sbsc councilor function primer

A Guideto YourNext Function

f(2ndSem)

C O U N C I L O R F U N C T I O N P R I M E R

tableof contents

note from theT R I U M V I R A T E

Hey heeeeey councilors! Congrats on making it through the first semester!! Hope you enjoyed

working in your respective functions as much as we loved

seeing your awsome output! First semester is always the testing-the-waters stage. In the second

sem, you already know how council works. You're done

testing the waters, capitalizing on what you're good at, what you've learned from your other orgs and sharing it to council. Second sem is the opportunity to explore your

newfound skil ls and challenge yourself. Don't be scared to take

on something outside your comfort zone! It's exactly what being in council is about. Other

than service, the amount of personal growth you can achieve is overwhelming if you put your eggs in the right basket, and I

hope you don't waste your chance in this last semester of the school year to sieze it! Good luck good luck! OWN 'EM FUNCTIONS

greetings!

Love,WesNinaFen

Councilor Stucture

Finance

Operations

Marketing

Pub & Promo

Externals

Internals

Logistics

Student Relations

Education & Research

3

4

5

6

7

8

9

10

11

12

VSB REP

C O U N C I L O R

structureCHAIRPERSON

VICE CHAIR

COUNCILORS

FUNCTION PROJECTS

COUNCIL ASSOCIATES PROJECT HEADS

description Councilors directly answer to the SBSC Chairperson and are guided by the two other triumvirate members, the Vice Chairperson and the VSB Representative. For the entire semester, they are tasked to fulfill 1) Their chosen function and 2) lead/contribute to their chosen projects. At the beginning of the semester, they are assigned Council Associates (CAs) tasked to assist them in their function. It is the Councilor’s duty to guide and develop CAs like council interns.

C O U N C I L O R F O R

financefunctions

✴ Collects all types of fees and dues from the members of the SBSC and/or from other persons with accounts due to UP BAC.

✴ Is the keeper and signatory of the UP SBSCC passbook bank account and as the custodian of all funds.

✴ Approves expenses jointly with the Chairperson and the Vice-Chairperson✴ Designs controls and disbursement systems for the approval of the Chairperson

and the Vice-Chairperson. ✴ Is obligated to produce financial statements at least once per semester audited

by the Councilor for Education and Research (which will be publicly posted) or upon the formal written request of any of the members of UP SBSC and students under its jurisdiction.

✴ Should keep confidential all financial matters of UP SBSC from non-BA students, unless formally requested upon for a significant purpose, of which the degree of significance would have been evaluated by the majority of UP SBSC prior to the release or restraint of such documents.

function overview from constitution

basic output✓ Clear system for budget

requests, disbursements and finance documentation✓ Updated financial statements✓ Fund-raising activities outside

of marketing✓ X-deal liquidation

function projects➡ Rummage sale➡ General Registration➡ BA Line➡ Other fundraisers

past councilors• Zach See (1st Sem 2014)• Jet Padernal (2nd Sem 2013)• Corr Reyes (1st Sem 2013)• Mark Wang (2nd Sem 2012)• Leigh Wong (1st Sem 2012)• Chrissie Soriano (2nd Sem 2011)• Rio Cuyson (1st Sem 2011)

2nd Semester Challenge✴ To educate SBSC and inspire them on the importance of finance.✴ Further function innovation and increased presence in the VSB community.✴ Be an example of financial transparency and accountability (esp. since we’re from VSB)

characteristics & skills of a finance

councilorexpect these to be further

developed during your term

Characteristics : Detail-oriented, strict, calm, logical, innovative, honest, trustworthy, unbiased, firmSkills: MS Excel, accounting, mathematical skills


operations✴ Takes charge the proper tracking of each UP SBSC projects by ensuring that all are on their scheduled

timeline ✴ Manages the release and analysis of the post-event survey of the different UP SBSC projects to the VSB

community✴ Communicates the results of above mentioned surveys to UP SBSC. ✴ Designs and manages the documentation system necessary for the different UP SBSC projects which

majorly includes: (1) Project Planning, (2) Post Documentation, and (3) Project Evaluation forms ✴ Coordinates with the project heads and the respective councilor for the certain function to align policies to

ensure the smooth flow of each activity or project✴ Coordinates with the councilors and his/her Council Associates to ensure proper tasking and project

assignments ✴ Spearheads the management of the UP SBSC leadership program; major

responsibilities include- (1) the recruitment for both the Council Associates and the Project Heads (2) the development of a value-adding program for the members of the leadership program and (3) the semestral evaluation of the program its members.


