Operating Expenses (P 15,000.00) 

1 

2 

3 

4 

5 

TOTAL OPERATING EXPENSES 

Project Expenses 

1 

2 

3 

4 

5 

TOTAL PROJECT EXPENSES 

TOTAL EXPENSES 

Excess (Deficiency) of Receipts over Disbursements 

Fund Ending Balance, as of month, date, year 

j 

k 

l = sum(j:k) 

m = i-l 

n = a + m 

Prepared by: 

Noted by: 

Signature over printed name of 

Finance Officer 

Signature over printed name of 


161

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Guidelines for Student Activities, 2008 Edition - Ateneo de Manila ...

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