NEGROS OCCIDENTAL PRIVATE SCHOOLS

SPORTS CULTURAL EDUCATION ASSOCIATION

OPERATIONS MANUAL
Drafted 2013
 TABLE OF CONTENTS
I. INTRODUCTION
II. MESSAGE FROM THE PRESIDENT
III. HISTORY
IV. CONSTITUTION AND BY-LAWS
V. GENERAL GUIDELINES
VI. COMMITTEE GUIDELINES
1. COMMITTEE ON EDUCATION
2. COMMITTEE ON CULTURE
3. COMMITTEE ON SPORTS
4. COMMITTEE ON FINANCE & RESOURCE GENERATION
5. COMMITTEE ON OUTREACH PROGRAMS/SOCIO-CIVIC & RELIGIOUS AFFAIRS
6. COMMITTEE ON ORGANIZATIONAL ADVANCEMENT & ASSET DEVELOPMENT
7. COMMITTEE ON PUBLIC RELATIONS/EXTERNAL AFFAIRS
VII. APPENDICES
1. MEMBERSHIP APPLICATION FORM
2. MEMBERSHIP APPLICATION EVALUATION FORM
3. APPROVAL OF APPLICATION FOR MEMBERSHIP
4. WELCOME LETTER TO NEW MEMBERS
5. APPOINTMENT LETTER
6. ENTRY FORMS – CULTURAL EVENTS
7. ENTRY FORMS – SPORTS EVENTS
8. CURRENT OFFICERS
9. NOPSSCEA HYMN
10. CALENDAR OF ACTIVITIES
I. INTRODUCTION
It was during the term of Dr. Rosario J. De Guzman (2010 – 2012) that the need for an Operations
Manual for NOPSSCEA was raised. She advised the Committees on Sports, Culture, Education and
Finance to come up with guidelines. Except for the Committee on Sports, wherein, the Manual on
Rules and Regulations was approved and duly signed by the members of the board, the rest of the
committees had yet to submit their own.

The present set of NOPSSCEA officers felt the same way and so on November 30 and December 1,
2012, the board members held a strategic planning. The Vision, Mission and Core Values were
reviewed and Goals were clarified. The Committees on Culture, Education and Finance drafted their
own operational guidelines. The secretary was tasked to consolidate the outputs to include the
administrative area and thus, this material.

NOPSSCEA is a very dynamic organization. Through the years, it has evolved to a stronger and more
institutionalized entity. However, we, the current members of the board still feel that this Manual of
Operations is just a seed – a seed planted on the soil of varied learning experiences – for the next set
of board members to grow – thus improving its form and substance.

II. MESSAGE FROM THE PRESIDENT

III. HISTORY
I. BRIEF HISTORY OF NOPSSCEA

The Negros Occidental Private Schools Sports Cultural Educational Association

(NOPSSCEA) was organized in 1980 with the merger of the Negros Occidental Private
Schools Athletic Association (NOPRISAA) and Negros Occidental Collegiate Athletic
Association (NOCAA). The primary purpose was to combine all the sports associations
of the Private Schools in Negros Occidental but this was expanded to include the culture
and educational activities. It’s worthy to note that NOPSSCEA preceded the Ministry of
Education Culture and Sports in the inclusion of sports under one body by a few years.
The founding president of NOPSSCEA was Bro. Rafael Donato.

Today, NOPSSCEA’s contribution to Negros Occidental and Western Visayas Sports

could not be taken for granted because for many years NOPSSCEA has contributed about
60 – 70% of the Negros delegation to the Palarong Pambansa.

NOPSSCEA has likewise contributed many athletes that donned the National uniform
in International Competitions in Football, Track & Field, Swimming, Volleyball,
Basketball, Sepak Takraw, Softball, Table Tennis, Cycling, Golf, Shooting and Archery.

NOPSSCEA has a dream – TO PRODUCE AN OLYMPIC MEDAL WINNER FROM

NEGROS OCCIDENTAL. This can only become a reality if all member schools will
combine their talents and resources to pursue this Olympic DREAM.
 II. CONSTITUTION AND BY-LAWS
ARTICLE I
Name
Section 1. Name- The name of the Association shall be the NEGROS OCCIDENTAL PRIVATE SCHOOLS
SPORTS CULTURAL EDUCATIONAL ASSOCIATION, INC. Otherwise, known as NOPSSCEA, a non- stock,
non-profit corporation.

ARTICLE II
Office and Seal
Section 1. Office- The principal office of the association shall be located at the NOPSSCEA Building, PANAAD
Park, Mansilingan, Bacolod City, Negros Occidental, Philippines.

Section 2. Seal- Four diagonal box forming a triangle, each topped with a ring, with the word NOPSSCEA
underneath, shall be the corporate seal of the association. The diagonal bars and rings represent four levels,
namely: Pre- elementary, Elementary, Secondary (Junior High School and Senior High School) and
Tertiary. (notes: define the meaning of the logo – the bars from small to big---represent the levels… the
triangular shape representing…the rings represent the ….preparing students for life’s race…denotes
readiness- forward looking ---bar & the ring represents each person--

ARTICLE III
Nature and General Objectives
Section 1. Nature- The organization shall be open to all private schools in Negros Occidental that either have a Pre-
elementary, Elementary, Secondary and Tertiary levels.

Section 2. Vision and Mission- The organization’s vision and mission are as
stated:
Vision
We envision NOPSSCEA to be the lead organization of private schools in
Negros Occidental that develops and nurtures stakeholders to be better
citizens. (notes: change the vision … expanding the org… be a voice,
venue for private schools on some social issues…creating impact) channel.
conduit, convergence…avenue, *elevate & expand… (song-writing
contest..upbeat with catchy tune & lyrics easy to memorize and sing)

Mission
We commit to intensify partnership and collaboration among
member schools through education, culture, sports, and social
responsibilities. outreach programs.
Section 3. Core Values- The core values of the organization shall be the
following: (sports: teamwork; culture: nationalism; education: excellence;
social responsibility: compassion) SCENT ---Spirituality, Compassion,
Excellence, Nationalism, & Teamwork
1. Professionalism, trustworthiness, respectfulness
2. Teamwork
3. Flexibility and good governance
4. Pro-activeness and innovation
5. Equity and access

Section 4. General Objectives- The general objectives of the

association are as follows:
1. To foster unity and cooperation among private schools in Negros
Occidental; and
2. To enhance the holistic development of school administrators,
teachers, students and personnel.
3. To develop social awareness and responsibility among member
schools.
4. To instill spirituality and values in all the affairs and activities of
the organization.

