PROJECT PROPOSAL FOR THE CONDUCT OF THE 35th SEASON OF THE STATE COLLEGES AND UNIVERSITIES ATHLETIC ASSOCIATION – NATIONAL CAPITAL REGION GAMES 2026 (35th Season – SCUAA-NCR Games 2026) A. Title of Project: Project Theme: “SCUAA-NCR 2026: BAGONG YUGTO NG KAHUSAYAN– SIKLAB NG SAGAY, BUKLOD NG BANGKÓTA” Sub-theme: Pagniningas ng Galing at Pagkakaisa ng mga Atletang Mag-aaral sa Pambansang Punong Rehiyon. It creates a beautiful contrast. "Siklab ng Sagay" represents the sparking brilliance and burning passion of each individual athlete (the precious gem - Coral), while "Buklod ng Bangkóta" represents how they all come together to form one strong, unbreakable NCR community. It paints a literal picture. The individual athletes are the shining jewels (Sagay) that decorate and bring life to the massive, foundational coral reef (Bangkóta) that is the National Capital Region. B. Rationale: The State Colleges and Universities Athletic Association-National Capital Region (SCUAA-NCR) has always been anchored on the belief that sports serve as a powerful catalyst for holistic human development. Conceived to promote healthy, competitive spirit among member institutions, SCUAA-NCR is dedicated to organizing sports activities that fortify the physical, emotional, intellectual, moral, and social responsibilities of every participating individual. "Sport is also an important enabler of sustainable development. We recognize the growing contribution of sport to the realization of development and peace in its promotion of tolerance and respect..." (Paragraph 37, UN 2030 Agenda) Beyond the boundaries of the playing field, SCUAA-NCR firmly believes that sports cultivate a profound sense of personal accomplishment, nurture the vital dynamics of teamwork, and strengthen an individual's capacity to persevere and succeed in the face of adversity. Ultimately, these athletic endeavors transcend individual growth, rebounding to the development of cultural excellence and a deep sense of national pride. In steadfast commitment to this vision, the member institutions of SCUAA-NCR have agreed to sustain this legacy of excellence. By organizing the 35th Season - SCUAA-NCR Games 2026, the association continues to provide a premier platform where student-
athletes can showcase their brilliance, hone their inherent talents, and utilize their skills to inspire the academic community and the nation. C. Objectives and Benefits: The State Colleges and Universities Athletic Association (SCUAA) Games stand as one of the most prestigious collegiate sporting events in the Philippines, fostering athletic excellence, camaraderie, and holistic development among state institutions. At the regional level, the SCUAA-National Capital Region (NCR) Games serve as the premier battleground and breeding ground for elite student-athletes within the country’s capital. The structural foundation, competitive spirit, and core values of the SCUAA-NCR Games are deeply anchored to the overarching objectives and benefits of the National SCUAA Games. By aligning regional implementations with national standards, the SCUAA-NCR Games do not merely serve as a localized tournament, but as a critical catalyst in fulfilling the broader national mandate of tertiary physical education, sports development, and nation-building through youth empowerment. Objectives of the SCUAA-NCR Games (Anchored to the National SCUAA Objectives) The strategic goals of the SCUAA-NCR Games directly mirror and reinforce the core missions established by the National SCUAA platform: • In alignment with the National SCUAA's goal of fostering well-rounded citizens, the NCR Games utilize sports to instill discipline, teamwork, leadership, and emotional resilience among student-athletes. SCUAA-NCR Games promotes holistic youth development. • The National SCUAA acts as a primary scouting ground for national sports pools. Consequently, the SCUAA-NCR objective is to discover, nurture, and elevate top-tier regional talent, ensuring that NCR fields the strongest possible delegation to compete and succeed at the national level. SCUAA-NCR Games is a feeder system for national excellence. • Just as the national games unite State Universities and Colleges (SUCs) across all regions, the NCR chapter focuses on strengthening solidarity, academic partnerships, and peaceful athletic rivalry among member public institutions within the National Capital Region. SCUAA-NCR Games strengthens institutional collaboration. • The National Capital Regions games act as a direct execution of Article XIV, Section 19 of the Philippine Constitution, promoting physical education and encouraging sports programs to foster a healthy and alert citizenry. SCUAA-NCR Games aids in advancing the National Physical Education Mandate.
Benefits of the SCUAA-NCR Games (Anchored to the National SCUAA Benefits) The tangible advantages gained from hosting and participating in the SCUAA-NCR Games amplify the socio-cultural and athletic benefits championed by the National SCUAA: For Student-Athletes: • National SCUAA offers athletes a grand stage to be recognized. The NCR games benefit students by providing the immediate, high-stakes competitive environment necessary to transition from grassroots local athletes to national-level competitors. SCUAA-NCR Games provides avenues for higher level of sports competition. • Exceptional performance in the regional games—patterned after national rewards—opens doors for continuous athletic scholarships, corporate sponsorships, and potential recruitment into professional leagues or National Sports Associations (NSAs). SCUAA- NCR Games offers scholarship and career opportunities. For Member Institutions: • Success at the regional level builds a culture of excellence within NCR SUCs, boosting institutional morale and mirroring the prestige that a region gains when winning the National SCUAA Championship. SCUAA-NCR Games provides institutional pride, honor and prestige. • To stay competitive at both the regional and national tiers, NCR institutions are motivated to upgrade their local sports facilities, invest in standard sporting equipment, and hire high- caliber coaching staff. SCUAA-NCR Games gives infrastructure and program development: For the Community and the Nation • The National SCUAA creates a tapestry of unified regions. The NCR games contribute to this by solidifying a cohesive regional identity, teaching urban youth the value of unity, cultural diversity, and fair play. SCUAA-NCR Fosters national unity through regional pride. • By maintaining rigorous, nationally-aligned athletic standards, the SCUAA-NCR games ensure a continuous, sustainable pipeline of elite athletes ready to represent the Philippines in international sporting events like the SEA Games, Asian Games, and the Olympics. SCUAA-NCR games contributes to national sports reserves.
D. Outputs and Deliverables of the 35th Season – SCUAA-NCR Games: The State Colleges and Universities Athletic Association - National Capital Region (SCUAA- NCR) Games serve as a premier mechanism for translating institutional sports policies into tangible, high-impact results. As a localized execution of the National SCUAA framework, the regional tournament moves beyond mere competitive play, focusing on concrete institutional and individual milestones. The measurable outputs and strategic deliveries of the SCUAA-NCR Games are fundamentally anchored to the broader goals of the national games, ensuring that grassroots athletic efforts directly contribute to country-wide human capital development, institutional modernization, and national sporting excellence. To ensure accountability, operational efficiency, and the successful execution of the 35th Season of the SCUAA-NCR Games 2026, the following activities are tied to specific, quantifiable performance metrics: • Component 1: Governance and Strategic Planning Activity Measurable Outputs (Basis of Performance) Regular Board of Sports Management Meetings 100% attendance rate or quorum met across all scheduled meetings. Minutes of the Meeting (MoM) documented, approved, and disseminated within 3 working days post-meeting. 100% resolution rate for agenda items requiring Board policy decisions. Evaluation of the 34th Season – SCUAA- NCR Games Comprehensive Post-Games Evaluation Report detailing financial, logistical, and athletic outcomes. 100% collection of feedback surveys from member institutions (athletes, coaches, and officials). A summarized Matrix of Recommendations to be integrated into the 2026 planning cycle .
Planning on the General Guidelines of the 2026 SCUAA-NCR Games Approved General Guidelines Document for 2026, signed by the Executive Board, Executive Director and Board of Sports Management. 100% alignment of local guidelines with National SCUAA and CHED sports standards. Tournament Execution (ADFA Games) (Basketball Men, Volleyball M/W, Badminton Mixed, Pickleball Mixed) 100% completion of the scheduled tournament matrix across all 4 sports disciplines (5 sport events) without unexcused walkouts. Zero (0) unresolved technical protests by the end of the season. Official Tournament Tabulation and Medal Tally Sheets published within 24 hours of the closing ceremonies. Development of Comprehensive Competition Manual & Inclusive Handbook Published Competition Manual & Inclusive Handbook for 2026 SCUAA-NCR Games detailing specific rules, tournament formats, and ground rules for all contested events. 100% distribution of the digital manual to all member institutions at least 30 days prior to the opening of the games. Enhancement of Integrated Digital Eligibility System (EIDES) 100% system uptime of the EIDES during the registration and tournament periods. 0% data loss or security breaches during student-athlete data migration.
Real-time game results populated on the IEDES platform within 15 minutes of game completion. Screening of Eligibility Documents 100% of student-athletes screened and cleared prior to the games. Zero (0) disqualifications post-opening ceremonies due to administrative oversight. Official Master list of Eligible Athletes generated by the DES and signed by the Screening Committee. Physical Appearance of Student-Athletes 100% compliance of all rostered athletes during the mandatory physical/face-to-face screening. Zero (0) identity mismatches between submitted physical documents and the actual athlete. SCUAA-NCR Coaches Forum and Solidarity Meeting 100% participation of all Head Coaches and Technical Officials representing the member institutions. Solidarity Oath / Agreement signed by all participating coaches, committing to the code of conduct and sportsmanship. • Component 2: Tournament Execution & Competition Activity Measurable Outputs (Basis of Performance) Regular Board of Sports Management Meetings 100% attendance rate or quorum met across all scheduled meetings.
Minutes of the Meeting (MoM) documented, approved, and disseminated within 3 working days post-meeting. 100% resolution rate for agenda items requiring Board policy decisions. General Opening Ceremonies November 7, 2026 100% representation of all member institutions during the parade of athletes. 0% deviation from the official, pre- approved program timeline (e.g., event starting and concluding exactly on time). 100% attendance of designated VIPs, university presidents, and sports directors, etc. Presidents’ Night Ceremony November 7, 2026 100% attendance of all member institution Presidents or their official, authorized representatives. Signed Memorandum / Joint Communiqué or ceremonial agreement reinforcing solidarity and regional sports development. Post-event feedback score of at least 90% "Excellent" or "Very Satisfactory" regarding protocol, hospitality, and program flow. Competition Days October 1-4, 2026 (Beach Volleyball) November 9-14, 2026 (Remaining Games) 100% game completion rate across all 46 sporting events within the specified 6-day split calendar.
Zero (0) structural delays or matches postponed to a later date due to lack of standard equipment or official personnel. 100% deployment of certified referees, umpires, and technical officials for all 46 sports disciplines. Closing and Awarding Ceremonies November 14, 2026 100% of medals and trophies successfully audited and awarded to the rightful winners without discrepancy. Official Declaration of Overall Championship and final institutional ranking verified and signed by the Board. 100% clearance and handover of all leased or borrowed venues back to host institutions within 24 hours post-event. Daily updates of tournament brackets, scores, and standings published to the central database by 9:00 PM of each competition day. • Component 3: Post-Event Accountability & Legacy Documentation Activity Measurable Outputs (Basis of Performance) Regular Board of Sports Management Meetings 100% attendance rate or quorum met across all scheduled meetings. Minutes of the Meeting (MoM) documented, approved, and disseminated within 3 working days post-meeting.
