To carry out the university’s mission of developing holistic individuals, the University provides for various organizations where students can join and maximize their talents, skills and leadership potentials.
The following are recognized student organizations in the university level:
• University Student Council (USC)
• College Student Councils (CSCs)
• University Performing Arts Organization (UPAO)
• Campus Ministry Organization (CMO)
• Sororities and Fraternities
• Alpha Kappa Rho
• Alpha Mu Omega
• Alpha Phi Epsilon
• Association of the Recognized Campus Organization, Sororities and Fraternities (ARCOSAF)
• Bayanihan Youth for Peace
• Beta Phi Upsilon
• CFC-Youth for Christ
• Chi Alpha Organization
• Eagle Scouts Association of Northern Samar (ESANS)
• Kabataang Pangarap ni Rizal UEP Chapter (KAPARIZ)
• Kappa Nu Gamma
• Leyte Samar Student Organization (LEYSAM)
• Phi Lambda Upsilon Fraternity/Sorority
• Physical Education Students Association (PESA)
• Red Cross Youth
• Samahan ng mga Mag-aaral sa Filipino (SAMAFIL)
• Sigma Kappa Phi
• Sigma Lambda Phi
• Sinag ng Hilaga
• Tau Gamma Phi/Sigma
• Tau Omega Mu
• University Band
• Upsilon Lambda Phi
• Upsilon Phi Sigma
• Upsilon Sigma Alpha/Upsilon Sigma Lambda
The colleges have also recognized organizations, to wit:
No student group, society, club, fraternity, sorority, or any kind of student organization whatsoever, shall exist for, hold or promote, directly or indirectly, any activity in any form in the University, or use the name of the University or any campus, college, school, or department thereof anywhere, unless the same has been duly recognized and approved by the Dean of Student Affairs on the recommendation of the Committee on University Student organizations and Activities (CUSOA) and the Dean of the college in cases of college organizations.
The recognition granted to any student organization shall be renewable within 30 days after the commencement of every school year, provided, however, that requirement for such renewal to operate shall be limited to the submission of a corresponding application accompanied by a list of resident members, a list of the activities to be undertaken, a financial statement, and a current bank account of the organization.
Every recognized university student organization shall keep a book containing a list of bona fide members in alphabetical order, records of the minutes of its regular and special meetings, a book of accounts, including a copy of its approved constitution and by-laws which shall be made available for inspection by the CUSOA or its duly authorized representative.
Every student group, society, club, organization, fraternity or sorority, or any kind of organization whatsoever, must apply for recognition and approval within one (1) month after its organization. Applications for recognition shall be filed with the Chairman, CUSOA accompanied by three (3) copies of the constitution and by-laws of the organization duly signed by all its members.
No student organization shall be approved and recognized unless its purposes are clearly defined in its constitution and by-laws and such purpose shall be of an educational, scientific, civic or cultural value.
The constitution and by-laws shall also provide schedule for meetings stating among others the venue and time and that the CUSOA be furnished with copies of the minutes of the meeting, whether regular or special. No constitution and by-laws or amendment thereto shall be effected unless the same has been duly approved by the Dean of Student Affairs on the recommendation of the CUSOA.
No student organization shall be allowed to function without satisfying the requirements under this Section.
Appeals from the decision of the CUSOA may be addressed to the Dean of Student Affairs within 72 hours from the time the decision is made known to the head of the organization.
If the majority of the members of the organization is not satisfied with the decision of the Dean of Student Affairs, an appeal may be made to the University President within 72 hours from the time the decision is known by the head or acting head of the organization. The President’s decision shall be final.
No person may be accepted or retained as a member of any student organization unless he is a bona fide student of the University carrying the normal load of his/her course.
Alumni or students taking special courses only shall not be admitted either as regular or special member of any university, campus, college, or school student organization, society, association, fraternity, sorority, or any other student group.
Student organization of the University be permitted to take part in such activity by an outside organization which has not been approved by the Dean of Student Affairs. Disciplinary action will be taken against any student who violates this Section.