ARTICLE IV
Board of Trustees
Section 1. The governing body of NOPSSCEA is the Board of
Trustees elected by the General Assembly of School Administrators.
Section 2. The Board of Trustees is the policy- making body of the
organization and shall make and interpret policies in all aspects of the
organization’s life.
Section 3. The officers of the association shall be a President, a Vice-
President, a Secretary, a Treasurer and an Auditor and ten others which shall
include the immediate past President who shall be a regular member of the
Board of Trustees. They shall be elected by the Board of Trustees from among
themselves.
Section 4. In addition, the following committees shall be organized to ensure
the successful implementation of the programs of the association:

a. Committee on Finance
b. Committee on Education
c. Committee on Culture
d. Committee on Sports
e. Committee on Outreach Programs
f. Committee on Organizational Advancement
g. Committee on Press Relations
h. Committee on Socio- Civic and Religious Affairs
i. Committee on Resource Generation

Section 5. Any elected member of the Board of Trustees who is no

longer connected with the school he/she represents shall cease to be a
member of the Board.

Section 6. The Board of Trustees shall have the authority to fill this vacancy
upon the recommendation of the school concerned.

Section 7. The appointed member of the Board of Trustees filling the vacancy
shall only serve the unexpired term.

ARTICLE V
Functions and Powers of the officers

Section 1. The president shall be the Chief Executive Officer of the

association. In addition to the duties as such, he shall preside in all
meetings of the Board of Trustees and those of the members of the
association. He shall execute all resolutions and/ or decisions of the
Board of Trustees. He shall be charged with directing and overseeing
the activities of the association. He shall appoint and have control
over all employees of the association, review and approve expense
vouchers. Together with the treasurer of the association, he shall
present to the Board of Trustees and the members an annual budget
and, from time to time as may be necessary, supplemental budgets. He
shall submit to the board as soon as possible after the close of each
fiscal year, and to the members of each annual meeting, a complete
report of other activities and operations of the association for the
fiscal year under his term (June 1- May 31).
Section 2. The Vice –President shall exercise all powers and perform
the duties of the president during the absence and incapacity of the
latter and shall perform duties that may be assigned by the Board of
Trustees.

Section 3. The Secretary shall give all of the notices required by these
by-laws and keep the minutes of the members and of the Board of
Trustees and of all meetings of all committees, in a book for the
purpose. He shall keep the seal of the association and affix such seal
to any paper or instrument requiring the same. He shall have custody
of the correspondence files. He shall maintain the members’ register.
He shall also perform all such other duties and work as the Board of
Trustees may from time to time assign to him.
Section 4. The Treasurer shall have charge of the funds, receipts and
disbursements of the association. He shall keep all money and other
valuables of the association in such bank or banks as the Board of
Trustees may designate. He shall keep and have charge of the books
of accounts which shall be open to inspection by any member of the
Board of Trustees, whenever required, an account of financial
condition of the association and of all transactions made by him as
Treasurer. He shall also perform such other duties and functions as
may be assigned to him from time to time by the Board of Trustees.
He shall post a bond in such amount as may be fixed by the Board of
Trustees.

Section 5. The Auditor shall examine financial records and audit

money. He shall also perform other functions as may be provided for
by the Board of Trustees.

Section 6. The corporate power of the association shall be exercised,

its business conducted and its property controlled by the Board of
Trustees.

ARTICLE VI
Term of Office
Section 1. The officers of the association shall hold offices for two school
years/ academic years and until their successors are duly elected and qualified.
Such officers may be re- elected for one term only in the same office.

Section 2. The term of office of the elected Board of Trustees shall take effect
in June following the election.

ARTICLE VII
Membership and Dues

Section 1. All private schools in Negros Occidental are eligible for

membership in the association following the qualifications for membership
such as the recognition of programs granted by the Department of Education,
Technical and Education Skills Development Authority and Commission on
Higher Education and other such qualifications as determined by the Board of
Trustees.
Section 2. A member shall be represented by its School Head or any authorized
representative duly endorsed in writing by the school head.

Section 3. A member shall have the following duties and responsibilities:

a. To obey and comply with the by-laws, rules and regulations that maybe
promulgated by the association from time to time;
b. To attend all meetings that may be called by the President;
c. To pay membership dues and other assessments of the association.
Section 4. A member in good standing shall have the following rights:
a. To exercise the right to vote on all matters relating to the affairs of the
association;
b. To be eligible to any elective or appointive office of the association;
c. To participate in all deliberations/ meetings of the association
d. To avail of all the facilities of the association upon approval of the
president;
e. To examine all the records or books of the association during business
hours.

Section 5. Yearly institutional membership and students’ membership fees will

be collected from member schools, the amount of which shall be determined
by the Board of Trustees with due consultation.

Section 6. Only schools which pay the corresponding NOPSSCEA institutional

membership fee and at least 50% of the student annual dues on the Tertiary
level not later than July 31 and the remaining balance before the start of the
NOPSSCEA Season are considered members in good standing for the current
school year/ academic year. Member schools which fail to remit their
membership dues on the deadline will be fined according to the assessed
institutional fee. However, an extension of two weeks will be given for the
settlement of their dues. Non-payment of yearly student fees may deprive
them of their participation in NOPSSCEA activities.
Section 7. Any member school which has resigned, or has taken an indefinite
leave of absence and decides to reinstate as a regular member shall re-apply for
membership in writing. Re-admission for membership shall be decided by 2/3
votes of the Board.

ARTICLE VIII
Meetings

Section 1. The general assembly of school administrators shall be held once a

year at the principal office of the association or any other venue decided by the
Board of Trustees on the first quarter of the school year/ academic year.

Section 2. Special meetings may be called by the President when deemed

necessary.

