STUDENT ORGANIZATION POLICY

Rationale The Center for Culinary Arts, Manila firmly believes that learning takes place in a wide variety of settings and under a wide variety of circumstances. Involvement and participation in a chartered student organization provides limitless opportunities for developing your leadership skills, and enhances campus life at CCA. In recognition of the potentially important role of student organizations in student formation and the significant contribution they can provide to the comprehensive mission of the school continues to support their growth. Learning leadership skills and learning in the area of interpersonal relationships are of great importance. Many ethical and moral decisions are encountered while running a student organization, planning an event or carrying out plans for activities. Often, the decisions made, and/or the accomplishments faced foster the skills vital for personal development and self-realization. This knowledge is of equal importance with the skills and information gained in the more typical "academic" setting. Involvement in student co-curricular activities plays an important and complementary role to learning in the classroom, and CCA strongly supports student creation of and involvement in organizations. These organizations plan activities, programs, and services that address a wide span of interests. Participation in student co-curricular activities is one of the many options available on campus for the expression of student ideas and opinions.

Definition
A student organization shall be defined as a group of CCA students joined together in the pursuit of a common purpose that is not inconsistent with the School's institutional mission and vision. Categories of Student Organizations Organizations can be recognized in the following categories. Organizations can only choose one category and the Office of Student Affairs reserves the right to change the category as deemed necessary in its sole judgment. These are the categories and their definitions: a) Academic/Professional: groups that provide an opportunity to discuss and share information related to a specific academic class or course ex. Baking or Pastry Club b) Sport/Physical Activity: groups that provide opportunities for participation in recreational and/or competitive sports teams. c) Honor Societies: groups that recognize superior academic achievement and leadership qualities and are usually based on professions and/or academic programs. d) Philanthropic: groups that seek to raise funds and/or support for a particular charity or cause. e) Media/Publication: groups that provide opportunities for members to gain hands on experience through various means, including TV, radio, and print. f) Music/Performing Arts: groups that provide opportunities for involvement and exposure to the performing arts (music, dance, theater). g) Religious/Spiritual: groups representing diverse faith communities and belief systems that observe and follow religious and/or spiritual practices and traditions. These groups offer fellowship and outreach through a variety of programs, activities

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and services as well as provide resources and support for students seeking spiritual wellness. h) Service: groups that function mainly to provide service to the campus and/or community and surrounding areas. i) Special Interest: groups that provide communities for students to discuss and share information about specific topics and common interests, raise awareness about a variety of issues, and/or cover topics that are not included in another category. j) Student Governance: groups that serve as student governments/councils Recognition of a Student Organization A. Procedures for obtaining recognition of a Student Organization 1. Any student group seeking recognition at Center for Culinary Arts, Manila must first submit an Intent to Organize Notification Letter to the Student Affairs Coordinator at the Office of Student Affairs. The group will receive the Student Organization Information Packet, and will be given provisional status for 60 academic days in order to complete the recognition requirements. The requirements are: i. ii. iii. iv. Create a constitution based on policies and procedures as outlined in the Constitution Guide in the Student Organization Information Packet. Complete an Officer Report Form. Membership list with a minimum of 10 active members. Secure Organization Advisor/Moderator (must be a full-time faculty or staff member employed at Center for Culinary Arts, Manila) and accomplish a Student Organization Advisor Approval Form

2. Once the required materials have been reviewed and approved, the organization will be notified in writing of the organizations status. B. Conditions for recognition of all Student Organizations 1. All recognized student organizations will be held responsible by the School for abiding by the School rules and regulations. The School may become involved in the off-campus conduct of recognized student organizations when such conduct is determined to affect a Substantial CCA Interest as defined in the School handbook. The School assumes that individual students are responsible and accountable for their own behavior, and that a group of students and student organizations are responsible for their collective behavior. Failure to comply with the Schools policy may result in disciplinary action against an individual or group. Serious violations of the policy may result in a suspension of the groups for up to one year; and repeated infractions may lead to additional penalties. 2. Only currently registered students shall be eligible for active membership status in student organizations. All other persons, including but not limited to, faculty, staff, and community members, may be admitted to associate membership. 3. Students must be full-time at the time of their appointment or election to be eligible to serve as appointed or elected officers within their organizations. Student

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organizations may establish and apply additional eligibility criteria for appointed or elected leaders/officers. 4. The purpose or purposes of a student organization must not conflict with the educational functions or established policies of the School. It is incumbent upon any person presenting objections to the application for recognition or continuance of an organization to demonstrate how and in what manner the registration or continuance of that organization would conflict with the policies of the School. These concerns should be directed to the Office of Student Affairs.

