Nfjpiar3_1314_IRR No. 6_Communications and Media

8/14/2019 Nfjpiar3_1314_IRR No. 6_Communications and Media

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Implementing Rules and Regulations No. 6 Communications and Media Page 1 of

National Federation of Junior Philippine Institute of Accountants Region III Council

NATIONAL FEDERATION OF JUNIOR PHILIPPINE INSTITUTE OF ACCOUNTANTS

REGION III COUNCILFederation Year 2013 2014

THE ORGANIZATION OF ACCOUNTANCY STUDENTS IN CENTRAL LUZON

R3: Reaching Greater Heights Celebrating Three Decades of

Unifying and Empowering the JPIAn Spirit

IMPLEMENTING RULES

AND REGULATIONS

ON COMMUNICATIONS

AND MEDIA

REVISION HISTORY:

Version No. Date Revised By Approved By Noted By Details1 11/5/2012 Zheena E. Ocampo Matthew U. Gopez Conrad Allan M. Alviz Initial Issue

2 25/5/2013Adrianne Harve

Jane T. VillanuevaZheena E. Ocampo Conrad Allan M. Alviz Second Issue


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TABLE OF CONTENTSBackground............................................................................................................................................................................................................................ 3Objectives ............................................................................................................................................................................................................................... 3

General Guidelines ............................................................................................................................................................................................................. 3

I. Forms/Medium of Communication ........................................................................................................................................................... 3

Ii. Preparation and Exhibition of Visual Media ......................................................................................................................................... 5

Violations and Sanctions................................................................................................................................................................................................. 8

Enforcement of the Implementing Rules and Regulations ........................................................................................................................... 8

Amendments or Revisions ............................................................................................................................................................................................. 8

Separability Clause ............................................................................................................................................................................................................ 8

Repealing Clause ................................................................................................................................................................................................................. 9

Effectivity ................................................................................................................................................................................................................................ 9


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BACKGROUND

Communication is essential in building relationships between Regional Executive Officers and its members both on

a professional and social level. Communication is the primary means by which information is being obtained and

exchanged on different arenas of the organization. It allows the members of the organization to maintain rapport

and gain the information needed to run a smooth organizational operation.

OBJECTIVES

To promote the activities of the organization by providing consistent, timely and relevant information to al

NFJPIA Region III members, alumni, sponsors and other stakeholders through the use of proper media.

To allow every member to share their interest in a particular topic and express their opinion differentmatters concerning the organization.

To distribute to all local chapters all the documents from the organization such as the NFJPIA Region III

Constitution, Board Resolutions, Implementing Rules and Regulations, Newsletters, Waivers and other

communication letters.

To distribute to stakeholders, other than the local chapters, all necessary documents and other

communication letters from the organization.

To obtain feedback from the members on the activities conducted by the Regional Council to assess its

turnout and so as to facilitate a room for suggestions and recommendations.

To convey through visuals, the distinctive character of the organization and its activities to all members,

alumni, sponsors and other concerned persons in the region.

To reinforce group identity and loyalty through visuals as a symbol for association and developing a feeling

of camaraderie and of team spirit.To build harmonious and tied relationship among NFJPIA R3 members by maintaining an opencommunication through any media accessible.

GENERAL GUIDELINES

I. Forms/Medium of Communication

The following are the forms of communications used by the Council and the general guidelines that must be

followed regarding their respective uses:

A. Mobile Phone/Text Brigade

1. All Councils activities, undertakings and other activities which are deemed relevant to the Councilsoperations shall be communicated foremost through text messaging and/or phone calls to the LocalChapter Presidents by the Regional Vice President for Communications, subject to modifications and

approval by the Regional President. It is the duty of the Local Chapter President to relay the information

needed to the LC officers and LC members.

2. The Regional Vice President for Communications shall maintain two networks, (TM with mobile number(+63) 905 595 2791 and TNT with mobile number (+63) 912 254 9830).


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3. All Local Chapter Presidents must surrender their mobile phone number to the Regional President,Regional Vice President for Communications and Regional Standing Committee for Publications andCommunications as the Federation Year starts.

4. Each Local Chapter is encouraged to surrender to the Regional Vice President for Communications, anothercontact number of any Local Chapter officer aside from that of the Local Chapter President, for emergency

purposes, e.g. the Local Chapter President became out of reach and/or change of mobile number.

5. The Local Chapter Presidents shall inform the Regional Vice President for Communications any change ofmobile phone number for not more than 2 days after such change; otherwise, it will be assumed that the

mobile phone number previously surrendered is still on active use.