basic output✓ System for the ff:✴ Pre-Event Documentation✴ Project Tracking✴ Post-Event Documentation✓ Documentation Portal for

SBSC files✓ Event surveys

function projects➡ CA/PH Recruitment➡ CA/PH TBS➡ CA/PH Thanksgiving➡ CA/PH of the Month➡ Leadership Program Mid-

Sem Evaluation

past councilors• She dela Paz • Ralph Morales & Alfred Mendoza• Nikki Turano & Nina Gerodias• Wacky Narciso & Naj Gasmundo• Yanpi Oliveros & Mark Wang• Corr Reyes & Jason Gelvezon

2nd Semester Challenge

✴ Continue improvement of SBSC Leadership Program✴ Quality 2nd Semester Recruitment despite time constraints✴ Institutionalize council structures (like post-event documentation)✴ Create a sustainable portal for files that will make transition smooth for SBSC 2015✴ Solidify system for project evaluation (external)

characteristics & skills of an operations councilor

expect these to be further developed during your term

Characteristics : Structured, punctual, meets deadlines, passion for people development, follows-through, makulit, innovativeSkills: Documentation, leader development, delegation


marketing✴ Generates resources for the council’s operations through partnerships, sponsorships, and

solicitations in cash or in kind from non-student organizations including but not limited to corporate entities.

✴ Heads the planning and writing of concept papers or proposals for the purpose mentioned in the preceding statement.

✴ Heads the coordination, negotiation and communication with interested companies for the generation of funds

✴ Turns over all funds generated to the Councilor for Finance✴ Creates and maintains a system for updating the marketing database, storing exchange

deals, and addressing all the marketing needs of the sponsors.


basic output✓ Marketing letter content✓ Structure and system for

marketing for:✴CAs✴Project heads✓ Updated sponsor database✓ System for taking care of

sponsors throughout the semester

function projects➡ Projects called for by

sponsors (eg: Corpo-Tours)➡ Sponsor-specific project

documentation

past councilors• Clare Co & Camille Calma• Aaron Letaba & Marty Gonzaga• Jet Padernal & Ian Dazo• Leigh Wong & Trixie Uy• Wacky Narciso & Mik Afable• Chrissie Soriano & Rose Chua• Carla Sia & Mark Wang


✴ Marketing challenge has always been to clearly communicate why SBSC is the best partner for companies (vis-a-vis other organizations)

✴ Developing new ways to get sponsors✴ Discover and share more strategies for telemarketing✴ Consistently tend to sponsor’s needs without sacrificing genuineness of SBSC service initiatives✴ Time constraints on 2nd Semester marketing for BA Week

characteristics & skills of a marketing councilor


Characteristics : Hardworking, keen on branding, creative, aggressive, knows how to honor commitments, charming, consistent, persuasiveSkills: Communication, telemarketing, project handling (on the brand’s perspective), negotiation and haggling skills


pub&promo✴ Takes charge of information dissemination to the student body including the promotions of

council initiatives and communication of important announcements ✴ Sets specific branding standards for the UP SBSC to ensure proper alignment and approval

of all promotional materials to said standards ✴ Manages and creates necessary systems for all official UP SBSC media accounts ✴ Centralizes schedules and channels of promotional releases ✴ Is in charge of scheduling and supervising workshops that are related to promotional activities ✴ Coordinates with the Student Relations Councilor for the production of the UP SBSC

newsletter ✴ Assists the administration in managing the VSB website


basic output✓ SBSC Brand Kit including (but not limited

to):✴ SBSC logos✴ Vectors & templates✴ Sponsor logos✓ SBSC Branding Guidelines & Mood

Board✓ Calendar of promotional activities✓ System for collateral creation, approval

and posting✓ Media account community management

projects past councilors• Frances Lee & Gio Nucum• Nina Gerodias & Fen de Leon• Ralph Morales & Alfred

