matrix.pdfpage i terms of reference rmtu matrix-designed organizational structure approved per bor...

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TERMS OF REFERENCE RMTU Matrix-Designed Organizational Structure

Approved per BOR Resolutions No. 741 & 742, s. 2014

Table of Contents

Part I VISION-MISSION and KEY PERFORMANCE INDICATORS

I. Vision – Mission of the University

A. Vision……………………………………………………………………………… 1

B. Mission……………………………………………………………………………. 1

C. Core Values……………………………………………………………………….. 1

D. Guiding Spirit……………………………………………………………………... 1

E. One Institutional Goal (OIG)……………………………………………………… 1

F. Sub-goals………………………………………………………………………….. 1

G. General Strategies…………………………………………………………………. 1

II. Key Performance Indicators

A. The University President…………………………………………………………... 2

B. The Vice President for Academic and Student Affairs……………………………. 2

C. The Vice President for Administration and Finance………………………………. 3

D. The Vice President for Research, Extension, Training and Production…………… 3

Part II DUTIES AND RESPONSIBILITIES

I. The Board of Regents

A. Composition of the Board of Regents…………………………………………….. 5

B. Term of Office…………………………………………………………………….. 5

C. Powers and Duties of the Board…………………………………………………... 5

D. Meeting of the Board……………………………………………………………... 7

II. The University President

A. Duties and Responsibilities……………………………………………………….. 8

III. Officials Directly under the University President

A. The Vice Presidents

A.1 Vice President for Academic and Student Affairs……………………………. 9

A.2 Vice President for Administration and Finance………………………………. 11

A.3 Vice President for Research, Extension, Training and Production...………..... 13

B. The University / Board Secretary…………………………………………………. 15

C. Presidential Management Staff

C.1 Presidential Executive Assistant (PEA)………………………………………. 16

C.2 Presidential Assistant for Operations Management………….……………….. 17

C.3 Presidential Assistant for Energy Management…………...….……………….. 17

C.4 Presidential Assistant for Cultural Affairs and Curriculum Development……. 17

C.5 Presidential Assistant for Civic, LGU and NGO Linkages…….…………….. 18

C.6 Presidential Assistant for Health, Environment and Disaster Management….. 19

C.7 Presidential Assistant for Legal Affairs………………………………………. 20

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C.8 Presidential Assistant for International Linkages and Alumni Affairs………. 20

C.9 Presidential Assistant for Public Relations and Information…………………. 21

C.10 Presidential Assistant for Security Force and Intelligence Concerns..………. 22

C.11 Presidential Assistant for Sports Affairs……………………………..………. 22

D. The University Directors

D.1 University Director for Planning and Development………………………….. 23

D.2 University Director for Internal Audit Services……………………………… 24

D.3 University Director for Quality Assurance…………………………………… 25

E. The Campus Directors

E.1 Campus Director for Iba Main Campus………………………………………. 25

E.2 Campus Directors for Satellite Campuses….………………………………….. 26

F. The Advisory Councils

F.1 Academic Council…………………………………………………………….. 27

F.2 Administrative Council……………………………………………………….. 28

F.3 Research, Extension, Training and Production Councils…..………………….. 29

G. The Standing Committees

G.1 Bids and Awards Committee (BAC)…………………………………………. 30

G.2 Personnel Selection Board (PSB)…………………………………………...... 30

G.3 Faculty Selection Board (FSB)………………………………………………. 31

G.4 Performance Management Team (PMT)…….……………………………….. 32

G.5 PRAISE Committee…………………….…………………………………….. 33

G.6 Grievance and Oversight Committee………………………………………… 33

IV. Officials Directly under the Vice President for Academic and Student Affairs

A. University Director for Advanced Education……………………………………... 33

B. University Director for Instruction………………………………………………... 35

C. University Director for Student Affairs…………………………………………… 36

C.1 University Coordinator for Scholarship and Placement Services…………….. 37

C.2 University Coordinator for Sports Development……………………………... 38

C.3 University Coordinator for Cultural and Literary Affairs…………………….. 39

C.4 University Coordinator for Student Publications……………………………... 40

C.5 University Coordinator for Student Organizations…………………………… 40

C.6 Head, Library Services……………………………………………………….. 41

C.7 Head, Medical and Dental Services…………………………………………... 42

C.8 Head, Guidance and Counseling Services……………………………………. 43

C.9 Head, Domiciliary Services…………………………………………………... 44

D. University Director for Admission/University Registrar…………………………. 45

E. University Director for Curricular Program Accreditation……………………….. 46

F. Deans of Colleges………………………………………………………………… 46

F.1 Program Chairs / Principal……………………………………………………. 48

G. University Coordinator for NSTP………………………………………………… 48

V. Officials Directly under the Vice President for Administration and Finance

A. University Director for Administrative Services………………………….………. 49

A.1 Head, Human Resource Management Office…………………..…….………. 49

A.2 Head, Supply and Property Management Office……………………..………. 51

A.3 Head, Physical Plant and Infrastructure Development Services…………..…. 52

A.4 Head, Records Management Services Office…………………..…………….. 52

A.5 Head, General Services Office……………………..…………………………. 53

A.6 Head, Motorpool Services Office…………………..………………………… 54

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B. University Director for Financial Management Services…………………………. 55

B.1 Head, Budgeting Services Office……………………………………………… 55

B.2 Head, Collecting Services Office……………………………………………… 56

B.3 Head, Disbursing Services Office…………………………………………….. 57

B.4 Head, Accounting Services Office………..…………………………………… 58

B.5 Head, Procurement Services……………..……………………………………. 59

B.6 Head, University Management Information System Office…………………… 60

VI. Officials Directly under the Vice President for Research, Extension, Training and

Production

A. University Director for Research and Publication...……………………………….. 61

B. University Director for Extension Program……………………………..…………. 61

C. University Director for Training and Development………………………………. 62

D. University Director for Income Generation Projects…………………..………….. 62

E. University Director for Gender and Development………………………………… 63

F. University Directors for Research Centers..……………………………………….. 64

VII. References………………………………………………………………………… 64

Terms of Reference of the RMTU Matrix-Designed Organizational Structure Page 1

PART I

Vision – Mission and Key Performance Indicators

I. The Vision – Mission of the University

A. Vision: RMTU shall be a University for Sustainable Development. A learning and

resource center for the development of leaders and entrepreneurs responsive to appropriate and

emerging advanced technologies for the sustainable utilization of natural, indigenous and human

resources for community centered development within a dynamic and ever-widening society.

B. Mission: RMTU shall primarily provide instruction, undertake research and extension,

and provide advanced studies and progressive leadership in agriculture, forestry, engineering,

education, arts, sciences, humanities, and other fields relevant to the development of the province.

C. Core Values: R - ighteousness, results-based and responsible governance;

M - oral courage, integrity and honesty;

T - ransparency, trust and respect for self and others; and

U - nity in diversity and being one with the community.

D. Guiding Spirit: My RMTU, My University!

E. One Institutional Goal (OIG): RMTU shall attain SUC Level IV in 2017 accredited as a

premier university in Central Luzon and recognized in the ASEAN region.

F. Sub-goals:

1. Strengthen the delivery of instruction in pursuit of excellence.

2. Pursue excellence in relevant research towards generation of knowledge and

technologies for national development and global competitiveness.

3. Significant increase in income generation and improved extension services.

4. Optimize resource utilization and maximize resource generation.

5. Significant enhancement in personnel and student services, sports and cultural

developments.

G. General Strategies

Dr. Cornelio C. Garcia, the University President, had crafted the general strategies

towards achieving the OIG with the acronym I SERVE U. The said acronym stands for:

I = Inclusive relevant and strategic institutional vision, mission and goals;

S = Synergistic campus amalgamation and typology of program offerings to broaden

access to higher quality education;

E = Expansion and strengthening of research and technology development in agriculture,

agro-forestry, biodiversity, fisheries, coastal resource management, engineering,

industrial technology, educational management, business management and related

fields;

R = Resource generation through IGPs, networking and international linkages;

V = Vigorous faculty and staff development program through massive trainings and

scholarships for advanced degrees;

E = Extension, community outreach and technology transfer towards job creation,

poverty alleviation, rural development and climate change mitigation; and

U = Upgrading and computerization of administrative and financial services and

modernization of classrooms, physical facilities, laboratories, libraries, ICT

equipment, sports and recreational facilities.


II. Key Performance Indicators

Focused on achieving the One Institutional Goal (OIG), that is “RMTU shall attain SUC

Level IV in 2017 accredited as a premier university in Central Luzon and recognized in the

ASEAN region”, the main Key Performance Indicators (KPIs) are anchored on the CHED-DBM

SUC Leveling Instrument, DBM’s Performance-Informed Budget (PIB), and IATF’s Result-

Based Performance Management System (RBPMS) in granting of the Performance-Based Bonus

(PBB). All offices must align their respective OPCRs and all personnel must align their

respective IPCRs on the KPIs of these instruments. Resources must be optimized towards

achieving the OIG.

The following are also considered and compliance to these developments must be strictly

observed: the PHERA (Public Higher Education Reform Agenda), CHED Strategic Plan for

2011-2016, CMO 46 s. 2012 on Typology-Based Quality Assurance, Strategic Performance

Management System of the Civil Service Commission, RMTU Five Year Strategic Development

Plan 2014-2018, ASEAN Economic Integration (AEI), and recent developments on the President

Ramon Magsaysay State University (PRMSU) Bill.

A. The University President

The administration of the Ramon Magsaysay Technological University (RMTU) is vested

in the University President who shall render full-time service. As the Chief Executive Officer

(CEO) of the University, he/she shall have general powers of administration and supervision

similar to CEOs of private corporations. He/she shall be ex-officio of all officers, members of the

teaching staff, administrative and all other employees of the University.

The officials/councils/committees directly under him/her are as follow: Vice President for

Academic and Student Affairs (VP-ASA), Vice President for Administration and Finance (VP-

AF), Vice President for Research, Extension, Training and Production (VP-RETP), University

and Board Secretary, Presidential Management Staff, University Directors, Campus Directors,

Advisory Councils, and Standing Committees.

All offices and personnel must focus towards achieving the OIG.

B. The Vice President for Academic and Student Affairs

The Vice President for Academic and Student Affairs (VP-ASA) shall be directly

responsible to the University President for carrying out all educational policies, for implementing

all programs and projects of the university, and for supervising curricular, instructional, and

other academic activities of the university. He/She shall exercise general supervision over all

colleges, institutes, and other academic related service offices. In the absence of the President,

he/she shall preside at meetings of the Academic Council.

The officials directly under the VP-ASA are the University Directors for Advanced

Education, Instruction, Student Affairs, Admission/University Registrar, Curricular Program

Accreditation, NSTP Coordinator and the College Deans.

In the CHED-DBM SUC Leveling Instrument (with PASUC recommendations version),

the KPIs for the Office of the VP-ASA are enumerated under the key result area (KRA) Quality

and Relevance of Instruction. A simulated report on SUC Leveling is presented on Annex A

covering the evaluation years 2011-2013. The VP-ASA is expected to target and focus in

achieving the maximum point allocation per KPI for evaluation years 2014-2016.

The KPIs of the PBB 2014 with submitted targets are presented on Annex B. The VP-

ASA must spearhead in accomplishing the submitted targets, for approval by the Inter-Agency

Task Force (IATF), of MFO 1 – Higher Education Services, MFO 2 – Advanced Education


Services, and the Support to Operations (STO). The KPIs of the PBB vary per fiscal year

depending on the decision of the IATF as per issued memorandum circular (MC) every year.

For the Performance-Informed Budget (PIB) 2015, the KPIs were set by the Department

of Budget and Management (DBM). As presented on Annex C, the main focus of the PIB is

Organizational Outcomes (OO). The VP-ASA must lead in accomplishing the KPIs of the two

(2) OOs which are: (1) Relevant and quality tertiary education ensured to achieve inclusive

growth; and (2) Access of deserving but poor students to quality tertiary education increased. The KPIs of the PIB vary per fiscal year depending on the decision of the DBM as per issued

national budget circular (NBC) every year.

C. The Vice President for Administration and Finance

The Vice President for Administration and Finance (VP-AF) shall be directly responsible

to the University President on all administrative operations, planning, and finance matters, and

shall preside at meetings of the Administrative Council in the absence of the President.

The officials directly under the VP-AF are the University Directors for Administrative

Services and Financial Management Services. Included in the Administrative Services are human

resource management, supply and property management, physical plant and infrastructure

development, records management, general services and energy management, and motorpool.

Under the Financial Management Services are budgeting, collecting, disbursing, accounting,

procurement, and the University Management Information System Office.


the KPIs for the Office of the VP-AF are enumerated under the KRA Management of Resources.

A simulated report on SUC Leveling is presented on Annex A covering the evaluation years

2011-2013. The VP-AF is expected to target and focus in achieving the maximum point

allocation per KPI for evaluation years 2014-2016.

For PBB 2014, the VP-AF must spearhead in accomplishing the submitted targets, for

approval by the Inter-Agency Task Force (IATF), of the General Administration and Support

Services (GASS). The KPIs of the PBB vary per fiscal year depending on the decision of the

IATF as per issued memorandum circular (MC) every year.

D. The Vice President for Research, Extension, Training And Production

The Vice President for Research, Extension, Training and Production (VP-RETP) shall

be directly responsible to the University President on matters pertaining to research, extension

services, non-formal education, training, and income generating units and activities. In the

absence of the President, he/she shall preside at meetings of the RETAP Council.

The officials directly under the VP-RETP are the University Directors for Research and

Publication, Extension Program, Training and Development, Income Generation Projects,

Gender and Development, and Research Centers.


the KPIs for the Office of the VP-RETP are enumerated under two (2) KRAs which are: (1)

Research Capability and Output; and (2) Services to the Community. A simulated report on SUC

Leveling is presented on Annex A covering the evaluation years 2011-2013. The VP-RETP is

expected to target and focus in achieving the maximum point allocation per KPI for

evaluation years 2014-2016.

For PBB 2014, the VP-RETP must spearhead in accomplishing the submitted targets,

for approval by the Inter-Agency Task Force (IATF), under MFO 3 – Research Services and

MFO 4 – Technical Advisory Extension Services. The KPIs of the PBB vary per fiscal year

depending on the decision of the IATF as per issued memorandum circular (MC) every year.


For the Performance-Informed Budget (PIB) 2015, the KPIs were set by the Department

of Budget and Management (DBM). As presented on Annex C, the VP-RETP must lead in

accomplishing the KPIs of the two (2) OOs which are: (1) Higher education research

improved to promote economic productivity and innovation; and (2) Community engagement

increased. The KPIs of the PIB vary per fiscal year depending on the decision of the DBM as per

issued national budget circular (NBC) every year.


PART II

Duties and Responsibilities

I. The Board of Regents

The governing body of the Ramon Magsaysay Technological University shall be the

Board of Regents, hereinafter referred to as the Board (Section 4, Republic Act No. 8498).

A. Composition of the Board of Regents

1. Chairman of the Commission on Higher Education (CHED), chairman;

2. President of the University, vice-chairman;

3. Chairman of the Committee on Education, Arts and Culture of the Senate, member;

4. Chairman of the Committee on Higher and Technical Education of the House of

Representatives, member;

5. Regional Director of the National Economic and Development Authority (NEDA),

member;

6. President of the federation of faculty associations of the university, member;

7. President of the federation of supreme student councils of the University, member;

8. President of the federation of alumni associations of the University, member; and

9. Two (2) prominent citizens who have distinguished themselves in their professions or

fields of specialization of the University, chosen from among a list of at least five (5)

persons qualified in the city or the province where the University is located, as

recommended by the search committee of the University constituted by the University

President, in consultation with the Chairman of the CHED, based on the normal standards

and qualifications for the position, members.