B. NFJPIA Region III G-Mail Group

1. The only official Google Mail (G-Mail) group maintained by the Council shall be named NFJPIA Region IIIwith the official logo as its primary photo.

2. The Regional Executive Officers, Regional Standing Committees and Local Chapters shall maintain a G-Maiaccount for the Federation Year 2013-2014 with the following format of the user account:

For the REOs and RSCs:

[email protected]

Example: [email protected]

For the Local Chapters:

[email protected]

Example: University of the Assumption [email protected]

3. It will be highly discouraged by the Council to use ones personal e-mail account as a means of receivingand sending files. Only the official e-mail accounts of the Regional Executive Officers, Regional StandingCommittees and Local Chapters shall form part of the NFJPIA R3 G-Mail group.

4. Administrators of the Local Chapters e-mail accounts shall be the President and/or any appointed officer/sin case the latter cannot be able to go online.

5. In posting messages in the G-Mail Group, it is encouraged to put an ATTENTION: ________ line in thebeginning of the e-mail. This is to put emphasis to the intended recipient of the e-mail. In case of

uncertainty as to whom to inquire about a certain matter, it is encouraged to put "Regional Executive

Officers" in the blank. All officers are most willing to respond.

6. Any Regional Executive Officer who intends to send an e-mail to anyone in the G-Mail group shall putEmailing:___________________ in the subject line. This is to easily identify the purpose for which the e -mail is

intended.

7. When uploading files in the G-Mail Group, it is highly recommended that relevant files are placed in onefolder only, per event, in order to keep the files section organized.

8. All communication letters and IRRs will be sent through the G-Mail Account on PDF Format. Meanwhileapplication forms or any other documents that needs to be filled up will be sent on MS Word/MS Exce

Format.

9. The Council encourages e-mail administrators on sending matters irrelevant to the organization in the G-Mail Group.
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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C. NFJPIA Region III Fan Page/ NFJPIA Region III Facebook Group1. The only official Facebook fan page maintained by the Council shall be named NFJPIA Region 3 with the

regions official batch logo (Sandiwa logo) as its primary photo.

2. The only authorized administrators of the page shall be the Regional President, Regional Vice President forCommunications and Regional Vice President for Media.

3. All Local Chapters are required to make their respective Facebook fan page, with their logo as the profilepicture. Each member of the Local Chapter is highly encouraged to like the official fan page of the LC, as

well as the fan page of the Regional Council.

4. All members are encouraged to visit the fan page regularly so as to be updated about the events of theorganization.

5. All Councils activities, which undergone several reviews and approval, shall be posted by the Regional VicePresident for Communications in the fan pages wall.

6. Pictures of all recently concluded activities of the Council shall be posted by the Regional Vice President forMedia in the fan page. Pictures are allowed to be posted in the fan page provided that they are related to

the Councils activities.

7. Posting of promotion materials, souvenir items, merchandise items, AVPs and advertising of the Councilssponsors shall be allowed.

8. Use of commentary deemed to be defamatory, obscene, proprietary, or libelous is strictly prohibitedExercise caution with regards to exaggeration, colorful language, guesswork, obscenity, copyrighted

materials, legal conclusions and derogatory remarks or characterizations.

9. Persons who are not related to the organization shall not be allowed to post comments, complaints andpictures in the fan page.

10.For questions regarding sensitive issues or complaints regarding the Councils activities, the members areencouraged to relay these complaints through direct messaging so as to prevent wrong impressions and

conclusions regarding the issues.11.A private Facebook group shall be maintained where in all REOs, RSCs and LC Heads are members. The

only authorized administrators of the group shall be the Regional President, Regional Vice President for

Communications and Regional Vice President for Media. Discussions can be made here provided no one

should posts negative statements or questions.

12.Surveys shall be allowed in the fan page to decide on certain matters, activities or meetings.13.Regional Officers and Regional Standing Committees profiles shall be available in the fan page for

reference.

II. Preparation and Exhibition of Visual Media

The visual identity representing the NFJPIA Region III translates on to several means on how to effectively

communicate and promote the distinctive character of the organization and its activities. These include basicstationeries, business cards, envelopes, promotional material such as brochures, flyers, advertisements, posters

disclosures, etc.; forms, in-house printed stationery such as vouchers and bills, contracts, exhibitions and all

promotional material in the visual media.


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A. Visual Identity through Official Papers

It is crucial that the NFJPIA Region III Councils logo appears correctly and consistently in every communication

Thus aside from the consistent use of this logo, here are some guidelines to be followed in order to facilitate in the

proper preparation and timely exhibition of informative materials emanating from the NFJPIA Region III Council.

