Duties & Responsibilities – PRISAA Sports Foundation, Com.

Duties & Responsibilities

A. National Association Officers

Chairman – acts as the Presiding Officer of all meetings of the National Board and the Annual General Assembly.
Vice Chairman/President – acts as the Chief Executive Officer (CEO) of the Association who, in the absence of the Chairman, shall preside over the Meetings of the National Board and the Annual General Assembly.
Vice President – assists the President in the performance of duties and responsibilities who, in the absence of the Chairman and the President, shall preside over the Meetings of the National Board and the Annual General Assembly.
Secretary – acts as the Corporate Secretary and Records Custodian of the Association who shall be responsible for the proper recording and safekeeping of the Minutes of the Meetings of the National Board and the General Assembly. He/she performs other related duties as may be assigned by the National Board.
Treasurer – acts as the Fund Custodian of the Association who shall be responsible for the prudent management of PRISAA financial resources based on the approved budget. Renders annual financial reports and other related reports as may be required by the National Board
Auditor – acts as the Internal Auditor of the Association who shall be responsible for the installation of adequate internal accounting and auditing systems, and preparation of financial reports. Performs other related duties as may be assigned by the National Board.
Public Relations Officer – shall be responsible in establishing good relationships with the media, government and non- government organizations, and the general public. He/she is also responsible for the preparation of documentary and press releases covering the different activities of the Association. Performs other related duties as may be assigned by the National Board.
Marketing/Promotions Officer – shall be responsible in promoting the projects, programs and activities of the Association to prospective sponsors and supporters. Performs other related duties as may be assigned by the National Board.
Secretary General – acts as the Chief Operating Officer (COO) of the Association who shall be responsible for the successful management and operation of the National Secretariat. He/she supervises the national office staff in the performance of duties and responsibilities, and renders periodic reports. Coordinates with the Regional Associations on all matters concerning their projects, programs and activities. Performs other related duties as may be assigned by the National Board.
National Executive Director – acts as the Chief Technical Officer (CTO) of the Association who shall be responsible for the implementation, monitoring and evaluation of sports projects, programs and activities of PRISAA. He/she supervises the Screening Committee regarding eligibility of athletes and participants, Tournament Managers in the performance of duties and responsibilities, and renders reports. Coordinates with the National Sports Associations (NSAs) regarding the management and technical requirements of the different sports and events, and Regional Associations on all matters concerning their sports projects, programs and activities. He/she also acts as Chairman, Protests Committee with the Tournament Managers as members and decides on all technical questions pertaining to the conduct of games and competitions. Performs other related duties as may be assigned by the National Board.

B. Regional Association and Provincial/City Chapter Officers

The duties and responsibilities of Regional Association and Provincial/City Chapter Officers may be patterned from those of the National Association Officers.

C. National Secretariat

The National Secretariat headed by the Secretary General shall serve as the center of administrative operations of the Association in collaboration with the National Executive Director. It shall coordinate with all the Regional Associations regarding their school memberships, fees, dues and pro-rata contributions, projects, programs and activities, and participation in PRISAA competitions.

D. National Organizing Committee

The National Organizing Committee headed by the Vice Chairman/National President is organized to oversee the successful management and conduct of the Annual PRISAA National Collegiate Games.

E. Working Committees

The PRISAA Working Committees composed of the Administrative and Technical Working Committees are directly responsible in the successful management and conduct of the PRISAA National Collegiate Games. The Administrative and Technical Working Committees are under the direct management, supervision and control of the Project Director and National Executive Director, respectively. These are as follows:

1. Administrative Working Committees

a. Accommodation

a.1 identify and negotiate the use of probable accommodation centers.

a.2 coordinate the stay of athletes and officials for the

duration of the games

a.3 provide the needs of athletes and officials staying in the

different accommodation centers

a.4 inspect the upkeep and maintenance of accommodation

centers

B. Budget and Finance

b.1 prepare cash budget for the PRISAA National Collegiate Games

b.2 identify possible funding sources

b.3 release/disburse funds based on approved budget and availability of funds

b.4 monitor regularly the finances of the national games b.5 maintain financial records

b.6 prepare financial reports at the conclusion of national games and as deemed appropriate