B. Term of Office

The University shall be headed by a President to be appointed by the Board upon

recommendation of a duly constituted search committee, and shall hold office for a term of four

(4) years, renewable only for another term, unless he/she reaches the age of compulsory

retirement or earlier removed for cause, or becomes incapacitated to discharge the duties of the

office.

In case of vacancy by reason of death, resignation, removal for cause or incapacity of the

president to perform the functions of his office, the Board shall have the authority to designate an

officer-in-charge pending the appointment of a new president.

The presidents of the federations of faculty and alumni associations and the student

regent shall sit in the Board until the expiration of their term of office in such capacities.

The two (2) prominent citizens shall serve for a term of two (2) years.

C. Powers and Duties of the Board

The Board shall have the following specific powers and duties in addition to its general

powers of administration and the exercise of all the powers granted to the Board of Directors of a

corporation under existing laws:

1. To promulgate rules and regulations not contrary to law as may be necessary to carry out

the purposes and functions of the University;

2. To receive and appropriate all sums as may be provided for the support of the University

in the manner it may, in its discretion, determine to carry out the purposes and functions

of the University;


3. To receive in trust, legacies, gifts and donations of real and personal properties of all

kinds and to administer and dispose the same when necessary for the benefit of the

University and subject to the limitations, directions and instructions of the donor, if any.

Such donations shall be exempt from all taxes and shall be considered as deductible items

from the income tax of the donor;

4. To fix the tuition fees and other necessary charges of the University such as, but not

limited to, matriculation fees, graduation fees and laboratory fees, as the Board may deem

proper to impose after due consultation with the involved sectors;

Such fees and charges, including government subsidies and other income generated by

the University, shall constitute special trust funds and shall be deposited in any

authorized government depository bank, and all interests that shall accrue therefrom shall

form part of the same fund for the use of the University.

Any income generated by the University from tuition fees and other charges, as well as

from the operation of auxiliary services and land grants, shall be retained by the

University, and may be disbursed by the Board for instruction, research, extension or

other programs/projects of the University: Provided, That all fiduciary fees shall be

disbursed for the specific purposes for which they are collected.

If, for reasons beyond its control, the University shall not be able to pursue any project

for which funds have been appropriated and, allocated under its approved program of

expenditures, the Board may authorize the use of said funds for any reasonable purpose,

which, in its discretion, may be used for the attainment of the objectives and goals of the

university or college.

5. To authorize the construction or repair of its buildings, machineries, equipment, and other

facilities and the purchase and acquisition of real and personal properties, including

necessary supplies, materials and equipment;

6. To appoint, upon the recommendation of the President of the University, vice-presidents,

deans, directors, and heads of departments, faculty members and other officials and

employees of the University;

7. To fix and adjust salaries of faculty members and administrative officials and employees

in accordance with the Revised Compensation and Position Classification System;

8. To approve the curricula, institutional programs and rules of discipline drawn by the

administrative and academic councils as herein provided;

9. To set policies on admission and graduation of students;

10. To award honorary degrees upon persons in recognition of their outstanding contributions

in the fields of education, public service, arts, science and technology, or in any field of

specialization of the University, and to authorize the awarding of certificates for

completion of non-degree and non-traditional courses;

11. To establish branches or centers in the Province of Zambales, if and when it becomes

essential and necessary, where there is no existing school offering similar programs or

courses to promote and carry out equal access to educational opportunities as mandated

by the Constitution;

12. To establish chairs in the University and to provide fellowships for qualified faculty

members and scholarships to deserving students;

13. To establish research and extension centers of the University where such will promote the

development of the latter;


14. To delegate any of its powers and duties provided for hereinabove to the President and/or

other officials of the University as it may deem appropriate so as to expedite the

administration of the affairs of the University;

15. To authorize an external management audit of the institution, to be financed by the

CHED and to institute reforms, including academic and structural changes, on the basis

of the audit results and recommendations;

16. To collaborate with other governing boards of state universities within the province or

region, under the supervision of the CHED and in consultation with the Department of

Budget and Management, the restructuring of the University to become more efficient,

relevant, productive and competitive;

17. To develop consortia and other forms of linkages with local government units,

institutions and agencies, both public and private, local and foreign, in furtherance of the

purposes and objectives of the institution;

18. To develop academic arrangements for institution capability building with appropriate

institutions and agencies, public or private, local or foreign, and to appoint

experts/specialists as consultants, or visiting or exchange professors, scholars, researchers,

as the case may be;

19. To set up the adoption of modern and innovative modes of transmitting knowledge such

as the use of information technology, the dual system, open learning, community

laboratory and the like, for the promotion of greater access to higher education;

20. To establish policy guidelines and procedures for participative decision-making and

transparency within the institution;

21. To privatize, where most advantageous to the institution, management and non-academic

services such as health, food, building or grounds or property maintenance and similar

such other activities; and

22. To extend the term of the President of the University beyond the age of retirement but not

later than the age of seventy (70), whose performance has been unanimously rated as

outstanding and upon unanimous recommendation by the search committee for the

President of the University.

D. Meeting of the Board

The Board shall convene regularly at least once every quarter. The Chairman of the

Board may call a special meeting whenever necessary: Provided, That members are notified in

writing at least three (3) days prior to said meeting.

A quorum of the Board shall consist of a majority of all members holding office at the

time of the meeting: Provided, however, That the Chairman of the CHED, who is the Chairman

of the Board or the President of the University, is among those present in the meeting.

In the absence of the Chairman of the CHED, a Commissioner of the CHED, duly

designated by him, shall represent him in the meeting with all the rights and responsibilities of a

regular member: Provided, however, That in the said meeting, the President of the University as

vice-chairman shall be the presiding officer.


II. The University President

The University President shall act as the Chief Executive Officer (CEO) of the

University and shall have general powers of administration and supervision similar to CEOs of

private corporations.

A. Duties and Responsibilities

The University President shall perform the following:

1. To have general supervision and control of all business matters, as well as all

administrative and financial operations of the University;

2. To act as ex-officio head of all officers, members of the teaching staff, administrative

and all other employees of the University;

3. To carry out the general policies laid down by the Board of Regents (BOR) and shall

have the power to act within the limits of the said general policies. The University

President shall alone direct or assign the details of executive actions;

4. To determine and prepare agenda of all meetings of the BOR, the Administrative

Council and of the Academic Council; provided, however that any member shall have

the right to suggest any matter for inclusion in the agenda;

5. To preside at commencement exercises and other public affairs of the university and

confer such degrees and honors as confirmed by the BOR. All diplomas and

certificates issued by the institution shall be signed by the University President, by the

University Registrar and/or by the Dean;

6. To be the official link of communication between the faculty, personnel, and students

of the institution on the one hand, and the BOR on the other;

7. To appoint competent and qualified persons to fill all vacancies and new positions as

delegated by the BOR. The University President shall have the authority to fill

vacancies temporarily and to make such arrangements as necessary to meet all

exigencies that may occur between the meetings of the GB so as not to unduly

hamper the operations of the institution;

8. To have the authority to transfer faculty members and employees from one

department or unit of the institution to another in accordance with existing laws and

rules subject to the confirmation by the BOR;

9. To have the authority to recommend to the BOR the change of leave status of the

faculty from teacher’s leave to cumulative leave or vice-versa;

10. To hold all officers, faculty, and employees of the institution duty-bound to the full

discharge of their respective duties. When necessity arises and in the interest of public

service, he shall, after consultation with the Dean or the Head of Office or Unit

concerned, initiate the necessary proceedings for the separation from the service of

the erring faculty members or administrative personnel;

11. To submit an annual report to the BOR on or before the 15th day of the second month

after the opening of classes each year, highlighting the work of the past year and the

needs of the current year. He shall also present to the BOR the proposed annual

budget of the institution;

12. To execute and sign, on behalf of the University all contracts, deeds, and all such

other instruments necessary for the proper conduct of business of the University.


However, in recurring undertakings and transactions where the action is virtually

ministerial, and the conditions and terms for which have been fixed in accordance

with the existing regulations of the University and general laws of the land, the

specified cases may be made in his behalf, by the officers of the Administration or

heads of office or units of the university, subject to such safeguards as he may impose;

13. To have general responsibility and final authority over the enforcement of discipline

on all faculty and administrative personnel in the institution and over the maintenance

of satisfactory academic standards in all its units;

14. To have authority to modify or disapprove any action or resolution of any faculty or

administrative section or both, if in his judgment the larger interest of the institution

so requires. Should he exercise such authority, the University President shall

communicate his decision in writing to the body concerned, stating the reasons for his

actions; and thereafter he shall accordingly inform the BOR, which may take any

action it deems appropriate in connection therewith;

15. To invite from time to time, scholars of eminence, and other persons who have

achieved distinction in some learned profession or career, to deliver a lecture or a

series thereof; he may authorize honoraria for such service, to be taken from the

University’s budgetary allocation at such rates fixed by the BOR or as provided for in

existing laws, circulars or orders;

16. To authorize in case of brief absence, to designate a Vice President and/or ranking

officer of the administration to act as Officer-in-Charge who shall carry out routine

management of the university in his name and in accordance to his instructions and

the policies of the BOR; and,

17. To have the power to reorganize the institution subject to the provisions of its Charter

and other applicable laws. He shall have the power to create and abolish new colleges,

offices, units, or reorganize them; and transfer offices or units with due respect to the

security of tenure of all employees in accordance with existing laws and Civil Service

rules and regulations, subject to the approval of the BOR.

In case the term of the office of the President has expired and he/she was not re-appointed

as such, he/she may, if he/she is not yet retired, be appointed to the highest ranks of University

Professor, for the remaining period of his/her active service.

III. Officials Directly under the University President

A. The Vice Presidents

A.1 Vice President for Academic and Student Affairs

The Vice President for Academic and Student Affairs (VP-ASA) shall be designated by

the University President, subject to the confirmation of the Board. He/she must be a holder of an

appropriate doctorate degree, preferably an accredited Professor with seven (7) years of teaching

experience and five (5) years of administrative supervisory experience. He/She shall serve for

one (1) year unless sooner revoked for unsatisfactory outputs, may be re-designated without

prejudice, and shall perform the following duties and functions:

1. To supervise the efficient, effective and transparent implementation of instruction,

academic and student support services policies, programs, projects and activities by

the following subordinate officials:

a. University Director for Advanced Education;

b. University Director for Instruction;

c. University Director for Student Affairs;


d. University Director for Admission/University Registrar;

e. University Director for Curricular Program Accreditation;

f. University Coordinator for NSTP; and

g. Deans of Colleges.

2. To review, develop and recommend to the University President policies and programs

pertaining to instruction, academic-related and student support services;

3. To implement policies and programs approved by the Board of Regents pertaining to

instruction, academic-related and student support services;

4. To recommend to the University President the designation of faculty members to

quasi-teaching positions;

5. To recommend to the University President policies, procedures and measures to be

undertaken to improve the operations and management of colleges, academic-related

and student support services units of the University;

6. To spearhead the preparation of long-term and medium-term development plans for

the academic and student affairs, in coordination with the University Director for

Planning and Development and other officials, which are in accordance with the

vision, mission, goals and objectives of the University;

7. To conduct dialogues, consultative meetings, convocation and public hearing for the

massive dissemination of academic policies, rules and regulations to all faculty

members, student and other University constituents;

8. To assist the University President in establishing linkages, consortia, faculty

exchange program and other forms of collaborative projects with selected regional

and national academic institutions;

9. To assist the University President in establishing linkages between the RMTU and

other government and private institutions for the promotion of student welfare;

10. To assist the University President in sourcing out funds for student scholarships from

various government and non-government institutions;

11. To prepare concept papers and project proposals for the establishment of Centers of

Development (COD) and Center of Excellence (COE) out of the existing curricular

programs of the University;

12. To conduct performance evaluation of all college deans and heads of academic-

related and student support services not later than one month before the end of every

semester/summer;

13. To perform the following routine functions:

a) To sign as approving official in the daily time records (DTR) of deans and heads

of academic-related and student support services offices/units;

b) To sign as approving official in the Travel Slips of all subordinates for all travels

within Zambales;

c) To sign as recommending official in the Requisition and Issuance Slip (RIS),

Purchase Request (PR), application for leave of absence from within subordinate

offices;

d) To sign as certifying official in the Obligation Request (ObR) or Budget

Utilization Request (BUR) from within subordinate offices; and

e) To sign as approving official in the Individual Instructor/Professor’s Teaching

Load.


14. To serve as:

a) Officer-In-Charge of the University when so designated by the University

President;

b) Vice Chairman of the University Academic Council;

c) Chairman of the Council of Deans;

d) Overall Coordinator for university-wide Academic Program Accreditation; and

e) Ex-Officio Chairman of all standing and/or ad hoc Committees which shall

conduct regular faculty appraisal on performance evaluation, screening of

applicants for scholarships and faculty development and other related purposes.

15. To prepare and submit the following reports to the University President:

a) Approved final schedule of classes of all colleges and campuses one (1) week

after the start of classes;

b) Approved Individual Teaching Loads of all faculty members;

c) Performance evaluation ratings of deans and heads of academic-related support

services not later than one (1) week after the end of every semester/summer;

d) Annual Budget for Academic and Students Affairs, by consolidating the annual

budgets of all colleges and academic-related support services with their

corresponding Project Procurement Management Plans (PPMP) before September

30 of every year;

e) Three-Year Development Plan for Academic and Student Affairs that is in

accordance with the University’s vision, mission, goals and objectives within six

months after the start of the term of the University President;

f) Regular report of work progress at least one (1) per quarter;

g) VP for ASA’s Annual Accomplishment Report before January 31 of every year;

and

h) Other reports/documents that the University President may require from time to

time.

16. To perform such other related functions as may be directed by the University

President.

A.2 Vice President for Administration and Finance

The Vice President for Administration and Finance (VP-A&F) shall be designated by


appropriate master’s degree with five (5) years of administrative supervisory experience. He/She

shall serve for one (1) year unless sooner revoked for unsatisfactory outputs, may be re-

designated without prejudice, and shall perform the following duties and functions:

1. To supervise the subordinate officials concerning all general administration, finance

and support services offices/units of the University, to wit:

a. University Director for Administrative Services

a.1 Head, Human Resource Management Office;

a.2 Head, Supply and Property Management Office;

a.3 Head, Physical Plant and Infrastructure Development Office;

a.4 Head, Records Management Services Office;

a.5 Head, General Services and Energy Management Office; and

a.6 Head, Motorpool Services Office;

b. University Director for Financial Management Services

b.1 Head, Budgeting Services Office;

b.2 Head, Collecting Services Office;

b.3 Head, Disbursing Services Office;

b.4 Head, Accounting Services Office;

b.5 Head, Procurement Services Office; and

b.6 Head, University Management Information System Office.


2. To supervise the implementation of administrative and financial policies and

programs with the end of view of providing efficient and effective general

administration and support services to instruction, research, extension, training and

production programs of the University;

3. To prepare policy proposals for deliberation of the University Administrative Council

and approval of the Board of Regents for the purpose of improving the effectiveness

and efficiency of general administration and support services;

4. To develop and review systems and procedures to promote transparency of all

financial transactions of the University and to ensure that these are conducted in

accordance with all laws, rules and regulations on government accounting and

auditing;

5. To recommend to the University President administrative policies, rules and

regulations to revise or update Administrative Manual;

6. To conduct performance evaluation of all heads of GASS every end of the year;


a) To sign as approving official the daily time records (DTR) of heads of

administrative and finance offices;

b) To sign as approving official the travel orders of all officials and employees;

c) To sign as recommending official requisition and issuance slip (RIS), purchase

request (PR), application for leave of absence from within subordinate offices;

and

d) To sign as certifying official obligation request (ObR) or budget utilization

request (BUR) from within subordinate offices.

