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
