Memo No.

2013-007 ____________________________________________________
To: National Executive Council/ Student Government or Council of Private/Public Veterinary Schools of the Philippines Subject: Search for the Next National Director, Representatives and Host School

The National Congress of Veterinary Medicine Students constitution should be revised and ratified in the next NCVMS convention. There will be three (3) series of nationwide veterinary student consultation. This is the LAST CALL for AMENDMENTS. Please read the PROPOSED NCVMS constitution (final draft) by yours truly, with consultation from a knowledgeable person in constitution-making. Please do a PROPER student consultation. We need your inputs in this matter. What are your proposed amendments? The amendments should be written in a FORMAL LETTER. The amendments should be sent at rj08mosaso@yahoo.com.ph or rj08mosaso@gmail.com . The deadline will be on January 24, 2014. All submitted amendments will be included in the agenda of our plenary session/general assembly for discussion. Thank you very much. See you at 10th NCVMS annual convention.

CONSTITUION AND BYLAWS OF THE NATIONAL CONGRESS OF VETERINARY MEDICINE

CONSTITUION AND BYLAWS OF THE NATIONAL CONGRESS OF VETERINARY MEDICINE STUDENTS (NCVMS)
PREAMBLE We, the students of veterinary medicine of the Philippines, recognize the vital role of veterinary profession to the society, to the nation and to the world, aim for the development and advancement of technology, knowledge and application in veterinary medicine and in animal health and science, believe in our responsibility to uphold and promote veterinary education as a course, seek to protect the welfare and interest of veterinary students and our immediate community, and aspire to settle our cultural differences (change: and aspire to unify our diversified cultures (CavSU))and install leadership among veterinary students, unite ourselves and promulgate this constitution and bylaws hereunder. Article I Name of Organization and Annual Convention Section 1. The organization shall be called National Congress of Veterinary Medicine Students. Section 2. The National Congress of Veterinary Medicine Students shall convene annually every February before or during the Veterinary Medicine Week, as stated in the Malacaan Palace Proclamation No. 1964. Article II General Provision Section 1. National Congress of Veterinary Medicine Students or NCVMS or congress or organization shall refer to the uniting organization of veterinary students nationwide. Section 2. Annual Convention shall refer to the annual gathering of veterinary students every February to conduct lectures on the field of veterinary medicine as well as hold the election of the officers of NCVMS for the next academic year. Section 3. General Assembly shall refer to the gathering of all member schools to discuss matters concerning the NCVMS. Section 4. Member school shall refer to the veterinary school which applied for membership and is a bona fide member of the congress for one academic year. __________________________________________________________________________________________
Revision by: Royd Joseph Mosaso, National Director 2013-14 With Consultation from: Ms. Marikris De Guzman, Graduate Councilor of UP Diliman NCPAG Student Council (National College of Public Administration and Governance)

Section 5. Member students shall refer to 3rd year to 6th year registered veterinary students whose names are submitted by their respective student government or student council upon application of membership. Section 6. National Executive Council or NEC shall refer to the highest governing and decision -making body of the congress. Section 7. Representative shall refer to an individual internally elected by their respective school to become an officer or part of National Executive Council. Section 8. Region shall refer to the three islands of the Philippines namely Luzon, Visaya s and Mindanao. Section 9. Body shall refer to all the member student who are present during the convention. Section 10. Host School shall refer to a member school which is chosen to host the convention. Article III Colour, Official Seal and Theme Song Section 1. The NCVMS shall have an official colour, logo and theme song. Section 2. The Colour that shall represent the NCVMS shall be gray which represents the course Veterinary Medicine. Section 3. The Seal of the NCVMS shall be the icon below:

a. The four squares shall represent the four thrusts that are veterinarians oath. These are representative for: Animal Health, Animal Compassion, Public Health Concern and Medical Knowledge; b. The blue, like water, which highlight the colour of the squares, shall represent the life that runs through the essence of a veterinarians call; c. The caduceus logo on the foreground of a Philippine map shall represent the scope of a veterinarians responsibility in this country; d. The colour red shall refer to veterinarians passion; and