(i) Batch Logo

1. There should be a unique batch logo for every Federation Year of Regional Executive Board.2. The batch logo must exhibit the founding year, the chosen name, the color(s) and the 3 core values

approved by the Board in their assembly.

3. Batch logo should at all times be accompanied by the NFJPIA R3 Logo in order to perceive the region whichit signifies and to properly distinguish a different batch for every federation year.

4. The use of logo must be consistent and undistorted for all applications so as to have it uniformly used andto ensure that the audience experiences the logo in the same manner across all media.

(ii) Letterheads

1. Letterheads must be prepared before any manuscript from the incoming executive board is to be disposed.2. As a minimum, it must contain the following particulars: (1) National Federation of Junior Philippine

Institute of Accountants and/or NFJPIAs Logo; (2) Region III Council and/or Region IIIs Logo; (3) Batch

Logo; (4) The founding year together with the theme statement; and (5) the federation year.

3. Members of the Regional Executive Board and the Regional Advisers names must appear as part of theformat to be used in any letter or circulars.

4. Letterheads must be simple so as to create an impression, but enough not to exaggerate the material.(iii) Certificates

1. Certificates should be given for every activity conducted by the Organization especially those participatedby the Local Councils.

2. As a minimum, it must contain the following particulars: (1) National Federation of Junior PhilippineInstitute of Accountants and/or NFJPIAs Logo; (2) Region III Council and/or Region IIIs Logo; (3) BatchLogo; (4) The founding year together with the theme statement; (5) the type of certificate to be given; (6)

the activity conducted; (7) when and where the said activity was conducted; (8) the date the certificate is to

be given; and (9) the signatories.

3. Appearance of Sponsors Logo as part of the said undertaking shall be allowed.4. Preparation and details of the certificates must be communicated to the Regional Vice President for Media

for a reasonable time before its official use.

(iv) Publications and/or Disclosures1. Publications are encouraged to be released at least twice in a federation year (preferably during Regional

Mid-Year and Annual Conventions).

2. Contents of such publications must be in line with the activities conducted prior to the event so as to serveas a report to the members of the organization.

3. Appearance of Sponsors Logo as part of the said undertaking shall be allowed.4. Disclosures released during Mid-Year Conventions shall include all advertisement contracts collected and

gathered prior to the event.


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5. Preparation and details of the publications must be communicated to the Regional Vice President for Mediafor a reasonable time before it is presented to the Board for further modifications and approval.B. Visual Identity through Virtual Media

Any informative announcements concerning the organization through social media must be carried out by the

Regional Vice President for Communications. The Regional Vice President for Media shall be accountable for the

design and creation of the following mentioned visual media, each of which is subject to presentation to the

Regional Executive Board for further modifications and approval before its official use.

(i) Announcements/Advertisements via Posters

1. Posters or any graphical representations as medium for announcements and/or advertisements by theorganization shall be allowed provided that it is approved by the Regional President.

2. As a minimum, it must contain the following particulars: (1) National Federation of Junior PhilippineInstitute of Accountants and/or NFJPIAs Logo; (2) Region III Council and/or Region IIIs Logo; (3) Batch

Logo; and (4) the subject of the announcement and/or advertisement.

3. Use of annotations deemed to be defamatory, obscene, proprietary, or libelous is strictly prohibitedExercise caution with regards to exaggeration, colorful language, guesswork, obscenity, copyrighted


4. Appearance of Sponsors Logo as part of the said undertaking shall be allowed.5. Preparation and details of posters must be communicated to the Regional Vice President for Media for a

reasonable time before it is presented to the Board for further modifications and approval.

(ii) Audio Visual Presentations

1. Audio visual presentations as medium of information and promotion by the organization shall be allowedprovided that it is approved by the Regional President.

2. Contents of the AVP must be of relevance for its intended purpose.3. Use of annotations deemed to be defamatory, obscene, proprietary, or libelous is strictly prohibited

Exercise caution with regards to exaggeration, colorful language, guesswork, obscenity, copyrighted


4. Appearance of Sponsors Logo as part of the said undertaking shall be allowed.5. Preparation and details of AVPs must be communicated to the Regional Vice President for Media for a

reasonable time before it is presented to the Board for further modifications and approval.

(iii) Souvenir and Merchandise Items

1. Souvenir and merchandise items offered by the organization shall be allowed provided that it is approved.2. Design of souvenir and merchandise items must be of relevance for its intended purpose.3. Use of annotations deemed to be defamatory, obscene, proprietary, or libelous is strictly prohibited

Exercise caution with regards to exaggeration, colorful language, guesswork, obscenity, copyrighted


4. Preparation and details of souvenir and merchandise items must be communicated to the Regional VicePresident for Media for a reasonable time before it is presented to the Board for further modifications and

approval.


