THE DIRECTORATE Central Student Government

Directorate Enactment No. 008

An Act Providing for the 1996 Local Government Code

Of the Central Student Government

WHEREAS, the CSG underwent a major structural overhauling last year, and from thereon, College Councils and other student organization have become part and parcel of the whole system of governance;

WHEREAS, there is a need to establish a set of operating guidelines which shall govern the relationship

between the Central Government, the College Councils, and the student Organization; WHEREAS, there is XU-CSG shall set parameters and direction as general framework in overseeing

student activities, and that these activities shall be directly handled by the College Councils and student organizations (Sec. 2, Art. IV of the 1994 CSG Constitution);

WHEREAS, there is a need to clearly define the processes that will facilitate the close monitoring and

coordination of all activities as well as other operations of the student Government; BE it enacted by the Directorate is session assembled:

TITLE ONE: BASIC PRINCIPLES

Chapter 1 – The Code: Policy and Application

Section 1 Title. This enactment shall be known and cited as the “1996 Local Government Code of the

Central Student Government.” Section 2 Declaration of Policy

a. It is hereby declared the policy of the Central Student Government that its political subdivision (College Councils and co-curricular organizations) shall be part and parcel of the whole system of governance to enable them to fully participate in the CSG’s decision making process, and thus making them potent and effective partners in the attainment of the CSG’s goals and objectives. Toward this end, the CSG shall provide for a more responsive and accountable government structure instituted through a system of centralization of programs and devolution of powers where Councils and student organization shall be given substantial powers, authority, responsibilities, and resources.

This process shall proceed from the Central Government to the College Councils

and lastly, to the student organizations.

It is also the policy of the CSG to ensure the accountability of other government

units through the institution of effective mechanisms of auditing. b. It is likewise the policy of the CSG to require all College Councils to conduct

periodic consultation with the CSG and their respective constituent before any project or program is implemented in their respective jurisdiction.

Section 3 Operative Principles of Devolution The formula and implementation of policies and measures in the College Councils and

Student organization shall be guided by the following Operative Principles:

a. There shall be an effective allocation among different Councils and student organizations of their respective powers. Functions, responsibilities and resources;

b. There shall be established in every Council and student organizations an accountable, efficient and dynamic organization structure and operating mechanism that will meet the priority needs and service requirement of its members;

c. Councils and student organizations shall ensure that their acts are within the scope of their prescribed powers and functions;

d. Councils and student organization may group themselves, consolidate or coordinate their efforts, services, and resources through the CSG Directorate for the purposes commonly beneficial to them;

e. As mandated by the CSG Constitution, the capabilities of Councils, especially the student organizations shall be enhanced by providing them with opportunities to participate activity in the implementation of the CSG’s programs and projects;

f. Effective mechanisms for ensuring the accountability of Councils and student organizations to their respective constituent shall ne strengthened in order to upgrade continually the quality of local leadership;

g. The participation of the extra-curricular organizations through their Council of Extra-Curricular Organizations (CECO) in governance, particularly in the delivery of student services, shall be encourage to ensure the viability of their participation as an alternative strategy for the CSG structure’s sustainable improvement; and

h. The CSG shall ensure that the decentralization of all government functions contributes to the continuing improvement of the performance of Councils and student organizations and the quality of the services and activities given to their respective members.

Section 4 Scope of Application This code shall apply to all College Councils, co-curricular student organizations and to

some extent, other pertinent student offices which are accountable to the studentry which in this case, are the Crusader Yearbook and the Publication. The Publication shall still enjoy all the privileges granted it by Republic Act 7079 (Campus Journalism Act) and by its charter. The Yearbook Office shall continue to be governed by the Yearbook

Charter. However, as part of the CSG’s police power, both shall be covered by auditing procedures which shall be extensively discussed in Title Three (Local Fiscal Administration).

