UST SIMBAHAYAN TERMINAL REPORT GUIDELINES, REQUIREMENT, AND SUBMISSION FORM

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PROJECT REPORTING AND POST-EVALUATION

For CBO / LSC: Faculty/College/Institute-based Student Organizations/Local Student Councils, should submit their Terminal Report to your Community Development Coordinator with the necessary endorsement e-signatures from your Faculty Adviser/s, Community Development Coordinator, Dean, and Regent of your Faculty/College.

For USO: University-wide Student Organizations, should submit their Terminal Report to the USO Community Development Coordinator with the necessary endorsement e-signature from your Faculty Adviser/s.

Submit Terminal and Liquidation Reports fifteen (15) working days after the last phase of implementation of the activity. After completion of necessary signatories and attachments, kindly submit your Terminal Report through this link: (https://bit.ly/USTSIMBAHAYANTerminalReports). Please ensure to also send a softcopy to your Faculty Adviser/s and Community Development Coordinator.

All Student organizations who applied for the Community Service Fund (CSF) must submit an Expense/ Liquidation Report endorsed by the Community Development Coordinator. In order to clear your organization’s name from the Treasurer’s Office, consult with UST SIMBAHAYAN on the proper submission of your Expense/Liquidation Report with attached Official Receipts.

Any organization with pending liquidation/expense report/s from the previous academic year would not be allowed to request Community Service Funding.

As per the instructions of the Office of the Vice-Rector for Finance, specifically the Accounting Division, it is required to submit the original receipts attached to the expense report. However, with the observance of the IATF rule regarding social distancing, you may have it delivered to our office given the details below:

Location: Room 101, 1st Floor, UST Simbahayan Community Development Office, Tan Yan Kee Student Center Building, University of Santo Tomas, España, Manila

Recipient: UST Simbahayan Community Development Office - Mr. Manuel Arepentido (Sir Manny)

Email: aljocon2ina@yahoo.com
cc: simbahayan.office@ust.edu.ph / simbahayan@ust.edu.ph

Note: Office Hours are from 9 am - 3 pm, MONDAY to FRIDAY ONLY. (Closed during holidays, weekends, and lockdowns as per the release of any IATF Resolution)

If you have any questions or concerns regarding your expense reports, please do not hesitate to contact Sir Manny in the given contact details above and also through our office telephone number: 8786-1611 loc. 8420. If you will contact Sir Manny call/message during office hours only as stated above. Otherwise, messages or calls may not be engaged.
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PROJECT REPORTING AND POST-EVALUATION FILE FORMAT GUIDELINES:

Use your official organization email address.

Submission of the terminal report means it is subject to initial evaluation and approval. Revisions or clarifications may be required.

All files must be in PDF format in one google drive folder. This will help your CD Coordinator to view your documents without format changes.

All files must be uploaded in one (1) google drive folder with the title of your online activity using the following format:
Google Drive Format: E-ReSERVe Number - Title of Online Activity - Target Date of Activity (e.g. #80123 - Project Padayon - Jan 21, 2021)
File Format: E-ReSERVe Number - File Content (e.g. #80123 - Terminal Report / #80123 - Evaluation Form)

Access or setting of google drive link must be open or set to "Anyone with the link", set to "Editor". Kindly include your Faculty Adviser/s and Community Development coordinator as collaborators.

Submit Terminal and Liquidation Reports fifteen (15) working days after the last phase of implementation of the activity. An accomplished Terminal report with complete signatories must be submitted through this link: https://bit.ly/USTSIMBAHAYANTerminalReports. Please ensure that a softcopy is also submitted to your Faculty Adviser/s and Community Development Coordinator.
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If you are ready to submit an accomplished terminal report with complete attachments, kindly proceed.

