II
BO
RA
E TRAI RAI TA T
ORR- P SA EC CSRE EC T
S EE CCTTI O
NN
I O
T H E B O R - PA C S E C R E TA R I AT S E C T I O N
The BOR-PAC Secretariat Section facilitates the conduct of the Board of Regents (BOR) meeting and the
President’s Advisory Council (PAC) meeting every month, with publication of the UP Gazette after every BOR
meeting. Occasionally, the President may call for a President’s Management Committee (PMC) meeting in
which the ASec serves as the key person in setting the agenda for the meeting.
BOARD OF REGENTS (BOR)
The governance of the University is vested in the Board of Regents as mandated in R.A. 9500 and it
is the highest decision-making body of the UP System. It is composed of 11 members:
•Chair of the Commission on Higher Education (Chairperson)
•President of the University of the Philippines (Co-Chairperson)
•Chair of the Senate Committee on Education, Arts and Culture (Regent Senator)
•Chair of the House Committee on Higher and Technical Education (Regent Congressman)
•Three (3) Regents appointed by the President of the Philippines (at least 2 of which alumni of
UP)
•President of the UP Alumni Association (Alumni Regent)
•Faculty Regent
•Student Regent
•Staff Regent
PRESIDENT’S ADVISORY COUNCIL (PAC)
The establishment of the President’s Advisory Council was approved by the BOR in its 916th
meeting on 26 July 1979 with the purpose of discussing system-wide policy directions, special issues
regarding autonomous units, and coordination of administrative and academic operations. The
PAC initially consists of the President, Vice Presidents of the UP System, and the Chancellors of all
the CUs and Dean of UP Cebu. Being the Chair, the President may opt to designate other officials
as additional members of the PAC whose specialization he/she deems as necessary.
3.
After the BOR/PAC Meeting
3.1.
Prepares the BOR/PAC Summary of Decisions;
3.2.
Uploads the BOR Summary of Decisions to the OSU website (osu.up.edu.ph);
3.3.
Transcribes the proceedings of the BOR/PAC meeting and drafts the Minutes;
3.4.
Formats the approved BOR minutes into the UP Gazette;
3.5.
Uploads the UP Gazette to the OSU website;
3.6. Updates BOR/PAC Records (i.e., BOR Summary of Decisions, Minutes, Agenda, and other
pertinent documents);
3.7.
Prepares the Notification of Approval of Temporary Appointment of University Officials
approved by the President and the Board of Regents; and
Assists in drafting the citations to outgoing Regents/members of the PAC.
3.8.
H O W T O P R E PA R E F O R T H E B O R M E E T I N G
The procedures for preparing the BOR meetings are as follows:
1.
BOR meetings are held every last Thursday of the month, subject to availability of the Chair and CoChair. If either of them is not available, the Secretariat finds the best time when most of the Regents
are be able to attend.
Once the new date is agreed upon by the Chair and Co-Chair, the BOR Secretariat notifies the rest
of the BOR members on the new date of the meeting to ascertain that there is quorum.
PRESIDENT’S MANAGEMENT COMMITTEE
The President’s Management Committee consists of the President, SU-BOR, ASec, the Special
Assistant to the President (SAP) and all the Vice Presidents of the UP System. Other UP System
Officials may be invited in the PMC as resource persons.
The following are the duties and responsibilities of the BOR-PAC Secretariat Staff:
1.
Before the BOR/PAC Meeting
1.1.
Prepares and organizes the following for BOR/PAC meetings:
a.
Schedule of Meetings;
b.
Provisional Agenda; and
c.
Minutes of the Previous Meeting;
1.2.
Examines and ensures completeness and accuracy of labeling the agenda items before
including them under the BOR/PAC provisional agenda; and
Orders the food and prepares the venue (e.g., sound system, arrangement) for the meeting.
1.3.
2.
Setting the Date of the BOR Meeting
2.
Organizing the BOR Meeting
2.1
Before the Meeting
•
The SU-BOR selects the caterer and menu for breakfast and lunch.