Section 3. The Board of Trustees shall meet regularly every month at the
NOPSSCEA office, the date and time to be determined by the Board.

Section 4. A simple majority constitutes a quorum.

ARTICLE IX
Funds

Section 1. The funds of the association shall be derived from admission fees,
annual dues and special assessments of members, gifts, donations, endowment
and other fund- raising activities.

Section 2. Every member of the association shall, in addition to the

membership fee, pay dues and/ or assessments that may be imposed by the
association from time to time.
Section 3. Withdrawal from the funds of the association, wether by check or
any other instrument shall be signed by the Treasurer and countersigned by the
President. If necessary, the Board of Trustees may designate other signatories.

Section 4. Disbursement of funds must be monitored, supervised, and managed

by the treasurer and the finance committee.

Section 5. The fiscal year of the association shall be from April 1 June 1st to
March 31 May 31st of each year.

ARTICLE X
Elections

Section 1. Elections shall be held every other year in March during the
NOPSSCEA Foundation Day and General Assembly of school
administrators called for this purpose.
Section 2. Voting shall be done by secret ballot.

Section 3. Only School heads or any authorized representative, duly endorsed

in writing by the School Head can vote.

Section 4. School Head or any authorized representative, duly endorsed in

writing by the School Head can be elected as member of the Board of
Trustees.

Section 5. Only School Heads or their duly authorized representatives who are
present during the Election can be nominated.

Section 6. All nominations should come from the member- schools in good
standing.

Section 7. A COMELEC of three members will be chosen by the Board of

Trustees.
Section 8. All nominations shall be submitted to the COMELEC.

ARTICLE XI
Amendments of the By-Laws
Section 1. These by-laws, or any provision thereof, maybe amended or
repealed by majority vote of the Board of Trustees and ratified by a 2/3 vote
of the members in attendance at any regular or special meeting duly called for
the purpose.

ARTICLE XII
Application and Effectivity

Section 1. This Constitution and By-Laws shall take effect immediately

following the ratification of the members subject to the approval of the
Securities and Exchange Commission.

Adopted this 6th day of March 2012 by the members of the Negros Occidental
Private Schools Sports Cultural Educational Association during the General
Assembly of School Administrators held in Bacolod City, Philippines.

III. COMMITTEE GUIDELINES

 1. COMMITTEE ON EDUCATION

A. Rationale
The Committee on Education was conceptualized in response to one of the functions of
the NOPSSCEA which is to enhance the standards and quality of education in the Province of
Negros Occidental.
The COE is headed by a Chair who is elected by NOPSSCEA Board Members during the
General Assembly of School Administrators.
There are nine (9) Commissioners, one for each of the four (4) levels: Pre-Elementary
Level, Elementary Level, Secondary Level, and Tertiary Level and one for each of the five (5)
areas, namely: Administration, Library and Guidance, Research and NOPSSCEA Publications.
The Chairman of the COE leads in the preparation of the Program of Activities and
Budget not later than the opening of the School Year and presents these to the NOPSSCEA
Board for approval in the month of May.
The nine (9) Commissioners are chosen by the Chair of the COE from among the school
heads and teachers representing their respective levels and areas. They should come from
schools which are in good standing.
The Chair and Commissioners will serve a term for two (2) years. However, any of the
Commissioners can be removed and replaced for due cause.

B. Objectives
The objectives of the COE are to:
1. Prepare a Professional Development Plan for School Administrators, Teachers and Non-Teaching
Personnel aligned to their respective needs;
2. Conduct seminars and workshops in all levels of educational setting to promote learning and
sharing of the best possible learning opportunities for school administrators, teachers and non-
teaching staff;
3. Encourage the exchange of expertise, ideas and resources among private schools in the province
across levels and areas;
4. Strengthen the research capability and skills of School Administrators and teachers;
5. Conduct a province-wide research study on topics in the different levels and areas;
6. Provide teachers and non-teaching staff the opportunity to work with each other to learn new
strategies and to try out different approaches in and out of the classroom;
7. Enhance the presentation skills of school administrators and teachers;
8. Conduct educational trips to outstanding schools which are awardees of national or regional
contests; and
9. Encourage visits to museums, historical landmarks and other points of educational interest.
 2. COMMITTEE ON CULTURE
RULES AND REGULATIONS

In order to achieve better management, coordination and cooperation in conducting LITERARY-

MUSICAL competitions organized by the NOPSSCEA Committee on CULTURE among the
NOPSSCEA member schools, the following rules and regulations are hereby adapted:

1. CULTURAL COMPETITIONS

1.1 The NOPSSCEA Cultural Competition shall be conducted in three levels (Elementary,
Secondary, and Tertiary) among private schools which are regular and active members of
NOPSSCEA. The competition shall be conducted every school- year. The NOPSSCEA
Champions in different events shall represent and carry the name of NOPSSCEA in the
Provincial Meet (Basic Education) and higher levels of competitions.

1.2 The NOPSSCEA Board may decide to participate or not in any provincial, regional, national or
international competitions.

2. PARTICIPATING SCHOOLS

2.1 Only official NOPSSCEA member schools of good standing shall qualify to participate in
NOPSSCEA Literary-Cultural Competitions. NOPSSCEA member schools of “good-standing”
are those schools that pay their NOPSSCEA dues regularly and actively participate in the
NOPSSCEA- sponsored activities.

3. VENUE AND DATE OF COMPETITIONS

3.1 The different venues and dates of the NOPSSCEA Annual Cultural Competitions shall be
decided by the Committee on Culture with concurrence by the NOPSSCEA Board.

4. LITERARY- MUSICAL EVENTS

4.1 In all NOPSSCEA- sponsored cultural competitions the following are events to be
contested:

ENGLISH/ FILIPINO DECLAMATION Elementary

High School
College

VOCAL SOLO OPM/ CLASSICAL Elementary

High School
College

FOLK DANCE Elementary

High School

College
 IMPROMPTU SPEECH High School
College

DANCE SPORTS College

SPECIAL EVENTS:
POP DANCE
DRUMBEATING

4.2 Subject to the approval of the NOPSSCEA Board, other events may be added in the NOPSSCEA
Cultural Competitions provided there are at least SIX (6) participating schools.

