XU-CSG DACA Department Order 001-1415

Room 205-207, 2/F Student Center Building, Xavier University-Ateneo de Cagayan, Corrales St., Cagayan de Oro City 9000

Email: [email protected] | Facebook: http://www.facebook.com/CSG.XU | Contact Number: (08822) 72-3116 or (088) 858-3116 local 3305

DEPARTMENT OF ACADEMIC AFFAIRS

DEPARTMENT ORDER 001-1415 Implementing Guidelines for Academic Grants and Proposals of

Undergraduate Student Councils and Co-Curricular Organizations

In accordance with the pertinent provisions of the 2005 XU-CSG Constitution, the following are the

implementing guidelines for grants and proposals on academic-related activities (seminars, workshops,

skills trainings, conferences, summits, etc.) by undergraduate student councils and co-curricular

organizations.

I. RATIONALE AND OBJECTIVES

The Department of Academic Affairs of the XU-CSG (XU-CSG DACA), as provided by the 2005 XU-CSG

Constitution, aims to:

(1) advance the academic agenda on quality higher education (Republic Act 7722) in an intellectually-

stimulating, student-centered, Ignatian-based, and interactive learning environment through close

monitoring and evaluation of teacher performance, viable research programs (disciplinal and/ or

multidisciplinary), comprehensive educational resources and support structures (libraries,

practicum and internship opportunities, etc.), and relevant external linkages;

(2) empower student stakeholdership in the formulation of university academic policies, processes,

and procedures through student poll surveys (qualitative and quantitative) and administration-

student zonal consultations and multiperspectival dialogue;

(3) provide timely and sound support services (i.e. thesis grant-in-aids, seminar-workshops subsidies,

research summits, skills trainings, tutorials, publication incentives, etc.) for XU students by forging

partnerships and collaborations with university units, student organizations, and external

institutions; and

(4) serve as an auxiliary but independent entity of the University Academic Council in the ongoing

paradigm shift brought by the ASEAN 2015 Integration (Political-Security, Economic, and Socio-

Cultural); the revised General Education Curriculum (CHED Memo Order 20, S 2013) of the new

K+12 curriculum; the adaptation of the Outcomes-Based Education framework; the Institutional

Sustainability Assessment; and the Vertical and Horizontal Typology-Based QA in HEIs (CHED

Memo Order 46, S 2012), and others.

II. GRANTS, AWARDS, AND PROPOSALS

In recognition of the exemplary academic endeavors of undergraduate student councils, co-curricular

organizations, and students (in groups or as individuals) in accordance with the university thrusts and

standards, selected organizations, groups, and/ or individuals are entitled to request for funding support

from XU-CSG DACA in the form of institutional and/ or individual financial support.




Section 1: Types of Grants and Awards. Undergraduate student councils, co-curricular organizations, and

students (in groups or as individuals) may apply for grants/ awards in any of the following areas, or any

combination thereof, provided that projects proposed are academic in nature.

Award Categories Qualifications Academic-related Activities

STUDENT DEVELOPMENT

Student organizations conduct

activities (as main organizer)

which aim to upgrade

constituent skills and

competencies relevant to their

field of discipline. Such may

involve assisting relevant

stakeholders and communities

by promoting their own

discipline.

Undergraduate student councils

and co-curricular organizations

Lectures, seminars, workshops,

trainings, congresses,

conferences, and summits

RESEARCH AND

PUBLICATION

Student groups and/ or

individuals have research topics

aligned with university research

thrust and the 2015 Millennium

Development Goals (MDGs)

and/ or have scholarly/ literary/

journalistic works published in

reputable publications outside

the university.

Student groups and individuals

A. AMDG Thesis grants—

for individuals or groups

of students who are

currently pursuing a

promising thesis as a

partial/ final requirement

for their specific courses

B. AMDG Publication

incentives*—for

individuals or groups of

students whose scientific,

artistic, or journalistic

articles are already

published in reputable

publications (i.e. journals,

books, anthologies, etc.)