•
The BOR Secretariat prepares the list of attendees, resource persons, and presenters for
approval of the President.
• The BOR Secretariat staff ensures that the documents for the BOR meeting are
reproduced and sorted according to Agenda titles: Matters Arising, General Governance,
Academic, Administrative, Fiscal, For Information, For Confirmation, and Other Matters.
The staff also prepares other supplies and equipment needed for the meeting.
• Before the day of the meeting, the BOR Secretariat staff checks the venue and sets up
the arrangement of tables, equipment, and materials.
During the BOR/PAC Meeting
2.1.
Attends to the needs of the Secretary and the members of the BOR/PAC; and
2.2.
Takes note of the discussions.
PA G E 6
PA G E 7
2.2
During the Meeting
I.
II.
III.
IV.
V.
VI.
VII.
VIII.
IX.
X.
XI.
• The BOR Secretariat staff readily assists the BOR members in their needs.
2.3
•
The BOR Secretariat staff transfers the presentation files (e.g., PowerPoint, PDF, etc.) of
the presenters to the BOR laptop.
•
Throughout the course of the meeting, the BOR Secretariat takes note of the discussion
in preparation for making the minutes, watches out for specific instructions from the SUBOR, follow-through/updates on specific items, and collect decisions/action points per
agenda item for the Summary of Decisions.
After the Meeting
•
3.
The BOR Secretariat staff collects the documents and presentation files used during the
meeting for attachment to the minutes.
3.4
The BOR Provisional Agenda is sent to the SU-BOR for approval. If there are corrections, the
BOR Secretariat encodes the corrections then sends it again to the SU-BOR for approval.
3.5
Once approved, the Provisional Agenda is sent to the Board members through email.
Setting the BOR Agenda
Matters for Confirmation and Matters for Information of the BOR
are sent electronically to the Regents with or without clearance from
the SU-BOR as they have been endorsed already by the President.
However, Matters for Approval, Matters Arising from the Minutes, and
Other Matters that require spadework are sent to the BOR members
after they have been approved by the SU-BOR
Agenda items for the BOR meeting may come from the Office of the President (OP), Offices of
the Vice Presidents (OVPs), BOR, CUs, and other external offices as approved by the President. All
agenda items are received and validated by the OSU for accuracy and completeness of supporting
documents. See Chart 1 for the process flow of agenda setting.
•
Agenda items received from the CUs and other external sources are referred to concerned
OVPs for comments and recommendations. If there are questions, the OSU sends these back
to the concerned CU or to the proponent for appropriate action. Those with no questions
are forwarded to the OP for approval and inclusion in the BOR agenda.
•
Agenda items from the OVPs are forwarded by the OSU to the OP for approval. If there are
questions, the OSU sends these back to the concerned OVP for revision or groundwork
before sending again to OP.
•
Agenda items from the OP (e.g., Request for Travel Authority of the President or Notice of
Award signed by the President) for approval or confirmation of the Board are included in the
agenda without going through the OVPs.
•
Agenda items from the members of the Board are included in the BOR agenda upon
approval from the President.
•
Agenda items deferred by the Board for the next meeting are sent back to the concerned
office or unit for further review or submission of additional documents or information.
HOW TO SET THE BOR PROVISIONAL AGENDA
3.1
asic documents (e.g., contracts, notices of award, memoranda of agreement/
B
understanding, exchange of communications, recommendation letters) submitted to the
BOR are categorized by labeling them according to the type of Agenda matter (e.g., Matters
for Approval, Matters for Confirmation, Matters for Information, or Other Matters).
3.2
L abeled items are sent to the SU-BOR for review. If there are corrections, the documents are
sent back to the BOR Secretariat for editing or revision.
