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MANUAL OF OPERATIONS 2015

Volume 1

COVER PAGEThis Manual is published by the:

Office of the Vice-President for Administration

Iñigo St., Obrero, Davao City, Philippines 8000Telefax: +6382 221-7737 Local: 220 | Website: www.usep.edu.ph

Email Address: [email protected]

USeP Manual of Operations v1.0 (2015) ii

MESSAGE FROM THEUNIVERSITY PRESIDENT

Believing in transparency in governance, thismanual has come out through the leadership anddetermination of the officials of the University ofSoutheastern Philippines. My gratitude is therefore to the

members of the committee on the preparation of the Manual of Operations. They offeredinvaluable comments on the policies in the university and recommended some rules for theuniversity to realize its vision: to become a premier university in the ASEAN Region.

Assisted by the competent staff, the committee has formulated an understandableManual, which serves as a guide to the university officials, faculty members, and non-teachingpersonnel to maintain standards of operational excellence. Notably, the Manual ensures efficientimplementation of programs and effective delivery of services to the various constituents ofUSeP.

I am also grateful to the faculty members in Obrero, Mintal, Tagum-Mabini, and Bisligcampuses of the University for their cooperation, insights, and support. This Manual is indeed ahuge help for us to perform our duties and responsibilities in instruction, research, extension,production, and governance.

May this Manual inspire us to take appropriate and timely actions for the benefit of theUniversity, and by extension, the country.

DR. LOURDES C. GENERALAOPresident, USeP

USeP Manual of Operations v1.0 (2015) iii

PREFACEWith the vision to become a premier university in the ASEAN Region, this USEP Manual

of Operations is prepared to serve primarily as a document for university officials, facultymembers, non-teaching personnel, students, and other stakeholders about the policies andstandard operating procedures in the University of Southeastern Philippines.

Anchored on the organizational structure of USEP and the policies mandated by theCommission on Higher Education, this manual has 10 parts:

1. Governance2. General Policies3. Human Resources4. Students5. Administrative Policies6. Financial Policies7. Services8. Income Generating Projects9. Academic Policies10. Research, Development, and Extension

With the collaborative efforts of the committee, the policies and procedures in thismanual are made comprehensible to aid users to develop a solid understanding of the functionsof the different offices in the University.

It is hoped that through this Manual, we shall demonstrate PROFESSIONALISM in allour dealings, promote UNITY among us and our stakeholders, harness STEWARDSHIP inmanaging our resources in order to exemplify EXCELLENCE in Instruction, Research,Extension, Production, and Governance. These shall manifest that USEP is a community ofscholars.

ARISTEO C. SALAPAActing Vice-President for Administration

This University

USeP Manual of Operations v1.0 (2015) iv

Table of ContentsCOVER PAGE...................................................................................................................i

MESSAGE FROM THE UNIVERSITY PRESIDENT ........................................................ii

PREFACE .......................................................................................................................iii

PART I GOVERNANCE ................................................................................................... 1CHAPTER 1. THE UNIVERSITY OF SOUTHEASTERN PHILIPPINES (USEP) ................................................ 2

Section 1. Historical Background............................................................................................ 2Section 2. Mandates of the University ................................................................................... 2Section 3. Academic Thrust .................................................................................................... 2Section 4. Vision, Mission, Goals, and Core Values ................................................................ 3Section 5. Institutional Graduate Attributes (IGA) ................................................................. 5Section 6. The University Seal................................................................................................. 6Section 7. The University Symbol............................................................................................ 7Section 8. The Organizational Structure................................................................................. 7

CHAPTER 2. BOARD OF REGENTS (BOR) ............................................................................................... 8Section 1. Composition of the Board of Regents .................................................................... 8Section 2. Manner of Appointments....................................................................................... 9Section 3. Board Meetings................................................................................................... 11Section 4. Powers and Duties of the BOR ............................................................................. 16Section 5. BOR Actions/Resolutions; DBM and COA Clarifications/Guidelines on

Specific Powers and Duties of the BOR ................................................................ 20CHAPTER 3. ORGANIZATION AND ADMINISTRATION OF SUCS ........................................................... 25

Section 1. SUC Presidency..................................................................................................... 25Section 2. The Vice-Presidents: Duties and Functions .......................................................... 31Section 3. BOR/University Secretary.................................................................................... 32Section 4. The Treasurer ....................................................................................................... 33Section 5. Functions of Administrative Offices ..................................................................... 33

