Constitution and By-laws of the Organization

Articles of Association

Constitution and By-Laws of the Organization

 

ARTICLE I: NAME OF THE ORGANIZATION

Section 1: The organization shall be called ARTISTANG ARTLETS.

Section 2: Itshall, however, be called the Official Theater Guild of the Faculty of Arts and Letters.

Section 3: Therefore, the organization shall be completely, formally, and officially called ARTISTANG ARTLETS, The Official Theater Guild of the Faculty of Arts and Letters.

 

ARTICLE II: DECLARATION OF PRINCIPLES

Section 1: We believe in the artistic and theatrical inclinations and abilities of the students in the Faculty of Arts and Letters in pursuit of further developing and honing the artistic awareness both inside and outside of the Artlet community.

Section 2: We are committed in promoting theater as an alternative educational means which will challenge the intellect and awaken the sensibilities of the faculty and students of Arts and Letters.

Section 3: We believe that theater is a legitimate art form dedicated to the task of presenting quality entertainment, thus providing meaningful experiences among audiences.

Section 4: We believe in theater as a mediator between faculties and students in building meaningful and beneficial exchanges for the betterment of both parties.

Section 5: We believe that theater is an effective means of showing compassion through reaching out to the less fortunate not only through presenting socio-relevant plays but through socio-civic outreach programs as well.

Section 6: We believe in molding the leadership potentials and capabilities of every member of the organization to enable them to become responsible and competent individuals and model citizens.

 

ARTICLE III: GENERAL PRINCIPLES

Section 1: The organization shall adhere to the principles and policies of the Faculty of Arts and Letters.

Section 2: All activities shall be under the approval of the Administration of the Faculty of Arts and Letters and of the University.

 

ARTICLE IV: GENERAL OBJECTIVES

Section 1: To serve as a community through which culture and the arts can be innovated.

Section 2: To further hone the talents and potentials of the Artlet community.

Section 3: To capture the elusive Filipino soul and to portray the slices of life through the medium of theater.

Section 4: To be the official representative of the Faculty of Arts and Letters in various civic, artistic, cultural, and theatrical activities.

Section 5: To promote goodwill and healthy relationships among the Artlet students and faculty.

Section 6: To develop critical thinking, keen observation and in-depth analysis among members to cultivate intellectual growth while at the same time nurturing their finest sensibilities.

 

ARTICLE V: SPECIFIC OBJECTIVE

Section 1: To present entertainment and educational stage plays of exceptional quality.

Section 2: To hone the theatrical abilities through a series of workshops and symposia.

Section 3: To train the members in the field of production covering theater arts and events management.

Section 4: To actively participate in various collegiate, university‐wide, and external artistic and cultural affairs.

 

ARTICLE VI: ELECTION PROCEDURES

Section 1: COMELEC

  • 1.1 The COMELEC shall be composed of outgoing senior Artistang Artlets officers and members.

Section 2: Qualifications

  • 2.1 ARTISTIC DIRECTOR

+ A. He/she should have served the organization for at least three years.

+ B. He/she should have proven his/her artistic mettle by having participated as director, production designer, technical director, stage manager, dramaturge or head of any artistic committee under production design, technical design and stage management in at least 3 productions either major or minor.

+ C. He/she should not have violated any section in Article XI.

+ D. He/she should not have failing grades before and during his/her term.

+ E. He/she should not have a deficiency of at least 6 units and should be a regular student with a load of at least 18 units.

+ F. He/she must not be an officer of any other organization.

  • 2.2 ADMINISTRATIVE OFFICER

+ A. He/she should have served the organization for at least three years.

+ B. He/she should have experienced handling administrative functions and/or participated as production manager or head of any production committee such as marketing/solicitation, captive audience, publicity/promotions or layout in at least 3productions either major or minor.

+ C. He/she should not have violated any section in Article XI.

+ D. He/she should not have failing grades before and during his/her term.

+ E. He/she should not have a deficiency of at least 6 units and should be a regular student with a load of at least 18 units.

+ F. He/she must not be an officer of any other organization.

  • 2.3 TECHNICAL DIRECTOR

+ A. He/she should have served the organization for at least three years.

+ B. He/she should have proven technical skills by having participated as technical director or head/staff under any technical committee in at least 3 productions either major or minor.

+ C. He/she should not have violated any section in Article XI.

+ D. He/she should not have failing grades before and during his/her term.

+ E. He/she should not have a deficiency of at least 6 units and should be a regular student with a load of at least 18 units.

+ F. He/she must not be an officer of any other organization.

  • 2.4 PRODUCTION DESIGNER

+ A. He/she should have served the organization for at least two years.

