unp citizens’ charter - university of northern...

UNP CITIZENS’ CHARTER

U N P C i t i z e n s ’ C h a r t e r Page | 1

Republic of the Philippines University of Northern Philippines

Vigan City, Ilocos Sur Telefax. #: 722-2810 Website: www.unp.edu.ph

Email: [email protected], [email protected]

PREFACE

“Justice…” said CJ Rawls of the US Supreme Court,”…is the first virtue of every social institution.” In the case of the University of Northern Philippines as one such institution, the variants of justice can best be measured in terms of the quality of interpersonal relationship, the quality of programs initiated, and by the quality of services that it provides to the various stakeholders. In all these dimensions, the fundamentality of laws, rules and policies that govern human conduct and behavior can never be underestimated in all efforts to ascertain that, in all activities and undertakings – particularly in the delivery of basic services to the people – there is fairness, efficiency, quality, and the foremost – that every soul who is exposed to such services goes home with a sweet smile of satisfaction!

This is the reason why the University of Northern Philippines came out with this manual of consolidated Citizens’ Charters that includes the basic procedures affecting the university operation with the end goal of ensuring that all university practices, including the image that the personnel projects, are salutary to the finest standards of quality.

This Citizens’ Charter is presented in accord with the various types of key services offered in the university. Admittedly, however, there are still

units that were not included because of their borderline nature. Nonetheless, these concerned units have been encouraged to craft their Citizens’ Charters so that eventually, all units – and the various types of services rendered to the multitude of stakeholders of the university, will be enshrined in this manual just the same. By then, we will be confident that the University of Northern Philippines can already stand at the threshold of maturity and quality.

It is then our hope that, with this manual on Citizens’ Charter, the University of Northern Philippines will be better appreciated by the community

that it serves, and will be better protected by the stakeholders that it cherishes! Further, the publication of this manual will hopefully spell a better quality of human resources who are instrumental to the kind of service which is expected of a civil servant.

Lastly, it is hoped that this manual will concretize the long-held tradition of service of the Ilocano civil servants which is characterized by

effectiveness and efficiency, tempered with hospitality at its finest.

GILBERT R. ARCE, Ed. D. SUC President

http://www.unp.edu.ph/

mailto:[email protected]



Table of Contents

Preface 1 College of Nursing 65 Table of Contents 2 College of Teacher Education 68 Purposes of the University 3 College of Technology 72 Vision, Mission 4 Laboratory Schools 74 Core Values 5 General Enrolment Procedure 93 Performance Pledge 6 University Research Center 94 Feedback Redress Mechanism 7 Extension Services Center 96 Feedback Form 8 Accounting Office 101 Office of the President 9 Registrar 108 Office of the VP for Finance and Administration 10 Office of the Student Affairs 114 Office of the VP for Academic Affairs 12 Campus Services Services Office 145 Office of the VP for Research and Extension 13 Laboratory Services 148 Office of the VP for Students and External Affairs 14 Medical – Dental Clinic 150 Graduate School 15 Men’s Dormitory 156 Open University 19 Motorpool Transport Services 158 College of Law 21 Research & Statistical Assistance Services 159 College of Health Sciences 24 Library Services 161 College of Architecture 27 Testing Services 166 College of Engineering 34 Planning Office 187 College of Arts and Sciences 37 Personnel Transaction and Training Services Division 189 College of Business Administration and Accountancy 40 Office of the Bids and Awards Committee 194 College of Communication and Information Technology 57 Property Office 200 College of Criminal Justice Education and Social Work 60 Key Officials Directory 205 College of Fine Arts 63


Republic of the Philippines

University of Northern Philippines Vigan City, Ilocos Sur 2700

RA 4449: Purposes of the University

The University of Northern Philippines is entrusted to primarily give technical and professional training,

advanced instruction in literature, philosophy, the sciences and arts, besides providing for the promotion

of scientific and technological researches.

The Citizens’ Charter

This Citizens’ Charter is a commitment of its services to the students, non-teaching staff, faculty members,

officials and any other person having any relation with the work/activities of the University.

UNP CITIZENS’ CHARTER


The University of Northern Philippines envisions itself to be a pioneering Center of world-class

excellence for instruction in the humanities, the arts and the sciences; functional scientific, social and

technological researches; relevant extension services and quality production towards empowerment of

graduates for sustainable development

The mission of the University is to provide quality education through modernization,

accreditation and effective consultation and linkages; enhance research through expansion of

commodity coverage and capacitation of faculty and staff members; intensify extension through

provision of impact projects; and improve production through the optimal utilization of available

resources making our graduates effective development managers and useful citizens in the

community.

VISION

MISSION


Excellence. By invoking the aid of Divine Providence, we commit ourselves to be the best that we can be and do by continuously learning and enhancing our skills and developing proper attitudes towards work and people.

Professionalism. We endeavor to set and abide by high work standards and always be guided by the principles of objectivity and fairness.

Ethics and Integrity. We pledge to serve with honor and humility always cognizant of the principle that “Public Office is a Public Trust.”

Transparency. We endeavor to make all transactions, deals, records or any activity open and known by all people concerned.

Creativity and Productivity. We offer efficient and effective interventions to varying needs of our clientele. We shall remain dynamic, open-minded and innovative workforce, responsive to changing times and circumstances constantly challenging the status quo and ever willing to face risk and confront uncertainties.

Synergy and Community. We believe in and practice teamwork. We regard ourselves as a family providing one another support and inspiration in our work.

Initiative. We commit ourselves to act on our own, responsive to a given situation.

We believe that our unflinching commitment to these values would enable us to fulfill our overriding

responsibility to meet the needs the clients we serve.

CORE VALUES


The University commits to:

U nify to provide quality education

N aturally strive for the implementation

of its programs, activities and projects

P romptly take the responsibility in pursuit

of the common good of its clientele or stakeholders

PERFORMANCE PLEDGE


FEEDBACK AND REDRESS MECHANISM

For comments and suggestions, kindly do any of the following:

Accomplish a feedback form and drop it in the “feedback and redress mechanism box” located at

the entrance of the Administrative Building.

Inform the security guard on duty at the entrance of the administration building

Email to [email protected] or [email protected]




FEEDBACK FORM (pormas pakaamuan maipanggep ti serbisyo)

Please let us know how we have served you. (Kayatmi nga maamuan nu kasanu a naipaay ti serbisyo)

Kindly check the appropriate box for the use of this form (Kur-itan jay kahon ti rason nga panang-usar ti pormas)

□compliment □complaint □suggestion

(panagdayaw) (reklamo) (singasing)

Person(s) unit/office concerned or involved ______________________________________________ (Tao/tattao/opisina nga maseknan)

Facts or details of the incident _________________________________________________________ (Banbanag maipapan ti pasamak)

Recommendation(s)/suggestion(s)/desired action form the office ____________________________ (Rekomendasyun/singasing/aksyun nga tarigagayan manipud ti opisina) ______________________________________________________________________________________________________________________

Name (Optional) ___________________________ Office/Agency _________________________ (Nagan – mabalin nga saan inkabil) (Opisina/ahensiya)

Address __________________________________ (Pagtaengan)

Contact No.(s) if any ________________________ email address (if any) ___________________ (telepono – no adda)) (email address – no adda)

Signature _________________________________ Date ________________________________ (pirma) (Petsa)

Thank you! Dios ti Agngina!


Republic of the Philippines UNIVERSITY OF NORTHERN PHILIPPINES

Vigan City

OFFICE OF THE PRESIDENT SERVICE PLEDGE, SERVICE GUIDE AND SERVICE STANDARDS

TYPE OF FRONTLINE SERVICES FEES FORMS

PROCESSING TIME (Under

normal circumstances per

transaction)

PERSON/S

RESPONSIBLE/LOCATION

Receiving /releasing of communications and other

documents None

Upon receipt and approval

Records Officer/Asst. Board

Secretary/3 Office Assistants

Attending to/placing telephone calls and

receiving/placing fax messages None

1 min / seconds as it rings

Asst. Board Secretary/two Office

Assistants

Facilitating the flow of documents for the

President’s signature and disseminating the same

to concerned offices/units/agencies

None

Upon receipt and approval

Records Officer /Special Asst. to

the President/Asst. Board

Secretary/ Office Assistant

Preparing / keeping of records pertaining to BOR /

Academic Council / Administrative Council and

other related documents and furnishing to

concerned offices/units /agencies said documents

None

After the schedule

Board Secretary/Records

Officer/Special asst. to the

President/Asst. Board Secretary/

two Office Assistants

Acting on all communications / reports relevant to

the implementation of the fourfold functions of

the University, i.e. Instruction, Research, Extension

and Production activities

None

Upon receipt and or after a

meeting

President/Board Secretary/Special

Assistant to the President

Working-out linkage projects and programs with

local, national and foreign institutions or agencies None

Upon receipt and or after a

meeting

President/Board Secretary/Special

Asst. to the President

Receiving guests/visitors of the President and of

the University

None

Special Asst. to the President/

Assistant Board Secretary



Vigan City

OFFICE OF THE VICE PRESIDENT FOR FINANCE AND ADMINISTRATION SERVICE PLEDGE, SERVICE GUIDE AND SERVICE STANDARDS

Frontline Services Fees Forms Processing Time Persons responsible/ location

Provide comments, recommendation and actions on various communications

n/a

15 minutes/document VPFAD

Supervises the workflow of the Administrative, Financial and Auxiliary Services

n/a

From time to time and as the need arises

VPFAD

Ascertains and certifies the completeness, authenticity of supporting documents of Disbursement Vouchers (except for procurement of goods and services)

n/a

5 minutes/document VPFAD

Signs various official documents such as: Daily time records of key

administrative, financial and auxiliary officials

Job orders

Employment contracts

Appointments

Bid documents

Report of waste materials

Form 6 of non- teaching personnel

n/a

DTR Job order Contracts Appointments Bid forms Report of Waste Materials Form 6

5minutes/document

VPFAD

Monitors collection and utilization of funds

n/a From time to time and as

the need arises VPFAD, Director for Finance & Cashier Officer IV


Frontline Services Fees Forms Processing Time Persons responsible/ location

Reviews financial reports n/a Every 1st and 2nd week of the month

VPFAD, Director for Finance, Budget Officer IV and Cashier Officer IV

Helps prepare and review all budget proposals and other budgetary forms/reports (General Fund, Special Trust Fund and Other Trust Fund)

n/a 1st quarter of the year and as the need arises

VPFAD, Director for Finance, Budget Officer IV and Director for Planning

Conducts Institutional Budget Hearing n/a

Cascading forms and Annual Procurement Plan Forms

1st quarter of the year

VPFAD, Director for Finance, Budget Officer IV and Director for Planning, Head of the different delivery units

Conducts Bidding Activities

Per GPPB Guidelines on the Sale of Bidding Documents

Bid forms From time to time VPFAD and Bids and Awards Committee Members

Conducts Recruitment/Selection and Promotion Activities n/a


VPFAD, HRMO IV, members of the Recruitment Selection Promotion Board

Entertains, addresses queries, concerns and problems of university personnel, students, suppliers and other university stakeholders

n/a


VPFAD

Attends various meetings n/a From time to time VPFAD

Attends to referrals by the President n/a From time to time VPFAD, President



Vigan City

OFFICE OF THE VICE PRESIDENT FOR ACADEMIC AFFAIRS SERVICE PLEDGE, SERVICE GUIDE AND SERVICE STANDARDS

TYPES OF FRONTLINE SERVICES

FEES

FORMS

PROCESSING TIME (Under normal circumstances

per transaction)

PERSONS RESPONSIBLE/

location

Endorsement of requests of faculty and students N/A

10 minutes VPAA/Special Assistant

to the VPAA

Processing of Incoming Communication N/A

15 minutes Faculty Staff/

Office Assistant

Disseminating of Outgoing Communication, Memorandum

N/A

VPAA/Special Assistant

to the VPAA/Faculty Staff

Processing/Approval of Faculty Teaching Loads N/A

30 minutes to 1 hour VPAA/Special Assistant to the

VPAA

Signing of DTRs and Form 6, Clearances, Application for leave.

N/A

10 to 15 minutes VPAA/Special Assistant to the

VPAA

Processing of Incoming and Outgoing Disbursement Vouchers, Travel Orders, Payroll, Purchase Request, Purchase Orders and others.

N/A

15 to 20 minutes VPAA/ Office Assistant

Consolidation of Faculty Performance Evaluation N/A As per submission of the

different colleges/departments VPAA/Special Assistant

to the VPAA/Faculty Staff

Review and Evaluation of NBC 461 CCE & QCE Documents

N/A

As per submission of the

different colleges

VPAA/Members of the NBC 461 CCE & QCE

Institutional Review and Evaluation Committee



Vigan City

OFFICE OF THE VICE PRESIDENT FOR RESEARCH AND EXTENSION SERVICE PLEDGE, SERVICE GUIDE AND SERVICE STANDARDS

TYPES OF FRONTLINE SERVICES FEES FORMS PROCESSING TIME

(Under normal circumstances per transaction)

PERSON RESPONSIBLE/ location

Endorsement of request of faculty and students N/A

10 minutes VPRE

Processing of Incoming Communication N/A 10 minutes VPRE

Disseminating of outgoing Communication, Memorandum

VPRE

Processing/of Endorsed Research Papers N/A 30 minutes to 1 hour VPRE

Signing of DTRs and Form 6, Clearance, Application for Leave. N/A

10 to 15 minutes VPRE

Processing of Incoming and Outgoing Disbursement Voucher, Travel Orders, Payroll, Purchase Request, Purchase Order and other of Research Staff

N/A

15 to 20 minutes VPRE

Consolidation of Performance Evaluation of Research and Staff N/A

VPRE



Vigan City

OFFICE OF THE VICE PRESIDENT FOR STUDENTS AND EXTERNAL AFFAIRS SERVICE PLEDGE, SERVICE GUIDE AND SERVICE STANDARDS

TYPES OF FRONTLINE SERVICES FEES FORMS PROCESSING TIME


PERSONS RESPONSIBLE/location

Endorsement of requests and operational plans of the offices of Student Development Programs, Student Welfare Programs and External Affairs

N/A 10 minutes VPSEA

Endorsement of requests of students, student organizations and external partners


Processing of incoming communication N/A 15 minutes VPSEA/Office Assistant

Disseminating of outgoing communication and memorandum

N/A VPSEA

Approval of operational plans and requests for Activity/Facility of Student Organizations


Signing of DTRs, Form 6 and Clearances N/A 5 minutes VPSEA

Processing of incoming and outgoing Disbursement Vouchers, Liquidation Reports and others

N/A 20 minutes VPSEA/Office Assistant

Consolidation of Accomplishment Reports and Performance Evaluation of the OSEA Directors and Staff

N/A VPSEA/Office Assistant

Final Review and Evaluation of Documents for Accreditation or Re-accreditation of Student Organizations, Fraternities and other student groups




UNIVERSITY OF NORTHERN PHILIPPINES Vigan City

GRADUATE SCHOOL

SERVICE PLEDGE, SERVICE GUIDE AND SERVICE STANDARDS

Type of Frontline Services Fees Forms Processing Time


Person/s Involved

I. Preparation of Subject Offerings per

semester - Request for subjects to be

offered - Preparation and approval of

the schedule of classes and honorarium of faculty members having overload

- Preparation and distribution of Individual Faculty load

- Submission of approved class schedule and Individual Faculty Load to the Vice President for Academic Affairs and the Vice President for Finance and Administration

Dean’s Memo Dean’s Memo Letter of Transmittal

2 months before enrolment 1 month before enrolment 2 weeks before the start of classes 2 weeks after the start of classes

Dean College Secretary, Dean, VPAA, FS Director, VPFA and UNP President GS staff, Dean GS staff, College Secretary, Dean




Person/s Involved

II. Admission - Issuance of Personal Data

Sheet - Issuance of Acceptance Slip - Approval of Acceptance Slip - Issuance of Form I and

payment of GSSO fee - Approval of enrollment form - Assessment of fees to be paid - Payment of Fees

- Submission of Xerox copy of

assessment form III. Comprehensive Examination

- Preparation and submission of test questions

- Application for the Comprehensive Examination

- Issuance of Approved CE permits

- Assigning proctors/ examiners - Administration of

Comprehensive Examination - Issuance of comprehensive

examination rating sheet

P 75.00 120.00/ unit for master 180.00/ unit for doctorate P 300/ examinee (master’s) P 500/ examinee ( doctorate)

PDS Form Acceptance Slip Acceptance Slip GS Form I GS Form I Xerox of Assessment Form Dean’s memo Examination Permit Grade Sheet

One month before the start of classes

To be submitted with the TOR , 2 X 2 pictures (2 pcs) and 1 x 1 pictures ( 2 pcs) To be filled out by the interested student seeking for admission To be approved by the Dean To be issued to the student and GSSO fee to be paid To be approved by the Dean To be assessed by the registrar’s personnel To be paid to the cashier To be submitted to the GS staff for consolidation 3 weeks before the scheduled dates of the comprehensive examination 3 weeks before the comprehensive examination date 2 – 3 weeks before comprehensive examination 1 week before the comprehensive examination Saturday and Sunday

GS staff, Guidance Counselor GS staff, Guidance Counselor Dean Dean GS staff/GSSO treasurer Dean/College Secretary Registrar’s personnel Cashier’s personnel GS Staff Dean, Core and Affiliate faculty members Students, GS Staff Dean, GS Staff Dean & Guidance Counselor Proctors/ Examiners Dean GS Guidance Counselor




Person/s Involved

IV. Theses/ Dissertation Proposal/ Final Defenses 1. Selection and finalization of

the members of the thesis/ dissertation committee

2. Preparing the final draft of the nomination form

3. Signing the final draft of the nomination form

4. Providing the concerned officials with the approved nomination form

5. Submission of the proposal/ final manuscripts to the advisory committee for comments/ suggestions

6. Submission and distribution of the desired number of manuscripts for the proposal / final defense

7. Proposal/ Final Defense

Nomination form Nomination form Nomination form Thesis/ Dissertation manuscripts

1 month before the scheduled proposal defense Two/ three weeks One week before the scheduled date of defense On the scheduled date of defense

Thesis Writing professor and Program Coordinator Researcher, Program Coordinator Thesis/ dissertation committee, Dean Dean, College Secretary and Guidance Counselor Researcher, Thesis/ dissertation committee members Researcher, thesis/ dissertation committee members Researcher, thesis/ dissertation committee members




Person/s Involved

V. Graduation Requirements - Issuance & accomplishment of

application for graduation - Submission of 10 copies of

thesis/ dissertation books - Payment of graduation fees - Submission of one copy of

accomplished application for graduation

P 1,200 (masters) 1,100 (doctorate)

Application Form Books Application for Graduation

1 month before graduation day 1 week before graduation day 1 week before graduation day 2 days before graduation day

GS staff, students

GS staff, students

Cashier’s personnel

GS Staff

VI. Other Services - Request for grades after each

semester

3 weeks after the end of each semester

GS Staff, students



Vigan City

OPEN UNIVERSITY


Office/Building Types of Function

Services Fees Requirements

Person Responsible/Location

Processing Time

Off-campus/ Campus-based

1. Enrolment Masteral 300.00/unit 500.00/subject 700.00 misc Undergraduate 100.00/unit 500.00/subject 500.00 misc.

OTR of BA or BS Degree NSO Birth Certificate Two I.D. 1.5x1.5 Photocopy of Nursing

licensure Exam Result(MAN)

Marriage Contract (women)

Official Transcript of Record

NSO Birth Certificate Duty Status Certificate of Completion

of a Basic Police Training Course

Form 137 Marriage Contract

(women)

OU Personnel 30 mins

2. Lectures

OU Professors

1 hour per professor


Office/Building Types of Function

Services Fees Requirements

Person Responsible/Location

Processing Time

3. Issuance of Official Transcript of Records

40.00 per page

15.00 doc stamp

Cleared all requirements and balances

College Secretary

University Registrar

OU Personnel

10 working days

4. Issuance of Certifications (e.g. units earned, term enrolled, subjects and units enrolled

50 per copy Cleared all requirements and balances

University Registrar

OU Personnel 1 hour

5. Collection of Module Answers

OU Personnel 10 mins

6. Information Drive

Dean

College Secretary

2 hours



Vigan City

COLLEGE OF LAW


TYPES OF FRONTLINE SERVICE FEES FORMS

PROCESSING TIME (Under normal

circumstances per transaction)

PERSONS RESPONSIBLE\ LOCATION

Releasing of Forms:

Application for Leave

Daily Time Record

CMU Pass\Time Adjustment Slip

Teaching Load Teachers Load

Room Use Permit

Barrowers Slip-(AV Equipment

Activity Permit

Conflict Form

Clearance (Students)

Clearance (Teachers)

Logbook

Room Use Permit Form

None

As Specified: To be requested from the College Secretary of

College Clerk

By Transaction College Secretary/Clerks

Law Library Services None Log Book

Library Card By Transaction Law Librarian






BAR Operations

P500.00 (only for 4th Year

Students)

Enrolment Form Last Sunday of BAR

Examination

Dean Bar Operation

Committee

Law Entrance Examination P500.00 Application Form By transaction Dean/UNP Testing Center

ISSUANCE OF:

Forms for Petition to take the BAR

Certificate of No Derogatory Record

GENERAL CLEARANCE

PROSPECTUS

CHECKLIST

ADMISSION SLIP

LEAVE OF ABSENCE

WORKLOAD\TEACHING LOAD FOR FACULTY

PER-REQUISITE FORM

ROOM UTILIZATION \ USE FOR MEETING

SUBJECT SCHEDULE TRANSFER FORM

GRADES FOR STUDENTS ANDFACILITATE THE EVALUATION OF GRADUATION STUDENTS

NONE None NONE

NONE NONE NONE NONE

NONE

NONE

NONE

NONE

NONE

Bar Petition No Derogatory Record GENERAL CLEARANCE FORM COURSE PROSPECTUS COURSE CHECKLIST ADMISSION SLIP FORM LEAVE OF ABSENCE FORM SUBJECT SCHEDULE TRANSFER FORM WORKLOAD \TEACHING LOAD FORM PRE-REQUESITE FORM ROOM UTILIZATION \ USE FORM SUBJECT SHEDULE TRANSFER FORM SHIFTING FORM

2 minutes 2 minutes 2 minutes

2 minutes 2 minutes 2 minutes 2 minutes

2 minutes

15 minutes

2 minutes

2 minutes

15 minutes

College Secretary Staff / College Secretary Staff / Collage Secretary Staff / Collage Secretary Staff / Collage Secretary Staff / Collage Secretary Staff / Collage Secretary Staff / Collage Secretary Staff / Collage Secretary Staff / Collage Secretary Staff / Collage Secretary Dean / Collage Secretary






DROPPING, ADDING, CHANGING OF SUBJECT

SHIFTING FORM

CERTIFICATION OF BONA FIDE STUDENTS STANDING

CERTIFICATION OF AVERAGE GRADE FOR SHOLARSHIP AND OTHER PURPOSSES

APPROVE POSTING AND POST IMPORTANT ANNOUCEMENT

VOUCHERS OF STUDENTS WITHDRAWALS

NONE NONE NONE

NONE

NONE

NONE

15 minutes 2 minutes

Dean / Collage Secretary Staff / Collage Secretary Staff / Collage Secretary



Vigan City

COLLEGE OF HEALTH SCIENCES


SERVICES REQUIREMENT/S NEEDED PROCEDURE PERSONNEL IN-CHARGE

PROCESSING TIME

FEES

1. Application for Admission First Year

Photocopies of the following: 1. UNP-CAT Result 2. NSO Birth Certificate 3. Form 138

1. Present the UNP_CAT Result 2. Interview 3. Release of Acceptance Slip

Level Coordinator College Secretary Dean

10 mins. None

2. Enrolment Enrolment Form For First Year Students: Original Form 138

Original UNP-CAT Result

2 recent 1.5 x 1.5 colored pictures

Original NSO Birth Certificate

Acceptance Slip Tranferees/shifters

Original Copy of OTR or Certification of Grades

Honorable /Dismissal /Permit to Shift

Original NSO Birth Certificate

2 recent 1.5 x 1.5 colored pictures

Certificate of good moral character

1. Present Enroll in ROTC 2. Present receipts of SC, Tandem,

Unit Fee 3. Get enrolment form from CHS

Office 4. Fill up form and signed by the

Dean 5. For scholars – proceed to OSA for

submission of requirements and signing of forms

6. For UNP study privilege, fill up form taken from Personnel office to be signed by HRMO & Dean

7. Proceed to computer Room for assessment and payment of fees.

8. Present photocopy of computerized receipt.

Adviser/ Coordinator Dean Personnel Office Dean Level Coordinator

5 mins.