*Categorizations are as follows:

1. Scholarly papers (research papers, case study, thesis, and other works in journals and others)

2. Creative works (essay, poetry, fiction, and play in literary journals, conference proceedings, etc.)

3. Journalistic articles (news, feature, and others in newspapers, magazines, etc.)

Section 2: Funding Support. Allowable costs shall follow pertinent SACDEV and XU-CSG rules (e.g.

presentation of proof of expenditures through liquidation reports). It should be noted that the approval of

an application for a grant shall eventually be determined by the financial standing of XU-CSG DACA

during the semester. Further, because of limited funds, awards will be on a competitive basis.




III. APPLICATION FOR GRANTS AND AWARDS

An application for funding support from XU-CSG DACA requires the submission of a proposal. Qualifiers

may submit several proposals separately or a consolidated proposal consisting of more than one activity.

It must be include original signed proposal(s) and three photocopies. It must be addressed to:

ALTON MELVAR M DAPANAS

Secretary, XU-CSG Department of Academic Affairs

Proposal(s) may be hand-delivered to:

Schol. Richie Fernando Office of the Executive Cabinet

Xavier University-Central Student Government

Room 205, Student Center Building

Xavier University-Ateneo de Cagayan

IV. PROPOSAL EVALUATION CRITERIA (Applicable for Student Development Category and Research and Publication [Letter A only].)

Each proposal must be aligned with the university thrust of research and the 2015 MDGs and must manifest

the benefits to higher education and national development. Specifically, the approval of proposals will be

based on a general criteria.

V. GRANT ADMINISTRATION (Applicable for Student Development and Research and Publication categories [Letter A only].)

The grantee/ awardee has overall responsibility for the management of the project and its activities,

ensuring full adherence to and compliance with existing university rules (as stated in XU Student

Organization Manual).

(1) The pre-implementation and implementation of project using XU-CSG DACA grants shall be

subject to the procurement procedures consistent with existing SACDEV and XU-CSG rules on

accounting and auditing.

(2) For Student Development category, the XU-CSG seal shall appear at all IEC (information, education,

and communication) materials, both online and print, such as tarpaulins, posters, and others.

(3) XU-CSG DACA shall appear as official partner of the event as reflected on the project proposal.

VI. EFFECTIVITY

This department order shall take effect immediately. All recognized XU student organizations and

individuals shall follow the herein guidelines accordingly. Done in the city of Cagayan de Oro,

Philippines this 15th day of August in the year of our Lord, two thousand and fourteen.

ALTON MELVAR M DAPANAS

Secretary, Department of Academic Affairs

Endorsed by

HAROLD JOHN M LABORTE

President




Annex A

CONTENT REQUIREMENTS OF PROPOSALS

For Student Development and Research and Publication (Letter A only) categories:

(Must be submitted 20 working days before the proposed implementation date/s.)

1. A letter of application (with the type of grant/ award requested) addressed to the XU-CSG DACA

Secretary. (Please see full name above.)

2. Copy of the project proposal containing the following:

a. Name and physical address of the organization/ individual

b. Title of proposed project

c. Rationale/ objectives and expected project deliverables and success indicators

d. Work plan and detailed timetable

e. Requested total funding support with itemized list of expenses/ costs

f. Proposed starting date and expected date of project completion

3. Name and signature of project head/s (for Student Development) and proponent/s (for Research

and Publication), with contact number, email address, and date signed

4. Endorsement letter by the department chair/ unit head/ college dean and date signed

For Research and Publication (Letter B only) categories:

1. A letter of application (with the type of grant/ award requested) addressed to the XU-CSG DACA

Secretary. (Please see full name above.)

2. Copy of work (printed, scanned, or photocopied)

3. Copy of the table of contents with title of work and name of author (if applicable)

4. Printed list of editors of the publication

Documents

XU-CSG DACA Department Order 001-1415