uNrvERsrrY oF THE PH|LIPPINES ALUMNI ASSOCIATION (UPAA)

A,ng Bahay ng AlumniMagsaysay Avenue, U.P. CampusDiliman, Quezon City 1101Philippines

Tel +63-2'920-6871, 920-6868, 920-6875Fax +63-2-929-8327Email upalum@yahoo.com.phWebsite http://www.upalumni. ph

BOARD OF DIRECTORS2010 .2012

OFFICERS:

Gladys S.J. TiongcoPre$dent

Benjamin H. CervantesFirst Vice-President

Rita Linda V. JimenoSennd Vbe-President

Rosailo R, EvangelistaTh' d Vice-President

Romeo SA. CadosSecretary

Ruben J. PascualAss,stanf Secrefary

Evelina G. EscuderoTreasurer

Milagros A. de GuzmanAssisfanl Treasurer

Virgilio A. FernandezAuditor

Elena V. RomeroPublic Relations Officer

Renato B. ValdecantosLegal Counsel

MEMBERS:

Wilfredo M. GaballaFeliciano B. GaloraRoland S. CapitoSimeon A. CuysonAlfredo T. GonzalezDodie D. Lagman, Jr.Norberto P. MendozaRobefto l. MercadoAgnes Essem B. PerezFemando C. Sanchez, Jr.Bienvenido l. Somera, Jr.Reynaldo G. Tagudando

EX.OFFICIO MEMBERS:

UP PresidentUP Director of Alumni Relationslmmediate Past UPAA President

Presidenls of Chapters ofCollege, Sdrool & Institute

Alumni AssociationsPresidents of City, Provincial,

& Foreign Alumni Association

Chapters

Romeo H. GecoleaExecutive Director

UPAA CIRCULAR NO. 2011-07

December 6,2011

TO: UPAA BoardUP Alumni Associations and ChaptersUP SecretatyChancellors of UP Campuses

SUB.IECT: Election of the UPAA Board of Directors for 2012-2015

We are pleased to announce that nominations are now being accepted for the twenty-three (23)

Inernbers of the UPAA Board of Directors for the term 2012-2015, to represent the various

constituent academic units in the U.P. System (please refer to the attached UPAA Election Rules &Regulations and Implementing Rules & Regulations.)

Only rnernbers in good standing are eligible for nomination, provided that no member of the

Association shall be nominated and elected as a director for more than two consecutive terms.

Mernbers in good standing are those members, regular and honorary, who have paid the annual

(P300) or life (P2,000/$50) mentbership fees.

Nominations may be made by any accredited UPAA alumni chapter or association based in U.P

colleges, schools or institutes, or those based elsewhere in the Philippines and abroad. These

nominations must be endorsed by the Chapter/Association President or lrer/his duly authorized

representative, and accompanied with the chapter's board resolution for the nomination. Likewise,

any group of at least fwenty-five (25) alumni may nominate their candidates, provided all those

nominating are members in good standing of the U.P. Alumni Association. The enclosed NominationFonn must be submitted with three (3) copies of the nominee's curiculum vitae and three (3) copies

of his/her passport-size photographs. Please take note that the nominee's collcurrellce is ttecessary

before the UPAA Elections Committee (COMELEC) considers the nomination. Only properlyaccomplished nomination forms complete with CVs and pictures will be accepted, providedthey reach the UPAA Secretariat Office not later than 5:00 P.M. on FEBRUARY 29'2012.

Blank ballots and the official list of candidates witl be mailed only to members in good standing.

Accomplished ballots may be hand-delivered to the UPAA COMELEC not later than 5:00 P.M.of JUNE l, 2012, or mailed to the Committee provided they are post-marked not later thanMAY 25,20122

The efection period has been set from April 16 to June L 2A12. Canvassing will be on

Saturdayo JUNE 2,2012.

We enjoin you to send your nominationsBoard of Directors.