REMINDER: Use your official organization email address. Please double check your responses before proceeding. Any mistake will be subject to revision and may cause a delay. Kindly refer to your Terminal Report in PDF. Notes/Reminders will serve as your guide in case changes may need to be made. Kindly notify your respective Community Development Coordinator if any changes have been made. A softcopy of the terminal report must also submitted to Faculty Adviser/s and Community Development Coordinator.
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Type of Document:* This field is required.
Advocacy Project Terminal Report
Community Project Proposal / Emergency Response Project Terminal Report
Service-Learning Project Proposal
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Type of organization:* This field is required.For JHS, SHS, and Faculty Community Development Team, Project Proposals fall under College Based Organization. NOTE: For collaborating project proposal, kindly choose the type/category for the main and/or lead proponent.
College Based Organization / Local Student Council
University-wide Student Organizations
NSTP
Other
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College-Based Organization/Local Student Council Proponent (CBO/LSC)* This field is required.NOTE: For collaborating project proposal, kindly choose the main and/or lead proponent. Please input N/A - if not applicable.
AMV- COLLEGE OF ACCOUNTANCY
COLLEGE OF ARCHITECTURE
COLLEGE OF COMMERCE AND BUSINESS ADMINISTRATION
COLLEGE OF EDUCATION
COLLEGE OF FINE ARTS AND DESIGN
COLLEGE OF NURSING
COLLEGE OF REHABILITATION SCIENCES
COLLEGE OF SCIENCE
COLLEGE OF TOURISM AND HOSPITALITY MANAGEMENT
CONSERVATORY OF MUSIC
FACULTY OF ARTS AND LETTERS
FACULTY OF ENGINEERING
FACULTY OF MEDICINE AND SURGERY
FACULTY OF PHARMACY
FACULTY OF SACRED THEOLOGY/ PHILOSOPHY / ECCLESIASTICAL FACULTIES
GRADUATE SCHOOL
INSTITUTE OF INFORMATION AND COMPUTING SCIENCES
iNSTITUTE OF PHYSICAL EDUCATION AND ATHLETICS
INSTITUTE OF RELIGION
UST JUNIOR HIGH SCHOOL
UST SENIOR HIGH SCHOOL
N/A
Other
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University-Wide Student Organization Proponent:* This field is required.NOTE: For collaborating project proposal, kindly choose the main and/or lead proponent. Please input N/A - if not applicable.
AIESEC
Annyeong Tomasino
Becarios de Santo Tomas
Bosconian Thomasian Youth Movement
CFC Youth for Christ
CFC Youth for Family and life
Christ Youth in Action
Community Achievers Association
Envrionmental Advocates Reaching Towards Humanity UST (EARTH-UST)
Espanya United
FOTOMASINO - The Thomasian Photographer's Guild
KaBayanihan Youth UST
Lingkod E.R. - UST
Marian Evangelization Community
MEDIARTRIX
Musikang Sikat ng mga Tomasino (MUSIKAT)
Red Cross Youth Council UST (RCYC-UST)
Rotaract Club of UST - Central
Teatro Tomasino
Thomasian Debaters Council
Thomasian Film Society
Thomasian Nihon Kyoukai
TomasinoWeb
TOMCAT
UST Campus Feast
UST Filipino Martial Arts
UST Hiraya
UST International Students Association
UST Mountaineering Club
UST Pax Romana Central Coordinating Council
UST Salinggawi Dance troupe
UST Scarlet - Filipino Chinese Students Organization
UST UNESCO
UST Volunteers of UNICEF
UST Yellow Jackets
UST Yoga Club
Youth for a United World
UST Central Student Council (CSC)
UST SOCC - Student Organizations Coordinating Council
N/A
Other
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Specific College-based Organization / Local Student Council (CBO/LSC)* This field is required.Kindly specify your student organization by including your College/Faculty/Institution - [Name of Organization]. Please input N/A - if not applicable.
(ex. RCYC - Science unit; Please input NA - if not applicable.)
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Collaborating Organization/s:* This field is required.Input "N/A" if none or no collaborating organization involved
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Community Development - Program Area for Development * This field is required.Kindly follow what is stated in your proposal. Kindly check if you have also indicated this in your community development endorsement form in the field provided for it. Please input N/A - if not applicable.
1-Health and Wellness Development
2-Equitable and Inclusive Education
3-Leadership, Organizational Development, and Good Governance
4-Employability and Social Enterprise Development
5-Socio-pastoral Ministry and Evangelization
6-Heritage, Culture and Sports and Development
7-Environmental Sustainability and Action
8-Disaster Risk Reduction and Management
9-Family and Household Development
NA
Please input NA - if not applicable.
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Advocacy - Program Area for Development * This field is required.Kindly follow what is stated in your proposal. Kindly check if you have also indicated this in your community development endorsement form in the field provided for it. Please input N/A - if not applicable.
1-Health and Wellness Development (Health for All)
2-Equitable and Inclusive Education (Education For All)
3-Leadership, Organizational Development, and Good Governance (Good Governance for All)
4-Employability and Social Enterprise Development (Economic Justice for All)