5. ELIGIBILITY

5.1 BASIC EDUCATION

5.1.1. Academics: The CONTESTANT must be a bona fide student of the school.

5.2 COLLLEGIATE LEVEL

5.2.1. Academics:
5.2.1.a. The athlete must be enrolled in the current school year with an academic
load of at least 15 units in the 1st semester and at least 12 units in the 2nd semester
or at least 12 units / term (trimester).
5.2.1.b. The athlete must have passed at least 60% of the total academic load enrolled
in the preceding semester, including summer, if enrolled in less than 9 units. NSTP
shall be included in the computation.
If enrollment was officially withdrawn in the 2nd semester of the previous school year,
the 1st semester grades shall be used as the basis for the computation.
5.2.1.c. A graduating student with less than 15 units is eligible provided he/ she is certified
by the School Registrar as a candidate for graduation within the school year of the
competition. Certification shall be issued only once.
5.2.1.d. A Baccalaureate degree holder, except when enrolled in the LIACOM program, is
not eligible to compete in any sports event.

5.2.2 Residency: Refers to two (2) consecutive semesters or consecutive one(1) semester and
summer school with nine(9) academic units.
5.2.2.a. An entering freshman, defined as a high school graduate who has not enrolled in a
recognized tertiary institution, shall not be subject to the rule on residency.

5.2.2.b. A transferee from a non-member school must complete one(1) year of residency
before he/ she is eligible to play.
5.2.2.c. A transferee from a NOPSSCEA member school is ELIGIBLE to play provided,
he/she was not varsity athlete in the school where ho/she was previously enrolled.
 5.2.2.d.A transferee athlete from a NOPSSCEA member school who competed in team
events is ELIGIBLE to play in individual dual events.
5.2.2.e. A transferee athlete may be selected to represent NOPSSCEA in the provincial,
regional and national athletic competitions. He/she may be allowed to compete as
guest player in individual/ dual events or try-out in team events in order to comply with
prescribed eligibility rules.

5.2.3 Playing years- number of years an athlete is eligible to represent the school.
The athlete shall have a maximum of five (5) playing years within a period of seven (7)
years.
Counting starts right after High School graduation whether or not he/she is enrolled in
college.

6. CREDENTIAL AND DOCUMENTS

6.1 BASIC EDUCATION

6.1.1 ENTRY FORMS should be submitted on or before the scheduled deadline of

submission to the COC.

6.2 COLLEGE LEVEL

6.2.a. Official Transcript of Records or Certification of Grades and units earned in the previous
and current semester from the date of enrollment in the school duly signed by the School
Registrar.
6.2.b. Two (2) ID pictures: One for the picture gallery and one for the entry form
6.2.c. ACR and Study Permit duly signed by the school registrar ( for foreign students)
6.2.d. Authenticated copy of Form137 or High School Card (F 138) for athletes not enrolled in
college immediately after high school graduation.)

7. ENTRIES

7.1 Each NOPSSCEA member school in good standing shall be allowed to participate in all cultural
events in all levels and divisions.

7.2 All official entries with signatures of the Registrar/ Principal and COC must be submitted to the
Committee on Culture on or before the scheduled deadline of submission.

7.3 The student is only allowed to participate in one literary and one musical event

7.4 No contestant shall be allowed to perform unless cleared by the Screening Committee.

7.5 With regard to the number of players/athletes per sports/event, ground rules based on the current
international rules for such sports or athletic event shall govern.
 8. CONDUCT OF COMPETITION

Participating schools are grouped into three. A qualifying round will be conducted. The top
three winners in each qualifying round will compete in the final round. The champion during the
final round will represent NOPSSCEA during the Provincial Meet.

9. PROTEST and COMPLAINTS

9.1 PROTEST
9.1.a. All protests must be filed with the COMMITTEE ON CULTURE constituted
for the purpose.
The protest, supported by documents, shall be filed in writing by the duly authorized COC
and signed by the Principal/ Director of the school within 24 hours after the competition.

9.1.b All decisions of the COMMITTEE on CULTURE Shall be subject to review by the
NOPSSCEA Board, whose decision shall be final.

9.2.e A school official, student, or parents or anybody who shall create or provoke any trouble
in the NOPSSCEA Cultural Competition before, during or after the competition, may be
banned from joining any competition for the duration of the competition for the school
year and shall be subject to disciplinary action by the school where he/ she is affiliated.

12. AWARDS AND RECOGNITION

First, second, third (qualifying round)

Dance Fest (5 trophies)

13. COMMITTEE ON CULTURE (COC’s)

13.1 The NOPSSCEA Committee on CULTURE shall be composed of duly representatives

(COC’s) from each official member schools which shall be headed by the chairman and assisted
by the coordinator.

13.2 The NOPSSCEA Committee on Culture Chairman/Coordinator shall preside over all meetings of
the Committee on Culture and shall render an annual report of annual activities of the Committee
on Culture.

14. SCREENING COMMITTEE

14.1 In all NOPSSCEA Cultural Competitions, the Committee on Culture must organize and
constitute a Screening Committee.
14.2 The NOPSSCEA Committee on Culture Screening Committee may be composed of at least 5
members, with the NOPSSCEA Committee on Culture Chairman or his appointed representative
as Chairman.
14.3 The Screening Committee shall examine the credentials and documents to determine the eligibility
of contestants. All COC’s are required to pre-screen respective credentials before submission
to the Screening Committee Chairman.
14.4 The Screening Committee shall prepare a list of deficiencies and list of contestants who are not
eligible to participate in the Cultural Competitions prior to the start of the competition.
COMMITTEE ON JUDGES
 A Committee on judges shall be created (see Screening Committee)
 The Committee shall present the list of Judges to the COC’s for approval.
 The Board of Judges shall be composed of 3/5 qualified professionals /experts / specialists in the
different events being contested during the qualifying/ final round.
 The Committee is also responsible for sending out invitations and takes charge of the
accommodations and makes a follow up…..