None



PROCESSING TIME

FEES

3. Request for Transfer

Appraisal Sheet Present Request Verification Signature

Assigned Clerk Class Adviser Level Coordinator Dean

10 mins. None

4. Application for graduation (clinical and degree, non-degree)

Clearance form duly signed by proper school authorities

Appraisal sheet

Review of academic documents, signing of clearance and application for graduation Recommend applicant for graduation.

Adviser/Level Coordinator Dean 2 mins. None

4. Request for RLE Summary

Request Form

1. Fill up application form 2. Present the filled up application

form for approval 3. Claim the Summary of RLE

Office Clerk Level Coordinator

30 mins. None

5. Request for On-call Schedule

Request Form 1. Request for On-call slip for Midwifery for Nursing

2. Scheduling of On-Call duty 3. Issuance of sign On-call Slip

Level II Coordinator Level IV Coordinator Dean 5 mins None

6. Application for Local Board Examination

PRC forms Issuance of accompanying required certifications Sign PRC Forms

Present accomplished PRC form for review and for signature. a. Midwifery Board Exam b. Nursing Board Exam

Level II RLE Coordinator, Level II Coordinator Level IV RLE Coordinator, Level IV Coordinator, Dean

15 min None

7. Request for Certification for Foreign Employment or Examination

Request Slip Documents for foreign applications – Transcript of Records , course description

1. Present form with Transcript of Records for signature

2. Document with computation 3. Document course description,

rotation plan

College Secretary College Clerk Dean

1 day

3 days

Donation



PROCESSING TIME

FEES

8. Request for Certification of Grades

Accomplish Request Form

1. Present request to Level Coordinator

2. Issuance of Certification with College Seal

Assigned Clerk College Secretary

30 mins None

9. Request for Certification of Good Moral Character

Accomplish Request Form




30 mins None

10. Request for Reference Letter Accomplish Request Form




30 mins None

11. Request for Instructional Materials (LCD, Lop Top, Etc.

Accomplish Request Form 1. Present Request Assigned Clerk 5 mins. None



Vigan City

COLLEGE OF ARCHITECTURE


SERVICE FORM/S TO

BE USED REQUIREMENT/S

NEEDED FEES/

CHARGES PROCEDURE /STEP

PERSON/S REPONSIBLE

PROCESSING TIME

1.Enrolment White Form (Registration Form)

First Year: NSO Birth Cert. , UNP CAT Rating, HS Card Second Year to Fifth Year: Appraisal Sheet Semestral Evaluation Slip

Atelier Council Fees Tuition Fees Miscellaneous Fees (please refer to posting at adjacent bulletin board)

Student presents requirements to First Year Adviser;

Student secures White Form, Fills up with Schedule of Classes;

Student pays Atelier Council (AC) fees

Adviser Approves

Dean approves

Student looks for Adviser to secure grades

Adviser writes grades in the Semestral Evaluation Slip

Student presents requirements to person in charge of enrolment; secure White Form, Student fills up with Schedule of Classes;

Student pays Atelier Council (AC) fees

Adviser Approves

Dean approves

First Year Adviser AC Officer

Dean

Adviser Person in charge

of enrolment AC Officer

Dean

30minutes


SERVICE FORM/S TO


NEEDED FEES/

CHARGES PROCEDURE /STEP

PERSON/S REPONSIBLE

PROCESSING TIME

2. Submission of Completion Form for Incomplete Grade

Completion Form

Completion Project required by Instructor

Completion Form fee: Php25.00

Student meets with concerned Instructor to get completion requirements;

Student accomplishes requirements; submits to Instructor

Student secures Completion Form from Registrar’s Office,

Instructor writes Final Grade in the Completion Form; Signs it; Dean approves; Student submits to College Secretary; Clerk submits to Registrar’s Office

Instructor

Dean College

Secretary Clerk

Depends on submission time set by Instructor

3. Securing of Pass Slip

Pass Slip Excuse letter (see

format in the

bulletin board)

n/a Student writes excuse letter noted by Parent/Guardian and Adviser addressed to Dean; Dean approves.

Student brings approved excuse letter to Guidance Office to secure Pass Slip

Student submits Pass Slip to Instructor concerned; Student returns signed Slip to Guidance Office

Parent/ Guardian Adviser Dean

Guidance Counsellor

2 minutes (Dean’s level)

4. Dropping a Subject

Dropping Form

Dropping Form fee: Php25.00

Student secures Dropping Form from Registrar’s Office before the Midterm Examinations; Fills up

Adviser countersigns;

Instructor signs;

Dean approves;

College Secretary receives accomplished form

Office Clerk submits to Registrar’s Office

Adviser Instructor

Dean College

Secretary Clerk

5minutes.


SERVICE FORM/S

TO BE USED

REQUIREMENT/S NEEDED

FEES/ CHARGES

PROCEDURE /STEP PERSON/S

REPONSIBLE PROCESSING

TIME

5. Dropping of entire course

Dropping Form Clearance Form

Appraisal Sheet Dropping Form fee: Php25.00

Student secures accomplished Appraisal Sheet from Adviser,

Student secures Dropping Form and Clearance Form from Registrar’s Office

Student goes to concerned University officials and student officers for signature

Student returns accomplished forms to College Secretary

Clerk submits to Registrar’s Office

AC Treasurer, Adviser, College Secretary,

Dean, Clerk

Unit Librarian, Accountant Registrar

30 minutes

6. Adding a Subject

Adding Form

Adding Form fee: Php25.00

Student secures Adding/Dropping Form from Registrar’s Office not later than 10 days after first day of classes; Fills up

Adviser countersigns;

Instructor signs;

Dean approves

College Secretary receives accomplished form

Office Clerk submits to Registrar’s Office

Adviser Instructor

Dean College Secretary

Office Clerk

5 minutes

7. Signing of Student’s Clearance for Final Examina-tion

Student ‘s Clearance Form

Payment of

Institutional Fees

(Atelier Council)

if any, and school

fees

Unpaid fees

Office Clerk issues Student Clearance Form to students;

Student goes to concerned University officials and student officers for signature.

Student submits to College Secretary

Clerk issues Examination Permit

Adviser, Unit Librarian, AC Treasurer/AC

Governor, Dean, College Secretary, Clerk,

University Librarian, Dean of Students Affairs,

University Accountant

1/2ay


SERVICE FORM/S

TO BE USED


FEES/ CHARGES



TIME

8. Application for Graduation

Student’s Clearance Form Application for Graduation

Appraisal Sheet Payment of Institutional (Atelier Council) Fees, if any, and school fees

Unpaid fees Student secures accomplished Appraisal Sheet from Adviser,

Student secures Clearance Form from Registrar’s Office,

Student secures Application for Graduation Form from Dean’s Office Clerk

Student goes to concerned University officials and student officers for signature

Student returns accomplished forms to College Secretary

Clerk submits Registrar’s Office

AC Treasurer, Adviser,

College Secretary, Dean, Clerk

Unit Librarian, Accountant Registrar

1/2 day

9. Verification of Grades by Former Students

Grade Sheets Bring your copy/ies of: Appraisal Sheet/s Registration Forms Semestral Evaluation Slips Completion/Adding/Dropping forms for faster verification

n/a

Student requests the College Secretary

Clerk looks for filed Appraisal Sheets by former Adviser,

Clerk crosschecks registration forms from the student’s jacket, verifies grades from Grade Sheets

College Secretary countersigns

Dean approves

Student gets grades

Office Clerk, Adviser. College Secretary,

Dean 30 minutes


SERVICE FORM/S

TO BE USED


FEES/ CHARGES



TIME

10. Issuance of Grades and Class Advising

Appraisal Sheet

Grade Sheets n/a Adviser looks up for grades in the Gradesheets;

Adviser fills up grades in the Semestral Evaluation Slip;

Adviser issues Semestral Evaluation Slip to advisee

Adviser evaluates subjects finished by advisee vis-à-vis curriculum;

Adviser lists appropriate subjects to be enrolled;

Dean approves

Adviser issues List together with Semestral Evaluation Slip to student

Adviser Dean

10minutes

11. Applica-tion for Official Transcript of Records (OTR) of graduates

Dean’s Clearance Form for OTR

Photocopy of : Cover Page of Thesis Book, Approved Proposal Sheet, Certificate of Jury’s Acceptance Certificate of Critic’s Review Appraisal Sheet Registrations Forms from First to Fifth year

n/a

Student submits photocopies of Registrations Forms from First to Fifth year

Office Clerk prepares Dean’s Clearance;

College Secretary countersigns;

Dean signs ;

Office Clerk issues clearance to graduate

Graduate submits all documents to Registrar’s Office

Office Clerk College Secretary

Dean Registrar’s Office



SERVICE FORM/S

TO BE USED


FEES/ CHARGES



TIME

12. Applica-tion for Official Transcript of Records (OTR) by undergrad students

Clearance Form

Appraisal Sheet Registrations Forms from First to Semester /SY spent in the University

n/a Student secures accomplished Appraisal Sheet from Adviser


Dean signs

Student submits Appraisal Sheet to Registrar’s Office to request OTR

Adviser College Secretary

Dean


13. Request for attendance to External Activities

Letter of Invitation/memo/ communication

Registration fee, if any

Student writes request letter to Dean with Parent’s Permit;

Dean approves Dean

2 minutes

14. Request for Office Data

Request letter n/a Office Clerk informs the Dean/College Secretary,

College Secretary instructs Office clerk to reproduce data;

Dean signs documents

Clerk submits to requesting office

Office Clerk, Dean,

College Secretary 15 minutes

15. Prepa-ration and posting of Examination Schedule

Bulletin of Information

Examination

Schedule

n/a College Secretary prepares Examination Schedule

Dean approves

Clerk posts in the bulletin board

College Secretary Clerk

30 minutes


SERVICE FORM/S

TO BE USED


FEES/ CHARGES



TIME

16. Prepa-ration and posting of Enrolment Schedule and Faculty Assignment

Enrolment

Schedule

Faculty

Assignment

n/a College Secretary prepares Enrolment Schedule and Faculty Assignment

Dean approves Clerk posts in the bulletin board;

furnishes copies to concerned faculty

College Secretary Clerk Dean

30 minutes

17. Request for Bulletin of Information

Bulletin of

Information

n/a Visitor registers in the Visitor’s logbook

Clerk issues Bulletin of Information

Clerk 2 minutes

18. Shifting to another course

P Permit to Shift n/a Adviser issues Appraisal Sheet to advisee

Student/advisee requests College Secretary for Permit to Shift Form

Clerk prepares form


Dean approves

Adviser College Secretary

Clerk Dean

2 minutes

19. Request for the use of ARKI-AVR equip-ment

Borrower’s

Logbook (for

Architecture

faculty and

students)

Request Letter

(other borrowers)

n/a College Secretary/ Dean approves

Borrower registers in the Borrower’s Logbook

Clerk issues AVR equipment

Borrower logs out upon return of equipment

Clerk receives back AVR equipment

Dean/ College Secretary

Clerk 2 minutes



Vigan City

COLLEGE OF ENGINEERING


TYPES OF FRONTLINE SERVICES FEES FORMS


circumstances per transaction

PERSONS RESPONSIBLE/LOCATION

ISSUANCE OF: ADMISSION TO COLLEGE

PROSPECTUS

ENROLLMENT

First year/ New Student

Second year/Fifth year

Transferees

Shifters

PERSONAL INFORMATION FOR STUDENTS ID’s

NONE

NONE

NONE

NONE

Admission Slip

Course Prospectus

White Forms

ID Form

2 minutes

2 minutes

5 minutes

2 minutes

Staff/College Secretary


Staff/College Secretary Staff/Adviser/College

Secretary Staff/Adviser/College

Secretary Staff/Adviser/College

Secretary







SIGNING OF CLEARANCE FOR FINAL EXAMINATION

ADDITION/DROPPING OF

SUBJECTS

GRADES OF STUDENTS/APPRAISAL SHEET

COMPLETION OF GRADES

APPLICATION FOR

GRADUATION/ EVALUATION OF GRADUATING STUDENTS

CERTIFICATION OF BONAFIDE

STUDENTS AND STUDENTS STANDING

CERTIFICATION OF AVERANGE GRADE FOR SCHOLARSHIP AND OTHER PURPOSSES

WORKLOAD/FACULTY TEACHING LOAD

DAILY TIME RECORD

NONE

NONE

NONE

NONE

NONE

NONE

NONE

NONE

NONE

Clearance Form

Addition/Dropping Form of Subject (Registrar’s Office)

Grading Sheet/Report of Rating/Evaluation Form

Completion Form

Clearance Form/ Application

for Graduation Form/ Evaluation Form

Dean’s Certification

Student’s Evaluation Form

Individual Faculty Load

DTR Form

3 minutes

2 minutes

15 minutes

2 minutes

3 minutes

2 minutes

15 minutes

2 minutes

2 minutes


Staff/Adviser/College Secretary

Instructor/Adviser/Staff/

College Secretary


Adviser/Staff/College Secretary










FACULTY LEAVE OF ABSENCE

CLASSROOM UTILIZATION

APPROVE POSTINGS AND POST

IMPORTANT ANNOUNCEMENT

PREPARATION OF VOUCHERS

NONE

NONE

NONE

NONE

Leave of Absence Form

Classroom Utilization Form

Approve Request Letter

2 minutes

2 minutes

10 minutes

2 minutes







Vigan City

COLLEGE OF ARTS & SCIENCES




circumstance per transaction)

PERSONS REPONSIBLE/

LOCATION

1. Interview of applicants for admission

n/a Interview forms 30 mins. Program Head, Adviser, College Secretary, Dean

2. Enrolment

Academic Unit Fees Tuition Fees Miscellaneous Fees(please refer to posting at adjacent bulletin board)

White Form (Registration Form)

30 mins. Adviser, Person in charge of enrolment, Dean Cashier, Registrar

3. Completion of incomplete grade

Completion Form fee: Php 25.00

Completion Form Depends on

submission time set by Instructor

Instructor, Dean, Registrar

4. Issuance of pass slip n/a Pass Slip 15 mins. Parent/Guardian, Adviser, Dean, Guidance Counsellor

5. Dropping a subject Dropping Form fee: Php 25.00

Dropping Form 30 mins. Adviser, Instructor, Dean, Office clerk, Registrar

6. Dropping of entire course Dropping Form fee: Php 25.00

Dropping Form Clearance Form

30 mins. Adviser, College Secretary, Dean, Unit Librarian, Accountant, Registrar





PERSONS REPONSIBLE/

LOCATION

7. Adding a subject Adding Form fee:

Php 25.00 Adding Form 30 mins.

Adviser, Instructor, Dean, Office Clerk Registrar

8. Issuance of student’s clearance for final examination

Unpaid fees Student’s Clearance

Form 1 day

Adviser, CAS Librarian, Dean, University Librarian, Dean of Students Affairs, University Accountant

9. Endorsement of application for graduation

Unpaid fees

Student’s Clearance Form

Application for Graduation

30 mins. Adviser, College Secretary, Dean, Unit Librarian, Accountant, Registrar

10. Verification of grades by former students

n/a Report of Ratings 15 mins. Office Clerk, Adviser, College Secretary, Dean

11. Issuance of report of ratings n/a Report of Ratings 1 day Adviser, Dean

12. Issuance of official transcript of records

n/a Dean’s Clearance Form

for OTR 15 mins. Office Clerk, Dean, Registrar’s Office

13. Issuance of official transcript of records (OTR) of undergraduate students

n/a Clearance Form 15 mins. Adviser, Dean

14. Permit to attend external activities

Registration fee Parent’s Permit 1 day Parents, Adviser, Dean

15. Permit to conduct activities n/a Operational Plan 2 days Adviser, Parent, College Secretary, Dean, OSA, President

16. Issuance office data n/a 30 mins. Office Clerk, Dean, College Secretary





PERSONS REPONSIBLE/

LOCATION

17. Use of facilities/laboratories/ equipment

n/a for classroom approved fees

Request Form 1 day Adviser, Laboratory in charge, Property Custodian, College Secretary, Dean

18. Issuance of faculty clearance n/a

Faculty Clearance Form

5 mins. College Secretary, Dean

19. Processing of application for leave of absence of faculty

n/a Form 6 5 mins. College Secretary, Dean



Vigan City

COLLEGE OF BUSINESS ADMINISTRATION AND ACCOUNTANCY


SERVICE FORM/S TO BE

USED REQUIREMENT/S

NEEDED FEES/

CHARGES PROCEDURE/ STEP

PLEASE APPROACH/ PERSON IN-

CHARGE

PROCESSING TIME

I. INSTRUCTION

1. Admission. High School graduates and transferees who intend to enrol in CBAA or UNP students who intend to shift to BSA, BSBA, BSENTREP, BSCM, BSHRA & AOM, should apply for admission prior to enrolment.

For First Year BSA Students: a) Photocopy of

UNP-CAT result; b) Photocopy of

HS Form 138; For Transferees: a) Photocopy of

Transfer credentials; and

For First Year BSA Students: a) Must have a

General Weighted Average of 85% in his/her High School Grade Form 138;

b) Must have 85% in his/her UNP-CAT.

c) Must pass the interview. For Transferees: a) Must have good

moral character;

1.1 Submit admission requirements to the receiving section. If requirements are complete, you shall be given an Initial Interview Form A to fill- up/accomplish & a queue number;

Faculty-in-charge

2 minutes



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

b) Photocopy of UNP-CAT result

b) Must have 85% in his/her UNP-CAT;

c) Must have 2.0 grade in all Business Education subjects;

d) Must pass the Qualifying Exams in Financial Accounting 1 & 2 for entry to the Third year Level (if classified as regular third year, he/she will no longer take the UNP-CAT only the validation examination.



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

Admission…

For Shifters: a) Appraisal Sheet

from previous college; and

b) Permit to Shift from the previous college.

For First Year BSBA Students: a) Photocopy of


HS Form 138;

For Shifters: a) Must have 85% in

his/her UNP-CAT; b) Must pass the

Qualifying Examination;

c) Must have a General Average of 2.0 in college

d) Must have no failing mark; and

e) Must have a good moral character.

For First Year BSBA Students: a) Must pass the

UNP-CAT (75% cut-off);

b) Must have at least a general average of 80% in his/her High School Grade/Form 138;

c) Must have a good moral character.



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

For Transferees: a) Photocopy of

Transfer credentials; and

b) Photocopy of UNP-CAT result.

For Transferees: a) Must have a

good moral character;

b) Must pass the UNP-CAT (75% cut-off);

c) Must have weighted average of 2.50 or its equivalent in the major subjects; and

d) Must have no failing mark.

Admission… For First Year BSHRA/BSENTREP/BSCM Students: a) Photocopy of


HS Grade/Form 138;

For First Year BSHRA/BSENTREP/BSCM Students: a) Must pass the


b) Must have at least a general average of 80% in his/her High School Grade/Form 138;



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

c) Must have a good moral character; and

d) Height Requirement for BSHRA only –Council of Hotel & Restaurant Educators of the Philippines (COHREP) and Hotel & Restaurant Association of the Philippines (HRAP):

Male = at least 5’4” Female = at least 5’2” e) Must submit a

certificate of medical examination (specifically chest x-ray, drug test and Hepa-B) for BSHRA only,



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

For Transferees:

a) Photocopy of Transfer credentials; and

b) Photocopy of UNP-CAT result.

For BSHRA/BSENTREP/BSCM Transferees: a) Must have a good

moral character; b) Must pass the


c) Must have weighted average of 2.50 or its equivalent in the major subjects; and

d) Must have no failing mark.

Admission… For First Year AOM Students: a) Photocopy of

Form 138.

For First Year AOM Students: a) Must have a

general average of 75% in his/her High School Grade/Form 138.



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

For Transferees: a) Photocopy of

Transfer credentials.

Accomplished Initial Interview Form A Acceptance Slip

For Transferees: a) Must have a

weighted average of 2.75 in college; and

b) Must have a good moral character.

1.2 Wait on the hallway. When your number is called, go the faculty-in-charge who will interview you.

1.3 Based on the

result of the interview, UNP CAT result and High School Grade, you shall be given with the following remark:

ACCEPTED/NOT QUALIFIED

College Secretary/

Any authorized

faculty member

College

Secretary/ Any

authorized faculty

member

5 minutes

5 minutes

2. Enrolment

Acceptance Slip

P 20.00 SC

P 50.00

2.1 Go to the SC Office pay SC Fee.

2.2 Secure order slips of University uniforms, & pay Uniform Deposit (for 1st year students only).

Student Council officers

5-10 minutes



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

75.00

25.00

20.00

30.00

50.00

210.00

2.3 Pay the different fees at the CBAA:

a) OBAS Membership Fee;

b) Intrams Fee;(1st Sem only)

c) Research Extension Dev’t Fund; (1st Sem only)

d) Students’ Talent Dev’t Fund; (2nd Sem only)

e) Business Week Fund; (2nd Sem only)

f) CBAA-PTCAA Membership Fee;

g) CBAA Coop Lab. Membership Fee & Investment (for BSCM Freshmen only);

OBAS Officers,

PTCAA Treasurer, COOP LAB

Cash Custodian

5-10 minutes

2 minutes

2 minutes



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

Enrolment…

For First Year Students: Official Receipts of your paid Fees/Contributions. a) Original &

Photocopy of NSO Birth Certificate;

b) Original & Photocopy of UNP-CAT result;

c) Original Copy & Photocopy of HS Card/Form 138;

d) Original & Photocopy of Good Moral Character.

e) 2 copies ID picture (1.5x1.5)

f) 2 Brown Long Envelopes (for Original-Registrar’s Copy & Photocopy-Adviser’s Copy)

None

2.4 Present the needed requirements to the faculty-in-charge for the enrolment. If requirements are complete, you shall be issued an Admission Slip & Personal Information Form with approved Course, Year & Section, Registration Form I & Study Program.

2.5 Fill-up Registration

Form. Copy your class schedule from the study program.

Faculty-in-charge

N/A

5 minutes

5 minutes



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

Accomplished Registration Form, indicating class schedule & other needed information.

For Old Students: SC & Institutional Receipts; and Study Program

2.6 Have your Registration Form be countersigned & approved.

Faculty-in-charge &

CBAA Dean/ College

Secretary

5 minutes

Enrolment… Approved Registration Form. Assessment Form Photocopy of your enrolment form and official receipts

Accomplished & Approved Registration Form indicating the Number of Units Enrolled. Assessment Form

2.7 Proceed to the CBAA Function Room for Assessment.

2.8 Pay Miscellaneous/ Tuition Fees.

2.9 Go back to the CBAA (faculty-in-charge who issued your Registration Form) & submit photocopy of your enrolment form and official receipts.

Personnel-in-charge

Personnel-in-

charge Faculty-in-

charge

5-10 minutes

5 5 minutes

2 minute

3. Preparation & Submission of Grades Sheets.

Complete Subject Requirements of Students. Grades Sheets per Subject

3.1 Compute Final Grades of Students per subject.

3.2 Prepare & Submit Final Grades of Students per Subject.

Subject Instructor/ Professor Subject

Instructor/ Professor

Within 5 days after Final Exam. Within 10 days after Final Exam.

4. Class Advising

Study Program

Students Evaluation of Grades during the previous semester.

4.1 Issuance of Study Program during Enrolment.

Class Adviser

5 minutes



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

Report of Rating

Stamped Mailing Envelope & Complete Address of Parents. Appraisal Sheet of Advisees

4.2 Counselling/ Consultation Time with Advisees as indicated in the Individual Faculty Load.

4.3 Preparation of Report of Rating Signed by the Class Adviser & Approved by the CBAA Dean and Mailing to Parents/ Guardian.