Mendoza• Vince Yu & Mian Molina• Trixie Uy & Naj Gasmundo• Jason Gelvezon & Corr Reyes • Bam Santos & Yanpi Oliveros


✴ Retain consistent SBSC branding✴ Improve digital promotion management✴ Systematize all promotional activities✴ Finding a balance between online and on-ground promotions✴ Streamline BA Week promotions

characteristics & skills of a pub



Characteristics : Meticulous, detail-oriented, creative, innovative, has an eye for beauty, systematic, thinks bigSkills: Community management, digital marketing & communication, strong coordination skills

➡ Workshops➡ Bulletin board➡ Xmas Station

ID➡ Website

Development


external affairs✴ Ensures smooth public relations with non-VSB based organizations and local councils ✴ Executes and monitors partnerships with non-VSB based and non-corporate organizations

and local councils ✴ Promotes events and opportunities from other colleges and organizations to UP

SBSC and VSB ✴ Promotes UP SBSC and VSB events to other colleges and organizations ✴ Officially represents VSB in the League of College Councils (LCC) and disseminate information

to UP SBSC; ✴ shall ensure consistent representation of UP SBSC in the All-Leaders Conference

(ALC), General Assembly of Student Councils (GASC) and other assemblies


basic output✓ Screening system for

partnerships✓ Information dissemination from

LCC✓ Database of organizations✓ PR initiatives

function projects past councilors• Jamie Bawalan (2014)• Nikki Turano (2nd, 2013)• Fenina de Leon (1st ,2013)• Kim Caellan (2nd, 2012)• Fred Angulo (1st, 2012)• Rio Cuyson (2nd, 2011)• Carla Sia (1st, 2011)


✴ Create PR initiatives that are more proactive✴ Consolidate an Org Partnership database✴ Create an even closer link of LCC to VSB (create LCC equity in VSB)✴ Seek more opportunities for VSB through partnerships with organizations outside UP

characteristics & skills of an

externals councilorexpect these to be further


Characteristics : Has good perspective of VSB, open-minded, sociable, knows how to negotiate, fulfills commitments, unbiased, practical, dedicated (especially in attending LCC)Skills: Coordination, public relation skills, partnership management

➡ All partnerships➡ BEAST (w/ SR)➡ TIP➡ BCYF


internal affairs✴ Organizes UP SBSC activities that are internal in nature. ✴ Tasked with secretarial work by taking down the minutes of all regular and

special meetings, and publishing copies to the VSB community; ✴ Takes down the minutes of the ExeCoun Meetings and providing the Executive Officers (EOs)

of the Executive Council with copies of said minutes. ✴ Keeps track of attendance of the members in UP SBSC activities and provide a report of the

same to the VSB community at the end of each semester ✴ When the need arises and together with the UP VSB Chairperson, act as the head of a

committee that would evaluate and/ or amend the constitution, with strict adherence to the powers and limitations set forth by the same constitution to be amended, and is thus understood to be principally responsible in the recruitment and motivation of students that would comprise the said committee


basic output✓ Council bonding activities✓ Internal policies✓ Member motivation✓ Attendance tracker✓ Council calendar of events✓ All SBSC weekly meetings✓ Performance incentives

function projects past councilors• Bianca Sing (1st, 2014)• Marian Concibido (2013)• Fred Angulo (2nd, 2012)• Mian Molina (1st, 2012)• Bam Santos (2nd, 2011)• CJ Delos Santos (1st, 2011)


✴ More bonding activities for council members✴ Member motivation, especially with attendance✴ More innovative initiatives (like Freaky Wednesday) for council :)✴ Ways to consistently implement policies✴ House Rules project w/ Trio

characteristics & skills of an internals



Characteristics : Motherly/fatherly instincts, understanding but firm, consistent performer, makulit, persuasive, innovative with pakulos to help motivate members, responsive, organizedSkills: Ability to follow-up, member motivation, HR skills <3, communication, people development

➡ Plansem➡ Bondings➡ Weekly meetings➡ Alumni Initiative➡ Council Room

Renovation


logistics✴ Creates a system for the procurement, availability, and maintenance of material

needs for each UP SBSC activity. This system shall be communicated throughout the semester to the respective project heads

✴ Has jurisdiction over safekeeping and maintenance of all UP SBSC assets, excluding x-deals✴ Together with the Vice-Chairperson, serves as the liaison between the student

body and the College Administration on matters concerning the college facilities ✴ shall have jurisdiction over matters and issues that concern the SBSC Office together

with the Vice-Chairperson.


basic output✓ Asset rental system✓ Council room cleanliness

system✓ Materials procurement✓ Lost & Found system for VSB

function projects past councilors• Jet Padernal (1st, 2014)• Corr Reyes (2nd, 2013)• Joan Hwang (1st 2013)• Yanpi Oliveros (2nd 2012)• Vince Yu (1st 2012)• Leigh Wong (2nd 2011)• Mark Wang (1st 2011)


✴ Make the logistics function become more felt in VSB (providing log updates)✴ Create more initiatives in response to student demand for facility improvement (or even internal

systems like lost & found)✴ Integrate logistics function in projects (i.e. logistics database collation)✴ Improvement in cleanliness campaign

characteristics & skills of a logistics



Characteristics : Organized, clean, structured, strong (physically and emotionally), ability to see student demandSkills: Admin coordination, facility improvement, cleaning, organization

➡ Facility Renovation➡ Earthquake/Fire Drill

initiative➡ Theft Campaign➡ Locker Rental➡ BACBACAN*


student relations✴ Organizes activities to promote student talent and college unity, including, but not limited to,

spearheading varsity recruitment and sports events, as well as recognizing and publicizing student achievement

✴ Is editor-in-chief of the official UP SBSC newsletter ✴ Organizes college assemblies when deemed necessary ✴ Ensures smooth relations with VSB alumni ✴ Takes charge of collecting feedback from students and the administration and forwarding it to

the proper officer concerned ✴ Creates a report regarding student feedback to be submitted to the college administration

and published to the VSB community (e.g. Midsem Evaluation)


basic output✓ Grievance & Feedback system✓ Recruitment systems✓ VSB motivational initiatives

function projects past councilors• Germaine Gaerlan (1st, 2014)

GRIEVANCE & FEEDBACK• Ian Dazo (2nd, 2013)• Marty Gonzaga (1st, 2013)• Mik Afable (2nd, 2012)• Kim Caelian (1st, 2012)• Yanpi Oliveros (2nd, 2011)• Leigh Wong (1st, 2011)


✴ So much room for innovation!✴ Follow-through of 1st semester Student Relations projects & initiatives✴ Make varsity team presence more felt in the college✴ Stronger system of communication between students and UP SBSC

characteristics & skills of a student relations councilor


Characteristics : Motherly/fatherly, approachable, always in-the-know, innovative, service-oriented, responds quickly, clear communicatorSkills: People branding, development and management, communication, confrontation

➡ School Assembly➡ BEAST➡ Varsity Recruitment➡ VSB Support➡ Other internal VSB pakulo➡ Student FGDs➡ BACBACAN*


education&research✴ Promotes the academic well-being of the students✴ Plans and executes educational projects for the students, such as talks, seminars, forums,

symposia and various convocations✴ Initiates projects geared towards creating alternative business-oriented learning opportunities✴ Conduct business-related educational discussions for UP SBSC✴ Audits the financial statements of UP SBSC


basic output✓ Business update primers✓ VSB academic calendar✓ Business-Oriented

Opportunities Portal

function projects past councilor• Jonas Cruz (1st, 2014)

2nd Semester Challenge✴ So much room for innovation!✴ Bringing the Business Blitz offline✴ Make function bigger and more felt in the college

characteristics & skills of an EdRes



Characteristics : Business-oriented, up-to-date with local and international news, passion for learning, passion to inspire business students to pursue and know about different business fieldsSkills: Filtering and analyzing business news, opportunity finding skills, communication skills, auditing skills

➡ Business Blitz➡ Business Symposium*

choose wisely & from the heart!

sbsc councilor function primer

Documents

o r f o r financefunctions

o r f u n c t i o n

sbsc chairperson

thet r i u

vice chairperson

entire semester

sbsc andor

council associates cas