3.3
he BOR Secretariat prepares the draft Provisional Agenda of the BOR. The contents of the
T
Provisional Agenda are arranged as follows:
PA G E 8
Call to order
Determination of Quorum
Approval of the Provisional Agenda
Approval of the Minutes of Previous Meeting
Matters Arising from the Minutes of Previous Meetings
Reports for Information of the Board
New Matters for Approval
Matters for Confirmation of the Board
Matters for Information of the Board
Other Matters
Adjournment
3.6
4. The complete BOR Agenda is reproduced into eighteen (18) sets divided into two (2): Four
(4) sets with complete documents for reference during the meeting and Fourteen (14) sets
without Matters for Confirmation and Matters for Information are delivered to the Regents
with a corresponding BOR Advisory that Matters for Confirmation and Information are
deemed acted upon by the Board as CONFIRMED or NOTED if there are no objections
raised.
Writing the BOR Summary of Decisions
The BOR Summary of Decisions contains the corresponding action made by the BOR on the agenda
items discussed during the Board meeting.
HOW TO WRITE THE BOR SUMMARY OF DECISIONS
4.1
The BOR Secretariat prepares the Summary of Decisions of the Board at least a day after
each BOR meeting. If a Board action is not clear, the BOR Secretariat transcribes a pertinent
portion of the BOR proceedings and checks the Board action on this particular agenda item.
4.2
The BOR Summary of Decisions is submitted to the SU-BOR for review and confirmation.
4.3
Once finalized and signed by the SU-BOR, the BOR Summary of Decisions is forwarded to
the Web Administrator for uploading in the OSU Website. The same is sent through email
to the BOR members, Vice Presidents, and Chancellors and Dean (UP Cebu).
4.4
Based on the signed Summary of Decisions of the Board of Regents, the BOR Secretariat
labels the corresponding Board action on the basic documents submitted, bearing the
following information:
PA G E 9
A.
B.
C.
D.
4.5
5.
No. of BOR meeting;
Date of BOR meeting;
Board Action; and
Signature of SU-BOR.
The labeled basic documents containing the BOR action are reproduced and sent back to
the concerned proponents through the OSU messengers of the Administrative section. The
Summary of Decisions together with the labeled documents are then delivered to offices
within the UP Diliman campus or returned to respective liaison offices of CUs, and/or pickedup personally by the respective CU liaison officers.
CHART 2.
CHART 1.
T
H
E
P
R
O
C
E
S
S
O
F
S
E
T
T
I
N
G
THE BOR
THE PROCESS OF
P
R
O
V
I
S
I
O
N
A
L
NDA
SETTING THE
BOR PROVISIONAL
A G EANGDE A
Chart 2 describes the process of setting the BOR Agenda from the point when the
Chart 1 describes the process of setting
the
theOpoint
do
c uBOR
m e nAgenda
t i s s e from
nt to
S U twhen
h e n the
t h r document
o u g h t h eis sent
p r o cto
ess of approval for inclusion in the
P r o v i s i up
o n until
a l Aitgis
en
da up until it is sent to BOR for action.
OSU then through the process of approval for inclusion in the Provisional Agenda
acted
upon by the BOR during the meeting.
Agenda from
CUs/ External Offices
The SU-BOR promptly disseminates the BOR Summary of Decisions for proper action to concerned
units or offices. Excerpts of the BOR minutes are only released when the minutes are approved by
the Board.
o For matters that are of general importance to CUs, the SU-BOR forwards to the OP the
approved Summary of Decisions with pertinent documents duly labeled with the appropriate
BOR action. The OP then prepares the appropriate administrative issuances in the form of
Administrative Order (AOrder), Executive Order (EO), or Memorandum Circular (MC).
6.
Writing Minutes of the BOR Meeting
The Minutes of the BOR Meeting, when approved by the Board, serve as the official document of
the BOR proceedings containing the highlights of discussions and actions of the Board.
Agenda from
BOR
Agenda from
OP
PROCESSED BY OSU
Effecting the BOR Decisions
o For matters involving Contracts of Lease and Memoranda of Agreement with certain
government agencies for the implementation of Executive Offices (i.e., Office of the Vice
President for Development, Office of the Vice President for Planning and Finance), the SUBOR issues a Certification/Secretary’s Certificate or a Board Resolution to effect the BOR
decision. See Annex B for the format of the Secretary’s Certificate.
