December 2, 2024

Policies, Guidelines, and Process for Affiliation of Student Organizations

POLICIES, GUIDELINES AND PROCESS FOR AFFILIATION OF STUDENT ORGANIZATIONS

as of March ___, 2024

This document presents the policies, guidelines and process for affiliation of student organizations with the Transportation Science Society of the Philippines (TSSP).

1.0     Definitions   

     1.1     “Affiliation Agreement” means the written contract to be
                 signed by and between the Student Organization and TSSP,
                 which would provide the detailed terms and conditions of the
                 affiliation, and define their relationship.

     1.2     “Faculty Adviser” 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 Adviser 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
                 Adviser must also be a regular or lifetime member of TSSP.

     1.3     “Higher Education Institution” means 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.

     1.4     “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.

     1.5     “Student Organization” means the student organization
                 applying for affiliation with the TSSP.

2.0     Policy Declarations. It is the policy of the TSSP to:

     2.1     Contribute to the growth of transportation science and the
                 development of sustainable transportation systems. It
                 accordingly provides opportunities for the professional
                 growth of its members, and expands the pool of
                 transportation science experts through learning programs,
                 researches, and publications;

     2.2     Collaborate with students, teachers and institutions in order
                 to generate interest in transportation-related research  and
                 specialization in order to broaden knowledge and the pool of
                 experts;    

     2.3     Affiliate only with student organizations that:

                      (a)     have a mission, purpose and philosophy that are
                      aligned with the policies, purpose and values of the TSSP;
                      and

                      (b)     have already been duly organized, established and
                      recognized in the Higher Education Institution to which it
                      belongs.

     2.4     Establish affiliations that are continuing and dynamic; and
                 for this reason, the affiliation with any student organization
                 shall be subject  to continuing review, adjustment, open
                 communication and collaboration.

3.0      Process for Affiliation. A Student Organization wishing to
             affiliate with the TSSP shall file an application with the TSSP and
             would be evaluated following the requirements and process
             below.

     3.1     Application Requirements. The Student Organization
                 shall submit or deliver the following in support of its
                 application for affiliation:

                      (a)     written request for affiliation signed by its duly
                      authorized student representative and Faculty Adviser,
                      which shall include:

                             (i)     name of the Student Organization, address, contact
                            person/s and contact number/s;

                            (ii)    description of the nature, mission, purpose and
                           philosophy of the Student Organization;

                           (iii)    name of the Higher Education Institution to which it
                          belongs;

                           (iv)    date of official establishment and recognition of the|
                          Student Organization in the Higher Education Institution;

                            (v)     complete names of the Faculty Adviser/s, officers
                          and members with their respective contact numbers;

                           (vi)     list and description of activities conducted since the                              establishment of the organization; and

                          (vii)    list and description of activities planned to be
                        conducted in the present and immediately following year.

                      (b)     certification from the Higher Education Institution
                      declaring that the Student Organization is officially
                      registered and recognized as a student organization therein
                      as of the date of application;

                      (c)     copy of the Organization Documents;

                      (d)     payment of application fee of Php 1,000; and

                      (e)     such other documents that TSSP may reasonably
                      request to properly evaluate the application.

     3.2     At its sole option, TSSP may conduct interviews with the
                 Faculty Adviser, key officers or representative of the Student
                 Organization in order to clarify or obtain additional
                 information.

     3.3     Based on the information, documents and interviews
                 conducted, TSSP shall evaluate the application and inform the
                 Student Organization in writing on whether the application
                 would be approved or denied.

     3.4     If the TSSP approves the application, it shall sign an Affiliation
                 Agreement with the Student Organization that provides for
                 the detailed terms and conditions of the affiliation. The
                 signing of the Affiliation Agreement shall consummate the
                 approval by TSSP of the application for affiliation. The Student
                 Organization should thus carefully study the Affiliation
                 Agreement before proceeding with its application.  A copy of
                 the Affiliation Agreement is hereto attached as Annex “A”.

     3.5     Post-approval Requirements. If approved and to support its
                 continuing affiliation, the Student Organization shall submit
                 or deliver to TSSP the following within the 1st month of every
                 academic year of the Higher Education Institution:

                      (a)     current Organization Documents of the Student
                                 Organization;

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

                      (c)     plan of activities for the current academic year, which
                                 shall include the current list of officers, members and
                                 Faculty Adviser, contact person and contact
                                 information; and

                      (d)     payment of the annual Student Organization affiliation
                                 fee of Php 1,000.

4.0     Evaluation Criteria. The following constitutes the criteria for
            approval of application for affiliation and continuing affiliation:

     4.1     Alignment of the Student Organization’s purpose and
                 philosophy with TSSP’s mission, purpose and values.

     4.2     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.

     4.3     The Student Organization is in good standing with the Higher
                 Education Institution.

     4.4     In good standing, with registration and official recognition
                 with the Higher education Institution has not been
                 terminated, cancelled, revoked, suspended, or expired.

     4.5     It has adopted and maintains the Bylaws for student
                 organizations, a copy of which is hereto attached as Annex
                 “B”
or one that is substantially similar to it.

     4.6     It has a Faculty Adviser who 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.

     4.7     It has and will maintain at least ten (10) members all of whom
                 are in good standing and currently enrolled in the Higher
                 Education Institution.

     4.8     Impact of the Student Organization on its members, Higher
                 Education Institution, community and transportation
                 professional and scientific community.

5.0     Benefits of Affiliation. A Student Organization affiliated with
            the TSSP will enjoy the following privileges subject to the
            Affiliation Agreement to be signed between itself and the TSSP:

     5.1     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;

     5.2     Access to material resources, facilities, and expertise as may
                 be provided by TSSP; and

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

6.0     Amendments. These policies, guidelines and processes may be
            amended by the TSSP Board as needed and the amendments
            shall become effective on the date of approval or adoption