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TOPIC: Far Eastern University – Central Student Organization Information Dissemination System
I. GROUP MEMBERS:
Leader: Maverick Adelbert L. Sy
Assistant Technical Leader: Ivan Ray. T. Verzonilla
Secretary: Christian Joy C. Paz
Treasurer: Carlo R. Sampang
Gino E. Dela Cruz
Jenina Ruth M. Leyba
Jeb Aufred C. Nery
II. BACKGROUND OF THE STUDY:
A student society or student organization is a group operated by students at a university whose membership normally consists only of students. Student organizations play a strategic role in molding the intellectual and civic consciousness of students. They serve as fertile grounds that build and nurture the character and dynamisms of young people to search for the truth and contribute to the betterment of society. In effect, student organizations are the bridges that link the intellectual discourse in the classroom to the social realities and the demand of a human community for equity and justice. 
In Far Eastern University there are 51 recognized student organizations that respond to the different needs and interests of the students. Most of them have bulletin boards for information and recruitment purposes  . This study will look into the Far Eastern University – Central Student Organization (FEUCSO), the university’s mother organization. The role of FEUCSO is to promote student awareness about campus events. FEUCSO aims to manage and create projects and events are aligned with the mission and vision of the respective orgs, and the university in general.
The focus will be placed on Information Dissemination System – which is how FEUCSO makes projects and programs known to organizations and students as a whole. This study will compare and analyze FEUCSO with Ateneo de Manila University’s – Council of Organizations of the Ateneo (COA) as a control. Comparisons can thus be made regarding how similar or contrasting each school’s information dissemination systems are and the feasibility of an improvement on the current system can be.
III. PROBLEM STATEMENT
· There is poor communication between the two parties
Problems in coordination between the two sides are prevalent and often result in delays of projects or events planned.
· Meetings between the two parties are few and far between
Both parties do not meet regularly enough to form a check and balance between them.
· Apathetic students
A significant amount of students themselves are unmotivated about school events or activities.
· Many are unaware of FEUCSO projects
Students from across the university are likely to be aware of their respective institute’s programs if at all, however are almost unaware of FEUCSO’s projects.
· Dissatisfied with FEUCSO and respective Institute projects
A survey made by the Advocate had shown that a majority of students found the projects made to be ineffective .
· Students are not given enough projects to promote participation
A survey by the Advocate provided data that 75% of students believed that not enough focus on participation has been made in projects .
Within the Organization
· Disseminated information is not monitored thoroughly
Although there is some extent of information being distributed from the mother organization to respective student organizations, not enough thoroughness in making sure that the information has been effectively sent to the students themselves is not made
IV. ROOT CAUSES OF THE PROBLEM
· Inadequate recruitment of disseminating personnel
· Apathetic students
· Unity of the dual parties that represent the student organizations and mother organization
· Inadequate means of promoting posters
· Not enough thoroughness in making sure end-users are made aware
· Meetings only for pre-existing collaborated projects and not a preset regular meeting
· A proper check and balance system
V. RECOMMENDATION & BENEFIT
The study has shown that, the problem of information not being disseminated efficiency is not simply because of one factor, but a multitude of inter-related factors. In particular, the factor of the relationship between the mother organization and the student organization body is the initial impediment, which further connects to the organization body as whole with the student population.
1.Creation of Regular Meetings
Currently FEUCSO and student organizations meet in the House of Congress during times when projects are proposed in order to set goals and settle issues.
Create regular meetings in the established House of Congress between FEUCSO with student organization presidents in order to address this problem and make it known in order to create awareness the issue and to be able to regularly coordinate with each governing body with regards to activities and programs planned.
This allows for greater understanding among parties involved which will provide a suitable foundation for further actions planned. In this way, both parties are also able to regularly coordinate with each other, and not just meeting when projects are being planned and thought out.
2.Usage of the “Reply” system
The current system uses text messaging as a means of communicating information among parties involved; however there is no strict protocol with regards to actual confirmations whether the information was received properly or not.
Implement a “reply” system with the use of text messaging as a medium in order to fully confirm information delivery. This simply yet effective addition to the current system will provide a cheap solution to a very deep rooted problem of ineffective and inefficient information dissemination within each organization and towards other parties involved.
3.Adequate Check and Balance System
There are no true system of a strict check and balance system that will hold each officer accountable to their tasks.
Once there is an effective means of distributing and confirmation information reception, the third step is to create a check and balance system in order to create accountability among those tasked with disseminating information. In order to achieve this, another simple system of implementing a “buddy” system will be installed. This system will use 2 to 3 people groups assigned to a specific target recipient of information. Each group will be accountable to each other and thus need to remind each other of tasks at hand, restrictions regarding protocol on how sending of information is going to be done will be implemented to further streamline the system.