+ B. He/she should possess talent in visual arts and/or participated as production designer or head/staff of any production design committee such as set, props, costume and/or makeup in at least 3 productions either major or minor.

+ C. He/she should not have violated any section in Article XI.

+ D. He/she should not have failing grades before and during his/her term.

+ E. He/she should not have a deficiency of at least 6 units and should be a regular student with at least 18 units.

+ F. He/she must not be an officer of any other organization.

  • 2.5 SECRETARY

+ A. He/she should have served the organization for at least two years.

+ B. He/she should have clerical skills pertinent to a secretarial position.

+ C. He/she should not have violated any section in Article XI.

+ D. He/she should possess good oral and written communication skills.

+ E. He/she should not have failing grades before and during his/her term.

+ F. He/she should not have a deficiency of at least 6 units and should be a regular student with a regular load of at least 18 units.

+ G. He/she must not be an officer of any other organization.

  • 2.6 TREASURER

+ A. He/she should have served the organization for at least two years.

+ B. He/she should have basic knowledge in bookkeeping.

+ C. He/she should not have violated any section in Article XI.

+ D. He/she should not have failing grades before and during his/her term.

+ E. He/she should not have a deficiency of at least 6 units and should be a regular student with a regular load of at least 18 units.

+ F. He/she must not be an officer of any other organization.

  • 2.7AUDITOR

+ A. He/she should have served the organization for at least two years.

+ B. He/she should have basic knowledge in auditing.

+ C. He/she should not have violated any section in Article XI.

+ D. He/she should not have failing grades before and during his/her term.

+ E. He/she should not have  a deficiency of at least 6 units and should be a regular student with a regular load of at least 18 units.

+ F. He/she must not be an officer of any other organization

  • 2.8 P.R.O. EXTERNAL

+ A. He/she should have served the organization for at least two years.

+ B. He/she should have a background of public relations and should have worked as a publicity, promotions, or layout head/staff in at least two productions.

+ C. He/she should possess good oral and written communication skills.

+ D. He/she should not have violated any section in Article XI.

+ E. He/she should not have failing grades before and during his/her term.

+ F. He/she should not have a deficiency of at least 6 units and should be a regular student with a regular load of at least 18 units.

+ G. He/she must not be an officer of any other organization.

  • 2.9 P.R.O. INTERNAL

+ A. He/she should have served the organization for at least two years.

+ B. He/she should have a background of public relations and should have worked as a publicity, promotions, or layout head/staff in at least two productions.

+ C. He/she should possess good oral and written communication skills.

+ D. He/she should not have violated any section in Article XI.

+ E. He/she should not have failing grades before and during his/her term.

+F. He/she should not have a deficiency of at least 6 units and should be a regular student with a regular load of at least 18 units.

+ G. He/she must not be an officer of any other organization.

Section 3: Pre-Election Procedures

  • 3.1 The outgoing Artistang Artlets officers shall provide a list of qualified members who will be nominated in the upcoming election. The qualifications are based on article VI, section 2 provision.
  • 3.2 The COMELEC shall organize an election orientation, which is required to be attended by all the members of Artistang Artlets particularly the new members of the organization.

Section 4: Election Date

  • 4.1 The election date should be decided by the Artistang Artlets officers.
  • 4.2 Attendance in the date given should be at least 75% of the total members of the organization.
  • 4.3 Failure to attend the scheduled election date will result to forfeiture of:

+ A. right to vote

+ B. privilege to nominate and be nominated

+ C. privilege to be appointed as Liaison Officers

Section 5: Failure of Elections

  • 5.1 Failure of elections should be declared by the COMELEC if the required total no. of voters is not met.

Section 6: Election

  • 6.1 Election Procedures will be decided accordingly by the outgoing senior Artistang Artlets officers and members.

 

ARTICLE VII: MEMBERSHIP

Section 1: There shall be an apprenticeship period for one semester for all incoming members so as to observe their performance and test their dedication to the principles, objectives, and ideals of the org Failure to comply with the said principles and/or objectives, apprenticeship will be extended for another semester; if failure to do so would mean forfeiture of apprenticeship.

Section 2: Members of the Artistang Artlets are those who:

  • 2.1 Are bonafide college students of the University of Santo Tomas belonging to the Faculty of Arts and Letters.
  • 2.2 Are able to pass the screening conducted and approved by the officers of the organization. Only an applicant with following qualifications should be screened:

+ A. Must be artistically inclined and theatrically conscious.