4.4 Recording of Final Grades in the Appraisal Sheet of Advisees.

Class Adviser

Class Adviser

Class Adviser

At least 2 hours per

week.

Within 10-15 days after Final Exam

Within 10-15 days after Final Exam

5. Completion of Grades. UNP Students who have incurred an Incomplete grade on any of their subject/s are allowed to complete their grade/s within a year.

Completion Form Fee

5.1 Approach the subject instructor/professor concerned & know completion requirements.

5.2 Get Completion Form.

5.3 Fill-up Completion Form.

Subject Instructor/ Professor

Office of the Registrar

5-10 minutes

5 minutes

2 minutes



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

Completion Form

Present requirements in your subject/s. Subject Requirements Completion Form signed by the Subject Instructor/Professor. Dean’s Copy of the Completion Form. Registrar’s Copy of the Completion Form.

P 20.00 5.4 Accomplish & Submit Subject Requirements together with the filled-up Completion Form.

5.5 Have your requirements evaluated; your grade recomputed and verifies. The final grade will be written in your completion form.

5.6 Have your completion form signed by the subject instructor/professor & approved by the CBAA Dean.

5.7 Leave Dean’s copy to the receiving clerk for filing.

5.8 Submit Registrar’s copy to the Office of the Registrar.




& CBAA Dean

College Clerk

Office of the Registrar

Personnel-in-charge

5 minutes

1 day

2 minutes

2 minutes

2 minutes



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

6. Certification for Scholarship. The certificate shall indicate the verified average grade and the scholarship the student may avail.

Certification for Scholarship Report of Rating indicating your general average of grades

Report of Rating verified by the Adviser.

6.1 Request certification for scholarship from the Dean’s Office.

6.2 Wait while the employee-in-charge verifies the computed average grade and prepares certification.

6.3 Have your certification approved by the CBAA Dean.

College Clerk

College Clerk

CBAA Dean

2 minutes

5 minutes

2 minutes

7. Signing of Student’s Clearance during Final Examinations

Student’s Clearance Form

Payment of Institutional Fees, Contributions & Tuition Fees

Unpaid Financial Obligations

7.1 Issuance of Clearance Form to Advisees.

7.2 Student goes to concerned university personnel & student officers for signature.

Class Advisers

University Librarian, Class

Treasurer, Accredited

Org’ns Treasurer/

President/ OBAS Treasurer/

President, Class Adviser, Dean,

Dean of Student Affairs.

2 minutes

30 minutes to 1 day



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

8. Application for Graduation.

Clearance Form for Graduating Students Application for Graduation

Payment of School Fees Institutional Fees (CBAA)

P 865.00 P 950.00

8.1 Settlement of all Financial Obligations.

a) Annual Fee; b) Diploma Fee; c) UNP Alumni Fee; d) CBAA Alumni Fee; e) Graduation

Pictures; f) Toga Rental/

Deposit. 8.2 Secure

accomplished Appraisal Sheet from Adviser

8.3 Secure Clearance Form from the Registrar’s Office

8.4 Secure Application Form for Graduation from Adviser.

8.5 Student goes to Concerned University Officials & student officers for signature

Cashier’s Office



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

II. PRODUCTION

1. Use of CBAA Facilities/ Equipment. CBAA Function Rooms, LCD Units may be rented or requested by organizations who intend to hold academic trainings/seminars. Computer Units and peripherals may also be used.

Request Letter addressed to the CBAA Dean

1.1 Prepare request letter for the use of CBAA facilities & Equipment.

1.2 Submit said letter request. Personnel-in-charge shall verify if equipment/ facility is available.

1.3 Wait for your

letter request to be approved by the CBAA Dean.

1.4 Receive approved

letter request from the Dean’s Office. You will be oriented about the CBAA policies on the use of said equipment/ facility.

Personnel-in-charge

CBAA Dean

College Secretary

Laboratory Technician CBAA Dean

5 minutes

5 minutes

10 minutes



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

2. Use of CBAA Internet Center. The CBAA Internet Center provides CBAA students with access to the web and e-mail services

Student ID P350.00 per student

2.1 Get time-code (for new users only)

2.2 Inquire about the availability of Computer.

2.3 Proceed to Work Station. Log-in using your time-code. Use the Computer.

Personnel-in-charge CBAA

Internet Center

2 minutes

2 minutes

Time depends on

the user.

III. PERSONNEL-RELATED SERVICES

1. Request for Scholarship Certification. CBAA Faculty Members and employees who intend to pursue post-graduate degrees and avail of scholarships may request for certification and recommendation from the CBAA Dean.

Scholarship Certification

1.1 Get or download form from the Sponsoring agency.

1.2 Give form to the

College Dean. Have the Dean fill-up or answer the certification form.

1.3 Wait for your certification to be endorsed to the University President.

Office Concerned

Not Applicable (if form is

downloaded) CBAA Dean

10 minutes

1 day

2 days-1 week



USED REQUIREMENT/S

NEEDED FEES/



CHARGE

PROCESSING TIME

2. Request for Make-up/Remedial Classes. CBAA faculty members who intend to conduct make-up/remedial classes should ask permission from the CBAA Dean.

Request letter, indicating the date and time of the intended make-up/remedial classes.

2.1 Submit request letter to the Office of the Dean.

2.2 If your classes would be on weekends, your letter shall be endorsed to the VPAA. Otherwise, have your letter approved by the Dean.

Clerk

CBAA Dean

3 minutes

1 day



Vigan City

COLLEGE OF COMMUNICATION AND INFORMATION TECHNOLOGY


TYPE OF FRONTLINE SERVICES FEES FORMS/PAPER REQUIREMENTS




Certification of average grade for scholarship and other purposes

None Report of rating 15 minutes Dean/ College Secretary

Issuance of faculty certification for scholarship and other purposes None

Form of sponsoring agency 3 days Dean

Scheduling of approved computer literacy request

None Approved request letter 2 days Dean

Approval of computer room request for training purposes

None Approved request letter 1/2 day Dean

Approval of internet or computer facility request for training and other purposes

None Approved request letter 1/2 day Dean

Approval of posting and posting of important announcements

None None 2 minutes Dean/ College Secretary

Certification of bona fide students and students standing

None Appraisal sheet 15 minutes Dean/ college

secretary/advisers

Approval of dropping, adding, changing of subject

None Dropping, adding, changing subject form

2 minutes Dean/ College Secretary

Signing of completion forms None Completion forms 2 minutes Dean






Endorsement of remedial classes None Request letter 2 minutes Dean

Admission/re-admission of students None Appraisal sheet/transfer credentials

15 minutes Dean/ College Secretary

Approval of subject load of students None General enrolment form 2 minutes

Dean/ college secretary/advisers

Issuance of shifting form/letter None Shifting form 15 minutes Dean/staff

COLLEGE SECRETARY'S OFFICE

Issuance of:

General clearance None General clearance form 2 minutes College Secretary /Staff

Course checklist None None 2 minutes College Secretary /Staff

Admission slip None Form 138/UNPCAT result/ transfer credential

2 minutes College Secretary /Staff

Waiver None Waiver form 2 minutes College Secretary /Staff

/Faculty-in-charge

Leave of absence form None Form 6 2 minutes College Secretary /Staff

Workload/teaching load for faculty None Workload/teaching load form 2 minutes College Secretary /Staff

Pre-requisite None Pre-requisite table 2 minutes College Secretary /Staff

Subject schedule None General enrolment form 2 minutes College Secretary /Staff

Interview of incoming students None

Form 138/UNPCAT result/ transfer credential

15 minutes College Secretary/Faculty

Evaluation of grades of shifters/ transferees for admission

None Appraisal sheet/OTR 15 minutes College Secretary/Faculty






TECHNICIAN'S OFFICE Preparation of checklist of equipment

to be used in trainings or other purposes

None Approved request letter 1 hour Technician

Fixing/Repair of computer peripherals None None Depends upon the

damage Technician

STAFF'S DESK

Preparation of travel vouchers None None 15 minutes Staff

INTERNET ACCESS STAFF'S DESK

Issuance of time codes to students None UNP validated ID or form 1 2 minutes Staff

CLASS ADVISER'S DESK

Issuance of study program to students None None 2 minutes Faculty adviser

Issuance of report of rating for scholarship and other purposes

None None 1 day Faculty adviser



Vigan City

COLLEGE OF CRIMINAL JUSTICE EDUCATION AND SOCIAL WORK






ISSUANCE OF: GENERAL CLEARANCE

DAILY TIME RECORD

PROSPECTUS

CHECKLIST

ADMISSION SLIP

WAIVER

FACULTY LEAVE OF

ABSENCE

WORKLOAD/TEACHING LOAD FOR FACULTY

NONE

NONE

NONE

NONE

NONE

NONE

NONE

NONE

GENERAL CLEARANCE FORM

DTR

COURSE CHECKLIST

ADMISSION SLIP FORM

WAIVER FORM

LEAVE OF ABSENCE FORM

WORKLOAD/TEACHING LOAD

FORM

ROOM UTILIZATION / USE FORM EXAM PERMIT FORM

2 minutes

2 minutes

2 minutes

2 minutes

2 minutes

2 minutes

2 minutes

2 minutes














EXAMINATION PERMIT

SUBJECT SCHEDULE

TRANSFER FORM

GRADES OF STUDENTS AND FACILITATE THE EVALUATION OF GRADUATING STUDENTS

SHIFTING FORM

CERTIFICATION OF

BONAFIDE STUDENTS AND STUDENTS STANDING

CERTIFICATION OF AVERANGE GRADE FOR SCHOLARSHIP AND OTHER PURPOSSES

NONE

NONE

NONE

NONE

NONE

NONE

TRANSFER FORM

STUDENTS EVALUATION FORM

SHIFTING FORM

Dean’s Certification

Students Evaluation Form

2 minutes

2 minutes

15 minutes

2 minutes

2 minutes

5 minutes



Concerned Class Advisers/ Program head/ College

Secretary



Concerned Class Advisers/staff/ College

Secretary

Other Services ROOM UTILIZATION

o CLASS ROOMS o CRIMINOLOGY REVIEW

CENTER ROOM

NONE

Documents Needed Approved Request Letter Official and Receipt

2 minutes

Staff/College Secretary/Dean






FOR SCHOOL

ACTIVITY NON-UNP

ORGANIZATION

INQUIRY OF EXAMINATION AND SCHOOL ACTIVITIES

SIGNING OF STUDENT’S CLEARANCE

FIRING RANGE UTILIZATION

APPROVE POSTINGS AND POST IMPORTANT ANNOUNCEMENT

PREPARATION OF VOUCHERS OF STUDENT WITHDRAWALS

None

2,500/day

None

None

None

None

None

Approved Request Letter andOfficial Receipt

NONE Clearance Form

Approved Request Letter

None

Approved Letters, Receipts

5 minutes

2 minutes

2 Minutes (under normal Circumstance)

2 minutes

2 minutes




Staff/College Secretary/Dean `




Vigan City

COLLEGE OF FINE ARTS



PROCESSING TIME (under normal


PERSON/S RESPONSIBLE

FOR FACULTY

Workload / Teaching Load None Workload / Teaching Load Form

2 minutes Staff / College Secretary

Leave of Absence None Leave of Absence Form

(FORM-6) 2 minutes Staff / College Secretary

Room Utilization None 2 minutes Staff / College Secretary

Daily Time Record None CS Form 48 1 minute Staff / College Secretary

FOR STUDENT

Admission Slip None Admission Slip Form 2 minutes Staff / College Secretary

Prospectus None 2 minutes Staff / College Secretary

Dropping / Adding / Changing of Subject

None Dropping / Adding / Changing of Subject

Form 2 minutes Staff / College Secretary

Shifting None Permit to Shift Form 2 minutes Staff / College Secretary

Referral Slip None Referral Form 5 minutes

Staff / Instructor / Guidance Counselor



PROCESSING TIME (under normal


PERSON/S RESPONSIBLE

Waiver (for Educational Field trip) None Parent’s Permit 3-5 days Parent / Adviser / Dean

Loan Assistance None 5 minutes College Secretary / College Secretary

Certification of Bona Fide Students

None 2 minutes College Secretary / Dean

Certification of Grades None 15 minutes Adviser / College Secretary /Dean

General Clearance None General Clearance form

2 minutes Staff / College Secretary

Application for Graduation None 1 month Staff / College Secretary



Vigan City

COLLEGE OF NURSING


TYPES OF FRONTLINE SERVICES FEES FORMS PROCESSING

TIME PERSONS


For BSN Students Borrowing of -

Audio Visual Aid Journals Research Books

- - -

Log Book Log Book Log Book

2 mins. 2 mins.

5-10 mins.

Clerk Clerk Clerk

Issuance of - Ng. Curriculum Semestral Evaluation Form Students Clearance (for examination) Evaluation Checklist

- - - - -

Appraisal Form CHN ICU OR Scrub OR Circulating Newborn Intra-partal Intra-operative Ward

2 min. 1 min. 2 mins.

1 min.

Clerk/College Secretary Clerk/College Secretary Clerk/College Secretary Clerk/College Secretary Clerk/College Secretary



TIME PERSONS


Assignment Sheets

Case Slips PRC Forms Forms

- - - - - -

Head Nursing Delivery Room NICU Hospital Ward OR Parents permit Hospital Letter Request (Case Study/ Hospital Records) Consent Form For Scholarship Transferee/Shifters/Cross Enrollee Bona fide student

1 min.

2 mins. 2 mins.

1 min. 1 min.

1 min. 2 mins. 1 min.

2 mins. 2 mins.

Clerk/College Secretary

Clerk/College Secretary Clerk/College Secretary


Clerk/College Secretary Clerk/College Secretary Clerk/College Secretary


For Graduate Students Records Needed for Employment

RLE Summary (New/Authentication) Certification of Good Moral

Character Certification of Grades/Ranking Rotation Plan Forms for Abroad Course Outline/Syllabus Course Description Recommendation/Reference Letter Appraisal Form (Certification of Grades)

Donation

5 mins.

5 mins.

1 day 10-15 days

10 days 10 days 1-2 days

1 – 5 days



Clerk/College Secretary Clerk/College Secretary Clerk/College Secretary Clerk/College Secretary Clerk/College Secretary




TIME PERSONS


For Faculty Borrowing of -

Reference Materials Audio Visual Aid Evaluation Checklist Form 6 Faculty Checklist Class Schedule DTR RLE Grade Sheets Students Checklist Rotation Plan

- - - - - - - - - -

Log Book Log Book

Hospital/Community

5 mins. 2 mins. 2 mins. 1 min. 1 min. 1 min. 1 min. 1 min. 1 min. 1 min.

Clerk Clerk Clerk

Clerk/College Secretary Clerk


Clerk Clerk


Others: Borrowing of -

Thesis Book Documents for Accreditation Audio Visual Aids Reference Materials

- - - -

Log Book Log Book Log Book Log Book

2 -5 mins. 2 -5 mins.

2 mins. 2 mins.


Clerk Clerk/College Secretary



Vigan City

College of Teacher Education


SERVICE FORM/S TO


NEEDED FEES/

CHARGES PROCEDURE/STEPS

PLEASE APPROACH/ INCHARGE

PROCESSING TIME

1. Admission n/a

First year/New students: NSO Birth Certificate UNP CAT Rating HS Card

For Transferees: Original copy of transfer credentials, UNP-CAT result

For Shifters: Appraisal Sheet from previous college

n/a Submit Admission requirements to the receiving section

Faculty-In-Charge

30 minutes

2. Enrolment White form (Registration Form)

First year/New students: NSO Birth Certificate UNP CAT Rating HS Card

CTE-FTA Fees

Tuition Fees

Miscellaneous fees

Student Presents Requirements to First Year Adviser

Student Secures White Form, fills up with Schedule of Classes;

Student pays CTE-FTA fees

Adviser Approves

Dean Approves

First year adviser CTE-FTA Officer Dean

30 minutes


SERVICE FORM/S TO


NEEDED FEES/



PROCESSING TIME

Second Year to Fourth Year: Appraisal sheet Semestral Evaluation Slip For Transferees: Original copy of transfer credentials, UNP-CAT result For Shifters: Appraisal Sheet from previous college

Student looks for adviser to secure grades

Adviser writes grades in the semestral evaluation slip

Student presents requirements to person in charge of enrolment; secure white form, student fills up with the schedule of classes;

Student pay CTE-FTA fee

Adviser approves

Dean approves

Adviser Person in charge of

enrolment CTE-FTA Officer Dean

30 minutes

3. Practice Teaching

Appraisal sheet

Practice Teaching

fee

Adviser evaluates appraisal sheet of the student;

Adviser 1 hour

Adviser endorses appraisal sheets to the Registrar’s Office for final evaluation;

Registrar 1 day

Program head writes letter of request noted by the Dean to Division Superintendent for student Teaching in the various DepEd schools;

Program head, Schools

Division Superinten-

dent

1 day

DepEd Superintendent Approves request;

Superinten-dent

1 day


SERVICE FORM/S TO


NEEDED FEES/



PROCESSING TIME

Letter is endorsed to the School Principal;

Principal Designates Cooperating Teachers;

School Principal

1 day

Actual practice Teaching of student teachers

4. On-the-Job Training (for BSIE graduating students only)

Appraisal sheets

Adviser evaluates the appraisal sheet of student;

Adviser endorses the student for On-Job-Training

Dean makes letter of request to various offices in the University for the OJT site of the graduating students

Adviser 30 minutes

5. Submission of Completion form for Incomplete Grade

Completion Form

Completion project required by the Instructor

Completion fee:

Php25.00

Student meets with concerned instructor to get completion requirements;

Student accomplishes requirements; submits to instructor

Instructor

1 day or Depends on submission time set by

the instructor

Student secures Completion form from Registrar’s Office

Clerk 3 minutes

Instructor writes Final Grade in the Completion Form; Signs it;

Instructor 3 minutes

Dean Approves

Clerk submits to Registrar’s Office Dean, Clerk 3 minutes


SERVICE FORM/S TO


NEEDED FEES/



PROCESSING TIME

6. Securing Pass slip

Pass slip Excuse letter (please see format in the bulletin board)

n/a

Student writes excuse letter noted by parent/guardian and Adviser addressed to the Dean; Dean approves

Student brings approved excuse letter to guidance office to secure pass slip

Student submits pass slip to instructor concerned; student returns signed slip to guidance slip

Parent/ Guardian Adviser Dean

Guidance Counselor

15 minutes



Vigan City

COLLEGE OF TECHNOLOGY






LOCATION

Issuance of:

General Clearance Form

Prospectus

Checklist

Admission Slip

Waiver

Leave of Absence

Workload/Teaching Load for Faculty

Room Utilization

Grades of Students and Facilitate the Evaluation of Graduating Students

None

None

None

None

None

None

None

None

None

General Clearance Form

Course Prospectus

Course Checklist

Admission Slip Form

Waiver Form

Leave of Absence Form

Workload/Teaching Load Form

Room Utilization

Semestral Evaluation Sheet/Evaluation Sheet

5 minutes

2 minutes

2 minutes

5-10 minutes

10 minutes

2 minutes

10 minutes

10 minutes

15-20 minutes















LOCATION

Dropping, Adding, Changing of Subjects

Shifting Form

Certification of Bonafide Students and Students Standing

Certification of Average Grade for

Scholarship and other purposes

Approve Postings and Post Important Announcement

Available equipment, tools, supplies and materials

Technical Services

Automotive

Electronics

Electrical

RAC

None

None

None

None

None

None

None

Add/Dropped/Change Form

Shifting Form

Borrowers Slip

5 minutes

5 minutes

5 minutes

15-20 minutes

5 minutes

5-10 minutes

Case to case basis

Dean/College Secretary/Univ

Registrar Staff/ College

Secretary Dean/College

Secretary

Dean/College Secretary

Dean/College

Secretary

Logistics Coordinator

Technology Faculty



Vigan City

College of Teacher Education LABORATORY SCHOOLS



FORMS TO BE USED

REQUIREMENTS FEES/ CHARGES* PROCEDURES/ STEPS IN-CHARGE PROCESSING

TIME

1. ENROLMENT

a. CHILD MINDING

a. Enrolment Form

b. Application form for ID

c. Guidance form

d. Parental Undertaking

A. Qualification of an applicant for Child minding level.

1. An applicant must be three (3) years of age by June.

Tuition Fee (Php 6,000.00)

School ID Fee (Php 80.00)

Textbook (Php 1,659)

P.E. uniform (Php 200.00)

Uniform seal @ Php 15.00/piece

The applicant will: 1. Submit the

requirements to the LS Office for verification purposes and secure Enrolment Form.

Faculty-in-charge

3 minutes

B. Requirements to be submitted upon enrolment

1. Correctly and completely accomplished enrolment form.

2. Photocopy of Birth Certificate issued by the NSO (bring original copy)

2. Fill up the Enrolment Form and Parental Undertaking/Pupil’s Pledge to be approved by the LS Principal.

Pupil/Student and parent

5 minutes

PTA

PTA Membership Fee* (Php 20)

3. Proceed to the Accounting Office for the assessment of fees.

Accounting Personnel

5 minutes



FORMS TO BE USED


TIME

3. Five identical 1.5”x1.5” recent photographs with red background and name tag to be attached on the following forms: a. Enrolment

Form b. Application

form for ID c. Guidance form d. Class chart e. Parental

Undertaking

PTA Saranay Fee (Php 50.00)

PTA Medical Assistance (Php 20.00)

4. Pay the prescribed fees at the Cashier’s Office.

Cashier Staff 10 minutes

5. Pay the miscellaneous fees to the faculty-in-charge at the Principal’s Office.

Faculty-in-charge

5 minutes

6. Submit Official Receipts at the Principal’s Office for recording purposes.

Faculty-in-charge

5 minutes

b. KINDERGARTEN I

a. Enrolment Form


c. Guidance form

A. Qualification of an applicant for Child minding level.



Textbook (Php ____)

P.E. uniform (Php 200.00)

The applicant will: 1. Submit the

requirements at the LS Office for verification purposes and secure Enrolment Form.

Faculty-in-charge

3 minutes



FORMS TO BE USED


TIME


1. An applicant must be three (4) years of age by June.

Uniform seal @ Php 15.00/piece

PTA

PTA Membership Fee* (Php 20.00)

PTA Saranay Fee (Php 50.00) PTA Medical Assistance (Php 20.00)



2. Original copy of Childminding/ Nursery Card or Certificate of Attendance.




5 minutes

3. Proceed to the Accounting Office for the assessment of fees.


5 minutes




Faculty-in-charge

5 minutes



FORMS TO BE USED


TIME


Form b. Application

form for ID c. Guidance form d. Class chart e. Parental

Undertaking

6. Submit Official Receipts at the Principal’s Office for recording purposes.

Faculty-in-charge

5 minutes

c. KINDERGARTEN II

a. Enrolment Form


c. Guidance form


A. Qualification of an applicant

1. An applicant must attained a “QUALIFIED” rating as certified by the University Testing Center.



Textbook (Php ____)

P.E. uniform (Php 200.00

1. Present the result of the Qualifying Examination to the faculty-in-charge for admission.

Faculty-in-charge

3 minutes



FORMS TO BE USED


TIME


1. UNP-Qualifying Exam Result issued by the University Testing Center.


3. Original copy of Form 138-Report Card


5. Five identical 1.5”x1.5” recent photographs with red background and name tag to be attached on the following forms:

Uniform seal @ Php 15.00/piece 2. Report to the LS

Guidance Counselor for interview.