e. The colour green shall be the veterinarians role in the conservation of environmental diversity. Section 4. The Theme Song of the congress shall be Beterinaryo, Propesyong may Puso which was originally written and sung by the Central Mindanao University- College of Veterinary Medicine (CMU-CVM) Chorale. The theme song shall be played and sung every opening and closing of the convention. Article IV Organizational Objectives The organization shall adhere to the following objectives: a. To gather and organize the veterinary students in the country; b. To provide a venue to communicate and unite in honour of the veterinary profession; c. To acquire and share new ideas, knowledge and technology related to veterinary medicine and animal health among fellow veterinary students; d. To create a National Executive Council of veterinary students who shall oversee the implementation and conduct of the congress; e. To train and develop veterinary students in the practice of the veterinary profession; f. To create discourses on various issues and concerns affecting the veterinary discipline and profession; g. To settle cultural differences (change: to unify our diversified cultures (CavSU)) and unite the students of veterinary medicine across the archipelago; h. To instill to every member our responsibility to the Filipino people; (DLSAU) (Comment: Kindly rephrase to make it sound more of an objective not significance or guiding principle Or please expound more on the idea because it sounds more of an introduction to an objective(UPLB)) i. To be an agent on promoting veterinary students welfare; and (DLSAU) j. To recognize the importance of the other veterinary organizations nationwide. (DLSAU) Article V Membership Section 1. The membership to the NCVMS is filed by the veterinary school/college annually. Section 2. The filing of membership is the responsibility of the veterinary schools Student Government or Student Council. Section 3. The application for membership shall be filed every start of NCVMS convention every year. Section 4. Membership fee is 1,000 pesos and should be paid before the start of the annual convention. The membership fee is different from other fees and dues like registration fee. Section 5. To become a member school, the student government or student council shall submit the list of 3rd year to 6th year REGISTERED veterinary students in their school, together with the application form, letter of intent, constitution and by-laws and the list of their school officers to the National Executive Council. They

shall automatically become members of NCVMS for one academic year. The list of registered veterinary students to be submitted shall have an approval or counter signature of the schools College Secretary, Dean or President. The submission should be annual. Section 6. The school which did not pay the membership fee cannot participate in the annual convention. (Change: The requirements and the payment are both important so The school which did not pay the membership fee and did not submit the requirements mentioned in Article IV Section 5 cannot participate in the annual convention.(UPLB)) Section 7. The National Executive Council shall release a receipt, a list of qualified and approved members and a certificate for the school. Section 8. Termination of membership applies to any student who shifts to another program, transfers to other institution and/or drops out of school. (BSU) (comment: What if the student transferred to another school under the same program/course?(UPB)) Article VI Rights and Privileges The following shall be the rights and duties of the members: I. Rights and Privileges of the Member Schools Section 1. All member schools are entitled to one voting power in all the decisions to be made in the congress. Section 2. All member schools are given one slot for a representative who can become an officer and represent their in the National Executive Council. Section 3. All member schools may use the name of NCVMS in their local activities. II. Rights and Privileges of the Member Students Section 1. All member students have the right to express their opinions and views regarding activities and issues surrounding the congress. Section 2. All member students are entitled to participate in the planning activity to be undertaken by the National Executive Council. Section 3. All members have the right to petition the proper authorities through the organization for redress of grievance, present views and opinions conducive to broad, sound and healthy thinking of vital issues concerning the welfare of the students. (BSU) Section 4. Every member has the right to be informed of the rules and regulations governing him. (BSU) Section 5. No member shall be subjected to exploitation, involuntary servitude or cruel and unusual punishment. (BSU) (comment: This is neither a right nor a privilege rather a rule on how the members must be treated(UPLB)) Section 6. Every member shall have free access on records, reports and other documents of the organization. (BSU)

Article VII Duties and Responsibilities of the Members The following shall be the duties and responsibilities of the members: a. To uphold the constitution and abide by its laws and matters decided upon by the organization. b. To pay the membership fee and other necessary dues. c. To support, join and help in the projects and activities of the NCVMS. d. To participate and encourage fellow students to attend in the annual convention. e. To uphold ethics in the practice of the profession. Article VIII National Executive Council Section 1. The National Executive Council shall have the following duties and responsibilities: a. Shall coordinate with the different sectors for worthy projects and activities; b. Shall link all the member schools and inform all the veterinary students nationwide of the projects and activities of the congress; c. Shall receive and distribute any amendments of this constitution; d. Shall see to it that the constitution is being followed; e. Shall serve as the elections committee during the election of the new set of officers; f. Shall be transparent with all of finances of the organization. g. Shall be democratic in all decisions (DLSAU) and; h. Shall initiate the implementation of all the decisions. (DLSAU) Section 2. The NCVMS shall have National Executive Officers which will be composed of the National Director, Vice Presidents Luzon, Visayas and Mindanao, Secretary General, Secretary for Budget and Finance, Secretary for Audit and Inventory (BSU), Public Information Officers and Representatives of the member schools. The position of Immediate Past Director shall be automatically given to the previous National Director who completed his/her term. The NEC and the Immediate Past Director shall hold the positions for one year (1). Section 3. The National Director shall have the following duties: a. Shall be the head of National Executive Council; b. Shall represent the organization in his/her official capacity as the National Director as the need arises; c. Sign all resolutions, communications and papers of the council; d. Shall initiate the implementation of all the decisions; (DLSAU) e. Shall preside the convention and meetings; and