8. To serve as:


President;

b) Vice Chairman of the University Administrative Council;

c) Ex-Officio Chairman of all standing and/or ad hoc committees relating to

administrative and financial matters; and

d) Permanent member of the Bids and Awards Committee (BAC).


a) Performance evaluation ratings of heads of general administration and support

services not later than January 31 of every year;

b) Annual Budget for GASS with the corresponding Project Procurement

Management Plans (PPMP) of all services/units before September 30 of every

year;

c) Three-Year Development Plan for GASS that is in accordance with the

University’s vision, mission, goals and objectives within six months after the start

of the term of the University President;

d) Regular report of work progress at least one (1) per quarter;

e) GASS’s Annual Accomplishment Report before January 31 of every year; and

f) Other reports/documents that the University President may require from time to

time.


President.


A.3 Vice President for Research, Extension, Training and Production

The Vice President for Research, Extension, Training and Production (VP-RETP)

shall be designated by the University President, subject to the confirmation of the Board. He/she

must be a holder of an appropriate doctorate degree, preferably an accredited Professor with

seven (7) years of teaching experience and five (5) years of administrative supervisory

experience. He/She shall serve for one (1) year unless sooner revoked for unsatisfactory outputs,

may be re-designated without prejudice, and shall perform the following duties and functions:

For research:

1. To supervise the efficient, effective and transparent implementation of research and

technology development policies, programs, projects and activities by the following

subordinate officials:

a. University Director for Research and Publication; and

b. University Directors for Research Centers.

2. To review, develop and recommend to the University President policies and

guidelines governing research and technology development;

3. To plan and conduct research and technology development projects and activities

which are geared towards the growth and development of Zambales and Region III;

4. To establish close working relations and linkages with appropriate local government

units, other national government agencies and non-government organizations relative

to research and technology development;

5. To evaluate the performance of all research and technology development offices/units

and centers established in the University through the funding of other government and

non-government agencies;


a) Signs as approving official the daily time records (DTR) of heads of research and

technology development units;

b) Signs as approving official the travel slips of all subordinates for all travels

within Zambales;

c) Signs as recommending official requests for travel of all subordinates for travel

outside of Zambales;

d) Signs as recommending official requisition and issuance slip (RIS), purchase


and

e) Signs as certifying official obligation request (ObR) or budget utilization request

(BUR) from within subordinate offices.

7. To serve as:


President;

b) Vice-Chairman of the University Research and Development Council; and

c) Ex-Officio Chairman of all standing and/or ad hoc committees relating to

research and technology development matters.


a) Performance evaluation ratings of heads of research and technology development

offices/units and centers not later than January 31 of every year;

b) Annual Budget for Research and Technology Development with the

corresponding Project Procurement Management Plans (PPMP) of all research


and technology development offices/units and centers before September 30 of

every year;

c) Three-Year Development Plan for Research and Technology Development that is

in accordance with the University’s vision, mission, goals and objectives within

six months after the start of the term of the University President;


e) VP for Research and Technology Development’s Annual Accomplishment

Report before January 31 of every year; and


time.


President.

For Extension, Training and Production:

1. To supervise the efficient, effective and transparent implementation of all income

generation policies, training and extension policies, programs, projects and activities

of the University by the following subordinate officials:

a. University Director for Extension Programs;

b. University Director for Training and Development;

c. University Director for Income Generation Projects; and

d. University Director for Gender and Development.

2. To recommend to the University President policies and guidelines governing income

generation and trainings and extension programs, to be recommended by the

University Academic Council and the University Administrative Council, for

approval by the Board of Regents;

3. To recommend to the University President program proposals to improve the

operation and productivity of existing agri-business projects and to expand their

operations and whenever feasible, to enter into business ventures, subject to the

recommendation of the University Administrative Council and approval of the Board

of Regents;

4. To review all memorandum of agreements (MOA) or contract of agreements relating

to joint ventures and income generations entered into by the University;

5. To implements policies, rules and regulations relative to the operation of the various

income generating projects of the University;

6. To plan and conduct trainings and extension projects and activities which are geared

towards the growth and development of Zambales and Region III;

7. To plan and establish close working relations and linkages with appropriate local

government units, other national government agencies and non-government

organizations relative to trainings and extension programs of the University;

8. To evaluate the performance of all IGP- and extension program-related offices/units;

9. To perform the following routine functions;

a) To sign as approving official the daily time records (DTR) of IGP- and extension

program-related offices/units;

b) To sign as approving official the travel slips/trip tickets of all subordinates for all

travels within Zambales;

c) To sign as recommending official requests for travel of all subordinates for travel

outside of Zambales;


d) To sign as recommending official requisition and issuance slip (RIS), purchase


and

e) To sign as certifying official obligation request (ObR) or budget utilization

request (BUR) from within subordinate offices.

10. To serve as:


President;

b) Vice-Chairman of the University Income Generating Projects Council;

c) Vice-Chairman of the University Extension and Training Council; and

d) Ex-Officio Chairman of all standing and/or ad hoc committees relating to income

generation and extension program matters.


a) Performance evaluation ratings of heads of IGP- and extension program-related

offices/units not later than January 31 of every year;

b) Annual Budget for Income Generation and Extension Programs with the

corresponding Project Procurement Management Plans (PPMP) of all IGP- and

extension program-related offices/units before September 30 of every year;

c) Three-Year Development Plan for Income Generation and Extension Programs

that is in accordance with the University’s vision, mission, goals and objectives

within six months after the start of the term of the University President;


e) VP for Income Generation and Extension Programs’ Annual Accomplishment

Report before January 31 of every year; and


time.


President.

B. The University and Board Secretary

The Board shall appoint a Secretary who shall serve as such for both the Board and the

University. The University/Board Secretary shall keep all the records and the minutes of the

proceedings of the Board and shall communicate to the Chairman, Vice Chairman and Members

of the Board notice of all regular meetings, special sessions and other undertakings.

As Secretary of the Board of Regents, he/she shall exercise the following specific duties

and functions:

1. To act as the Central Information Base for the Board on matters concerning

University policies;

2. To act as the Administrative Officer of the Board of Regents;

3. To prepare the agenda for all regular and special meetings of the Board of Regents in

consultation with the University President and deliver/send the agenda to the

Chairman and Members of the Board at least ten (10) days before each scheduled

meeting;

4. To write out the transcription of the minutes of each meeting; have the same attested

by the Chairman/Presiding Officer for the confirmation of the Board in its next

meeting;

5. To prepare and pass referendum for appropriate action of the Board of Regents;


6. To prepare and issue excerpts of minutes of meetings of, and/or certifications on

certain policies promulgated by the Board;

7. To provide complete staff works (CSW) on matters that go to the Board and to the

President for consideration; and

8. To perform such other functions as may be directed by the Board of Regents or the

University President.

As Secretary of the University, he/she shall exercise the following duties and functions:

1. To act as the Administrative Officer of the Office of the University President;

2. To act as Secretary of the Administrative Council. As such, he/she shall issue notices

of meetings of the Council and take down the minutes of the proceedings thereof;

3. To prepare memoranda, circulars, bulletins and other official communications for the

signature of the University President or his duly authorized representative;

4. To inform the members of the faculty and the non-teaching staff on various policies,

rules and regulations promulgated by the Board of Regents or by the Council as

approved by the Board;

5. To keep custody of classified records, issue excerpts or appropriate certifications

upon request of authorized officials and employees of the University and other

entities;

6. To prepare drafts and correspondences referred to by the University President;

7. To assist the various satellite campuses on matters of protocol during University

ceremonies;

8. To supervise the University Management Information System Office (UMISO); and


President.

C. Presidential Management Staff

C.1 Presidential Executive Assistant (PEA)

The Presidential Executive Assistant (PEA) shall be designated by the University

President, subject to the confirmation of the Board. He/She is preferably a holder of appropriate

master’s degree, shall serve for one (1) year unless sooner revoked for unsatisfactory outputs,


1. To act as the Head of the Presidential Management Staff in coordination with the

University Secretary;

2. To provide complete staff work on matters that go to the President for consideration

under the supervision of the University Secretary;

3. To provide timely, reliable, accurate and comprehensive information to the University

President in the exercise of decision-making;

4. To provide competent and responsive support to the President;


5. To provide thorough and efficient coordination of all Presidential activities;

6. To implement effectively special assignments as directed by the University President;

7. To assist in an efficient and effective internal administration;

8. To prepare and submit reports as required by higher authorities; and


President.

C.2 Presidential Assistant for Operations Management

The PA for Operations Management shall be designated by the University President,

subject to the confirmation of the Board. He/She is preferably a holder of appropriate master’s

degree, shall serve for one (1) year unless sooner revoked for unsatisfactory outputs, may be re-

designated without prejudice.

C.3 Presidential Assistant for Energy Management

The Presidential Assistant for Energy Management shall be designated by the

University President, subject to the confirmation of the Board. He/She is preferably a holder of

appropriate master’s degree, shall serve for one (1) year unless sooner revoked for unsatisfactory

outputs, may be re-designated without prejudice, and shall perform the following duties and

functions:

1. To supervise the effective and efficient utilization of energy in the University

focusing on conservation, cost management, preservation of environment,

optimization and sustainability;

2. To implement policies on optimal energy management;

3. To conduct studies and research on renewable and alternative sources of energy;

4. To comply with the environmental standards on the utilization of energy;

5. To recommend improvements on existing school power plants to meet the increasing

demand of energy of the University;

6. To see to it that maintenance of school power plant, machinery, shop and office

equipment and motor vehicles are in good condition at all time;



President.

C.4 Presidential Assistant for Cultural Affairs and Curriculum Development

The PA for Cultural Affairs and Curriculum Development shall be designated by the




functions:


1. To assist the President in developing strategies and proposals to enhance the

University’s cultural affairs and strengthen and comply with the CHED requirements

for each curricular program offering of the University;

2. To manage and coordinate cultural programs of the different colleges/satellite

campuses of the University;

3. To plan and implement the policies of the University regarding cultural initiatives and

curriculum development that help in University’s development;

4. To establish linkages with different organizations and instructions that may help

create cultural presentations for other clientless/audiences;

5. To develop new marketing programs to enhance the University’s position in the local

and international community;

6. To encourage culture and arts student enthusiast to organize clubs;



President.

C.4 Presidential Assistant for Civic, LGU and NGO Linkages

The PA for Civic and NGO Linkages shall be designated by the University President,




1. To establish, maintain, and strengthen the harmonious and productive relationship

between the University and all local government units;

2. To develop synergy between the University and LGUs as partners of nation building;

3. To coordinate with the LGUs special projects beneficial to the University and all its

stakeholders;

4. To coordinate with persons directly in charge of special projects and monitor related

activities and programs;

5. To evaluate performance of said projects in relation to the University responsibilities

enumerated in the Memorandum of Agreement (MOA) and/or contract;

6. To assist the University President in strengthening the University’s linkages to civic

and non-government organizations both local and abroad, public and private;

7. To establish networks with such organizations promoting the good cause and mandate

of the University in developing responsible and good citizens of the country;

8. To provide awareness and knowledge about social-moral-spiritual dimensions of the

human persons;

9. To conduct seminars/symposia/for a/workshops in developing further the Filipino

values among students;


10. To encourage student’s involvement in improving the quality of life in the school and

local community;

11. To spearhead relevant activities in building and strengthening a community of faith,

by celebrating the life with the community;

12. To provide inputs to the policy and decision-making process of the university with

regard to the civic activities;

13. To represent the University President in relevant civic and NGO affairs;



President.

C.6 Presidential Assistant for Health, Environment and Disaster Management

The PA for Health, Environment and Disaster Management shall be designated by the




functions:

1. To assist the President in formulating policies, guidelines and operational standards

and techniques related to the improvement of health services;

2. To develop awareness and sustainable programs among stakeholders concerns about

the environment such as climate change adaptation and disaster risk mitigation;

3. To formulate plans and programs for health services and evaluate the efficiency and

effectiveness of these services;

4. To provide environmental education and training to professionals for careers in

environmental studies, conduct researches on environmental issues and concerns,

offer extension services through dissemination of environmental information for

public understanding and awareness and spearheads environmental management and

conservation activities in the campus and immediate environs;

5. To coordinate with other offices, colleges, and satellite campuses to identify areas

when health personnel can contribute to the effective delivery of health care;

6. To conduct studies/researches to improve health care services and disaster

management;

7. To take proper steps towards the creation of an atmosphere conducive to

management-employee relations and improvement of the morale of the University

personnel by making provisions for health, safety, welfare, counseling, recreation and

other related services;

8. To keep and maintain workplaces free from hazards that are causing or likely to cause

physical harm to employees or damage to property;

9. To provide security measures for the safety and protection of persons and properties

inside the campus;




President.

C.7 Presidential Assistant for Legal Affairs

The PA for Legal Affairs shall be designated by the University President, subject to the

confirmation of the Board. He/She is a lawyer and preferably a holder of appropriate master’s



1. To advise and assist the President in regard to all legal matters that relate to, and

concern the University, its administrative and academic operation, and its relations

with other governmental and non-governmental entities;

2. To act as Legal Consultant to the Board of Regents;

3. To act as Chief Legal Counsel of the University, subject to deputization by the Office

of the Solicitor General, in court and quasi-judicial bodies in civil and administrative

cases involving the University or its officials, in the course of their performance of

officials duties;

4. To render legal opinions on official matters to the President or the Board of Regents,

and to render legal advice through the President, on matters involving legality of

actions undertaken by the University officials in the course of performing their

official duties;

5. To act as Chairman of the Personnel Discipline Committee and the Employee

Grievance Committee, and hold regular investigations/hearings of such committees

over cases and controversies submitted to the said committees for action, and to

submit committee findings and recommendations thereon to the President for

appropriate action;



President.

C.8 Presidential Assistant for International Linkages and Alumni Affairs

The PA for International Linkages and Alumni Affairs shall be designated by the




functions:

For international linkages:

1. To establish international linkages in the areas of instruction, research, extension,

training, overseas education, and other related concerns;

2. To act as a point of reference for all communication concerning international linkages;

3. To facilitate special project such as:

a. Foreign and local institutions, request for institutional and professional services;

b. Local and foreign donation of buildings, books and equipment;

c. Faculty exchange with foreign and local institution; and

d. International linkages for foreign on- the- job training of students


4. To network with local and foreign institutions for possible special projects beneficial

to the University;

5. To coordinate with the Office Of the President on matters related special projects;



President.

For alumni affairs:

1. To plan and coordinate alumni activities that may benefit the students and the

university through alumni associations of faculty, campuses, colleges and department

levels;

2. To assist the alumni to mobilize activities and programs;

3. To foster stronger relationship between the university and the alumni through planned

activities;

4. To collect and manage data on the alumni and become a referral center to the

university;

5. To implement activities to boost fund coming from the alumni;



President.

C.9 Presidential Assistant for Public Relations and Information

The Presidential Assistant for Public Relations and Information shall be designated by

the University President, subject to the confirmation of the Board. He/She is preferably a holder

of appropriate master’s degree, shall serve for one (1) year unless sooner revoked for

unsatisfactory outputs, may be re-designated without prejudice, and shall perform the following

duties and functions:

1. To spearhead the promotion, publication and strengthening the public relations of the

University to its stakeholders;

2. To project the good image of the University by enlightening and/ or creating public

understanding of its various programs, activities and projects;

3. To prepare and publish annual reports, University profile, Bulletin of Information,

brochures, flyers and other related informative materials;

4. To disseminate relevant and development-oriented information and technologies to its

various clienteles;

5. To take charge of the local, national and international affairs of the University and

document important activities of the Office of the President as well as the various

colleges, offices, satellite campuses and units of the University;

6. To establish network to both public and private organizations to promote the

University;


7. To provide tour guiding services to the public including foreign visitors relative to the

University’s role;



President.

