STUDENTS AFFAIRS OFFICE

About Students Affairs Office

The Office of Student Affairs is the driving force behind the implementation of the college's policies, programs, and regulations governing student activities and well-being. It provides strong oversight of student organizations and their events, ensures effective coordination of students' use of college facilities, and delivers leadership training seminars and orientation programs to maximize the impact of student activities. The office takes charge of addressing student concerns, monitoring behavior, enforcing compliance with campus policies, and fostering a respectful, ethical campus environment.

RESPONSIBILITIES

1. Develop and maintain clear policies and procedures for the formation and recognition of student organizations.

2. Organize and coordinate campus-wide events, such as orientation, welcome weeks, cultural celebrations, and fairs.

3. Regularly review and update policies to reflect changes in laws, regulations, and campus culture.

4. Communicate student conduct policies and expectations to the student body through orientations, handbooks.

5. Oversee the implementation of sanctions imposed as a result of the conduct process, ensuring compliance and follow-through.

PROCEDURES

A. Student Organization Registration

1. Application Submission

• Duration: Day 0 (Initial Submission)

• The organization submits an application form with all required documents (bylaws, leadership, membership list, etc.) to the Student Affairs Office (SAO).

2. Initial Review

• Duration: 5-10 Days

• The SAO reviews the submitted application to ensure all required documents and information are complete. If incomplete, the SAO requests revisions or additional documents.

3. Advisory Meeting (Optional)

• Duration: 3-5 Days (After Initial Review, if applicable)

• An optional meeting between the organization’s leaders and the SAO to clarify any details, review the mission, and discuss goals. Depending on the complexity of the organization’s activities or its novelty, the SAO may require this meeting.

4. Compliance Review

• Duration: 5-7 Days

• The SAO evaluates the organization's constitution, bylaws, and proposed activities to ensure they comply with institutional policies (e.g., inclusion, non-discrimination, safety). Feedback or necessary revisions are communicated to the organization.

5. Approval/Denial

• Duration: 3-5 Days

• Based on the initial review and compliance check, the SAO provides formal approval or denial of the organization's recognition.

• Approval: If approved, the organization proceeds to the orientation step.

• Denial: If denied, the organization is provided with reasons and may reapply after addressing the issues.

6. Orientation

• Duration: 7-10 Days (Scheduled as needed)

• The SAO holds an orientation session for the newly recognized organization’s leaders. This session covers institutional policies, event planning, and financial management. Attendance is usually required for officers to ensure they understand their responsibilities and available resources.

7. Annual Review (Optional)

• Duration: Annually or as needed

• The SAO may conduct an annual review of the organization’s activities, membership, and financial records to ensure it remains active and compliant with institutional policies. The organization continues with active status or may be placed on probation or renewal, depending on performance and compliance.

B. Student Conduct and Discipline

1. Incident Report

• Duration: Within 24 hours

• Submit incident reports to the Student Affairs Office (SAO) within 24 hours of the incident. The report should include:

  • Date and time of the incident

  • Location of the incident

  • Person involved

  • Detailed description of the incident

2. Initial Review

• Duration: 1-2 business days

• The SAO reviews the submitted report to determine if misconduct occurred. If misconduct is suspected, a conduct officer is assigned to investigate further.

3.  Investigation

• Duration: Within 10 business days

• The conduct officer gathers evidence and statements from all involved parties, including witnesses if applicable. The investigation must be completed within ten business days of the initial review.

4. Charge Letter

• Duration: Issued within 1-2 business days after investigation completion

• If the investigation finds that misconduct occurred, the student receives a charge letter. The letter includes the charges, a summary of evidence, and the proposed disciplinary action. The student has five business days to respond to the charge letter.

5. Meeting with the Conduct Officer

• Duration: Within 5 business days of receiving the charge letter

• The student meets with the conduct officer to discuss the charges and proposed disciplinary actions. The student can either accept the charges and the disciplinary action or contest the charges.

6.  Disciplinary Action

• Duration: Dependent on student’s response

• If the student accepts the charges, the proposed disciplinary action is imposed. If the student contests the charges, the case moves forward to a formal hearing.

7. Hearing

• Duration: Within 5-10 business days after contesting the charges

• A designated hearing officer or panel conducts a formal hearing. The student can present evidence, statements, and witnesses in their defense. The hearing panel or officer renders a decision based on the evidence presented.

8.  Appeal

• Duration: Submit appeal within 5 business days of receiving the hearing decision

• The student may appeal the decision in writing to the Student Affairs Office. The appeal must clearly state the grounds for the appeal (e.g., new evidence, procedural error, or disproportionate punishment).

9. Final Decision

• Duration: 5-10 business days after the appeal submission

• The Student Affairs Office reviews the appeal and makes a final decision.

  • The decision is final and binding.

  • The student is notified in writing of the final decision.

C. SAO Clearance Process:

• Before the Student Affairs Office (SAO) grants clearance, all outstanding sanctions must be fully resolved. This includes settling any fines, completing mandatory community service, or attending required counseling sessions. Only after all obligations are fulfilled can clearance be granted.