100% resolution rate for agenda items requiring Board policy decisions. Post-Activity Evaluation Report and a Digital Commemorative Folio Comprehensive Post-Activity Evaluation Report submitted within 30 days post-event, detailing financial statements, logistical audits, and medical/security incident reports. High-Definition Digital Commemorative Folio containing curated photo/video documentation of all 46 sporting events and major ceremonies. 100% accessibility of the digital repository to all member institutions via a secure cloud link for archival and promotional use. Turnover of SCUAA-NCR Flag To the 2027 Host Institution Official Turn-Over Certificate signed by both the outgoing (2026) and incoming (2027) Host Institution Presidents. 100% transfer of the official SCUAA- NCR Banner and Ceremonial Key during the closing ceremonies. Host Turnover Checklist completed, ensuring all regional records, digital assets, and historical data are successfully migrated to the next host's sports management committee. Planning for the 2027 National SCUAA Games Strategic Preparation Roadmap identifying the regional athlete pool, budget requirements, and training timelines for the NCR delegation.
100% identification and assignment of regional coaching staffs and committee heads for the National Games. Consolidated Master list of Potential National Qualifiers based on the 2026 regional results. Summary of Activities Output Target Participating NCR-SUCs 7 Planning on the General Guidelines of the SCUAA-NCR Games 100% Development of Comprehensive Competition Manual & Technical Handbook 100% Enhancement of the Integrated Digital Eligibility System (EIDES) 100% Coaches’ Forum and Solidarity Meeting 1 Student-Athletes Screened 100% Coaches Screened 100% Eligibility Cases Resolved 100% Competition Venues Verified 100% Sporting Events Conducted (Student-Athletes) 46 Sporting Events Conducted (ADFA Games) 4 Conduct of Opening and Closing Ceremonies 100% Awarding of Over-all Rankings 100%
Post-Activity Report Submitted 100% Planning for the 2027 National SCUAA Games 100% E. Project Timetable (7-Month Cycle) The project timetable shows the chronological roadmap for the successful execution of an initiative, mapping out key activities against a specific time horizon. It translates strategic objectives into a highly visible, structured schedule, ensuring that every phase of the project— from initial governance and procurement to implementation and final evaluation—is executed with precision and efficiency. Phase Month Key Activities Phase 1: Planning May 2026 • Review of updated sporting events and guidelines of the 2025 National SCUAA Games Manual of Operations; • Development of the 35th Season - SCUAA-NCR Games 2026 Project Proposal; • Formation of different Working Committees; • 35th Season - SCUAA- NCR Games 2026 Budget Proposal. • SEC Registration of SCUAA-NCR Phase 2: Coordination June 2026 • Joint Executive Meeting of the SCUAA-NCR Executive Board and Board of Sports Management (BSM); • Finalization of General Guidelines of the 35th Season – SCUAA-NCR Games 2026;
• Finalization of the 2026 SCUAA-NCR Games Project Proposal; • 2026 SCUAA-NCR Games Budget Approval. Phase 3: Promotion July 2026 • Finalization of Entries per Sporting Event; • Selection of External Technical Officials (Tournament Managers) • Procurement of needed materials and venue rentals (Trophies / medals / sports equipment etc.) Phase 4: Logistics August 2026 • Completion of Manual and Technical Handbook for SCUAA-NCR Games • Finalization of Digital Portals (IES-DES); • 2026 ADFAA Games. Phase 5: Validation September 2026 • Screening of Eligibility Documents of Student- Athletes (Beach Volleyball); • Finalization and Validation of IES-DES; • 2026 ADFAA Games. Phase 6: Finalization October 2026 • Screening of Eligibility Documents of Student- Athletes; • Finalization of Venues / Game Coordinators, Game schedules and Tournament Managers; • Physical appearance of student-athletes and coaches; • SCUAA-NCR Coaches Forum and Solidarity Meeting;
• 2026 ADFAA Games. • Conduct of Beach Volleyball Phase 7: Implementation and Evaluation November- December 2026 • Opening ceremonies (November 7, 2026); • Presidents’ Night; • Competition Proper (November 9-14, 2026); • Closing ceremonies (November14, 2026); • Post-Event Liquidation; • Debriefing; • Planning for the 2027 SCUAA-National Games. F. Skills and Expertise Required: 1. Sports Leadership: Expertise in Sports and Tournament Management. 2. Fiscal Management: Knowledge of COA auditing rules for SUCs and government procurement (RA 9184/12006). 3. Event Technology: Skills in digital scoring systems, livestreaming, competition and stage management. 4. Protocol & Diplomacy: Experience in managing VIPs and inter-institutional relations. G. Personnel Roles and Responsibilities Personnel Primary Duties (Beyond Regular Hours) Est. Overtime Man-Hours SCUAA-NCR Executive Board (composed of 7 SUC NCR Presidents) Planning Phase • Attend joint executive board meetings; • Review and approve the Project Proposal and Line- Item Budget of the 35th Season – SCUAA-NCR Games 2026. • Formally sign and issue Office Order that creates sports tournament committees. 20 Hours
• Identifying host-institutional counterpart funds/share. Implementation Phase • Presiding over the Opening Ceremonies, Closing Ceremonies and programs of the 35th Season – SCUAA- NCR Games 2026. • Mediating high level inter- institutional disputes or eligibility appeals. • Serve as the final internal decision-maker if a catastrophe happens—such as an incident requiring emergency legal intervention, massive unexpected liability, or major disciplinary actions against university personnel at the games. Evaluation Phase • Final Approval of the Audit/liquidation report of the 35th Season – SCUAA- NCR Games 2026; • Confirming and awarding of the official overall ranking/result of the 35th Season – SCUAA-NCR Games 2026; • Receive and check the final liquidation reports; • Meet the Executive Sports Director and Board of Sports Management to review the After-Action Report. 80 Hours 12 Hours