C.10 Presidential Assistant for Security Force and Intelligence Concerns

The Presidential Assistant for Security Force and Intelligence Concerns shall be

designated by the University President, subject to the confirmation of the Board. He/She is

preferably a holder of appropriate master’s degree, shall serve for one (1) year unless sooner

revoked for unsatisfactory outputs, may be re-designated without prejudice, and shall perform

the following duties and functions:

1. To spearhead in maintaining peace and order inside the University and its premises;

2. To ensure the enforcement of pertinent laws, rules and regulations for the protection

and security of personnel and property, including off-campus facilities, and to detect

and prevent attempts by persons to violate the laws;

3. To prepare plans and develop recommendations regarding policy and procedural

matters pertaining to the security of the university;

4. To review operational procedures and implement changes;

5. To update and/or prepare new/special orders, instruction and memoranda affecting

the overall operations of the campus security;

6. To constantly coordinate with university administrators regarding security matters;

7. To serve as resource on all security matters for the university and serve on ad hoc

committees and security meetings involving the university, local police and other

government officials;

8. To investigate cases which may have serious effects on the safety of persons or on the

property of the university;

9. To take charge of the training of guards and watchman, serve as the administrative

head of the unit;



President.

C.11 Presidential Assistant for Sports Affairs

The Presidential Assistant for Sports Affairs shall be designated by the University




1. To assist the University President in formulating policies and programs on sports

development of the University;


2. To assist the University President in establishing linkages with local, regional,

national and international sports associations to improve the sports program and

activities of the University;

3. To advise the University President on the necessary sports facilities, equipment and

supplies to be purchased to sustain and improve the standing of the University in local,

regional, national and international athletic competitions;

4. To monitor and evaluate the sports programs and activities of the University and

make recommendations for its improvement and development;



President.

D. The University Directors

D.1 University Director for Planning and Development

The University Director for Planning and Development (UDPD) shall be designated by





1. To develop and propose a comprehensive medium and long-term development plans

and programs of the University based on the consolidated plans and programs of

various programs and in accordance with the mission, vision and goals of the

University, Regional Development Council, CHED and the national thrusts;

2. To serve as the “Think Tank” of the University towards its compliance to the

requirements of CHED, IATF, CSC, DBM, COA, and other relevant agencies both

public and private;

3. To conduct monitoring and process evaluation of planned and programmed activities

and recommend to the University President possible course/s of action that will allow

restructuring of plans and programs for the purpose of achieving the respective goals

of each organizational unit and that of the University, in general;

4. To have regular consultation with the University President regarding strategic

decisions affecting the University development direction;

5. To coordinate with the different organizational units of the University relative to their

respective development plans and programs;

6. To initiate and coordinate the Annual University Planning and Development Review;

7. To review and analyze constraints in achieving the goals of the development plans

and programs;

8. To coordinate with the different organizational units relative to the integration of

development plans and programs with the financial plans and budgetary allocation of

the University;


9. To coordinate with the University/Board Secretary in the establishment of a

University Management Information System Office (UMISO) to serve as data bank to

facilitate the preparation of long-term, medium-term, and annual action plans of the

University;

10. To network and establish collaboration with different agencies and institutions for

more productive development program;

11. To supervise the preparation and publication of annual reports, University profile,

Bulletin of Information, brochures, flyers and other related informative materials;

12. To develop personnel attitudes and competencies for effective involvement in

carrying out the University Development Plan;

13. To extend necessary assistance to government and non- government agencies

regarding University Code.



President.

D.2 University Director for Internal Audit Services

The University Director for Internal Audit Services (UDIAS) shall be designated by the

University President, subject to the confirmation of the Board. He/She is a Certified Public

Accountant (CPA) and preferably a holder of appropriate master’s degree, shall serve for one (1)

year unless sooner revoked for unsatisfactory outputs, may be re-designated without prejudice,

and shall perform the following duties and functions:

1. To assist the President and other key officials in achieving efficiency, economy and

effectiveness in the operations of the University, by detecting and preventing fraud,

waste and errors in the use of public funds and property;

2. To serve as an independent office directly under the supervision of the University

President responsible in the monitoring of finances, systems and methods for the

effective protection and utilization of the University’s manpower, resources and

assets;

3. To ascertain the reliability and integrity of financial and operational information and

the means to identify, measure, classify and report such information;

4. To ascertain the extent of compliance and review the systems established to ensure

compliance with government policies, plans and procedures, laws and regulations

which have impact on operations;

5. To ascertain the extent to which the assets and other resources of the institutions are

accounted for and safeguarded from losses of all kinds;

6. To review and evaluate the soundness, adequacy and application of accounting,

financial and other operating controls and promoting the most effective control at

reasonable cost;

7. To review operations or programs to ascertain whether or not results are consistent

with established objectives and goals and whether or not such programs are being

carried out as planned;


8. To evaluate the quality of performance of groups/ individuals in carrying out their

assigned responsibilities;

9. To recommend corrective actions on operational deficiencies observed;

10. To conduct special audits at the request of the University President and management;

11. To follow-up on significant findings from previous audits;

12. To summon accounting and other administrative personnel when necessary;

13. To initiate the preparation and issuance of standard practices relating to all matters

and procedures;



President.

D.3 University Director for Quality Assurance

The University Director for Quality Assurance shall be designated by the University

President, subject to the confirmation of the Board. He/she must be a holder of an appropriate

doctorate degree, preferably an accredited Professor with seven (7) years of teaching experience

and five (5) years of administrative supervisory experience. He/She shall serve for one (1) year

unless sooner revoked for unsatisfactory outputs, may be re-designated without prejudice.

E. The Campus Directors

E.1 Campus Director for Iba Main Campus

The Campus Director for Iba Main Campus shall be designated by the University

President, subject to the confirmation of the Board. He/She should be at least a holder of

appropriate master’s degree, with three (3) years of teaching experience and three (3) years of

administrative/supervisory experience. He/She shall serve for one (1) year unless sooner revoked

for unsatisfactory outputs, may be re-designated without prejudice, and shall perform the

following duties and functions:

1. To coordinate the daily and routinary functions and effective operation of the

academic, administrative, research and technology development, income generation,

training and extension functions of all faculty and administrative staff members of the

Iba Main Campus;

2. To coordinate the implementation of programs, activities and policies of the

University in the Iba Main Campus, in coordination with the College Dean/Programs

Chairs, University Directors, University Coordinators and Chiefs of administrative

and financial office/unit;

3. To monitor all works of faculty and administrative staff members and ensure that they

adhere to all policies of the University, government laws, rules and regulations in the

performance of their duties and responsibilities;

4. To investigate and resolve conflict between or among officials and employees in the

Iba Main Campus;

5. To plan and supervise the conduct of extra-curricular programs and activities of the

Iba Main Campus, in coordination with concerned officials.


6. To plan and supervise the social functions of the University President;

7. To receive and entertain visitors of the University in coordination with concerned

officials;

8. To represent the University President in LGU-initiated programs/activities where the

University’s participation is needed or required in order to develop and maintain

positive community relations;

9. To recommend to the University President, in coordination with the Vice Presidents,

the hiring, designation, transfer or termination of employment/services of faculty and

staff members;

10. To serve as:

a) Member of the Academic Council;

b) Member of the Administrative Council;

c) Member of the Research Development Council;

d) Member of the Income Generation Council; and

e) Member of the Training and Extension Council.


12. To perform other functions as may be assigned by the VPs or the University President.

E.2 Campus Directors for Satellite Campuses

The Campus Director for Satellite Campus shall be designated by the University

President, subject to the confirmation of the Board. He/She should be at least a holder of

appropriate master’s degree, with three (3) years of teaching experience and three (3) years of




1. To supervise the daily and routinary function and effective operation of the academic,

administrative, research and technology development, income generation, training

and extension functions of all faculty and administrative staff members of the campus;

2. To supervise the implementation of programs, activities and policies of the University

in the campus, in coordination with the College Dean/Programs Chairs, University

Directors, University Coordinators and Chiefs of administrative and financial

office/unit;

3. To monitor all works of faculty and administrative staff members and ensure that they

adhere to all policies of the University, government laws, rules and regulations in the

performance of their duties and responsibilities;

4. To plan and supervise the conduct of extra-curricular activities of the campus;

5. To represent the University President in LGU-initiated programs/activities where the

University’s participation is needed or required in order to develop and maintain

positive community relations;

6. To recommend to the University President, in coordination with the College

Dean/Program Chair, the development and offering of new curricular programs and

the revision or abolition of existing curricular programs in the campus;


7. To recommend to the University President, in coordination with Chiefs of Office,

College Deans/Program Chair, the hiring, designation, transfer or termination of

employment/services of faculty and staff members;


a) To sign as approving official the daily time records (DTR) of all faculty members

and staff members assigned in the campus;

b) To sign as approving official the travel slips of all subordinates for all travels

within Zambales;

c) To sign as recommending official requests for travel of all subordinates for travel

outside of Zambales; and

d) To sign as recommending official requisition and issuance slip (RIS), purchase

request (PR), application for leave of absence from within subordinate offices.

9. To serve as:

a) Member of the Academic Council;

b) Member of the Administrative Council;

c) Member of the Research Development Council;

d) Member of the Income Generation Council; and

e) Member of the Training and Extension Council.

10. To prepare and submit the following reports:

a) Campus’ tentative schedule of classes, in coordination with College

Deans/Program Chairs, two (2) weeks before start of enrollment;

b) Campus’ final schedule of classes, in coordination with College Deans/Programs

Chairs, one (1) week after the start of classes;

c) Registrar’s and Accountant’s copies of student registration forms two (2) weeks

after the closing of the enrollment period;

d) Weekly collection report every Friday of the week;

e) Faculty and staff members’ daily time records (DTR) for the month within the

first week of the following month;

f) Students’ Account Balances Report within two (2) weeks after the end of every

semester/summer;

g) Campus’ Annual Budget and its corresponding Project Procurement Management

Plan (PPMP) before September 30 of every year;

h) Campus’ Three-Year Development Plan that is in accordance with the



i) Campus’ Annual Accomplishment Report before January 31 of every year; and

j) Other reports/documents that the University President may require from time to

time.

11. To perform other functions as may be assigned by the VPs or the University President.

F. The Advisory Councils

F.1 Academic Council

There shall be an Academic Council with the President of the University as chairman and

all members of the instructional staff with the rank not lower than assistant professor as members.

The President of the University shall be the Presiding Officer of the Academic Council.

In his absence, the Vice President for Academic and Student Affairs (VP-ASA) shall preside,

and in the absence of both, the University President may designate any of the College Deans of

the University to take over.


The University Registrar shall be the Ex-Officio Secretary of the Council who shall

receive all communications for, and shall keep custody of the records of the Council.

The Academic Council shall have the following powers and functions:

1. To advise the President on matters concerning academic policies;

2. To prescribe the curricula and rules of discipline of the University subject to the

approval of the Board of Regents;

3. To fix the requirements for admission of students to the University as well as for

graduation and the conferring of degrees, subject to the review and approval of the

Board of Regents;

4. To submit for confirmation of the Board of Regents list of students qualified to be

recipients of degrees;

5. To exercise disciplinary power over the students, within the limits of the rules of

discipline prescribed by the University Code and subsequent rules and regulations,

confirmed by the Board of Regents; and,

6. To perform such other powers and functions as may hereinafter be granted by the

Board and by applicable laws and regulations.

The Academic Council shall meet at such time as the President may determine, provided

that there shall be at least one regular meeting each semester. A special meeting may be called by

the President as may be deemed necessary or upon the written request of at least one-fifth of the

members of the Council.

Attendance in all the meetings of the Council shall be required of every member thereof

and only for meritorious and justifiable reasons shall a member be excused from attendance.

Proxies may be allowed but without voting powers.

A quorum of the Council shall consist of a majority of all its members who are holding

office at the time, excluding those on official travel or leave, without prejudice to the

promulgation of the internal rules setting forth a provision for the constitution of the quorum of

the Council. A majority vote of all members present shall be required to dispose a question or

decide an issue, unless provided under parliamentary rules.

The Academic Council may create Committees, as it may deem necessary for the proper

performance of its function.

F.2 Administrative Council

There shall be an Administrative Council consisting of the President of the University as

Chairman, the vice-president(s), deans, directors, and other officials of equal rank as members,

whose duty is to implement the policies governing the administration, management and

development planning of the University, as approved by the Board.

The President of the University shall be the Presiding Officer of the Administrative

Council. In his absence, any of the four (4) Vice Presidents may be designated by the President

to take over.

The University/Board Secretary shall be the Ex-Officio Secretary of the Council who

shall receive all communications for, and shall keep custody of the records of the Council.

The Administrative Council shall have the following powers and functions:


1. To recommend to the Board of Regents policies governing the administration,

management and development planning of the University for appropriate action;

2. To implement policies approved by the Board of Regents by formulating pertinent

rules and regulations to that effect;

3. To exercise disciplinary power over University personnel, within the limits of the

rules of personnel discipline prescribed by this University Code and subsequent rules

and regulations promulgated by the Board of Regents; and,


Board of Regents and by subsequent laws and regulations.

12

The Administrative Council shall meet at such time as the President may determine,

provided, that there shall be at least one regular meeting every quarter, without prejudice to the

promulgation of internal rules setting forth a specific provision on the matter. The President shall

call a special meeting whenever necessary or upon the written request of at least one-fifth of the

members of the Council.

Every member of the Council shall be required to attend all its meetings, but any member

may be excused from attendance for justifiable reasons. Proxies may be allowed but without

voting powers.

A quorum of the Administrative Council shall consist of a majority of all its members

who are holding office at the time, excluding those on official leave or travel, and a majority vote

of all its members present shall be required to dispose a question or decide an issue, unless

provided under parliamentary rules.

The Administrative Council may create committees, as it may deem necessary and at its

convenience for the proper performance of its functions.

F.3 Research, Extension, Training and Production Councils

The Research and Development Council is the University’s implementing body of its

research program. It is under the University President who serves as Chairman with the Vice

President for Research, Extension, Training and Production (VP-RETP) as Vice Chairman and

other research officials as members.

The Research and Development Council acts as an advisory body to assist the President

in setting research direction, planning, and fund allocation and in reviewing and/or

recommending policies and guidelines pertaining to the Research Program of the University. It

shall have the following powers and functions:

1. To formulate policies, guidelines and mechanisms pertaining to the management of

research;

2. To formulate strategic plans for the Research Program of the University;

3. To determine research priorities, in both long and short terms, the different areas of

research concerns;

4. To approve budget for research activities;

5. To review and recommend any amendment to improve existing policies and

guidelines in research;



Board of Regents and by subsequent laws and regulations.

The Research and Development Council shall meet once a year preferably in January to

February to plan for the annual research priorities for the current year, make the strategic plan

and take up other important matters pertaining to research. Special meetings may be called by the

Chairman or the Vice Chairman within the year whenever necessary.

The Income/Resource Generation and Utilization Council (IRGUC) is the University’s

implementing body of its income generation programs. It is under the University President who

serves as Chairman with the Vice President for Income Generation and Extension Program (VP-

IGEP) as Vice Chairman and other IGEP officials as members. The Council Secretary shall be

designated by the IRGUC Chairman.