Agenda from OVPs
YES
Are there
questions?
YES
Are there
questions?
YES
Are there
questions?
Are there
questions?
NO
NO
NO
NO
to VP
SendSend
to VP
Disseminated to
CUs for
implementation
and appropriate
action
YES
SEND TO OP
FOR CLEARANCE
Are there
questions?
YES
HOW TO WRITE THE MINUTES OF THE BOR MEETING
6.1
The BOR Secretariat staff transcribes the proceedings of the BOR meeting.
6.2
Based on the transcription, the BOR Secretariat prepares a write-up of the highlights of
discussion for each agenda item discussed.
6.3
The write-ups are reviewed, edited, and integrated accordingly into the working draft
minutes, ensuring that all important discussions are incorporated.
6.4
The draft minutes is submitted to the SU-BOR for review and consideration. If there are
corrections, the BOR Secretariat incorporates the edits in the document.
6.5
The revised minutes is then submitted to the OP for editing and approval. If there are
corrections, the BOR Secretariat incorporates the edits in the document.
6.6
Once the final draft of the BOR Minutes of the meeting is approved, it is reproduced and
packaged into folders. See Annex C for guidelines in preparing BOR documents in folders.
6.7
The hardcopy of the BOR Minutes are sent personally or via courier service to Regents
through the OSU messengers of the Administrative section.
SEND TO BOR
FOR ACTION
Are there
questions?
YES
Label BOR Action:
• Approved
• Confirmed
• Noted
Prepare Summary of
Decisions
PA G E 1 0
PA G E 1 1
CHART 2.
CHART 3.
T
H
E
P
R
O
CESS OF
T H E P R O C E S S O F P R E PA R I N G B O R
P R O V PI S
N RD A
R IEOP N
AA
R ILN A
G G BE O
PROVISIONAL AGENDA
C h a r t 3 d e s c r i b e s t h e s t e p s u n d eChart
rtak2
e ndescribes
i n p r e the
p a rsteps
i n g tundertaken
h e P r o v i sby
i othe
n a lBOR Secretariat when preparing the Provisional Agenda
Agenda for the BOR meeting.
for the BOR meeting.
CHART 3.
CHART 4.
PS
R SO COEFS S
T H E PTRHOEC E
P ROE FP APRRI ENPGA R I N G T H E B O R
U FM M
AC
R IYS IOOFN S
DECISIONS
T H E B O R S U M M A R Y SO
DE
C h Secretariat
a r t 4 d e when
s c r i bpreparing
e s t h e the
s t eSummary
p s u n d of
e r Decisions
t a k e n i nafter
p r every
e p a r iBOR
n g meeting.
the Summary of
Chart 3 describes the steps undertaken by the BOR
Decisions after every BOR meeting.
R E C E I V E A G E N D A M AT T E R S
P R E PA R E T H E S U M M A R Y O F
DECISIONS OF THE BOARD OF REGENTS
Scan Agenda Matters
Clearance by the SU-BOR
Label Agenda Matters
NO
Edit the
labeled items
NO
Are there
corrections?
YES
Prepare the Agenda
Matrix for BOR
Are there
corrections?
YES
Upload the Summary of Decisions of the Board
of Regents in the OSU Website
Stamp all documents
with corresponding Board action
Check/Edit
Final Agenda Matrix
Reproduce stamped documents
for distribution to concerned units
Clearance from SU-BOR
for sending to Regents
NO
Are there
corrections?
YES
I VS EE R D
Y OOCFU M
DO
C TU SM T
EO
N TAS D TMHI R
RD
E LE EL A
EN
NO
I SUTGRHA TTI H
VE
E
O SMUE M
EE
N RGI EARL S) S E C T I O N
(MAIL AND
S SEESNS G
Send the Agenda
in advance via email
Reproduce documents
and place in a folder
DELIVERY OF HARDCOPY
TO REGENTS
PA G E 1 2
PA G E 1 3
CHART 4.