5-Socio-pastoral Ministry and Evangelization (Christ's Love for All)
6-Culture and Heritage Development (Cultural Life, Expression, and Rootedness for All)
7-Sports Development (Sports for All)
8-Environmental Sustainability and Action (Environmental Justice for All)
9-Family and Household Development (Holistic Life for All)
NA
Please input N/A - if not applicable.
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Service-Learning - Program Area for Development * This field is required.Kindly follow what is stated in your proposal. Kindly check if you have also indicated this in your community development endorsement form in the field provided for it. Please input N/A - if not applicable.
1-Health and Wellness Development
2-Equitable and Inclusive Education
3-Leadership, Organizational Development, and Good Governance
4-Employability and Social Enterprise Development
5-Socio-pastoral Ministry and Evangelization
6-Heritage, Culture and Sports and Development
7-Environmental Sustainability and Action
8-Disaster Risk Reduction and Management
9-Family and Household Development
N/A
Please input N/A - if not applicable.
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United Nations Sustainable Development Goal (UN-SDG) Addressed :* This field is required.You can select multiple items. Kindly follow what is stated in your proposal.
Please Select
SDG 1: No Poverty
SDG 2: Zero Hunger
SDG 3: Good Health and Well-being
SDG 4: Quality Education
SDG 5: Gender Equality
SDG 6: Clean Water and Sanitation
SDG 7: Affordable and Clean Energy
SDG 8: Decent Work and Economic Growth
SDG 9: Industry, Innovation, and Infrastructure
SDG 10: Reduced Inequality
SDG 11: Sustainable Cities and Communities
SDG 12: Responsible Consumption and Production
SDG 13: Climate Action
SDG 14: Life Below Water
SDG 15: Life on Land
SDG 16: Peace and Justice Strong Institutions
SDG 17: Partnerships to achieve the Goal
You can select multiple items. Kindly follow what is stated in your proposal.
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Course Title* This field is required. This is for Service Learning Project Proposal. Please input N/A - if not applicable.
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Project Title* This field is required.
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Academic Focus* This field is required. This is for Service Learning Project Proposal. Please input N/A - if not applicable.
This is for Service Learning Project Proposal. Please input N/A - if not applicable.
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Intended Learning Outcomes* This field is required.1. Verb + Learning Statement2. Verb + Learning Statement3. Verb + Learning Statement . This is for Service Learning Project Proposal. Please input N/A - if not applicable.
Huge
Large
Normal
Small
Ok
Ok
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Target Community* This field is required.Kindly include the full details of the target community partner
(ex. NTA - North Triangle Alliance , Montalban Heights Brgy. San Jose Rodriguez, Rizal)
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Project Venue* This field is required.For ONLINE IMPLEMENTATION: Please include which platform you will be using. (e.g. Online - Zoom Cloud Meetings)
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E-Reserve Number* This field is required.Found in the upper right corner of your Student Activity and Approval Form (SAAF). Those without E-reserve number, please input "00000"
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Actual Implementation Date/s* This field is required.Please keep in mind that the submission to UST SIMBAHAYAN is 10 working days processing prior to date of implementation. Include which dates are for the corresponding phases. Please do not use numerical format to prevent confusion.
ex. Mar 1, 2021 (Phase 1) March 2, 2021 (Phase 2&3)
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Actual Budget used from Community Service Fund (CSF)* This field is required.Reminder: This should have been consulted with your Community Development Coordinator. DO NOT FORGET to submit your Expense / Liquidation report to UST SIMBAHAYAN in hard copy for any organization that applied for Community Service Fund. [See process map for more details.] If there is no CSF request, kindly input "N/A".
ex: Php XX, XXX.XX / N/A
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Input Google Folder Drive Link of Terminal Report and complete attachments* This field is required.Access or setting of google drive link must be open or set to "Anyone with the link", set to "Editor". You may also add "simbahayan.office@ust.edu.ph" as "Editor". Kindly include your Faculty Adviser/s and Community Development Coordinator as collaborators.
https://drive.google.com/drive/folders/XXXXXXXXXXXX
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Input Google Folder Drive Link of Photo Documentation* This field is required.Access or setting of google drive link must be open or set to "Anyone with the link", set to "Editor". You may also add "simbahayan.office@ust.edu.ph" as "Editor". Kindly include your Faculty Adviser/s and Community Development Coordinator as collaborators.
https://drive.google.com/drive/folders/XXXXXXXXXXXX
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PRIVACY POLICY