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VIOLATIONS AND SANCTIONS

The above mentioned forms of communication shall be used to exchange information within the Council. The

Council maintains the relevance and reliability of these media through the strict implementation of its rules and

regulations.

Violators of these general guidelines shall be reprimanded by the Regional President for the 1st offense and the

violators shall be subject to probationary membership for the 2nd offense.

ENFORCEMENT OF THE IMPLEMENTING RULES AND REGULATIONS

A. It shall be the primary duty of the Regional Vice President for Communications, Regional Vice President forMedia and the Council to effectively enforce the provisions of this Implementing Rules and Regulations. The

Council also has the sole right to interpret the contents of this Implementing Rules & Regulations and their

decision will be binding and irrevocable.

B. The Regional Adviser or his duly designated representative shall act as legal adviser to the Regional VicePresident for Communications, Regional Vice President for Media and the Council and shall render legal

assistance as may be necessary in carrying out the provisions of this Implementing Rules and Regulations.

AMENDMENTS OR REVISIONS

A. The Council shall be vested with the exclusive power to revise and amend the Implementing Rules andRegulations

B. Any amendments to or revisions to this Implementing Rules and Regulations may be proposed by anymember of any local chapter upon a written request of such member, stating the reasons thereto.

C. Any request for amendments and revisions as well as proposed amendments must initially be reviewed bythe Regional Vice President for Communications and/or the Regional Vice President for Media, whoever is

deemed necessary to review such then to be forwarded to the Regional Executive Officers for discussion,

editing and final approval and to be noted by the Regional Adviser.

D. The Regional Executive Officers shall have the right to debunk any proposed revisions and amendments,submitted to them by the Regional Vice President for Communications and/or Regional Vice President for

Media, which are deemed unnecessary. The final decision on any inclusions and exclusions to this

Implementing Rules and Regulations must be determined by the majority votes of all Regional Executive

Officers in which the Regional Vice President for Communications and Regional Vice President for Media

are included.E. Amendments to particular provisions in this Implementing Rules and Regulations shall be allowed

provided that such amendments will be communicated to stakeholders at least two weeks before it could

take effect.

SEPARABILITY CLAUSE


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If any clause, provision, paragraph or part of this Implementing Rules and Regulations shall be declaredunconstitutional or invalid, such judgment shall not affect, invalidate, or impair any other part hereof, but shall bemerely confined to the clause, provision, paragraph or part directly involved in the controversy in which such

judgment has been rendered.

REPEALING CLAUSE

Any rule and regulation or resolution or part/s thereof inconsistent with the provisions of this Implementing Rules

and Regulations are hereby repealed or modified accordingly.

EFFECTIVITY

This Implementing Rules and Regulations shall take effect immediately two (2) weeks after its presentation and

approval from the Assembly.

Prepared by:

___________________________________ ___________________________________

Adrianne B. Harve Jane T. Villanueva

VICE PRESIDENT FOR COMMUNICATIONS VICE PRESIDENT FOR MEDIA

University of the Assumption Wesleyan University - Philippines

Approved by:

___________________________________ ___________________________________

Zheena E. Ocampo Francis Xavier W. Ferrer

PRESIDENT VICE PRESIDENT FOR ACADEMICS

Systems Plus College Foundation Systems Plus College Foundation

___________________________________ ___________________________________

Emil Julius T. David Leila Victoria R. Antonio

VICE PRESIDENT FOR NON ACADEMICS VICE PRESIDENT FOR FINANCE

Holy Angel University Wesleyan University - Philippines


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___________________________________ ___________________________________

Enrico C. Rivera Adrianne B. HarveVICE PRESIDENT FOR MEMBERSHIP VICE PRESIDENT FOR COMMUNICATIONS

Tarlac State University University of the Assumption

___________________________________ ___________________________________

Jane T. Villanueva John Kendrick H. PajarinVICE PRESIDENT FOR MEDIA VICE PRESIDENT FOR AUDIT

Wesleyan University - Philippines Colegio de San Juan de Letran - Bataan

___________________________________

Roy James S. Enrile

SECRETARY GENERAL

Baliuag University

Noted by:

___________________________________

Conrad Allan M. Alviz, CPA, CISA

ADVISER

SGV & Co.

Documents

Nfjpiar3_1314_IRR No. 6_Communications and Media