Thank you.

soonest and actively support the election of the new UPAA

JO 3ruloChairmanUPAA Elections Cornmittee

Encls: a/s

RULES AND REGULATIONSGOVERNING THE ELECTION OF THE UPAA BOARD OF DIRECTORS

FOR THE TERM 2OI2-20I5

Pursuant to the authority vested in it by the Board of Directors of the U.P. AlumniAssociation, the Committee on Elections (henceforth COMELEC) promulgates these rules whichshall govem the election of the members of the Board of Directors of the U.P. AlumniAssociation (henceforth UPAA) for the term 2012-2015:

Sec. l. Number of Directors to be Elected. - The number of Directors to be electedfiom each unit or group ofunits shall be as follows:

Unit or Group of Units No. of Directors(College, School or Institute) to be Elected

u.P. LOS BANOS s

AgricultureArts & SciencesDevelopment CommunicationEconomics & ManagementEngineering & Agro-Industrial TechnologyEnvironmental Science & ManagementForestry & Nafural ResourcesGraduate SchoolHuman EcologyPublic AffairsROTCVeterinary Medicine

U.P. OPEN UNIVERSITY

Faculty of EducationFaculty of Health SciencesFaculty of Management SciencesFaculty of Science & TechnologyFaculty of Social Sciences and Humanities

U.P. VISAYAS

Arts & SciencesFisheries & Ocean SciencesManagement (School of Developmental Management)School of Technology [& Environmental Resources]U.P. College IloiloUPV ManagementU.P. Cebu CollegeCebu Jr. College (defunct)Southern Island Hospital (def,rnct)U.P. Tacloban Collese

U.P. MINDANAO

College of Humanities & Social SciencesCollege of Science & MathematicsSchool of Management

U.P. MANILA

Allied Medical ProfessionsArts & SciencesDentistryMedicineNational Teacher Training Center for the Health ProfessionsNursingPharmacyPublic HealthSchool of Health SciencesU.P. College Manila

U.P. BAGUIO

Arts & CommunicationScienceSocial Sciences

U.P. DILIMAN

Arts and LettersAsian CenterIslamic StudiesMass CommunicationScienceSocial Sciences & PhilosophySocial Work & Community DevelopmentPopulation lnstituteNorthern Luzon College (defunct)U.P. Extension Program in San Fernando, PampangaU.P. Extension Program in OlongapoU.P. Clark Air Base (defunct)U.P. Tarlac (defunct)

U.P. DILIMAN

Business AdministrationSchool of EconomicsSchool ofLabor and Industrial RelationsSchool of Urban & Regional PlanningSchool of Statistics (Statistical Center)National College of Public Administration & Governance

U.P. DILIMAN

ArchitectureEngineeringFine ArtsMusic

U.P. DILIMAN

EducationHome Economics

U.P. DILIMAN

Asian Institute of TourismHuman Kinetics (SPEAR)Library ScienceROTC

U.P. DILIMAN

Law

Sec. 2. Term of Office. - The members of the Board of Directors shall hold of|tce for a

term ofthree years (2012-2015) until their successors shall have been duly elected and qualihed.

sec. 3. Qualification of canditlates. - Any regular member of the U.P. Alumni

Association in good standing is eligible for nomination, provided that no member of the

Association shall be nominated and elected as a Director for more than two (2) consecutive

terms.

Sec. 4. Nomination of Candidates- -

(a) Any college, school or institute alumni association, city/provincial or

foreign alumni association chapter accredited with the UPAA, may nominate its

candidates or candidates. All nominations must be duly endorsed by the Chapter

President, or any duly authorized representative, and accompanied by the

Chapter's Board Resolution.

(b) Any group of at least twenty-five (25) alumni from the groupings

specified above rnay nominate its candidates, provided all those nominating are

members in good standing of the UPAA. The names of the members nominating

must be either typewritten or written in block letters with their respective academic

degrees and years ofgraduation duly indicated.

(c) Every nominee must sign a conforme to his/her nomination to

undertake the duties and responsibilities attached to the office to which he/she may

be elected.

(d) Every nominee must state his,4rer Mission/Vision in hislher

nomination papers accompanied by three (3) copies of his/her bio-data and three

(3) copies of hisiher passport-size photograph.

Sec. 5. Deatlline for Nominations. - All nominations must be received by the UPAA

COMELEC, Bahay ng Alumni, U.P. Diliman Campus, Quezon City 1101, not later than 5:00

o'clock in the aftemoon of 29 FEBRUARY 2012.

Sec. 6. Election Period. - Election period begins on 16 APRIL 2012 and ends 5:00

o'clock in the aftemoon of 1 JIINE 2012.