CHAPTER 4. THE FACULTY (PASUC MANUAL OF OPERATIONS) .......................................................... 44Section 1. Regular Members ................................................................................................ 44Section 2. Non-Regular Members/Part Timers..................................................................... 44Section 3. Adjunct Faculty and Affiliate Faculty ................................................................... 46Section 4. Faculty Duties and Responsibilities ...................................................................... 46

CHAPTER 5. OPERATIONAL PROCEDURES FOR COUNCILS (USEP CODE) .............................................. 53Section 1. The University Council.......................................................................................... 53Section 2. Administrative Council ......................................................................................... 54Section 3. Management Committee..................................................................................... 56

CHAPTER 6. COMMITTEES OF THE UNIVERSITY.................................................................................. 57Section 1. Local Scholarship Committee............................................................................... 57Section 2. Committee on Decorum and Investigation (CODI)............................................... 66Section 3. Other Committees................................................................................................ 67

PART 2 GENERAL POLICIES ......................................................................................68CHAPTER 1. GENDER AND DEVELOPMENT (GAD) ................................................................... 69

Section 1. Goal...................................................................................................................... 69

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Section 2. Strategy................................................................................................................ 69Section 3. General Appropriations Act ................................................................................. 69Section 4. USeP Administrative Disciplinary Rules on Sexual Harassment Cases

(Pursuant to Res. No. 01-0940)............................................................................ 69CHAPTER 2. PUBLIC RELATIONS.......................................................................................................... 69

Section 1. Service Pledge ...................................................................................................... 69Section 2. Functions and Responsibilities ............................................................................. 70Section 3. List of Front Line Services ..................................................................................... 70Section 4. Feedback and Readdress Mechanisms ................................................................ 72

CHAPTER 3. COMMUNICATION SYSTEM AND COMMUNICATION PROCESS FLOW ........................... 73Section 1. Non-routinary Document Process Flow (Office of the President) ........................ 73Section 2. Document Process Flow—Documents from External Agencies ....................... 74Section 3. Routinary Document Process Flow (Office of the President) ............................... 75

CHAPTER 4. CONTENT MANAGEMENT POLICIES FOR SIGNAGES AND WEBSITES .............................. 76Section 1. Policies on Bulletin Board..................................................................................... 76Section 2. Content Management System Policies for Official Websites in USeP .................. 78

PART 3 HUMAN RESOURCES ..................................................................................... 81CHAPTER 1. PERSONNEL UNIT (TAKEN FROM THE USEP FACULTY MANUAL)............................................... 82

Section 1. Faculty Recruitment, Appointment and Promotion ............................................. 82Section 2. Faculty Workload................................................................................................. 95Section 3. Benefits, Incentives, Privileges and Awards ......................................................... 98

CHAPTER 2. TRAINING UNIT ............................................................................................................. 114CHAPTER 3. MANPOWER AND CAREER PLANNING UNIT .................................................................114

Section 1. Professional Development Activities..................................................................114Section 2. Awards and Recognition .................................................................................... 115

PART 4 STUDENTS.................................................................................................... 120CHAPTER 1. STUDENT ORGANIZATIONS AND ACTIVITIES ...................................................... 121

Section 1. Goals and Objectives.......................................................................................... 121Section 2. Personnel ........................................................................................................... 121Section 3. Services .............................................................................................................. 121Section 4. General Policies for Membership and Recognition of School Clubs and

Organizations..................................................................................................... 122Section 5. Requirements for Accreditation of Student Clubs/Organizations ...................... 124Section 6. Guidelines on the Operation of Student Clubs/Organizations ........................... 124Section 7. The Board of Management for Student Organizations (BMSO) ........................ 125

CHAPTER 2. CO-CURRICULAR AND EXTRA CURRICULAR ACTIVITIES................................................. 126Section 1. Co-curricular Activities ....................................................................................... 126Section 2. Extra-curricular Activities................................................................................... 126Section 3. Student Government.......................................................................................... 126Section 4. Student Publications .......................................................................................... 128Section 5. Requirement for the Holding of Rally in the University...................................... 129

CHAPTER 3. STUDENT HANDBOOK...................................................................................................130CHAPTER 4. OFFICE OF THE STUDENT SERVICES (OSS) ..................................................................... 130

Section 1. Counseling and Guidance................................................................................... 130Section 2. Student Scholarships and Assistantships ........................................................... 131Section 3. Ancillary Services ............................................................................................... 134Section 4. International Students ....................................................................................... 136Section 5. Career Development Employment Services ....................................................... 137