f. Shall preside and facilitate the regular election of the congress. The National Director shall automatically be the head the Committee on Elections. Section 4. The Vice Presidents Luzon,Visayas, Mindanao, shall have the following duties and responsibilities: a. They shall assist the National Director in all matters where their assistance is required; b. In absence of National Director, any of the three can represent NCVMS or preside the meeting (change: In absence of National Director, any of the three can represent NCVMS or preside the meeting, provided that the NEC will elect whom among the three or in any case, the National Director will appoint who will represent him/her during his/her absence; (CavSU)) c. They shall coordinate all the activities and projects of the congress in their respective region; and d. They shall perform such other duties as the National Executive Council or the National Director may assign on them from time to time. Section 5. The Secretary General shall have the following duties and responsibilities: a. He/she shall keep the minutes of the proceedings of National Executive Council and the meeting of NCVMS; b. He/she shall receive and file all papers and correspondence of the organization; c. He/she shall certify all acts of the same; and d.He/she shall update the Directory of Veterinary Schools in the Philippines annually (CavSU); e. He/she shall keep the roster of the member students in each school annually (CavSU); f. He/she shall perform such other duties as the National Executive Council or the National Director may assign on him/her from time to time. Section 6. The Secretary for Budget and Finance (BSU) a. He/she shall be the custodian of all NCVMS funds; b. He/she shall keep the book of accounts, which shall be subject to monthly audit by the Secretary for Audit and Inventory; c. He/she shall have the authority to transact deposits and withdrawals upon the supervision of the National Director; d. He/she shall prepare financial statement or report at the end of the activity verified by the Secretary for Audit and Inventory, attested by the National Director; and e. He/she shall perform other lawful duties that the organization may authorize as long as it is in conformity with his/her function. Section 7. Secretary for Audit and Inventory (BSU) a. He/she shall examine and audit the expenditures of the organization; b. He/she shall countersign requisitions and disbursements by the Secretary for Budget and Finance or any other authorized officer; c. He/she shall check the validity of any collection being made before the final approval of the National Executive Council; d. He/she shall certify the legality of the expenses incurred by the organization; and e. He/she shall perform other lawful duties that the organization may authorize as long as it is in conformity with his/her function.

Section 8. The Public Information Officer or P.I.O shall have the following duties and responsibilities: a. He/she shall be responsible for the publicity of the congress; b. He/shall be the editor-in-chief of NCVMS Newsletter which shall be released every October. The NCVMS Newsletter is the official publication of NCVMS. It will be circulated in the member schools as well as potential partner organizations and the like. c. He/she may or may not have any background or experience on publication or (UP); journalism

d. Given the power to be the editor-in-chief of the NCVMS Newsletter, he/she may form an editorial board from member schools or any member students of the NVCMS to perform such duty; OR, may solicit help from the host/National Directors or Public Information Officers school/college editorial board/student publication to publish the NCVMS Newsletter, provided with the budget deliberated and approved by the (UP); e. He/she shall perform such other duties as the National Executive Council or the National Director may assign to him/her from time to time. Section 9. Representatives of the Schools shall have the following duties and responsibilities: a. Each representative shall coordinate all the activities and projects of the congress in their respective school; b. They shall act as the voice of the school they are representing (CavSU); and c. They shall perform such other duties as the National Executive Council or the National Director may assign to them from time to time. Section 10. The Immediate Past Director would be considered as a non-voting member of National Executive Council. He/she may or may not be a student during his/her term as Immediate Past Director but he/she can still join the meetings of NEC and in the deliberations during the convention. He/she shall have the following responsibilities: a. Shall serve as an adviser to the NEC; and b. May represent the organization upon the discretion of the NEC. Section 11. The NEC shall have at least two (2) meetings prior to the convention. Article IX Using the name of NCVMS Section 1. Every member school may use the name of NCVMS in their local activities as stated in Article VI, I, section 3. Activities may include as seminars, fora, lectures, fund raising activities and the like. Section 2. Member school should write a letter address to the NEC about their proposed activity which includes the objectives, details and beneficiaries. a. Budget proposal should be submitted in case that the member school will ask for financial support from the congress. b. Proper liquidation will be demanded from the member school who received financial assistance or who had fund raising activity. c. All of excess money should be return to the organization.