Sec. 7. All mailed accornplished ballots must have be postmarked by the Post Office

where mailed not later than 25 MAY 2012.

Sec. 8. The votes cast shall be canvassed on 2 JUNE 2012, at the seat of the UPAA

COMELEC at Bahay ng Alumni referred to in Sec. 5 hereof.

Sec. 9. Qualification of Voters. - Every regular member of the UPAA in good standing

shall be entitled to one (1) vote. Members in good standing are those who shall have paid the

annual and life membership fees of P300.00 or P2,000.00/$50, respectively, not later than 28

MAY 2012.

Sec. 10. lYho may obtain bollot* - Only regular members of the UPAA in good standing

as of 28 p4.AY 2012, who are therefore quaiified voters, may obtain baliots from the COMELEC

or Head Office of the UPAA if so designated by COMELEC'

Sec. 1 1. Proxy-voting. - Proxy-voting rnay be allowed provided that the representative is

duly agthorized in writing by the voting member, such authority being duly authenticated by the

COMELEC Authentication Committee to be designated by the COMELEC. No member who is

running for any elective office may be designated member of the Authentication Committee.

Sec. 12. Lost ballots. - Lost ballots may be replaced only after convincing proof that the

same were lost or rnisplaced and that recovering them is impossible despite diligent efforts to do

so as may be determinecl by COMELEC. For this purpose, a swom statement shall be submitted

by the qualified voter alleging such loss. Replacement ballots issued under this section shall be

duly accounted for in the appropriate ledger to be kept by the COMELEC.

Sec. 13. Mailing of ballots. - Al1 regular members of good standing of the UPAA whose

current maiiing acldresses are filecl with the Office of Alumni Relations shall be sent one ballot

each.

All those qualifred voters whose names and/or addresses do not appear in the mailing listof the Offlrce of Alumni Relations may submit their names and addresses to the COMELEC not

later than l6 May 2012,to clairn the official ballots.

Sec. 14. Where a voter asks for ballot nottuithstanding its having been mailed to ldm. -When a qualified voter requests his ballot from the head office of the UPAA either in person or

by a duly ar"rthorized representative, and it appears that the same was already mailed to him

earlier in accordance with the preceding section, a replacement ballot may be issued to irimprovided that the particular voter will not be voting twice as may be determined by the

Authentication Committee or the COMELEC.

Sec 15. Submissionof bollots. -AllballotsshallbesubmittedtotheHeadOfficeof the

UPAA either personally or by mail. Ballots may be personaliy brought to the Flead Oflice by the

qualified voter himselfor by his duly authorized representative during business hours beginning

ie ,\Pnff, 2012 until five o'clock in the aftemoon of I JUNE 2012. Mailed ballots must be

received by the Head Office not later than five o'clock in the afternoon of I JUNE 2012.

Sec. 16. Requirements for submksion of ballots. - All accomplished ballots brought to

the Head Otfice of the UPAA, or received by mail in accordance with the preceding section,

shall be kept inside a sealed envelope and deposited immediately in the ballot box provided by

COMELEC.

Sec. 17. Ballot box. - The Head Office of the UPAA shall maintain a ballot box for the

election and the same shall be kept safe at the office at all times at the office of COMELEC. The

ballot box shall be duly sealed by the members of COMELEC and may be brought out of the

office premises only upon its authorization.

Sec. 18. Canvass. - The final canvass ofvotes shall be done in public beginning at 9:00

o'clock in the moming of 2 JUNE 2012in the presence of the members of COMELEC. The

COMELEC may promulgate such rules that may be necessary in order to protect the integrity ofthe election process and to maintain order and proper decorum in the area where the canvass is

held.

Sec. 19. Contested ballots. - Any ballot contested by a qualified voter or candidate during

the canvass shall be decided by COMELEC with dispatch.

Sec. 20. Proclamation of winners. - Immediately upon final tally of votes cast, the

winners shall be proclaimed by COMELEC. No election contest or protest shall stay the

oroclamation of the winners.

sec' 21' Election c?!t9st or protest. - Any candidate who contests 0r protests the result ofthe election shall submit his/her contest or protest in writing to the CoMELnc *itt in five (5)days from the date of the proclamation of the winner/s. A qualified candidate dissatisfied withthe ruling of the committee may appeal to the outgoing goaid within five (5) days from noticethereof, and the Board, in tum, shall resolve the same *ithin t.o (10) days. The decision of theBoard on the appeal shall be final.