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Section 6. Recreational, Social and Cultural Services ......................................................... 138Section 7. Other Student-Service Offices ............................................................................ 138

PART 5 ADMINISTRATIVE POLICIES........................................................................ 139CHAPTER 1. SECURITY SERVICE UNIT................................................................................................ 140

Section 1. Rationale............................................................................................................ 140Section 2. Objective ............................................................................................................ 140Section 3. Requirements..................................................................................................... 140

CHAPTER 2. MOTORPOOL UNIT ....................................................................................................... 140Section 1. MISSION: A Safe and Secure Campus.................................................................140Section 2. Traffic and Parking Rules and Regulations ........................................................ 141Section 3. Proponents......................................................................................................... 141Section 4. Traffic................................................................................................................. 141Section 5. Parking............................................................................................................... 143Section 6. Violations ........................................................................................................... 144Section 7. Campus Parking and Traffic Violations Penalties .............................................. 145

CHAPTER 3. SUPPLY MANAGEMENT UNIT........................................................................................ 147Section 1. Use of Electricity ................................................................................................ 147Section 2. Use of Water ...................................................................................................... 147

CHAPTER 4. PROCUREMENT AND GENERAL SERVICES UNIT ............................................................ 147Section 1. Guidelines for Local Use..................................................................................... 147Section 2. Guidelines for Rentals ........................................................................................ 148Section 3. Guidelines for Vehicles ....................................................................................... 149Section 4. Guidelines for Parking and Parking Area ........................................................... 150

PART 6 FINANCIAL POLICIES .................................................................................... 151CHAPTER 1. DEFINITION OF TERMS ...................................................................................... 152CHAPTER 2. THE ORGANIZATIONAL STRUCTURE OF THE FINANCE DIVISION ...................................171CHAPTER 3. DUTIES AND FUNCTIONS OF OFFICERS ......................................................................... 171

Section 1. Finance Director.................................................................................................171Section 2. Budgeting Unit ...................................................................................................172Section 3. Accounting Unit .................................................................................................172Section 4. Cashiering Unit...................................................................................................174

CHAPTER 4. PROCEDURES FOR FINANCIAL TRANSACTIONS ................................................. 174

PART 7 SERVICES.......................................................................................................175CHAPTER 1. THE LIBRARY.................................................................................................................. 176

Section 1. Definition of Terms ............................................................................................ 176Section 2. The Organizational Structure............................................................................. 177Section 3. Library Management System............................................................................. 178

CHAPTER 2. THE CLINIC .................................................................................................................... 203Section 1. Objectives........................................................................................................... 203Section 2. Roles and Responsibilities of the Personnel ....................................................... 204Section 3. Standard Operating Procedure .......................................................................... 207Section 4. Clinic Policies or Protocol ................................................................................... 208Section 5. Clinic Policies...................................................................................................... 210Section 6. Medications ....................................................................................................... 211

CHAPTER 3. THE REGISTRAR .................................................................................................211Section 1. USeP Enrolment Procedure ................................................................................ 212Section 2. Application for Leave of Absence....................................................................... 212

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Section 3. The Permit Cross Enroll/Summer Permit Procedure .......................................... 214Section 4. The Permit for Completion of Grade and Completion of Grade Report

Procedure ............................................................................................................ 215Section 5. The Adding/Dropping/Changing Of Subject Procedure ..................................... 217Section 6. The Petition for Substitution of Courses Procedure ........................................... 218Section 7. The Request for Special Subject Procedure ........................................................ 220Section 8. The Permit to Shift Procedure ............................................................................ 221Section 9. The Validation for Advance Credit Procedure .................................................... 223Section 10. Application for Waiver of Pre-Requisite............................................................. 225

CHAPTER 4. UNIVERSITY GUIDANCE AND TESTING OFFICE .............................................................. 226Section 1. Counseling Services Standard Operating Procedures ........................................ 226Section 2. Testing Services Standard Operating Procedures .............................................. 230Section 3. Conduct of Group Guidance Sessions, Seminars, Workshops, Symposia,

etc. ..................................................................................................................... 234Section 4. Screening and Recruitment of Peer Facilitators ................................................. 234

CHAPTER 5. NATURAL SCIENCE LABORATORIES ............................................................................... 236Policies on the Use of Laboratories.............................................................................................. 236