UST SIMBAHAYAN only collects the following information for historical and statistical purposes, like maintaining participant records and directories, as well as compiling and generating reports for statistical and research purposes. All our data are password-protected. Any data security incident or breach that reaches the knowledge of the UST SIMBAHAYAN will be recorded and reported as required by law, and all necessary and reasonable steps to address such incidents or breaches shall be done.
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Official Organization Email* This field is required.If not applicable (for special cases only), please input the project head's UST email
example@ust.edu.ph
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Full Name of Contact Person Number 1* This field is required.
First Name
Last Name
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Email Address of Contact Person Number 1* This field is required.
example@ust.edu.ph
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Contact Number of Contact Person Number 1* This field is required.
Please enter a valid phone number.
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Full Name of Contact Person Number 2* This field is required.
First Name
Last Name
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Email Address of Contact Person Number 2* This field is required.
example@ust.edu.ph
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Contact Number of Contact Person Number 2* This field is required.
Please enter a valid phone number.
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REMINDERS
Before submission, please check if you have fully filled up your terminal report especially the following details:

1. Narrative Essay

2. Results of Data Gathering or Assessment (a. Socio-Demographic Profile; b. Interpretation and Analysis of Results)

3. Evaluation Results (Quantitative Results and Qualitative Results)

4. Cover Letters addressed to UST Simbahayan Director AND OSA Director

5. Project Sustainability and Project Environmental Sustainability

6. Summative recommendation for future projects in the partner community or institution

7. Over-all learnings or Reflections of Students Derived from the Experience

8. Over-all learnings or Reflections of Community/Institution Participants Derived from the Experience

9. Photo Documentation with Captions

10. Expense Report

Submit Terminal and Liquidation Reports fifteen (15) working days after the last phase of implementation of the activity. After completion of necessary signatories and attachments, kindly submit your Terminal Report through this link: (https://bit.ly/USTSIMBAHAYANTerminalReports). Please ensure to also submit a softcopy to your Faculty Adviser/s and Community Development Coordinator

All Student organizations who applied for CSF must submit an Expense/ Liquidation Report endorsed by the Community Development Coordinator.

Any organization with pending liquidation/expense report/s from the previous academic year would not be allowed to request Community Service Funding. In order to clear your organization’s name from the Treasurer’s Office, consult with UST SIMBAHAYAN on the proper submission of your Expense/Liquidation Report with attached Official Receipts.

As per the instructions of the Office of the Vice-Rector for Finance, specifically the Accounting Division, it is required to submit the original receipts attached to the expense report. However, with the observance of the IATF rule regarding social distancing, you may have it delivered to our office given the details below:

Location: Room 101, 1st Floor, UST Simbahayan Community Development Office, Tan Yan Kee Student Center Building, University of Santo Tomas, España, Manila

Recipient: UST Simbahayan Community Development Office - Mr. Manuel Arepentido (Sir Manny)

Email: aljocon2ina@yahoo.com
cc: simbahayan.office@ust.edu.ph / simbahayan@ust.edu.ph

Contact Number: 0949 670 7096

Note: Office Hours are from 9 am - 3 pm, MONDAY to FRIDAY ONLY. (Closed during holidays, weekends, and lockdowns as per the release of any IATF Resolution)

If you have any questions or concerns regarding your expense reports, please do not hesitate to contact Sir Manny in the given contact details above and also through our office telephone number: 8786-1611 loc. 8420. If you will contact Sir Manny call/message during office hours only as stated above. Otherwise, messages or calls may not be engaged.

For CBO / LSC: Faculty/College/Institute-based Student Organizations/Local Student Councils, submit your Terminal Report to your Community Development Coordinator with the necessary endorsement e-signatures from your Faculty Adviser/s, Community Development Coordinator, Dean, and Regent of your Faculty/College.

For USO: University-wide Student Organizations, submit your Terminal Report to the USO Community Development Coordinator with the necessary endorsement e-signature from your Faculty Adviser/s.

For Service Learning Projects: Submit your Terminal Report as endorsed by your Course Facilitator/s to your Community Development Coordinator with the necessary endorsement e-signatures from the Project Lead/s, Course Facilitator/s, Department Chair, Community Development Coordinator, Organization Adviser (if applicable), Dean, and Regent of your Faculty/College.

For Service Learning Projects in collaboration with student organizations:

Submit Terminal and Liquidation Reports fifteen (15) working days after the last phase of implementation of the activity. After completion of necessary signatories and attachments, kindly submit your Terminal Report through this link: (https://bit.ly/USTSIMBAHAYANTerminalReports). Please ensure to also send a softcopy to your Faculty Adviser/s and Community Development Coordinator.

A letter of certification will be filled out by the collaborating organizations which will be submitted to UST SIMBAHAYAN together with the terminal report. The accomplished letter of certification will be forwarded by UST SIMBAHAYAN to OSA for documentation purposes.
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I, as the representative of our organization, have fully understood my obligations and responsibilities for the PROJECT REPORTING and POST-EVALUATION and the submission of the Terminal Report to UST SIMBAHAYAN COMMUNITY DEVELOPMENT OFFICE. I, have fully read and understood the process map and will be responsible for the proper and complete submission of project proposal/s, terminal report/s, and liquidation/expense report/s. I have also checked our responses and confirm that it is accurate. If in case there would be mistakes or request/s for revision, our organization will fully comply.* This field is required.
Yes
Should be Empty: