Secretariat Committee

Registration forms help determine who plans to attend the event, while attendance forms track who actually joins. Google Forms are commonly used due to their ease of access and management.

• Make sure to include all important fields for the participants to fill up. This includes details like Name, ID Number, Email, and other details needed by the core team. Make sure to include response validation.

• Consider the length and ease of the registration process. It is better to have a short registration form if possible to minimize any confusion for both core team members and participants.

• For events with external participants, go to the section below regarding Campus Entry to identify further details required from the guests.

Depending on the project, the Secretariat core may be involved in writing and sending formal letters to external parties like schools, speakers, etc. The following are some guidelines when creating the letter:

1. Letterheads: Make sure to use the AMS Letterheads. 

2. Formatting: Make sure the letter is formatted properly.

3. Font: Use a readable font such as Cambria, Garamond, or Source Sans Pro.

4. Content: Be clear and concise. Ideally, it must fit in one page. Emphasize important details in bold.

Once the letter is drafted, make sure to have it checked by your project heads and overseeing Department and Office Heads. For letters addressed to professors from the Math Department, it might also be helpful to ask for Sir Errol's (egarcia@ateneo.edu) comments. Moreover, make sure to have the letter approved to all signatories.

To embed a custom link under the AMS domain (e.g., link.ateneomathsociety.org/slug-here), please inform your overseeing ExeCom member.

When to use:

Use this for official materials such as registration forms, event primers, resource kits or participant guides, and feedback or evaluation forms.

Guidelines for use:

• Be concise: Use short, recognizable terms or abbreviations (e.g., SIP for Sipnayan, MV for MathVenture).

• Be descriptive: Reflect the purpose or content of the link (e.g., RegistrationForm, Primer, Kit).

• Include the school year: To avoid confusion with other project editions, always include the academic year or event cycle (e.g., 2526 for SY 2025–2026). 

Examples of slugs:

SIPRegistrationForm25 , MVPrimer25 , AMSPHAppsKit2526

Certificates are given for formal recognition of participants, speakers, and other event-goers. There are three main certificate types, each serving a specific purpose:

• Certificate of Participation: for general event goers, contest participants, seminar participants

• Certificate of Recognition: for competition winners, outstanding event performers 

• Certificate of Appreciation: for guest speakers or panelists, for partner organizations or sponsors, coaches, and judges

To grant easier campus access for external event-goers (those not affiliated with Ateneo), kindly coordinate with CSMO (Campus Safety and Mobility Office). The following must be done at least five (5) days before the event.

Here are the guidelines:

1. Prepare a Google Sheet with the following information. Indicate the following in the sheet: 

• Name of Project/Event:

• Date:

• Time: 

• Venue of Event:

• Vehicle Details: (Plate Number, Color, Make and Model)

• Number of visitors: 

• Name of Visitors: 

2. Ask for endorsement for the GSheet from the AMS Moderator (Sir Errol Garcia, egarcia@ateneo.edu). 

3. Forward the email with the endorsement to csmo@ateneo.edu. Keep Sir Errol in the email recipients. Making sure to include the following details and files:

• Name of event, venue, date, time, point person and contact number

• Approved Project Proposal Form (PPF)

4. Wait for the approval from CSMO.

Notes: 

• For events with multiple days, send one GSheet per list per day.

• For projects/ events with less than 30 visitors, CSMO will only provide them Visitors pass. 

The Internals Office provides ready-made evaluation form templates for both event attendees and guest speakers. To access these, coordinate with the Internals Associate assigned to your project.