Annex A-Affiliation Agreement Template

This Affiliation Agreement (“Agreement”) is entered into by and between:

 

TRANSPORTATION SCIENCE SOCIETY OF THE PHILIPPINES, INC., a private organization duly organized and operating under the laws of the Republic of the Philippines, with principal office address at the National Center for Transportation Studies, G. Apacible Street, UP Campus, Diliman, Quezon City, herein represented by its President, MA. SHEILAH G. NAPALANG, hereinafter referred to as “TSSP”;

 

                                                                 – and –

 

[NAME OF STUDENT ORGANIZATION], a student organization duly organized and officially recognized by the Higher Education Institution [as define under paragraph 1(c)], with address at [address of Student Organization], herein represented by its President, __________________, and Vice-President, ____________________, hereinafter referred to as the “Student Organization“.

 

TSSP and the Student Organization shall together be referred to herein as the “Parties”, and each as a “Party”.

 

WHEREAS, TSSP is a scientific and research society duly registered with the Securities and Exchange Commission (SEC) as a non-stock and non-profit corporation.  

 

WHEREAS, one of TSSP’s primary purposes is to contribute to the growth of transportation science and the development of sustainable transportation systems.  It accordingly provides opportunities for the professional growth to its members, and expands the pool of transportation science experts through learning programs, researches, and publications;

 

WHEREAS, the Student Organization is an existing student organization that has been established in and officially recognized by the Higher Education Institution identified below;

 

WHEREAS, among the Student Organization’s purposes are to: (i) develop and enhance its organization’s and members’ knowledge and understanding of transportation engineering, planning and science; (ii) enrich their member’s learning and practical knowledge in transportation through linkage, exchange and collaboration with transportation experts, educators, practitioners and institutions; and (iii) engage in initiatives and undertakings that promote transportation science, justice, and safety;

 

WHEREAS, the affiliation of the Student Organization with TSSP will enable TSSP to reach more students, teachers and institutions in order to generate interest in transportation-related researches and specialization in order to broaden knowledge and the pool of experts.  On the other hand, the Student Organization would benefit from the support and participation in the programs and activities undertaken by TSSP;

 

WHEREAS, in view of all the above, the Student Organization has applied for recognition by and affiliation with the TSSP;

 

NOW, THEREFORE, in view of the above, TSSP and the Student Organization hereby agree as follows:

 

 

     In this Agreement:

 

        (a) “Costs” shall mean all costs including the salaries of a
               Party’s personnel or agents, regardless of any work or
               service rendered by such personnel or agents;
               overhead and office expenses for the maintenance and
               upkeep by a Party of its facilities, whether or not the
               same are used to carry out any of the objectives of this
               Agreement; national and local taxes or other
               government assessments and fees; and travel expense,
               out-of-pocket expenses, and any other internal costs
               and expenses, including but not limited to, the fees of
               their respective technical and financial advisers,
               lawyers and/or accountants, directly incurred or
               committed by such Party for the performance of its
               obligations pursuant to this Agreement.

 

        (b) “Faculty Advisor” means the faculty member of the
               Higher Education Institution officially designated,
               appointed, or chosen to provide advice, guidance and
               support to the Student Organization in relation to its
               purpose and activities.  The Faculty Advisor shall be a
               full-time faculty member of the Higher Education
               Institution and shall have been designated, appointed
               or chosen as such according to the requirements and
               practices of the Higher Education Institution.  The
               Faculty Advisor must also be a regular or lifetime
               member of TSSP.

 

        (c) “Higher Education Institution” means [name of the
               university or higher educational institution], which has
               officially registered and recognized the Student
               Organization as a student organization therein. The
               Higher Education Institution should be a state
               university or duly accredited by the Commission on
               Higher Education (CHED) as a university or higher
               education institution.

 

        (d) “Material Fact” means one where, had one Party
               known of such fact either during the negotiation or at
               any time during the effectivity or term of this
               Agreement, the other Party would not have entered
               into this Agreement.

 

        (e) “Officers” means the President and Vice President of
               the Student Organization who are signatories to this
               Agreement and their successors. 

 

        (f) “Organization Documents” means the set of formal
               documents  consisting of the constitution, charter,
               articles of organization, bylaws and/or equivalent
               documents serving as the highest governing
               documents of the Student Organization, which
               generally include the Student Organization’s name,
               address, purpose, structure, officers, membership
               qualifications and internal rules.