d. After the activity, the member school should submit a report and documentation to the NEC. Article X Funds and Disbursement (BSU) Section 1. All monetary collections such as fees, collectibles and other dues of the organizations shall be deposited at the bank or cooperative bank chosen by the National Executive Council. The bankbook of the organization shall strictly be under the custody of the Secretary of Budget and Finance unless irregularities occur then the NEC shall define who shall be the custodian. Section 2. Withdrawals can only be made with the signatures of the National Director and/or Secretary for Budget and Finance and/or Secretary for Audit and Inventory on a resolution made for that purpose. Section 3. All expenses incurred by the organization should be supported by official receipts and documents. Consistency between the disbursed budget and its allocation should be strictly observed. Section 4. The utilization of the organizations funds should be limited to the general concern and official matters of the organization and should never be allocated to personal interest or incentives only. Section 5. There shall always be a financial report of the activity and the Secretary for Budget and Finance duly certified by the Secretary for Audit and Inventory and noted by the National Director after an activity is accomplished. End-of-term reports on the financial status of the organization shall be published in the official publication. A monthly report shall also be made accordingly. Article XI The National Convention Section 1. The NCVMS shall convene every February as stated in Article I, Section 2 of this Constitution. Section 2. The length of the NCVMS convention and programs shall be decided upon by the National Director and the host school as stated in Article XII, Section 6. Section 3. The convention shall consist of lectures, fora and discussion on the field of veterinary medicine. It will also include general assembly for the member school and election of new officers. Section 4. During the convention, there will be general assembly to discuss matters concerning the NCVMS. a. The NEC shall determine the agenda of general assembly b. The revision of the constitution will be discussed during the general assembly. The discussion shall be facilitated by the National Executive Council. Section 5. Member students are the only ones who can and shall participate in all the proceedings, deliberations, and discussion. They should strive for consensus in every decision to be made. Section 6. The general assembly discourages the intervention of non-member persons in all the proceedings, deliberations, and discussion, but may allow so if the situation calls for it. The member students should strive for autonomy of NCVMS.

Article XII The Next National Director and Next Host School Section 1. Two (2) months before the convention, the National Executive Council shall send letters to all member schools address to the administration and student government or student council announcing the search for the next National Director and next Host School. Section 2. If the school is interested to host the next convention, they should find a representative student who will run as the National Director during the convention. To become the National Director or an officer of National Executive Council, he/she must be able to meet the qualifications stated in Article XIV, Section 4. Section 3. It is mandatory that all the member schools select one representative student to represent their school. The representative student shall signify intent to host the next convention or decline acceptance of hosting during the convention. Section 4. The body shall have the final decision on who will host the next NCVMS convention. There will be election to determine the next host school where member schools will be given one vote each. The school which will receive majority vote shall be declared as the next host school. Section 5. The next Host Schools representative will automatically become the next National Director. Section 6. It is the responsibility of the National Director and Host School to organize the convention. They shall have the prerogative on the length of NCVMS convention and the program content. Section 7. The Host School is discouraged to compete again as host the following year unless the necessity arises. The school may run again after one academic year to give opportunity to other schools to host the convention. Article XIII Vacancies and Replacements in the National Executive Council Section 1. All the positions in the National Executive Council may be vacated due to the following reasons: death, dismissal, resignation, permanent illness, or any other reason preventing him/her from performing the functions. Section 2. In the event of a vacancy, the National Executive Council should announce it to the member schools. Section 3. Upon the vacancy of National Directorship the following shall be done: a. First option is to ask the Host School if they are still willing to host even in the absence of the latter. If the school agrees, they shall internally elect an Acting Director. The position of National director shall not be filled up. b. Second option, if the supposedly Host School declines, the three Vice Presidents will internally elect the new National Director, thus his/her school will be the new Host School. c. Third option is to reopen the hosting of the convention to all member schools. The Vice Presidents shall find the new Host School. The new host will internally elect an Acting Director. The position of National director shall not be filled up. Section 4. The Acting Director shall have no same power as that of the duly elected National Director. His/her responsibility only is to coordinate the NCVMS convention in their school. The Vice Presidents are still the ones who took the responsibilities left by the National Director.

