1. Student organizations must submit a plan of activities upon application for accreditation
or re-accreditation of the group.
2. Other activities that fall under this category come from invitations outside of the
university.
3. Before the actual conduct of the activity, departments and organizations shall provide a
request letter address to the President, VPAA and VPSEA thru SAEP. The following
documents must be attached to the letter:
Seminars and Competitions
- Letter of Invitation
- List of participants
- Budget proposal
- Name/s of faculty or PIC. The 1:35-50 PIC - student ratio must be ensured.
Indicate who the overall leader is among all the PICs. Overall leader must be a
full-time faculty member or employee.
- Waiver form
- Copy of vehicle reservation form
- Photocopy of vehicle LTO Registration Certificate &/or LTFRB Certificate and
driver’s license (if not UB vehicle)
Teambuilding or Student Organization Sponsored Activities
- Program of activities
- Budget proposal
- Resume of speaker/facilitator if invited from outside
- Venue’s description/location and payment’s quotation
- List of participants
- Name of faculty or PIC. The 1:35-50 PIC - student ratio must be ensured.
Indicate who the overall leader is among all the PICs. Overall leader must be a
full-time faculty member or employee.
- Waiver form
- Copy of vehicle reservation form
- Photocopy of vehicle LTO Registration Certificate &/or LTFRB Certificate and
driver’s license (if not UB vehicle)
4. The department/organization with a scheduled off-campus activity shall be responsible
for disseminating the appropriate notices at least one week before the scheduled
department date for the guidance of the students and other parties involved.
5. Upon approval of the activity, the department shall coordinate with the appropriate
LGU/s or NGOs and seek for acknowledgement letter from them.
6. A copy of the approved letter must be forwarded to the Budget Management Office
(BMO), Cashier’s Office and Information Technology Center (ITC). Once set up in the
system by ITC personnel, payment of fees will be collected by the Cashier’s Office.
Collection of all fees shall be coursed through the Cashier’s Office with the exception of
some cases which shall require the approval of the Vice President of Student and
External Affairs (VPSEA). Necessary payments shall be processed by the BMO.
7. Two (2) days before the activity, students must submit two copies of waiver to the
department. Waiver must be signed by parents or guardians. One copy of the waiver
will be forwarded by the department to the SAEP Office.
8. During the off-campus activity, the faculty or PIC shall ensure the provision of the
allowable seating capacity of the vehicle being used.
9. Prior to departure, the Information Desk or Security personnel shall be provided by the
PIC leader with the name and contact number of the faculty or PIC per vehicle.
10. The department/organization shall observe the policies in the Student Handbook at all
times and in all occasions of the activity. Violation of any undertaking/condition and the
assurance made for which any activity/project was approved shall subject the persons,
organizations, officers/class after due process to administrative sanction or whatever
legal action by the school.
11. After the off-campus activity, evaluation forms (F-SEA-01 or F-SEA-02) will be
distributed to the participants. Accomplished evaluation forms shall be submitted to the
SAEP Office.
12. The following shall be submitted to the SAEP Office not later than 7 days after the
activity:
- Narrative report with pictures
- Evaluation of the activity