LS Guidance Counselor

5 minutes

3. Submit all the requirements for enrolment at the LS Office for verification purposes and secure Enrolment Form.

Faculty-in-charge

5 minutes

PTA

PTA Membership Fee* (Php 20.00)

PTA Saranay Fee (Php 50.00)

PTA Medical Assistance (Php 20.00



5 minutes



FORMS TO BE USED


TIME

a. Enrolment Form


c. Guidance form d. Class chart e. Parental

Undertaking

5. Proceed to the Accounting Office for the assessment of fees (Trust Fees).


5 minutes




Faculty-in-charge

5 minutes

8. Submit Official Receipts to the LGS Coordinator for recording purposes.

Faculty-in-charge

5 minutes

d. GRADE I

a. Enrolment Form


c. Guidance form


A. Qualification of an applicant

1. An applicant must attained a “QUALIFIED” rating as certified by the University Testing Center.

General: Entrance Fee: P 50.00 Registration Fee: 50.00 School ID Fee: 80.00

The pupil must: 1. Present the result

of the Qualifying Examination to the LS Secretary for admission

Faculty-in-charge

3 minutes



FORMS TO BE USED


TIME

Library Card: 5.00 Athletic Fee: 40.00 Medical/Dental Fee: 40.00

2. Report to the LS Guidance Counselor for interview.


5 minutes


1. UNP-Qualifying Exam Result issued by the University Testing Center.


3. Original copy of Form 138-Report Card


B. Trust Student Dev’t. Fee: 200.00 Guidance Fee: 15.00 Mutual Aid: 40.00

3. Submit all the requirements for enrolment at the LS Office for verification purposes and secure Enrolment Form.

Faculty-in-charge

5 minutes

C. Mis-cellaneous PTA Membership Fee: 20.00 PTA Saranay Fee: 50.00 PTA Medical Assistance: 20.00



5 minutes

5. Proceed to the Accounting Office for the assessment of fees (General and Trust Fees).


5 minutes School Organ (The Seed): 50.00 LSO



FORMS TO BE USED


TIME

5. Six identical 1.5”x1.5” recent photographs with red background and name tag to be attached on the following forms: a. Enrolment

Form b. Application

form for school ID and Library Card

c. Guidance form

d. Class chart e. Parental

Undertaking

Membership Fee: 50.00 Red Cross: 10.00 BSP/GSP: 20.00 Uniform Seal (per piece): 15.00 P.E. Uniform: 220.00




Faculty-in-charge

5 minutes



FORMS TO BE USED


TIME

8. Submit Official Receipts to the faculty-in-charge for recording purposes

Faculty-in-charge

5 minutes

e. GRADES II TO IV

a. Enrolment Form


c. Guidance form


1. Original copy of Form 138 – Report Card.

2. Correctly and

completely accomplished enrolment form.

3. Five identical

1.5”x1.5” recent photographs with red background and name tag to be attached on the following forms: a. Enrolment

Form

General: Entrance Fee: P 50.00 Registration Fee: 50.00 School ID Fee: 80.00 Library Card: 5.00 Athletic Fee: 40.00 Medical/Dental Fee: 40.00

1. Submit the requirements to the faculty-in-charge for verification purposes and secure Enrolment Form and Parental Undertaking/Pupil’s Pledge.

Faculty-in-charge

3 minutes

2. Report to the Guidance Staff for Information Service/s.


5 minutes




FORMS TO BE USED


TIME

b. Application form for ID and Library Card (in case of lost/damaged ID/LC)

c. Parental Undertaking and Pupil’s Pledge

d. Class chart

C. Miscellaneous PTA Membership Fee: 20.00 PTA Saranay Fee: 50.00 PTA Medical Assistance: 20.00 School Organ (The Seed): 50.00 LSO Membership Fee: 50.00 Red Cross: 10.00 BSP/GSP: 20.00 Uniform Seal (per piece): 15.00 P.E. Uniform: 220.00



5 minutes

4. Proceed to the Accounting Office for the assessment of fees

Pay the prescribed fees at the Cashier’s Office.


5 minutes




Faculty-in-charge

5 minutes

7. Submit Official Receipts to the faculty-in-charge for recording purposes.

Faculty-in-charge

5 minutes



FORMS TO BE USED


TIME

f. GRADES V-VI

a. Enrolment Form


c. Guidance form





Form b. Application

form for ID and Library Card (in case of lost/ damaged ID/LC)

General: Entrance Fee: P 50.00 Registration Fee: 50.00 School ID Fee: 80.00 Library Card: 5.00 Athletic Fee: 40.00 Medical/Dental Fee: 40.00 B. Trust

Student Dev’t. Fee: 200.00 Guidance Fee: 15.00 Mutual Aid: 40.00 Computer Fee: 500.00


Faculty-in-charge

3 minutes



5 minutes



5 minutes



5 minutes



FORMS TO BE USED


TIME

c. Parental Undertaking/Pupil’s Pledge.

d. Class chart

C. Miscellaneous PTA Membership Fee: 20.00 PTA Saranay Fee: 50.00 PTA Medical Assistance: 20.00 School Organ (The Seed): 50.00 LSO Membership Fee: 50.00 Red Cross: 10.00 BSP/GSP: 20.00 Uniform Seal (per piece): 15.00

P.E. Uniform: 220.00




Faculty-in-charge

5 minutes


Faculty-in-charge

5 minutes



FORMS TO BE USED


TIME

g. GRADE VII

a. Enrolment Form


c. Guidance form


A. Qualification of an applicant 1. An applicant must

attained a “QUALIFIED” rating as certified by the University Testing Center.

B. Requirements to be submitted upon enrolment 1. UNP-Qualifying

Exam Result issued by the University Testing Center.

2. Correctly and

completely accomplished enrolment form.

3. Original copy of

Form 138-Report Card

General: Entrance Fee: P 50.00 Registration Fee: 50.00 School ID Fee: 80.00 Library Card: 5.00 Athletic Fee: 40.00 Medical/Dental Fee: 40.00

1. Present the result of the Qualifying Examination and submit all other requirements at the LS Office for verification and admission purposes.

Faculty-in-charge

3 minutes

2. Report to the LS Guidance Office for interview and filling-up of Guidance Form and Waiver Form.


5 minutes


Computer Fee: 600.00

3. Submit all the requirements for enrolment to the faculty-in-charge for verification purposes.

Faculty-in-charge

5 minutes



FORMS TO BE USED


TIME


5. Six identical

1.5”x1.5” recent photographs with red background and name tag to be attached on the following forms: a. Enrolment

Form b. Application form for school ID and Library Card

C. Miscellaneous PTA Membership Fee: 20.00 PTA Saranay Fee: 50.00 PTA Medical Assistance: 20.00

4. Secure Enrolment Form from the Principal’s Office.

Faculty-in-charge

5 minutes



5 minutes

6. Proceed to the Accounting Office for the assessment of fees (General and Trust Fees).


5 minutes



c. Guidance form d. Class chart e. Parental

Undertaking


Faculty-in-charge

5 minutes


Faculty-in-charge

5 minutes



FORMS TO BE USED


TIME

h. SECOND YEAR TO FOURTH YEAR

a. Enrolment Form


c. Guidance form





Form b. Application

form for ID and Library Card (in case of lost/damaged ID/LC)

General: Registration Fee: 50.00 School ID Fee: 80.00 Library Card: 5.00 Athletic Fee: 40.00 Medical/Dental Fee: 40.00 B. Trust

Student Dev’t. Fee: 200.00 Guidance Fee: 15.00 Mutual Aid: 40.00 Computer Fee: 600.00

C. Miscellaneous

PTA Membership Fee: 20.00


Faculty-in-charge

3 minutes



5 minutes

3. Fill up the Enrolment Form and Parental Undertaking/Student’s Pledge to be approved by the LS Principal.


5 minutes



5 minutes



FORMS TO BE USED


TIME

c. Parental Undertaking/Pupil’s Pledge.

d. Class chart

PTA Saranay Fee: 50.00 PTA Medical Assistance: 20.00




Faculty-in-charge

5 minutes


Faculty-in-charge

5 minutes

II. SUPPLEMENTARY SERVICES FOR PUPILS AND STUDENTS

a. Issuance of Certificate of Good Moral Character for Local Purpose/Travel Abroad

Request Form

1. Request letter duly filled-up by the applicant or any authorized representative.

2. One (1) valid ID

Php 30.00

1. Submit the request form at the LS Office.

Office Staff 1 minute

2. Encoding of the Certificate of Good Moral Character.

Office Staff 2 minutes

3. Signing of the requested document LS Principal 10 seconds



FORMS TO BE USED


TIME

4. Present at least one (1) valid ID in claiming the Certificate of Good Moral Character.

Applicant 1 minute

5. The applicant pays at the Cashier the amount specified by the Registrar’s Office for the Dry Seal and present the official receipt to the said office.

Applicant/ Cashier staff

5 minutes

b. Issuance of Form 137 (Pupil’s/Student’s Permanent Record

b.1. Reconstructed

(From School Year 2003- 2004 and below)

Request Form

1. The applicant will present any of the following: a. Request

Letter signed by the School’s Principal or School’s Registrar

Php 30.00 1. Present the Request Letter to the LS Office staff

Applicant/ Office staff

10 working days

2. Copying the student’s/applicant’s final grades from the Form 18

Office staff

3. Encoding of Form 137. Office staff



FORMS TO BE USED


TIME

b. Authorization Letter duly signed by the applicant.

4. Authentication of the said document

LS Principal


Applicant

b.2 Photocopy (From School Year 2004- 2005 Onwards)

Request Form

1. The applicant will present any of the following: a. Request

Letter signed by the School’s Principal or School’s Registrar

Php 30.00 1. Present the Request Letter to the LS Office staff

Applicant/ Office staff

30 seconds

2. Photocopying of Form 137

Office staff 2 minutes

3. Authentication of the said document

LS Principal 30 seconds



FORMS TO BE USED


TIME

b. Authoriza-tion Letter duly signed by the applicant.


Applicant 5 minutes

*Fees and charges are subjected to change from year to year due to inflation rate.

OTHER PUPILS/STUDENT SERVICES: III. SERVICES FOR TEACHERS

1. Clearances a. Use of logbook 2. Activity Permit b. Form 48 (Daily Time Record) 3. Issuance of Form 138 (Report Card) c. Form 6 (Application for Leave) d. Clearance



Vigan City

GENERAL ENROLMENT PROCEDURE

Office/Building Requirement/s In-charge Processing Time

1. Student Center Pay student council & uniform/logo fees Student Council Office 5 mins

2. College 1. Submit enrolment requirements (Place inside a long brown envelope) a. Form 138 (original of high school card) b. Original UNP CAT c. NSO Birth Certificate d. Certificate of good moral e. Two (2) copies ID Picture (1.5”x1.5”)

College Clerk, Adviser 5 mins

2. Secure admission slip and Personal Information Form with approved Course, year and section (Study Program)

College Clerk, College Secretary or Dean

10 mins

3. Pay Unit Fees Coordinators 3 mins

3. OSA (For Scholar) Submit requirements for scholarship Scholarship Coordinator

15 mins

4. CBAA Function Room a. Assessment b. Payment of

Fees

1. Present duly approved white form (Registrars’ copy) to the Assessment Section for Registration

2. Proceed to the Cashier Section for payment 3. Proceed to the Registrars’ table and present computerized

enrolment form and official receipt to validate enrolment. 4. Photocopy computerized enrolment form & official receipt at

designated section.

Registrar’s Staff Accounting Staff

Cashier Staff Registrars’ Staff

Mimeo Machine -

Operator

1 min

2 mins 30 secs

1 min

5. College Submit the photocopy of the computerized enrolment form & official receipt

College Clerk 30 secs



Vigan City UNIVERSITY RESEARCH CENTER


SERVICES/ACTIVITIES REQUIREMENTS PROCEDURES APPROACH/ IN-CHARGE PROCESSING

TIME PER CLIENT

1. Submission of Proposal

1. Project/research proposals based on a) research agenda of the

university, and b) outputs of the research

capability building seminar-workshop

2. Research proposals must follow the format of the URC and that of the funding agencies

1. Endorsement 2. Submission

Dean & Unit Research Coordinator Clerk and Area Coordinator concerned

5 minutes

2. In-House-Review Copies of the research proposal In-house review coordinator together with the concerned area coordinator identify reviewers

Director for Research, Research Publication & In-House Review Coordinator, Area Research Coordinator Concerned, Peer Reviewers, Research Statistician, Secretary

1 hour

3. Operationalizing the Research

Corrected (detailed) including workplan and budgetary requirements

1. Endorsement

Dean and Unit Research Coordinator

2. For approval Area Research Coordinator, URC Director, VPRE, Finance Director, VPA and President

1 day


SERVICES/ACTIVITIES REQUIREMENTS PROCEDURES APPROACH/ IN-CHARGE PROCESSING

TIME PER CLIENT

4. Formal notice and orientation of the proponents

Approved Operational Plan of research

Letter of information is given to the proponents/researchers

URC Director, Area Coordinator, Dean, Unit Research Coordinator & Proponent

1 hour

5. Monitoring of research

Progress report from the researcher

Fill-up status report form Submission of the form

Clerk, Unit coordinator and Area Coordinator

1 hour

6. Final Report Complete write-up including abstract

Submission Clerk and Area Coordinator 5 mins

7. In- house review of the completed research

Photocopies of the final write-up Identification of the internal and external reviewers

Area coordinator, in-house and research review panel and coordinator

1 hour

a) Interval Reviewing b) Review proper

Photocopies of the final write-up Round table discussion URC Director, Internal reviewers, Area Coordinator, In-house publication coordinator, proponents, statistician, secretary

2 hours

c) Submission of improved final write-up

Recommendations and suggestions of the review panel are incorporated

Submission Area coordinator, in house review coordinator 3 hours

d) External Reviewing

Improved final write-up 1. Identification of external reviewers

2. Notification and provision of the write-up to external reviewers

3. Review proper

In-house review coordinator In-house review coordinator External reviewers

1 hour

1 hour

1 week

8. Final Reviewing of Research Report for Publication

Final write-up with the recommendations of the external reviewers incorporated

Review proper VPRE, URC Director, In-house review coordinator, Area coordinator, editor-in-chief

2 hours



Vigan City EXTENSION SERVICES CENTER


SERVICES FORMS REQUIREMENTS FEES PROCEDURES PERSONS

RESPONSIBLE

1. Adopt-a-Community & School Program

Memorandum of Agreement

1. Letter of Intent

NONE

1. Write the University President to signify initiative and intention through a Resolution to be Adopted as beneficiary of the University Extension Services.

Local Government Unit Officials Barangay Officials/ School Officials

2. Socio economic profile

2. Provide necessary information of the socio-economic situation, needs and available resources.

Barangay Officials/ School Officials

3. Needs Assessment

3. Secure endorsement from the Local Government Unit.

Mayor/ District Supervisors

4. Endorsement from the Local Government Unit

4. Validation and Evaluation. UNP Extension Services Center

5. Availability of Local Resources

5. MOA Preparation and Signing Barangay Officials/ School Officials University President and Extension Services Center

6. Geographical accessibility

6. Documentation Extension Services Center

7. Prospect of Sustainability



RESPONSIBLE

2. Medical – Dental Mission

Operational Plan

Request Letter of the Community /Agency

NONE

1. Request Letter to the University President.

Head of Requesting Community/ Agency

2. Approval 3. Preparation of the Operational Plan

UNP President Director, Extension Services Center, VP, Research & Extension, Director, Financial Services, VP, Finance & Admin.

4. Coordination with the requesting community/ Agency

Extension Services Center

5. Request for Manpower assistance Director, Extension Services Center Vice President, Research & Extension

6. Purchase of supplies and materials. UNP Supply Office

7. Conduct of the activity

a. Documentation b. Evaluation

ESC and Participating Colleges, Organizations. Extension Services Center Extension Services Center



RESPONSIBLE

3. Skills Training and Technology Transfer

Operational Plan

Request Letter of the Community/Agency

1.Letter Request to the University President

Head of requesting community/ agency

2. Approval of the request UNP President

3. Preparation of Operational Plan Director, ESC Vice President, Research and Extension Director, Financial Services VP, Finance & Admin. UNP President

4. Coordination Extension Services Center

5. Request for Trainors, manpower needs/assistance

Director, Extension Services Center VPRE

6. Purchase of materials and supplies. UNP Supply Office

7.Conduct of the activity

Extension Services Center and participating agency/community

8. Documentation Extension Services Center

9. Evaluation Extension Services Center

10. Impact Assessment Extension Services Center



RESPONSIBLE

4. Information Dissemination

Operational Plan

Identify need/s

1. Identification of community to

conduct of information drive.

UNP Research Office Concerned Gov’t Units( DOH, DA, DFA, DOST, DTI, DILG, NRRMC, etc.)

2. Reproduction of print materials. Extension Services Center

3. Conduct of activity Extension Services Center

5. Support/ Assistance for Extension activities of Academic units/ department

Operational Plan

Operational Plan 1. Submit Operational Plan to Extension Services Center

Concerned college/unit

2. Approval of the Operational Plan

VPRE, ESC Director, Director-Financial Service, VP,Finance & Admin.,UNP President

3. Request Supplies and materials Extension Services Center, Vice President, Research & Extension

4. Purchase of Supplies and materials UNP Supply Office

6. Extension Line Publication

Operational Plan

Operational Plan Preparation of Operational Plan Editor-in-Chief

Submission of Operational Plan Editor-in-Chief

Approval of Operational Plan

VPRE, Extension Director, Director-Financial Service, VP,Finance & Admin.,UNP President

Submission of articles

College Extension Coordinators and contributors Encoder



RESPONSIBLE

Encoding of the Articles Lay-outing and Editing of the articles

VPRE, Consultant, Editor-in-Chief and Staff

Submission of the layout of the newsletter

Editor-in-Chief and Office of Public Affairs and Information

Printing of the Newsletter Office of Public Affairs and Information

Distribution of the Newsletter Extension Services Center



Vigan City ACCOUNTING OFFICE

SERVICE PLEDGE, SERVICE GUIDE AND SERVICE STANDARDS (STUDENTS)

SERVICES FORMS TO BE

USED REQUIREMENTS

FEES/ CHARGES

PROCEDURES/STEPS IN-CHARGE PROCESSING

TIME

1. Enrolment *White Forms Duly accomplished White Form signed by the Dean

n/a 1. Present duly accomplished Enrolment Form at the Accounting Office

Accounting Staff 2 mins/student

*Enrolment Forms

2. Process Enrolment

Student's Identification Card

3. Pay at the Cashier's Office

2. Billings of Scholars

n/a Special Order / Certificates of Scholarship

n/a 1. Issuance of Special Order/ Certificates from OSA OSA Staff

1 week

2. Make Billings of

Scholars

3. Billings to be signed by the Accountant, Coordinator of Scholarship Grants & Financial Assistance Program and the Chief Administrative Officer for Finance.

Accounting Staff

Finance Director

Dean OSA

VPFAD

4. Release of Billing



USED REQUIREMENTS

FEES/ CHARGES


TIME

3. Individual Statement of Billing or Certificate Billing and Enrolment

n/a School Identification Card

n/a 1. Requests for Billing Accounting Staff

Finance Director,

Registrar IV

10 mins

2. Present ID and

Enrolment Form

Enrolment Form

3. Process the request

4. Billings to be signed by the University Accountant and the University Registrar.

5. Issuance of billing.

4. Clearances for Students (for Partially Paid students)

*Clearance Forms Official Receipts n/a 1. Pay Tuition Fee and Other Fees at the Cashier's Office. Accounting Staff 1 min/student

*Official Receipts 2. Issuance of Clearances

5. Securing Examination Permits

*Clearance Forms Duly Accomplished Clearance Forms

n/a 1. Present duly accomplished Clearance Forms at the Accounting Office Accounting Staff 1 min/student

*Examination Permits

2. Issuance of Exam

Permits

6. Refunds (Dropped)

*Disbursement Vouchers

Original Copy of Official Receipts

P 30.00 1. Secure Dropping Form at the Registrar's Office

Accounting Staff 2 days *RUTF 2. Assess Dropping Form

Dropping Forms

3. Payment of Dropping Fee at the Cashier's Office



USED REQUIREMENTS

FEES/ CHARGES


TIME

4. Submission of duly accomplished form at the Accounting Office.

7. Transfer Payment Vouchers


Official Receipt of Payment from the Scholarship Foundation

n/a 1. Payment of Tuition and Other Fees at the Cashier's Office Accounting

Staff

4 hours

*RUTF

2. Submission of Official Receipts at the Accounting Office

8. Financial Assistance


Official Receipt of Payment from the Scholarship Foundation

n/a 1. Payment of Tuition and other Fees at the Cashier's Office

Accounting Staff

4 hours *RUTF 2. Submission of Official Receipts at the Accounting Office

3. Processing of Vouchers

9. Monthly Stipend of BS Physics Scholars, Refund of Scholarship Grants


Certification from the OSA Original Receipts from the Scholars

n/a 1. Issuance of Certification from the OSA

Accounting Staff

4 hours *RUTF 2. Submission of Official Receipts from the students

*ALOBS

3. Processing of Vouchers

10. Preparation of Salary Deduction

*Promissory Note

Promissory Note approved by the University Accountant

n/a 1. Prepare schedule of Salary Deduction every 15th and 30th day of the month.

Accounting Staff

1 hour

2. Submit schedule at the Cashier's Office for Salary Deduction.

3. Submit Official Receipts at the

Accounting Office.



Vigan City ACCOUNTING OFFICE


(EMPLOYEES)


USED REQUIREMENTS

FEES/ CHARGES


TIME

1. Processing of Claims

n/a 1. Reimbursement of Gasoline used and etc.

n/a Disbursement voucher with complete

Accounting Staff 5 mins

*OR / Toll fee supporting documents *Trip Ticket to be processed *TO

*Summary of Expense

*Disbursement Voucher

*Approved Obligation

Request

*Approved Request /

Communication

2. Reimbursement of

TEV's / Reg. fees n/a

Accounting Staff 5 mins

*DV

*ALOBS / RUTF

*Itinerary

*CTC

*Bus Ticket/Trip *Ticket/Cert. of used PC

*CA

*TO



USED REQUIREMENTS

FEES/ CHARGES


TIME

*OR(Reg. Fee)

*ATR

*Approved Request /

Communication

2. Update of exemption and of employee's information

BIR Form No. 2305

1. Duly accomplished BIR Form No. 2305

n/a

1. Secure BIR Form No. 2305

Accounting Office (Tax section)

1 hour

2. Birth certificate of the qualified dependent child(ren)

3. Marriage contract

2. Fill-up the form

3. Present the filled-up form for checking

4. Waiver of the husband 4. Signing of the form

(if wife claims additional

exemption) 5. Register at the BIR

Office

6. Submit one copy of the form to the Accounting Office

3. Registration of the employees (those who do not have TIN)

BIR Form No. 1905

1. Duly accomplished BIR Form No. 1905

n/a 1. Present requirements for checking and verification

Accounting Office (Tax section)

1 hour

2. Certificate of live birth/

birth certificate n/a

2. Duly accomplished BIR no. 1905 to be signed by Finance Director

5. Register at the BIR

Office

6. Submit one copy of the form to the Accounting Office



USED REQUIREMENTS

FEES/ CHARGES


TIME

4. Issuance/ Filing of Certificate of Compensation Payment/Tax Withheld

BIR Form No. 2316

Community Tax Certificate n/a 1. Get the BIR Form No. 2316

30 seconds

2. Fill-up the form Employee/Client

3. Present the filled-up form for checking

1 min

4. Signing of the duly

accomplished form VFAD, Finance

Director 30 secs

5. File the ITR and get

your copy 30 secs

5. Certifications n/a n/a n/a

1. Request for certification of loan and premium payments.

GSIS Laiason Officer

3 mins

6. Certification of loans applied

E-Card n/a n/a 1. Apply loan at the GSIS Vigan Satellite Office thru Electronic System

GSIS Staff 3 mins

2. Report at the accounting office for confirmation

GSIS Laiason Officer and staff

30 secs (if internet

connected

3. Wait for the bank to

credit the proceeds



USED REQUIREMENTS

FEES/ CHARGES


TIME

7. Changes in the status of appointment/beneficiaries/marital status, etc

ARA Service Record/Marriage Contract/Birth Cert.

n/a 1. Submit required documents

GSIS Laiason Officer

3 mins

2. Email to GSIS Membership Div. Manila

3. Wait for

confirmation

8. Renewal of E Card

E-Card Enrolment

Form

Old E-Card n/a 1. Get E-card application

GSIS Laiason Officer and staff

3 secs

2. Fill up the form

3. Present duly accomplished ecard application for checking and signature of AAO

5 secs

4. Xerox the signed application for presentation when you apply for ecard renewal

5. Wait for the schedule



Vigan City

REGISTRAR SERVICE PLEDGE, SERVICE GUIDE AND SERVICE STANDARDS

Services Form/s to be

used

Requirements

Needed Fees/Charges Procedures/ Steps Office Activity In-Charge

Processi

ng

Time

I. How to secure transcript of records

1. Graduated -

1st Copy

Application for

graduation &

1. Official Receipt

for transcript fee

P 40.00/page Submit graduation

clearance

application for

graduation, picture

for annual. Come

back after 10

working days.

a. Receives &

reviews

documents/

record official

receipt for

annual,

diploma,

alumni fees.

Registrar II-

GS/CN/Law/

Caregiver

Staff – CBAA

Staff -

Crim/Arch/Fine

Arts

Staff - CHS,

Med.

Staff- CAS,

CSW

Staff- CTE,

Ctech.

Staff - CE,

CCIT

10

working

days

clearance

2. Application for

graduation/

clearance

P 15.00

Documentary

Stamp

3. 1.5x1.5 picture

w/ name tag if

for Board Exam.

P 100.00 Diploma

fee

P 500.00 Annual

copy for Tertiary

level

b. Encoding,

printing

transcript for

checking

finalize copy

for signature

of the

Registrar.

P 550.00 for

Graduate School

Alumni fee

Graduate School –

P 250.00

c. Scan picture

if for Board

Exam.

Degree – P 200.00

d. Record/seal

& release

Certificate –

P 150.00



used

Requirements


Processing

Time

2. Graduated –

2nd copy

Official Receipt for

transcript fee

P 80.00/page

P 15.00

Documentary

stamp

a. Student pay

required fees at

the Cashier's

Office

a. Receives

official receipt

b. Reprint

Transcript of

5 working

days

Records

c. Record/Seal &

release

3. Non-

graduating

Request for

document/

clearance form

Form 137 for new,

official transcript of

records for

transferee

P 40.00/page

P 15.00

a. Student secures

& fills-up

request/

clearance form.

a. Receive duly

accomplished

request form &

official receipt.

10 working

Documentary

Stamp

days

b. Go to Library,

Dean of the

College, Dean of

Student Affairs,

Accounting

Office for

signatures.

b. Bring out

student's

record, check

credentials &

grades if

complete, if

not, require the

student to

submit the

necessary

document/s.

c. Pay required fees

at the Cashier's

Office.

d. Submits duly

accomplished

request form,

official receipt &

other

requirements.

c. Prepare

transcript if

records is in

order. Advised

student to come

back after 10

working days.



used

Requirements


Processing

Time

e. Student/or duly

authorized

representative

come back at

specified date.

f. Present claim slip

to get requested

document.

II. Certifications Request form Official Receipt P 50.00 for GS Pay required fees at

30 mins

1. Grades

2. Graduation

the Cashier's Office a. Check

student's

record if

grades are

complete

b. Prepares

3. Enrolment

4. Medium of

P 30.00 for Tertiary

Instruction

5. Units

earned

6. weighted

general

average

certification

for signature

of the

Registrar

c. Record, seal

& release

7. Completed

Academic

Requirements

Request for

document/

clearance form

Official receipt P 50.00 a. Fill-out request

for document/

clearance form.

a. Check

student's

record if

grades are

complete.

30 mins.

b. Go to Library,

Dean of the

College, Dean of

Student Affairs

& Accounting

Office

signatures.

b. Prepares

certification

for signature

of the

Registrar



used

Requirements


Processing

Time

c. Pay at the

Cashiers Office.

c. Record, seal

& release

d. Submit duly

accomplished

request form &

official Receipt.

III. Diploma

1. 1st Copy

Official receipt for

diploma fee

P 100.00 for

Tertiary

Present official

receipt for diploma

fee & doc. Stamp

Place notarial &

dry seal on the

diploma. Issue

diploma & let

the student

receive & sign

on the log book.

10 mins.

P 200.00 for

Graduate School

P 15.00

Documentary

Stamp

2. 2nd copy Request form Submit duly

notarized affidavit

of loss or damaged.

Diploma fee,

documentary stamp

& printing fee

Pay fees at the

Cashier's Office &

submit OR

a. Check/verify

student's

graduation

date

At least10

working days

b. Receive OR

& affidavit

c. Submit to

printer

d. Submit to

signatories

(Dean, VPAA

& President

e. Place notarial

& dry seal

f. Record &

release



used

Requirements

Needed Fees/Charges Procedures/ Steps Office Activity

In-

Charge

Processing

Time

IV. Annual copy

Official receipt for

annual copy

P 500.00 for

tertiary

Present official

receipt for annual

copy

Issue copy

5 mins.

P 550.00 for

Graduate School

V. Authentication

of school

records

Original & xerox

copy of documents

to be authenticated

P 30.00/copy Pay at the Cashier's

Office, present OR

at Registrar's

Office.

a. Verify

documents,

place certified

true copy on the

xerox copies for

signature of the

Registrar.

b. Record, seal &

30 mins.

release

VI Permit to

transfer

Request for

document/

clearance form

Form 137 for

freshmen/official

transcript of

records for

transferee.

Permit to transfer

fee, documentary

Stamp, transcript

fee.

a. Student secures

& fills-up

request/clearanc

e form.

a. Receives duly

accomplished

request form.

30 mins.

b. Go to Library,

Dean of the

College, Dean of

Student Affairs,

Accounting

Office for

signatures.

b. Check student's

records,

credentials &

grades if

complete, if

not, require the

student to

submit the

necessary

document.

c. Pay required fees

at the Cashier's

Office

d. Submits duly

accomplished

request form,

official receipt &

other

requirements.

c. Prepare permit

to transfer for

signature of the

Registrar



used

Requirements

Needed Fees/Charges Procedures/ Steps Office Activity

In-

Charge

Processing

Time

e. Student or duly

authorized

representative

present claim

slip at specified

date to get

requested

document.

d. Record, seal &

release

Note: OTR will

be released

upon request of

the school

where the

student will be

transferring.



UNIVERSITY OF NORTHERN PHILIPPINES

Vigan City OFFICE OF STUDENT AFFAIRS

Student Welfare Programs GUIDANCE AND COUNSELING SERVICES

Service Pledge, Service Guide & Service Standards IMPLEMENTING RULES AND REGULATIONS

SERVICES/ ACTIVITIES

FORMS TO BE USED

REQUIREMENTS FEES/

CHARGES PROCEDURES APPROACH/IN-CHARGE

PROCESSING TIME

INDIVIDUAL INVENTORY SERVICE

1. Securing Pass Slip

Student Pass Slip

1. Letter duly signed by parent/guardian if absence is due to family related concerns noted by the adviser.

2. Medical certificate if absence is due to sickness

3. Letter from the Dean/Representative of the sponsoring unit/organization if absence is due to an official assignment e.g. attendance to seminars, meetings, & contest approved by Administration.

N/A 1. Register in the logbook

Student 1 min

2. Present to the Guidance Personnel in charge the following: letter from parents/ medical certificate/ letter from the Dean

Guidance Personnel

1 min



FORMS TO BE USED

REQUIREMENTS FEES/


PROCESSING TIME

3. Fill-out Student Pass Slip Form

Student 2 mins

4. Interview Absentee Guidance Personnel 5 mins

5. Sign and make notations on the form

Guidance Personnel 2 mins

6. Record data on cumulative form. Guidance Personnel 2 mins

INFORMATION SERVICE

1. Recruiting/ Screening Peer Facilitators

Peer Facilitators Application Form

1. Properly and completely accomplished Peer Facilitators’ Application Form.

2. Two identical 2”x2” recent photographs.

3. Certificate of Good Moral Character.

4. Certification of grades during the previous semester preceding the date of application.

5. A letter of recommendation from the Dean.

N/A

1. Conduct massive information/dissemination re: Application for membership (Peer Facilitators Program)

Guidance Personnel

1 week



FORMS TO BE USED

REQUIREMENTS FEES/


PROCESSING TIME

2. Submit accomplished Peer Facilitator’s Application Form (Student Applicant)


3. Accept/evaluate submitted documents of applicant


4. Interview Applicant Guidance Coordinator 10 mins

5. Conduct “Setting Off” activities

Guidance Personnel 2 days

6. Post/announce qualified applicants


7. Conduct General Orientation/ Acquaintance for Peer Facilitators

Guidance Coordinator Guidance Personnel

1 day

COUNSELING SERVICE

Conducting:

a. Individual/ Group Counselling

N/A N/A N/A 1. Register in the logbook Student 1 min

2. Approach the guidance personnel in charge

Guidance Personnel 1 min

3. Counselling proper Guidance Personnel

45 mins to 1 hour

4. Record counselling proceedings in counselling logbook




FORMS TO BE USED

REQUIREMENTS FEES/

CHARGES PROCEDURES

APPROACH/IN-CHARGE

PROCESSING TIME

b. Parents/ Instructors’ Conference

N/A N/A N/A

1. Register in the logbook 2 mins

2. Approach the guidance personnel

Guidance Personnel

2 mins

3. Conference proper Guidance Coordinator

Guidance Personnel

1 hour (it may exceed depending on the

nature and intensity of the case)

4. Record conference proceedings in counselling logbook

Guidance Personnel

30 mins

c. Exit Interview for graduating college students

Exit Interview Form

N/A N/A

1. Register in the logbook Student 1 min

2. Fill-out the Exit Interview Form

5 mins

3. Approach guidance personnel in charge

Guidance Personnel

2 mins

4. Interview process Guidance Personnel

15 mins

5. Record interview proceedings in counselling logbook

Guidance Personnel

30 mins

REFERRAL SERVICE

\Referring Students

1. Referral Slip 2. Case

Development Report

3. Call Slip

1. Duly accomplished referral slip.

2. Letter (from the person who is referring) stating the manifested misbehavior/s/ acts of the referred student.

N/A

1. Register in the logbook

Student 1 min

2. Submit letter to the Head stating the manifested misbehavior/s acts of the referred student

Guidance Coordinator

2 mins

3. Fill out referral Slip. Student 2 mins



FORMS TO BE USED

REQUIREMENTS FEES/

CHARGES PROCEDURES

APPROACH/IN-CHARGE

PROCESSING TIME

4. Head endorses referral slip to the guidance counsellor in charge


4. Record data in logbook for referrals.


5. Fill out Call Slip Form. Guidance Personnel 1 mins

6. Serve call Slip form to referred student


7. Counsel referred student Guidance Personnel

45mins-1 hour

8. Record counselling proceedins in counselling logbook


9. Prepare case Development report

Guidance Personnel 1 hour

10. Provide a Case Development report to the person who referred



INTERNAL RULES AND REGULATIONS


FORMS TO BE USED

REQUIREMENTS FEES/

CHARGES PROCEDURES

APPROACH/IN-CHARGE

PROCESSING TIME

INDIVIDUAL INVENTORY SERVICE

1. Gathering Data from new students

Student Information Questionnaire (SIQ) Form

N/A N/A 1. Secure SIQ form Guidance Personnel 1 min

2. Fill-out SIQ form Student 5 mins

3. Submit SIQ form Guidance Personnel 1 min

4. Review submitted SIQ form


5. Record data from SIQ to cumulative folder


6. Prepare individual student jacket and file SIQ Guidance Personnel 15 mins

2. Updating records of old students

Updating form N/A N/A 1. Secure updating form Guidance Personnel 1 min

2. Fill-out updating form Student 5 mins

3. Submit updating form Guidance Personnel 1 min

4. Review submitted updating form


5. Record data from Updating form to cumulative folder


6. File Updating form in the individual student jacket




FORMS TO BE USED

REQUIREMENTS FEES/


PROCESSING TIME

INFORMATION SERVICE

1. General Orientation Program

GCS Form # 6 Attendance Sheet

Operational Plan, Invitation, Streamer

Guidance Fund

1. Plan the details of the activity

Director, SWP; Head, Guidance & Counselling Services, and Guidance Personnel

1 day

2. Prepare Operational Plan

Head, Guidance & Counselling Services, Guidance Services Specialist

30 minutes

3. Prepare communication letters

Head, Guidance & Counselling Services and staff

1 day

4. Coordinate with the use of school facilities

Guidance Services Specialist 2 days

5. Invite Speakers Head, Guidance & Counselling Services and staff

2 days

6. Prepare program Guidance Personnel 1 day

7. Distribute program Guidance Personnel

1 day

8. Prepare the venue Guidance & Counselling Services Staff

1 day

9. Program proper

a. Filling in the Attendance Sheet (GCS Form # 3)

1 min

b. Attend the program proper

5 hours

c. Put away activities Guidance Personnel 1 hour


SERVICES/ ACTIVITIES FORMS TO

BE USED REQUIREMENTS

FEES/ CHARGES

PROCEDURES APPROACH/IN-CHARGE PROCESSING

TIME

d. Evaluate the activity Guidance Personnel 1 day

2. PROGRAMS:

a. Academic Competence & Empowerment Program

b. Student-at-Risk Program c. Drug Abuse Prevention

Program d. Family Enrichment

Program e. Children of Parents Living

in Alternative arrangement support program

f. Differently Abled Support Program

g. Student Achievers Support Program

h. International Students’ Empowerment Program

GCS FORM # 3 Attendance Sheet

Operational Plan, Invitation, Streamer

Guidance Fund


Director, SWP; Head, Guidance & Counselling Services and Personnel

1 day

2. Prepare Operational Plan.


30 mins

3. Prepare communications letters

Head, Guidance & Counselling Services and staff

1 day

4. Coordinate with the use of school facilities

Guidance Services Specialist and staff

1 day

5. Invite Speakers Head, Guidance & Counselling Services and staff

2 days

6. Prepare program Guidance Personnel 1 day

7. Distribute program Guidance Personnel 1 day

8. Prepare the venue Guidance Personnel 1 day

9. Program Proper

a. Filling in the Attendance Sheet (GCS Form # 3).

1 min

b. Attend the program proper.

5 hours



FORMS TO BE USED

REQUIREMENTS FEES/


PROCESSING TIME

c. Put away activities

Guidance Personnel

1 hour

d. Evaluate the activity

Head, Guidance & Counselling Services, Guidance Personnel

1 day

FOLLOW-UP SERVICE

1. Following-up students who have been counselled

Call Slip Form Class Schedule of Students

N/A 1. Determine the available schedule of the concerned student


2. Issue a call slip form to the concerned student


3. Interview/Counsel Student regarding his/her previous record proceedings in the Follow-up logbook


4. Record proceedings in the follow-up logbook


2. Monitor Peer Facilitator’s Activities

N/A Peer Facilitators Accomplishment Report

N/A 1. Prepare monthly schedule of activities

Officers of the Peer Facilitators Club

1 day

2. Make an accomplishment report for every activity conducted within the month

Officers of the Peer Facilitators Club

1 hour



FORMS TO BE USED

REQUIREMENTS FEES/


PROCESSING TIME

3. Collate and submit accomplishment report every last Friday of the month.


4. Hold monthly meetings with the Peer Facilitators.

Head, Guidance & Counselling Services, Guidance Personnel

1 hour

VI. RESEARCH DEVELOPMENT & EVALUATION

1. Monthly In-Service Training

N/A Operational Plan Guidance Fund


Director, SWP, Head, Guidance & Counselling Services, Guidance Services Specialist, Guidance Personnel

1 day



30 mins

3. Invite Speakers Head, Guidance & Counselling Services Guidance Personnel

1 day

4. Prepare materials needed for the program.

Guidance Personnel 1 day

5. Program proper 5 hours

6. Put away activities Guidance Personnel

30 mins



FORMS TO BE USED

REQUIREMENTS FEES/


PROCESSING TIME

7. Evaluate the program

Head, Guidance & Counselling Services Guidance Personnel

1 day

2. Annual Bench-marking


1. Plan the details of the activity.

Director, SWP Head, Guidance & Counselling Services, Guidance Services Specialist Guidance Personnel

1 day



1 day

3. Coordinate with agencies involved

Head, Guidance & Counselling Services, Guidance Services Specialist Guidance Personnel

1 day

4. Prepare materials needed for benchmark

Guidance Personnel 1 day

5. Bench marking proper

Guidance & Counselling Services Staff 5 days

6. Evaluate the activity

Head, Guidance & Counselling Services Guidance Personnel

1 day

3. Attendance to Conventions, Trainings, Seminars/ Workshops


1. Plan the details of the activity.

Director, SWP Head, Guidance & Counselling Services, Guidance Services Specialist Guidance Personnel

1 day



FORMS TO BE USED

REQUIREMENTS FEES/


PROCESSING TIME

2. Prepare Operational Plan


1 day

3. Prepare materials needed for Convention, trainings and seminar/workshop

Head, Guidance & Counselling Services, Guidance Services Specialist Guidance Personnel

1 day

4. Convention, trainings and seminar/workshop proper

Guidance Personnel Concerned




Student Publications


Services Requirements needed Fees Procedure Approval/In-charge Processing time

1. Recruitment and Screening of the New Tandem Editorial Board

1. Accomplished application letter 2. Certificate of Good Moral

Character 3. Copy of final grades during the

immediate past semester 4. ID picture

None 1. Submit accomplished application form

2. Submit self for Oral

Interview 3. Take Written Examination

Publication Coordinator

OSA Director

VPSEA

2 hours

2. Accreditation of Unit Student Publications and publications of Accredited Organizations

1. Application for re-accreditation for existing publications

2. Application to operate and accreditation for new publications

3. Copy of Editorial Policy 4. List of Editorial Board with

signature 5. Recommendation letter for

adviser 6. Mission/Vision of the

publication. 7. Action Plan of the publication

for the school year. 8. Declaration of publication’s fund

None 1. Submit accomplished requirements to the Program Head.

2. Evaluate submitted

requirements 3.Report for interview to

the Program Head 4. Recommend to the

university President the accreditation of the publication.


OSA Director

VPSEA

1 min

2 mins

30 mins

1 min


Services Requirements needed Fees Procedure Approval/In-charge Processing

time

3. Approval of Operational Plans of the New Tandem, Unit Publications and publications of Accredited Organizations

1. Accomplished Operational Plan.

2. Parent’s Permit for off-campus and night activities.

None 1. Verify submitted Operational Plan and Parent’s Permit.

2. Brief interview about the activity. 3. Recommend the approval of the

Operational Plan


1 min

2 mins

1 min

4. Conduct of Basic Seminar-Writeshop on Campus Journalism

1. Operational Plan. 2. Request Letter for the

conduct of the activity.

None 1. Verify submitted Operational Plan 2. Verify and approve the request

letter. 3. Conduct of the seminar-writeshop.


1 min

1 min

1 day or 2 days

5. Selection for Outstanding Student Unit Publication

1. At least two issues of the publication released during the school year.

None 1. Submit at least two copies of the unit publication released during the school year.

2. Evaluation of the submitted outputs of the unit publications.

Publication Coordinator OSA Director

One Faculty Member, Expert in Journalism

3 days

6. Selection for Outstanding Student Journalists

1. Published articles of the student journalist during the school year.

2. Documented activities of the student journalist related to student publications.

3. Oral interview.

None 1. Submit published articles of the student journalist during the school year.

2. Submit documented activities of the student journalist related to student publications.

3. Report for oral interview. 4. Evaluation of submitted published

articles.

Publication Coordinator OSA Director

1 min

1 min

10 mins 1 day



Vigan City OFFICE OF STUDENT AFFAIRS International Students Services


SERVICES FORMS TO

BE USED REQUIREMENTS NEEDED

FEES/ CHARGES

PROCEDURES/STEP APPROVAL/ IN-

CHARGE PROCESS-ING TIME

VISA Renewal (Conversion/ Extension)

9f or VISA form

1. Certificate from the Registrar

2. Grading sheets 3. Passport photocopy

(last entry) 4. 9f Form (extension or

conversion)

P 3,520.00 (note: P 1,000 for late renewal)

UNP: - secure certificate from

the registrar and grades from the dean

**Notary (certified lawyer) Bureau of Immigration: - submit all documents for

review (window 5) - Return O.P.S. to the

School Representative for payment (window 6)

- Return O.P.S. with receipt (window 7)

- Receive the Renew VISA (window 8)

University Registrar CHS Dean CAS Dean

CBAA Dean Atty. Cris Villalobos

8:00AM to 4:30PM (at least 2 to 3 days; Monday

to Friday)


SERVICES

FORMS TO BE USED

REQUIREMENTS NEEDED FEES/

CHARGES PROCEDURES/STEP

APPROVAL/ IN-CHARGE

PROCESS-ING TIME

ALIEN CERTIFICATION REGISTRATION (ACR) Card

ACR form 1. Passport photocopy with last arrival

2. Original VISA Form given by window 7

3. ACR print back-to-back photocopy

4. ACR Form

$50 and P 500.00 for express lane fee Note: -annual fee is P 350.00 every February of the year.

Bureau of Immigration: - Submit all documents in

window 35 or window 36 for review

- Receive two (2) slips and proceed to any windows (31, 32, 33, 34) for payment

- Receive the receipt and proceed to window 35 and wait for declaration

Atty. Cris Villalobos

8:00AM to 5:00PM

(at least 1 to 2 days;

Monday to Friday)

CHED Issuance of Certificate for Eligibility for Admission to International Students

CEA Form 1. Photocopy of passport 2. Certified True Copy of

Transcript of Records from school last attended

3. Copy of Diploma or Certification of graduation authenticated by the Registrar of the school were graduated

4. Notice of Acceptance indicating the quota number of the student issued by the HEIs

5. National Medical Admission Test (NMAT) Result for the Medical Course

P 80.00 1. Files the application to the Student Assistant and Service Division (SASD) Staff, Office of Student Services (OSS)

2. Pays the fee to the Cashier

3. Submit O.R. to SASD and receives instruction when to claim the CEM

4. Comes back to OSS to claim the CEM on the specified date of release

Dir. Isabel S. Illayo, CEO III

8:00AM to 5:00PM

(at least 3 days;

Monday to Friday)




OFFICE OF STUDENT AFFAIRS Scholarship Grants and Financial Assistance Program


SERVICES FORMS TO


FEES/ CHARGE

PROCEDURE/STEP APPROVAL/ INCHARGE

PROCESSING TIME

SEASONAL

1. Processing of

scholarship grants/privileges during enrolment periods (1st sem, 2nd sem and summer

Application form for scholarship

NEW 1. Certificate of scholarship 2. Grades(signed by the adviser

and the dean) 3. Birth certificate of the

grantee(for Barangay scholars only)

4. For UNP Study Privilege – if a qualified employee is applying for his/her niece/nephew, birth certificates of the said employee, recipient and mother or father are needed to established the relationship

5. Entrance Test results (for new students)

1. Getting of application

form at the Office of Student Affairs(fill-up form)

2. Verification of application forms and requirements(requirements should be attached to the application form)

3. Seek approval of the Director of Student Welfare

4. Authentication of form 1

by the seal of the particular scholarship grant/privilege

Clerk

Coordinator

SWP Director

OSA Personnel

2 mins

3 mins

2 mins


SERVICES FORMS TO


FEES/ CHARGE


PROCESSING TIME

6. Certificate of Good Moral Character

7. Photocopy(back to back) of form 1(registrar’s and accounting copy)

8. Accomplishment report with supporting documents(for SK scholars only)

9. Accomplishment report for Barangay officials concerned.

10. Photocopy of the curriculum for those who have less than 18 units enrolled.

RENEWAL 1. Certificate of scholarship 2. Grades(signed by the adviser

and the dean) 3. Certificate of Good Moral

Character 4. Photocopy(back to back) of

form 1(registrar’s and accounting)

5. Accomplishment report with supporting documents(for SK scholars only

5. Encoding of application form

1. Getting of application

form at the Office of Student Affairs(fill-up form)

2. Verification of application forms and requirements(requirements should be attached to the application form)

Clerk

Clerk

Coordinator

SWP Director

OSA Personnel

OSA Personnel

Coordinator

Coordinator OSA

Personnel

3-5 mins

2 mins

3 mins

2 mins


SERVICES FORMS TO


FEES/ CHARGE


PROCESSING TIME

2. Orientation of scholars/ grantees

3. Processing of

Financial Assistance Program in the form of loans

YEAR ROUND 1. Sending of

grades and billings of scholars to different sponsors of scholarship

Application form for student loan

6. Accomplishment report for Barangay officials concerned

7. Photocopy of the curriculum for those who have less than 18 units enrolled

3. Seek approval of the Director of Student Welfare

4. Authentication of form 1 by the seal of the particular scholarship grant/privilege

5. Encoding of application form

1. Dissemination of loan

program to interested students in the different academic units

2. Orientation of student

loan borrowers 3. Prepare master list of

student loan borrowers for approval by the persons concerned

4. Prepare payroll and for signature of persons concerned

5. Release of loan to student borrowers

Coordinator

OSA Personnel

Finance Director, Cashier Officer,

Coordinator OSA

Personnel Coordinator

OSA Personnel President

VPSEA SWP Director

oordinator OSA

Personnel

1-2 days

2-3 days

Depending on the

number of grantees

Depending

on the number of grantees

2-3 days

1 day

1 day


SERVICES FORMS TO


FEES/ CHARGE


PROCESSING TIME

2. Updating sponsors about their scholars/ grantees

3. Scouting

possible sponsors of scholarship/sponsoring scholarship

4. Screening of

applicants for scholarship

5. Certification

1. Letter of intent of

sponsoring a scholarship address to the President(including in the letter are: name of scholarship grant, policies and guidelines)

2. Signing Memorandum of

Agreement between the sponsoring organization and the university

1. Checking of requirements 2. Interview of applicants

VPSEA SWP Director Coordinator

Coordinator OSA

Personnel

Coordinator OSA

Personnel

SWP Director

15 mins

1 day

3-5 mins

5-10 mins




SOCIAL, COMMUNITY & MULTI-FAITH SERVICES


SERVICES REQUIREMENTS NEEDED FEES/

CHARGES PROCEDURE/STEP

APPROVAL/ INCHARGE

PROCESSING TIME

1. Accreditation of Religious Organization

1. Application letter for accreditation for new religious groups

2. Application letter to operate for accredited religious groups

3. Constitution and By-Laws

4. List of Members 5. Vision/Mission of the

organization 6. Certification of Good

Moral Character of the Officers

7. Photocopy of the registrar’s copy of the enrolment form of the Officers

None 1. Submit duly accomplished requirements needed to the head of the program.

2. Evaluate requirements submitted. 3. Report for interview from the head

& assistant head of SCMFS. 4. Recommend for approval of the

said religious organization.

OSA Personnel OSA Director

VPSEA

1 min

2 mins 10 mins

1 min


SERVICES REQUIREMENTS

NEEDED FEES/


APPROVAL/ INCHARGE

PROCESSING TIME

2. Approval of Operational Plan

1. Submit duly accomplished operational plan.

For night activity 2. Submit parent’s

permit.

None 1. Verify submitted operational plan & parent’s permit. 2. Brief interview regarding the conduct of the activity. 3. Recommend for the approval of the said Operational

Plan.


VPSEA

1 mins

2 mins

1 min

3. Use of Ecumenical Center

Submit request letter for the use of Ecumenical Center.

1. Verify submitted request letter. 2. Brief interview regarding the use of the Ecumenical

Center 3. Explain the guidelines for the use of Ecumenical

Center. 4. Recommend for the approval of the said request.


VPSEA

1 min

1 min

2 mins 1 min

4. Orientation of students regarding SCMFS

Interested students /student leaders

None 1. Invite students to join SCMFS orientation. 2. Explain to the students the policies & activities

sponsored by SCMFS. 3. Encourage students to join voluntarily to all the

activities conducted by the said program.

OSA Personnel

2 days

1 hour 5 mins

5. Formation of Core Group

Interested students/student leaders

None 1. Invite students/student leaders to join in the assembly. 2. Inform the students/student leaders the importance of

creating Core Group. 3. Ask volunteer students to be the Core Group of SCMFS. 4. Request Core Group to submit action plan to the head

of the program. 5. Evaluate the action plan submitted by the Core Group. 6. Approval of the action plan. 7. Implement activities stated in the action plan. 8. Evaluate activities conducted by the program.

OSA Personnel

1 day 5 mins

10 mins 2 mins

5 mins 2 mins

All year round 10 mins



NEEDED FEES/


APPROVAL/ INCHARGE

PROCESSING TIME

6. Scouting possible recipient of Students’ Handog Pamasko

Records from DSWD Php 10.00 per student

1. Call for a meeting to all members & Core Group of SCMFS.

2. Plan/discuss details on how to

conduct Students’ Handog Pamasko.

3. Decide places where to conduct the said activity.

4. Make communication Letters addressed to the Barangay Captain & Municipal Mayor of the chosen place.

5. Submit duly accomplished operational plan for the said activity.

6. List & purchase all items to be given to the recipient of Students’ Handog Pamasko.

7. Distribute items to the recipient. 8. Evaluate the said activity.

Volunteer Students Governors of

Academic Units Councils, UNP-SC Formations Chairs

Chairman Core Group, SCMFS

OSA Personnel

OSA Director

VPSEA

1 day

1 hour

10 mins

10 mins

1 min

1 day

1/2 day 10 mins




STUDENT COUNCIL, ORGANIZATIONS AND FRATERNITIES



USED REQUIREMENTS NEEDED

FEES/ CHARGES

PROCEDURES/ STEP APPROVAL/ IN-CHARGE

PROCESSING TIME

SEASONAL 1. Accreditation

or Re-accreditation of Student Organization, Fraternities & other student groups

1. Application

Form for Accreditation;

2. Copy of Guidelines and Procedures;

3. Checklist of Requirements

Must be in Triplicate or in Three (3) Folders (New Organization) 1. Letter Request for Authority to

Operate (Application for Accreditation);

2. Authorization by a higher chapter for the Institutional Accreditation of the local chapter (if organization has a wider chapter)

3. Constitution and By-Laws of the Organization;

4. List of Officers and Members with their Specimen Signatures;

5. Duly Accomplished Bio-Data of officers;

6. Oath of Commitment of Officers; 7. Action Plan for the School Year;

None

1. Securing of

Application Form, Copy of Procedures and Checklist of Requirements at the SCOF Office-OSA;

2. Verification & Assessment of Duly Accomplished Application Form and Requirements

3. Interview of the Organization’s Officers by the members of the OSA Accreditation Committee;

OSA Personnel

OSA Personnel


5 mins

10 mins

30 mins




FEES/ CHARGES


PROCESSING TIME

8. Three (3) Nominees for Advisorship of the Organization, each with an Oath of Commitment;

(Old Organization) 1. Letter Request for Renewal of

Operation (Application for Re-Accreditation);

2. Copy of Accomplishment Report of the previous school year;

3. Copy of Financial Report of the previous school year with an Independent Audit Report;

4. Declaration of Beginning Fund Balance (based on the Ending Fund Balance of the previous school year);

5. Revised or Amended Constitution and By-Laws;



8. Oath of Commitment of Officers; 9. Action Plan for the School Year;

10. Three (3) Nominees for Advisorship of the Organization, each with an Oath of Commitment;

4. Endorsement of Papers to the Office of the Vice President for Student and External Affairs and the University President for Approval

5. Issuance of Certificate of Accreditation and Authority to Operate

6. Issuance of Special Order of Adviser

OSA Personnel OSA Director OSA Personnel OSA Personnel

10 mins

5 mins

5 mins




FEES/ CHARGES


PROCESSING TIME

(Fraternity) 1. Letter Request for Authority to

Operate (Application for Accreditation); Letter Request for Renewal of Operation (Application for Re-Accreditation);

2. Authorization by a higher chapter for the Institutional Accreditation of the local chapter (if new fraternity has a wider chapter)

3. Copy of Accomplishment Report of the previous school year (Old);

4. Copy of Financial Report of the previous school year with an Independent Audit Report (Old);

5. Declaration of Beginning Fund Balance based on the Ending Fund Balance of the previous school year (Old);

6. Constitution and By-Laws of the Fraternity (New); Revised or Amended Constitution and By-Laws (Old);






FEES/ CHARGES


PROCESSING TIME

9. Oath of Commitment of Officers; 10. Action Plan for the School Year; 11. Three (3) Nominees for

Advisorship of the Organization, each with an Oath of Commitment;

12. Oath of Commitment to the Anti-Hazing Law;

13. Undertaking to be a Service Fraternity and a UNP PROFRAT member (New).

(Organized Student Groups endorsed by other OSA Programs)

1. Same Requirements for New and Old Organization as the case may be;

2. Recommendation by the Head of the endorsing OSA Program

2. Submission of Periodic (Semestral or Annual) Reports

Standardized Formats for

Accomplishment Report and

Financial Statement

1. Three (3) Copies of Duly Accomplished Accomplishment Report (Noted by Adviser and Approved by the Dean)

2. Three (3) Copies of Duly Accomplished Financial Statement (Noted by the Adviser, Approved by the Dean and Certified under Audit by the SAFE)

None 1. Securing of Standardized Formats on Accomplishment Report and Financial Statement at the SCOF Office - OSA;

OSA Personnel

5 mins




FEES/ CHARGES


PROCESSING TIME

3. Supporting Documents for Financial Statement and Accomplishment Report (certification, pictures, receipts, vouchers etc.)

2. Verification, Assessment and Notation of Submitted Accomplishment and Financial Reports;

3. Furnishing the organization copies of its reports upon verification, assessment and notation


OSA Personnel

10 mins

5 mins

3. Clearances Clearance Forms 1. Approved Financial Statement and Accomplishment Report

2. Certification of settled money and property accountability.

None 1. Securing of Clearance Form at the SCOF Office- OSA;

2. Submission of certification of settled money and property accountability;

3. Furnishing of approved clearance to the SCOF Office, Office of the Endorsing Program and Guidance Services Office by the client

OSA Personnel


OSA Personnel Head, Guidance & Counselling

Services

3 mins

5 mins

10 mins




FEES/ CHARGES


PROCESSING TIME

YEAR-ROUND SERVICES

1. Submission of Operational Plans and Request for Activity/ Facility

1. Standardized Format for Operational Plan;

2. Request Form for Activity/ Facility;

3. Parent’s Permit Form;

4. Standardized Format for Project proposal

1. Duly Accomplished OP; 2. Duly Accomplished Request for

Activity/Facility; 3. Duly Accomplished Parent’s

Permit Form; 4. Duly Accomplished Project

Proposal

None 1. Securing of needed forms and formats at the SCOF-OSA;

2. Submission of duly accomplished OP or forms 3 days before the actual conduct of the activity;

3. Assessment and Approval of the request;

4. Forwarding of the request to the higher authorities as needed;

5. Issuance of approved documents to the requesting entity

OSA Personnel

OSA Personnel


OSA Director

OSA Personnel

OSA Director OSA Personnel

3 mins

5 mins

10 mins

15 mins

3 mins

2. Request for Record

Standardized Form of Request

for Records

Duly Accomplished Request Form

None 1. Getting and securing of form at the SCOF-OSA;

2. Submission of duly accomplished request form for Verification;

3. Approval of the Request

OSA Personnel

OSA Director OSA Personnel

OSA Director

3 mins

5 mins

3 mins




STUDENT DISCIPLINE & TRIBUNAL SERVICES



NEEDED FEE PROCEDURE/STEPS

APPROVAL -IN CHARGE

PROCESSING TIME

Issuance of Certificate of Good Moral Character a. for transferee

students b. for employment/

board examination

c. for enrolment/ scholarship

1. Request form 2. Clearance Form 3. Seek Signatures

for clearance form

4. Report for interview at the Head of Student Discipline and Tribunal

Photocopy of the OTR Or Diploma

P5.00

P5.00

- Secure request and clearance Form from the OSA

- Fill out the form - Seek signature from the CSSD Director - Report for interview from the Head of Student

Discipline and Tribunal

Coordinator SWP Director OSA Personnel Coordinator SWP Director

1 hour

30 mins. 15 mins. 1 hour

Disciplinary Proceedings for Referral Students

Referral Form Promissory Note Call Slip Form

- Students referred to the Discipline Officer in the college are called upon for interview through a Call Slip.

- The case is evaluated whether it is grave, less grave or minor violation.

Coordinator

30mins to 1hour for minor offenses

1-2 days for less grave offenses



NEEDED FEE PROCEDURE/STEPS

APPROVAL -IN CHARGE

PROCESSING TIME

- Once the case is evaluated as grave offense, it will be referred to the Head of Student Discipline and Tribunal.

- If the case is classified as minor or less grave offense, it will addressed by the Discipline Officer per college.

- The student will be dealt with regular and close up guidance monitoring and redirection by the Guidance Counsellor of the College together with the Discipline Officer.

- The student will be asked to sign a Promissory note together with the Discipline Officer per college, the adviser and the dean of the college.

- If the case is evaluated as grave offense, the Head of Student Discipline and Tribunal will try to assess the severity of the case, seeks for an alternative resolution scheme though conferences with proper consultation to the Director of Student Welfare. The case is further assessed if it needs to be elevated to the Tri-Sectoral Discipline Committee.

SWP Director

For grave offenses. It

depends upon the

Severity of the case

INFORMATION DISSEMINATION OF THE CODE OF CONDUCT AN DDISCIPLINE

A copy of the Code of Conduct and Discipline

Visit to different classes of the First Year Students

Coordinator 15 mins



Vigan City CAMPUS SECURITY SERVICES OFFICE

SERVICE PLEDGE, SERVICE GUIDE AND SERVICE STANDARS

SERVICES FORMS TO BE USED REQUIREMENTS FEES/CHARGES PROCEDURES/STEPS IN-CHARGE PROCESSING

TIME

Enforcement of Student Code of Conduct and Discipline

Student’s Record Form

Student’s Identification Card/white form

N/A 1. Present Identification Card

2. Investigator ask security guard about background of the incident

3. Verify validity of incident from the offender

4. Determine gravity of offense

5. Require promissory note/refer to the Guidance counselor

6. Submit spot report to the President

Inspector, Security Officer,

CSSO Director

10 mins.

Enforcement of personnel/ Employees Discipline

Employee/Faculty Profile (PDS)

UNP Identification Card

N/A 1. Investigator conducts initial investigation

2. Submit incident report to the President


CSSO Director

10 mins.


SERVICES FORMS TO BE USED REQUIREMENTS FEES/

CHARGES PROCEDURES/STEPS IN-CHARGE

PROCESSING TIME

Implementation of the University Traffic Flow

University traffic Flow Chart

Student Identification Card/ UNP Identification Card

N/A 1. Inform offender of the traffic flow

2. Require offender to execute promissory note

Security Officer

5 mins.

Acceptance of Visitors a. With Vehicles

Visitors Destination Report (VDR)

Identification Card N/A 1. Request driver to a full stop at the Vehicular Entrance gate

2. Visitors are asked of their purpose, destination, person to visit

3. Present Valid ID 4. Issue VDR/ Visitors pass

Security Guards on

duty 3 mins

b. Without Vehicles

Visitors Destination Report (VDR)

Identification Card N/A 1. Visitors are asked of their purpose, destination, person to visit

2. Present valid ID 3. Issue VDR/Visitors Pass

Security Guards, Duty

Officers 2 mins

Response to Emergency Cases a. Fire b. Disorder c. Accident

(Vehicular)

N/A N/A N/A 1. Determine gravity of the emergency case

2. Apply first aid if applicable

3. Coordinate University offices concerned and external offices concerned


CSSO Director

N/A




PROCESSING TIME

Issuance of Vehicle Gate Pass

Vehicle Gate Pass Application Form

Proof of Ownership of Vehicle, Identification Card, Driver’s License, Enrollment form

P 80.00 (renewable) P 150.00 (perpetual, for regular employees only

1. Submit requirements 2. Fill up application form 3. Pay to the cashier 4. Issue gate pass sticker

Security Officer

10 mins



Vigan City

LABORATORY SERVICES

SERVICE PLEDGE, SERVICE GUIDE AND SERVICE STANDARD

SERVICES FORMS TO BE USED

REQUIREMENTS FEES/


PROCESSING TIME

1. Issuance of laboratory apparatus and reagent.

Borrower’s slip

Borrower’s slip duly signed by the laboratory Instructors

n/a 1. Submit borrower’s slip duly signed by the laboratory instructor one day before the performance of the experiment

2. Leave ID upon the issuance of apparatus and reagents

Staff 5 min/ group of students

2. Phytochemical analysis

n.a. 1. request letter 2. billing statement 3. official receipt 3. sample extract

P 100/test /sample P 50/student for use of laboratory

1. The student is advised to write a request letter addressed to the University President.

2. The student presents approved request. 3. The laboratory staff specifies the amount

to be paid for such analysis 4. The student pay specified amount at the

cashier’s office then submit official receipt to the laboratory technician/aide.

5. Phytochemical analysis is conducted by the students in the lab with the supervision and assistance of the laboratory staff.

Director Staff

1 week/ analysis


SERVICES FORMS TO BE USED

REQUIREMENTS FEES/


PROCESSING TIME

3. Antimicrobial Analysis

n/a 1. request letter 2. billing statement 3. official receipt 4. microbe sample

P 200/test /sample P 50/student for use of laboratory

1. The student is advised to write a request letter addressed to the University President.

2. The student presents approved request.

3. The laboratory staff specifies the amount to be paid for such analysis

4. The student pay specified amount at the cashier’s office then submit official receipt to the laboratory technician/aide.

5. Phytochemical analysis is conducted by the students in the lab with the supervision and assistance of the laboratory staff.

Director Staff

1 week/ analysis

4. Billing of breakages

n/a 1. Billing Statement 2. Official Receipt

variable 1. Faculty concerned informs the unit of the breakages

2. The laboratory technician/aide issues amount of breakages

3. The student pay specified amount at the cashier’s office then submit official receipt to the laboratory technician/aide.

Staff 2 mins/ student



Vigan City MEDICAL-DENTAL CLINIC




PROCESSING TIME

1. Daily medical consultation

Patient’s Medical Record Form

Student’s Identification Card/ White Form for students

UNP Identification Card for UNP Personnel

N/A 1. For New Patient - Patient fill up


For Old Patient - Ask for Patient’s

Name and course for verification of previous Medical Record Form

2. Take Vital Signs; Temperature & BP

3. Proceed to the Physician for consultation, orders medicines

4. Availment of medicines

5. Sign logbook

Nurse on Duty

University Physician

5 mins/ patient




PROCESSING TIME

2. Annual Medical-Dental Check-up for first year college student

Medical – Dental Individual health Form

Student’s Identification Card / White Form

N/A 1. Patient fill up the Individual Health Form

2. Take Vital Signs; BP and Heart Rate

3. Proceed to the Dentist for dental examination

4. Proceed to the Physician for physical examination & signing of Medical Certificate

Nurse on Duty

University Dentist


10mins/ patient

3. Suturing of minor wounds




N/A 1. For new patient - Patient fill up Patient’s

Medical Record Form For Old Patient - Ask for Patient’s Name

and course for verification of previous Medical Record Form

2. Proceed to the Physician, do the suturing procedure, dressing of wound and orders medicines and injections.

3. Administer skin test of Anti-Tetanus as ordered by the Physician. If the skin test is negative, administer Intramuscular Injection

4. Availment of medicines 5. Sign logbook

Nurse on Duty


1hr/ patient




PROCESSING TIME

4. First Aids a. Daily b. During ROTC

Tactical Inspection c. Fun run d. Beauty pageants e. Accreditations f. Seminars g. Parade




N/A 1. Take Vital Signs; Temperature, BP and Heart Rate

2. Administer the necessary first aid procedure

Nurse on Duty University Physician University

Dentist Laboratory Technician

As needed

5. Laboratory Examinations a. Blood Typing b. Complete Blood

Count c. Urinalysis d. Hemo-glucose

Test

Patient’s Medical Record Form Laboratory request forms Laboratory result forms






2. Take Vital Signs; Temperature & BP

3. Proceed to the Physician for consultation

4. Physician request for laboratory examination

5. Proceed to the Medical Technologist, do the Laboratory Examination requested.

6. Availment of medicines 7. Sign logbook

Laboratory Technician

Blood Typing 2 mins/ patient

Hemo-

glucose Test 4 mins/ patient

CBC

25 min/ patient

Urinalysis 25mins/ patient




PROCESSING TIME

6. Daily Dental Consultation

Patient Dental Record Form






2. Dental consultation and availment of medicines

3. Sign logbook

University Dentist

5 mins/ patient

7. Dental Procedure a. Oral

prophylaxis b. Tooth

restoration - Composite

light cure filling

- Temporary filling

c. Tooth Extraction

Patient’s Dental Record Form






2. Do dental procedure 3. Sign logbook Note: For tooth extraction, BP reading first before procedure

- Availment of medicines

- Sign of logbook

University Dentist

Nurse on

Duty

25 mins/ patient




PROCESSING TIME

8. Issuance of Medical Certificate for employment and promoted Personnel of the University

CSC Form 211 - Laboratory request

form

- Laboratory result form

Check list of requirements from Personnel Office

N/A 1. Fill up CSC Form 211 2. To Medical Technologist

for Complete Blood Count and Urinalysis

3. To outside Hospital for Chest X-ray, Drug Test and Neuro-Psychiatric Examination

4. To the Physician with all the result of the Medical-Physical Tests, Sign Medical Certificate for Physically and Mentally Fit Personnel

Laboratory Technician

Private or

Public Hospital


1 day

9. Issuance of Medical or Dental Certificate to a. students and

Personnel who got sick

Patient’s Medical or Dental Record Form

Patient came for Medical or Dental Consultation at UNP Clinic

If patient did not come for consultation he or she will bring certification letter of parents or guardians stating that he or she got sick of what illness that date

N/A 1. Ask for Patient’s Name and course for verification of Medical or Dental Record Form if he or she came for consultation

2. To the Physician or Dentist, issuance of Medical or Dental Certificate

Nurse on Duty


University

Dentist

5 mins/ patient




PROCESSING TIME

b. Athletes c. Scholars d. Incoming BSN

and HRA students

e. ROTC Officers

Medical – Dental Individual Health Form


N/A 1. Patient fill up the Individual Health Form

2. Take Vital Signs; BP and Heart Rate

3. Proceed to the Dentist for dental examination

4. Proceed to the Physician for physical examination and signing of Medical Certificate

Nurse on Duty

University Dentist


10 mins/ patient



Vigan City, Ilocos Sur

MEN’S DORMITORY

SERVICE PLEDGE, SERVICE GUIDE, AND SERVICE STANDARD


USED REQUIREMENTS FEES/CHARGES PROCEDURES/STEPS IN-CHARGE

PROCESSING TIME

1. Admission of applicants

Men’s Dormitory Check-in Form and Promissory Statement Form

Duly accomplished Men’s Dormitory Check-in Form and Promissory Statement Form Official Receipt (payment of dormitory fees) One piece 2” x 2” picture Photocopy of registration/enrolment form

P 250.00 for basic dorm fee P 50.00 for mattress rental, television, laptop/notebook, water dispenser, electric fan, flat iron, rice cooker, radio P 30.00 for MP3/ MP4 P 10.00 for cell phone

1. Report for interview and short briefing

2. Secure Men’s Dormitory Check-in Form and Promissory Statement Form

3. Accomplish the forms. Sign the duly accomplished forms. Attach 2” x 2” picture.

4. Present the forms for validation of entries and for approval.

5. Proceed to the cashier’s office for the payment of dormitory fees.

6. Present official receipt for recording purpose.

7. Ask room assignment 8. Check-in

Dorm Mngr

Dorm Mngr

Applicant and parent

Dorm Mngr

University Cashier

Dorm Mngr

5 mins

30 secs

2 mins

1 min



USED REQUIREMENTS FEES/CHARGES PROCEDURES/STEPS IN-CHARGE

PROCESSING TIME

2. Issuance of Gate Pass Slip (to students who wish to go out from the dormitory beyond 7:00 p.m.)

Men’s Dorm Gate Pass Slip

Duly accomplished and signed Gate Pass Slip

n/a 1. Secure gate pass slip 2. Accomplish the pass

slip 3. Present the pass slip

for review and signature

4. Leave the pass slip at the guard house

Dorm Mngr Student

Dorm Mngr

Security

Guard on duty

30 seconds

30 seconds

3. Payment of dormitory dues

Statement of Account form

Statement of Account issued by the dormitory manager

variable 1. Get statement of account

2. Pay the amount due at the Cashier’s Office

Dorm Mngr

University Cashier

30 seconds

4. Issuance of Clearance (Men’s dorm clearance)

Men’s Dormitory Clearance Form

Official Receipt of payment of dormitory fee

n/a 1. Present official receipt for recording

2. Get the clearance form

Dorm Mngr

Dorm Mngr

30 seconds

30 seconds



Vigan City, Ilocos Sur

MOTORPOOL TRANSPORT SERVICES SERVICE PLEDGE, SERVICE GUIDE, AND SERVICE STANDARD

Services Forms to be

used Requirements

Fees/ Charges

Procedures/Steps in Requesting vehicle In-charge Processing

time

1. Transportation Services

1. Vehicle request form

1. Approved communication

2. Accomplished

vehicle request form

n/a

1. The office organization on individual concerned must first inquire at the availability of vehicle from the Motorpool If vehicle is available, submit an approved request to the Motorpool and fill up vehicle request form for the assignment of vehicle and driver duly approved by the Motorpool authorities.

