PLATFORM

The Office of the Secretary-General has always been seen as a back-room, limited to
the administrative work of the Central Board. It is evident that the job of the
Secretary-General is to construct an efficient system for the documents, minutes of
the meeting and other important files. But there is still a very big room for change and
improvement for better management and involvement throughout the organization. I
expect to achieve this vision through the following:
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SYSTEMATIZING INFORMATION
The biggest concern is how to create a systematic way of gathering previous
pertinent information. The Office will not only prioritize gathering data, but keeping
people aware of what is happening internally as well. The constituents of ARSA need
to be more involved with what is going on inside.
To address this:
Newsletter - A newsletter in partnership with the VP of Communications
will be released on a monthly basis. To promote transparency, this should
include the summary of the minutes of the meeting of the Central Board.
Since people are more visual nowadays, the newsletter will prioritize infographics as compared to words.

Overall Database - An overall database will be established. We will

invest in acquiring significant documents that we can use as reference in
the future. This will be relevant to the incoming VP of Special Projects as
he or she can release this as future reference for the core teams. This will
be passed on from the incumbent VP SP to the incoming VP SP. An overall
data base of all the dormers, their room numbers and their local numbers
will also be available online for easier access.

Effective Tracker System - To track and monitor the attendance of the

members of ARSA, an effective tracker system must be established. All
activities will be monitored by respective event heads and persistently
submitted to the Secretary General as the year goes by. This will be put
together to be laid out in one master file so by the end of the year, there
will be an accurate reference to the activeness of a certain member.

OPPORTUNITY TO MANAGE MATERIALS

Since ARSA has an excess of materials from previous projects, it is important that
we utilize them so as not to put them to waste. Usually, the materials and equipment
are just left for storage in the ARSA Headquarters and as a result, do not get fully
maximized.
To address this:
Inventory of Materials - A clear list of the materials available and its
number will be presented for everyones general view. Those who need
to borrow or use them may do so by filling up a sheet. The sheet will
consist of the name, purpose and number left of that specific material.
Log Sheet - To ensure that the cleanliness of the Headquarters is wellARSA General Elections SY 2014-2015

maintained, there will be a log sheet that will be posted by the door. The
log sheet will contain time in, time out and the person in charge of the
meeting that was held. Strict implementation will render the person in
charge responsible to make sure that the room is left in proper order.

Use of the Printer - The printer must only be used by the Central Board
members for CB purposes. There will be a password to make sure it will
not be used for other individual academic purposes. (E.g. papers,
reports)

LAUNCHING THE ACADEMIC CALENDAR

One of our biggest concerns is the shift in the academic calendar. The Loyola
Schools will be starting on the month of August. With this impactful change that is
about to take place, there must be a substantial revamping of our dorm calendar.
Every dormer must be informed with the changes regarding start and end of classes,
academic breaks, Orientation Seminars and several more.
To address this:
Coordination with Loyola Schools - The Office of the Secretary General
will coordinate with the LS Department to obtain relevant information. The
calendar will be released online and in paper to be distributed to the dorm
community at the start of the new school year.

Monthly Calendar - Not only will there be a calendar consisting of

general information, but a specific one consisting of dorm activities such
as tentative dates for Special Projects, incoming talks and workshops in
cooperation with TraDe, etc. This will be released monthly in the respective
bulletin boards and online through ARSA Info Board.

IGNITING MEMBER INVOLVEMENT

It is also time for ARSA to invest in their very own text blast system. The
Office of the Secretary-General will propose a budget for this. The sender, being ARSA
will text the constituents general announcements (E.g. Suspension of classes). This
will also be used to raise awareness for the different activities. A text on the day of the
event, talk or workshop itself will encourage the dormers to be conscious of the
details of the event. The closer to the event they are informed, the better.
DEVELOPING AN EXECUTIVE TEAM
As mentioned in systematizing information, the newsletter will be published
monthly in collaboration with the Communications Department.
To address this:
Executive Team - The information will be composed by the team under
the office of the Secretary-General. This will consist of approximately five
people who can gather and write the data. The team will work together
with the creative group under the VP of Communications for the visuals:
info graphics, charts and other methods to keep people aware.

ARSA General Elections SY 2014-2015