PART 8 INCOME GENERATING PROJECTS ..............................................................238CHAPTER 1. CORPORATE ECONOMIC DEVELOPMENT OFFICE (CEDO) ............................................. 239

Section 1. Introduction ....................................................................................................... 239Section 2. Objectives........................................................................................................... 239Section 3. CEDO Thrusts ..................................................................................................... 240

CHAPTER 2. IMPLEMENTING OPERATIONAL GUIDELINES, POLICIES, AND PROCEDURES ONCEDO OPERATIONS .................................................................................................................. 240

Section 1. On Organizational Management ....................................................................... 240Section 2. Project Operations ............................................................................................. 242Section 3. On Operational Management............................................................................ 243Section 4. On Operations....................................................................................................243Section 5. Recording Systems and Procedures ...................................................................245Section 6. Record forms and formats needed in Project Operations ..................................247Section 7. Marketing/Product Disposal System..................................................................249Section 8. Product Disposal ................................................................................................ 251Section 9. Process Flow for Salaries and Wages for IGP Personnel, Staff and

Contractual Services........................................................................................... 252Section 10. Financial Management System.......................................................................... 252Section 11. Control System ...................................................................................................254Section 12. Guidelines in the Control System ....................................................................... 255

PART 9 ACADEMIC POLICIES....................................................................................259CHAPTER 1. ACADEMIC MANUAL..................................................................................................... 260

Section 1. Academic Policies and Guidelines ...................................................................... 260Section 2. Admission of Students........................................................................................ 266Section 3. Medium of Instruction ....................................................................................... 271Section 4. Attendance......................................................................................................... 272Section 5. Examination....................................................................................................... 275Section 6. Grading System..................................................................................................277Section 7. Scholastic Delinquency....................................................................................... 281Section 8. Honorable Dismissal .......................................................................................... 283Section 9. Graduation Requirements.................................................................................. 284

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Section 10. Recognition of High Scholastic Achievement ..................................................... 286Section 11. Commencement and Baccalaureate Services .................................................... 291Section 12. Policy on Student Records.................................................................................. 292

CHAPTER 2. CURRICULUM REVISION................................................................................................ 293Section 1. Rule on Pre-requisite.......................................................................................... 293Section 2. Changing of Courses .......................................................................................... 293Section 3. Dropping of Courses........................................................................................... 294Section 4. Substitution of Courses ...................................................................................... 294

CHAPTER 3. EDUCATIONAL FIELD TRIP ............................................................................................. 295

PART 10 RESEARCH, DEVELOPMENT AND EXTENSION ........................................298CHAPTER 1. RESEARCH, DEVELOPMENT AND EXTENSION MANUAL ................................................ 299

Section 1. Research and Extension Classification ............................................................... 299Section 2. Criteria for Identification and Prioritization of Research and Extension

Projects .............................................................................................................. 301Section 3. Proposal Development and Processing.............................................................. 302Section 4. Project Implementation, Evaluation and Monitoring ........................................ 303Section 5. Policies on Implementation and Monitoring of Research and Extension

Projects .............................................................................................................. 304Section 6. Promotion, Storing, and Dissemination of Research Outputs............................ 306Section 7. Publication ......................................................................................................... 307Section 8. Broadcast and other Media ............................................................................... 309Section 9. Marketing and Commercialization ....................................................................309Section 10. Direct Extension .................................................................................................310Section 11. Publication of RDE Outputs................................................................................ 310

CHAPTER 2. INTELLECTUAL PROPERTY RIGHTS (IPR) ........................................................................ 311Section 1. Protection of Intellectual Property..................................................................... 311Section 2. Criteria for Patentability .................................................................................... 311Section 3. National Policy on Patents and Copy Rights of Intellectual Property ................ 312Section 4. University Policies on IPR ................................................................................... 313Section 5. Guidelines on all Copyrightable and Patentable Works..................................... 314Section 6. Guidelines for Patentable Works ....................................................................... 316Section 7. Secretariat of the Copyright and Patent Committees ........................................ 317

APPENDICES.............................................................................................................. 319APPENDIX A - ORGANIZATIONAL STRUCTURE OF USEP....................................................................320APPENDIX B - ADMINISTRATIVE DISCIPLINARY RULES ON SEXUAL HARASSMENT CASES

RESOLUTION NO. 01-0940 ....................................................................................................... 321APPENDIX C – SCORING CARD .......................................................................................................... 335APPENDIX D – STUDENT HANDBOOK ............................................................................................... 336APPENDIX E - FINANCIAL TRANSACTIONS ........................................................................................ 380APPENDIX F – UNIVERSITY FORMS ...................................................................................................386