CHART 5.
T H E P R O C E S S O F P R E P A R I NTGH E
T HPER O
BC
O ER S S O F
MINUTES
P R E PA R I N G T H E B O R M I N U T E S
CHART 5.
CHART 6.
EFFECTING
T H E P R O C E S S OT FH E P R O C E S S O F
EFFECTING BOR DECISIONS BOR DECISIONS
meetings.
UP offices and units.
C h a r t 5 d e s c r i b e s t h e s t e p s u n Chart
d e r t a4kdescribes
e n i n pthe
r e psteps
a r i n undertaken
g the min
t e s BOR Secretariat when preparing the minutes of the BOR
byu the
of the BOR meetings.
TRANSCRIBE RECORDED
PROCEEDINGS OF THE BOR MEETING
Collate all agenda matters into one file to form the Draft Minutes
Prepare a write-up of the highlights of the BOR discussions
Edit and proofread
write-ups
Are there
corrections?
NO
C h a r tthe
6 BOR
d e s decisions
c r i b e s tto
h ethep various
r o c e s sUPwoffices
h e n eand
f f e units.
cting the BOR decisions to the various
Chart 5 describes the process when effecting
Release Summary of Decisions of the
Board to concerned units with
pertinent attachments appropriately
stamped with BOR action
If the matter is for
implementation of Executive Offices
SU-BOR issues a
Certification,
or Board Resolution
YES
Send Certification to
Executive Offices and/or
concerned unit
Integrate all write-ups
and finalize the Draft Minutes
Upload Summary of
Decisions in OSU Website
If the matter is of
general importance to CUs
SU-BOR forwards the Summary
of Decisions of the Board to the
Office of the President for appropriate
action
OP issues AOrder, EO, or MC and sends
it to CUs and/or concerned units
Submit Draft Minutes to the SU-BOR for consideration
NO
Are there
corrections?
YES
Submit Draft Minutes
to the President
for inputs and clearance
R E P R O D U C E A N D PA C K A G E T H E D R A F T
MINUTES IN FOLDERS FOR DELIVERY
TO THE BOARD OF REGENTS
PA G E 1 4
PA G E 1 5
HOW
TO
FA C I L I TAT E
THE
PRODUCTION
OF
THE
UP
GAZETTE
The UP Gazette is the official publication of the Office of the Secretary of the University and of the Board
of Regents. It contains BOR decisions on policies and other matters acted upon by the Board, reports of
the President and Sectoral Regents to the BOR, and administrative issuances such as Executive Orders,
Administrative Orders and Memoranda from the President. There are two releases of the Gazette, one for
the BOR decisions only and the other for the administrative issuances.
CHART 7.
THE PROCESS OF
P R E PA R I N G T H E U P G A Z E T T E
(BOR DECISIONS)
Chart 7 describes the steps undertaken in preparing for the production of the
UP Gazette (BOR Decisions).
Send BOR Minutes to the SU-BOR for final review
UP GAZETTE (BOR DECISIONS)
Format BOR Minutes into UP Gazette layout
1.
The BOR-approved minutes are reviewed by the SU-BOR for the UP Gazette.
2.
The BOR minutes are formatted according to the prescribed UP Gazette (BOR Decisions)
layout (please see 2016 Gazette issues uploaded on the OSU website).
3.
Once formatted, the UP Gazette-in-charge reviews the document for final edits.
4.
The final UP Gazette (BOR Decisions) issue is scanned for filing then sent to the OSU Web
Administrator for the uploading to the OSU website.
U P G A Z E T T E ( A D M I N I S T R AT I V E I S S U A N C E S )
1.
At the end of every month, the UP Gazette-in-charge collect s all the UP President’s
administrative issuances of the previous month . To ensure completeness of records, the list
of administrative issuances may be requested from the OP.
2.
The administrative issuances are formatted according to the prescribed UP Gazette
(Administrative Issuances) layout (please see recent Gazette issues uploaded on the OSU
website).
3.
4.