The President of the University shall exercise supervision and control through the Dean of Student affairs, over extra-curricular activities of students; and authority to issue adequate rules for the organization and operation of student organizations and for the election and qualifications of officers thereof.
The Dean of Student Affairs shall coordinate the operation of the units in charge of student personnel services and shall exercise supervision and control over the units in charge of student affairs and other extra-curricular activities, subject to the general supervision of the University President and under such regulations as may be promulgated by the UEP Board of Regents.
The Committee on University Student Organizations and Activities (CUSOA), under the control and supervision of the Dean of Student Affairs, shall consist of the Dean of Student Affairs as ex-officio chairman and four (4) others to be designated by the University President upon the recommendation of the Dean of Student Affairs; Provided, that there must be one member from each of the external campuses of the University who shall serve for a term of one (1) year and one member from among the student body who shall serve only during his/her term of office.
Federated University, and campus-based student organizations and activities shall be directly under the control and supervision of the Dean of Student Affairs through the CUSOA. College/school-based and class organizations shall be under the jurisdiction of the concerned college dean/head.
Every federated University, campus, college/school, and class student organization shall have one or more faculty advisers chosen by it and confirmed by the Dean of Student Affairs. Only full-time member of the faculty on permanent status with the rank of Instructor up, are qualified to act as adviser of student organizations; Provided, that members of the CUSOA shall not become advisers of any student organizations, fraternity or sorority.
Per Republic Act No. 8049 (An Act Regulating Hazing and other Forms of Initiation Rites in Fraternities, Sororities, and other Organizations), no hazing or initiation rites in any form or manner by a fraternity, sorority or organization shall be allowed without prior written notice to the school authorities or head of organization seven (7) days before the conduct of such initiation. The written notice shall indicate the period of the initiation activities which shall not exceed three (3) days, shall include the names of those to be subjected to such activities, and shall further contain an undertaking that no physical violence be employed by anybody during such initiation rites.
No student organization of any kind whatsoever shall hold meetings, programs, rallies, activities, or any other social functions inside the limits of the University unless recommended by its adviser and approved by the CUSOA Chairman or by the college/school dean/head concerned in the case of college or school student organization.
Dances shall not be held immediately a week before the final examination except those forming part of the official program of the commencement week. This rule shall include all gatherings in which there is ballroom dancing, whatever may be the name given to the gathering, and wherever the function may be held. This prohibition shall apply to:
• dances sponsored by a class, college, or university organization, club, association, and society;
• dances held under the auspices of any organized or recognized group of students of the university; and
• those given by individual students.
No elaborate or expensive decorations, special lighting arrangements of any kind shall be permitted in any activity held by students.
All applications for the use of any part of the premises of the University shall be sent in writing by the President or Secretary of the organization concerned recommended by the faculty adviser to the CUSOA Chairman, or the college/school dean/head, as the case may be, for approval and endorsement of the custodian of the buildings and premises concerned.
In all applications for permission to hold any activity by any organization, club, fraternity or sorority, the adviser of such organization, club, fraternity, sorority and the mother organization, if any there may be, shall sign the application. In
case the adviser cannot tend such activity, s/he shall state the nature of his/her authorized faculty representative who shall also sign the application. No student organization shall hold an affair or any other activity unless its adviser or his/her duly authorized representative, who must also be a faculty member, is personally present; and no resolution, motion, proposal, decisions, publication, or any other form of action of the organization shall be valid unless approved in writing by the adviser.
Students of this institution are and should be free to express their views and sympathies on any public questions, subject, however, to certain self-evident and well-established limitations among which are: the participation of students in parades, demonstrations, mass-meetings, programs, and the like, organized or promoted by parties of interests not authorized by the University, shall not interfere with the classes and other activities of the institution. Students who take part in any of the aforementioned activities shall not exhibit any sign of any kind giving the impression that they represent the University, their participation to be clearly indicated as their own individual responsibility. Students at all times shall act always with fairness, tolerance, moderation, and respect for the opinions and feelings of others, bearing in mind, that education stands for broadness of views and for appreciation and understanding of principles. Students are expected to be courteous and considerate or occasions as befitting men and women of refinement and good breeding.