4.The CORE Group
The currently system for getting JMA members up to speed with events and projects made by JMA is through class beadles
The CORE Group system creates a further subgroup in each block. Each group will be divided into 15 to 20 people, headed by 2 to 3 COREs or group heads. As groups increase in size, the likelihood of them being active in discussions and asking more queries will be less, therefore decreasing the number of people per group will encourage more student involvement.
The CORE group will act as a small family, not simply disseminating information to the group members. 2 or 3 heads are selected per group inorder to apply the previously mentioned “Buddy” system, to further reinforce this proposed system.
VI. IMPLEMENTATION PLAN
For Bigger Image of Flow Chart Click Here
The process flowchart is designed to offer an algorithm or steps to take in order to effectively put this plan into action taking into account the possible occurrences during the process.
For Bigger Image of Improvement Chart Click Here
The improvement chart is designed to show how the process to be implemented will help the corresponding parties involved in the process. And show the general and specific benefits acquired from this proposal.
2. Institute Student Councils
3. Student Organizations
5. Far Eastern University
 Far Eastern University Student Handbook, 2009-2010
 50 student organizations, Wikipedia Encyclopedia
FEU Advocate, November-December 2009; Bol. XIII no. 5
An interview was conducted with the current president of the Ateneo Electronics and Computer Engineering Society (AECES), Gazelo D. Arcilla, V BS Electronics and Communications Engineering.
1. What is AECES all about?
The Ateneo Electronics and Computer Engineering Society (AECES) aims to equip its members with skills that will prime them to be in service to society. AECES does this through skills training, academic support and by providing opportunities to exercise leadership in an organizational environment.
2. What is COA all about?
The Council of Organizations of the Ateneo is an organization composed of all the Office of Student Activities (OSA) - accredited organizations in the Ateneo. COA fosters the unity of the student organizations, and together, the Council crafts overall strategies and policies cascaded down to the individual orgs.
3. What is the relationship between AECES and COA?
AECES is a member of COA.
4. How are activities/projects planned and made in AECES?
At the start of every year, a Planning Seminar (PlanSem) is carried out by the newly-elected Executive Board (EB). Goals are set and policies are crafted during PlanSem.
With the goals and policies set, one of the six departments’ Vice President (VP), together with his or her Assistant Vice President (AVP) propose the activities for the year. Planning and implementation is carried out by Project Managers and their core groups. The VPs and AVPs screen and select the Project Managers (PM), and the PMs are responsible in recruiting members of their core group.
5. How can COA possibly influence the planning process?
The EB ensures that the goals set for a specific year are in line with the goals of Ateneo and of COA for the same year. The organization also does its best to produce efforts that would uphold AECES’, COA’s and Ateneo’s Vision and Mission.
6. What are the projects done specifically by only COA itself?
COA’s Organizational Development Department (OD) and Training and Development Department (TD) offer each of the member organizations training and support in order to foster growth for each of the organizations.
COA’s Special Projects Department (SP) handle projects such as Recruitment Week (RecWeek), Blue Christmas and IgNation.
7. How is information disseminated from COA to organizations?
All the presidents of the organizations under COA comprise the COA Council of Representatives (COA CoR). COA’s Secretary General sends an email to the COA CoR. COA CoR then disseminates this information by forwarding this information to their organization’s electronic group.
Each organization in COA is also classified under one of nine clusters. AECES is under COA - Science and Technology Cluster, handled by a Cluster Head and Secretary-Treasurer. Information from COA are also disseminated to the organizations by sending a text message or email to the Cluster Head and Secretary Treasurer. The Cluster Head and Secretary Treasurer then disseminate this information to the presidents of the organizations under their cluster.
8. Is the method of information dissemination efficient in your opinion? Why or why not?
It is efficient - it allows the information to be sent to every member of every organization under COA while keeping the disseminators from excessive resource strain (most importantly time in creating and sending messages) and money (cell phone credits). However, it requires a “reply culture” to ensure successful dissemination of information.
9. What have been the steps taken in the past to improve information dissemination in COA (if known), and in AECES?
I was introduced to COA with the current information dissemination system already in place. I am unaware of past incarnations of COA’s info dissem system.
This year, we sought to implement and institutionalize a similar information dissemination system for sending information from the EB to the general body.
10. What means of information dissemination do you think should be done in order to further improve how information is made known in COA and AECES?
I am content with the system currently in place.
11. Has there been a previous study done with this topic that you know of?
12. Are you aware of how the system in FEU organizations and mother orgs are done?
Sadly, no I am interested in knowing FEU student organizations’ information dissemination systems (and the systems of student organizations from other universities) in an attempt to compare and improve on the current system that AECES currently is implementing.