Once formatted, the UP Gazette-in-charge reviews the document for final edits.
The final UP Gazette (Administrative Issuances) issue is scanned for filing then sent to the OSU Web Administrator for the uploading to the OSU website.
Review formatted UP Gazette for finalization
Revise?
YES
NO
SCAN THEN UPLOAD UP GAZETTE
ON OSU WEBSITE
CHART 8.
THE PROCESS OF
P R E PA R I N G T H E U P G A Z E T T E
( A D M I N I S T R AT I V E I S S U A N C E S )
Chart 8 describes the steps undertaken in preparing for the production of
theUP Gazette (Administrative Issuances).
Collect UP President’s administrative issuances of the past month
Format administrative issuances into UP Gazette layout
Review formatted UP Gazette for finalization
Revise?
YES
NO
SCAN THEN UPLOAD UP GAZETTE
ON OSU WEBSITE
PA G E 1 6
PA G E 1 7
H O W T O P R E PA R E F O R T H E PA C M E E T I N G
The procedures for preparing the PAC meeting are as follows:
1.
3.
Setting the PAC Agenda
Setting the Date of the PAC Meeting
The agenda items for the PAC come from the OP, OVPs, Chancellors, and the SU-BOR.
Generally, the PAC meetings are held on the second Tuesday of the month, with a two-week lead
time before the BOR meeting which is held on the last Thursday of the month.
3.1
All agenda items received are validated for accuracy and sufficiency of supporting documents.
3.2
he PAC Secretariat drafts the Provisional Agenda. The format of the Provisional Agenda is
T
arranged as follows:
Once the date is set, the PAC Secretariat sends a Notice of Meeting to the PAC members through
the OSU Messengerial staff or by fax. The PAC Secretariat also calls the PAC members to follow up
their response to attending the meeting.
2.
XII.
XIII.
XIV.
XV.
XVI.
XVII.
XVIII.
XIX.
XX.
XXI.
Organizing the PAC Meeting
2.1
Before the Meeting
•
The PAC Secretariat selects the caterer and set the menu for breakfast and lunch.
• For off-campus PAC members, the PAC Secretariat prepares the Travel Order and
sends it by fax. A copy of the Travel Order will be placed in the member’s PAC folder.
• The PAC Secretariat also prepares the list of attendees, resource persons, and
presenters upon approval of the President.
•
During the Meeting
• The PAC Secretariat takes care of the needs of the PAC members, the SU-BOR, and
the ASec. They are also responsible for transferring presentation files (e.g., PowerPoint,
PDF, etc.) of the presenters to the PAC laptop.
Writing the PAC Summary of Decisions
The PAC Summary of Decisions contains the corresponding action, agreements, or recommendation
on the agenda items or topics discussed during the PAC meeting.
The ASec prepares the Summary of Decisions containing the action of the PAC for each agenda
item or topic discussed and sends it to the PAC members by email.
5.
Writing the Minutes of the PAC Meeting
The Minutes of the PAC Meeting, when approved by the PAC members, serve as the official
document containing the highlights of discussions and actions of the PAC.
The PAC Secretariat staff transcribes the proceedings of the PAC meeting and submits it to
the SU-BOR and ASec.
5.2
he ASec prepares the draft minutes and submits it to the SU-BOR and the President for
T
editing.
5.3
fter receiving the edited document from the SU-BOR and the President (or the Special
A
Assistant to the President), the PAC Secretariat encodes the necessary corrections.
5.4
• The PAC Secretariat collects the documents and presentations used during the
meeting for attachment to the minutes.
A copy of the final draft minutes with the pertinent documents is sent through email to the
PAC members for comments and edits.
5.5
fter receiving feedback from the PAC members, the PAC Secretariat encodes the necessary
A
corrections. This becomes the final draft of the PAC Minutes.
• The PAC Secretariat takes note of the items that need BOR action and endorses the
same to the SU-BOR through the BOR Secretariat.