Section 3: Honorary members are those who are:

  • 3.1 Members who have discontinued schooling in the university but renewed their membership in the organization.
  • 3.2 Members who have shifted a course or program in other colleges in the university but renewed their membership.
  • 3.3 For the honorary members, they are expected to be active in the activities of the organization, failure to comply, the officers have the right to forfeit their membership.
  • 3.4 Only the Artistic Director and the Administrative Officer have the right to admit honorary members.

 

ARTICLE VIII: BILL OF RIGHTS

Section 1: All members have the right to vote.

Section 2: All members have the right to be informed and be heard regarding organizational matters.

Section 3: Members have the right to file before the officers their recommendations, suggestions, grievances, proposals, etc., concerning organizational matters.

Section 4: Members have the right to explain, express, and defend their side before the officers and members in cases of disciplinary action.

Section 5: All members have the right to avail and utilize Artistang Artlets’ properties subject to consideration of organizational by-laws.

Section 6: All members shall be given direct access to the organizational files and records unless otherwise deemed confidential by the officer

Section 7: All members have the right to actively participate in all Artistang Artlets’ activities, events, and happenings.

Section 8: All members have the right to become a part of the screening committee that will be responsible for the selection of the organization’s future members.

Section 9: Artistang Artlets will issue a memorandum of agreement which is needed to be signed by any affiliation who wants to collaborate for a production et al. No memorandum of agreement, no collaboration.

 

ARTICLE IX: DUTIES AND RESPONSIBILITIES OF MEMBERS

Section 1: All members must be aware of their duties and responsibilities and will be liable for the consequences of their actions. Any violation committed by a member will be subjected to disciplinary action upon the discretion of the officers.

Section 2: All members are required to attend all Artistang Artlets general assemblies and all Artistang Artlets meetings.

  • 1 Members who failed to attend three (3) consecutive general assemblies without a valid reason would mean forfeiture of membership.

Section 3: All romantic relationships between members are tolerated but not accepted. Public display of affection or any form of vulgarity will cause subject for termination, which will be decided by the Artistic Director and Administrative Officer.

Section 4: All members should not have a failing grade. Failure to comply will be subjected to disciplinary action upon the discretion of the officers.

 

ARTICLE X: ORGANIZATIONAL STRUCTURE

Section 1: The organizational structure shall be composed of two (2) bodies: one is the artistic and the other, administrative, working inclose coordination with one another to serve as one cohesive coordinating body for all members.

Section 2: Officers of the Artistang Artlets are bonafide members who:

  • 2.1 Are bonafide students of the University of Santo Tomas belonging to the Faculty of Arts and Letters.
  • 2.2 Are members who have served the organization for at least two (2) consecutive semesters.
  • 2.3 Are members who have not been subjected to any disciplinary measures implemented by the faculty and/or the university.
  • 2.4 Are members who exhibit leadership ability, artistic knowledge, keen interest, aptitude, good conduct, sound working attitude, and firm commitment towards the organization’s best interest.

Section 3: Officers can either be electedor appointed.

  • 3.1 The Artistic Director, Administrative Officer, Technical Director, Production Designer, Secretary, Treasurer, Auditor, P.R.O. Internal and External are the only positions that must undergo an election to assume office. They shall serve for one year and may be re-elected.
  • 3.2 Appointive positions are the two (2) Liaison Officers and one (1) Executive Assistant of the Administrative Officer. They shall serve depending on their preference and/or the confidence of the Artistic Director and the Administrative Officer.
  • 3.3 The artistic body will be headed by the Artistic Director composed of the Technical Director and Production Designer.
  • 3.4 The administrative body will be headed by the Administrative Officer, which under the Office of the Artistic Director composes the following: Secretary, Treasurer, Auditor, P.R.O. Internal and P.R.O. External and two (2) Liaison Officers and one (1) Executive Assistant of the Administrative Officer.

 

ARTICLE XI: GENERAL DUTIES AND RESPONSIBILITIES OF OFFICERS

Section 1: All officers should be aware of their duties and responsibilities and will be liable for the consequences of their actions.

Section 2: All officers should perform their duties and responsibilities to the best of their abilities with no selfish intentions whatsoever and conflict of interest.

Section 3: All officers are required to attend all Artistang Artlets’ general assemblies, officer’s meetings, and production meetings.

  • 3.1 Two (2) consecutive absences with no valid reason would mean suspension for one (1) semester both as an officer and the position handled in the production.

Section 4: All officers should inform the organization in writing of their intention of leaving whether temporarily or permanently.

Section 5: All officers should be properly and completely informed of all organizational matters.

Section 6: All officers should protect the interest, uphold and defend the dignity of the organization.

Section 7: All officers represent the organization’s name, therefore, they should maintain proper decorum and etiquette at all times.

