ST. AGNES' ACADEMY

4500 Rizal Street, Legazpi City, Philippines  (052) 480-1682

Standard Operational Procedure for Student Activities

4500 Rizal Street, Legazpi City, Philippines  (052) 480-1682

1. All clubs are encouraged to pursue activities that would help realize their objectives. As part of the democratic process espoused by the school, the students are free to conceptualize, initiate and implement activities as long as these uphold the thrust and values of the school and enrich their learning experiences.

 

2. All student activities are first subject to the approval of the moderator and then the administration.

 

3. Clubs are required to fill up and submit a request form (Request for Approval of Activity) for all major club activities. Therein, an outline of the rationale, objectives and logistics of proposed activity should be stated. Club officers/moderators should file the request form at least ten days or one week before the activity’s scheduled implementation. The request form must be signed by the moderator, CSA and Principal.

 

4. Members/Officers must observe the given guidelines when reserving/using school facilities. Reservations and requisition forms must have the approval of the school authorities concerned.

 

5. A semestral evaluation of all the activities must be conducted to ensure that these are effective, relevant and in keeping with the programs of the school. Where as a separate written evaluation report on every major activity of the club should be submitted together with proper documentation

 

6. The CSA shall designate a permanent room assignment for the club during the Club Hour. At this time, the club would be held responsible for the order and care of the room they occupy. All members should help in maintaining order in the room during and after the Club Hour.

 

7. Each club is assigned a club board. This may be used only for OFFICIAL notices. Informative materials are encouraged as long as they are part of the club’s social output. All materials to be posted or written must have the signature or approval of the moderator and the CSA.

 

8. The regular Club Hour is at 3:50 — 4:50 p.m. every  Friday. Clubs are discouraged from holding activities and meetings after 5:00 p.m. 

 

9. If a club activity/practice will be held on a weekday (Tuesday -Thursday at 3:50 - 4:50 p.m ) prior approval from of the CSA must first be secured. Approval must be obtained at least two days before the scheduled activity. The moderator is required to be present during the activity.

 

10. If club meetings/activities/practices will be held on a weekend (Saturday at 7:30 - 11:00 am.), prior approval from the CSA and the Principal must be secured and a letter of information (with reply slip) to the parents of the club members should be released. The request for approval must be filed at least four days before the scheduled activity and the letter/s of information to the parents must be filed for signing the following day. Reply slips should be collected two days before the scheduled activity. Supervision of the moderator is necessary; otherwise no activity will be given permission.

 

11. When club activity will involve/include other sectors/areas and/or outsiders, proper consultation, information and coordination with all concerned should be undertaken. Plans to invite speakers/judges/guests should be recommended by the CSA subject to the approval of the Principal.

 

 12. Together with the club officers, the moderator sets the agenda for weekly meetings. S/He is expected to supervise all meetings and activities of the club.

 

13. The club is expected to submit the following (compiled in the Club-Folio):

 

          a. club activity design for the school year

          b. constitution and by-laws (need not be submitted on an annual basis; only amendments if any and already ratified

              by the club need to be submitted)

         c. list of officers and members

         d. moderator’s profile

         e. weekly Activity Plan or Minutes of Club Meetings

         f. written proposal observing proper format for all major activities

         g. written evaluation reports on every major activity of the club

         h. semestral progress report — an evaluation of the club (extent to which the club objectives were realized,

             accomplishments, areas of concern, commendations and recommendations)

 

14. Out-of-school activities shall be allowed provided the following requirements are met:

 

         a.  A Request for Approval of Activity has already been submitted containing the outline of the objectives and

              logistics should be presented which includes venue, timetable, budget, etc.

         b.  An ocular inspection of the venue has been conducted by the organizing/supervising faculty/student officer to

              ensure the safety of the group and appropriateness/viability of activity. 

         c. The group is well-chaperoned by teachers and when necessary by some parents.

         d. The written permission/reply slip is submitted to the teacher-in-charge at least two (2) days before the activity.

         e. An alternative program/action plan has been prepared in the event that one or more factors alter the activity in

              any way.

          f. The values of simplicity and creative use of available resources are upheld and promoted.

 

15. To give students time to study, student activities are not allowed a week before the periodic examination.