Your step by step guide to the PHILSSA membership application process
Membership in PHILSSA is open to organizations which share the network’s vision and aspirations and are willing to abide by the basic documents that bind all members, namely the “Declaration of Principle” and “Social Development Code of Ethics”.
Criteria for Membership
A prospective member of PHILSSA must be a Philippine non-government organization (NGO) with a physical center, at least two (2) full-time staff members, one on-going program or project, and has been in operation for at least two (2) years. The applicant-NGO must be a support service agency offering any of the following services:
- education and training, including pastoral education
- research, documentation and publication
- issue advocacy
- legal assistance
- health and medical services including those for women and indigent children
- secretariat work for people’s organizations
- technical support for grassroots socio-economic projects
- appropriate technology.
The applicant-NGO’s clients must be any one of the following:
- grassroots organizations such as labor unions or alliances, peasant organizations, urban poor groups, indigenous peoples
- non-grassroots organizations such as student groups, women’s organizations, consumer groups, advocacy groups, etc.
Support service networks or aggrupations such as those engaged in advocacy or legal aid work may also apply for membership. They are represented in the PHILSSA by their central secretariats.
Applicant-organizations must be open to the possibility of sharing resources, expertise and learnings with other organizations. Finally, they must go through the proper procedure for affiliation.
Procedures for Affiliation
- Applicant-NGO will submit a Letter of Intent to PHILSSA Secretariat
- PHILSSA Secretariat will respond and give list of requirements
- Applicant NGO will submit requirements:a. Copy of registration papers of NGO (SEC, others)
b. Copy of constitution and by-laws
c. Copy of NGO brochure, publication or write-up
d. Annual report for the past two years
e. Audited financial statements for the past two years
f. Board Resolution of intent to apply for membership to PHILSSA and designation
g. Endorsement of at least two PHILSSA members in good standing
- PHILSSA Regional Cluster Representative will conduct background check on applicant-NGO and if will issue endorsement of the application.
- The application will be presented to the PHILSSA Board of Trustees who will discuss and approve the application.
- If the result is positive, then the member is asked to answer the NGO Profile form and pay the one-time membership fee of P2,000.00.
Probationary Status of New Members
Newly accepted members can only avail of PHILSSA’s endorsement and other membership privileges after 6 months of good performance and membership standing. They cannot be elected until after one (1) year of membership.
Duties of PHILSSA Members
(Article V, By Laws)
- To obey and comply with the by-laws, rules and regulations, and other relevant decisions formulated and promulgated collectively by the partnership.
- To participate actively in PHILSSA activities and meetings that may be called by the Board of Trustees.
- To support issues being advocated by the network.
- To build stronger ties and linkages with fellow PHILSSA members by initiating resource-sharing and expertise-exchange.
- To communicate with the PHILSSA secretariat, giving feedback when necessary; updating the network on important developments such as change of address, programs, personnel and the like; contributing important news updates to the PHILSSA newsletter; responding to relevant Secretariat requests.
- To pay membership dues and other assessments.
Duties of PHILSSA to its Members
(Article VI, By-Laws)
“Sec. 1 PHILSSA shall respect the autonomy of each and every organization and shall strive to be an authentic service network compatible with the aims and objectives of each and every member of the organization.”
“Sec. 2 PHILSSA shall give due credit to the efforts made by each member.”
“Sec. 3 PHILSSA shall uphold the principle of democratic participation in the formulation of its objectives and programs.”
Characteristics of PHILSSA Members in Good Standing
(Board Resolution, 22 February 1992)
A PHILSSA member is considered in good standing if it:
- Actively participates in at least 50% of the various PHILSSA activities in a given year while maintaining an open communication line with the network’s leaders.
- Abides by the Social Development Code of Ethics.
- Complies with the requirements that may be asked by the Board of Trustees or the Executive Board.
- Is a functioning NGO with at least one program and two full-time staff. This definition of a functioning NGO, however, is subject to considerations by the PHILSSA Board.
(Board Resolution, February 1991)
The PHILSSA Secretariat prepares annual ratings of members based on their performance in network activities, their contribution to various collective undertakings, and their compliance with requirements of donor partners. The report card is often referred to by the PHILSSA Board in the prioritization of projects and the allocation of funds made available to the network.
Members in Hibernation
(Board Resolution, 16 October 1991)
- Definition. A member-NGO which has no activity – i.e. no program or project – is generally on hibernation status. But a member-NGO is not in hibernation even if it (i) has no physical center but continues to service its people’s organizations or (ii) has no two full-time staff but has a number of active volunteers.
- Procedure of Hibernation. A member-NGO has the obligation to formally inform the PHILSSA Board of its plan to hibernate, indicating in such letter the reasons for such a request, the date and duration when such status takes effect. It also has to designate a point person or trustee and provide PHILSSA with this person’s address and phone number.
- Conditions. (a) A member-NGO can apply for hibernation only twice throughout its membership for a period of up to six months for each instance. (b) A member-NGO which has informed the Board to go on hibernation need not be sanctioned for non-participation in PHILSSA activities during its period of hibernation. However, it receives lower priority in accessing funds compared to fellow members who are constantly active.
(Article VII, By-Laws)
“Any member who desires to terminate its membership shall submit a written letter of withdrawal to the Board.”
“Any member of (the partnership) may file charges against a member by filing a written complaint with the Secretary-General. The Board of Trustees shall call a special meeting of the members to consider the charges. The affirmative vote of one-third of all the members shall be necessary to suspend a member…Where the penalty is expulsion, the affirmative vote of two-thirds of all the members shall be necessary…”
“Any member who commits any act prejudicial to the interest of PHILSSA without any valid reason, following a hearing, shall be suspended or expelled as the offense warrants said action. Any suspended member can appeal to the General Assembly and the vote of the General Assembly shall be final.”
Sanctions on Delinquent PHILSSA Members
(Board Resolution, 22 February 1992)
Disciplinary actions on PHILSSA members are in accordance with the rules and regulations of the
Partnership. Grounds for termination include three consecutive absences from the PHILSSA congress, non-payment of membership dues for one year, and violation of important PHILSSA policies. Suspension and expulsion are resorted to when a member violates the Code of Ethics and exhibits grave forms of delinquency.
The following sanctions are imposed on delinquent PHILSSA members:
Warning. A delinquent member is first informed of its offense and given a warning.
Reprimand. If the member does not respond to warning, the Board can decide to impose the following sanctions: non-endorsement of proposals, suspension in the release of subsequent funds, etc.
Suspension. If a member still does not respond after being reprimanded, it will be suspended for a definite period of time until a member settles the issue with the Board.
Expulsion. A member who does not do anything about the suspension or commits a serious offense will be expelled from PHILSSA based on the decision of the General Assembly.
Whenever necessary, the Board does appropriate action in informing other networks and donor agencies regarding the wrongdoing of expelled member-NGO. Sanctions 1-3 are Board decisions while Sanction 4 is a GA decision.