5.6
he Minutes along with the PAC Agenda and other pertinent documents used in the
T
meeting are scanned for filing and reproduced for distribution to the PAC members. Copies
of the documents are placed in folders for each PAC member.
5.7
he folders containing the PAC Agenda, Minutes of the meeting, and pertinent documents
T
or attachments are sent personally or via courier service to the PAC members through the
OSU messengers of the Administrative Section.
Throughout the course of the meeting, the PAC Secretariat takes notes of the discussion
in preparation for making the minutes, specific instructions, follow-through/updates on
specific items and collect decisions/action points per agenda item for the Summary of
Decisions.
After the Meeting
•
PA G E 1 8
The ASec consults with the President and the SU-BOR for finalization of the Provisional
Agenda.
5.1
•
2.3
4.
The PAC Secretariat ensures that all supplies and materials needed for the meeting are
ready. This includes preparing the Secretariat Kit (i.e., reference documents: University
Code, UP Charter, Faculty Manual, Delineation of Authority, Handbook on Protocol in
UP, etc.).
• Before the day of the meeting, the PAC Secretariat checks the venue and sets up the
physical arrangement of tables, equipment, and materials.
2.2
3.3
Call to order
Adoption of the Agenda
Approval of the Minutes of the Previous Meeting
Matters Arising from the Minutes
Report of the President
Report of the Chancellors, UP Cebu Dean, PGH Director, and eUP Director
New Matters
Other Matters
Announcements
Adjournment
The ASec may hold a post-PAC evaluation involving the members of the PAC Secretariat
if deemed necessary.
PA G E 1 9
H O W T O P R E PA R E F O R T H E P M C M E E T I N G
CHART 9.
T H E P R O C E S S O F P R E PA R I N G
T H E PA C M E E T I N G
C h a r t 9 d e s c r i b e s t h e s t e p s u n d e r t a k e n i n p r e p a r i n g f o r t h e PA C m e e t i n g s i n c l u d i n g t h e p r o c e s s
of setting the Agenda and writing the Summary of Decisions and Minutes of the meeting.
•
•
•
•
•
•
Save
audio
of
proceedings
Collate docs used for
attachment to minutes
Print out all presentations
Store all equipment,
supplies, documents
Hold post-PAC evaluation
meeting
Endorse items for BOR
action
Send draft Minutes
to the President and
SU-BOR for edits
Receive Agenda items
from the President,
VPs, and SU-BOR
Revise draft Provisional Agenda
The PAC Secretariat checks the venue and selects the menu for lunch.
2.
The PAC Secretariat notifies the PMC members regarding the date of the meeting by calling their
offices.
Transcribe recorded
proceedings
Prepare Summary of
Decisions
3.
Agenda items and attachments are received from the PMC members.
4.
The ASec prepares the Provisional Agenda.
Submit transcription to
SU-BOR and ASec
Send
Summary
of
Decisions
to
PAC
members (by email)
5.
Agenda documents for the PMC meeting are photocopied.
6.
The documents are packaged in folders for each PMC member.
7.
he folders containing the PMC Agenda and pertinent documents or attachments are sent to the
T
PMC members through the OSU messengers of the Administrative Section.
8.
fter the meeting, the PAC Secretariat collects and consolidates all the materials used in the PMC
A
meeting.
9.
The PAC Secretariat scans and files the documents for records-keeping.
Draft PAC Minutes
Prepare
Notice
of
Meeting signed by
ASec and send to PAC
members
Send draft PAC Minutes
to the President and
SU-BOR
Encode corrections
Prepare draft Provisional Agenda
1.
Send finalized draft
Minutes and attacments
to PAC members for
comments and editing;
Remind regarding
meeting
Encode edits and
finalize draft minutes
Prepare menu
Contact caterers
Prepare Travel Order
(off campus members)
to be signed by
the President
Check supplies
and materials
Purchase/procure
if needed
Get clearance from the SUBOR or President on the
draft Provisional Agenda
Finalize draft
Provisional Agenda
Produce hard copies
and prepare folders of
PAC documents,
including attachments
File hard copy
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Scan documents
Check venue
Prepare Secretariat kit
Deliver to PAC members
Prepare Trip Ticket
(off campus meetings)
Receive additional
documents for agenda
PA C M E E T I N G
Check equipment
Transport materials to
venue
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CHART 10.