Section 5 Rules of interpretation In the interpretation of the provisions of this, Code, the following rules shall apply:

a. the general welfare provisions of this code shall be liberally interpreted to give Councils and student organizations an upper hand in accelerating the welfare and interest of their respective members,

b. councils and student organizations shall maintain rights, obligations, powers and functions vested upon them by their respective charters and consistent with the provisions of the CSG Constitution,

c. in case of further doubts, any resolution or measure that empowers the Council to collect funds from its members shall be construed strictly against the Council or student organization enacting it, and liberally in favor of the paying members,

d. in case of further doubts, the 1994 CSG Constitution remains the final recourse to settle all disputes arising from the interpretation of this code.

Chapter 2 – General Powers and Attributes of College Councils and Student Organizations

Section 6 Student Government Offices Council shall endeavor to establish council offices where CSG Departments and

Commissions, as far as practicable, be given spaces. All council offices shall become satellite offices of the CSG and shall be adequately provided with available communication facilities to connect them to one another to facilitate the implementation of vital projects, and other concerns.

Section 7 CSG Committees in College Councils to bear the name “CSG” All CSG Committees in college council offices bear the name “Central Student

Government.” College Councils may, basing on the rules established by A.O No.2 (April, 1995) use the same title.

Section 8 General Welfare Every Council and student organization shall exercise the powers expressly granted,

those necessarily implied therefrom, as well as powers and those which are essential to the promotion of the general welfare. Within their respective jurisdictions, councils and student organizations shall ensure and support, among other things, promote safety and health enhance the right of student and teachers alike to balanced ecology, maintain peace and order, and preserve and advance the welfare and interest of the students.

Section 9 Basic Services and the Four Areas of Concern

a) Councils and Student organizations shall endeavor to be self-reliant and shall continue exercising the powers and discharging the duties and functions

currently vested upon them. They shall also discharge the functions and responsibilities of CSG Departments and special committees that maybe created form time to time devolved to them pursuant to this code. Councils and students organizations shall likewise exercise such other powers and discharge such other functions and responsibilities as are necessary, appropriate, or incidental to efficient and effective representation, and delivery of the basic student services. In as much as Councils are autonomous in the areas of internal functions, finances, membership and traditional College Activities, the XU-CSG of which they are a part, shall collectively represent the students on matters pertaining to their general interest and welfare enumerated herein.

b) Such as basic student services include, but are not limited, to the following: i. Academics

ii. ii. Student Services/Welfare iii. Formation/Involvement iv. Sport

1. For a co-curricular organization

(i.) Periodic survey of availability of instructional materials such as textbooks, lab equipments, research materials, and other academic paraphernalia will be done so as to make the Department be aware of the need to acquire such materials. Teacher evaluations will be constantly done in close operation with the faculty so as to assess the quality of classroom instruction and to effect reforms and gain improvement. Co-curricular organizations are also mandated to embark on activities that are in-line with their nature, that is, those that enhance classroom instruction. Fieldtrips and other academic-related projects are very much encouraged. Co-curricular Presidents are mandated to meet with their respective Faculty Chairpersons, to discuss matters form time to time. Anything that needs further action that cannot be solved in the Department level shall be raised to the College Council Level.

(ii.) Organizations are encouraged to constantly consult with their members regarding their complaints and grievance so that these matters can be raised to the authorities concerned. This can be done effectively during General Assemblies.

(iii.) Organizations are encouraged to embark on activities that will enhance the spiritual development of their members. These include masses, recollections, prayers sessions and other activities which cover social involvement.

(iv.) Organizations are encouraged to map out some activities that will develop skills of their members in the arena of sports. This could also spark camaraderie, competition, and fair play among members.

2. For an Extra-curricular Organization

(i.) Academic-related activities of extra-curricular organizations can be best done through small-group study and tutorial sessions where upperclassmen members can assist lower classmen members.

(ii) As members of the Council of Extra-Curricular Organizations (CECO) which has an elected representative to the CSG’s Directorate, organizations from time to time shall meet to discuss matters that affects them most so that these concerns can be forwarded to the appropriate authorities.

(iii.) Organizations are encouraged to treat their members to periodic formation seminars which include Leadership Training Seminar (LTS) and other formative sessions. Assistance of the CSG and the Office of Student Affairs (OSA) could be had.