The functions of the Council are:

1. To assist the University President in the formulation of policies, plans, programs,

guidelines and regulations with respect to the management operation and utilization

of manpower of all IGPs under the resource generation program;

2. To recommend to the University President annual plans, policies and programs to

strengthen entrepreneurship and income generation capability of the University;

3. To assist the University President in determining investment priorities of the

University according to acceptable investment criteria;

4. To recommend to the University President an incentive scheme for all IRGP

personnel and other support staff; and

5. To perform such other functions related to the achievement of the goals herein stated

as well as those delegated by the University President.

G. The Standing Committees

G.1 Bids and Awards Committee (BAC)

The University President shall constitute a Bids and Awards Committee (BAC) to decide

winning bids and questions of awards on procurement in accordance with the existing laws and

regulations. To expedite the procurement process for practical intents and purposes, the

University President may create separate BACs where the number and complexity of the items to

be procured shall so warrant.

The members of the BAC, Technical Working Group (TWG) and BAC Secretariat shall

be entitled to the payment of honoraria subject to availability of funds and relevant DBM

guidelines.

The University shall in no case make advance payments for services not yet rendered or

for supplies, materials and equipment not yet delivered under any contract thereof. No payment

partial or final shall be made by the University on a contract entered into, unless all requirements

appertaining thereto are complied with.

G.2 Personnel Selection Board (PSB)

There shall be a Personnel Selection Board (PSB) to assist the University President and

the Board of Regents in the judicious and objective selection of employees as well as in the

advancement in the service of University employees.


The PSB shall be composed of the VP-A&F as Chairperson; the Human Resource

Management Officer or duly Authorized Representative as Secretary; and the following as

members; University Director for Planning and Development, Budget Officer, the Campus

Director concerned, and the Department Head concerned.

The process of personnel selection shall be governed by the merit selection plan for the

positions under consideration, as well as by the existing Civil Service law and University rules.

G.3 Faculty Selection Board (FSB)

There shall be a Faculty Selection Board (FSB) to assist the University President and the

Board of Regents in selecting applicants or candidates for appointment of faculty members to

positional/ranks.

The FSB shall be composed of the VP-ASA as Chairperson; the Human Resource

Management Officer or duly Authorized Representative as Secretary; and the following as

members; University Director for Instruction, the Campus Director concerned, the College Dean

concerned, Faculty Regent, and a Faculty Member expert in the field of discipline.

The University shall recruit and appoint its faculty in accordance with the following

procedures:

1. Publish vacant positions in accordance with RA 7041 (Publication Law) for

transparency. The published vacant positions shall also be posted in at least three (3)

conspicuous place in the University for at least ten (10) calendar days and may be

sent to other educational institutions within the region for the information of other

people who may be interested in them. Other appropriate modes of publication shall

be considered. Men and women shall be encouraged to apply.

2. The FSB shall formulate its internal policies for the recruitment and selection of

faculty members, either from within or outside the University. The criteria for the

recruitment and selection should also be set by FSB shall make its activities and

decisions as transparent as possible.

3. The HRMO shall list candidates aspiring for the vacant position, either from within or

outside the University.

4. The HRMO shall conduct preliminary evaluation of the qualification of all candidates.

Those initially found qualified shall undergo further assessment such as written

examination, skills test, interview and others. After which, a selection line-up shall be

prepared and posted in three (3) days conspicuous places in the University for at least

fifteen (15) calendar days. The date of posting shall be indicated in the notice.

5. The HRMO shall notify all applicants of the outcome of the preliminary evaluation.

6. The HRMO shall submit the selection line-up to FSB for the deliberation en banc.

7. The FSB shall make a systematic assessment of the competence and qualifications of

candidates for appointment to the corresponding levels of positions. They shall

evaluate and deliberate en banc the qualifications of those listed in the selection line-

up based on the following criteria (arranged in order of importance):

a. Educational Qualification

b. Performance Rating

c. NBC 461 ranking

d. Recommendation from immediate supervisor


8. The FSB shall submit a comprehensive evaluation report of all the candidates

screened for appointment so that the appointing authority will be guided in choosing

the one who can efficiently perform the duties and responsibilities of the position to

be filled. This evaluation report should not only specify whether candidate meet the

qualification standards of the position but should not also include observations and

comments on the candidate’s competence and other qualifications that are important

in the performance of the duties and responsibilities of the position to be filled.

Likewise, information about the candidate’s preference of assignment should be

mentioned in the report.

9. The evaluation report should specify the top five ranking candidates, whether

applicable, whose over-all point scores are comparatively at par based on the

comparative assessment in terms of performance, education and training, experience

and outstanding accomplishments, and other relevant criteria.

10. The University President shall assess the merits of the FSB’s evaluation report of

candidates screened for appointment and in the exercise of sound discretion, select, in

so far as practicable, from among the top five ranking candidates, whenever

applicable, deemed most qualified for appointment to the vacant position.

11. The top five ranking candidates, however, should be limited to those whose overall

point scores are comparatively at par based on the comparative assessment.

12. To determine candidates who are comparatively at par, the FSB shall set reasonable

differences or gaps between point scores of candidates for appointment.

13. The University President shall issue the appointment in accordance with the

provisions of the University’s Merit Selection Plan as approved by the Board of

Regents and submitted to the CSC.

14. The HRMO shall post a notice announcing the appointment of a faculty member in

the three (3) conspicuous places in the University a day after the issuance of the

appointment for at least fifteen (15) days. The date of posting should be indicated in

the notice.

15. For upgrading of rank, the criteria and procedures for evaluation provided in the

National Budget Circular pertaining to compensation and position classification plan

for faculty positions in SUCs shall be followed.

G.4 Performance Management Team (PMT)

In compliance to the Civil Service Commission (CSC) Memorandum Circular No. 6 s.

2012 in establishing the Strategic Performance Management System (SPMS), the

University’s Performance Management Team (PMT) shall be constituted through an Office

Order/Designation Order and shall be composed of the following: VP for Academic &

Student Affairs as Chairperson; Director for Planning and Development as Secretary; and the

following as members: VP for Administration & Finance, VP for Income Generation &

Extension, VP for Research & Technology Development, Faculty Regent, Human Resource

Management Officer, and Campus Directors. The Planning Office shall serve as the PMT

Secretariat.

The PMT shall have the following functions and responsibilities:

1. To set consultation meeting of all Heads of Offices for the purpose of discussing

the targets set in the Office Performance Commitment and Rating (OPCR) form;

2. To ensure that Office performance targets and measures, as well as the budget are


aligned with those of the agency and that work distribution of offices/units is

rationalized;

3. To recommend approval of the OPCR to the University President;

4. To act as appeals body and final arbiter for performance management issues of the

University;

5. To identify potential top performers and provide inputs to the PRAISE Committee

for grant of awards and incentives; and

6. To adopt its own internal rules, procedures and strategies in carrying out the

above responsibilities including schedule of meetings and deliberations, and

delegation of authority to representatives in case of absence of its members.

G.5 PRAISE Committee

G.6 Grievance and Oversight Committee

Employees of the University shall have the right to present their complaints or grievances

to the management and have them adjudicated as expeditiously as possible in the best interest of

the University and the employee concerned through the Grievance and Oversight Committee.

Without necessarily adhering to legal technicalities, employees’ complaints and

grievances shall be resolved at the lowest possible level in the University and the employee shall

have the right to appeal such decision to higher authorities free from any form of reprisal or

discrimination.

Possible areas for complaints and grievances are working conditions, work assignment,

tools and equipment, work processes, job placement, employee tenure, salary rates, transfer of

assignment, exercise of discretion, rules and regulations, interpretations of policies and

guidelines and other matters involving the morale of employees.

The University shall promulgate a Grievance Machinery that shall govern the expeditious,

fair and equitable adjudication of complaints and grievances in accordance with the policies

enunciated by the Civil Service Commission. Such set of guidelines shall prescribe the

composition of the Grievance Committee.

IV. Officials Directly under the Vice President for Academic and Student Affairs

A. University Director for Advanced Education

The University Director for Advanced Education shall be designated by the University

President, subject to the confirmation of the Board. He/she must be a holder of an appropriate

doctorate degree, preferably an accredited Professor with seven (7) years of teaching experience

and five (5) years of administrative supervisory experience. He/She shall serve for one (1) year

unless sooner revoked for unsatisfactory outputs, may be re-designated without prejudice, and

shall perform the following duties and functions:

1. To plan, implement, supervise and evaluate the curricular programs, co- and extra-

curricular activities of the Graduate School, including similar curricular programs in

satellite campuses that encompass instruction, research, training, extension and

production.

2. To review curriculum outlines and course syllabi of the Graduate School to ensure

that they meet the minimum standards set by CHED Memorandum Orders on Policies

and Standards for Graduate Programs;


3. To recommend to the VP-ASA the development and offering of new curricular

programs and the revision or abolition of existing curricular programs of the Graduate

School, including its extension programs in satellite campuses;

4. To review the textbooks, references, instructional materials, laboratory manuals and

visual aids to be used for each curricular program of the Graduate School;

5. To recommend to the VP-ASA the hiring, designation, or termination of

employment/services of faculty members and staff of the college;

6. To recommend to the VP-ASA the teaching load of faculty members of the Graduate

School;

7. To recommend to the VP-RTD the plans, programs and activities pertaining to

Research and Technology Development to be implemented by the Graduate School;

8. To recommend to the VP-IGEP the plans, programs, and activities pertaining to

income generation, extension and training programs to be implemented by the

Graduate School;

9. To conduct performance evaluation of all faculty members of the Graduate School

not later than two (2) weeks before the end of every trimester;


a) To sign as approving official in the Daily Time Records (DTR) of faculty and

staff of the Graduate School; and

b) To sign as requesting official in the Supply Availability and Inquiry (SAI),

Requisition and issuance Slip (RIS) and Purchase Request (PR) of the Graduate

School.

11. To serve as:

a) Chairperson of the Graduate School Academic Council;

b) Member of the University Academic Council;

c) Member of the University Administrative Council;

d) Member of the University Research Development Council;

e) Member of the University Income Generation Council; and

f) Member of the University Training and Extension Council.


a) Graduate School’s tentative schedule of classes at the Iba Campus two (2) weeks

before start of enrollment;

b) Graduate School’s final schedule of classes at the Iba Campus one (1) week after

the start of classes;

c) The final individual teaching loads of faculty members of the Graduate School not

later than (2) weeks after the start of classes;

d) Faculty and staff members’ daily time records (DTR) for the month within the


e) Performance evaluation ratings of faculty members not later than one (1) week

after the end of every trimester;

f) Graduate School’s Annual Budget and its corresponding Project Procurement

Management Plan (PPMP) before September 30 of every year;

g) Graduate School’s Three-Year Development Plan that is in accordance with the



h) Graduate School’s Annual Accomplishment Report before January 31 of every

year; and


i) Other reports/documents that the VP for ASA, VP for Income Generation and

Extension Programs, VP for Research and Technology Development or the

University President may require from time to time.

13. To perform other functions as may be assigned by the VP-ASA or the University

President.

B. University Director for Instruction

The University Director for Instruction shall be designated by the University President,

subject to the confirmation of the Board. He/she must be a holder of an appropriate doctorate

degree, preferably an accredited Professor with seven (7) years of teaching experience and five

(5) years of administrative supervisory experience. He/She shall serve for one (1) year unless

sooner revoked for unsatisfactory outputs, may be re-designated without prejudice, and shall

perform the following duties and functions:

1. To assist the VP-ASA in the implementation of academic policies, rules and

regulations as stipulated in the University Code, Faculty Manual, Student Manual,

and Memorandum Circulars from CHED, PASUC, and other higher authorities;

2. To assist the VP-ASA in the preparation of long-term and medium-term development

plans for the academic and student affairs, in coordination with the University

Director for Planning and Development and other officials, which are in accordance

with the vision, mission, goals and objectives of the University;

3. To assist the VP-ASA in the preparation for concept papers and project proposals for

the establishment of Centers of Development (COD) and Center of Excellence (COE)

out of the existing curricular programs of the University;

4. To recommend to the VP-ASA policies, procedures and measures to be undertaken to

improve the curricular programs of the University;

5. To review, develop and recommend to the VP-ASA policies and programs pertaining

to instruction;

6. To conduct performance evaluation of all faculty members not later than one month

before the end of every semester/summer;

7. To sign as recommending official in the Individual Instructor/Professor’s Teaching

Load;

8. To serve as:

a) Member of the University Academic Council;

b) Member of the University Administrative Council;

c) Vice-Chairman, Council of Deans; and

d) Ex-Officio Vice-Chairman of all College Academic Councils;


a) Summary Report on the performance evaluation rating of all faculty members not

later than one (1) week after the end of every semester/summer;

b) Office of the Director’s Project Procurement Management Plan (PPMP) before

September 30 of every year;

c) Office of the Director’s Annual Accomplishment Report before January 31 of

every year; and

d) Other reports/documents that the University President may require from time to

time.



President.

C. University Director for Student Affairs

The University Director for Student Affairs (UDSA) shall be designated by the

University President, subject to the confirmation of the Board. He/she must be at least a holder of

an appropriate master’s degree, preferably an Assistant Professor with five (5) years of teaching




1. To supervise the efficient, effective and transparent implementation of student

support services policies, programs, projects and activities of the University by the

following subordinate officials:

a. Head, Scholarship and Placement Services;

b. Head, Sports Development;

c. Head, Cultural and Literary Affairs;

d. Head, Student Publications;

e. Head, Student Organizations;

f. Head, Library Services;

g. Head, Medical and Dental Services;

h. Head, Guidance and Counseling Services; and

i. Head, Domiciliary Services

2. To serve as the intermediary between the studentry and the administration;

3. To oversee the University’s programs and activities that promote development of

students’ talents, potentials and leadership capabilities;

4. To oversee the management of student discipline works in the entire University

including, but not limited to, such tasks as enforcement of local policies on student

formation, coordination with the local community and parents on student conduct in

and out of the school premises, and the like;

5. To enforce and implement all policies, rules and regulations of the University as well

as those of the Commission on Higher Education (CHED) with respect to the students’

general conduct, behavior and discipline;

6. To receive and review the complaints of any aggrieved party whenever norms of

discipline are contravened by any student/s;

7. To review and evaluate regularly the Student Handbook, especially the Norms of

Conduct for students, in cooperation with the Supreme Student Government of every

campus;

8. To review, develop and recommend to the VP-ASA policies and programs pertaining

to student support services;


a) To sign as approving official in the Daily Time Records (DTR) of all faculty and

staff of all subordinate offices; and


Requisition and issuance Slip (RIS) and Purchase Request (PR) of the Office of

the Director for Student Affairs and its subordinate offices.


10. To serve as:

a) Member of the University Academic Council;

b) Member of the University Administrative Council;

c) Ex-Officio Chairman of all standing and/or ad hoc committees relating to student

discipline and grievances.


a) Annual Budget and its corresponding Project Procurement Management Plan

(PPMP) before September 30 of every year;

b) Annual Accomplishment Report before January 31 of every year; and

c) Other reports/documents that the University President may require from time to

time.

12. Performs other functions as may be assigned by the VP-ASA or the University

President.