COMMITTEE ON TABULATION

 Shall be composed of 5 members

 Participating schools shall not be one of the tabulation committee.
 Ranking may be released after the announcement of winners, but to the COC’s only….
 Only the Tabulation Committee is allowed in the tabulation table
 The Tabulation Committee, Chairman, Coordinator and judges are allowed to see the
result prior to the announcement.

COMMITTEE ON REGISTRATION

TECHNICAL COMMITTEE

16. EFFECTIVITY AND AMENDMENTS

16.1 This NOPSSCEA Cultural Manual shall take effect upon the approval of the
NOPSSCEA Board.
16.2 Amendment/s to this Manual shall be governed by the following procedures:

16.2.a. Any proposed amendment shall be submitted in writing to the NOPSSCEA Committee on
Culture for discussion.
16.2.b. A simple majority vote of Committee on culture members present in a meeting called
for shall be required for submission of the same to the NOPSSCEA Board for
consideration.
16.2.c. The NOPSSCEA Board shall approve any amendment in a meeting called for before
the end of the current school year.
16.2.d. All amended provisions shall be distributed to all NOPSSCEA member schools and
shall take effect immediately, upon the approval the NOPSSCEA Board.
3. COMMITTEE ON SPORTS

RULES AND REGULATIONS

In order to achieve better management, coordination and cooperation in conducting athletic

competitions organized by the NOPSSCEA Committee on Sports among the NOPSSCEA member
schools, the following rules and regulations are hereby adopted:

1. ATHLETIC COMPETITIONS
1.1 The NOPSSCEA Athletic Competition shall be conducted in three levels (Elementary,
Secondary, Tertiary) among private schools which are regular and active members of
NOPSSCEA. The Competition shall be conducted every school year. The NOPSSCEA
Champions (with selected athletes from NOPSSCEA member schools) in different sports and
athletic events shall represent and carry the name of NOPSSCEA in the Provincial Meet
(Basic Education) and Regional Meet (Tertiary Level).
1.2 There shall be no official declaration of general champions in all NOPSSCEA Athletic
Competitions. Champions shall be declared only for each sports/athletic event, otherwise
provided by the NOPSSCEA Board.
1.3 In all NOPSSCEA sports and athletic competitions the current international rules for such
sports or athletic events shall govern. Additional ground rules may be prescribed by the
Committee on Sports with the approval of the NOPSSCEA Board in the conduct of the
NOPSSCEA Athletic Competitions.
1.4 The NOPSSCEA Board may decide to participate or not in any provincial, regional, national
or international competitions.

2. PARTICIPATING SCHOOLS
2.1 Only regular NOPSSCEA member schools of good standing shall qualify to participate in
NOPSSCEA Athletic Competitions. NOPSSCEA member schools of “good standing” are
those schools that pay their NOPSSCEA dues regularly and actively participate in the
NOPSSCEA-sponsored activities.

3. VENUE AND DATE OF COMPETITIONS

3.1 The different venues and dates of the NOPSSCEA Annual Athletic Competitions shall be
decided by the Committee on Sports with the concurrence by the NOPSSCEA Board.

4. SPORTS AND ATHLETIC EVENTS

4.1 In all regular NOPSSCEA-Sponsored Athletic Competitions the following are the
Sports and athletic events to be played:
ARNIS Elementary - Boys & Girls
High School - Boys & Girls
College - Men & Women

ATHLETICS 10 & under - Boys & Girls

Elementary - Boys & Girls
High School - Boys & Girls
College - Men & Women

BADMINTON Elementary - Boys & Girls

High School - Boys & Girls
College - Men & Women

BASKETBALL 10 & under - Boys

Elementary - Boys
Aspirants - Boys
Juniors - Boys & Girls
College - Men & Women

CHESS 10 & under - Boys & Girls

Elementary - Boys & Girls
High School - Boys & Girls
College - Men & Women

FOOTBALL 10 & under - Boys

Elementary - Boys
Aspirants - Boys
Juniors - Boys & Girls
College - Men & Women

KARATEDO Elementary - Boys & Girls

High School - Boys & Girls
College - Men & Women

LAWN TENNIS Elementary - Boys & Girls

High School - Boys & Girls
College - Men & Women

SEPAK TAKRAW College - Men

High School - Boys

SWIMMING Elementary - Boys & Girls

High School - Boys & Girls
 College - Men & Women

TAE KWON DO Elementary - Boys & Girls

High School - Boys & Girls
College - Men & Women

TABLE TENNIS Elementary - Boys & Girls

High School - Boys & Girls
College - Men & Women

VOLLEYBALL 10 & under - Boys & Girls

Elementary - Boys & Girls
Aspirants - Boys & Girls
Juniors - Boys & Girls
College - Men & Women

BEACH VOLLEYBALL High School - Boys & Girls

College - Men & Women

DANCE SPORTS High School

College

4.1 Subject to the Approval of the NOPSSCEA Board, other sports or athletic events may be
added in the regular NOPSSCEA Athletic Competition provided there are at least four (4)
participating schools.

5. ELIGIBILITY ( As Amended in March 19, 2010)

5.1 BASIC EDUCATION
5.1.1 Academics: The athlete must be a bona fide student of the school he/she represents
and must not be a repeater.
5.1.2 Age: HIGH SCHOOL LEVEL
5.1.2.a Juniors – An athlete must not be 18 years old on or before January 1 of the current
school year

5.1.2.b Aspirants – An athlete must not be 15 years old on or before June 15 of

the current school year.
Third Year students are eligible provided they are not more than 15 years old.

5.1.2.c Age: ELEMENTARY LEVEL – Intermediate – The athlete must not be

13 years old on or before January 1 of the current school year.
5.1.2.d Primary / 10 & UNDER – The athlete must not be 11 years old on or
Before January 1 of the current school year.
Only Students who are in GRADES 1-4 are eligible to play.
 5.1.3 Elevation: The athlete may be elevated from Elementary Level to High School Level,
however, such athlete can no longer be reverted to the lower level.
Grade 7 Athletes are allowed to play in the elementary level, provided they are not
more than 13 years old on or before January 1 of the current school year.