 

 

        2.1 The Parties entered into this Agreement in order to:

 

               (a) Formally recognize and establish the affiliation of
                      the Student Organization with TSSP, subject to the
                      terms and conditions herein;

 

              (b) Foster collaboration between the Student
                      Organization and the TSSP in promoting and
                      undertaking transportation-related programs,
                      projects, activities and initiatives within and outside
                      the Higher Education Institution; and

 

               (c) Provide for the rights and obligations of the Parties
                      in relation to the affiliation.

 

        2.2 In interpreting this Agreement, it is the intention of
                the Parties to acknowledge and recognize their
                affiliation and that membership in the Student
                Organization is separate and distinct from
                membership in TSSP.  Nothing in this Agreement shall
                be construed as:

 

               (a) Manifesting any intent to create a parent
                      subsidiary, merger, joint venture, partnership,
                      agency, service or contractor relationship between
                      them; and

 

               (b) Making or considering the Student Organization
                      and/or its individual members as automatic
                      members of TSSP. Neither the Organization nor its
                      individual members shall, by reason of this
                      affiliation, be entitled to membership and
                      enjoyment of rights, titles and benefits granted to
                      TSSP members.  The individual members of the
                      Student Organization are nevertheless encouraged
                      to apply and become:

 

                           (i) student members of TSSP by applying directly
                                as such with the TSSP; or 

 

                          (ii) associate or regular members of TSSP by
                                 applying directly as such with the TSSP after
                                 graduating from the Higher Education
                                 Institution.

 

 

     3.1 Privileges of the Student Organization. As an affiliate of
             TSSP, the Student Organization shall enjoy the
             following privileges:

 

                  (a) Use of the TSSP logo for the Student
                         Organization’s official activities and business
                         purposes.  When used, the TSSP logo shall always
                         be placed side by side with the name or official
                         seal/logo of the Student Organization on the
                         Student Organization’s letterhead, stationery,|
                         documents, publications, directories, signages, and
                         website.

 

                 (b) Access to material resources, facilities, a                                                                 expertise as may be provided by TSSP.

 

                 (c) Preference and opportunity to be invited to,
                        participate in and collaborate with TSSP in
                        transportation seminars, conferences, projects and
                        activities.

 

     3.2 Responsibilities of  the Student Organization. The
             Student Organization and its individual members shall
             perform, undertake and be responsible for the  following:

 

                 (a) Conduct themselves in a responsible, respectable
                        and professional manner and in accordance with
                        such policies, rules, regulations and guidelines
                        (collectively the “Guidelines for Student
                        Organizations”) that the TSSP may issue from time
                        to time.

 

               (b) Comply with such policies, rules, regulations and
                      guidelines that the Higher Education Institution
                      may issue from time to time.

 

               (c) Uphold and protect the integrity and good name of
                      TSSP at all times.

 

               (d) Adopt and maintain the Model Organization
                      Document or Bylaws for student organizations, a
                      copy of which is hereto attached as Annex “A” or
                      one that is substantially similar to it.  TSSP reserves
                      the right to terminate the Agreement at any time if
                      the Organization Documents of the Student
                      Organization would not be aligned with TSSP’s
                      purpose, ideals, terms and policies.

 

                (e) Properly select only members who shall be: (i) of
                       good moral character; and (ii) are responsible and
                       respectable members of their community and
                       students of the Higher Education Institution.

 

                (f) Ensure that its individual members are made fully
                      aware of the Student Organization’s obligations
                      under this Agreement and ensure that they would|
                      abide and comply with them in good faith.

 

               (g) Within the 1st month of every academic year of the
                      Higher Education Institution, submit to TSSP the:

 

                      (i) Current Organization Documents of the Student
                           Organization;

 

                      (ii) Activity report of the past academic year, which shall
                            include the description of activities conducted and
                            accomplishments; and

 

                      (iii) Plan of activities for the current academic year, which
                              shall include the current list of officers, members and
                              Faculty Advisor, contact person and contact
                              information.

 

                 (h) Subject to Republic Act No. 10173 (also known as the Data
                        Privacy Act of 2012) and its Implementing Rules and
                        Regulations (IRR), provide any and all information and
                        documents reasonably requested by TSSP regarding the
                        Student Organization’s composition, plans and activities in
                        order for TSSP to properly evaluate the Student
                        Organization.

 

                   (i) Within the 1st month of every academic year of the Higher
                        Education Institution, pay the annual Student Organization
                        affiliation fee.  The payment of said affiliation fee shall not
                        in any way be regarded as or equivalent to payment of the
                        membership fee in TSSP.