The fees a campus student organization may charge and all other funds belonging to it shall be deposited in a reputable bank. It shall be disbursed only upon checks or vouchers countersigned by the Dean of Student Affairs upon prior application of the Treasurer of the concerned campus student organization to which the funds belong and approved by its adviser. Such funds shall be used or spent exclusively for the purpose for which they have been subsequently approved by at least two-thirds of the members of the campus student organization concerned and by its advisers.
Moderation is the policy with regard to student affairs, parties, dances, activities, or any other social function.
A statement of all income and expenses for any student affair shall be submitted by key officers to and approved by the faculty adviser who shall submit the same to the CUSOA Chairman or college/school dean/head concerned as the case may be for final approval.
Student organizations may spend for any dance, excursion, activity, or any other social function an amount agreed upon by its members and approved by the adviser(s). It shall be the duty of the adviser to see that unnecessary expenses and excessive contributions are avoided.
Every University student organization shall render a written report of its activities within ten (10) days before the end of each semester. Such report shall be signed by its President and Treasurer and certified to by the adviser of the student organization and filed with the Dean of the Office of Student Affairs. The report shall specify in detail the nature of the activities the student organization has undertaken during the past semester, the number of meetings it has held, the sources of its funds, proof of bank account, the occurrence of any untoward incidents affecting the organization, and the plans of the officers for the ensuing semester. The report shall also be accompanied by a complete list of its officers and members stating their college, including those who have been dropped from the rolls for any cause. Failure to file the report within the period designated shall be sufficient cause for the automatic suspension of the concerned organization. The Dean of Student Affairs shall immediately furnish a copy of the report to the Office of the President.
The Federation of Student Councils (SC) of the University of Eastern Philippines is the umbrella organization of all student bodies and/or organizations of the three (3) campuses of the University.
The official union of the Student Councils of the University shall be known as the University of Eastern Philippines Federation of Student Councils (UEPFSC), with official address at the UEP, University Town, Catarman, Northern Samar.
Governing Board
The general assembly of the UEPFSC shall be composed of all bona fide members of the campus student councils of the University as determined from their respective college councils. The general membership shall be the highest policy-making body of the UEPFSC.
The Governing Body of the UEPFSC shall be the Board of Directors and the Executive Officers.
The members of the BOD shall be elected representing one (1) position for every 500 student population or a fraction thereof.
The Executive Officers shall administer the UEPFSC affairs, implement programs to effectively carry out the objectives of the UEPFSC and manage all the funds and properties of the UEPFSC.
The Executive Officers of the UEPFSC shall consist of eight (8) officers, namely: President, VP for Internal Affairs, VP for External Affairs, Secretary, Treasurer, Auditor, Business Manager, and Public Relations Officers.
The President and Secretary of UEPFSC should belong to the same campus.
Election of the UEPFSC Officers
The election of the UEPFSC officers shall be handled by the CUSOA whose membership will be expanded to include the Heads of the Student Affairs Office of the external campuses of the University.
The regular election of officers shall be held during the first Wednesday of April of every year.
All duly elected Executive Officers and BODs of the campus student councils shall be eligible to run for any position except for the position of President and the Secretary. Only the elected President of each campus student council shall be eligible to run as President of the UEPFSC. The candidate garnering the second highest vote shall be the VP for Internal Affairs and the candidate with the third highest vote shall be the VP for External Affairs. The Council Secretary of the campus where the winning Federation President came from shall automatically become the Federation Secretary.
The Student Regent
The elected UEPFSC President shall automatically represent the students in the Board of Regents of the University as provided under RA 8292. The Student Regent shall hold office for one (1) year or until such time that the new set of officers shall have been sworn into office and a new Student Regent is elected.
• Objectives
There shall be a Campus Student Council, and the College Student Council which shall take charge of the cultural, social and sports development programs and activities of the student body at the campus level and the college level, respectively.
• Number of Representatives
Each college or school shall be entitled to one representative to the Campus Student Council, provided that any college or school with an enrollment of more than 500 students shall be entitled to one or more representative for every additional 500 students or a major fraction thereof.