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List of FiguresFigure 1. USeP Core Values........................................................................................................4Figure 2. Non-routinary Document Process Flow (Office of the President) ............................73Figure 3. Document Process Flow—Documents from External Agencies ...............................75Figure 4. Routinary Document Process Flow (Office of the President) ...................................76Figure 5. The Organizational Structure of the Finance Division of USeP...............................171Figure 6. Library Organizational Structure.............................................................................177Figure 7. Acquisition Process .................................................................................................180Figure 8. Cataloging and Classification Process .....................................................................184Figure 9. Borrowing of Books Process ...................................................................................187Figure 10. AVR Reservation Process ......................................................................................189Figure 11. How to Access Online Database ...........................................................................193Figure 12. How to Search Library Materials in the OPAC Process .........................................197Figure 13. Returning of Books Process ..................................................................................202

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List of TablesTable 1. Institutional Graduate Attributes (IGA)........................................................................5Table 2. Point Allocation and Salary Grade..............................................................................94Table 3. Traffic Violations Penalties.......................................................................................145Table 4. Parking Violations Penalties .....................................................................................146Table 5. Gate pass Sticker/Proximity Card Penalties .............................................................146Table 6. Other Violations Penalties........................................................................................146Table 7. Process Flow of Papers in Procurement and Delivery System.................................242Table 8. Process Flow in Product Disposal.............................................................................252Table 9. Process Flow for Salaries and Wages for IGP Personnel, Staff and

Contractual Services .................................................................................................252Table 10. Activities and Responsibilities/Signatories.............................................................258

PART I

GOVERNANCE

USeP Manual of Operations v1.0 (2015) 2

GOVERNANCE

CHAPTER 1. THE UNIVERSITY OF SOUTHEASTERN PHILIPPINES (USeP)

Section 1. Historical BackgroundThe University of Southeastern Philippines is a regional state universitycreated in 1978 by Batas Pambansa Bilang 12. The University is anintegration of four state institutions, namely: the Mindanao State University-Davao, the University of the Philippines-Master of Management Program inDavao, the Davao School of Arts and Trades, and the Davao NationalRegional Agricultural School. From the four integrated institutions, theUniversity now has the following campuses; (a) the Mintal Campus, (b) theDavao City Campus at Obrero, (c) the Tagum-Mabini Campus which has twounits, the Tagum unit in Tagum City which serves as the main campus andthe Mabini unit in Compostela Valley Province, and (d) the Bislig campus inSurigao Del Sur.

Section 2. Mandates of the UniversityThe University of Southeastern Philippines has the following mandate:

2.1To provide programs of instruction and professional trainingprimarily in the fields of science and technology, especiallymedicine, fisheries, engineering and industrial fields.

2.2 To promote advanced studies, research and extension servicesand progressive leadership in science, agriculture, forestry,fisheries, engineering and industrial fields and other coursesneeded in the socio-economic development of Mindanao.

2.3 To develop courses at the graduate level along the fields ofspecialization and to respond to the needs of developmentworkers in their academic community.

2.4 To provide non-formal education and undertake vigorousextension and research programs in food production, nutrition,health, and sports development.

2.5 To offer scholarship and/or part time job opportunities todeserving students from low-income families.

Section 3. Academic ThrustThe University’s academic thrusts are in line with its mandate and thedevelopment needs of Region XI and Mindanao. They are Engineering andTechnology, Computing, Teacher Education, and Agriculture. Otheracademic programs include Geology, Mining Engineering, Development


GOVERNANCE

Studies, Governance, Business, Economics and Econometrics,Environmental Management, the Natural Sciences, Mathematics andStatistics, and the Languages.

Section 4. Vision, Mission, Goals, and Core Values

4.1 Vision: A Premier University in the ASEAN RegionBy becoming a premier university in the ASEAN region, the USePshall be a center of excellence and development, responsive andadaptive to fast-changing environments. USeP shall also be knownas the leading university in the country that fosters innovation andapplies knowledge to create value towards social, economic, andtechnological developments.

4.2 MissionUSeP shall produce world-class graduates and relevant research andextension through quality education and sustainable resourcemanagement. Particularly USeP is committed to:

Provide quality education for students to grow inknowledge, promote their well-being roundeddevelopment, and make them globally competitive in theworld of work;

Engage in high impact research, not only forknowledge’s sake but also for its practical benefits tosociety; and

Promote entrepreneurship and industry collaboration.