(iv.) The involvement of members in sports-related activities is very much encouraged.

3. For College Councils

(i.) College Councils are in-charge of monitoring the surveys done by the co-curricular organizations on the availability of academic paraphernalia. The results of these surveys will be forwarded to the Dean’s Office so that appropriate and immediate action could be done. The CSG’s Department of Academic Affairs (DoAA) and the College Departments will be provided copies of these surveys to serves as references. The council is also in-charge with coordinating all student-initiated academic-related activities of the College. Councils are likewise in-charge of following –up the results of teacher evaluations with the Dean so as immediate and effective measures can be done.

(ii) Councils are encouraged to hold regular consultations with the general assembly and the Co-curricular Presidents so that complaints and grievances that may arise from these sessions may be raised to the proper authorities for action. However, matters of great concern that cannot be solved at the College Level shall be forwarded to the Central Student Government through its four Departments corresponding to the four areas of concern for further discussions in the appropriate policy making bodies of the University. All activities and programs, prior to implementation, will have to be presented and consulted with the general assembly of the co-curricular representatives.

(iii) Councils are encouraged to embark on formative sessions wherein the general membership can actively involve themselves. All activities of the councils should speak mass involvement among their members.

(iv) Councils are encouraged to hold periodic sports-related activities to enhance the skills of their members. They shall be in-charge of coordinating all necessary preparations for any annual major sports event.

Section 10 The CSG Departments, Secretary and the Undersecretaries/ Four Areas Committee

Heads (i) Council shall establish parallel committees corresponding to the four areas of

concern. These committees will be implementing arms of the CSG Departments. The committee heads, granted the title of Undersecretaries, shall regularly meet with their respective CSG Department Secretaries. They shall be appointed by the College Council President at least (15) days after one assumes office. The names of these personnel shall be immediately submitted to the CSG President.

Planning, implementation, monitoring and evaluation of planned activities will

be done together as a Department during the beginning of the school year. All Council activities that are in line with the four areas will have to b3e consulted with and approved by the Committee Undersecretaries prior to implementation.

(ii) Responsibilities and functions of the Undersecretary a. College Council Undersecretaries are appointed by their respective

College Council Presidents. b. The Undersecretaries are responsible for bringing with them the four

areas of concern of their colleges. These concerns will be translated into plans during the bi-annual CSG planning session.

c. The undersecretaries will submit to their respective Secretaries their Plan of Action (PoA) for the semester/year. The secretary is tasked to monitor the implementation of these plans. Activities must always be responsive to the actual needs of the students.

d. The councils’ plan need not necessarily come from the CSG. They are granted the freedom to initiate activities which the seem fit. However, the Secretary will have to be consulted and informed of these plans. They will be included into integrated GPOAs upon which the Departments will base their operations for the year.

e. Undersecretaries are required to keep files of their letters, memos, and other pertinent papers. These files will be done in duplicate: one for the CSG office and one for the Council.

f. Undersecretaries are required to attend all meetings called for by the Secretary. Monthly written reports are to be submitted to the Department Secretaries.

g. The Undersecs are required to hold weekly consultations with BOTH their respective Council Presidents and Department Secretaries to ensure that their work be within the context of the CSG’s plans and objectives.

h. All activities of the Four Area committees in their Colleges will bear the name of their Department and of the XU-CSG.

Section 11 Conformity of the Council and the Student Organizations’ activities with CSG Programs The student council shall initiate and implement activities that are in conformity with

the needs and objectives of the student government. The Directorate shall be formulate with the CSG President a General Program of organizations shall be also responsible for the direct implementation and area of jurisdiction, in close cooperation with the CSG’s executive units. (Sec2.2b, Art. 6 1994 CSG Constitution)

Section 12 Power to Generate and Apply Resources Councils are not allowed to collect additional membership fees during enrollment

period during any other period during the academic year without the approval of the Directorate. The Directorate Resolution Requesting the Finance Office to collect Php 20.00 for the SOF) will apply up to a considerable time when there is a need for fees to be changed. Councils and organizations have the power to apply their resources and assets for productive, developmental, and welfare purposes, in the exercise or furtherance of their functions and thereby ensure their development into self-reliant organizations and active participant in the attainment of the CSG’s goals and objectives.