 

     3.3 Failure to Comply with Responsibilities. If the Student
             Organization fails to or is unable to comply with any or all its
             responsibilities, representations, warranties and covenants
             under this Agreement, then it shall be considered inactive. If the
             Student Organization remains inactive for two (2) consecutive
             years, affiliation shall be withdrawn and an application for
             reactivation shall be required.

 

 

     4.1 Rights of TSSP. TSSP shall have the following rights:

 

                 (a) To receive information and updates on the Student
                        Organization’s status, affairs and activities.

 

                 (b) Have sole authority and control over all aspects of its
                        organization status, affairs, programs and activities.

 

                 (c) Terminate this Agreement due to the Student
                        Organization’s or its member’s misconduct, negligence or
                        failure to comply with any of the terms and conditions of
                        this Agreement.

 

     4.2 Responsibilities of TSSP.  TSSP shall have the following
              responsibilities:

 

                 (a) Provide guidance and support to the Student Organization
                        in programs and activities that they may mutually identify
                        and agree upon.

 

                 (b) Notify the Student Organization of any changes in TSSP’s
                        status that may directly affect the status and affairs of the
                        Student organization.

 

 

     5.1 The Student Organization and its Officers represent and
              warrant as follows:

 

                 (a) Student Organization is duly organized and validly existing
                        under and by virtue of the policies, rules, regulations,
                        requirements, guidelines and practices of the Higher
                        Education Institution, and has the authority to conduct its
                        affairs as presently being conducted.

 

                 (b) The Student Organization is in good standing with the
                        Higher Education Institution.

 

                 (c) The execution, delivery and performance of the terms
                        and provisions of this Agreement and the other documents
                        and instruments to be delivered pursuant and/or relevant
                        thereto:

 

                        (i) have been duly authorized by all necessary
                             organizational actions; and

 

                        (ii) will not violate or contravene any: (1) policy, rule,
                               regulation and guideline of the Higher Education
                               Institution; (2) provision of law or of any applicable
                               regulation, order or decree of any court, tribunal,
                               quasi-judicial agency or government instrumentality, or
                               conflict or be inconsist¬ent with or result in any breach
                               of any of the terms, covenants, conditions or provisions
                               of, or constitute a breach under any agreement or other
                               instrument to which it or its members is a party or by
                               which they may be bound or subject to.

 

                 (d) All orders, consents, approvals, or authorizations of the
                        Higher Education Institution and any governmental body,
                        agency, commission or board, if any be necessary for the
                        execution and delivery of this Agreement and other
                        documents and instruments relevant and/or to be
                        delivered pursuant hereto have been obtained or complied
                        with by the Student Organization and are in full force and
                        effect.

 

                 (e) The Faculty Advisor is a: (i) full-time faculty member of the
                        Higher Education Institution and has been designated,
                        appointed or chosen as such according to the
                        requirements and practices of the Higher Education
                        Institution; and (ii) regular or lifetime member of TSSP.

 

                  (f) The Student Organization has at least ten (10) members all
                        of whom are in good standing and currently enrolled in the
                        Higher Education Institution.

 

 

                 (g) The Student Organization is compliant with the Data
                        Privacy Act of 2012 and its IRR in relation to its collection
                        of Personal Data, and in obtaining the Data Subjects’
                        consent for the sharing of Personal Data with TSSP; and
                        that it has in place appropriate administrative, physical,
                        technical and organizational security measures that
                        protect Personal Data from Security Breach. Capitalized
                        terms used under this paragraph shall have the same
                        meaning attributed to them under the aforementioned law
                        and its IRR.

 

                 (h) They have not failed to disclose any Material Fact that may
                        affect the execution and performance and execution of this
                        Agreement during its effectivity or term.

 

                        (i) As of the date of this Agreement, the representation and
                             warranties provided in this Agreement are true and
                             correct in all material respects.

 

     5.2 TSSP’s Reliance on Representations and Warranties. The
             Student Organization and its Officers acknowledge that they
             have made the foregoing representations and warranties with
             the intention of persuading TSSP to enter into this Agreement,
             and that the TSSP has entered into this Agreement on the basis
             of, and in full reliance on, each of such representations and
             warranties.

 

     5.3 Survival of Representations and Warranties. The
             representations and warranties contained herein shall survive
             the execution of this Agreement and shall be deemed repeated
             every time this Agreement is renewed, extended or re-availed.

 

 

     6.1 Positive Covenants – During the effectivity of this Agreement,
             the Student Organization and its Officers shall:

 

                 (a) Only represent the Student Organization as a student
                        organization that is affiliated with TSSP, and not a
                        corporate member, subsidiary, representative, agent,
                        partner, service provider or contractor of TSSP.