4.3 GoalsAligned with the university’s vision and mission are specific goalsfor Key Result Areas (KRA) on Instruction; Research, Development,and Extension; and Resource Management:

KRA 1. InstructionProduce globally competitive and morally uprightgraduates.

KRA 2. Research, Development, and Extension (RDE)


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Develop a strong RDE culture with competenthuman resource and responsive and relevantresearches that are adopted and utilized fordevelopment.

KRA 3. Resource ManagementProduce an effective and efficient generation,allocation, and utilization of resources within theacademe.

4.4 Core ValuesThe University of Southeastern Philippines (USeP) is a communityof scholars that values: Unity, Stewardship, Excellence andProfessionalism.

Figure 1. USeP Core Values

As a Learning Organization, we shall demonstrate professionalismin all our dealings promote unity among us and our stakeholdersharness stewardship in managing our resources in order toexemplify excellence in Instruction, Research, Extension, Production,and Development.

Blue speaks of authority andof royalty. It illustratesprofessionalism.

Yellow has beenassociated by Filipinoswith unity since theEDSA revolution in1986.

Red is linked tocelebration; itrepresents ourachievements.It likewise serves aswarning (stop) for usnot to rest on ourlaurels but toconstantly strive forcontinuousimprovement.

Green represents life, theenvironment, and money;it depicts stewardship ofresources.


GOVERNANCE

Section 5. Institutional Graduate Attributes (IGA)

What does it mean to be a USeP graduate? The graduate attributes representthe characteristics that the University wants to instill and develop to itsstudents during their stay in the institution. These attributes are aspirationalin nature, rather than a purely statement of current practice.

Institutional GraduateAttributes

Institutional Graduate Outcomes

LEADERSHIP SKILLS

Creates and inspires positive changes in theorganization; exercises responsibility withintegrity and accountability in the practiceof one’s profession or vocation.

CRITICAL AND ANALYTICALTHINKING SKILLS

Demonstrates creativity, innovativeness,and intellectual curiosity in optimizingavailable resources to develop newknowledge, methods, processes, systems,and value-added technologies.

SERVICE ORIENTEDDemonstrates concern for others, practicesprofessional ethics, honesty, and exemplifiessocio-cultural, environmental concern, andsustainability.

LIFELONG LEARNINGDemonstrates enthusiasm and passion forcontinuous personal and professionaldevelopment.

PROFESSIONALCOMPETENCE

Demonstrates proficiency and flexibility inthe area of specialization and in conveyinginformation in accordance with globalstandards.

Table 1. Institutional Graduate Attributes (IGA)


GOVERNANCE

Section 6. The University Seal

6.1. Symbols and Meanings (per BOR Resolution No. 7-73, s.1980)6.1.1 Mount Apo: Mount Apo is in Region XI. It is considered the

tallest mountain in the Philippines and it is the cultural prideand heritage of the people of Southern Philippines.

6.1.2 Philippine Monkey-Eating Eagle: A very rare speciesamong Philippine Eagles. It is flying and mighty. It can onlybe found around the mountain ranges of Mount Apo. It is sorare that only a limited number to date exists. It is nowconsidered the symbolic bird of Southeastern Philippines.

6.1.3 Man: Being the prime mover of all endeavors specially incarrying out the objectives and purpose of the institution indeveloping the totality of man.

6.1.4 Five Rays: It represents the five (5) main provinces of theregion—the three (3) Davao provinces, Surigao del Sur andSouth Cotabato where the core of the institution is to bedeveloped and enhanced.

6.1.5 Courses of Endeavors: Instruction, Research andExtension are in circular formation toward man—being theprime mover of all endeavors.

6.1.6 1978: The year when Batas Pambansa Bilang 12 was created.

6.2. Color Scheme

6.2.1 Green—Vegetation, life: Mindanao is full of life andvegetation being the land of promise.


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6.2.2 Yellow—Wealth, prosperity and progress: Mindanao, beingthe land of promise has a lot to offer but is full of challenges,specifically its national resources and people.

6.2.3 Red—Strong will, determination and bravery: Thesecharacterize the people of Mindanao.

Section 7. The University Symbol

7.1 The Philippine Eagle stands for the ideals and aspirations of theUniversity of Southeastern Philippines.

7.2 The Eagle represents the rarity of those who belong to the first StateUniversity in Region XI. It signifies far-reaching vision of the futureand the eagle's talon exemplifies the strength of the University ofSoutheastern Philippines.

7.3 The legendary height of Mt. Apo stands for the strong will of theUniversity’s constituents to rise above the ordinary. Its breadthindicates USeP’s desire to reach across the entire region’s concern.

Section 8. The Organizational Structure8.1 The organizational structure of USeP, approved by the Governing

Board per BOR Resolution No. 98 s. 2014, is hereto attached asAppendix A.

8.2 The organization chart of USeP may be restructured depending onthe program and service needs subject to the approval of theGoverning Board.

8.3 The organization chart duly approved by the GB is forwarded toDBM for appropriate action in relation to budgetary requirementsand staffing pattern. (DBM Staffing Pattern Standards).


GOVERNANCE

CHAPTER 2. BOARD OF REGENTS (BOR)

The Governing Board (GB) refers to the highest policy-making body of theUniversity of Southeastern Philippines. For chartered State Universities like USeP,the Governing Board is called the Board of Regents (BOR).

RA 8292, Section 2, stipulates the composition of the BOR and was modified to (a)achieve a more coordinated and integrated system of higher education; (b) render itmore effective in the formulation and implementation of policies on highereducation; (c) provide for more relevant direction in their governance; and (d)ensure the enjoyment of academic freedom as guaranteed by the constitution.

Section 1. Composition of the Board of Regents

1.1 The Chairman of the Commission on Higher Education (CHED) asChairman;

1.2 The President of USeP as Vice-Chairman;1.3 The Chairman of the Committee on Education of the Senate, Congress of the

Philippines, as member;1.4 The Chairman of the Committee on Higher and Technical Education of the

House of Representatives, Congress of the Philippines, as member;1.5 The Regional Director of the National Economic Development Authority

(NEDA) of Region XI;1.6 The President/Chair/Head of the duly recognized Faculty Association (FA) of

the University or the Federation President/Federation Chair/Federation Headthereof, as member;

1.7 The President of the supreme student council or the student representativeelected by the student council who shall be known as the Student Regent (SR)):provided, that in the absence of a student council president or studentrepresentative elected by the student council, the university shall schedule one(1) week for the campaign and election of a student representative as member;

1.8 The President of the alumni association or the Federation of AlumniAssociation;

1.9 Two (2) prominent citizens representing the private sector who havedistinguished themselves in their professions or fields of specializationchosen from among a list of at least five (5) persons qualified in the cityor the province where the school is located, as recommended by thesearch committee constituted by the President in consultation with theChairman of the CHED based on the normal standards and qualificationsfor the position as members; and


GOVERNANCE

1.10 The Regional Director of the Department of Science and Technology(DOST) of Region XI.

Section 2. Manner of Appointments

2.1. The BOR Chair, Vice-Chair and the four (4) ex-officio regular membersrepresenting Congress, NEDA and DOST have the right to sit as Chair,Vice-Chair, and members thereof ipso facto upon their assumption intooffice (Section 7, RA 8292 IRR).2.1.1 The CHED Chairman is authorized to designate a CHED

Commissioner as Chair of the BOR.2.1.2 If the BOR members from Congress cannot attend regular or

special meetings/sessions, they may designate in writing theirrepresentative. The other BOR ex-officio members from thegovernment shall personally attend the BOR meetings andsessions (Section 8, RA 8292).

2.2. The duly elected President of the FA shall sit as member of the BOR. Theterm of office shall be co-terminus with the term of office in suchcapacity with the Association’s Constitution and By-laws (Section3-a-viand 3-b, RA 8292).

2.3. Since USeP is a multi-campus SUC, the President of the federation offaculty associations shall be designated member of the GB (Sec. 3, RA8292 and Sec. 9, IRR).

2.3.1 To ensure equity of campus representation in the BOR, theFederation may adopt a scheme of rotation of campusrepresentation.

2.4. The President of the Supreme Student Council or the StudentRepresentative elected by the Student council shall sit as member of theBOR (Section 3-a-vii, RA 8292).

2.4.1 In the absence of a Student Council President or a StudentRepresentative elected, the SUC President shall schedule aone (1) week campaign and an election of a studentrepresentative (Section 3-a-vii, RA 8292).