Section 13 Authority to Negotiate and Secure Grants Council and co-curricular organizational presidents may, upon the authority of the

organization’s officers, negotiate and secure financial grants or donations in kind, in support of the basic services or activities enumerated under section 9 hereof, from the CSG and the OSA without necessity of securing clearance nor approval from the CSG. However, solicitations from companies and offices outside the University structure shall need the approval of the Asst. DSA for Welfare as these activities are bound to the University’s rules and regulations. Also refer to the Administrative Order nos. 2 & 3 of the CSG President (released April and July 1993 respectively)

The Council President shall, within fifteen (15) days upon signing of such grant

agreement or deed of donation, or solicitations, report the nature amount, and terms of such assistance to the Commission on Audit (COA) Student organizations aside from Councils, the Publication and the Yearbook will submit for the above-mentioned requirements to the OSA’s Asst. DSA for Welfare.

Section 14 Loan Privileges and Financial Assistance Granted by the CSG to College Councils and

Student Organizations The guidelines for the grant of loan privileges and financial assistance to Councils and

Student Organizations are regulated by A.O. No. 3 (July 27, 1995)

1. Loan Applications and mode of payment a. Until expressly ordered by the CSG President, other student

organizations aside from the College Councils are not granted loan privileges.

b. Council loan applications should be submitted to the Department of Budget and Finance (DBF) Secretary at least one (1) week before release. All loan applications will have to be approved by the CSG President.

c. Loans shall not exceed two thousand pesos (Php 2,000.00). d. New applications will not be approved unless previous and existing

loans have been cleared. e. The time-frame for loan payments shall not exceed three (3) weeks

after the loan approved. However, upon the Council’s request, a one (1) week grace period may be granted by the Department after which payment must be promptly made. Violation of these rules shall suspend the Council’s loan privilege. Only the CSG President can lift the levied restriction.

2. Non-loan Financial Assistance a. All college councils and organizations are granted this privilege. b. Only projects that are in consonance with the XU-CSG’s objectives and

programs (based on the four areas of concern) will receive financial assistance.

c. Organizations who were granted their request must submit to the DBF Secretary within two (2) weeks, liquidation reports following the liquidation procedures of the department. (Please refer to appendix A.O.3 and DBF guidelines.)

Section 15 Liability for Damages Local government units and their officials are not exempted from liability for death,

injury, destruction or defacement of office and University property. The accident insurances coverage, as abided annually by CSG-Prequalification, Bidding, and Award Committee (CSG-PBAC), will be responsible for liabilities that will arise from death or fatal injury sustained by a student or faculty member. Expenses due to damage done to the University property by any Council and student organization and its officials will be paid for by the officers themselves and shall not be taken from the Student Organizational Fund (SOF).

Chapter 3 – Intergovernmental Relations

ARTICLE ONE – The Central Student Government and the Local Government Units Section 16 CSG Supervision over Councils and Student Organizations

a. Consistent with the basic policy espoused in the 1994 CSG Constitution that College Councils shall abide by the CSG Constitution and that the CSG’s Programs shall be implemented by the Councils and Student Organizations, the CSG President shall exercise general supervision over Local Government Units to ensure that their nets within the scope of their prescribed powers and functions.

The Presidents shall exercise supervisory authority over College Councils and Student Organizations. Councils and student organizations shall appoint an adviser who shall advice them on merely technical matters. Advisers have no direct control of any magnitude over these group’s internal affairs. The College Councils are not under any control of the Office of Student Affairs unless those explicitly mentioned in this code. Councils are to report directly to the CSG Directorate.

b. CSG Departments and Commissions with project implementation functions shall coordinate with one another and with the councils and student organizations concerned in the discharge of these functions. They shall ensure the participation of local government units both in the planning and implementations of said CSG programs.

c. c. The President may, upon request of the local government unit concerned, direct the appropriate CSG department of committee to provide financial, technical, or other forms of assistance to the local government unit. Such assistance shall be extended at no extra cost to the local government unit.