5.1.4 Residency : A transferee from a non-member school must establish one (1) year
residence before he/ she is eligible to play.
5.1.4.a A Transferre from a NOPSSCEA member school is ELIGIBLE to
play provided, he/she was not a varsity athlete in the school where he/she
was previously enrolled.
5.1.4.b A transferee athlete from a NOPSSCEA member school who
competed in team events is ELIGIBLE to play in individual/ dual events.
5.1.4.c A transferee athlete may be selected to represent NOPSSCEA in
the provincial, regional, and national athletic competition.
He/she may be allowed to compete as guest player in individual/dual
events or try-out in team events in order to comply with prescribed
eligibility rules.

5.2 COLLEGIATE LEVEL

5.2.1 Academics:
5.2.1.a The athlete must be enrolled in the currents school year with an academic
load of at least 15 units in the 1st semester and at least 12 units in the second
semester or at least 12 units /term ( trimester).
5.2.1.b. The athlete must have passed at least 60% of the total academic load
enrolled in the preceding semester, including summer, if enrolled in less than 9
units. NSTP shall be included in the computation.
If enrollment was officially withdrawn in the second semester of the previous
school year, the first semester grades shall be used as the basis for computation.
5.2.1.c. A graduating student with less than 15 units is eligible provided he/ she is
certified by the School Registrar as a candidate for graduation within the school
year of the competition. Certification shall be issued only once.
5.2.1.d. A Baccalaureate degree holder, except when enrolled in the LIACOM
program, is not eligible to compete in any sports event.

5.2.2 Residency: Refers to Two(2) consecutive semesters or consecutive one(1) semester

and summer school with nine(9) academic units

5.2.2.a An entering freshman, define as a high school graduate who has not enrolled in
a recognized tertiary institution, shall not be subject to the rule on residency.
5.2.2.b A transferee from a non-member school must complete one (1) year of
residency before he/she is eligible to play.
5.2.2.c A transferee from a NOPSSCEA member school is ELIGIBLE to play
provided, he/she was not varsity athlete in the school where he/she was previously
enrolled.
5.2.2.d A transferee athlete from a NOPSSCEA member school who competed in
team events is ELIGIBLE to play in individual/dual events.
5.2.2.e A transferee athlete may be selected to represent NOPSSCEA in the provincial,
regional and national athletic competitions. He/she may be allowed to compete as
guest player in individual/dual events or try-out in team events in order to comply with
prescribed eligibility rules.
 5.2.3 Playing years – number of years an athlete is eligible to represent the school.
The Athlete shall have maximum of five(5) playing years within a period of seven(7)
years.
Counting starts right after High school graduation whether or not he/she is enrolled in
college.

6. CREDENTIAL AND DOCUMENTS

6.1 BASIC EDUCATION (Elementary,Aspirants and Junior Level)

6.1.a NSO Certificate ( or Baptismal Certificate/Certificate of dedication) or PASSPORT
6.1.b Form 137 with complete personal data and grades obtained, duly certfied by the
Principal or School Registrar
6.1.c Two(2) ID pictures, one for the picture gallery and one for the entry form
6.1.d Alien Certificate of registration (ACR) and Study Permit duly signed by the School
Registrar/Principal (for foreign students)

6.2 COLLEGE LEVEL

6.2.b. Official Transcript of Records or Certification of Grades and units earned in
the previous and current semester from the date of enrollment in the school duly signed by
the School Registrar
6.2.b. Two (2) ID pictures: One for the picture gallery and one for the entry form
6.2.c. ACR and Study Permit duly signed by the School Registrar(for foreign
students)
6.2.d. Authenticated copy of Form 137 or High School Card (F 138) for athletes not
enrolled in college immediately after high school graduation.

7. ENTRIES
7.1 Each NOPSSCEA member school in good standing shall be allowed to participate in all sports
events in all levels and divisions.
7.2 Each member school shall be allowed to field only (1) team per sports level per division
except for specially approved events.
7.3 All official entries with signatures of the Coach and Sports/Athletic Moderators must be
submitted to the Committe on Sports on or before the scheduled deadline of submission.
7.4 No players shall be allowed to play unless cleared by the Screening Committee
7.5 With regard to the number

GROUND RULES FOR SECONDARY AND ELEMENTARY BASKETBALL

4. COMMITTEE ON FINANCE & RESOURCE GENERATION

4.1. Goals / Objectives:

1. To ensure and maintain transparency in all financial transactions
2. To promote the value of stewardship in the management of resources
3. To instill and cultivate the sense of accountability
4. To achieve a certain level of compliance vis-a-vis auditing and accounting standards
5. To draw up and make available for examination clear and comprehensive financial reports
6. To draw up a set of guidelines and procedures pertinent to financial transactions

4.2. Standards:
1. Transparency in all financial transactions
2. Careful and responsible management of resources (stewardship)
3. Accountability of all concerned
4. Auditing/Accounting-compliant
5. Clear and comprehensive financial reports

4.3. Standard Operating Guidelines / Procedures:

1. Budget Preparation and Proposal (with form/template)
Each committee shall prepare a budget proposal using the prescribed format/form. The
proposed budget should be activity or item-based; that is, each activity or item shall have its
corresponding allocation. Requests for budget realignments will not be entertained,
however, requests for budget revision may be considered subject to the approval of the
Board. Each committee shall submit its proposed budget with the approved Calendar of
Activities as reflected in the committee’s strategic plan, to the Finance Committee for review
at least three (3) days before the scheduled budget hearing.
2. Budget Proposal Review / Hearing
The Finance Committee shall convene to review the proposed budget. The budget
proponent (Committee Chair) will be invited to the scheduled budget hearing.
3. Budget Approval
The Finance Committee is the sole body authorized to approve all budget proposals.
4. Budget / Fund Requests (with form/template)
Budget or fund requests must be filed using the prescribed form and submitted to the
Treasurer through its authorized representative at least five (5) days before the requested
fund is needed. Only fund requests with corresponding allocations as reflected in the
approved budget will be processed.
5. Disbursement / Release of Checks
As a general rule, checks for fund requests shall be released on Thursdays and Fridays. In
cases when a holiday falls on a Thursday, checks will be released on the day prior to the
holiday.
6. Liquidation of Expenses (with form/template)
The summary of expenditures with corresponding supporting documents such as official
receipts should be submitted to the Finance Committee within two (2) weeks at the latest
immediately following an activity or event. For official travel, boat/plane/bus tickets,
boarding pass, terminal fee receipts, and certificates of appearance shall be submitted with
the summary of expenditures within five (5) working days after the trip. Any unexpended
amount (balance) should be endorsed to the authorized staff who will issue a receipt to the
person concerned and deposit the amount at the designated bank. The person or officer
concerned shall also be given a photocopy of the deposit slip.
7. Requests for Reimbursement / Refund (with form/template)
Requests for refund duly supported by appropriate documents such as official
receipts should be submitted within two (2) weeks at the latest immediately
following an event or activity, and five (5) working days after a trip. For
convenience, requests for reimbursement may be filed along with the liquidation of
expenses.