 

                 (b) Maintain the legitimate, good and noble purposes for
                        which it has been established.

 

                 (c) Conduct its affairs in accordance with sound organizational
                        practices and good faith.

 

                 (d) Observe and comply with the policies, rules, regulations
                        and guidelines of TSSP and the Higher Education
                        Institution.

 

                 (e) Yearly renew and maintain its permit, registration and
                        recognition with the Higher Education Institution, and
                        shall at all times be in good standing.

 

                  (f) Establish and maintain good record keeping including
                        those pertaining to its membership, plans, activities and
                        programs.

 

                 (g) Allow the representative of the TSSP to visit and inspect its
                        premises and to its records subject to the limits provided
                        under relevant laws for the protection of personal and
                        confidential information.

 

                 (h) Execute and deliver such other papers and documents as
                        may be required by law, rules and regulations and as may
                        be reasonably requested by the TSSP to give full force and
                        effect to the provisions of this Agreement and the other
                        documents and instruments executed in connection
                        herewith.

 

     6.2 Negative Covenants – During the effectivity of this Agreement,
             the Student Organization and its Officers hereby cove¬nants
             that they shall NOT, without the prior written consent of TSSP:

 

                 (a) Represent the Student Organization to be TSSP or a
                        corporate member, subsidiary, representative, agent,
                        partner, service provider or contractor of TSSP.

 

                 (b) Allow any of its officers and members to represent
                        themself as a personnel, employee, representative, agent,
                        member, partner, service provider or contractor of TSSP.

 

                  (c) Enter into or be involved in any activity, conduct,
                        undertaking, agreement, or partnership that will be
                        detrimental to the Parties’ affiliation herein, in violation of
                        this Agreement, or prejudicial to TSSP.

 

                  (d) Amend its Organization Documents.

 

                  (e) Adopt Organization Documents or Bylaws that are
                        contrary to the good and noble purposes of the TSSP and
                        this Agreement.  However, Student Organization practices
                        may differ slightly due to the requirements of being a
                        student organization at the Higher Education Institution.
                        In the case of conflicting requirements, the intent of this
                        Agreement shall be mirrored on the Organization
                        Documents or Bylaws to the extent possible.

 

                  (f) Commit any act or enter into any
                        agreement or arrangement that would, directly or
                        indirectly, (i) violate its affiliation with TSSP; (ii) be in
                        conflict with the interest, purpose, ideals, position, stand or
                        policies of TSSP; or (iii) cause damage to TSSP.

 

 

     7.1 All business/trade/registered/corporate name, trademarks,
             logo, patents, service marks, copyrights and other intellectual
             property rights (collectively, “Intellectual Property”) of TSSP, as
             well as the Intellectual Property of its members, will remain
             its/their exclusive property notwithstanding the disclosure
             thereof by TSSP to the Student Organization. Neither the other
             Student Organization nor its present and past members shall
             assert any claim thereto and shall use such Intellectual Property
             strictly as set forth in this Agreement and only during the Term
             of this Agreement. The Student Organization and its present
             and past members shall not do any act or thing inconsistent
             with, or contrary to, the ownership of such Intellectual
             Property. The Student Organization and its present and past
             members shall take all precautions necessary to protect the
             Intellectual Property from infringement, damage, colorable
             imitation and other similar acts (collectively referred to as
             “Improper Usage”) and shall notify TSSP of such improper usage
             not later than five (5) days from the time they become aware of
             or discover such improper usage. 

 

     7.2 Notwithstanding the termination of this Agreement, additional
             Intellectual Property, including technical data, evaluations,

             reports, studies, and other work produced that may be created
             in the course of the Parties’ performance of their obligations
             under this Agreement and as a result of the Parties’ joint

             contributions (“Joint Work Product”) may only be used by the
             Student Organization upon prior written approval of TSSP.

 

8. Effectivity, Term and Termination. This  Agreement  shall  remain  in  effect  for  one  (1) year  from  the  date of signing  and  shall  automatically  renew  for  one  year  terms  beginning  May  1  of  each  year  and  ending  April  30  of  the  following  year,  unless  sooner  terminated for any reason by either party with a written to the other party. 

 

 

     9.1 Costs. Unless otherwise mutually agreed in writing by the
             Parties, each Party shall bear and be exclusively responsible for
             funding its respective Costs in relation to all activities and
             matters done or carried out in connection with this Agreement.