ARTICLE TWO – Relations of the College Council with the Co-curricular Organizations

Section 19 Powers of the Council President over Co-curricular Organizations The extent of authority of the Council President over the co-curricular organizations be

that of supervision only to ensure that their acts are within the scope of their prescribed powers and functions.

ARTICLE THREE – Inter-Council/Co-curricular Relations Section 20 Cooperative Undertakings among Local Government Units Councils and student organizations may through appropriate resolutions, group

themselves, consolidate, or coordinate their efforts, services, and resources for purposes commonly beneficial to them. In support of such undertakings, local government units involved may, upon the approval of their respective officers, contribute funds, equipment, and other kinds of property or assign personnel under such terms and conditions as may be agreed upon by the participating local units through a Memoranda of Agreement (MoA).

ARTICLE FOUR – Creation of Councils

Section 21 Common Provisions

a. Authority to create Local Government Unit’s (LGU’s) – A council may be created by a Directorate enactment after receipt of a petition; subject to such limitation and requirements prescribed in this rule.

b. Creation- I. The creation of a council shall be based on the following verifiable

indicator of viability and project capacity to provide services; i. Membership – which shall be the total number of members

within jurisdiction of the council being created. II. Compliance with the foregoing indicators shall be attested by the

University Registrar. c. Plebiscite –

I. I. No creation of councils shall take effect unless approved by a majority of the votes cast in a plebiscite called for the purpose in the Local Government Unit or LGU’s directly affected. The plebiscite shall be conducted by the CSG Electoral Commission (ELECOM) within 30 days from the effectivity of the enactment prescribing such action, unless said enactment fixes another date.

II. The CSG ELECOM shall conduct an intensive information campaign in the LGU’S concerned at least ten (10) days prior to the plebiscite. The ELECOM may seek the assistance of the CSG information agency, the Crusader Publication, and other interested parties.

d. Beginning of Council Existence – when a new council is created, its existence shall commence upon the qualification and election of its president and a majority of its officers, unless some other time is fixed by the enactment creating it.

e. Procedure for Creation or Conversion 1) Petition – interested parties shall submit the petition, in form of a

resolution requesting the creation of a college council, and furnish copies thereof to the OSA, CSG President, the original College council and to the CSG Directorate.

2) Comments to the Petition – the OSA, the original college council and the CSG President shall submit to the directorate its comments and

recommendations on the petition for the creation of the proposed college council.

3) Documents to support petition – the following documents shall be attached to the petition for creation.

a. Certification by the University Registrar as to the population of the proposed Council;

b. Charter c. Such other information that the petitioners may deem relevant

for consideration in the petition. All costs incurred in the production of the required documents shall be borne by the petitioning organization or party.

TITLE TWO: ELECTIVE OFFICIALS

Chapter 1 – Qualifications and Election

Section 22 Qualifications As prescribed by the 1995 Omnibus Election Code of the XU-CSG, the following

qualifications shall apply: a. Qualifications for Elective Positions. No student shall be allowed to run for an

elective position unless he /she satisfies the requirements. b. Candidates holding Appointive Office. Any person holding an appointive position

or elective office in the CSG executive, in the directorate, or in the college council and co-curricular organizations who is seeking for reelection for higher level of office, shall resigned from his/her office upon the application for candidacy.

c. Certificate of Candidacy. No person shall be eligible for any elective office unless he/she:

c.1. Files a sworn certificate of candidacy within given time. c.2. Undergoes a pre-election seminar on the new CSG structure and its

basic systems and laws which will be conducted by the CSG Constitutional Commission (ConCom).