Section 5. Upon the vacancy of Vice Presidents, the Representatives of the Schools of the same region will internally elect their new Vice President. Section 6. Upon the vacancy of Secretary General, Secretary for budget and finance, Secretary for audit and inventory,(BSU) and P.I.O, the National Executive Council shall elect internally from the Representatives of the Schools for the vacant positions. Section 7. Upon the vacancy of School Representatives, the school should select a new Representative and submit the name to the National Executive Council. Article XIV Elections Section 1. Election of new officers is included as a part of NCVMS annual convention (change: Election of the new set of National Executive Council shall be held annually during the NCVMS annual national convention (CavSU)) Section 2. Each member school shall have one representative which will constitute the National Executive Council. Section 3. The representatives among them shall internally elect the Vice President Luzon, Vice President Visayas, Vice President Mindanao, Secretary General, Secretary for Budget and Finance, Secretary for Audit and Inventory (BSU) and Public Information Officer. Those who will not be elected for any position shall be called Representative of the Schools. Section 4. Qualification of Representatives/Officers: a. He/she must be in his 3rd to 5th year veterinary medicine student. b. He/she has shown good leadership skills and good track record. c. He/she can devote his time and efforts for the welfare of the organization. d. He/she must be able to serve for one year following the elections. e. He/she must not been found guilty of any misconduct with disciplinary notice from any act involving moral turpitude. f. He/she must be endorsed by the schools Student Council or Student Government. The schools are given the freedom to create an internal mechanism to select their School Representative. g. He/she should be physically and mentally fit. (BSU) Section 5. The new NECs term shall take effect after the end of the NCVMS annual convention. Section 6. Quorum shall mean 50% plus 1 of member schools present. Section 7. Majority vote shall refer to 50% plus 1 of the total number of member scho ols that are present and that are voting. Section 8. Elected officers may still run for organizational positions outside the congress (DLSAU).

Article XV Amendments Section 1. The constitution can be amended if there are proposals to amend from the member schools. Proposals for revision or amendments of any article or section of this constitution must be forwarded to the National Executive Council two (2) months before the scheduled national convention. Section 2. Upon receiving the proposal, the National Executive Council shall distribute and endorse the amendments to all the member schools for review and comments. Section 3. During the convention, the body shall discuss and deliberate on the proposed revision. Section 4. The revision of any part of this constitution requires majority vote of all the member schools present and voting. Article XVI Separability Clause (BSU) If any of the provisions of this constitution is declared invalid by any competent agency of Government (provided that the NCVMS officialdom shall have made an action and decision on the claim), the remainder or any provision not affected thereby shall remain valid and effective. Article XVII Transitory Provision (BSU) Section 1. The first election of this Constitution shall be on the month of February 2014 during the national convention. The succeeding regular elections shall be held annually every national convention. (comment: Not very clear. It is stated that every year, this constitution is going to be changed? Or is it recommending also for the flow of the next elections of NEC? (CavSU)) Section 2. The representatives of each school shall elect the NCVMS National Director, Vice Presidents for Luzon, Visayas and Mindanao, General Secretary, and PIO, prior to the first election. Section 3. The incumbent officers will be the regular officers for the SY 2013-2014 depending on the result of the ratification of this CBL.

Proposed Article XV11 Transitory Provisions (CavSU) Section 1. The first election of this Constitution shall be held on the month of February 2014 during the national convention Section 2. The succeeding regular elections of NEC shall be held annually every national convention as stated in Article XIV, Section 1 of this constitution. Section 3. The elections of the National Executive Council will still follow the provisions stated in Article XII for the National Director and Article XIV Section 4 for the Vice President for

Luzon, Visayas and Mindanao, Secretary General and Public Information Officer, prior the first election of this constitution. Section 4. The incumbent officers shall still hold their respective positions for the SY 20132014 depending on the result of the ratification of this constitution and by-laws Section 5. Upon ratification of this constitution and by-laws, the NEC shall move to elect the Secretary for Budget and Finance and the Secretary of Audit and Inventory. Article XVIII Effectivity This constitution shall commence upon its unanimous ratification by all the member schools.