8. Annual Financial Report

The Finance Committee shall prepare an annual financial report in accordance with
acceptable accounting standards. The said report shall be presented during the annual
NOPSSCEA general assembly.
9. Audit / Compliance
In coordination with the Board Auditor, all financial statements and reports shall be subject
to audit in accordance with standard auditing procedures.
10. Purchases and Job Orders (with form/template)
For the purchase of material requirements and requests for job orders, the requesting party
with the assistance of the NOPSSCEA office staff shall canvass and submit price quotations
based on a list of material requirements from at least three (3) credible suppliers to the
Finance Committee for review and appropriate action. Requests for purchase and job order
with the canvassed quotations should be filed at least five (5) days before said materials are
needed.
11. Special Funds / Allocations*
A Special Fund shall be set up for the purpose of providing financial support to the
participation of NOPSSCEA-member schools in externally-sponsored events and activities.
Requests for financial support should be addressed to the NOPSSCEA President who will
endorse it to the Board for deliberation. The amount of financial assistance shall be
determined at the Board's discretion. As a general rule, NOPSSCEA shall not be obliged to
extend financial assistance to schools' participation in events not sanctioned by NOPSSCEA.
 Resource Generation/Fundraising Policy

Scope

This policy covers the NOPSSCEA, as an institution, its Standing Committees and Special Bodies
created by the NOPSSCEA through appropriate board resolutions, or as mandated in the By-Laws and
Constitution of the Association

Policy Statement

A. Definition:

For purposes of this policy, resource generation/fundraising is defined as the collection of money through
donations, sales, and/or event programming for the purposes of organizational budget enhancement and
construction of the NOPSSCEA Building.

B. Guidelines:

1. The sponsor of a fundraising activity must complete a request form and obtain approval from the
Association President and the NOPSSCEA Treasurer/Chair of the Finance Committee as per
approved NOPSSCEA Board Resolution No. ____, adopted on _____, 2011.
2. This new fundraising policy, duly approved by the Board (see attached NOPSSCEA Board
Resolution No. ____), consequently amends previous fundraising policies.
3. Any fundraising activity is required to offer a benefit to the NOPSSCEA, as an institution, and the
private education community, and must be consistent with the Association’s mandates, vision and
mission, all of which are contained in the By-Laws and Constitution of the NOPSSCEA.
4. The purpose for which the funds will be raised must be consistent with the purpose of the
recognized Standing Committee/Special Body and other applicable policies of the NOPSSCEA.
Further, the fundraising activity must not violate legal, tax, or corporate restraints upon the
Association, which is a non-stock, non-profit organization.
5. An accounting of any funds raised must be provided to the Treasurer/Chair of the Finance
Committee, copy furnished the Association President, by the Standing Committee/Special Body
initiating fundraising activity within five business days after the event.
6. The gross (or the net if they are spending for their event preparation expenditures, including
venue rentals; but if it’s NOPSSCEA spending for their preparations and venue, they should turn
over the gross for deposit) of the funds raised, upon turnover by the sponsoring Standing
Committee/Special Body, must first be deposited to the NOPSSCEA General Account, through
the NOPSSCEA Clerk, who in turn must provide the Standing Committee/Special Body a
certified true copy of the bank deposit slip.
7. The Standing Committee/Special Body sponsoring the fundraising will be granted a seventy
percent (70%) incentive from the net income of the fundraiser event. Prior to the withdrawal of
the seventy percent (70%) incentive the Standing Committee/Special Body concerned must
complete a form containing a rationale and a program detailing how the funds will be utilized.
Utilization of the incentive funds will only be limited to:
a. Team-building activity (must be defined with examples like sportsfest, fellowship)
b. Professional enhancement trainings (must be defined with examples)
 c. Organizational development programs (must be defined with examples)
d. Strategic planning sessions/workshops (must be defined with examples)
8. Further adopted is the “no liquidation, no incentive fund release” if the sponsoring Standing
Committee/Special Body fails to comply with the proper accounting/liquidation procedures as
stated in the B.5 of the Guidelines (Please also find attached Board Resolution No. ____,
approved on ____ __, 2011)
9. The NOPSSCEA Clerk and/or any Association officer tasked by the President must be present
during the entire time of the fundraising event.
10. In the absence of an available tax exemption, the event sponsor is responsible for ensuring the
collection, reporting, and payment of all applicable BIR, local or city entertainment taxes, if any.
11. Event sponsors are responsible for ensuring that proposed activities comply with all applicable
laws, rules and regulations.
12. Spaces in which the fundraising activity is occurring must be identified by a sign indicating the
conducting entity's name, goods, and/or services being sold, and prices.
13. Neither individuals (regardless of affiliations with the NOPSSCEA) nor private, commercial
organizations may sell or promote the sale of products or services on NOPSSCEA owned,
operated, or controlled property, and venues rented by the Association for the fundraiser except:
a. Individuals or organizations with whom/which the NOPSSCEA, its Sponsoring Standing
Committee/Special Body has entered into a written contract concurred by the Association
President and the Board.
b. Individuals or organizations authorized in writing by the NOPSSCEA, its Sponsoring
Standing Committee/Special Body to engage in the sales of goods or services for the
benefit of a recognized Association program or advocacy.
14. Commercial or corporate sponsorship of programs or events is permissible provided that they
enter an Agreement with the Association duly concurred by the President and the Board.
15. The NOPSSCEA, as an institution, reserves the right to require third parties participating in or
conducting fundraising activities to meet additional requirements, including without limitation
requirements that such parties furnish evidence of insurance coverage acceptable to the
Association and/or agree to indemnify the NOPSSCEA and its personnel against liabilities
arising from their acts or omissions.
16. The NOPSSCEA also reserves the right to approve the identity of any proposed sponsor and the
content of sponsorship materials associated with a fundraising activity.