Section 23 Disqualifications The following persons are disqualified from running for any elective position:

a. Those removed from office as a result of violations identified in Section 1, Article IX of the 1994 XU-CSG Constitution.

b. b. Those who are running for the same position which disallow two consecutive terms.

c. Those with administrative cases filed with office of Student Affairs. Section 24 Manner of Election All electoral processes shall be referred to the 1995 Omnibus Election Code of the XU-

CSG.

Section 25 Term of Office a) The term of office of all CSG elective officials elected after the effectivity of this

Code shall be one (1) year, starting from noon of June 1 or such other date as may be provided for by law. Provided, That all CSG elective officials shall serve until noon of June 1, a year after.

b) No CSG elective official shall serve for more than one (1) term in the same position. Voluntary renunciation of the office for any length of time shall not be considered as an interruption in the continuity of service for the full term for which the elective official concerned was elected.

Chapter 2 – Vacancies and Succession

Section 26 Permanent Vacancies in the Offices of the CSG President, and Vice President The rules that shall apply in this matter shall be Article X of the 1994 XU-CSG

Constitution. Section 27 Permanent Vacancies in the Offices of the Council President and Vice President If a permanent vacancy occurs in the office of the President, the President shall appoint

a person in an acting capacity to complete the unexpired tenure of the Vice-President. The same procedure shall apply to all other vacancies.

Section 28 Temporary Vacancy in the Office of the Council/Co-curricular President

a. When the Council/ co-curricular President is temporarily incapacitated to perform his/her duties for physical or legal reasons such as, but not limited to, leave of absence, travel, and suspension from office, the next high ranking officer shall automatically exercise the powers and perform the duties and functions of the local chief executive officer concerned, except the power to appoint, suspended, or dismiss other officer and staff which can only be exercised if the temporary incapacity exceeds thirty (30) working days.

b. Said temporary incapacity shall terminate upon submission to the appropriate officers of a written declaration by the local chief executive concerned that he/she has reported back to office. In cases where the temporary incapacity is due to legal cases, the local chief executive concerned shall also submit necessary documents showing the said legal causes no longer exist.

c. When the incumbent local chief executive is on-leave or for any other reasons wherein he isn’t capable of exercising one’s duties, he may designate in writing the officer-in-charge or the said office. Such authorization shall specify the powers and functions that the officer appointed shall exercise in the absence of the local chief executive except the power to appoint, suspend and dismiss council officers and staff. A copy of the Leave of Absence (LOA) must be forwarded to the Council President, or to the Directorate Convener, as the case maybe.

d. In the event, however, that the local chief executive concerned fails or refuses to issue such authorization, the Vice-President or the next-highest ranking officer, as the case may be, shall have the right to assume the powers, duties,

and functions of the said local chief executive, subject to the limitations provided in subsection (c) hereof.

Chapter 3 – Disciplinary Actions

Section 29 Grounds for Disciplinary Actions An elective official may be disciplined, suspended, or removed from office on the basis

listed in Section 1, Article IX of the 1994 CSG Constitution. Section 30 Form and Filing of Administrative Complaints A verified complaint against any erring local elective official shall be prepared as follows.

a. Any complaint against any council officer shall be filled before the office of the Chief Commissioner, XU-CSG Constitutional Commission.

b. A Complaint against any elective officer of a co-curricular organization shall be filed before College Council’s Deputy Commissioner of the XU-CSG Constitutional Commission whose decision may be appealed to the office of the Chief Commissioner.

The CONCOM shall forward its findings to the Directorate. The Directorate shall in turn submit its recommendations to the CSG Constitutional Commission (ConCom) who shall have the sole power to decide on what kind of disciplinary actions will be applied.

Section 31 Notice of Hearing

a. Within seven (7) days after the administrative complaint is filed, the ConCom shall require the respondent to submit his verified answer within seven (7) days after receipt of such answer of the respondent.

b. When the respondent is an elective officer of a student organization, such hearing and investigation will be conducted in the place where he renders or holds office. For council officers, the venue will be the Council office.

c. However, no investigation shall be held within fifteen (15) days prior to any election and no prevented suspension shall be imposed prior to the fifteen-day period immediately preceding elections, it shall be deemed automatically lifted upon the start of aforesaid period.