Section 8: All officers can delegate duties and responsibilities as deemed proper for as long as they are liable to the consequences of such delegation.

Section 9: Officers should discuss among themselves any proposal, suggestions, recommendations, and other decision-making matters thoroughly.

 

ARTICLE XII: FUNCTIONS OF THE OFFICERS

Section 1: The Artistic Director has the following functions:

  • 1.1 He/She shall oversee all matters pertinent to his/her position as head of the organization.
  • 1.2 He/She shall see to it that the goals and objectives set forth for the growth and development of the organization are carried out as properly and effectively as possible.
  • 1.3 He/She shall take charge of the artistic aspect of the organization.
  • 1.4 He/She shall draw up the kinds of productions to be staged for a particular season during his/her term.
  • 1.5 He/She shall decide who will compose the artistic staff of the organization’s productions.
  • 1.6 He/She shall be responsible in nurturing the artistic potential and abilities of the organization’s members.
  • 1.7 He/She shall have the power to direct assignments, duties, and responsibilities to his/her fellow officers if deemed necessary.
  • 1.8 He/She shall have the power to suspend and terminate any officer or member found guilty of violating the rules and regulations of the organization.
  • 1.9 He/She shall be the only one who will call the general assembly and officer’s meetings.

Section 2: The Administrative Officer has the following functions:

  • 2.1 He/She shall preside over the administrative aspect of the organization.
  • 2.2 He/She shall work in close coordination with the Artistic Director and shall perform other duties as the Artistic Director may direct.
  • 2.3 He/She shall take the place of the Artistic Director upon his/her absence or incapacity.
  • 2.4 He/She shall be responsible for drawing up the organization’s non-artistic activities, events, and projects.
  • 2.5 He/She shall head the production pool and is entitled to call production meetings if deemed necessary.
  • 2.6 He/She shall decide who will compose the administrative staff of the organization’s productions.
  • 2.7 He/She shall be responsible in tapping the capabilities and potentials of the members concerning administrative functions.
  • 2.8 He/She shall have the power to suspend and terminate any officer or member of the administrative and/or production staff guilty of violating the rules and regulations of the organization.

Section 3: The Technical Director has the following functions:

  • 3.1 He/She shall oversee the functions of the Production Designer.
  • 3.2 He/She shall assist the Artistic Director and shall perform such other duties as may be assigned to him/her by the Artistic Director.
  • 3.3 He/She shall be held accountable for the maintenance of the technical equipment of the organization.
  • 3.4 He/She shall be responsible for the technical growth of the members of the organization.
  • 3.5 He/She shall oversee the technical rehearsal of every production.

Section 4: The Production Designer has the following functions:

  • 4.1 He/She shall be responsible for designing and carrying out the production design of the organization’s activities.
  • 4.2 He/She shall be responsible for the approval of the production design of every production.
  • 4.3 He/She shall maintain and protect the set, costumes, and props used in the organizational productions.
  • 4.4 He/She shall be responsible in tapping the capabilities and potentials of the members in terms of production design.
  • 4.5 He/She shall perform other duties as the Artistic Director and Administrative Officer may direct.

Section 5: The Secretary has the following functions:

  • 5.1 He/She shall perform such functions inherent to the secretarial post such as processing and keeping official documents and papers for the organization, like the following:

+ A. Minutes of the officer’s meetings, general assemblies and production meetings.

+ B. Attendance sheets

+ C. Recognition papers

+ D. Production papers

+ E. Progress reports

+ F. Constitution and by-laws

+ G. Accomplishment reports

+ H. Artistang Artlets directory

+ I. Production notes

+ J. Leave of absence letters

+ K. And other necessary papers

  • 5.2 He/She shall perform such other duties as may be delegated to him/her by the Artistic Director and Administrative Officer and may render services to the other officers if deemed necessary.

Section 6: The Treasurer has the following functions:

  • 6.1 He/She shall take charge of all the financial aspects of the organization.
  • 6.2 He/She shall dispurse all authorized expenses and keep an itemized account of expenditures.
  • 6.3 He/She shall submit a financial report of every organizational activity and an annual financial statement of account for the Artistic Director and Administrative Officer, noted by the Adviser, approved by the Dean of the Faculty of Arts and Letters, and to be submitted to the Office of Student Affairs and Community Services.
  • 6.4 He/She shall be held accountable for any production or any activity within his/her term of office.
  • 6.5 He/She shall work closely with the Auditor.
  • 6.6 He/She shall perform other duties as the Artistic Director and Administrative Officer may direct.

