Externals Presentation - Plansem

7/28/2019 Externals Presentation - Plansem

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EXTERNALS

DEPARTMENT

Vice President for Externals: Jillian Gandingco

Assistant Vice President for Public Relations: PauletteMenguito


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Committee Structure

VP for Externals- oversees overall execution and implementation

- presides over departmental meetings

AVP for Public Relations- responsible for networking with outside institutions and

organizations

- representative of the CB for JPES activities

Project Heads- in charge of the creation and formation of committees

necessary for execution and implementation of projects

with guidance from the VP & AVP


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Meetings

To be conducted all throughout the school year Four classifications:

1. General Assemblies

2. Regular meetings with Externals team

3. Regular meetings with Project Heads

4. Emergency meetings with Project Heads


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Meetings

1. General Assemblies (GAs)

- attended by all members of the department

- has a duration of at least an hour and a half

- held whenever deemed necessary by the department heads- planning for projects are presented and discussed

- may be a venue for team building and recreational activities

- at least one GA per semester

2. Regular meetings with the Externals Team

- held at least once a month

- VP & AVP plan, promote and update each other regarding projects


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Meetings

3. Regular meetings with Project Managers

- held at least a week before Project Managers meet with their

respective committees

- length of at least one hour

- VP will inform AVP of the time & venue of meetings during the

semester after Department Heads have finished registration

- time & venue may be moved by VP at least 24 hours before themeeting as long as AVP & everyone concerned are informed

beforehand


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Meetings

4. Emergency Meetings with Project Heads

- held whenever deemed necessary by the VP or, in the VP's

unforeseen absence, the AVP or Project Heads concerned

- duration of at least 30 minutes

- may be announced at least 2 hours before designated time


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Agenda

all members participating in the meeting will beinformed at the start of the meeting

anyone is allowed to include an item in the agenda byinforming the VP beforehand or after the agenda hasbeen read

To be taken by the AVP will be published in the Externals Team group so all

members will be informed of the proceedings

Minutes


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Attendance

regular attendance is highly encouraged a regular Externals meeting will be held only if at least 2

of the Department Heads will be present

Same rules in CB meetings will apply for excused &unexcused absences and tardiness in all forms


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Project Proposals

VP, AVP and CB will deliberate on the feasibility of anyproject, subject to the vision & mission of the

organization

In case of discourse related projects, it is the VP'sresponsibility to coordinate with the EconomicsDepartment

Each Project Head is responsible for the writing & filingof project proposals with OSA


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Execution

Project Heads are responsible for the formation andadministration of his/her own project committee under

the guidance of the VP & AVP

Evaluation

AVP will coordinate with the Secretary General forevaluation of all the Department's projects


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External Communication

Any form of correspondence to any institution ororganization outside AEA, inside or outside Ateneo

Scope and Limitation

All external communication that does not fall under themandate of the Externals Department shall be coursedthrough the Secretary General and subject to checking

by the CB


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Process

AVP should be informed and consulted forcorrespondence with JPES

VP must be informed and consulted for correspondencewith resource speakers and/or partner organizations

All outgoing messages shall be coursed through theofficial Externals Department e-mail address

All outgoing messages shall have the appropriatesubject and format as prescribed by the VP

Each e-mail user must inform other users of the statusof outgoing invitations and incoming responses


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Eco Tours

STRENGTHSo Gives students a glimpse of what goes on in banks,

BSP, etc.

o Allows students to visualize future careers forthemselves

WEAKNESSES

Transportation (parking, etc.)

Feels like a field trip/excursion


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Eco Tours

OPPORTUNITIES Better venues that cater to the students interests Expand to other financial/corporate/other institutions

THREATS Dependent on availability of the venue Unexpected changes in schedule (weather, backing

out, etc.)

Limited access for student tours


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DLSU Trade-off

STRENGTHSo Allowed students to experience professors from

different schools and to learn something new

o Encouraged camaraderie between the schools

WEAKNESSESo Unsuccessful planning because of insufficient

communication, etc.

o Trade-off will not be executed smoothly (i.e. classes

with absent professors, etc.)

o Transportation is constantly a problem


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DLSU Trade-off

OPPORTUNITIESo Expand trade-off to other schools (UP, UST, etc.)

o Make it department wide (Students will be able to

experience the best eco profs from ADMU: perhapsa special class for them)

o Encourage more students to participate in the

exchange

THREATSo Not all professors were willing to allow students to sit

in their classes


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Career Talks

STRENGTHS Allows the students a glimpse into the working world

in relation to economics; a guide for future career

paths Informative and insightful

WEAKNESSES

Important to establish the connection between

Economics (as both a discipline and a major) with

future career path


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Career Talks

OPPORTUNITIES Helps prominent speakers become familiar with AEA;

possible future sponsorships

Possible tie-ups with the Loyola Schools Office ofPlacement (LSOP) for career-related talks/forums THREATS

Availability of participants

Prospective speakers may have conflictingschedules


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Eco Tours

To make it less of a field trip (sightseeing) andmake it something more meaningful and focused for

the students: more interaction with the people who

work there

Open to all AEA members Proposed location: Philippine Stock Exchange

Proposed date: Mid-August/September


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Eco Tours

Proposed location: Malacanang Palace Proposed date: November

Proposed location: Development Bank of thePhilippines

Proposed date: February


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DLSU Trade-off

Better planning with the Economics Department

More interaction between the students (games, bonding)

Better contingency plans that deal with lull moments

Proposed date: Mid-September


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UP Trade-off

Possible expansion of Trade-off project to UP

3 economics orgs in UP, the one to be partnered upwith is to be decided

Proposed date: January-February


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Career Talks

Possible tie-up with LSOP (Loyola Schools Office ofPlacement)

Proposed career talk: Law

More people from the Economics Department asspeakers Proposed career talk: Work in the academe

Corporate & other fields

Suggested speakers: recent Eco graduates (Recent = 5 years)

Open to all Ateneans


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JPES Monthly Updates

To be posted by the AVP at least once a month on theAEA page

Will include plans for upcoming JPES events, invitations

from other schools and institutions, etc. For members to be aware of what happens in JPES and

to encourage their participation

For AEA to have a more active role in JPES


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Alumni Newsletter

A newsletter will be sent via e-mail to alumni at thebeginning of every semester

Will contain AEA's projects for that semester

In preparation for AEA's 55th Anniversary (We're on the53rd year) Alumni will be from AEA or from AB Economics

graduates

List of the alumni will be obtained from the AteneoAlumni Association by the AVP


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Alumni Newsletter

Newsletter will be preceded by a formal letterstating our intention to establish relations with them

and to ask for their participation in our projects;

in return, we could advertise their companies

Letter and newsletter will be prepared by the AVP,to be checked by the VP and President


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Alumni Database

Will be constructed based on the list obtainedfrom the Ateneo Alumni Association

Allows AEA to keep an organized record ofpossible partners for future projects

Documents

Externals Presentation - Plansem