• Qualification and Disqualification of Officers
No student in the first semester of his/her freshman year and no graduating student in the college or school shall be entitled to hold any position in the Campus or College/School Student Council. (the CUSOA will decide) No student may be nominated and/or elected to any position in the Campus Student Council unless s/he is a bona fide student of a college, carrying the normal load of his course as evidenced in the curricular offering for the semester at the time of the election and has a weighted grade point average of at least 2.5 or better for all the academic subjects he has taken in this University; Provided, however, that s/he has no unremoved grade of “incomplete”, a grade of “5.0” in any subject which has not been repeated and passed, and has not dropped any course or subject during the semester/term immediately preceding the election.
Any elected officer who loses his/her eligibility as provided in the immediately preceding Article during his/her incumbency, shall automatically forfeit his/her position and the vacancy shall be filled in accordance with existing rules; Provided, that for overriding reasons, the Dean of Student Affairs may allow the incumbent to continue holding his/her position.
The eligibility of a student shall be determined by examination of all his/her grades in academic subjects as certified by the campus Registrar.
The term of any elected officer shall be considered automatically terminated and his/her successor shall be designated by the Dean of Student Affairs if s/he violates rules on conduct and discipline in the University and/or College Student Council or any other student organization.
A student who is a cross-registrant in another college or school shall not be eligible to run or be elected as an officer or representative of the college or school where s/he is cross-registered regardless of the fact that s/he may be taking more units there than in his/her principal college or school.
• Certificate of Candidacy
No student shall be considered an official candidate unless a Certificate of Candidacy has been filed by him/her (or for him/her) subscribed to by at least ten bona fide students, at least ten (10) days before the date set for replacement of candidates.
• Officers
The officers of the Campus Student Council shall be the President, Vice President for Internal Affairs, Vice President for External Affairs, Secretary, Treasurer, Auditor, Business Manager, Public Information Officer who shall be elected at large (campus-wide), and the College Representatives.
The officers of the College Student Council shall be the President, Vice President, Secretary, Treasurer, Auditor, Business Manager, Public Information Officer.
• General Elections
Elections in all colleges and schools of the campus shall be held on the same date to be fixed by the Dean of Student Affairs which shall not be later than 45 days before the last day of the final examination for undergraduate students in the second semester in all campuses of UEP, subject to the approval of the University President. After its approval by the President, the Dean of Student Affairs shall notify all academic deans and heads of schools and all concerned of the said date at least 14 days before the date set for the general elections. The Dean of Student Affairs shall endeavor to fix and set the date of the general elections for inclusion in the University Academic Calendar.
All bona fide students shall be entitled to vote in any election under such rules and regulations provided therein.
• Voting and Canvassing
There shall be an Election Boards in each college or school to conduct and supervise the voting and canvassing. The Chairperson of the Boards shall be a faculty member who shall be designated by the Dean of Student Affairs upon recommendation of the concerned college/school dean/head. Each standard bearer of student parties shall nominate one representative to the Board approved by the Dean of Student Affairs to assist the Chairperson. The Board shall act for and in behalf of the CUSOA.
The voting shall be conducted from 8:00 a.m. to 11:30 a.m. and 1:00 p.m. to 4:00 p.m. on the day fixed for the election in a place provided for the purpose in each college/school, except for colleges/schools/departments which offer evening classes of which the voting shall be held from 5:00 p.m. to 7:00 p.m.
At the conclusion of the canvassing, the Board shall submit a true and correct report of the election results to the Dean of Student Affairs who shall officially proclaim the winners within 24 hours on the basis of the reports received.
Questions concerning voting and canvassing shall be decided by the Election Board; Provided, however, that appeals from the decisions of the Board may be elevated first to the Dean of Student Affairs and then to the President of the University whose decision shall be final; Provided, further, that such appeals be made within 48 hours from the receipt of a copy of a decision by the appealing party; Provided, furthermore, that no pre-proclamation controversies or questions shall be entertained after the official proclamation of winners.
• Supplementary Rules and Regulations
Supplementary rules and regulations concerning qualifications of officers for student organizations may be promulgated and adopted by the CUSOA