13. Any other thoughts regarding AECES? COA? Organization Information Dissemination System?
Electronic means of information dissemination is the norm today, inside and outside of the organizational environment. It strikes my interest how organizations pre-texting craze were able to carry out their projects without the current iteration of the cellular phone.
There is an apparent problem in just how much the information penetrates the member base even as the project organizers and organization officers use these electronic means. Previous generations probably had to reply on phone calls and note passing, and phone calls then cost a whole than what is charged of us today. Reliance on the electronic movement is not a wrong idea - this is the natural flow we have to follow given advances in technology - but what changed? How were these older organizations able to carry out successful projects without the email and cell phone? I want to know because I want to identify just how much leadership styles have changed given these technological advances
An interview was conducted with the current secretary of the Far Eastern University Central Student Organization (FEUCSO), Angela Manuel, III BS Psychology.
- What is FEUCSO all about?
So, FEUCSO stands for Far Eastern University Central Student Organization, so from the name itself it simply says that it is the umbrella organization. It is not necessarily the supreme organization of all the other councils. Unlike other schools where supreme organizations have the authority to command the other organizations, but here in Far Eastern University what we have is the central which is the FEUCSO its an umbrella org, so it connects other organizations.
- What is the status of FEUCSO in the Campus Scene?
I’ve been in FEUCSO for two consecutive years already, I was first selected as auditor and then last year as secretary and based on my observation comparing it from before, including what the others told how FEUCSO was before, I think its progressing and the students are recognizing it more and is more popular than before. They are now benefiting more with the projects as compared to being passive last year, when they did not even know what FEUCSO is, so I’m happy with that.
- How can FEUCSO possibly influence the planning process?
Since FEUCSO is an organization, definitely it has its own organizational structure and regardless if we are considered as an umbrella organization we are still under another, higher organization which is OSACS. So if student councils are under their respective Institutes, we are directly under OSACS, all the projects that we do, we do it through brainstorming, we plan then make it into a formal project proposal and after that consult each member of FEUCSO then the adviser then submit to OSACS, then the dean endorses it already and submits to the administration, that’s the time we will have to wait whether the administration will approve it or not.
- How is information disseminated from FEUCSO to Student Councils and its academic organizations?
FEUCSO is consisted of 6 officers and from those officers we have what we call the PRO, basically info dissemination is the job of the PRO, but then we also have this what we call House of Congress which is chaired by the elected vice president of FEUCSO. Through this House of Congress, it is composed of the different Institute student councils, presidents and FEUCSO representatives, the information that will arrive will come from them. Let’s say for example, there’s a project to be done by FEUCSO and it concerns the other institute councils, so what we do, we conduct a meeting in the House of Congress and we disseminate the information to Institute council presidents and FEUCSO representatives, and then they do the info dissemination to their own institute levels. Regarding the university wide organizations, that’s really the purpose of the PRO so he/she does all the information dissemination.
- Is the method of information dissemination efficient in your opinion? why or why not?
Based on my own opinion, for this last batch of FEUCSO 2009-2010, I believe that the information dissemination that we used was very efficient and effective, primarily because our elected PRO came from IARFA, the Institute of Architecture and Fine Arts, major in Advertising, so basically she has the knowledge on how to do effective and efficient advertisement to others. And aside from that, we all know that there has been a lot of progress with regards to Facebook, Multiply and all other networking accounts, these helped a lot to disseminate information.
- What have been the steps taken in the past to improve information dissemination in FEUCSO?
So, during our administration 2009-2010, headed by Mr. Ramon Victor Roxas, before the school started, we already set our mind that our theme for the year would be youth mobilization through collaboration and open-mindedness. What we did was, we maximized all the available resources to be effective in disseminating information to the students, so we tried to collaborate with other student organizations; they helped a lot because they are the ones that really have the influence with the students, aside the usual posters, fliers, and advertisement to other programs of students. As what I mentioned before we also use networking accounts, so things are ok.
- What means of information dissemination do you think should be done in order to further improve how information is made known in FEUCSO?
Personally, I believe that the best way to disseminate information is through word of mouth because we cannot give all the details of all programs that we are doing to all students one by one, and with that basis, posters did help us a lot with regards to details, but with basic knowledge of the program even the title itself word of mouth is still the most effective. We did need the help of the student councils and we did not fail with that because we were able to build good rapport with them even before we started the school so that all the programs that we were planning were executed well. It was also important that the PRO assigned to the position regarding info dissemination is well known regarding that, because she has the last say whether this is the medium or media to be used.