Executive Director (Vice- President of PNU) Planning Phase • Draft the 7-month roadmap coordinating with the 7 SUCs of NCR; • Spearhead the formulation of the Inclusive Handbook and Revision of SCUAA-NCR Manual; • Draft proposal for Integrated Digital Eligibility System (EIDES) • Propose comprehensive budget on the conduct of the tournament. Implementation Phase • Oversee the conduct of the different sports competitions; • Manage real-time crisis; • Supervise the secretariat and logistics; • Ensure smooth overall program flow and VIP Protocol; Evaluation Phase • Consolidating sub-committee reports into a “Sports Tournament Terminal Report”; • Overseeing the post tournament events (plan for the SCUAA National Games); • Conduct a systematic debriefing with all Sports Directors. 64 Hours 160 Hours 24 Hours Board of Sports Management (composed of 7 SCUAA- NCR Sports Directors Planning Phase (Months 1–5) Focus: Governance, Budgeting, and Standardization. 360 Hours
• Evaluate the 34th Season of the SCUAA-NCR Games; • Review and implement the 2025 National SCUAA Games Manual of Operations on the Regional level; • Define tournament guidelines and mechanics for all 46 sporting events; • Propose budgetary allocations for all expenditures concerning the tournament (venue rentals, honoraria for officiating officials, sports equipment and goods, trophies, medals etc.). • Conduct ocular inspections on different university facilities (7 SUCs of NCR, Philsports Arena and Beach Volleyball venue in Batangas) to ensure venues meet technical requirements; • Committee Formation: Select Technical Committee, Tournament Managers, Game Coordinators, etc. who will facilitate the tournament; • Enhancement of Integrated Electronic Scoring (IES) and Digital Eligibility System (DES); • Facilitate screening of documents of student- athletes; • Conduct solidarity meeting and sports forum for sports coaches; • Oversee the conduct of the ADFAA Games; • Meetings often extend beyond office hours and weekends to accommodate
the schedules of sports directors from different SUCs. Implementation Phase (Month 6) Focus: Logistics, Coordination, and Execution. • Manage the smooth conduct of the programs (Opening, Closing and President’s Night) of the tournament. • Verify the eligibility of student-athletes and sports coaches; • Oversee and ensure the smooth conduct of the 35th Season – SCUAA-NCR Games 2026; • Facilitate the orientation of external officials and ensure the integrity of the ranking system. • Handle on-site disputes, equipment failures, or scheduling conflicts. • Meetings often extend beyond office hours and weekends to accommodate the schedules of sports directors from different SUCs. Evaluation Phase (Post-Festival) Focus: Accountability and Documentation. • Consolidate and report the overall result to the Executive Board for approval and verification; • Facilitate the awarding ceremonies and the announcement of the overall 100 Hours 24 Hours
results and rankings of SUCs; • Prepare the official list of Champion Teams / Gold Medalists who will represent NCR to the 2027 SCUAA National Games (typically held in April); • Check the audit report related to the conduct of the tournament; • Analyze feedback from stakeholders regarding the overall conduct of the tournament; • Compile the final overall report, including photos documentations, media releases, etc.; • Meetings often extend beyond office hours and weekends to accommodate the schedules of sports directors from different SUCs. Secretary • Issuing official memoranda, invitation letters, tournament guidelines, and updates from the SCUAA-NCR Executive Board to all participating athletic directors and institutional heads. • Taking minutes and documenting all board meetings called by the Executive Board and Sports Directors. • Organize a post-mortem review of internal administrative bottlenecks to prepare the transition turnover notes for the upcoming Secretariat General of the 36th SCUAA- NCR season. 360 Hours
Treasurer • Operates as the ultimate custodian of the financial engine for the 35th Season of the SCUAA-NCR Games (2026). • Handles and manage budget disbursement, procurement, and sponsorship; • Coordinates the assessment, collection, and recording of institutional membership fees, solidarity dues, and entrance levies from all 7- member SUCs. • Prepare and submit final financial report, documents and turnover notes to cleanly transfer fiscal custody to the incoming Treasurer General for the next athletic calendar cycle. 60 Hours Asst. Treasurer • Assist the Treasurer in tracking, collecting, and matching the incoming solidarity fees and tournament entry levies submitted by the 7-member SUCs; • Systematically cross-checks every single documents, papers, receipts, etc. to compile the audit portfolio; • Assist the Treasurer in all the duties and functions assigned to him/her. 60 Hours Technical Secretariat • Sets up the structural communications and records framework for the entire NCR region's member state colleges and universities. • Compiles and securely stores digital registry, birth certificates, certificates of enrollment, and official 150 Hours
transcripts of records, documents, certificates, and official records (TOR) to protect the tournament's competitive integrity; • Organizing and documenting the pre-games briefing (Solidarity meeting and Physical appearance of student-athletes) where all Institutional Sports Directors and Head Coaches meet with Tournament Managers to finalize competition formats, systems, etc.; • Translate field issues into strategic governance updates by preparing recommended changes to the SCUAA-NCR Technical Manual to improve game operations for future seasons. Working Committee Rizal Technological University • Assist the Board of Sports Directors in facilitating the needed requirements for the different sports competitions. (e.g. venue, programs, documents, sound system, officials, refreshments, etc.) • Support and assist on the management of the different sporting competitions. 120 Hours Game Coordinators • Coordinates the venue, sound system, other documentary requirements, etc. of the Tournament; • Assist the Tournament Manager and Sports Director in ensuring the proper and smooth conduct of the Tournament. 56 Hours Medical Team • Serves as the primary line of defense for all delegates 80 Hours