C. Foods & Drinks / Catering

c.1 identify prospective caterers

c.2 negotiate with prospective caterers taking into consideration the proposed daily menu and cost c.3 arrange a meeting between the delegation heads and prospective caterers

c.4 monitor closely the preparation and serving of foods, and compliance to agreed menu, quality, quantity and sanitation

c.5 ensure the availability of potable drinking water in the athletes quarters

D. Media Relations

d.1 promote the conduct of the PRISAA National Collegiate Games

d.2 coordinate and establish good relations with the media d.3 coordinate with the documentation committee the daily result of games and tournaments

d.4 prepare press releases regarding all aspects of the games, and ensure daily publication in newspapers and broadcast in radio/TV programs

d.5 maintain a compilations of daily publications and action has a pictures for documentary/record purposes

E. Medical

e.1 provide medical assistance in the different playing venues and accommodation centers

e.2 coordinate with the official physician and nurses of the different delegations for the health and wellness of their athletes and participants

e.3 coordinate with the local health officers and red cross for possible medical support and assistance

f. Physical Arrangement

f.1 responsible for the physical arrangement and aesthetic to design of program venues

f.2 provide lights, sounds and other technical requirements of the programs

f.3 coordinate with the program and invitation committee

the physical arrangement of special guests, invited officials and audience

f.4 manage the technical operation of lights, sounds, banana, ventilation and cooling of programs venues f.5 arrange venue for the PRISAA National Board Meeting and Annual General Assembly

g. Programs and Invitation

g.1 prepare programs and invitations for the opening, Esqes Is y closing and awarding ceremonies, fellowship night, Mutya ng PRISAA, and Annual General Assembly

g.2 distribute programs and invitations to all concerned g.3 identify program emcees/master of ceremonies

g.4 coordinate with all concerned the parts and flow of the

program

g.5 manage the conduct of the different programs

h. Purchasing/Procurement

h.1 procure sports supplies, materials and equipment needed for the conduct of the PRISAA National Collegiate Games

h.2 coordinate with the different working committees their requirements for supplies, materials and equipment

h.3 coordinate with the tournament directors the needed sports supplies and equipment for the different of sports/events

h.4 coordinate with government and non-government agencies for possible provision of needed sports supplies and equipment

i. Secretariat

i.1 serve as the center of information and communication of the PRISAA National Collegiate Games

i.2 coordinate with the different government and non- government organizations the staging of the PRISAA National Collegiate Games

1.3 coordinate with the different regional associations regarding their participation to the PRISAA National Collegiate Games

i.4 coordinate with the host region regarding the necessary preparation for the staging of the PRISAA National by Collegiate Games such as accommodation/billeting club centers, playing/competition venues, etc.

i.5 coordinate with the different working committees all matters regarding administrative and technical aspects of the games

i.6 disseminate data and information including game schedules, official results, etc. to all concerned including the media

i.7 prepare, certify and issue PRISAA National Collegiate Games Official ID’s to PRISAA National Officials, Delegation Officials, Working Committees, and Member of the Media prior to the start of the Games

1.8 prepare, certify and issue PRISAA National Collegiate Games official vehicles pass to PRISAA national officials, delegation officials, working committees, and member of the media prior to the start of the games

j. Security

j.1 responsible for the security, safety and protection of all athletes, participants, officials, guests and other personalities involved in the PRISAA National Collegiate Games

j.2 coordinate with the PNP, AFP, Barangay officials and brother agencies regarding necessary safety and security arrangement and protocols during the conduct of the PRISAA National Collegiate Games.

j.3 provide security personnel at all times in different accommodation/billeting centers, program and competition/playing venues, and major thoroughfares for the whole duration of the Games

k. Socials and Reception

k.1 responsible for the preparation and conduct of social/ fellowship activities for the regional delegations,

athletes, coaches and officials

k.2 coordinate with the different regions the arrival and departure of their delegations

k.3 receive regional delegations upon their arrival and dispatch upon their departure

k.4 direct regional delegations in their accommodation/ billeting centers

k.5 guide athletes, coaches and officials in the different sim program and competition/playing venues

k.6 spearhead social activities for athletes, coaches and officials

II. Supplies and Equipment

I.1 coordinate with the different working committees and tournament directors the needed supplies and equipment for the conduct of the PRISAA National Collegiate Games

I.2 responsible for the preparation of purchase requisition of needed supplies and equipment

I.3 responsible for the issuance of supplies and equipment to the different working committees and tournament directors, and the collection/retrieval of excess/unused items and the end of every games

I.4 conduct inventory of excess/unused supplies and 1 equipment at the end of the National Games, and prepare inventory report