,Sec' 22. Suppletory application of election statutes. -- The provisions of the OmnibusElection Code of the Philippines, as amended, and all other pertinent election laws, rules andregulations in the Philippines not inconsistent with these rules shall be given suppletoryapplication in the resolution of disputes, contests and protests relating to the election.

Sec' 23' Queries. - Any query addressed to the COMELEC relative to the provisions ofthese rules or any other rule relating to the election shall be in writing.

Sec- 24. Effectivity. - These rules shall take effect immediately upon promulgation by theUPAA COMELEC and approval by the incumbent UpAA Board of directors.

28 NOVEMBER 2011.

t ---4-/t<M'4r'^,^e)RUBY Q. ALCANTARA

Member

JOS

raV-.q,JoSE whN#LL P. CAPILI

Member

U.P. ALUMNI ASSOCIATION, INC.COMMITTEE ON ELECT]ONS

DILIMAN, QUEZON CITY

IMPLEMENTING RULES AND REGULATIONS

Pursuant to Article Xl of the Amended By Laws of UPAA as of June 14, 1997

creating a COMMITTEE ON ELECTIONS and empowering it to adopt such rules and

regulations as may be necessary for conducting the elections of members of the UPAA

Board of Directors, the following implementing rules and regulations are hereby adopted

and promulgated:

SECTION 1. Definitions. - As used in this issuance, the following words and

phrases shall mean:

a. comelec - the committee on Elections formed by the UPAA Board on

November 4,2011 during its regular meeting for the month whereat quorum to

transact business was Present.

b. Election of UPAA Board - the election of the regular members of the UPAA

Board forthe term 2O12to 2015 scheduled forthe period starting from April 16

to June 1,2012.

c. UPAA Board - refers to the sitting Board whose members were duly elected in

2009 and expiring in 2012 upon the election and assumption of office of the newmembers thereof.

d. RuleS and Requlations - election issuances by the past Elecom (Comelec) thathave not been repealed, modified or otherwise amended by the incumbentComelec.

e. lmplementinq Rules and Requlations (lRR) of 2012 - refer to electionissuances of the incumbent Comelec, particularly this lRR, adopted andpromulgated in accordance with Article Xl of the UPAA By Laws.

f. Nomination of Candidates - the submission on or before 5:00 P.M. ofFebruary 29, 2012 of the written form (a) containing the complete name,degree/s, year/s of graduation and college/s of the alumnus/alumna proposed ascandidate for member of the UPAA Board, with his/her genuine signature thereonindicating acceptance of the nomination and attesting the veracity of theforegoing information, (b) stating the names, address/es and signature/s of thenominator/s, and (c) enclosing the required number of copies of accompanyingattachments like UPAA Chapter Board Nomination Resolution, where applicable,the curriculum vitae, and photograph of the candidate. Non-compliance withthese requirements shall invalidate the nomination.

g. Nominators - the accredited UPAA Alumni Chapter or 25 individual U.P. alumniwho are members of the Association in good standing proposing the candidacyof a particular alumnus/alumna to the position of regular member of the UPAABoard.

h.

j

k.

Authentication Committee - refers to members of the UPAA Board who are notrunning for re-election, assigned by the Board and who are hereby formallydeputized by the Comelec to assist the latter in pre-determining the qualificationsof the (a) candidates who shall be officially recognized to run for positions in theUPAA Board of Directors, and (b) voters to whom the corresponding ballots maybe released either personally or by mail or through their duly authorizedrepresentative/s.

Dulv Authorized Representative - the person authorized by the voter orcandidate to secure the ballot from the Comelec, to cast and vote said ballot, inaccordance with Comelec rules and regulations, by dropping the same in theballot box/es provided for the purpose; or by the candidate/s, to be present at /witness the printing of the ballots, and/or contest ballots during the canvassing.Said representative must be armed with written authority and identificationdocument to entitle him/her to Comelec recognition. The Authority shall be in theform prescribed by the Comelec, and any other form shall not be honored norentitle the representative to perform or participate in the performance of thedelegated acts.

Ballot - refers to the piece of paper prescribed by the Comelec listing thecandidates to be voted upon, printed with notice to and in the presence of thecandidates or their duly authorized representatives interested to witness theprinting, and numbered with other ballots consecutively.

