SERVICES – Alumni & Community Relations Office

Application of Alumni Membership and Alumni ID Claim Processing

The Alumni and Community Relations Office established a clear procedure in the processing of alumni membership and alumni ID claims in order to get a clearance certificate from alumni accountabilities as part of the requirements for graduation.

Alumni Membership

Procedure

Students pays alumni fees and present OR to the ACRO Administrative Assistant (AA).
AA issues Alumni Membership Form to the student.
Student candidate for graduation fills out membership form.
AA receives filled-out membership forms and issues clearance certification.
AA forwards membership form for encoding to database encoder.
Database encoder forward the alumni membership form to the VSUAAI ID printing In-charged marked with the associate membership if the name is not found on the official list of graduates.

Terms and Definitions

Visayas State University Alumni Association Inc. (VSUAAI) The official association of VSU alumni, a SEC registered, non-profit organization, one of the stockholders represented in the University Board of Regents of the President of the Association.

VSU Alumni Full-pledge members Former students of the university who had completed all requirements for graduation and whose name is found on the official list of graduates provided by the university registrar. They can hold any elective position in the association and likewise vote during the election of the association officers. Furthermore, they can join in the deliberation whenever a decision has to be arrived at needing approval by the body.

VSU Alumni Associate members Former students who had enrolled at the university but were not able to graduate and whose names are found on the official list of enrollees but are not found in the official list of graduates provided by the university registrar. They can participate in any alumni activities including the alumni homecoming. However, they cannot vote nor hold any elective position in the association. They can pay for associate membership applications and associate membership alumni IDs.

Candidate for graduation Students who are in the process of complying all the requirements for graduation including the payment of alumni membership and alumni ID fees.

ALUMNI ID CARD CLAIM

A. Direct Claimant

The Claimant files and fills out the Alumni ID request slip after informing the data encoder.
The database encoder will check the details provided by the claimant in the alumni database.
The database encoder will countersign the request slip if the claim is correct and submit it to the administrative assistant (AA) who keeps the printed ID.
AA looks for the ID in her safekeeping and forwards it to the database encoder.
The database encoder writes the name of the ID on the ID claim logbook and lets the claimant sign the ID claim logbook across her/his name.
The database encoder releases the ID to the requesting party.

B. Authorized Claimant

Submit the special power of attorney (SPA) or duly notarized authorization letter attached with the photocopy of the valid ID of the owner and valid ID of the authorized requesting party.
The database encoder will check the details provided by the claimant in the alumni database.
The database encoder will countersign the request slip if the claim is correct and submit it to the administrative assistant (AA) who keeps the printed ID.
AA looks for the ID in her safekeeping and forwards it to the database encoder.
The database encoder writes the name of the ID on the ID claim logbook and lets the claimant sign the ID claim logbook across her/his name.
The database encoder releases the ID to the requesting party.