 

     9.2 Governing Law. This Agreement shall be governed by and
             construed in accordance by the laws of the Philippines, and
             venue  for  purposes  of  any dispute, claims,  or  litigation  shall
             be exclusively with the courts of _______________ City.

 

     9.3 Assignment. The Student Organization shall not assign any
             rights or obligations under this Agreement without the prior
             written consent of TSSP. Any such assignment by the Student
             Organization without the prior written consent of TSSP shall be
             void.

 

     9.4 Separability. If any part of the Agreement should be determined
             to be invalid, illegal, unenforceable, or contrary to Philippine
             law, rules or regulations,  that  part  of  the  Agreement  shall  be
             reformed,  if  reasonably  possible,  to  comply  with  the
             applicable  law, rules or regulations, and,  in  any  event,  the
             remaining  parts  of  the  Agreement shall be fully effective and
             operative insofar as reasonably possible.

 

     9.5 Waivers. No delay or omission on the part of TSSP in the
             exercise of any power or right shall impair any such power or
             right or shall operate as a waiver thereof nor shall any single or
             partial exercise of any such power or right preclude other or
             further exercise thereof or the exercise of any other power or
             right. All rights, powers and remedies of TSSP under this
             Agreement and related documents and shall be deemed
             cumulative, concurrent and non-exclusive with each other and
             with any and all other rights, powers and remedies now or
             hereafter available to the TSSP under Philippine laws, contracts
             or equity.

 

     9.6 Amendment – This Agreement and the terms and conditions
             hereof may not be changed, discharged, amended, modified or
             altered unless in writing and duly signed by an authorized
             representative of each of the parties.

 

     9.7 Force Majeure. Neither Party shall be liable nor deemed to be in
             default for any delay or failure in performance under  the
             Agreement  or  other  interruption  of  service  deemed
             resulting,  directly  or  indirectly,  from  acts  of  God,  acts  of
             public  enemy,  war,  accidents,  fires,  explosions,  hurricanes,
             floods,  failure  of  transportation,  strikes,  or  other  work
             interruptions  by  either  Party’s  members or personnel,  or  any
             similar cause beyond the reasonable control of either Party.

 

     9.8 No Employer-Employee, Agency, Partnership, Joint Venture,
             Contractor or Service Relationship. Neither TSSP, the Student
             Organization nor their members shall be considered employers,
             employees, agents, partners, or joint venturers, contractors or
             service providers of each other.

 

     9.9 Solidary Obligation. The Officers shall be solidarily responsible
             and liable for all the obligations of the Student Organization
             under this Agreement.

 

     9.10 Counterparts. This Agreement may be signed and executed in
             counterparts, all of which, taken together, shall constitute one
             and the same instrument.

 

     9.11 Entire Agreement. This Agreement constitutes the entire
             agreement between the parties and supersedes all prior
             agreements, understandings, and representations, whether oral
             or written.

 

IN WITNESS WHEREOF, the parties hereto have executed this Agreement on ___________________, 2023 in _____________________ City.

 

 

 

TRANSPORTATION SCIENCE SOCIETY OF [NAME OF STUDENT ORGANIZATION]

THE PHILIPPINES

 

By:                       

 

MA. SHEILAH G. NAPALANG [NAME OF PRESIDENT]

President President

 

By:

[NAME OF VICE PRESIDENT]

Vice President

 

 

 

Witnesses:

 

 

_________________________ _________________________

 

 

 

                                                 ACKNOWLEDGEMENT

 

Republic of the Philippines ) 

__________________ City ) S.S. 

 

BEFORE ME, a duly authorized notary public for and in the above-named jurisdiction, personally appeared on this __________________, 2023, the following, who are personally known to me and/or identified through competent evidence of identity and with community tax certificate/s, to wit:

 

Name | Competent Evidence of Identity 

(Type of I.D./I.D. No.) | Issued on/at | Valid Until

 

 

 

 

 

 

who acknowledged before me that their respective signatures on the instrument were voluntarily affixed by them for the purposes stated therein, and who declared to me that the said instrument is their free and voluntary act and deed and that of the corporation/entity represented, and are duly authorized to sign, if acting in a representative capacity. 

 

I further certify that this instrument refers to an Affiliation Agreement, consisting of _______ (___) pages, including this page wherein the acknowledgment is written, and has been signed by the herein parties and their witnesses.

 

IN WITNESS WHEREOF, I hereunto set my hand and affix my notarial seal on the date and at the place above written. 

 

 

 

Doc. No.  

Page No. 

Book No. 

Series of 2023.