Votinq - includes the acts of securing the ballots from the Comelec, choosingthe candidates listed in the ballots by checking their names in the spaces/boxesprovided therein, and returning the duly accomplished ballots to the Comeleceither personally or through a duly appointed representative or by mail.

Ganvass - the actual counting by the Comelec, with the assistance of deputiesduly appointed for the purpose, of the votes cast for the candidates to the 23-member UPAA Board. The deputized canvassers shall have no authority to ruleon questions of validity of the ballots.

m. Poll Watchers - the persons designated in writing by candidate/s for thepurpose of observing the process of the canvass, including the conditions of theballots, who may report the observation/s to the candidate/s concerned who may,in turn, contest the same pursuant to Section 10 hereof. The watcher's writtenauthority shall be submitted to the Comelec before the canvassing. Eachcandidate running alone or independently or group of candidates running under acommon ticket, may designate only one poll watcher for every poll precinct thatthe Comelec may constitute prior to the canvass.

n. Proclamation - the announcement by the Comelec of the candidates whoobtained the first 23 highest numbers of votes per final canvass and declaringthem winners in the election.

For the purpose of the processes referred to in items j to n above, the official venueshall be at the Comelec office at the Ang Bahay ng Alumni located at MagsaysayAvenue, UP Campus, Diliman, Quezon City.

Sec. 2. - Number of Directors to be Elected - To be voted upon are candidatesfor twenty three (23) directors apportioned in accordance with Section 1 of the Rulesand Regulations approved by the UPAA Board during its regular meeting onNovember 28,2011.

Sec. 3. - Qualifications of Gandidates - Only regular members in good standing

oftheUP@|e|||oftheUPAAConstitutionandArticlelVofitsBy Laws and who have paid as of 5:00 P.M. of February 29,2012 their annualfee

oi p soo or life membership fee of P 2'000'00 ($ 50'00), are eligible to run for the

position of directors of the UPAA, provided that they are properly nominated and not

otherwise disqualified as determined by the Comelec.

Sec. 4 - Deadline for Submission of Nominations - the last day for filing of

nominations shall be February 29, 2012.

Sec. 5 - Qualifications of Voters - Voters shall be regular members in good

standing as Oetined in SeCtion Z of the Rules and Regulations governing the election

of the UPAA Board of Directors for the term2012-2015. Members of Class 2012 are

required to pay their membership fee as of May 28, 2012 before they are allowed to

vote.

Sec. 6 - Election Period - Voting shall start on April 16 and end at 5:00 PM on

June 1,2012.

Sec. 7 - Release of Ballots - The Comelec shall release the ballots starting April16,2012 to qualitieO voters who may secure them from the Comelec, or their duly

authorized representative/s who must submit proofs of their identity and authority,

and issue receipUs for the balloUs so released. The release shall be made only upon

verification of the qualifications of the voters. Ballots of members in good standing

whose current addresses are included in the mailing list of the U.P. Alumni Relations

Office shall be mailed to them.

Sec. 8 * Manner of Votinq - Qualified voters may cast their votes personally or

entrust tneii Ouly accomplished ballots to their authorized representatives who shall

drop the same in the ballot boxes provided by the Comelec at its office at the Ang

Bahay ng Alumni, U.P. Campus, Diliman, Quezon City. Ballots mailed to voters may

be cast by mail. They must be postmarked not later than May 25, 2012 and received

by the Comelec not later than 5:00 PM on June 1, 2012 to be valid

Sec. 9 - Canvass - The final canvass of votes shall be done in public by the

Comelec beginning at 9:00 A.M. of June 2, 2012 in the presence of its members,and shall continue until all the ballots cast are counted. The Comelec may from timeto time issue such rulings as may be necessary to protect the integrity of the election

and to maintain order and proper decorum.

Sec. 10 - Contested Ballots - Any issue raised regarding contested ballots shall

be ruled upon immediately by the Comelec.

Sec. 11 - Proclamation - After the final canvass of votes and the winners arethereby determined, the Comelec shall proclaim them immediately. No contest orprotest shall delay the said proclamation and oathtaking of the winners.