Section 32 Preventive Suspension

a. Preventive suspension may be imposed: 1) By the ConCom, if the respondent is a Council elective officer 2) By the Council President, basing on the decisions of the ConCom if the

respondent is an elective officer of a co-curricular organization. b. Preventive suspension may be imposed at any time after the issues are joined,

when the evidence of guilt is strong, and given the gravity of the offense, there is great probability that the continuance in office of the respondent could influence the witnesses or pose a threat to the safety and integrity of the records and other evidence; Provided, that, any single preventive suspension of officers shall not extend beyond thirty (30) days: Provided, further, that in the event that several administrative cases are filed against an elective official, he

cannot be preventively suspended for more than thirty (30) days within a single year on the same ground or grounds existing and known at the time of the first suspension.

c. Upon the expiration of the preventive suspension, the suspended elective officer shall be deemed reinstated in office without prejudice to the continuation of the proceedings against him, which shall be terminated within sixty (60) days from the time he was formally notified of the case against him. However, the delay in the proceeding of the case is due to his fault, neglect, or request, other than the appeal duly filed, duration of such delay shall not be counted in computing the time of termination of the case

d. Any abuse of the exercise of the power of preventive suspension shall be penalized as abuse of authority.

Section 33 Form and Notice of Decision

a. The Investigation of the case shall be terminated within sixty (60) days from the time he/she was formally notified of the case against him/her. Within ten (10) days after the end of the investigation, the ConCom shall render a decision in writing starting clearly and distinctly the facts and the reasons for such decision. Copies of the said decision shall be provided the respondents, the DSA and all interested parties.

b. The penalty of suspension shall not exceed the unexpired term of the respondent nor shall the said penalty be a bar to the candidacy of the respondent so suspended as long as he meets the qualifications required for the office.

c. The penalty removal from office as a result of an administrative investigation shall be considered a bar to the candidacy of the respondent for any elective: provided, That the disqualification shall not extend further than one (1) school year to hold any office of honor or trust in the CSG, the College Council or any co-curricular and extra-curricular organization.

d. Elective officers that have committed University policy violations that are punishable by University procedures shall be levied the same penalty stated in Subsection (c).

Section 34 Administrative Appeal Decisions in Administrative cases may, within fifteen (15) days from receipt thereof,

appealed of the following: a. The XU-CSG ConCom’s Chief Commissioner. Decisions of the Chief

Commissioner shall be final and executory. An appeal shall not prevent a decision from becoming final or executor. The respondent

shall be considered as having been placed under preventive suspension during the pendency of an appeal in the event he wins such appeal.

TITLE THREE: LOCAL, FISCAL ADMINISTRATION

Chapter 1 – General Provisions Section 35 Scope This title shall govern the conduct and management of financial affairs, transaction, and

operations of local government units shall be governed by the following fundamental principles:

Section 36 Fundamental Principles. The financial affairs, transactions, and operations of local government units shall be

governed by the following fundamental principles: a. Council and student organization SOFs shall be spent solely for governmental

organizational purposes; b. Every officer of the local government unit whose duties permit or require the

possession or custody of local funds shall be property bonded, and such officer shall be accountable and responsible for the said funds and for the safekeeping thereof;

c. Local governments shall formulate sound financial plans, and the local budgets shall be based on functions, activities, and projects, in terms of expected results;

d. Local budget plans and goals shall, as far as practicable, be harmonized with the CSG’s plans, goals, and strategies in order to optimize the utilization of resources and to avoid duplication in the use of fiscal and physical resources.

e. Councils shall ensure that their respective budgets incorporate the requirements of the four committees and other units and provide for equitable allocation of resources among these component units; each committee head shall submit a budget proposal with project descriptions for his Committee to the Council President;

f. The local government units shall endeavor to have a balanced budget in each fiscal year operation.