2. If travel is outside Ilocos Sur submit the accomplished vehicle request form to the office of the president for approval.

3. Submit vehicle request form to the supply office for the approval of supplies (fuel, oil, etc. needed for the trip)

4. Return the approved vehicle request form to the motorpool office.

Supervisor and Asst.

Supervisor

2 hours




RESEARCH AND STATISTICAL ASSISTANCE SERVICES (RSAS) SERVICE PLEDGE, SERVICE GUIDE AND SERVICE STANDARD

(STUDENTS AND FACULTY RESEARCHERS)

SERVICES FORMS TO


FEES/ CHARGES


TIME

1. Data Management

n/a Sample questionnaire Coding manual

USB

n/a The researcher shows the research title, research problems, paradigm and sample questionnaire. The RSAS staff in charge illustrates how information from the questionnaire is being transferred to the coding sheet to form data matrix.

Director Staff

5 minutes (depends upon the

number of variables)

2. Data Processing RSAS service slip

USB containing the data matrix

P 300.00 The client submits to the office coding manual data matrix, research instrument, research problems, paradigm and statistical requirement.

Director Staff

1hr

3. Reading a Computer Print-Out (interpretation and analysis of data)

n/a SPSS Output n/a The client approach the RSAS staff in charge for assistance in interpreting and analysing the SPSS output. Director

Staff 1hr


SERVICES FORMS TO


FEES/ CHARGES


TIME

4. Printing RSAS Service slip

USB P 3.00/page for short bond paper P 5.00/ page for long bond paper

The client approach the RSAS staff in charge for assistance

Director Staff

Depends upon the

bulk of the documents

to be printed

5. Formatting + Printing

RSAS Service slip

USB Soft copy

P 5.00/page The client approach the RSAS staff in charge for assistance

Director Staff

1 day

6. Encoding + Printing

RSAS Service slip

Hard copy P 15.00/page The client approach the RSAS staff in charge for assistance

Director Staff

Depends upon the

bulk of the documents

to be encoded

7. Internet Researching

n/a USB n/a Approach RSAS clerk for assistance Staff n/a



Vigan City

FRONTLINE SERVICES OF THE LIBRARY SERVICES SERVICE PLEDGE, SERVICE GUIDE, AND SERVICE STANDARDS

SERVICES FORMS REQUIREMENTS

NEEDED FEES /

CHARGES PROCEDURES / STEPS

WHOM TO APPROACH

PROCESSING TIME

I. READERS SERVICES: 1. Charging and

discharging of information sources

1. Book card signed by borrower 2. Students’ Library Card

Validated Library Card

n/a

1. Reader consults catalog and/or

check OPAC for book location. 2. Reader presents validated

Library Card / Librarian checks LC.

3. Readers locate material/s on the shelves.

4. If material is available, reader uses the material.

5. Reader returns material on the shelves after use and gets L. C. from the Librarian.

6. If material is not available, Librarian recommends other materials.

7. If material is found, follow steps 4-5.

8. If reader is not satisfied, Librarian refers to other libraries.

Library Personnel

5 mins

15 secs

10 mins

30 mins

1 min

2 mins

31 mins

30 secs



NEEDED FEES /


WHOM TO APPROACH

PROCESSING TIME

2. Securing Library Cards

LC Application form Temporary LC

Enrolment form Official receipt 2- 1X1 ID pictures

P5 – for LC-Cashiers P10-for lamination

1. Students goes to the library and presents OR , Form 1, 2 -1X1 ID pictures

2 Library personnel checks OR and Form I of student. If OK, hands in LC application form (AF) to student.

3. Student fills up AF; library personnel checks information on the form.

4. Student signs LC; personnel clips together AF, LC, pictures and collects lamination fee.

5. Personnel issues temporary LC with validity period of two (2) weeks.

6. Library personnel types information on LC; pastes picture; Head signs LC; personnel laminates LC.

7. Student presents temporary LC to personnel; Library personnel issues LC to student.

Library personnel based at the

Depository Counter Library Personnel

Library Personnel

Director Library Personnel

2 mins

5 mins

10 mins

3 mins

1 min

10 working days

2 mins

2 mins



NEEDED FEES /


WHOM TO APPROACH

PROCESSING TIME

3 Validation of Library Cards

Library Card

Official Receipt From 1

n/a

1. Student drops LC on the box provided. 2. Library personnel collects LC from the box

and submits it to the Director’s Office. 3. Head, Library Services validates LC;

personnel gets signed LC’s from the Head’s Office; sorts and alphabetizes.

4. Student presents ID to library personnel to claim validated LC.


A second 10 minutes 1 min./card 5 mins (for

sorting) 7 mins (for

alphabetizing) 2 mins

4. Signing of clearances for final examination

5. Signing of

clearances for faculty/non-teaching/ students

Clearance form Clearance form

Validated Library Card

n/a

n/a

1. Mini-Library Staff countersigns clearance form (Requirement: Validated Library Card)

2. Proceed to Main Library / Presents validated Library Card & clearance form countersigned by the mini-library staff.

3. Library personnel checks name of students from the Official List if enrolled and Library Record books for accountabilities if any.

4. Library Personnel signs clearance/gives it back to student.

5. Head of the Library Services signs clearance/gives it back to faculty/non-teaching/student

Mini-Library In-charge

Librarian or

Library Personnel

Director

2 mins

5 mins

8 mins

2 secs

2 secs



NEEDED FEES /


WHOM TO APPROACH

PROCESSING TIME

II. TECHNICAL SERVICES:

1. Literature Searching

An inquiry slip

Library Card

n/a

- The reader hands in the

reference question. - If answerable without a

reference book the librarian - may just answer. - 3. If the reader is not satisfied

the librarian refers the reader to a book/material where to get the needed information.

Library Personnel

15 secs

10 mins 15 mins

2. Acquisition of information sources

- Purchase Request

- Purchase Order

- Acknowledgement Receipt for Equipment

- Inspection & acceptance report

- Requisition & Issue Slip

- ALOBS - Disburseme

nt Voucher, etc.

- Delivery Receipt/Sales Invoice

- Price List - Certificate of

sole distributorship etc.

- Faculty, students, library committee, record title of information sources to the Head of Library Services

- Library staff review records using selection tools

- Prepare final listing & submit to the Supply Office

- Supply Office prepares all the necessary documents, Purchase Request, Purchase Order, etc. signed by the Head of the Library Services


Supply Officer & staff

Finance Director & staff

BAC Chairman & staff



NEEDED FEES /


WHOM TO APPROACH

PROCESSING TIME

3. Organization of Information resources

3X 5 P-slips Catalogue Cards Book Cards/book pocket Bar code/Bar code protector

- Dewey Decimal Classification - Sears List of Subject Headings - Three-Figure Cutter’s Anglo American Cataloging Rules second ed.

n/a - Collating - Accessioning - Prepare P-slip - Determine the subject of the

book - Consult DDC for class number,

Cutter’s table for author number - Descriptive cataloging AACR s,

ISBD format - Consult Sears List of Subject

Heading - Write the

classification/cataloging mark - Types catalog entry cards - Sorting/filing - Painting - Labeling - Stamp mark of ownership - Pasting Book card/pocket - Put the Bar Code - Encoding - Ready for circulation

Library Personnel Library Personnel

Director Cataloguer

Library Personnel Cataloguer Cataloguer

Cataloguer Cataloguer Cataloguer

Library Personnel

5 mins 5 mins

10 mins 15 mins 10 mins

10 mins

5 mins

5 mins

2 mins 20 mins 15 mins 5 mins 2 mins

2 mins 2 mins

30 mins

III. Publicity Bulletin Board Display

n/a Display bulletin board Map pins/thumb tacks Colored paper

n/a - Prepare the bulletin board & decorative materials & book jackets.

- Selects the decorative materials & book jackets to be posted

Library Personnel

As Needed



Vigan City

TESTING SERVICES


SERVICE(S) FORM(S) TO BE

USED REQUIREMENT(S)

FEES/ CHARGES

PROCEDURES/STEPS APPROVAL/ IN-CHARGE

PROCESSING TIME

1. a. UNP – COLLEGE ADMISSION TEST (CAT)

A. Individual Processing

1. UNP-CAT Application Form

B. Batch

Processing 1. UNP-CAT

Application Form

2. Master list

A. GENERAL REQUIREMENTS

1. Correctly and completely accomplished Application Form.

2. Two (2) pcs. identical 2”x2” recent pictures, colored with red background and name tag.

3. Self-addressed and stamped envelope for the mailing of examination results

B. ADDITIONAL REQUIREMENTS

P 180.00

A. Individual Filing (For the Applicant)

1. Secure Application Form at the Testing Services

2. Fill up Application

Form 3. Submit Application

Form and Requirements at the Testing Services for evaluation

Testing Services Staff

3 mins

20 mins

15 mins



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

a. Fresh High School Graduates/ Stopped After High School

1. Photocopy of Form 138 (bring original copy)

b. Transferees 1. Official Transcript of

Records/ Official Certification of Grades from the Registrar (bring original copy)

2. Endorsement Letter from the College, signed by the Dean

c. Returnees/Shifters 1. Appraisal Sheet/Report

of Rating/ Official Certification of Grades from the Registrar

d. PEPT/ALS – A&E Eligibles 1. Proof of Eligibility for

College Admission

4. Undertake interview (Transferee, Shifter, Returnee, Stopped After High School)

5. Pay the prescribed testing fee at the Cashier’s Office

6. Submit Official Receipt at the Testing Services for the preparation of test permit

7. Receive test permit

8. Take the UNP-CAT

on the scheduled date

9. Wait for the

release of test result

Testing Personnel Director

Client




5 mins

1 min 3rd week of

March – May of every

School Year



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

B. Batch Processing (For the School Representative)

1. Organize the students from his/her school who are planning to apply to UNP

2. Explain to the students how to fill-up the Application Form and what requirements to prepare

3. Collect the Application Forms and Requirements of the students. Affix his/her signature at the end of the Application Form after checking its completeness and correctness

4. Arrange all the Application Forms




USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

5. in alphabetical order 6. Make an alphabetical

listing (Master List) of the applicants. The said list should indicate the individual as well as the total amount to be paid by the group as a whole

7. Ensure that both he/she and the applicant counter-sign opposite the applicant’s name whenever a payment is made

8. Ensure that the School Principal/ Head signs in the Master List

9. Submit Application Forms, Master List, and Requirements at the Testing Services for evaluation


5 mins



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

10. Pay the prescribed

testing fee at the Cashier’s Office

11. Submit Official Receipt at the Testing Services for the preparation of test permits

12. Receive and ascertain completeness of test permits

13. Advise students to take the test on scheduled date

14. Inform students to wait for release of test results

School

Representative




Testing Services

Staff

5 mins

1 min

3rd week of

March – May of every

School Year

1. b. LABORATORY HIGH SCHOOL QUALIFYING EXAMINATION (LHSQE)

LHSQE Application Form

1. Correctly and completely accomplished Application Form

2. Photocopy of Birth Certificate issued by the NSO (bring original

P 120.00 1. Get Application Form and List of Requirements at the Testing Services

2. Fill up Application Form


3 mins


SERVICE(S) FORM(S) TO

BE USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

1. c. LABORATORY GRADE SCHOOL QUALIFYING EXAMINATION (LGSQE)

LGSQE Application Form




3. Photocopy of Form 138 or Report Card (bring original copy)

4. Self-addressed envelope 5. Two (2) pcs. identical 2”

x 2” recent pictures, colored with red background & name tag


1. Transferees a. Endorsement Letter

from the Principal, UNP Laboratory Schools

P 180.00 1. Get Application Form and List of Requirements at the Testing Services

2. Fill up Application Form 3. Proceed to LS Guidance

Office for initial assessment of documents & interview

4. Proceed to Testing Services for final processing of documents

5. Pay prescribed testing fee

at the Cashier’s Office 6. Submit Official Receipt at

the Testing Services for the preparation of test permit

7. Receive test permit 8. Take the test on the

scheduled date 9. Release test result on

date scheduled

Testing Services Staff and Director

3 mins

20 mins

5 mins

1 min

3 mins



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

1. d. NURSING APTITUDE TEST (NAT)

NAT Application Form

GENERAL REQUIREMENTS A. Regular First Year BSN

Students 1. Official Lists of students 2. One (1) pc. 2” x 2”

recent colored picture with red background & name tag

B. Walk-in Applicants 1. Correctly and

completely accomplished Application Form

2. Endorsement Letter/ Evaluation from the Dean, UNP – College of Nursing

3. Two (2) pcs. identical 2” x 2” recent pictures, colored with red background & name tag

ADDITIONAL REQUIREMENTS a. Transferees

1. Photocopy of Transcript of Records/Official Certification of Grades from the Registrar (bring original copy)

P 120.00

A. Regular First Year Students

(by College Representative) 1. Submit Official

List of BSN 1st Year students together with pictures at the Testing Services for verification

2. Pay the prescribed testing fee at the Cashier’s Office.


4. Receive test permits

5. Advise students to take the test on the scheduled date


5 mins

5 mins

1 mins



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

b. Shifters/Returnees 1. Photocopy of Appraisal

Sheet/ Report of Rating/ Official Certification of Grades from the Registrar

c. Foreign Students 1. Transcript of

Records/Scholastic Records duly authenticated by the Philippine Embassy or Consulate in their country of origin or legal residence.

2. Photocopy of Verified Certification of Registration (ACR) for Resident Immigrant Aliens (bring the original copy)

3. Photocopy of Passport and Student Visa for Non-Resident Aliens (bring the original copies)

6. Inform students to follow-up status at the Office of the Dean, College of Nursing, after release of test results

B. Walk-in Applicant(s)

1. Secure Endorsement Letter from the Dean, College of Nursing

2. Submit Requirements and Endorsement Letter at the Testing Services for evaluation

3. Undertake interview



1st week of April

20 mins

10 mins 5 minutes 1 minute



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

5. Pay the prescribed testing fee at the Cashier’s Office.



8. Take the test on the scheduled date

9. Release test result on date scheduled


5 working days after

date of examination

1. e. TEACHING APTITUDE

TEST (TAT)

TAT Application Form

GENERAL REQUIREMENTS A. Regular 1st year BSE,

BEEd students 1. Official Lists of students 2. One (1) pc. 2” x 2”

recent picture, colored with red background & name tag

P 120.00 A. Regular First Year Students (by College Representative)

1. Submit Official List of BSE and BEEd 1st year students together with pictures at the Testing Services for verification


5 mins



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

B. Walk-in Applicants


2. Endorsement Letter/ Evaluation from the Dean, UNP – College of Teacher Education


ADDITIONAL REQUIREMENTS a. Transferees

1. Photocopy of Transcript of Records/Official Certification of Grades from the Registrar (bring original copy)

b. Shifters/Returnees 1. Photocopy of Appraisal

Sheet/ Report of Rating/ Official Certification of Grades from the Registrar

2. Pay the prescribed testing fee at the Cashier’s Office


4. Receive test permits 5. Advise students to

take the test on the scheduled date

6. Inform students to follow-up status at the Office of the Dean, College of Teacher Education, after release of test results

B. Walk-in Applicant(s)

1. Secure Endorsement Letter from the Dean, College of Teacher Education


5 mins

1 min

1st week of April



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

c. Foreign Students 1. Transcript of




2. Submit Requirements and Endorsement Letter at the Testing Services for evaluation

3. Undertake

interview 4. Fill up Application

Form 5. Pay the prescribed





9. Release test result


20 mins

10 mins

5 mins

1 min


date of examination



USED REQUIREMENT(S)

FEES/ CHARGES

PROCEDUREs/STEPs APPROVAL/ IN-CHARGE

PROCESSING TIME

1.f. LAW SCHOOL QUALIFYING TEST (LSQT)

LSQT Application Form



2. Endorsement Letter from the Dean, College of Law



1. Filipino Students a. Photocopy of

Transcript of Records (bring original copy)

2. Foreign Students a. Transcript of


P 500.00

1. Submit Application Form, Endorsement Letter from the Dean, College of Law, and Requirements at the Testing Services for evaluation

2. Undertake interview if needed

3. Pay prescribed testing fee at the Cashier’s Office


5. Receive test permit 6. Take the test on

scheduled date 7. Follow-up status at

the Office of the Dean, College of Law, after release of test results


10 mins

10 mins

5 mins

1 min

1st – 2nd week of June



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

b. Photocopy of Verified Certification of Registration (ACR) for Resident Immigrant Aliens (bring the original copy)

c. Photocopy of Passport and Student Visa for Non-Resident Aliens (bring the original copies)

1. h. FOREIGN STUDENTS’ ASSESSMENT TEST (FSAT)

FSAT Application Form





1. Transcript of Records/Scholastic Records duly authenticated by the Philippine Embassy or Consulate in their country of origin or legal residence.

P 500.00

A. Regular Programs (Individual/ Personal Filing) 1. Secure Application

Form at the UNP Testing Center


3. Submit Application Form and Requirements at the Testing Services for evaluation

4. Proceed to the Registrar’s Office for evaluation of Transcript of Records


3 mins

15 mins



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME




6. Pay prescribed testing fee at the Cashier’s Office




10. Wait for the release of test result

B. Special Programs (For Foreign Students’ Coordinator) 1. Proceed to the

Registrar’s Office for evaluation of Transcript of Records


10 mins

5 mins

1 min


date of examination

15 mins



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

2. Submit Application Forms and Requirements at the Testing Services for further evaluation

3. Facilitate payment of testing fee

4. Receive test permits

5. Advise students to take the test on scheduled date

6. Inform students to follow-up test result at the Office of the Dean of the College concerned


1 minute


date of examination

2. a. Psychological Tests (Mental Ability Test, Interest Test , Aptitude Test, and Personality Test) to UNP Students

None

Student Personal Data Sheet

A. Fourth Year High School Students (Career & Educational Guidance) 1. List of 4th Year High

School Students from the Office of the LS Principal

B. Walk-ins/Referrals 1. Referral Slip from the

Guidance Center

None A. For the UNP-LS Guidance Counsellor

1. Submit List of 4th year High School students at the Testing Services for approval


1 day



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

2. Correctly and completely accomplished Student Personal Data Sheet (SPDS)

2. Advise the students to take the test on scheduled date

3. Undertake briefing on test result use and dissemination

4. Get test results 5. Discuss test results

to students 6. Submit report at the

Services on the extent of test result utilization

B. Walk-ins/Referrals 1. Submit Referral Slip

at the Testing Services

2. Fill up SPDS 3. Undertake

interview 4. Take the test on the

scheduled date 5. Avail test result thru

conference at the Testing Services for walk-in, and at the Guidance Center if referral


(for walk-ins) OSA Director (for referrals)

Guidance Counsellor

2 days


date of examination Sept. – Oct.

of every School Year

Nov. of every School

Year

5 mins

30 mins 1 day

case to case

basis



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

2.b. Psychological Tests for the Recruitment, Selection, and Promotion of UNP Personnel

UTC Personal

Data Sheet

A. For Recruitment & Selection 1. Endorsement Letter from

PTTSD 2. Correctly and completely

accomplished Personal Data Sheet (PDS)

3. Two (2) pcs. identical 2” x 2” recent pictures, colored with red background and name tag

B. For Promotion 1. Request Letter from

PTTSD 2. List of Employees for

Promotion from PTTSD

None A. For the Applicant 1. Secure

Endorsement Letter from Personnel Transaction & Training Services Division (PTTSD)

2. Submit Requirements and Endorsement Letter at the Testing Services for evaluation/ verification

3. Fill Up PDS 4. Take Battery of

Psychological Tests on the scheduled date

5. Follow-up status at the PTTSD Office after release of test results


15 mins

1 day


date of exam




FEES/ CHARGES


PROCESSING TIME

B. For the PTTSD Officer 1. Submit Request Letter

and List of Employees for Promotion at the Testing Services for evaluation/ verification

2. Advise employees to take the Battery of Psychological Tests on scheduled date

3. Receive results of the Psychological Tests administered


2 days

1 day


date of examination

2.c. Psychological Tests for

Employee Testing and

Evaluation of Other Agencies

UTC Personal Data Sheet

1. Correctly and completely accomplished Personal Data Sheet (PDS)

2. Endorsement Letter from Head of Agency concerned

3. Two (2) pcs. identical recent 2“ x 2” pictures, colored with red background & name tag

Personality Test P 300.00 Aptitude Test P 250.00 I.Q. Test P 250.00

1. Submit Endorsement Letter from Agency concerned together with Requirements at the Testing Services for evaluation/ verification

2. Fill up PDS 3. Pay the prescribed

testing fees at the Cashier’s Office



15 mins

5 mins



USED REQUIREMENT(S)

FEES/ CHARGES


PROCESSING TIME

5. Receive test permit 6. Take Battery of

Psychological Tests on the scheduled date

7. Follow-up status at the Requisitioning Agency after the release of test results


1 min

1 day


date of examination

2.d. Other Walk-in Clients

UTC Personal Data Sheet

1. Correctly and completely accomplished Personal Data Sheet (PDS)

2. Two (2) pcs. Identical 2” x 2” recent pictures, colored with red background & name tag

Personality Test P 300.00 Aptitude Test P 250.00 I.Q. Test P 250.00

1. Secure Personal Data Sheet at the Testing Services

2. Fill up PDS 3. Undertake

interview 4. Pay the prescribed




Testing Service Staff and Director

3 mins

30 mins

5 mins

1 min




FEES/ CHARGES


PROCESSING TIME

7. Take Battery of Psychological Tests on the scheduled date

8. Avail test result thru conference at the Testing Services

1 day

case to case basis

3. Re -Issuance of Test Results

Request Form

A. UNP Admission/ Qualifying Tests 1. Correctly and completely

accomplished Request Form

2. Additional Requirements a. Fresh High School

Graduates/ Stopped After High School 1. Photocopy of Form 138

(bring original copy) b.Transferees

1. Official Transcript of Records/ Official Certification of Grades from the Registrar (bring original copy)

2. Endorsement Letter from the College, signed by the Dean

A. UNP Admission/ Qualifying Tests 1. Secure Request

Form at the Testing Services

2. Fill up Request Form

3. Submit Request Form


5. Pay processing fee at the Cashier’s Office

6. Submit Official Receipt at the Testing Services for the preparation of the test result needed


2 mins

20 mins

10 mins

1 min




FEES/ CHARGES


PROCESSING TIME

c. Returnees/Shifters 1. Appraisal Sheet/Report

of Rating/Official Certification of Grades from the Registrar

B. Other Psychological Tests

1. Request Letter and/or Endorsement Letter from the Requisitioning Unit/ Agency/ Professional Worker

P 20.00 7. Release test result on the scheduled date

B. Other Psychological Tests 1. Submit Request

Letter and/or Endorsement Letter to the Testing Services for verification

2. Undertake

interview 3. Receive test result

requested


3 working days from

date of request

10 mins

10 mins

3 working days from

date of request



Vigan City

INSTITUTIONAL PLANNING OFFICE


Type of Frontline Services Fees Forms Processing Time Persons Involved

Provides leadership in data collection, analysis and reporting. a. enrolment b. course offerings c. faculty profile d. organizational structure e. licensure results f. no. of graduates g. accreditation status

n/a Planning Matrix

Provided within 0-24 hrs Planning Staff Planning Director

Provides comparative data n/a Planning Matrix Provided within 0-24hrs or available 24/7 at the UNP website

Planning Staff Website Developer Planning Director

Prepares Annual Report n/a Pre-designed sheets 4 weeks-8weeks Planning Staff Planning Director

Prepares Annual Plan for the Budget Proposal and RDC Priority Projects

n/a DBM Forms RDC Forms

2 weeks OP, VPAA, VPFAD, VPRE, Director of Research Center, Director of Extension Services, Planning Director, Budget Officer, Accountant


Type of Frontline Services Fees Forms Processing Time Persons Involved

Provide timely and accurate information to internal and external constituents in support of data driven decision making

n/a Internal Units PASUC Matrix CHED Forms, NFF DBM Forms, BEDS, BARS NEDA Forms

Provided in an accurate and timely manner as indicated by documented due dates and submission dates

OP, VPAA, VPFAD, VPRE, VPSAE, all Deans/ Directors/Heads/ Coordinators

Provide assistance in defining research needs and extension services

n/a NEDA Forms on R & D Projects, MDG, RAACC, RDA

Provided within 0-24hrs OP, VPAA, VPFAD, VPRE, Director of Research Center, Director of Extension Services, Planning Director, Budget Officer, Accountant

Respond to the Presidents correspondence

n/a Different Government Agencies request letters and Forms

Responded within 0-24hrs

Planning Staff Planning Director

Monitor the units quarterly accomplishments

n/a Cascading Forms 1 week Planning Staff Planning Director

Respond to calls n/a Within 4 rings Planning Staff Planning Director

Prepares the University Strategic Development Plan

n/a 4 weeks OP, VPAA, VPFAD, VPRE, VPSAE, all Deans/ Directors/Heads/ Coordinators



Vigan City

PERSONNEL TRANSACTION AND TRAINING SERVICES DIVISION


Services Form/s to be used

Requirement/s needed

Fees/ Charges

Procedures/ Steps

Office/Activity In-Charge

(Please approach)

Processing Time

1. Request and Issuance of Service Record, Certificate of Employment

PTTSD Form # 1

N/A N/A

1. Get PTTSD Form # 1.

Release form Two Office Assistants

5 secs

2. Fill up request form.

3. Submit filled up request form.

Check and verify entry

Two Office Assistants

1 min

4. Client to return after 3 working days.

a) Encoding and printing

Admin. Officer IV / Office Asst.