Section 7: The Auditor has the following functions:

  • 7.1 He/She shall check and audit all finances of the organization.
  • 7.2 He/She shall work closely with the organization’s Treasurer.
  • 7.3 He/She shall assist the Treasurer in their work.
  • 7.4 He/She shall perform such other duties as the Artistic Director and Administrative Officer may direct.

Section 8: The Public Relations Officer (External) has the following functions:

  • 8.1 He/She shall function as an information officer with regard to the external affairs of the organization.
  • 8.2 He/She shall take charge of disseminating information to the Artlets community through the use of different strategies.
  • 8.3 He/She shall establish healthy working relationships with other organizations both inside and outside the university.
  • 8.4 He/She shall file a record of contact persons regarding external affairs.
  • 8.5 He/She shall take charge of public announcements, press releases, posters, teasers, community development activities, etc.
  • 8.6 He/She, together with the P.R.O. Internal shall be responsible for the publicity and promotions of the organization’s production and activity.
  • 8.7 He/She shall perform such other duties as the Artistic Director and Administrative Officer may direct.

Section 9: The Public Relations Officer (Internal) has the following functions:

  • 9.1 He/She shall function as an information officer with regard to the internal affairs of the organization.
  • 9.2 He/She shall file a record containing an updated and accurate directory of all members (old member, honorary members, and apprentices) and advisers of the organization.
  • 9.3 He/She shall be responsible for informing all members of the different activities of the organization.
  • 9.4 He/She shall establish a harmonious atmosphere within the organization.
  • 9.5 He/She shall be in charge of arranging the Artistang Artlets’ Bulletin Board.
  • 9.6 He/She shall perform such other duties as the Artistic Director and Administrative Officer may direct.

Section 10: The Liaison Officer has the following functions:

  • 10.1 He/She shall follow-up important letters and documents.
  • 10.2 He/She shall perform such other duties as the Artistic Director and Administrative Officer may direct.

Section 11: In cases of resignation, the secretary shall set an election for the vacant position. However, if the secretary shall resign from his/her position, the Administrative Officer shall set the election for the vacant position.

Section 12: In cases of vacancy for a particular position, the Artistic Director upon his/her discretion may appoint or have a special election in coordination with the Administrative Office

  • 12.1 Special elections shall be facilitated by the COMELEC as referred to Article VI.

 

ARTICLE XIII: ADVISER

Section 1: He/She shall be chosen by the Dean of the Faculty of Arts and Letters upon the recommendation of the incoming officers.

Section 2: He/She shall guide, direct, clarify, advise, and support the organization regarding its activities and in realization of their goals.

Section 3: He/She shall render moral support and values among the members and officers of the organization.

Section 4: He/She shall approve, reject, and give suggestions for any proposed activity of the organization.

 

ARTICLE XIV: FUNDS

Section 1: Funds that will be collected shall consist of the following:

  • 1.1 Registration Fee for membership renewal.
  • 1.2 Application Fee for new members.
  • 1.3 Sponsorship/Generated money from the organization’s projects.

Section 2: All funds of the organization shall be deposited to a reputable bank through the account of Artistang Artlets.

Section 3: No withdrawal transactions shall be made without the approval of the Artistic Director and Administrative Officer.

Section 4: No reimbursement shall be made without the original BIR registered official receipt and/or necessary papers.

 

ARTICLE XV: MEETINGS

Section 1: There shall be an officer’s meeting at least three (3) days before the general assembly. Agenda for the general assembly must first be discussed thoroughly and completely during the officer’s meeting.

Section 2: Any officer concerned should meet with the adviser to discuss proposed future activities.

Section 3: A General Assembly may be called to discuss proposed future activities and shall be presided by the officers.

Section 4: Special and/or emergency meetings may be called by the Artistic Director.

Section 5: Production meetings should not be a part of the general assembly and officer’s meeting agenda but exist as a separate meeting that discusses the organization’s productions.

 

ARTICLE XVI: EFFECTIVITY

Section 1: This constitution shall take effect upon its ratification.

Section 2: This constitution shall be submitted to the faculty adviser/s, dean, regent, and the Office of Student Affairs (OSA).

 

ARTICLE XVII: TRANSITORY PROVISION

Section 1: All pertinent documents of the preceding school year shall be submitted before the end of the school year.

Section 2: Outgoing officers should turn over their duties and responsibilities to the incoming officers a month after the election date.

Section 3: All outgoing officers should transfer and surrender all financial matters to the incoming officers specifically the Treasurer and Auditor.

Section 4: Outgoing officers should make a complete inventory of all Artistang Artlets equipment, materials, and properties before turning it over to the incoming officer

 

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