health, safety, and physical preservation; • Establishes a comprehensive safety network across all host venues; • Auditing and compiling the mandatory medical clearances, cardiovascular stress tests, and physical examination forms of all registered student-athletes from participating SUCs; • Deliver split-second medical intervention for acute injuries—such as concussions, fractures, deep lacerations, sprains, and heat exhaustion; Screening Committee • Review, verify, and validate all official documents submitted by participating State Universities and Colleges (SUCs) to prove student-athlete and coach eligibility; • Ensure that all eligibility requirements of student- athletes passed the guidelines set by the 2025 National SCUAA Games Manual of Operations; • Manages the screening of eligibility of documents using the Digital Eligibility System; • Issue formal recommendations for disqualification to the Games Management Committee or Host Executive Board if an infraction is substantiated. • File an official post-games report to the SCUAA-NCR Executive Committee documenting the total 32 Hours
number of screened participants, approved rosters, and an archive of verified files. H. Expected Deliverables & Timeframes per Personnel Personnel Deliverables SCUAA-NCR Executive Board (Composed of 7 SUC NCR Presidents) • Final approved Project Proposal, MOA and Budgetary Requirements - June-July 2026 Executive Sports Director (Vice-President of PNU) • Final Approved Sports Manual of Operations – September-October 2026 • Final Approved Schedule of Activities – June-July 2026 • Post Activity Report – November 2026 Board of Sports Directors (Composed of 7 SUC NCR Sports Directors • Management Plan to cover operations during the sports competition – June- July 2026 • Proposed Project Proposal, MOA and Budgetary Requirements - June-July 2026 • Validated and Final Rankings of the 7 SUCs – November 2026 • SEC Registration Secretary • Consolidated documents of the 35th Season – SCUAA-NCR Games 2026 Finance Committee • Fully liquidated budget – November- December 2026 • Final Audit Report – November- December 2026 Technical Secretariat • Consolidated documents per Institutions • Final List of Delegations – October 2026 • Report on the Results of Tournament – November-December 2026 Working Committee (Host SUC) • Accomplishment reports – May-December 2026 Game Coordinators • Final approved competition venue • Report on the possible protests or inquiries – November 2026
• Report on the final validated results of the games and rankings from the Tournament – November 2026 Medical Team • Readily available medical services – November 2026 • Medical clearances (as need arises) Screening Committee • Report on Eligibility of Student-athletes – October 2026 • Report ineligibility or possible disqualifications – October 2026 I. Estimated Cost by Component (MOA – 35th Season – SCUAA-NCR Games)
To provide an accurate and defensible budget for the 35th Season – SCUAA-NCR Games 2026, the honoraria computation follows DBM Budget Circular No. 2007-2 for special projects. The total honoraria for the entire project cannot exceed 25% of the individual’s annual basic salary. 1. Honoraria Computation Table (Estimated) o Rates are estimated based on 2026 Salary Standardization Law (SSL VI) Tranche 3 averages. o Personnel Level | Estimated Monthly Salary (Step 8) | Total Project Man-Hours (7 Mos.) Computation Formula (0.0057 \times Salary \times Hours) | Estimated Honorarium (Total) 2. Personnel Efficiency & Performance Multipliers o Per DBM guidelines, the final payment is not automatic; it is adjusted based on the Performance Rating of the personnel at the end of the project: ▪ Outstanding (100%): All deliverables met on time.
▪ Very Satisfactory (85%): Minor delays but high-quality output. ▪ Satisfactory (70%): Minimum requirements met. 3. Summary of Primary Duties: o SCUAA-NCR Executive Board, composed of the 7 university presidents of the member institutions, serves as the highest governing, policy-making, and supreme authority of the association. The Executive Board provides the overarching vision, legal authority, and financial approval required to run the games. The 7-member Executive Board acts as the collective supreme authority of SCUAA-NCR. Their primary role is to ensure that the athletic games align with the holistic educational mandates of state universities and colleges (SUCs). They hold ultimate accountability for institutional solidarity, regional sports policies, high- level financial allocations, and the final ratifications of all eligibility and disciplinary rules. The duties of the 7-President Executive Board are divided into five core functional areas: A. Governance, Policy-Making, and Ratification a. Reviews, amends, and upholds the SCUAA-NCR Constitution, By-Laws, and General Guidelines. The Executive Board serves as constitutional custodian. b. Approves and ratifies all rules, regulations, game calendars, and operational policies proposed by the Board of Sports Management (BSM). The Executive Board gives the final approval authority. c. Ensures all regional sports activities comply with national mandates set by the Commission on Higher Education (CHED) and the National SCUAA. The Executive Board harmonizes the policy. d. Late-night sessions to resolve "Force Majeure" issues (e.g., sudden venue changes or regional security). e. Approved Board Resolutions for emergency protocols. B. Financial Management and Fiduciary Oversight a. Reviews and officially approves the collective and institutional budgets, host- allocation funds, and trust funds for the entire season. Budget authorization body. b. Determines and standardizes the annual membership fees, athlete registration fees, and special assessments required from each member institution. c. Receives and signs off on the audited financial statements and post-activity liquidation reports submitted by the host institution and the federation treasurer. Audits the finances of the tournament. d. Reviewing mid-project budget realignments beyond the regular fiscal calendar. C. Institutional Solidarity and Membership a. Officially designates the host institution for the upcoming sports seasons based on a rotating schedule or institutional capability.