Chapter 2 – Local and Other Special Funds

ARTICLE ONE – Receipts, Safekeeping, Disposition and Auditing of Local Funds

Section 37 Remittance of Council/Organization Moneys to the Local Treasurer Officers of the local government authorized to receive and collect moneys arising from

revenue-earning activities or receipts of any kind shall remit the full amount received and collected to the treasurer of such local government unit which shall be credited to the particular account or accounts to which the moneys in question property belong. Any officer of the local government unit whose duty permits or requires the possession or custody of SOF or any other funds shall be accountable by the nature of their duties, may likewise be similarly held accountable responsible for organizational funds through their participation in the use or application thereof.

Section 38 Depository Accounts Local treasurers shall maintain depository accounts in the name of the organization, or

the council with banks. Earnings of each depository account shall accrue exclusively thereto.

Section 39 Separation of Personal Money from Public Funds Local treasurers and accountable officers shall keep personal moneys separate and

distinct from local student funds in their custody and shall not make profit out of student money or otherwise apply the same to any use not authorized by this code and the organizations charter.

Section 40 Prohibitions against Advance Payments No money shall be paid in full on account of any contract under which no services have

been rendered or goods delivered. Section 41 Submission of Detailed Statements, Income and Expenditures

On or before the fourteenth (14th) of October of each year, local treasures shall submit to their respective presidents a certified statement covering the income and expenditures of the first semester. Final reports will be submitted to the CSG Commission on Audit on the 20th of the same month. For the second semester auditing the procedures shall follow. However, the dates will be changed to the 19th of March and the 22nd of the same month, respectively.

Section 42 The Commission on Audit’s Authority over All Local Government Units As mandated by the 1995 XU-CSG Constitution, the CoA shall be responsible for auditing

and validating all financial transactions entered into by the XU-CSG, the College Councils and co-curricular student organizations on campus on a semestral basis. This provision shall include the Crusader Yearbook and Publication, both of which utilize student funds for their operations.

A. Objectives (as promulgated by the Directorate in June 3, 1995)

1. To check whether financial statements are presented fairly and in accordance with the Generally Accepted Accounting Principles (GAAP).

2. To ascertain that disbursements of cash are authorized, legitimate, and properly recorded.

3. To ascertain that all inflow of cash are properly recorded. 4. To ascertain that cash accounts are properly classified in the

statements. 5. To ascertain that cash balance shown by the records is actually on hand

or deposited in the organization’s bank account at the close of the semester. (Refer to Sec. 40)

6. To ascertain that receivables represent valid and legal claims against third parties in the amounts indicated in the accounting records.

B. General Approach

1. Identify all the funds and the Person-in-charge. 2. Trace the balance per count to the balance per record. 3. List unusual items for discussion with appropriate P-I-C. 4. If funds are deposited in the bank, obtain bank confirmation. 5. Check clerical accuracy of statements prepared. 6. Check if the statements are presented in the standard form. 7. Give suggestions for better internal control. 8. If receivables are present, determine whether receivables have been

properly classified and described in the Balance Sheet. 9. Submit a consolidated report for the CSG President to act upon.

Section 43 Spot Auditing/Auditorial Visitation The CoA, upon the directive of the CSG President can undertake spot auditing of local

government units; Provided, that, these specific local government units will be informed at least three (3) days before the spot auditing be done.

The books, accounts, papers, and cash of local treasurer or other accountable officers shall at all times be opened for inspection by the Commission on Audit to its duly authorized representative.

In case an examination of the accounts of a local treasurer discloses a shortage in cash, which should be on hand, it shall be the duty of the examining officer to seize the documents, notify the Commission on Audit, the President, and the local Auditor.

The local treasurer, on the basis of the CoA’s investigation, shall be automatically suspended from the office by the President.

Section 44 Posting of the Summary of Income and Expenditures Local treasurers and auditors shall, within ten (10) days from the end of every sem, post

on the bulletin board provided by the CoA a summary of all revenues collected and funds received including the appropriations and disbursements of such funds. Such will also be done after the fiscal year.

Section 45 Official fiscal Year The official Fiscal year of local government units shall be the period beginning with first

day of March and ending with the same date.