Sec. 12 - Election Protest - Any contest or protest shall be in writing and furnishedthe winning candidates concerned within 72 hours from their proclamation. The

Comelec shall decide the contest or protest within 5 days from the date ofsubmission. Ruling/s of the Comelec may be appealed to the outgoing UPAA Board

within 5 days from notice which the Board shall resolve within 10 days from

submission of the case. The decision of the Board shall be final, unless a motion forreconsideration is filed within five (5) days. The motion and the opposition thereto, ifany, shall be resolved within five (5) days. Only one motion for reconsideration will

be entertained.

Sec. 13 - Supoletorv Application of Election Statutes - The provisions of theOmnibus Election Code of the Philippines, as amended, and all other pertinent lawsand jurisprudence shall be given suppletory application in the resolution of disputes,contests and protests arising from, in connection with, or relating to the election.

Sec. 14 - Queries - Any question on the provisions of these IRR or any other rulespertaining to the election shall be in writing and addressed to the Comelec.

Sec. '15 - Separability Clause - In case any clause, sentence, section or provisionof this IRR is held or declared invalid by competent authority/court, the other portions

not affected thereby shall continue to be in full force and effect.

Sec. 16 - Repealinq and AmenCinq Glause - All election rules and regulationspassed and approved by the past Elecoms inconsistent with or contrary to this IRRare hereby repealed or modified accordingly.

Sec. 17 - Effectivitv - These IRR shall take effect immediately.

APPROVED this 28th day of November 2011.

-.,**l-*^--{- -utRUBY G. ALCANTARA

Member

LO

.\,,\i / r--Q.

JosE wEN {.r, ,.cAPtLlMember

TIMETABLE FOR ELECTION OF THEUI'AA BOARD OF DIRBCTORS FOR THE TBRM 2OI2-20I5

Constitution of the UPAA Committee on Elections(Comelec)

NOVEMBER 4, 2011 (Friday)

UPAA Comelec Meetins NOVEMBER 9, 2011 (Wednesday),12:00 noon, UPAA Board Room

Approval of the 2012Election Rules and Regulations bythe UPAA Board

NOVEMBER 28, 201 1 (Monday)

Start of Nominationso Encoding,printing and sending out of

letters/memoranda to UPAA Chapters (local andforeign-based), U.P. Board of Regents, U.P.System officials, and U.P. Chancellors.

o Sending out of press releases/announcements toprint and broadcast rnedia c/o UPAA PRO ElenaV. Romero, U.P.publications c/o UPAA (to becoursed tlrrough VP J. Prospero De Vera.

r Posting of announcements in the UPAA and UPwebsites.

NOVEMBER 29, 2011 (Tuesday)

Deadline for Submission of Nominations FEBRUARY 29, 2012 (Wednesday),5:00 P.M.

Preparation of Final Line-up of Candidates (includingfollowup on respective write-ups)

MARCH 1 - 15,2012 (Thursday -Thursdav)

UPAA Comelec Meetins MARCH 16.2012 (Fridav)Printins of Ballots MARCH 19 - 30, 2012 (Monday -

Fridav)Release of Ballots

o Checking of individual ballots.r Putting of ballots in envelopes addressed to

UPAA members in good standing, and sortingthese in preparation for mailing.

APRIL 1612012 (Monday)APRIL 2 - 6,2012 (Monday to Friday)APRIL 9 - 13,2012 (Monday to Friday)

Deadline for Payment of UPAA Lifetime Membershipor Annual Fee (to Qualifu as Voter)

MAY 28,2012 (Monday)

Election Period (Receipt of Ballots by UPAA)Ballots cast by mail must be postmarked not later thanMay 25,2012by the Post Office where mailed.

APRIL 16 (Monday) - JUNE I (Fridayat 5:00 P.M.),2012

Canvassing and Proclamation of Winners JUNE 2,2012 (Saturday) from 9:00A:M.

Preparation of Notice for Special Joint Meeting ofNewly Elected and Outgoing Members of the UPAABoard on Julv 2.2012.

JLINE 4,2012 (Monday)

Induction of Newly Elected Board of Directors by theUP President

JUNE 26, 2012 (Wednesday)

Special Joint Meeting of the New and OutgoingUPAA Boards (Turnover)

JULY 2,2012 (Monday)

ilection of Officers of the UPAA Board for 2012-2015

JULY 2,2012 (Monday)