T H E P R O C E S S O F P R E PA R I N G
FOR THE PMC MEETING
Chart 10 presents the steps undertaken in preparing for the PMC meeting.
NOTIFY PMC MEMBERS OF
THE PMC MEETING
O T H E R D U T I E S A N D R E S P O N S I B I L I T I E S O F T H E B O R - PA C
S E C R E TA R I AT S E C T I O N
1.
Conducting Policy Research
The OSU may be assigned by the BOR, PAC, PMC, or the OP to conduct research on issues or
concerns of the University which may need Board policies. The OSU may also initiate review of
policies which may already be obsolete, problematic, or non-applicable. The conduct of research is
delegated to the OSU researcher.
2.
Writing Citations to Outgoing Regents/PAC members
A Citation is given to an outgoing Regent/PAC member in recognition of his/her valuable
contribution (e.g., time, talent, insights, and effort) to the University as a member of the BOR/PAC.
Review Agenda items and attachments
H O W T O W R I T E A C I TAT I O N
Prepare draft Provisional Agenda
Photocopy Provisional Agenda documents
Final review and editing then proceed to
package documents in folders
3.
The OSU researcher drafts and formats the citation.
2.2
Once drafted, the SU-BOR reviews and edits the citation.
2.3
The edited draft citation is then sent to the UP President for inputs and approval.
2.4
The OSU researcher encodes the edits to finalize the citation. The printed citation bears
the University Gold Seal and it is placed in a customized red velvet diploma folder with
the official logo and name of the University. The citation is signed by the UP President and
attested to by the SU-BOR.
Welcoming and Orienting New Regents
To officially welcome a new Regent, an oath-taking ceremony is held at his/her first day of
attendance in the BOR meeting. The Chair of the Board of Regents administers the oath
of office of the incoming Regent as a new member of the Board. In case the Chair is not
available, the Co-Chair will administer the oath.
Send folders to PMC members
To brief a new Regent on Board matters, the BOR Secretariat prepares the following
documents to be sent by email or through the OSU messengers of the Administrative staff:
Check venue and food for the meeting
o
o
o
o
PMC Meeting
Consolidate documents/materials used during the meeting
4.
SCAN DOCUMENTS AND FILE
FOR RECORDS-KEEPING
2.1
Welcome letter from the SU-BOR;
Schedule of BOR meetings for the year (time, date, venue);
Process of preparing the BOR Agenda; and
Briefing documents such as UP Charter of 2008, The Revised Code of the University of
the Philippines, Handbook on Existing Delineation of Authority in the University, and
Handbook on Protocol in the University of the Philippines. These documents may be
accessed on the OSU website (osu.up.edu.ph).
Managing the OSU Website
Cognizant of the eUP initiative, the OSU website (osu.up.edu.ph) was developed through the
assistance of the UP Information Technology Development Center (ITDC) in 2013. With its web
presence, the OSU and its records have become more accessible to stakeholders and people have
become more aware of OSU’s activities.
Records uploaded in the website include the UP Gazette (issues from 1970 to present) and BOR
Summary of Decisions. These may be accessed by the general public. All documents uploaded in
the website have prior approval from the SU-BOR. The list of University officials, BOR members, and
PAC members are also available on the website.
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Figure 1. Homepage of the OSU website (osu.up.edu.ph)
5. Managing the OSU Facebook page
In 2015, the OSU created a Facebook page (fb.com/UPOSU) to provide timely and official
information on Board matters to the public. This makes OSU more accessible to stakeholders. It
is also a medium to inform the UP stakeholders that new contents or posts have been uploaded
in the OSU website. The OSU FB page is managed by the OSU researcher.
Figure 2. Homepage of the OSU FB page (http://fb.com/UPOSU)
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