b. Serves as the supreme and final court of appeals for unresolved disputes, structural protests, or severe disciplinary violations involving member universities. Serves disciplinary and dispute resolutions. c. Votes on the admission of new institutional members or the suspension/sanction of current member institutions failing to meet SCUAA obligations. D. Institutional Representation and Protocol a. Hosts and participates in the formal Presidents' Night ceremony to foster inter- institutional diplomacy, camaraderie, and regional unity. b. Officially declares the SCUAA-NCR Games open during the General Opening Ceremonies and confers the Overall Championship awards during the Closing Ceremonies. Leads the different ceremonies of the event. c. Witnesses and legalizes the formal turnover of the SCUAA-NCR Banner and ceremonial key from the outgoing host president to the incoming host president. E. National Alignment and Delegation a. Represents the National Capital Region (NCR) in the National SCUAA General Assembly and coordinates with national sports agencies. b. Approves the official roster, budget, and logistical plans for the integrated NCR Delegation competing in the National SCUAA Games. o Executive Director acts as the chief operating officer, active administrator, and primary implementer of SCUAA-NCR policies. As the head of the Board of Sports Management (BSM) —the Executive Director serves as the vital bridge between the highest administrative authority and the technical execution of the games. The Executive Director is responsible for the overall operational management, coordination, and administrative execution of the SCUAA-NCR Games. This role leads the Board of Sports Management (BSM), enforces the general guidelines, manages inter-institutional logistics, and ensures that all 46 sporting events and ceremonial activities are executed seamlessly, on time, and within budget. The duties of the Executive Director are categorized into five core areas of operation: A. Leadership of the Board of Sports Management (BSM) a. Calls and presides over all regular and special meetings of the BSM to plan schedules, tournament formats, and logistics. Serves as the presiding officer. b. Coordinates among the 7 Sports Directors to ensure fair distribution of event hosting, training venues, and technical responsibilities. Executive Director builds consensus. c. Formulates the operational agenda for the sports season and tasks specific BSM members with committee assignments (e.g., Screening, Technical, Logistics, Awards). B. Operational Execution & Tournament Oversight a. Oversees the strict implementation of the project timetable, specifically ensuring the smooth staging of the split-schedule ten-day competition.
b. Coordinates with Technical Officials, Tournament Managers, Referees, and Umpires across all 22 sporting events to ensure standard-compliant officiating. Executive Director serves technical supervision over the tournament. c. Serves as the first line of resolution for technical disputes, scheduling adjustments, or administrative bottlenecks during the competition phases. Executive Director manage crisis and protests. d. Serving as the final arbiter for logistics failures or technical protests during the 10-day tournament. C. Secretariat, Documentation & Systems Control a. Supervises the implementation and uptime of the Integrated Electronic Scoring (IES) and the Digital Eligibility System (DES). b. Oversees the mandatory screening of student-athletes' eligibility documents and signs off on the official master list before submission to the Executive Board. c. Leads the compilation, publication, and distribution of the comprehensive Competition Manual and Technical Handbook for SCUAA-NCR Games. d. Consolidates and drafts the official Post-Activity Evaluation Report and ensures the creation of the Digital Commemorative Folio. e. Consolidated Post-Activity Terminal Report and Audit-ready Liquidation. D. Financial & Resource Administration a. Works with the BSM and the host institution to draft the comprehensive seasonal budget for approval by the 7 Presidents. b. Manages the distribution of sports equipment, logistical support, and officiating fees during the active tournament windows. E. Institutional Liaison & Protocol a. Regularly briefs the Executive Board (7 Presidents) on operational progress, systems status, and structural challenges requiring policy decisions. b. Coordinates closely with the host university for the logistical execution of the General Opening Ceremonies, Presidents’ Night, and Closing and Awarding Ceremonies. c. Coordinates with national SCUAA and CHED sports bodies regarding technical guidelines and the selection process for the region's delegation to the National SCUAA Games. d. Coordination with RTU administration and external partners (NSA, PSC and LGUs) outside regular office hours. o Board of Sports Management (BSM) serves as the primary technical and operational arm responsible for managing athletic programs and regional meets. Composed of the 7 Sports Directors from the member State Universities and Colleges (SUCs) in Metro Manila, the BSM bridges the gap between executive policy and on-the-ground sports execution. The detailed general duties of the BSM can be categorized into four core operational areas:
A. Tournament Management & Technical Oversight a. Formulates and implements the Implementing Rules and Regulations (IRR) governing specific sports events, aligning them with national and international guidelines (such as FIBA, FIVB, etc.) and the PASUC National SCUAA guidelines. b. Oversees the plotting, scheduling, and brackets of all games, ensuring a smooth tournament timeline leading up to the qualifying rounds for the SCUAA-NCR Games. c. Appoints, monitors, and evaluates Tournament Managers, referees, and officiating umpires to guarantee absolute neutrality, professional conduct, and fair play. d. Briefings with the 22 Tournament Managers to finalize scorecards and address category-specific disputes. B. Athlete Eligibility & Screening Coordination a. Supervises the Screening Committee responsible for auditing student-athlete documents (such as academic loads, birth certificates, and registration records) to ensure strict adherence to SCUAA eligibility criteria. b. Finalizes and issues official IDs and certified athlete lists to Tournament Directors before the start of any meet. c. Acts as the initial review panel for technical protests or eligibility challenges lodged by competing teams before escalating unresolved disputes to the higher Jury of Appeals. d. Post-8 PM verification sessions to ensure all 2026 competitors meet the SCUAA enrollment and residency requirements. C. Logistical & Venue Administration a. Inspects and approves playing facilities, fields, and equipment to ensure they meet standard athletic safety requirements and competition metrics. b. Coordinates the procurement, distribution, and systematic inventory of sports supplies, official match balls, and standard technical equipment needed across various playing venues. c. Coordinates with emergency response units, medical committees, and standby personnel to ensure student-athlete safety and manage injuries during active gameplay. D. Records, Reporting, & Representation a. Systematically records, certifies, and publishes official game results, overall point tallies, and ultimate sports rankings. b. Acts as the coordinating link for member NCR state universities, managing their uniform standards, arrival schedules, and delegation arrangements. c. Drafts comprehensive post-tournament evaluations and financial/operational reports for the SCUAA-NCR Executive Committee to continuous refine future athletic meets. d. Validated Official Tally Sheets and Certified Results per contest category.