1 day

b) Verification and checking

Admin. Officer IV /Admin Officer II

1 day

c) Authentication SAO /Admin Officer V

1 day

5. Get request (Client must present claim stub)

Release requested documents and record transaction

Three Office Assistants

30 secs




Fees/ Charges

Procedures/ Steps Office/Activity In-Charge

(Please approach)

Processing Time

2. Request and issuance of file copy/certified true copy of official documents

PTTSD Form # 1

N/A N/A



5 secs





1 min

4. Client to wait for 10 mins

a) Personnel-In-Charge seek for the requested document/s for processing


5 mins


Admin. Officer IV /Admin Officer II

3 mins

c) Authentication SAO /Admin Officer V

2 mins

5. Get request Release requested documents and record transaction


30 secs

3. Request and issuance of available leave credits

PTTSD Form # 1

N/A N/A



5 secs




Admin. Officer V

1 min




Fees/ Charges

Procedures/ Steps Office/Activity In-Charge

(Please approach)

Processing Time


a) In-Charge releases available leave credits for encoding and printing.

Admin. Officer V

2 mins


Admin. Officer V

1 min

c) Authentication SAO/Admin. Officer V

1 min

5. Get request Release requested documents and record transaction


30 secs

4. Request for application of loan/s and issuance of supporting documents

PTTSD Form # 2

1. Application Form

N/A



5 secs

2. Service Record


For Pag-IBIG Loan




10 secs

3. Xerox copy of LBP ATM Card

4. Get loan application form.

Release appropriate loan application form.


5 secs

4. LBP ATM Balance Receipt

5. Submit filled up loan application form.



1 min




Fees/ Charges

Procedures/ Steps


(Please approach)

Processing Time

For Landbank Loan (to be accomplished by the Borrower and Co-maker)

6. Client to return after 3 working days.

a) Preparation of attachments and requirements.


1 day

3. Certificate of remaining leave credits

b) Encoding and Printing

Admin Officer IV / Office Asst.

1 day

4. Certificate of no pending administrative/criminal case

c) Verification and checking

SAO / Admin. Officer II 1 day

5. Certified xerox copy of ID

c) Authentication SAO

6. Certificate of Net Take Home Pay (Signed by the Cashier IV)

7. Get request (Client must present claim stub)

Release requested documents and record transaction


30 secs

7. Certified Xerox copy of payroll (1 mo)

5. Request for deferment of loan/s

PTTSD Form # 9

Approval by the Accounting Office

N/A



5 secs





Fees/ Charges

Procedures/ Steps


(Please approach)

Processing Time

3. Secure approval from the Accounting Office.

4. Submit filled up and approved PTTSD Form # 9.



1 min


a) Verification and Encoding

Admin Aide VI 3 mins

b) Authentication SAO/Admin Officer V

1 min

c) Recording (Logbook)

Admin Aide VI 1min

6. Get validated PTTSD Form # 9.

Release form and record transaction


30 secs



Vigan City

OFFICE OF THE BIDS AND AWARDS COMMITTEE


Forms to be Used Requirements Needed Procedure/Steps Office Activity In-Charge

Processing Time

1.Procurement of Goods

Supply Availability Form (SAI)

Approved Request Letter/

1. Submit Supply Availability Form (SAI)

Type/Encode Purchase Request (PR)

Secretariat 3mins

Approved Program of Work

for the Preparation of Purchase

Request (PR)

Route Purchase Request (PR)

Secretariat depends on the

for Approval availability of

the signatories

Approved Purchase Request (PR)

*Procurement Service (PS)

Prepare Price Estimate Secretariat 4mins

Fax Price Estimate to PS-DBM

Secretariat 4mins


Forms to be Used Requirements Needed Procedure/Steps Office Activity In-Charge Processing

Time

Prepare final Agency Procurement

Secretariat 4hrs

Request


* Alternative Mode of Procurement

-Shopping

Prepare Request for Quotation Form

Secretariat 3mins

Distribution of Canvass Paper (RQ)

BAC Secretary

4hrs

Retrieve of Canvass Paper (RQ)

BAC Secretary

4hrs

Determine winning bidder

BAC Secretary

30mins


-Direct Contracting

Post Notice for Direct Contracting

Secretariat 7days

Prepare Resolution Secretariat 2mins

Route Resolution Secretariat depends on the

availability of the

signatories



Time

Prepare and Post of Awards

Secretariat 1hr


-Negotiated Procurement

Post Notice for Negotiated

Secretariat 7 days

Procurement

Approved Purchase Request

*Public Bidding

Advertise & Post an Invitation to

BAC Members,

28 Calendar Days

Apply for Eligibility & to Bid

Secretariat,

Issue Bidding Documents

Technical Working

Conduct Pre-bid Conference

Group (TWG)

Receive and Open Eligibility &

Bid Envelopes

Evaluate the Bids

Post Qualify

Award the Contract

Have the Contract Signed & Approved



Time

& Issue the Notice to Proceed (NTP)

Approved Purchase Request (PR),

Type/Encode Purchase Order (PO)

Secretariat 3mins

Fully Accomplished Request

for Quotation Form/Bidding

Documents Route Purchase Order (PO) for


Approval availability of

the signatories

2. Procurement of Civil Works

Approved Program of Work

1. Submit Approved Program of Work

Advertise & Post an Invitation to

BAC Members,

43 Calendar Days

for the Preparation of Invitation to


Secretariat,


Accept LOIs, Issue Eligibility

Technical Working

Documents & Conduct Eligibility

Group (TWG),

Check IPDO


Pre-Bid Conference, Issue



Time

Supplemental/Bid Bulletins

Receive and Open the Technical &

Financial Envelopes

Evaluate the Bids

Post Qualify

Award the Contract



3. Procurement of Consulting

Approved Request Letter

1. Submit Approved Request Letter

Type/Encode Job Order

Secretariat 3mins

Services for the preparation of Job Order

Route Job Order for Approval


availability of

the signatories

Approved Job Order Advertise & Post an Invitation to

BAC Members,

48 Calendar Days



Time


Secretariat,

Accept LOIs, Issue Eligibility

Technical Working

Documents & Conduct Eligibility

Group (TWG)

Check

Short List Eligible Consultants


Pre-Bid Conference, Issue

Supplemental/Bid Bulletins

Receive & Open the Technical &

Financial Envelopes

Evaluate the Bids

Negotiate with the Consultant with

the Highest Rated Bid

Post Qualify

Award the Contract





Vigan City

PROPERTY OFFICE




PROCESSING TIME

1. Acceptance of unserviceable materials/equipment for condemnation

Inventory & Inspection form

1. Approved letter request

2. List of unserviceable materials/equipment to be condemned

n/a 1. Letter of head of unit requesting the unserviceable materials/equipment to be condemned

2.The property staff checks the items as listed in the request

3. The property staff accepts the unserviceable materials/equipment

Property Staff Unit concerned

1 hr.

2. Acceptance of Donation

Deed of Donation form

Duly accomplished deed of donation form

n/a 1. Donor accomplishes the deed of donation form indicating therein the items to be donated.

2. Deed of donation to be signed by the donor, the University President, and two witnesses including the Supply Officer.

3. The donor submits duly notarized deed of donation at the property office .

4. Property staff checks the items. 5. Property staff receives and accepts the

donation

Property Staff Donor, Donee Supply Officer

1 hr.




PROCESSING TIME

3. Processing of Claims (Suppliers)

Purchase Request(PR) Purchase Order(PO) Inspection and Acceptance Report(IAR) Notice Delivery(ND) Acknowledgement Receipt for Equipment(ARE) Inventory Custodian Slip(ICS)

Reimbursement of Supplies expense approved Operational Plan, Letter Request, Request for Quotation(RQ), Waste Materials Report, Pre & Post Repair Inspection

n/a 1. Prepares Purchase Request, Purchase Orders including attachments(IAR,ND,ARE/ICS)

2. Routes forms for signature to the concerned signatories

3. Submits claims to the Accounting office for approval

4. Submits approved claims to the Internal Control Office for Pre-audit

Property Staff Inspector concerned

unit Budet/Accounting Internal Control Office Commisison

on Audit

2-3 days

4. Processing of claims (Sole Distributor)

Purchase Request(PR) Purchase Order(PO) Inspection and Acceptance Report(IAR) Notice of Delivery(ND) , Requisition and Issue Slip(RIS),Acknowledgement Receipt for Equipment(ARE) Inventory Custodian Slip(ICS)

Certificate of Sole Distributorship, Price List, Philgeps Registration

n/a 1. Prepares Purchase Request 2. Routes PR to the concerned signatories 3. Submits PR to the Accounting Office for

approval 4. Submits approved PR to BAC for resolution

and posting 5. Prepares Purchase Order to be signed by the

requisitioner 6. Submits Purchase Order for approval to the

accounting Office 7. Awards approved PO to the sole distributor 8. Accepts deliveries from the distributor 9. ISSUES deliveries to the requisitioning

units/Colleges 10. Submits Notice of Delivery to the COA office 11. Submits the approved and requirements

forms to the Internal ontrol Office

Property Staff, BAC, Inspector

concerned unit

Budget/Account-ing,

Internal Control Office Commisison

on Audit t

2 weeks



USED REQUIREMENTS

FEES/ CHARGES


TIME

5. Transfer of Fund Purchase Request(PR), Inspection and Acceptance Report(IAR), Notice of Delivery(ND) ARE/ICS (as needed)

Operational Plan, Letter Request List of Persons Served

n/a 1. Prepares Purchase Request 2. Routes PR for siganture to the

concerned signatories 3. Submits Purchase Request to the

Accounting Office 4. Submits approved PR w/ attachments

to the Internal Control Office

Property Staff, Inspector concerned unit Budet/ Accounting Internal Control Office Commisison on Audit

2-3 days

6. Awarding of Purchase Order/Notice of Award/Notice to Proceed/Contract of Agreement to winning bidders (for delivery of Supplies/materials/equipment

Purchase Order Duly Approved Purchase Order, Notice of Award, Notice to Proceed, Contract Agreement Form

n/a 1. Awards/serves Purchase Order, Notice of Award, Notice to Proceed, Contract Agreement Form to winning dealer/bidder

2. P.O. to be signed by winning bidders indicating the date received)

Property Staff 2 hrs.

7. Inspection & Acceptance of deliveries

Approved Purchase Order(PO)

Approved Purchase Order with signature and date of conforme by the supplier Sales Invoice or Delivery Receipt

n/a 1. Check the items one by one as indicated in the P.O and in the Sales Invoice/Delivery Receipt.

2. Receives/Accepts the items and signs the Sales invoice

3. Leave original copy to support payment

Property Staff Inspector

ICO representative

COA epresentative

5 min./ delivered item




PROCESSING TIME

8. Issuance of Supplies/Materials/Equipment to requisitioner/s

Requisition & Issue Slips(RIS) Inventory Custodian Slip (ICS) Acknowledgment

Receipt of Equipment (ARE)

Duly accomplished

RIS, ARE/ICS and signed by the requisitioner

n/a 1. Present duly accomplished form at the Property Office

2. Process form. 3. Requisitioner receives supplies/

materials/equipment & signs the RIS

Property Staff 5 min. /item

9. Processing of documents for payments to

Suppliers

Checklist of documents to be

attached

Approved Purchase Request

Request for quotation (RQ),

BIDS papers, Approved

Purchase Order (P.O.)

Sales Invoice Duly signed

Acceptance & Inspection

Report (AIR) , Notice of Delivery

ARE/ICS (as needed)

n/a Complete attachments of documents as indicated in the checklist Arranges documents and Submits to the Internal

Control Office(ICO)

Property Staff 15 mins.




PROCESSING TIME

10. Processing of Gasoline/Diesoline & Oil consumptions for payment

Trip Tickets,Purchase Requests

Duly accomplished Trip Tickets and Purchase Requests signed by requisitioning officers, Head of Units and Head of the Agency

n/a 1. Acceptance of Billing Statement from Dealers

2.Consolidation/ Collation of Receipts, Trip Tickets and computes billing statement

3. Process Bill 4. Submission of Processed Bills to Internal

Control Office

Property Staff 1 week

11. Releasing of Gasoline/Diesoline and Oil as needed by the different Units

Requisition Issue Slips(RIS)

1. Duly accomplished Requisition Issuance Slip (RIS) signed by requesting officers and Head of Transport and Motorpool Services

n/a 1.Present duly accomplished Requsition & Issue Slip(RIS)

2. Release of Gasoline/Diesoline and Oil

Property Staff 2 minutes/client

12. Processing/ Releasing of Petty Cash for Motorpool Services (Repairs and Maintenance)

Petty Cash Petty Cash Vouchers

1. duly accomplished Petty Cash Vouchers,Waste Material Reports, Pre/Post Repair Inspection Reports

n/a 1. Present duly accomplished Petty Cash Vouchers

2. Release of Cash by the Supply Officer

Property Staff 15 minutes/client


KEY OFFICIALS DIRECTORY

POSITION NAME EMAIL ADDRESS CONTACT NO.

EXECUTIVE OFFICIALS

President GILBERT R. ARCE [email protected] 9178613625

VP for Academic Affairs LUMEN H. ALMACHAR [email protected] 9175850625

VP for Research and Extension JIMMY R. SORIA [email protected] 9175811775

VP for Student Services and External Affairs MARIO P. OBRERO [email protected] 9189790379

VP for Finance and Administration ALBERT R. TEJERO [email protected] 9175682971

Faculty Regent ERWIN CADORNA [email protected] 9175785964

Board Secretary V WILBERTO P. TABUTOL [email protected] 9175682959

Student Regent MARVIN MILLER GARCIA none 9175783015

SPECIAL ASSISTANTS

Special Assistant to the President RONALD A. ALCONIS [email protected] 9164250742

Special Assistant to the VPAA ROLANDO R. RAGASA none 9162606047

DEANS

Graduate School GORGONIA N. PINOL [email protected] 9167286354

Open University CRESCENCIO B. VELASCO [email protected] 9178604402












College of Architecture FATIMA NICETAS R. ALONZO [email protected] 9189010752

College of Arts & Sciences MARIE ROSE Q. RABANG (OL) [email protected] 9178613601

ADELINA R. RAPANUT (OIC) [email protected] 9062577227

College of Business Administration and Accountancy CRISTINA R. BUNDOC [email protected] 9162181518

College of Criminal Justice Education & Social Work TRINIDAD P. ROJO [email protected] 9178613622

College of Engineering REY M. BASILIO [email protected] 9279462129

College of Fine Arts ASHLEY S. MARTINEZ [email protected] 9266177890

College of Health Sciences LARGUITA P. REOTUTAR [email protected] 9178613624

CHS Medical Program (Asst. Dean) GLENDA O. TAGORDA [email protected] 9175682499

College of Communication and Information Technology MILAGROS R. REMULAR [email protected] 9052826794

College of Law GILBERT R. ARCE (OIC) [email protected] 9178613625

College of Nursing BRIGIDA F. DE LEON [email protected] 9189296424

College of Teacher Education AGUSTINA R. TACTAY [email protected] 9175681691

Lab. Schools Principal AURELIA T. VITAMOG [email protected] 9175681732

College of Technology JOSELITO A. TOTAAN [email protected] 9178613608

DIRECTORS

Administrative Services REMIGIO T. FAYPON none 9175850259


















Financial Services RINO C. REYES [email protected] 9175850604

Infrastructure Planning & Development Office NELIA V. AMAN [email protected] 9178613617

Institutional Planning MA. THERESA F. PESCADOR [email protected] 9175088022

Center for Ilocano Studies REMIGIO L. OBRERO [email protected] 9062799434

Zonal Center OCARNA B. FIGUERRES [email protected] 9175682807

Center for Gender and Development MA. ELENA P. BENZON [email protected] 9175783020

University Legal Officer NOEL R. PASTOR [email protected] 9166526751

Public Information Office JOHNNY A. ALLAGADAN [email protected] 9067979279

Production and Auxiliary Services EDGAR Q. AQUINO none 9175683657

Campus Security Services Office NOLITO R. RAGUNJAN none 9164127254

Research PETRONILA E. FLORENDO [email protected] 9175685030

Extension MARCIANA P. DE VERA [email protected] 9189339575

Student Development MARIANO F. AVILA [email protected] 9152743268

Student Welfare DANTE S. BAJET 9164495605

External Affairs ADELINA R. RAPANUT [email protected] 9262577227

Center for Sports, Culture and Performing Arts RONILO B. PALMA [email protected] 9177990566

National Service Training Program LARRY P. MENDOZA [email protected] 9081450872

Records ELENA N. CABOTAJE [email protected] 9275811155

Internal Control Unit NORMA F. NAVAL [email protected] 9178510301



















HEADS OF ACADEMIC & NON-ACADEMIC UNITS

Personnel SUSANA A. ORGANO [email protected] 9175133909

Property & Supplies Office MYRNA Q. ANICOCHE [email protected] 9175682973

Accounting RINO C. REYES [email protected] 9175850604

Budget WILFREDA T. PIPO [email protected] 9175850913

Cashier LA PAZ EULALIA Q. AQUINO none 9175683657

Registrar SEGUNDINA S. AGAM [email protected] 9178613616

Transport and Motorpool Services KARLO R. REAL 9178613619

Building and Water Supply Maintenance DENNIS R. BUENAVISTA 9175783012

Electrical Maintenance ELVIN A. BALALLO 9175681659

Aircon Units Maintenance DOMINADOR F. TOLENTINO 9175783007

Library Services VICENTA R. PILORIN [email protected] 9185122921

University Physician MARCELINO P. DE PERALTA 9175683400

University Dentist EPIFANIA R. RIALUBIN 9163810784

Laboratory Services SUSANA P. RACADIO [email protected] 9272146838

Janitorial Services ELPIDIO R. RAFAL, JR. 9159664400

Publication Services FLORENCE A. DE LA CRUZ 9175784255

Facilities and Management Office WILLIAM R. BELEN 9179577888










RI HRDC ROLANDO NAVARRO

ROTC Commandant ALFREDO V. LAZO 9178369380

Languages and Humanities (CAS) HONORATO R. PATUBO [email protected] 9175681670

Mathematics and Natural Sciences (CAS) PRAXEDES L. PERALTA [email protected] 9175292052

Social Sciences & Philosophy (CAS) JEAN S. DUMBRIQUE [email protected] 9155400371

Criminology Program (CCJESW) ARLAN G. REBURON 9054187213

Social Work Program (CCJESW) MELODY T. GACITA 9158498793

COORDINATORS

Quality Assurance & Accreditation Task Force JUANITA Q. RABENA [email protected] 9175853040

Laboratory Grade School ELEUTERIA R. PACPACO

Research Publications & Resource Collection of CGAD MA. CRESALYN B. BETITA 9328511151

Research and Statistical Assistance Services BABY SOPHIA S. ALAIBILLA [email protected] 9175783032

Research Publication & In-House Review SOLITA EVANGELINE S. BAÑEZ [email protected] 9177960921

Health & Nutrition Researches MERCEDITA Q. QUEDDENG [email protected] 9165166787

Education & Social Sciences Researches ROLANDO B. NAVARRO [email protected] 9279373352

Science & Technology Researches REDENTOR S. ROJAS [email protected] 9167032674

Agro-forestry & Natural Resources Researches MARITESS R. RABOY [email protected] 9175684744

Industry & Energy Researches MANUEL A. BAJET, JR. [email protected] 9262048648














Livelihood and Training Services NECY CESARIA V. ROMO 9156785243

Social Services MA. JESUSA R. UNCIANO 9175683144

Research Output Utilization DIGNA JOCELYN L. ABAYA [email protected] 9153707878

Community Training and Services DELIA T. CARASI [email protected] 9266456959

Student Discipline Tribunal ASELA B. REYES [email protected] 9153279594

Guidance & Counselling Services EVA MARIE C. AVILA [email protected] 9052976538

Philippine Science Consortium MARIQUIT M. OBRERO [email protected] 9175800322

CWTS/LTS LARRY P. MENDOZA 9081450872

Human Development & Advocacies FATIMA F. ROCAMORA [email protected] 9156097340

Student Publications MAXIMO B. BORJE, JR. [email protected] 9175783632

Scholarship Grants & Financial Assistance SIMEON B. ABARQUEZ IV [email protected] 9063114902

International Students Services BENJIE N. GAPATE [email protected] 9152001631

Testing Services MARIBEN P. LOPEZ 9175681649

Career Placement & Alumni Services NELSON F. BENZON [email protected] 9276169973

Student Organizations & Fraternities ALDRIN S. JARAMILLA [email protected] 9063734699

Social Community & Multi-Faith Services MARITES I. DUQUINAL [email protected] 9166821129

ASCU-SN GENEROSO GUDELIO P. PAJARILLO [email protected] 9177980929

Indian Medical Students GLENDA O. TAGORDA 9175682499
















Culture & Performing Arts MATILDE T. CONCORDIA 9175783008

Physical Education EDNA F. RIVAD 9266472601

ROTC RAMON S. OPENA 9063323865

MANAGERS

Agribusiness REGINALD P. TAJON [email protected] 9178613629

Ceramics Center RONALD N. AMANO 9175711212

Groceria WILFREDA T. PIPO [email protected] 9175850913

Guestel &Training Center RODOLFO R. REAL none 9159068287

Men’s Dormitory ERWIN T. TOLBE [email protected] 9266126796

Ladies Dormitory MILAGROS R. REMULAR [email protected] 9052826794