C.1 Head for Scholarship and Placement Services

The Head for Scholarship and Placement Services shall be designated by the University

President, subject to the confirmation of the Board. He/she must be at least a holder of an

appropriate master’s degree, preferably an Assistant Professor with three (3) years of teaching

experience and three (3) years of administrative supervisory experience. He/She shall serve for



1. To supervise the implementation of the functions of the scholarship and financial

assistance programs for students;

2. To scout for donors of scholarship, strengthen, coordinate and maintain rapport with

the same;

3. To maintain a running databank of recipients of scholarships and financial assistance

and monitor the status of the recipients of scholarships;

4. To disseminate information of available local and foreign scholarships grants to

students;

5. To design criteria for the selection and assist in the evaluation of credential of

qualified students for scholarship grants;

6. To assist in the evaluation of credentials of applicants for scholarship among students;

7. To prepare a comprehensive description of the nature of industrial training program

including the objectives and training values that may be derived by the students;

8. To conduct actual personal follow-up negotiations and presentations of the

University’s training program to the industries both local and international;

9. To prepare for the University President appropriate Memorandum of Agreement for

the Cooperating industries and letter of request for training accommodation;

10. To recommend official recognition and awards to companies who are supportive of

the University’s Industrial Linkage Program;

11. To monitor and evaluate the progress of the industry-academe linkage program in

terms of impact and provide feedback for improvement;


12. To act as a point of reference for all communication concerning job opening.

Regularly posts on the bulletin boards job openings from various establishments and

industries;

13. To maintain a running data bank on manpower needs in the Central Luzon area,

employment status of graduates, industrial establishment vacancies, etc.;

14. To establish and maintain harmonious relationship with industry, public and private

agencies;

15. To evaluate the status of employment of graduates on their respective job placement;


17. To perform such other related functions as may be directed by the UDSA, VP-ASA

or the University President.

C.2 Head for Sports Development

The Head for Sports Development shall be designated by the University President,

subject to the confirmation of the Board. He/she must be at least a holder of an appropriate

master’s degree, preferably an Assistant Professor with three (3) years of teaching experience

and three (3) years of administrative supervisory experience. He/She shall serve for one (1) year



1. To prepare and formulate the policies in sports of the University;

2. To direct and supervise the sports programs of the University;

3. To prepare and give coaching and officiating assignments to faculty members and

employees of the University for local, regional, national and international athletic

meets subject to the approval of higher authorities;

4. To prepare and submit requisitions for sports supplies and equipment for trainings

and competitions;

5. To improve the coaching and officiating competencies of the coaches, officiating

officials and trainers of the University through attendance in

seminar/conference/workshop;

6. To prepare and submit periodic and annual reports on accomplishments, problems

and plans of the office;

7. To coordinate with the Admission Office and Scholarship Office regarding admission

policies and requirements for new sports scholars;

8. To establish linkages with local, regional, national and international sports

associations to improve the sports program and activities of the University;

9. To make a proposal to the higher authorities that a budget allocation be made

annually to finance all the sports program and activities of the University;

10. To encourage varsity athletes to organize sports club;

11. To monitor the sports activities of each campus of the University;


12. To survey the needed sports facilities, equipment and supplies in all the campuses of

the University and request higher authorities to put-up and purchase the said needs;

13. To supervise the utilization, care and maintenance of all available physical education,

athletic and cultural facilities in all campuses;

14. To delegate these duties and responsibilities mentioned above, when warranted and

applicable, to the OS heads/ coordinators/ persons-in-charge of campuses/

college/departments;

15. To create and formulate the basic functions, duties and tasks for the OS

heads/coordinators/persons-in-charge of campuses/colleges/departments;




C.3 Head for Cultural and Literary Affairs

The Head for Cultural and Literary Affairs shall be designated by the University

President, subject to the confirmation of the Board. He/she must be at least a holder of an

appropriate master’s degree, preferably an Assistant Professor with three (3) years of teaching

experience and three (3) years of administrative supervisory experience. He/She shall serve for



1. To develop strategies and proposals to enhance the University’s cultural programs;

2. To manage and coordinate cultural programs of the different colleges/departments of

the University;

3. To plan and implement the policies of the University regarding cultural initiatives and

programs that help in University’s development;

4. To establish linkages with different organizations and instructions that may help

create cultural presentations for other clientless/audiences;

5. To develop new marketing programs to enhance the University’s position in the local

and international community;

6. To tap and enhance the artistic abilities of the students and faculty in preparation for

different cultural competitions;

7. To coordinate with the Admission Office and Scholarship office regarding admission

policies and requirements for new culture and arts scholars;

8. To supervise the utilization, care and maintenance of all available physical education,

athletic and cultural facilities in all campuses;

9. To prepare and submit requisitions for culture and arts supplies and equipment for

trainings and competitions;

10. To encourage culture and arts student enthusiast to organize clubs;


11. To recommend to the proper authorities the coaches, trainers and staff and other

interested faculty and employees to attend culture and arts seminar, workshops and

trainings that would hone their skills and competencies;


applicable, to the heads/coordinators/persons-in-charge of campuses/

colleges/departments




C.4 Head for Student Publications

The Head for Student Publications shall be designated by the University President,






1. To formulate and implement the University’s scholastic journalism program as

mandated in RA 7079 otherwise known as the Campus Journalism Act of 1991;

2. To train campus journalist/artists on the various aspects of newspaper and ensure

fruitful participation in press conferences and similar activities;

3. To instruct campus writers, advisers and critics on the application of laws pertaining

to the responsible exercise of press freedom and the requisites for quality publications;

4. To assist duly constituted committees in the annual selection and appointment of staff

members for the different student publications;

5. To help the editorial staff formulate policies and guidelines on effective and efficient

school paper management;

6. To supervise and coordinate activities of all student publications;

7. To help develop writer’s sense of humanity through development-oriented activities;

8. To support the Commission on Higher Education and Department of Education in

uplifting the quality of campus journalism through expert assistance in symposia,

conferences and seminar/training-workshops;




C.5 Head for Student Organizations

The Head for Student Organizations shall be designated by the University President,







1. To oversee the operation of the Federation of Supreme Student Government, Supreme

Student Governments, College Student Body Organizations, and accredited student

organizations;

2. To advise and/or supervise all student government councils in the implementation of

their constitution and by-laws, holding of election, handling of finances, processing of

membership, fund-raising efforts, leadership trainings, involvement in community- or

national-oriented activities, documentation, and other pertinent concerns and issues of

student governance;

3. To set and implement policies and guidelines for the application, recognition, and

operation of university-based organizations;

4. To evaluate for approval or disapproval the recommended faculty advisers of student

organizations endorsed by their officers or by the colleges/schools/departments

concerned;

5. To direct the organization advisers of every campus or clustered campus to organize

themselves and form a Council of Student Organization Advisers in order to facilitate

harmony and oneness in the carrying out of activities common to all such as

acquaintance program, sports fest, junior-senior night, fund raising, etc.;

6. To require student organizations and student councils to ascertain that the schedule of

their activities conform to the calendar of activities set by the University Registrar’s

Office and/or by the Administration;

7. To recommend requests of student groups for the use of University facilities to the

proper physical facilities office for approval;

8. To promote linkages with professional organizations for support in the student

formation and development programs by sending student leaders to attend

regional/national seminars or by inviting speakers of national caliber;

9. To encourage active involvement not only in school and local matters, but also in

external matters that could hone their social and political awareness on relevant

current national issues;




C.6 Head, Library Services

The Head of Library Services shall be designated by the University President, subject to

the confirmation of the Board. He/she must be a Licensed Librarian and at least a holder of an

appropriate master’s degree, with three (3) years of administrative supervisory experience.

He/She shall serve for one (1) year unless sooner revoked for unsatisfactory outputs, may be re-



1. To administer and oversee the operation of the University Library, the unit libraries in

satellite campuses, and the reading rooms;

2. To recommend library rules and regulations for promulgation and enforcement;

3. To institute system of informing the University academic community about new

library acquisitions;

4. To allocate new library acquisitions to different unit libraries;

5. To supervise the preparation of requisition and issue voucher of library books and the

technical processing of newly acquired materials for research use;

6. To supervise the preparation of reports which may include library development plan

and other documents;

7. To maintain professional contacts with local and national library

association/organizations;

8. To attend seminar and meetings as instructed;

9. To conduct meetings of library staff on matters regarding library

housekeeping/improvements/complains;

10. To supervise the aligning of library and advise them of their respective assignments;

11. To impose administrative fines prescribed in accordance with University rules for

defacement, mutilation, appropriation, or stealing of any library material or property,

or for any other violation of library rules and regulations;

12. To curtail library privileges of any person who makes unnecessary noise or holds

loud conversation, eats within library premises, or engages in other behavior

disruptive of library operations;

13. To be consistent with University policies, issue implementing rules and regulations as

may be necessary for the proper functioning of the Library;

14. To institute disciplinary action, in accordance with general rules on discipline, against

any person who violates library rules and regulations;




C.7 Head, Medical and Dental Services

The Head of Medical and Dental Services shall be designated by the University

President, subject to the confirmation of the Board. He/she must be a Licensed Physician and at

least a holder of an appropriate master’s degree, with three (3) years of administrative

supervisory experience. He/She shall serve for one (1) year unless sooner revoked for



1. To formulate policies, guidelines and operational standards and techniques related to

the improvement of health services;


2. To formulate plans and programs for health services;

3. To exercise technical supervision over health staff;

4. To evaluate the efficiency and effectiveness of health services;

5. To coordinate with other offices, colleges, and satellite campuses to identify areas

where health personnel can contribute to the effective delivery of health care;

6. To conduct studies/researches to improve health care service;

7. To conduct field visits to extension campuses and other colleges and offices to

determine health problem and needs for personnel and students;

8. To conduct periodic dialogues, meetings and conferences with other health service

personnel and educators;

9. To attend conventions, medical conferences, and symposia for continuous learning;




C.8 Head, Guidance and Counseling Services

The Head of Guidance and Counseling Services shall be designated by the University

President, subject to the confirmation of the Board. He/she must be a Registered Guidance

Counselor and at least a holder of an appropriate master’s degree, with three (3) years of

administrative supervisory experience. He/She shall serve for one (1) year unless sooner revoked



1. To promote the noble aim of the University to cause the formation of young men and

women for intellectual, moral and professional competence as prerequisites to living a

fully human life with a responsible involvement in the development of the community;

2. To plan an prepare the guidance and counseling program, together with the

heads/coordinators/persons-in-charge of campuses/colleges/departments in

accordance with the University mission and vision;

3. To make a proposal to the higher authorities that a budget allocation be made

annually to finance all the guidance and counseling programs and activities of the

University;

4. To assess the needs for program planning, research, evaluation, improvement, and

establishment of accountability;

5. To provide direction and motivation among subordinates for program improvement;

6. To ensure the proper implementation and evaluation of all Guidance Services;

7. To ascertain that ethical standards are observed by the Guidance Personnel which

includes the Guidance Heads, Coordinators, In-Charge and Secretary;

8. To identify programs for student development and value formation;


9. To come up with valid and reliable bases of information on matters pertaining to

student behavior and other concerns;

10. To extend assistance and guidance to students in matters pertaining to personal

problems with concern to their personalities, family problems that affect academic

performance, relationships with their own peers, professors, school personnel and

other individuals;

11. To impart to students, faculty and employees relevant issues and events from which

they will gain psychological growth and help them understand such issues and events;

12. To coordinate with the school community for proper support and understanding of

Guidance activities and services;

13. To determine possible research study that needs to be applied;


applicable, to the OCG heads/ coordinator/persons-in-charge of campuses/

colleges/departments;

15. To create and formulate the basic functions, duties and tasks for the OGC

heads/coordinators/persons-in-charge of campuses/colleges/departments;

16. To recommend to the proper authority to designate Counselors in each

college/department;




C.9 Head, Domiciliary Services

The Head of Domiciliary Services shall be designated by the University President,

subject to the confirmation of the Board. He/she is preferably a holder of an appropriate master’s

degree and with three (3) years of administrative supervisory experience. He/She shall serve for



1. To supervise effectively and efficiently the operation of the dormitories and hostel of

the University;

2. To implement dormitory house rules;

3. To maintain in good condition all fixtures in the dormitories and hostel;

4. To maintain cleanliness and good hygiene in the place;

5. To provide standard services to the students, guests, and visitors towards clientele

satisfaction;

6. To keep records of all transactions especially the in-and-out of every occupant;

7. To advise clients that payment should be made with the University Collecting Office;

8. To coordinate and make request for all the fixtures needed in the dormitory;

9. To make schedule of the dormitory staff;





D. University Director for Admission/University Registrar

The University Director for Admission/University Registrar shall be designated by the

University President, subject to the confirmation of the Board. He/she must be at least a holder of

an appropriate master’s degree, with five (5) years of administrative supervisory experience.



1. To supervise the efficient, effective and transparent implementation of recruitment,

admission and registration policies, programs, projects and activities of the University;

2. To assist the VP-ASA in the formulation, review and implementation of policies,

guidelines and programs pertaining to admission and registration;

3. To safeguard the integrity and security of all student physical records at the Office of

the University Registrar;

4. To coordinate with the Chief for University Management Information System Office

to safeguard the integrity and security of all students records stored in the University

Information System;

5. To issue transfer credentials, transcript of records, student permanent records,

certificates of honorable dismissal, diploma and certificates of good moral character;

6. To authenticate all original copies of official records issued to students;


a) To sign as approving official in the Daily Time Records (DTR) of all staff of the

Office of the University Registrar/Director for Admission; and

b) Signs as requesting official in the Supply Availability and Inquiry (SAI),

Requisition and issuance Slip (RIS) and Purchase Request (PR) of the Office of

the University Registrar/Director for Admission.

8. To serve as the Ex-Officio Secretary of the University Academic Council who shall

receive all communications for, and shall keep custody of the records of the Council.

9. To serve as:

a) Member of the University Administrative Council; and

b) Ex-Officio Chairman of all standing and/or ad hoc committees relating to

admission and registration.


a) Weekly Report on Enrollment during the enrollment period;

b) Final Report on Enrollment not later than one (1) week after the closing of

enrollment period;

c) Annual Budget and its corresponding Project Procurement Management Plan


d) Annual Accomplishment Report before January 31 of every year; and

e) Other reports/documents that the University President may require from time to

time.



President.

E. University Director for Curricular Program Accreditation

The University Director for Curricular Program Accreditation shall be designated by


appropriate doctorate degree, preferably an accredited Professor with seven (7) years of teaching




1. To spearhead the accreditation of all the curricular programs of the University;

2. To determine the needs and assess the compliance by, the University of accreditation

standard set by recognized accrediting agencies for state universities and colleges and

by the Commission of Higher Education;

3. To coordinate the accreditation activities of all academic colleges of the University;

4. To maintain updated expertise in the field of accreditation and to impart such

expertise to the University to be in step with the advances in higher education;

5. To study and benchmark the accreditation experiences of various schools of learning,

both private and public;

6. To submit to the VP-ASA a periodic report containing the key areas for accreditation,

and its principal features together with the recommended courses of action; and


President.

F. Deans of Colleges

The Deans of Colleges shall be designated by the University President, subject to the

confirmation of the Board. The Dean should be at least a holder of appropriate master’s degree,

preferably an Assistant Professor with three (3) years of teaching experience and three (3) years

of administrative/supervisory experience. He/She shall serve for one (1) year unless sooner

revoked for unsatisfactory outputs, may be re-designated without prejudice, and shall perform

the following duties and functions:

1. To plan, implement, supervise and evaluate the curricular programs, co- and extra-

curricular activities of the college, including similar curricular programs in satellite

campuses that encompass instruction, research, training, extension and production;

2. To review curriculum outlines and course syllabi of the college to ensure that they

meet the minimum standards set by CHED Memorandum Orders on Policies and

Standards for Undergraduate Programs;

3. To recommend to the Vice President for Academic and Student Affairs the

development and offering of new curricular programs and the revision or abolition of

existing curricular programs of the college, including its extension programs in

satellite campuses;

4. To review the textbooks, references, instructional materials, laboratory manuals and

visual aids to be used for each curricular program of the college;


5. To recommend to the Vice President for Academic and Student Affairs the hiring,

designation, transfer or termination of employment/services of faculty members and

staff of the college;

6. To recommend to the Vice President for Academic and Student Affairs the teaching

load and quasi-academic assignment of faculty members and workload of staff

members of the college;

7. To recommend to the Vice President for Research and Technology Development the

plans, programs and activities pertaining to Research and Technology Development

to be implemented by the college;

8. To recommend to the Vice President for Income Generation and Extension Programs

the plans, programs, and activities pertaining to income generation, extension and

training programs to be implemented by the college;

9. To Conduct performance evaluation of all faculty members of the college not later

than one month before the end of every semester/summer;


a) To sign as approving official in the Daily Time Records (DTR) of faculty and

staff of the college;

b) To sign as recommending official in the travel slips of all subordinates for all

travels within Zambales; and

c) To sign as requesting official in the Supply Availability and Inquiry (SAI),

Requisition and issuance Slip (RIS) and Purchase Request (PR) of the college.