E. Prohibitions

The NOPSSCEA reserves the right to restrict all fundraising activities to reasonable times, places, and
manners. The following activities are specifically prohibited:

1. Solicitation by credit card or telephone card companies, with the exception of those approved by
the NOPSSCEA through a Memorandum of Agreement
2. Door-to-door fundraising on NOPSSCEA owned, operated, or controlled property
3. Fundraising for any candidate for political office
4. Sale or distribution of items that violate NOPSSCEA’s mandates and mission, the Association
trademark rights or existing contracts
5. Receipt by individuals who organize a fundraising activity of proceeds from the activity
F. Locations

The specific locations listed below have established additional criteria for fundraising activities. All of
these areas require the approval by either government/private owners and:

1. NOPSSCEA Building at Panaad: Approval by the Office of the President. Use must be
coordinated with the Chair of Resource Generation Committee and the NOPSSCEA Office.
2. NOPSSCEA Grounds: Approval by the Office of the President. But use must also be
coordinated closely with the Panaad Park Administrator and Security Unit as well as Chair of
Resource Generation Committee and or NOPSSCEA Clerk.
3. Facilities owned, controlled, operated by NOPSSCEA Member-Schools: Approval by the
school administrator concerned.
4. Recreation Facilities: Approval by the appropriate owners. This applies to athletic fields and
gymnasiums.
5. Panaad Park and Stadium: Approval by the Office of the Governor and the Panaad Park
Administrator.
6. Activity Centers of Shopping Malls: Approval by Managers of Malls.

G. Additional Restrictions and Requirements

NOPSSCEA acknowledges that a policy of this nature may not anticipate every possible issue that may
arise with respect to fundraising activities. As a result, the Association reserves the right to impose
reasonable restrictions and/or requirements with respect to the time, place, and manner of fundraising
activities. These restrictions may be in addition to, or in lieu of, those set forth in the policy.

H. Enforcement

1. Failure to obtain permission to engage in or sponsor sales or fundraising, or failure to adhere to

NOPSSCEA policy regarding activities for which permission has been granted, will result in the
curtailment and/or cancellation of the event by the Office of the President and the Office of the
Treasurer/Chair of Finance Committee.
2. The NOPSSCEA Board of Trustees has jurisdiction over complaints against any sponsoring
Standing Committee/Special Body or sponsoring organization recognized by the NOPSSCEA
alleged to have violated this policy.

I. Sanctions

Sanctions for violation of this policy include, but are not limited to, fines and/or restitution, loss of the
right to use the name of the NOPSSCEA and its property or facilities for activities, loss of recognition,
other disciplinary sanctions, and other sanctions appropriate to the circumstances.

J. Reservation of Rights

NOPSSCEA reserves the right to amend this policy at any time.

K. Accepting Donations

NOPSSCEA, through the President/Treasurer and Chair of the Finance Committee, may accept cash
donations or donations in check that should be deposited to the NOPSSCEA General Account.

Donations made to the NOPSSCEA, as an institution, and to any of its Standing Committee/Special Body
should be spent appropriately and according to the stated intent for the donation.

Additionally, funds raised from donations cannot be used to pay for professional services, unless there is
an administrative cost resulting from the management of the project that warrants the hiring of additional
personnel to implement the project for which the fund is clearly intended. The same, however, must be
contained in a Memorandum of Agreement between the NOPSSCEA and the donor organization.

C. Fundraising for non-NOPSSCEA Affiliated Organizations

Fundraising for non-profit, charitable organizations (e.g., Sports Institutions, or Specia/Advocacy

Programs etc.) having no direct affiliation with the NOPSSCEA are permissible provided that the above
guidelines are followed, and:

1. The sponsoring organization submits a statement of support on the organization's letterhead to the
Office of the NOPSSCEA President and the Office of the Treasurer/Chair of the Finance
Committee acknowledging that the fundraising will occur on its behalf and indicating the
expected date of the receipt of the donation.
2. The sponsoring organization provides proof to the NOPSSCEA that it is registered under
Philippine laws as a not-for-profit, charitable organization, that it has received an Internal
Revenue Service exemption letters from the BIR and the LGU, and that its proposed use of
NOPSSCEA’s name as an institution and all NOPSSCEA owned, operated, or controlled property
is in furtherance of its tax-exempt, charitable purpose(s).
3. The recognized organization planning the event is responsible for all costs incurred in connection
with the event, other than those borne by the charitable organization.
4. Educational information about the Association and the services it provides is made available at
the event.
5. In the absence of an available exemption, the sponsoring organization is responsible for the
collection and reporting of all applicable local and other taxes.
6. The sponsoring organization is responsible for ensuring that its activities comply with all
applicable laws, rules, and regulations.

D. Fundraising Examples:

NOPSSCEA provides the following as general examples of items that may be used to raise funds. Please
note that the Association reserves the right to review and approve all items.

1. Items for sale that have been produced by the sponsoring organization (e.g., baskets, bouquets of
flowers)
2. Cash donations
3. Donations of items of value (e.g., clothing, school supplies)
4. Items for sale that are directly related to the sponsoring organization's mission or goals (e.g.,
plants sold by the Garden Club, cellphone load cards sold by sponsoring telecom firms, books
sold by the Book Club or sponsoring bookstore, etc.)
5. Items that promote school spirit and other educational/sports/cultural products (e.g., buttons,
balloons, pins, jackets, sports equipment, books, costumes) but do not conflict with NOPSSCEA
trademark policies
6. Pre-packaged items (e.g., candy, gum, foodstuff)
APPENDICES

1. CURRENT OFFICERS
2. NOPSSCEA HYMN
3. CALENDAR OF ACTIVITIES