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Project Coordination Committee

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POLICY AND PROCEDURE GUIDELINES?


UPMASA PROJECT COORDINATION COMMITTEE

The Project Coordination Committee (PCC) has developed policies and procedures to provide a centralized, coordinated oversight of programs and projects funded by the University of the Philippines Medical Alumni Society of America (UPMASA). These guidelines provide uniformity in procedural administration and reduce the variation in service delivery to the recipients.

The PCC is the agency by which the donor is assured that the donation is utilized according to his/her intent through a thorough, preliminary review of the donation and its purpose, a planned disbursement of funds, and oversight of the project through periodic progress reports and accounting of disbursements.

These guidelines will be reviewed and revised periodically as UPMASA adjusts to the dynamic nature of national and international events.

  1. I. Identification of Programs and Projects

The PCC will oversee projects which include those funded from the UPMASA national treasury, such as projects sponsored by chapters, classes, UPCM fraternities, sororities and student organizations, individuals, non-governmental organizations (NGOs) and projects funded by the UPMASA Permanent Endowment Fund (PEF).

  1. The PCC will review all projects and will prioritize them according to their merits, taking into consideration the total cost of the project and the availability of funds.? The process of review is also necessary to avoid duplication of projects.? The funds will be allocated to finance the projects of the University of the Philippines College of Medicine (UPCM), the Philippine General Hospital (PGH) and the UP system. Funding for projects that do not emanate from these 3 institutions can be reviewed by the PCC after an initial approval by the BOG.
  1. Sources and Types of Funds:

a)???? Non-restricted ??NR??

  • Permanent Endowment Fund
  • Donations channeled thru the National Treasury
  • Surplus fund* from the National Treasury appropriated by the BOG

b)?? Restricted ??R??? – represents donations from:

  • Permanent Endowment Fund
  • UPMASA Chapters
  • UPCM Classes
  • UPCM fraternities, sororities or student organizations
  • Individual UPCM alumni
  • Non UPCM/private donors**
  • Non-governmental organizations (NGOs)**

*?????? Surplus fund refers to any unused or left over money in the National Treasury after all general (operational and shared) expenses for the year have been appropriated.

 

** ?Non-UPCM alumni and NGO benefactors may donate to the UPCM/PGH and to other branches of the UP System.? In this instance, the UPMASA acts as a pass-through entity, and an assessment fee equivalent to 3% of the total donation will be imposed

  1. II. UPMASA Responsibilities as Donor and Agent

 

  1. Review project proposals for funding based on goals and objectives set in the UPMASA Constitution and By-laws.
  1. Obtain a contractual agreement from the recipient and establish terms of disbursement of funds. Funds will be released in installments according to terms agreed upon by both parties. This document will be? in a standard format provided by UPMASA with assistance from the legal counsel.
  1. UPMASA has initiated a partnership with the Ayala Foundation to be a disbursing agent for some of its projects.? For all other projects, disbursements will be made by the UPMASA National Treasurer.? The Ayala Foundation assesses UPMASA a service fee of 3% of the disbursed amount, and part of their service is to obtain receipts and signed statements from the recipients for documentation and accounting purposes.
  1. Checks will be delivered by a UPCM alumnus or official courier to the official recipient (Dean of the UPCM or PGH Director or UP President or their designee). Along with the checks will be two (2) copies of an UPMASA generated receipt form to be signed by the courier and witnessed by the official receiving agent. One copy is left with the office of the Dean, PGH director or UP President for their files. The courier will send the second copy to the UPMASA National Treasurer. The same procedures will be required for funds disbursed by the Ayala Foundation for UPMASA.
  1. All checks issued by UPMASA to fund specific projects that have passed PCC review and approval shall bear a PCC ID number, including the code R for ??restricted?? and NR for ??non-restricted?? category (example: PCC-2005 R02) and shall be signed by signatories of UPMASA as set by the guidelines of the BOG.
  1. The PCC shall monitor all projects funded by UPMASA, particularly the progress reports and disbursements.
  1. The PCC shall submit an annual report to the Board of Governors and the general membership on the status of projects currently funded by UPMASA.

III.???? Recipient Responsibilities

  1. Submit a project proposal funding request using the appropriate application form. The proposal must include a description of the project, a budget plan, implementation strategies and reporting methodology.
  2. [Please refer to instructions and guidelines
    1. for PCC Form 1
      1. Form1.1. Application form (1)?Form1.1.?
      2. Form 1.2. ?Application form?
      3. Form1.3. biosketch?Abstract
      4. ?Form 1.4 Budget Initial
      5. ?Form 1.5. Budget Entire Period
      6. ?Form 1.6. Resources
      7. ?Form 1.7. Research _Project Plan?
    2. PCC Form 2 – (PCC SHORT FORM) ?PCC.shortform.2011
  1. Complete a contractual agreement with UPMASA that includes terms of funding and reporting requirements.
  1. Submit annual progress* and disbursement reports according to guidelines set by the PCC.

Note*:? The recipient is required to perform process evaluation/outcome measurement for the annual progress report. UPMASA recommends that a faculty member of the UP College of Public Health assist the recipient in this task.

  1. Acknowledge UPMASA donation in public presentations and publications.
  1. Maintain communication with the PCC by means of written reports and electronic mails.
  1. Expect site visits by PCC or UPMASA representatives.

Revised 11/19/06