11. To serve as:

a) Chairperson of the College Academic Council;

b) Member of the University Academic Council;

c) Member of the University Administrative Council;

d) Member of the University Research Development Council;

e) Member of the University Income Generation Council; and

f) Member of the University Training and Extension Council.


a) College’s tentative schedule of classes at the Iba Campus two (2) weeks before

start of enrollment;

b) College’s final schedule of classes at the Iba Campus one (1) week after the start

of classes;

c) The final individual teaching loads of faculty members of the college not later

than (2) weeks after the start of classes;

d) Faculty and staff members’ daily time records (DTR) for the month within the


e) Performance evaluation ratings of faculty members not later than one (1) week

after the end of every semester/summer;

f) College’s Annual Budget and its corresponding Project Procurement Management

Plan (PPMP) before September 30 of every year;

g) College’s Three-Year Development Plan that is in accordance with the



h) College’s Annual Accomplishment Report before January 31 of every year; and

i) Other reports/documents that the VP for ASA, VP for Income Generation and

Extension Programs, VP for Research and Technology Development or the

University President may require from time to time.


13. To perform other functions as may be assigned by the VP-ASA, VP-IGEP, VP-RTD


F.1 Program Chairs / Principal

The Program Chairs shall be designated by the University President, upon

recommendation of the VP-ASA and College Deans, subject to the confirmation of the Board.

The Program Chair should be at least a holder of appropriate master’s degree, preferably an

Assistant Professor with three (3) years of teaching experience and three (3) years of




1. To develop curriculum outlines and course syllabi of the curricular program in

accordance with CHED’s Memorandum Orders on Policies and Standards for

Undergraduate Programs;

2. To identify textbooks and references and develops instructional materials, laboratory

manuals and visual aids to be used for the curricular program;

3. To recommend to the College Dean the faculty members to be assigned to teach in

the curricular program;

4. To review the teaching loads of faculty members and their performance;

5. To recommend to the College Dean the hiring, designation, transfer or termination of

employment/services of faculty members in the curricular program;

6. To recommend to the College Dean the distribution of faculty assignments for

research/thesis, field practice, apprenticeship or on-the-job training advisement;

7. To propose research, extension, or production projects to be conducted by the college

in accordance with the standards of accreditation;

8. To serve as member of the Academic Council;


10. To perform other functions as may be assigned by the VP-ASA, VP-IGEP, VP-RTD


G. University Coordinator for NSTP

The University Coordinator for NSTP shall be designated by the University President,

subject to the confirmation of the Board. He/She should be at least a holder of appropriate


and three (3) years of administrative/supervisory experience. He/She shall serve for one (1) year



1. To supervise the efficient, effective and transparent implementation of NSTP-related

policies, programs, projects and activities of the University by the following

subordinate officials:

a. Assistant University Coordinator, ROTC;

b. Assistant University Coordinator, CWTS; and

c. Assistant University Coordinator, LTS.


2. To coordinate and monitor the conduct of NSTP-related programs, projects, activities

and classes in the colleges and campuses;

3. To assist the VP-ASA in the design, formulation, adoption and implementation of

NSTP courses, policies, programs, projects and activities of the University;

4. To orient enrolled NSTP students regarding the NSTP programs and its goals and

objectives.

5. To coordinate with local government units (LGUs) and non-government units (NGOs)

regarding the possible tie-up for community projects.


a) To sign as approving official in the Daily Time Records (DTR) of all subordinate

officials and staff; and


Requisition and issuance Slip (RIS) and Purchase Request (PR) from within

subordinate offices.

7. To serve as:

a) Member of the University Academic Council; and

b) Member of the University Administrative Council.


a) NSTP Weekly Report on Enrollment during the enrollment period;

b) NSTP Final Report on Enrollment not later than one (1) week after the closing of

enrollment period;

c) Annual Budget and its corresponding Project Procurement Management Plan


d) Annual Accomplishment Report before January 31 of every year; and

e) Other reports/documents that the University President may require from time to

time.


President.

V. Officials Directly under the Vice President for Administration and Finance

A. University Director for Administrative Services

The University Director for Administrative Services shall be designated by the


appropriate master’s degree with five (5) years of administrative/supervisory experience. He/She


designated without prejudice, and shall supervise the following services: human resource

management, supply and property management, physical plant and infrastructure development,

records management, general services and energy management, and motorpool services.

A.1 Head, Human Resource Management Office

The Head of Human Resource Management Office shall be designated by the


appropriate master’s degree with three (3) years of administrative/supervisory experience.




1. To implement comprehensive and balanced personnel development programs

designed to raise the level of efficiency, effectiveness and morale of the personnel in

the University;

2. To supervise the preparation and processing of personal actions on appointments,

leave credits, transfers, detail, resignations, reinstatements, insurance, retirement

claims, salary adjustments, promotions, position classification, reclassification,

upgrading, employment and reassignment;

3. To administer the position classification and compensation system (as prescribed by

the Department of Budget and Management) and other employee welfare programs

such as medical and hospitalization benefits, health and safety standards, disability,

retirement and other benefits;

4. To establish and implement a sound recruitment and selection system within the

University;

5. To assist the University President in the development and implementation of

performance evaluation systems and employee recognition programs;

6. To prepare, update and submit all reports required by Civil Service Commission

(CSC), i.e., publications, statistical reports, queries , and justifications and other

related personnel actions;

7. To supervise the preparation of all payrolls;

8. To manage and implement an effective and accurate record-keeping of employees’

attendance;

9. To keep and maintain a complete and updated personnel information system;

10. To maintain and safeguard the security and integrity of all personnel records;

11. To disseminate civil service rules and regulations to employees;

12. To maintain an effective liaison with other agencies like CSC, DBM, GSIS,

PhilHealth, Pag-Ibig , BIR and others government agencies;


a) To sign as certifying official in all payrolls;

b) To sign as certifying official in employees application for leave of absence;

c) To sign as certifying official in employees application for monetization of leave

credits;

d) To sign as approving official in the Daily Time Records (DTR) of all subordinate

staff; and

e) To sign as requesting official in the Supply Availability and Inquiry (SAI),

Requisition and issuance Slip (RIS) and Purchase Request (PR) of the office.

14. To serve as:

a) Member of the Administrative Council;

b) Secretary of the Personnel Selection Board (PSB); and

c) Ex-Officio Member of standing / ad hoc committees relating to personnel matters.

15. To maintain, prepare and submit the following reports:

a) Individual employee’s service record ledger;

b) Individual employee’s accrued leave ledger;

c) Individual employee’s personal data sheet (PDS) file;


d) Individual employee’s statement of assets and liabilities (SALN);

e) Individual employee’s performance rating;

f) Individual employee’s deductions ledger for each of the following: GSIS

premium and loans, Pag-Ibig premium and loans, PhilHealth premium,

withholding taxes and other deductions from employees’ salaries;

g) Contract s of faculty members under contract of service;

h) Contracts of non-teaching personnel under job order;

i) Project Procurement Management Plan (PPMP) of the office before September 30

of every year;

j) Annual Accomplishment Report of the office before January 31 of every year;

and

k) Other reports/documents that the University President may require from time to

time.

16. To perform other functions as may be assigned by the VP-A&F or the University

President.

A.2 Head, Supply and Property Management Office

The Head of Supply and Property Management Office shall be designated by the


appropriate master’s degree with three (3) years of administrative/supervisory experience.



1. To supervise the inspection, acceptance, issuance, inventory and disposition of all

properties of the University;

2. To develop and implement a system and procedure that will ensure the availability of

common use supplies and materials at all times;

3. To supervise the conduct of physical inventory of all properties of the University as

required by law and as often as required by the University President;


a) To sign as accepting official in the Inspection and Acceptance Report (IAR);

b) To sign as certifying official in the Supplies Availability Inquiry (SAI);

c) To sign as certifying official in the Waste Materials Report (WMR);

d) To sign as issuing official in the Requisition and Issue Slip (RIS);

e) To sign as issuing official in the Property Acknowledgement Receipt (PAR);

f) To sign as approving official in the Daily Time Records (DTR) of all subordinate

staff; and

g) To sign as requesting official in the Supply Availability and Inquiry (SAI),


5. To serve as member of the Administrative Council;


a) Stock cards;

b) Property cards;

c) Monthly Report of Supplies and Materials Issued (RSMI) not later the one week

after the end of each month;

d) Quarterly Inventory and Inspection Report of Unserviceable Properties not later

than one (1) month after end of each quarter;

e) Annual Report on the Physical Count of Inventories (RPCI) not later than January

31 of the next year;


f) Annual Report on the Physical Count of Property, Plant and Equipment (RPCPPE)

not later than January 31 of the next year;

g) Project Procurement Management Plan (PPMP) of the office before September 30

of every year;

h) Annual Accomplishment Report of the office before January 31 of every year;

and

i) Other reports/documents that the University President may require from time to

time.


President.

A.3 Head, Physical Plant and Infrastructure Development Services

The Head of Physical Plant and Infrastructure Development Services shall be

designated by the University President, subject to the confirmation of the Board. He/She is a

Civil Engineer and preferably a holder of appropriate master’s degree with three (3) years of




1. To study facility management on its development, implementation, evaluation

reporting on: procedures to improve efficiency and reduce costs, resource

conservation programs, safety programs for employees, staff training, maintenance

management system, property management system, property management and

property development.

2. To provide over-all direction in the planning and study of the facilities, equipment

and grounds management;

3. To prepare preliminary plan sketches of various proposed capital projects including

buildings, roadways, shaded walks, drainage system, water and electric facilities, etc.;

4. To design and prepare drawing of site development plans;

5. To supervise in coordination with representatives of authorized agencies, the

construction/development of the capital projects of the University;

6. To inspect buildings and grounds and determine safety repair works needed;

7. To assist in the planning and implementation of the infrastructure projects of the

University;

8. To provide advice and assistance on physical development of the school;



President.

A.4 Head, Records Management Services Office

The Head of Records Management Office shall be designated by the University


master’s degree with three (3) years of administrative/supervisory experience. He/She shall serve

for one (1) year unless sooner revoked for unsatisfactory outputs, may be re-designated without



1. To supervise the implementation of the records management system of the University

in keeping and maintaining record storage for the efficient management of valuable

records and in preserving archival and historical documents;

2. To supervise the implementation and monitoring of policies, rules and regulations on

the security, proper safekeeping and management of university records and other vital

records;

3. To formulate, recommend, implement and review policies on safekeeping of officials

documents and records to effect better control and management ;

4. To supervise the transfer and disposal of records in accordance with law, rules and

regulations;

5. To control all records and ensure their safe preservation/protection;

6. To authenticate all official documents and records maintained in the office;



staff; and



8. To serve as member of the University Administrative Council;


a) Project Procurement Management Plan (PPMP) of the office before September 30

of every year;

b) Annual Accomplishment Report of the office before January 31 of every year;

and

c) Other reports/documents that the University President may require from time to

time.


President.

A.5 Head, General Services Office

The Head of General Services Office shall be designated by the University President,


degree with three (3) years of administrative/supervisory experience. He/She shall serve for one

(1) year unless sooner revoked for unsatisfactory outputs, may be re-designated without


1. To supervise all general services personnel in the upkeep and cleanliness of school

and administrative buildings, hostels, dormitories, canteens, offices, classrooms,

comfort rooms, grounds and premises of the University;


2. To direct and supervise the work of ground and building maintenance men and

laborers;

3. To plan, assign and review the work of ground and building maintenance men and

laborers;

4. To direct the repair of floors, walls, partitions, windows and doors, etc. including

masonry and painting works;

5. To direct plumbing work on the repair if clogged pipes, leaking pipes, water closets

and faucet and connect new lines for additional outlets;

6. To maintain the overall cleanliness and upkeep of buildings, toilets, classrooms,

offices and school premises; and



staff; and





a) Monthly schedule of general services personnel’s area of assignment;

b) Project Procurement Management Plan (PPMP) of the office before September 30

of every year;

c) Annual Accomplishment Report of the office before January 31 of every year;

and

d) Other reports/documents that the University President may require from time to

time.


President.

A.6 Head, Motorpool Services

The Head of Motorpool Services shall be designated by the University President, subject

to the confirmation of the Board. He/She is preferably a holder of appropriate master’s degree

with three (3) years of administrative/supervisory experience. He/She shall serve for one (1) year



1. To repair and maintain school vehicles;

2. To provide daily information of the whereabouts and destinations of all vehicles;

3. To supervise the daily check-up of all vehicles to maintain its good running condition;


4. To recommend daily requisition of all supplies and materials for school vehicles;

5. To schedule officials travels of all drivers;

6. To direct and supervise technicians, power plant operators and drivers in the

maintenance and repair of the school power plants, machinery, shop and office

equipment and motor vehicles;

7. To see to it that maintenance of school power plant, machinery, shop and office

equipment and motor vehicles are in good condition at all time;


a) To sign as certifying official in the Trip Tickets on the availability of government

vehicles;

b) To sign as approving official in the Daily Time Records (DTR) of all subordinate

staff; and





a) Trip tickets of official travels;

b) Inspection Report of Government Vehicles for Repair;

c) Weekly Schedule of government vehicles for official travels;

d) Project Procurement Management Plan (PPMP) of the office before September 30

of every year;

e) Annual Accomplishment Report of the office before January 31 of every year;

and


time.


President.

B. University Director for Financial Management Services

The University Director for Financial Management Services shall be designated by the


appropriate master’s degree with five (5) years of administrative/supervisory experience. He/She


designated without prejudice, and shall supervise the following services: budgeting, collecting,

disbursing, accounting, procurement, and the University Management Information System.

B.1 Head, Budgeting Services Office

The Head of Budgeting Services Office shall be designated by the University President,





1. To supervise the preparation of proposed annual budgets of all campuses, colleges,

offices and units of the University;

2. To consolidate and prepare the proposed annual budget of the University for

submission to the Board of Regents, DBM, House of Representatives, and Senate;


3. To assist all heads of campuses, colleges, offices and units in preparing their Project

Procurement Management Plan (PPMP);

4. To assist the BAC and BAC Secretariat in preparing the consolidated Annual

Procurement Plan (APP) of the University;

5. To monitor and evaluate whether actual income and expenditures of all self-

liquidating units of the University are in accordance with their proposed annual

budgets.