5. The purpose and/or functions of a student organization must not duplicate those of an existing recognized student organization. This requirement, however, is not applicable to an organization with religious or political purposes and/or functions as declared in its constitution.* The Office of Student Affairs may rescind the recognized status of an organization upon a determination that the recognized status of an organization is no longer fulfilling the purposes and/or functions described in its constitution. If an organization feels that a newly recognized organization duplicates its stated purpose as set forth in its constitution, it may seek a review through the Student Affairs Coordinator of the Office of the Student Affairs. This is accomplished by sending a letter to the Student Affairs Coordinator of the Office of the Student Affairs explaining how another organization duplicates its stated purpose. Preference is given to the organization that has had recognized status longer, and is in good standing. 6. Recognized student organizations may not engage in HAZING ACTIVITIES. Hazing is defined as any action or situation that recklessly or intentionally endangers the mental or physical health or safety of a student or that willfully destroys or removes public or private property for the purpose of initiation or admission into or affiliation with, or as a condition for continued membership in any recognized student organization. Hazing includes, but is not limited to, any brutality of a physical nature, such as whipping, beating, branding, forced calisthenics, exposure to the elements, forced consumption of any food, liquor, drug, or other substance, or any other forced physical activity that could adversely affect the physical health and safety of the individual, and shall include any activity that would subject the individual to extreme mental stress, such as sleep deprivation, forced exclusion from social contact, forced conduct that could result in extreme embarrassment, or any other forced activity that could adversely affect the mental health or dignity of the individual, or any willful destruction or removal of public or private property. Any activity as described in this definition upon which the initiation or admission into or affiliation with or continued membership in a recognized student organization is directly or indirectly conditioned shall be presumed to be "forced" activity, the willingness of an individual to participate in such activity notwithstanding. Any recognized student organization that commits hazing is subject to disciplinary action by the Office of Student Affairs. *A constitution is the most recent approved constitution that is on file with The Office of Student Affairs. C. Entitled privileges for recognized Student Organizations Once CCA grants official recognition to a student co-curricular organization, the organization is entitled to the following privileges: a) access to initial funding of a minimal amount for start up of the Organization

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b) priority use, through reservation, of specified Campus facilities, property, services, and equipment; c) use of the schools name in the organizations title, so long as CCA sponsorship or endorsement is not implied or stated; and d) assistance from the Office of Student Affairs. e) designated bulletin board space for posters, ads, etc. D. Procedures for maintaining recognition of Student Organizations 1. All recognized student organizations must file an officer report form with the Office of Student Affairs. This form must be updated within two weeks of any officer change or by the annual Election of Officers. 2. Recognized student organizations must maintain a minimum of 10 active student members, unless an exception is granted by the Office of Student Affairs for demonstrated cause. 3. The Office of Student Affairs shall have the authority to suspend the recognition of any student organization due to the organizations failure to abide by University policy. 4. When a recognized student organization changes its name, constitution and/or bylaws, those changes are to be submitted to the Office of Student Affairs for its review, information, and approval prior to the changes becoming official. The most recently approved version of an organizations constitution on file in the Office of Student Affairs is the official constitution for the organization. 5. Recognized student organizations must submit an accomplishment report for the past year as well as a list of proposed projects / events for the upcoming year to the Office of Student Affairs. E. Student Organization Advisors / Moderators 1. All recognized student organizations are encouraged to have faculty or staff advisors. The advisor can assist the organization by providing counsel on specialized subjects in which the advisor is experienced or expert, and on general matters relating to the conduct of organizational affairs. Advisors are encouraged to offer constructive criticism and guidance without domination. 2. Organization Advisors / Moderators must be a full time employee of CCA and must be qualified based on the area of expertise suited for the specific category of the organization.

Prepared by:

Noted by:

Ms.Betty Nogpo Student Services Coordinator

Ms.Charmaine Montalla Student Affairs Manager

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Information Packet for Student Organizations

New Organizations Officer Report Form Constitution Revisions Name Changes

Student Affairs Office

(02) 426-4840 loc 206 studentscca@gmail.com

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Introduction
Welcome! This packet will guide you through the process of forming a new student organization at the Center for Culinary Arts, Manila. Forming a group can be a challenging, but very rewarding process. To ensure success, the Office of Student Affairs has designed a process that will help your group form a solid foundation so that your organization can succeed and provide valuable experiences for your fellow students. There are many positive benefits associated with being a recognized group on campus, including use of the CCA name, ability to reserve and utilize the schools facilities and take advantage of the services offered through the Office of Student Affairs. There are also several responsibilities associated with being a recognized group, including abiding by the rules and regulations for Students stated on the Student handbook, updating officer information whenever there is a change, and submitting accomplishment reports for the previous year and project proposals for the incoming year. When starting a new student organization there are several questions to consider: 1. First, is there another group on campus that exists that meets the interests youre looking for in a student organization? 2. Would you be able to recruit a minimum of ten members for the group? 3. Do you have the time to work on all of the requirements and/or are others helping you? The SAO Coordinator in the Office of Student Affairs is available to help you answer these questions and provide you with assistance in forming your group. There are necessary requirements to become a recognized student organization at Center for Culinary Arts, Manila. They are as follows: Submit Intent to Organize Notification Letter addressed to the Student Affairs Manager coursed thru the Student Affairs Coordinator. Once this letter is submitted, the group will be issued provisional recognition that will last 60 academic days from the date the form is returned. During this time, the group must complete the following to receive recognition status: Create a constitution (see Constitution Guide in this packet) Recruit a minimum of ten members (currently registered students of CCA) Secure a University faculty or staff advisor Complete an Officer Report Form (included in the packet) Complete an Advisor Approval Form (included in the packet) Once the group returns these materials, they will be reviewed by the Student Affairs Office and the group will be notified of the decision. A student organization wishing to form can be denied recognition status for the following reasons: The purpose, mission, and/or activities violate the Center for Culinary Arts, Manilas Mission and Vision. Its Rules and Regulation as stated in the Student Handbook. The criteria to establish a group are not completed and sustained as above The group duplicates the purpose of an existing recognized group Should you have any questions or need any assistance throughout this process, please contact our office.

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Student Organization Action Form Organization Name: (Current) ____________________________ Contact Person: ____________________________ Phone: ____________________________ E-Mail: ____________________________
[ ] New Organization requesting Recognition Requirements: Intent to Organize Letter The letter must be addressed to the Student Affairs Manager coursed thru the SAO Coordinator.We recommend submitting the Intent Letter prior to all other paperwork. You may, however, submit all required items at once. Hard Copy of a Constitution There is a Constitution Guide provided at the end of this packet which you may use as a guide. The guide contains the minimum required elements for all student organization constitutions. Officer Report Form (provided in this packet) A completed Officer Report Form includes the names, e-mail addresses, phone numbers and signatures of both a President and an Advisor. The President must be a full-time student at CCA and the Advisor must be a fulltime faculty or staff member at CCA. By signing this form the President affirms that the organization will abide by the Center for Culinary Arts, Manilas policies and rules. Every Election of Officers, the Organization must submit this form to update the list in the Office of Student Affairs. Advisor Approval Form (provided in this packet) A completed Advisor Approval Form includes the name, telephone number, email address, and the signature of both the advisor and the advisors supervisor. Membership List There is no form or sample provided. Just indicate the name, level and contact number of the members on the list. All registered student organizations must have at least 10 members, all currently registered CCA students. Constitution Revision Requirements:

Name Change Requirements: rd Copy of a Current Constitution bearing the new proposed organization For Office Use (please date and initial): name Materials Submitted: _______________________ Materials Reviewed: _______________________ Action Approved: _______________________ 7|Page

CENTER FOR CULINARY ARTS, MANILA Student Affairs Office

Organization Officer Report Form

Your officer report must be updated any time information changes or your group elects new officers. This information must be forwarded to the Office of Student Affairs. Failure to do this could result in penalty or suspension of your group. Student Organization: _______________________ Academic Year: Date of Organizations most recent elections: ____/___/_______ ______________

PLEASE BE AWARE THAT THE BELOW INFORMATION IS PUBLIC KNOWLEDGE. If you have requested to be on the confidentiality list, please do not list your name or information below. Name Email Address Contact Number

PRESIDENT VICE PRESIDENT SECRETARY TREASURER PRO OTHERS (Please specify) ADVISOR By signing this form the President AFFIRMS that the organization will abide by the Center for Culinary Arts, Manilas policies, rules and regulations.

__________________ Signature of President 8|Page

______________ Date

___________________ Signature of Advisor

CENTER FOR CULINARY ARTS, MANILA Student Affairs Office

Student Organization Advisor Approval Form Date: _____________

Advisor Information Name: _________________________________________ Department: _____________________________________ Address: ______________________________________ Telephone Number: _______________________________ E-mail Address: _________________________________ Please list more than one (if applicable): Student Organization (to advise): ___________________________________

Required Signatures (for approval):

______________________________ Advisor ______________________________ Advisors Supervisor ______________________________ Office of Student Affairs