Administrative Safeguard No personnel receiving honoraria for this project shall be entitled to Overtime Pay for the same period. Personnel efficiency must be documented through a Monthly Time Record (MTR) or a Logbook specifically dedicated to the SCUAA-NCR project activities. Note on Efficiency Honoraria are calculated strictly for "excess-hour" productivity. Personnel must demonstrate a 100% completion rate of deliverables in Phase 1-7 to be eligible for the full honorarium during the implementation phase. J. Risk Management Plan: Risk Management Plan during the conduct of the 35th Season of the SCUAA-NCR Games is vital to ensure participant safety, avoid legal liability, and guarantee smooth operations across various host SUCs and sports events Below is the structured framework and a 5x5 Risk Assessment Matrix tailored specifically for the SCUAA-NCR environment, mapping out potential hazards and their mitigation strategies. Risks are evaluated based on Likelihood (1 = Rare to 5 = Frequent) and Severity/Impact (1 = Negligible to 5 = Catastrophic). The combined score determines the priority level: • Low Risk (1–4): Manageable with routine, standard operating procedures. • Medium Risk (5–9): Requires active monitoring and basic preventative actions. • High Risk (10–14): Needs a formal, documented mitigation plan and supervisor oversight. • Extreme Risk (15–25): Unacceptable; requires immediate intervention or suspension of activity until mitigated. Risk ID Hazard / Risk Description Risk Category Initial Risk Level Prevention and Mitigation Strategies (Controls) Residual Risk Level Responsible Officer /Committee R-01 Eligibility protests (disqualified student-athletes / coaches) Operations Medium Risk (Likelihood: 2, Severity: 3 = 6) Strict compliance with the screening procedures and guidelines Early screening of documents and release of screening results Procedural barriers (legit protests) and operational continuity. Low Risk (Likelihood: 1, Severity: 2 = 2) Screening Committee, Executive Director and Sports Directors R-02 Typhoon / Heavy rains Health and Safety High Risk Flexible game scheduling especially for outdoor games Medium Risk DRRMO, Technical Management, Venue Committee,
(Likelihood: 3, Severity: 4 = 12) Alternative game venues (Likelihood: 2, Severity: 3 = 6) Executive Director and Sports Directors R-03 Participant Injuries (e.g., sprains, fractures, concussions, or heat exhaustion during intense outdoor games) Health and Safety High Risk (Likelihood: 4, Severity: 3 = 12) Mandatory pre-game warm- ups. Medical teams/nurses and fully equipped ambulances on standby at every venue. Setting up hydration stations at every 100 meters for outdoor sports. Strict adherence to concussion protocols (immediate removal from play). Mandatory issuance of insurance policy to all delegates Medium Risk (Likelihood: 2, Severity: 3 = 6) Medical Committee, Venue Committee, Game Coordinators and Sports Directors R-04 Unsafe Playing Conditions (e.g., slippery courts due to sudden rain, substandard sports equipment, uneven track surfaces) Facility & Equipment High Risk (Likelihood: 3, Severity: 4 = 12) Mandatory pre-activity inspection by the Technical Officiating Officials, Game Coordinator/s and Sports Director/s before every match. Sourcing high-grade, certified sports equipment. Quick-dry mops and dedicated floor-wiping crews for indoor courts. Pre-arranged indoor backup venues for outdoor sports in case of severe weather. Low Risk (Likelihood: 2, Severity: 2 = 4) Technical Management, Venue Committee, Host SUC Property Unit, Game Coordinators and Sports Directors R-05 Misunderstanding among the delegates that turns to physical/verbal abuse, Crowd Surges and Fan Violence (e.g., highly intense rivalries between NCR SUCs leading to physical Security & Crowd Control High Risk (Likelihood: 3, Severity: 4 = 12) Deployment of campus security and local PNP personnel at high-draw events (e.g., Men's Basketball/Volleyball finals). Enforcement of clear capacity limits at host venues. Segregated seating sections for opposing university crowds. Low Risk (Likelihood: 2, Severity: 2 = 4) Security and Logistics Committee, Technical Management, Game Coordinator, Executive Director and Sports Directors
altercations in the court/stands) Zero-tolerance policy for unsportsmanlike behavior (immediate ejection). R-06 Logistical Breakdown (e.g., student- athletes missing game times due to notorious Metro Manila traffic or delayed shuttle buses) Operations Medium Risk (Likelihood: 3, Severity: 3 = 9) Staggered travel windows (delegations must leave for venues 2–3 hours early). Utilizing real-time navigation apps (Waze/Google Maps) to track routes. Strict implementation of the "15-minute default rule" by tournament directors to keep the tournament schedule tight. Providing designated athlete lodging closer to centralized host hubs if possible Open communication amongst the members of the technical committee, game coordinator and sports director Low Risk (Likelihood: 2, Severity: 2 = 4) Transportation and Logistics Committee, Technical Committee, Game Coordinators and Sports Directors R-07 Food Poisoning / Hydration Contamination (e.g., mass foodborne illnesses from unvetted external food vendors serving catering packs to delegations) Health and Safety Medium Risk (Likelihood: 2, Severity: 4 = 8) Allowing only sanitary- permit-certified food caterers to serve the delegations. Banning unsafe, highly perishable food items from menus. Providing sealed, commercially bottled water or designated central water dispensers tested for potability. Low Risk (Likelihood: 1, Severity: 3 = 3) Food & Refreshments Committee, Host Health Office, Executive Director and Sports Directors R-08 IT system failure (system and internet failure) Operations High Risk (Likelihood: 3, Severity: 4 = 12) Backup servers must be ready all the time Manual computation/encoding will be applied Low Risk (Likelihood: 1, Severity: 2 = 2) Technical Management, MISO of the host game venue, Game Coordinator and Sports Directors