II. Transportation

m.1 identify prospective shuttle/transportation services

m.2 negotiate with prospective shuttle/transportation services taking into consideration the vehicle capacity and cost

m.3 arrange a meeting between the delegation heads and prospective shuttle/transportation services

m.4 handle transportation requirements of PRISAA National Board, national officials, national working committees, technical officials and special guests

n. Ways and Means

n.1 identify prospective sponsors for the PRISAA National Collegiate Games

n.2 negotiate with prospective sponsors for possible corporate sponsorships and/or financial assistance n.3 solicit support, in cash or in kind, from possible sources other than the corporate sponsors and major benefactors

n.4 procure the needed sports equipment, materials, supplies, trophies and medals in coordination with the different working committees

n.5 serve as the marketing arm of the PRISAA National ab Collegiate Games

2. Technical Working Committees

a. Awards and Recognition

a.1 coordinate with the games and tournament committee the need for trophies and medals

a.2 coordinate with the ways and means committee the procurement of needed trophies and medals

a.3 coordinate with the documentation committee the official results of games and competitions

a.4 prepare programs for awarding ceremonies and invite guests to award medals and trophies to winning athletes and teams in appropriate ceremonies

a.5 responsible for the formation of victory ladies to assist guests in awarding medals and trophies

b. Records, Evaluation and Documentation

b.1 monitor the overall conduct of the PRISAA National Collegiate Games and prepare assessment, evaluation and terminal report at the end of the National Games b.2 monitor the conduct of the different sports and events, record, tally and tabulate results, and release official results to all concerned at the conclusion of each sports and events

b.3 maintain a data bank of athlete records, documents and performance in the PRISAA National Collegiate Games b.4 maintain a permanent data bank of records and documents of PRISAA National Collegiate Games b.5 serve as the official record custodian of the PRISAA National Collegiate Games

c. Screening

c.1 coordinate with the different participating regions the submission of official entries and credentials of their athletes and participants to the PRISAA National Collegiate Games for screening purposes

c.2 conduct screening of athletes and participants, and inform the participating regions regarding the results of screening

c.3 provide the different tournament directors list of qualified athletes and participants and publish the same in the different playing venues prior to the start of the Games

c.4 prepare, certify and issue PRISAA National Collegiate Games Official ID’s to qualified athletes, participants and coaches prior to the start of the Games

c.5 refer eligibility issues and concerns to the National Organizing Committee for appropriate action

d. Sports Medicine

d.1 coordinate with the different regional delegation, tournament directors, coaches and working committees their requirements for sports medicine

d.2 provide medical assistance in the different playing/ competitions venues and facilities

d.3 coordinate with the medical committee and other medical agencies in the area pertaining to sports medicine.

e. Sports Solidarity

e.1 promote friendship and unity among athletes, participants, coaches, officials and other personalities involved in the PRISAA National Collegiate Games

e.2 prepare and conduct sports solidarity program among athletes, coaches, participants and technical officials

e.3 develop knowledge, skills, attitudes and competencies of athletes, coaches and technical officials in the conduct of the games

e.4 coordinate with other sports agencies both public and private the promotion and development of sports

f. Technical

f.1 coordinate the conduct of the different sports competitions

f.2 manage and supervise the efficient conduct of the different sports competitions and award winners in f.3 coordinate the screening of athletes prior to the start of appropriate ceremonies the games

f.4 maintain records and documents of the competitions, evaluate its proceedings, and prepare a terminal report f.5 ensure safety and prevent sport injuries that may happenduring the games

f.6 conduct fellowship and briefing to all participating athletes, coaches and officials

f.7 ensure that playing venues and sports equipment are compliant to acceptable standards

g. Tournaments and Protest

g.1 prepare schedule of games and tournaments

g.2 coordinate schedule of games and tournaments with the different coaches, technical officials and venue coordinators/managers

g.3 coordinate with the ways and means committee the procurement of needed sports equipment, materials and supplies

g.4 coordinate with the venue management committee the preparation, arrangement and management of the playing venues and facilities

g.5 monitor the successful conduct of the different games and tournament

g.6 act on protests as may be filed by any team

h. Venue Management

h.1 coordinate the use of playing venues and facilities h.2 coordinate with the tournament directors the standard requirements for playing venues, facilities and equipment

h.3 prepare playing venues and facilities for the different sports/events in coordination with the games and tournament committee

h.4 manage the lay out, cleanliness and orderliness of playing venues and facilities at all point in time for the duration of the competitions

h.5 distribute sports supplies, materials and equipment in the different playing venues and facilities

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