6. To update the University President and Vice President for Administration and

Finance on laws, executive orders and circulars on budgeting rules and regulations;

7. To assist the University President during budget presentation to the Board of Regents,

and budget hearings conducted by DBM, Congress and Senate of the Philippines;


a) To sign as certifying official in Obligation Request (ObR) and Budget Utilization

Request (BUR);


staff; and



9. To serve as:

a) Member of the University Administrative Council;

b) Permanent member of the Bids and Awards Committee (BAC); and

c) Ex-Officio Chairman of all standing and/or ad hoc committees relating to budget.


a) Registry of Allotments and Obligations – Capital Outlay (RAOCO)

b) Registry of Allotments and Obligations – Maintenance and Other Operating

Expenses (RAOMO)

c) Registry of Allotments and Obligations - Personal Services (RAOPS)

d) Registry of Allotments and Obligations – Financial Expenses (RAOFE)

e) Proposed Annual Budget (GAA) of the University on or before March 31 of every

year;

f) Proposed Annual Budget (Use of Income) of the University on or before October

31 of every year;

g) Project Procurement Management Plan (PPMP) of the office before September 30

of every year;

h) Annual Accomplishment Report of the office before January 31 of every year;

and

i) Other reports/documents that the University President may require from time to

time.


President.

B.2 Head, Collecting Services Office

The Head of Collecting Services Office shall be designated by the University President,






1. To supervise all collecting officers and staff, including those assigned in satellite

campuses, in the collection and deposit of student fees, auxiliary services fees, stall

rentals, sales from productions and income-generating projects, bidding documents

fees, other fees and cash refunds due to the University;

2. To ensure that all collecting officers, including those assigned in satellite campuses,

are performing their duties and responsibilities in accordance with University policies

and government accounting and auditing rules and regulations relating to receipt,

custody and deposit of cash;



staff; and



4. To serve as:



collections.


a) Daily/Weekly/Monthly Cash Receipts Record;

b) Daily Report of Collections and Deposits (RCD);

c) Report of Accountability for Accountable Forms (RAAF);

d) Project Procurement Management Plan (PPMP) of the office before September 30

of every year;

e) Annual Accomplishment Report of the office before January 31 of every year;

and


time.


President.

B.3 Head, Disbursing Services Office

The Head of Disbursing Services Office shall be designated by the University President,





1. To supervise all disbursing officers and staff, including those assigned in satellite

campuses, in all transactions of the University relating to cash or check disbursements;

2. To ensure that all disbursing officers, including those assigned in satellite campuses,

are performing their duties and responsibilities in accordance with University policies

and government accounting and auditing rules and regulations relating to cash or

check disbursement;


a) To sign as disbursing official in all checks issued by the University;


staff; and




4. To serve as:



disbursements.


a) Daily/Weekly/Monthly Check Disbursements Record (CkDR);

b) Daily/Weekly/Monthly Cash Disbursements Record (CDR);

c) Daily Report of Checks Issued (RCI);

d) Daily Report of Disbursements (RD);

e) Report of Accountability for Accountable Forms (RAAF);

f) Project Procurement Management Plan (PPMP) of the office before September 30

of every year;

g) Annual Accomplishment Report of the office before January 31 of every year;

and


time.


President.

B.4 Head, Accounting Services Office

The Head of Accounting Services Office shall be designated by the University President,

subject to the confirmation of the Board. He/She is a Certified Public Accountant (CPA) and

preferably a holder of appropriate master’s degree with three (3) years of




1. To supervise all accounting officers and staff, including those assigned in satellite

campuses, in all transactions of the University relating to budgeting, collections, and

disbursements;

2. To ensure that all financial transactions of the University are conducted in accordance

with existing laws, government accounting and auditing rules and regulations and

University policies;

3. To maintain and safeguard the security and integrity of all books of accounts,

registries, records, forms and reports in accordance with the New Government

Accounting System (NGAS);


a) To sign as certifying official in the Disbursement Voucher on the availability of

fund/ cash and completeness of supporting documents;

b) To sign as certifying official in the Purchase Request/Purchase Order on the

availability of fund/cash;

c) To sign as approving official in the Daily Time Records (DTR) of all subordinate

staff; and

d) To sign as requesting official in the Supply Availability and Inquiry (SAI),


5. To serve as:


b) Ex-Officio Member of all standing and/or ad hoc committees relating to finance.



a) Daily Cash Position before the closing hour of every working day;

b) Quarterly Interim Trial Balance and Financial Statements not later than one (1)

month after the end of each quarter;

c) Report on Student Account Balances Per Semester Per College/Campus not later

than one (1) month after the end of each semester/trimester/summer;

d) Annual Report and Financial Statements of the University not later than one (1)

month after the end of each calendar year;

e) Report of Accountability for Accountable Forms (RAAF);

f) Project Procurement Management Plan (PPMP) of the office before September 30

of every year;

g) Annual Accomplishment Report of the office before January 31 of every year;

and


time.


President.

B.5 Head, Procurement Services Office

The Head of Procurement Services Office shall be designated by the University


master’s degree with three (3) years of administrative/supervisory experience. He/She shall serve

for one (1) year unless sooner revoked for unsatisfactory outputs, may be re-designated without


1. To supervise, manage and monitor all phases of the procurement activities of the

University;

2. To provide technical support and recommend appropriate procurement method to the

Bids and Awards Committee (BAC);

3. To take charge of all post-award contract management activities:

4. To monitor compliance with the terms and conditions of the procurement process;

5. To initiate sanctions against erring supplies, contractors and consultants, including the

forfeiture of performance security and blacklisting;

6. To consolidate the PPMPs of the different departments/divisions/offices/units;



staff; and



8. To serve as:

a) Head, BAC Secretariat;

b) Temporary Member, Bids and Awards Committee (BAC); and

c) Member, Administrative Council


a) Bidding documents;

b) Price monitoring list;

c) Registry of suppliers, contractors and consultants;

d) University’s Annual Procurement Plan not later than October 31 of every year;


e) Project Procurement Management Plan (PPMP) of the office before September 30

of every year;

f) Annual Accomplishment Report of the office before January 31 of every year;

and

g) Other reports/documents that the University President may require from time to

time.


President.

B.6 Head, University Management Information System Office

The Head of University Management Information System Office shall be designated by


of appropriate master’s degree with three (3) years of administrative/supervisory experience.



1. To provide institution-wide leadership and direction in the management and operation

of the information and communication technology services across the University;

2. To lead and coordinate the development and implementation of integrated, strategic

ICT plans and policies for the University;

3. To lead, guide and recommend the institutional information technology budgeting

processes; and provides leadership in cost and productivity analysis;

4. To maintain and update the University website for transparency seal as required by

the IATF;

5. To integrate and coordinate the development of and implementation of ICT programs

across the University, to achieve maximum institution-wide efficiencies and synergies;

coordinate the identification and prioritization of required ICT initiatives among the

University’s various operating components;

6. To provide direction and leadership in the review of present ICT systems and

methods, and in the formulation of new and revised systems;

7. To maintain professional contact with other Universities, external research entitles,

equipment, manufacturer, and professional organizations concerning existing and

developing information and communication technologies;

8. To lead the planning and development of the University-Wide strategies for

generating resources and/or revenues for ICT;

9. To maintain knowledge and understanding of current and developing information

systems technology, equipment, and systems by attending educational training and

workshops; establishing personal network and bench making of the arts practices; and



President.


VI. Officials Directly under the Vice President for Research, Extension, Training and

Production

A. University Director for Research and Publication

The University Director for Research and Publication shall be designated by the University

President, subject to the confirmation of the Board. Preferably, he/she is a holder of appropriate



1. To coordinate all research activities of the University;

2. To establish research priority areas based on provincial/regional/national research

agenda;

3. To evaluate research proposals and recommend funding support;

4. To initiate the establishment of linkages with other agencies;

5. To recommend worthwhile researches for publication in the research journals;

6. To help in soliciting and procuring appropriate incentives to outstanding researchers.



President.

B. University Director for Extension Program

The University Director for Extension Program shall be designated by the University

President, subject to the confirmation of the Board. Preferably, he/she is a holder of appropriate



1. To make a periodic appraisal of extension problems affecting communities,

particularly those in the service of the University;

2. To evolve extension plans, programs, and new approaches, that shall improve the

efficiency, productivity, income, and general well-being of the people in the service

area;

3. To recommend the establishment of linkages with government and private

organizations carrying on extension type activities for approval and implementation;

4. To organize and manage training-seminar activities designated for various clientele in

cooperation with the other units of the University;

5. To coordinate all extension activities of the various units of the University;

6. To relate closely the extension programs of the University with those of research and

instruction;

7. To recommend the budget for long and short range plans necessary for the efficient

implementation of the extension functions of the University;


8. To prepare and submit periodic and other necessary reports to the President through

the VP for Research and Extension;

9. To disseminate information on new technologies and innovations and research

findings of the University to end-users;



President.

C. University Director for Training and Development

The University Director for Training and Development shall be designated by the

University President, subject to the confirmation of the Board. Preferably, he/she is a holder of



functions:

1. To make a periodic appraisal of training requirements of communities, particularly

those in the service area of the University;

2. To evolve training plans, programs, and new approaches, that shall improve the

efficiency, productivity, income, and general well-being of the people in the service

area;

3. To recommend the establishment of linkages with government and private

organizations carrying on training type activities for approval and implementation;

4. To organize and manage training-seminar activities designated for various clientele in

cooperation with the other units of the University;

5. To coordinate all training activities of the various units of the University;

6. To relate closely the training programs of the University with those of research and

instruction;

7. To recommend the budget for long and short range plans necessary for the efficient

implementation of the training functions of the University;

8. To prepare and submit periodic and other necessary reports to the President through

the VP-IGEP;

9. To disseminate information on new technologies and innovations and research

finding of the University to end-users;



President.

D. University Director for Income Generation Projects

The University Director for Auxiliary/Income Generation Projects shall be designated by

the University President, subject to the confirmation of the Board. Preferably, he/she is a holder





1. To establish systems and procedures to promote transparency and equity of all

transactions pertaining to income generating programs of the University;

2. To establish income generating projects and prepare guidelines for IGP sharing

scheme for the university;

3. To assess and monitor the viability of the various income generating projects of the

University;

4. To submit quarterly and annual reports to the Vice President for Income Generation

and Extension Program (VP-IGEP) highlighting the magnitude of income and other

resource generated for the University;

5. To provide leadership in conducting Annual Performance Review and Planning

Workshop to update/enrich the income generating programs of the University;

6. To establish linkages with funding agencies;

7. To prepare guidelines in the implementation of income generating projects of the

University;



President.

E. University Director for Gender and Development

The University Director for Gender and Development shall be designated by the




functions:

1. To supervise the annual planning, budgeting, and programming of GAD PPA’s in the

University to ensure that the GAD agenda shall be mainstreamed in the various

operations in all the campuses of the University;

2. To accomplish and submit Annual and Medium-Term GAD Plan and Budget to the

Department of Budget and Management on or before the first week of May or

depending on the deadline set by the national agency;

3. To accomplish quarterly and annual GAD accomplishment reports and submit such to

the DBM, National Economic Development Authority, National Commission on the

Role of Filipino Women, and to the Office of the University President;

4. To devise policies and other mechanisms to monitor and evaluate the design and

implementation of GAD PPAs in the different departments in the University;

5. To aid the Campus GAD Coordinators in supervising the implementation and

monitoring of GAD PPAs in all the campuses of the University;

6. To ensure that the University GAD agenda is mainstreamed into the extension

program of the University; spearhead GAD planning into the extension program and


ensure gender-sensitivity and responsiveness of the extension PPA’s of the University;

ensure the monitoring, documentation and reporting of accomplishment of gender

mainstreaming in extension.

7. To maintain effective team building among the GAD Council members particularly

among the coordinators through university-wide review, planning and mentoring

sessions, quarterly meetings and R&D teams;

8. To spearhead the conduct of gender trainings, researches, and extension projects;

9. To coordinate the holding of University-wide GAD activities such as the holding of

the Women’s Month celebration in March and National Rural Women’s Day of

August 16;

10. To facilitate the logistics to expedite the release of funds for GAD PPAs;

11. To establish and maintain effective linkages with local, national, and international

entities dealing with GAD-related issues and concerns;

12. To represent the University in provincial, regional and national events on GAD;



President.

F. University Directors for Research Centers

VII. References

Manual of Operations for State Universities and Colleges by CHED and PASUC

Republic Act No. 8498: RMTU Charter

Republic Act No. 8292: Higher Education Modernization Act of 1997

Technological University of the Philippines Administrative Manual

University Code of the University of the Philippines

University Code of Batangas State University

University Code of Central Luzon State University

University Code of Ramon Magsaysay Technological University

Republic of the Philippines

Ramon Magsaysay Technological University (Formerly Ramon Magsaysay Polytechnic College, Western Luzon Agricultural College and Candelaria School of Fisheries)

Main Campus, Iba, Zambales Tel./Fax No. (047) 811-1683│[email protected]

www.rmtu.edu.ph .

Summary of Functions of Officials/Units

in the RMTU Matrix-Designed Organizational Structure Approved per BOR Resolutions No. 741 & 742, s. 2014

1. Board of Regents The governing body of the Ramon Magsaysay Technological

University.

2. University President The Chief Executive Officer (CEO) of the University.

3. Academic Council,

Administrative Council,

Research, Extension,

Training & Production

Council

Review, formulate, recommend and implement policies governing

the four mandates of the University, namely: instruction, research,

extension, and production.

4. National Government

Agencies

Network linkages and partners of the University towards fulfilling

its mandates.

5. University and Board

Secretary

Acts as the Central Information Officer for the Board of Regents

and the University.

6. Presidential Management

Staff

Manages the daily operation of the Office of the University

President.

7. Standing Committees

Recommend course of action to the University President that

concerns bids and awards, personnel and faculty selection,

performance management, grievance and oversight.

8. Vice President for

Administration and Finance

(VP-AF)

Recommends and implements programs and policies in

administrative operations, planning, and finance matters towards

clientele satisfaction.

8.1. Directors Assist the VP-AF in managing the two divisions: administrative

services and financial management services.

8.2. Unit Heads

Manage the frontliners in every unit in providing prompt and

quality service to every clientele. Included in the administrative

services are human resource, supply and property, physical plant

and infrastructure, records, general services, and motorpool. For

finance services are budgeting, collecting, disbursing, accounting,

procurement, and MIS.

9. Vice President for Academic

and Student Affairs

(VP-ASA)

Recommends and implements programs and policies in the delivery

of effective, relevant and quality education of higher learning

towards molding lifelong learners.

9.1. Directors

Assist the VP-ASA in managing the advanced education,

instruction, student affairs, admission, and curricular program

accreditation.

9.2. Unit Heads

Manage respectively the student services which include scholarship,

placement, sports, cultural and literary, student publications, student

organizations, library, medical and dental, guidance and counseling,

and domiciliary.

9.3. College Deans

Manage the implementation of programs and policies in the four

mandates of the University in the college unit. Colleges include

teacher education, engineering, accountancy and business,

industrial technology, information technology, nursing, agriculture,

fisheries, forestry, arts and sciences, law, tourism and hotel and

restaurant management.

9.4. Program Chairs Supervise the compliance of the University of every curricular

program offering with the requirements set by CHED.

10. Vice President for Research,

Extension, Training and

Production (VP-RETP)

Recommends and implements programs and policies in research,

extension, training and production towards community

empowerment and nation building.

10.1. Directors

Assist the VP-RETP in producing research and publication, conduct

extension programs and training, income generation, and GAD

practices.

10.2. Unit Heads Assist the Directors under the VP-RETP in producing relevant

outputs.

11. University Directors Recommend and implement programs and policies in planning and

development, internal audit, and quality assurance.

12. Campus Directors

Supervise the daily and effective operations of the campus

encompassing the four mandates of the University which include

instruction, research, extension and production. There are seven

campuses located in Iba (Main), Sta. Cruz, Candelaria, Masinloc,

Botolan, San Marcelino, and Castillejos. Source: Terms of Reference RMTU Matrix-Designed Organizational Structure

Prepared by:

CRISTOBAL, JERRY S. Director for Planning and Development

matrix.pdfpage i terms of reference rmtu matrix-designed organizational structure approved per bor...

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