__________________ Date __________________ Date ___________________ Date

Retain a copy for your records Please return to Student Affairs

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Constitution The constitution is the heart of your organization. It provides the structure by which your group will function, and it secures a professional operating environment that CCA prides itself upon. All student organizations recognized by the Office of Student Affairs must include at least ten (10) specific articles in their constitutions. Within these articles are certain statements that must be included with that article. You are not limited, however, to just these stipulations. You are free to personalize your organizations constitution to suit your specific needs. The required articles and statements, and what they mean are delineated below. A sample constitution including the required articles, and the most common way of organizing them, is attached to this packet in order to aid you in the application process. Required Constitutional Elements Heading 1. All information must be centered. 2. State the full name of the organization, and its acronym, if applicable. 3. Under the name, state the original date that the organization first met on the confines of the CCA campus. Body Any statement that must be included in the constitution in some fashion will be prefaced by the word state in boldface or text will be in boldface. Article I: Purpose Clearly state the purpose of the organization. This is the singular most significant part of the document, as it is the mission statement of the organization. No organizations with duplicate or highly similar purposes of those existing organizations will be considered for registration. State the purpose in sentences, or by using numbers or bullets. Article II: Membership If your organization is an undergraduate student organization, state that the members must be currently registered students of CCA. There are only two categories of membership: Active and Associate. State that only currently registered students are eligible for active membership. State that all other persons, including but not limited to, faculty and staff are eligible for associate membership. State that only active members may vote, preside, officiate, or solicit funding on the organizations behalf. New Membership and Recruitment A. Any and all new members will be given full disclosure during recruitment, including but not limited to the disclosure of: a. New Membership Manual b. Schedule of New Member Events and Activities c. A list of responsibilities

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Membership Removal Please draft a "Membership Removal Policy" subsection within the Membership Section that you feel is appropriate for expelling members from your organization. Please be sure to include reasonable guidelines for what is a condition for expulsion. Example: The club reserves the right to expel a member who is not following the policies of the organization with a super majority vote of attending members-quorum is 75% of active members. This statement does not need to be included, but the meaning should be understood. Mediation Procedures Please draft a Mediation Procedures Article that you feel is appropriate for addressing any possible violations of constitutional policies. A. In the case of violations of constitutional policies and/or a conflict between members within the organization the highest ranking officer that is not involved in the conflict, with the assistance from the advisor (if applicable), will facilitate an informal mediation procedure B. The mediator shall: a) Arrange for a mediation meeting outside of the regular organization business meeting b) Explain their role as the impartial party and the objectives of the mediation c) Set ground rules d) Allow each party to express their views by allowing the conversation to go where the parties wish it to go e) Collect any available resources that might assist in the resolution (financial documents, emails, photos, etc.) f) As a third party, do not suggestion resolutions but rather leave the responsibility for the resolution with the parties involved g) Facilitate goal setting to reach a win-win resolution

This statement does not need to be included in your constitution, but it is highly recommended and should be understood. Article III: Officers State that only full-time, officially registered active student members shall be eligible to serve as appointed or elected officers in your organization. Student organizations may establish and apply additional eligibility criteria for appointed or elected leaders/officers. State all officers, elected or appointed, and their appropriate duties and powers. If officers form the executive committees, an odd number of officers is recommended. Avoid shared offices. State the procedures that will be followed to fill unexpired vacancies. These include the meeting at which nominations and elections will take place (if applicable), the process by which a candidate will be nominated, etc. (this statement can be included in the Officers section or the Elections section)

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You must have an officer responsible for your organizations funds. This officer will be the only active member with access to your account, and will most likely be your treasurer.

Article IV: Meetings State the frequency of meetings. At least three meetings per semester are required in order to maintain active status with the school. State how, and by what body, the frequency of meetings may be decided or changed. State under what circumstances, and by whom, a special meeting may be called. State how, when, and by whom members would be notified of regular and special meetings. State that adequate advanced notice must be given to all members.

Article V: Voting State what will constitute quorum. Different quorums may be used for voting, elections, amendments, and other items. If you wish to require different quorums for different voting events, they must be specified. State what shall constitute a majority; likewise if different types of majorities will be required for different voting events, they must be specified.

Article VI: Finances State that all organizational funds are to be handled exclusively through the Office of Student Affairs (SAO). State that the organizations choice to have an off-campus account is by the members discretion. State whether or not the payment of dues is a necessary condition for membership. If it is state how they will be determined. Do not specify a specific amount, and it is recommended that the amount is kept reasonable. State how often dues are to be collected. A dollar amount that officers can spend without approval of the membership must be specified. It is recommended that this amount is kept small.

Article VII: Elections State the meeting at which nominations and elections will take place. State how and when these meetings will be publicized. State that no one involved in conducting the elections may be an official candidate. State the procedure for nominations and elections, along with how ties will be handled. State when new officers begin their terms of office. A transition period is recommended so that the new officers may learn their responsibilities, along with the organizations business and University regulations.

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Article VIII: Amendments to the Constitution State State State State the procedure for the introduction and passage of amendments. who may propose amendments. that all amendments are subject to approval by the Office of Student Affairs. when the approved amendments are to take effect.

Prepared by:

Noted by:

Ms.Betty Nogpo Student Services Coordinator

Ms.Charmaine Montalla Student Affairs Manager

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