The Office of the Campus Secretary (OCS) serves as the administrative backbone and primary support system for the Office of the Campus Head/Superintendent. Far beyond simple clerical support, the OCS functions as the vital link between campus leadership and the various policy-making bodies that govern the institution.

The office is led by a Campus Secretary, a faculty member designated by the Campus Head through a formal Special Order. This role carries the weight of ensuring that the campus’s governance machinery—specifically the Executive Committee (ExeCom), Academic Planning Committee (APC), Financial Planning Committee (FPC), and the Campus Council—operates with precision, transparency, and legal integrity.

The duties of the OCS can be categorized into four primary domains of operations:

Secretariat and Governance Support

The OCS is behind every high-level meeting. The Campus Secretary acts as the official secretary for all major councils and committees. This involves the end-to-end management of the deliberative process, such as:

• Crafting comprehensive agendas and ensuring all members receive timely notice of meetings.
• Providing robust documentation for agenda items to ensure committee members are well-informed before making decisions.
• Capturing the official minutes of proceedings for the ExeCom, APC, and FPC to create a permanent record of institutional history.

Policy Dissemination and Communication

The OCS manages the flow of information from the boardroom to the respective constituents by:

• Disseminating approved resolutions from campus-level committees to the relevant officials and stakeholders, following approval from the Campus Head.
• Distributing approved resolutions from the System University Council (SUC) and the Board of Regents (BOR) to ensure the campus remains in alignment with broader university mandates.

Records Management and Custodianship

The office is responsible for the safekeeping of all records and minutes pertaining to the PAC, SUC, ExeCom, APC, Campus Council, and BOR. By maintaining these pertinent university records, the OCS ensures accountability and provides a reference point for future administrative actions.

Strategic Liaison and Representation

Beyond paperwork, the OCS plays a critical role in campus diplomacy and operational coordination by:

• Executive Representation: When designated, the Campus Secretary represents the Campus Head and the institution at official functions, acting as a proxy for leadership.
• Internal Coordination: The office liaises with campus officials to ensure departmental goals align with executive directives.
• System Liaison: The OCS consolidates campus-wide agendas for presentation at the highest levels of university governance, including the Presidential Advisory Committee (PAC), System University Council (SUC), and the Board of Regents (BOR).