Protocol for Contingency & Emergency Response: In the event that a risk transitions from a potential threat to an actual incident, the following structural chain of command will take effect: 1. The immediate personnel on site (e.g., tournament manager, referees, coaches, venue security) must stop play instantly if safety is compromised. 2. For medical emergencies, the standby medical unit takes over. For security threats, campus security/PNP takes over. 3. The Venue Manager / Game Coordinators must report the incident to the SCUAA-NCR Games Management Committee (Executive Director and Board of Sports Management) as soon as possible. 4. Every incident, minor or major, must be logged into an Incident Report Form to protect the organization from liability and to serve as data to improve future tournament risk management plans. 5. Executive Director and Board of Sports Management should always have open communication to discuss and decide important matters. Prepared and submitted by: Assoc. Prof. ARDEN MARK M. SANTOS Member, Board of Sports Management Director, Sports Development Office Rizal Technological University Noted by: Dr. LORDINIO A. VERGARA Executive Director, SCUAA-NCR Vice-President for Finance and Administration Philippine Normal University
References: • The 1987 Philippine Constitution (Article XIV, Section 19) o The Constitution dictates that the State shall promote physical education and encourage sports programs, league competitions, and amateur sports to foster self- discipline, teamwork, and excellence. • CHED Memorandum Order No. 08, Series of 2022: o Guidelines on the Tertiary Sports Development Program (TSDP) • United Nations Sustainable Development Goals (SDGs): The 2030 Agenda for Sustainable Development o SDG 3 (Good Health and Well-being) and SDG 5 (Gender Equality). SCUAA-NCR Games promote physical health, mental well-being, and gender equity among tertiary students. • National SCUAA Games: Manual of Operation, 2025 Edition • Republic Act No. 11180 (January 3, 2019) o An Act Requiring Higher Education Institutions to Report Participation and Program Support Expenditures in All College Athletic Programs (The Athletic Report Act) • Republic Act No. 6847 (The Philippine Sports Commission Act of 1990) o Law defining the state’s priority to establish a "grassroots-to-elite" athletic pipeline. o RA 6847 positions school leagues as the primary scouting ground for the national pool. • Article 2 Section 17 and Article 14 Section 19 of the Philippine Constitution and guided by the provisions of the Republic Act 10676 o “An Act Protecting the Amateur Nature of Student-Athletes in the Philippines by Regulating the Residency Requirement and Prohibiting the Commercialization of Student-Athletes, also known as Student-Athletes Act” • Republic Act 8292 (Higher Education Modernization Act of 1997) specifically Section 4b, is directly relevant to the rationale for the policy in regard to budget approval and appropriation for the university. • Republic Act 11180, otherwise known as o “An Act Requiring Higher Education Institution to Report Participation and Program Support Expenditures in All College Athletic Programs” • CHED Memorandum Order No. 63, series of 2017 o Policies and Guidelines on Local Off-Campus Activities
• CSC Memorandum Circular No. 38, s. 1992: o Physical and Mental Fitness Program for Government Personnel. • Republic Act No. 9710 (The Magna Carta for Women) o Section 14 mandates equal opportunities for women in the field of sports, including equal access to training, funding, coaching, and rewards. • Republic Act No. 11313 (Safe Spaces Act / Bawal Bastos Law) o Implementation of code-of-conduct briefings, protective policies against gender- based sexual harassment in sports events, training venues, and game venues. • CHED Memorandum Order (CMO) No. 40, Series of 2021: o "Guidelines on the Implementation of Flexible Learning for Tertiary Physical Education: Physical Activity Towards Health and Fitness (PATHFIT) Courses." o Safe resumption, integration, and strict health/safety management protocols of collegiate sports, training, and athletic events following modern public health standards. • CHED Memorandum Order (CMO) No. 20, Series of 2013 (General Education Curriculum): o "General Education Curriculum: Holistic Understandings, Intellectual and Civic Competencies." o SCUAA games contributes to the holistic development of student-athletes, aligning sports with the broader goals of tertiary-level general education. • CHED Co-Management with PASUC (Philippine Association of State Universities and Colleges) o 2026 SCUAA-NCR Games adheres directly to the regional and national standard screening rules for athlete eligibility, budgeting, and institutional participation. . • UN Action Plan on Sport for Development and Peace (SDP) o SCUAA-NCR games foster intercultural dialogue, social cohesion, conflict resolution, and leadership skills among youth across different regions. • UNESCO’s International Charter of Physical Education, Physical Activity, and Sport o Article 1 of this charter, which dictates that "the practice of physical education and sport is a fundamental right for all." This provides global justification for funding student-athlete training and sports infrastructure. • Republic Act No. 12009: o New Government Procurement Act (NGPA) • Rizal Technological University Disaster Risk Reduction and Management Office – Risk Management Plan