2.4.2 Since USeP is a multi-campus SUC, the SSC shall befederated and the president of the federation shall sit asmember of the BOR. This will be for a term of office whichshall be co-terminus with the term of office in such capacityin accordance with the Constitution and By-Laws of the


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Federation of Student Councils (Section 3-vii and 23, RA8292, IRR).

2.4.3 In the event the student loses his/her status by way ofgraduation, dismissal, transfer, or other causes, the dulyelected representative shall cease as member of the BOR(Section 24, IRR).

2.4.4 To ensure equity of campus representation in the BOR, thefederation may adopt a scheme of rotation of campusrepresentation.

2.5. The President of the Alumni Association duly elected shall sit as memberof the BOR (Section 3-a-vii, RA 8292).

2.5.1 Since USeP has more than one campus, their respectivePresidents shall cause the federation of their alumniassociations and the President of the Federation to sit asmember of the BOR (Section 9, RA 8292).

2.5.2 The term of office of the President of the AlumniAssociation/Federation as member of the BOR, shallcontinue until his/her term of office as President of theAlumni Association/Federation expires (Section 3-b, RA8292).

2.6. Two (2) prominent citizens shall be chosen to sit as members of the BOR,provided they meet the minimum qualifications and/or standards set bythe BOR (Section 3-a-ix, RA 8292 and Section 19-j, IRR).2.6.1 A Search Committee composed of three (3) members shall be

constituted by the SUC President and approved by the Chairmanof the CHED. The Search Committee shall elect from amongthemselves their Chair, provided that faculty and student sectorsare represented (Section 22, IRR).

2.6.2 The Search Committee shall submit the names of at least (5)nominees to the BOR within thirty (30) days from the inceptionof its search in accordance with the procedures laid down by theSearch Committee (Section 3-ix, RA 8292).

2.6.3 The BOR shall select two (2) private sector representatives fromamong the five (5) recommended/nominated by the SearchCommittee, taking into consideration their respectivequalifications and the weight of their possible contributionarising from their knowledge, expertise and depth and breadthof experience to the realization of the mission of the SUC itself


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(Section 3-ix, RA 8292).2.6.4 The two (2) private sector representatives selected by the BOR

shall be appointed through a resolution duly adopted by theBOR. (Section 3, RA 8292).

2.6.5 The private sector representatives in the BOR shall serve for aterm of two (2) years, (Section 3-b, RA 8292) subject to re-appointment for another term only depending on the discretionof the BOR. (Section 23, IRR).

2.7. The Board shall appoint a secretary upon the recommendation of thePresident who shall serve both the Board and the university or collegeand shall keep all records and minutes of proceedings of the BOR.(Section 7, RA 8292 and Section 56, IRR).

2.8. In the absence of a plantilla position, a Board Secretary may bedesignated/appointed/selected by the BOR from among the academicrank holders and may opt to receive SG24 or the SG of the academicrank held, whichever is higher. (DBM-CPCB Memorandum to DBM ROdated September 30, 1999).

2.9. Upon recommendation of the SUC President, the BOR may recommendto DBM the conversion of academic position(s) to Board Secretary atSalary Grade 24. Savings cannot be used as fund source for the creationof position pursuant to EO No. 292. (ibid.).

2.10. On the other hand, if the BOR prefers that the Board Secretary shall bedesignated to be coterminous with the SUC President, the option iswithin the prerogative of the BOR (ibid.).

Section 3. Board Meetings

3.1. Regular Meetings

3.1.1 The BOR shall determine the frequency, date and venue ofRegular Meetings. (Section 12.2, RA 8292, IRR).

3.1.2 The SUC President shall be responsible for the neededpreparations to ensure the smooth conduct of BOR Regularmeetings (Section 12.3, RA 8292, IRR).

3.1.3 The Board Secretary shall issue the Notice of RegularMeetings at least seven (7) days before the scheduledmeeting and shall furnish very BOR member the proposedagenda and pertinent supporting documents authorized bythe SUC President. (Section 7, RA 8292).


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3.1.4 The Board Secretary shall secure the confirmation ofattendance one (1) day before the BOR meeting.

3.1.5 The Board Secretary shall secure the confirmation ofattendance one (1) day before the BOR meeting.

3.2. Special Meetings

3.2.1 The BOR Chair or Vice-Chair may call special meetingswhenever necessary, provided the members of the BOR havebeen duly notified in writing at least three (3) days beforethe date of the special meeting (Section 12. 4, RA 8292, IRR).

3.2.2 BOR members may petition the Chair or Vice-Chair for aspecial meeting based on legitimate and urgent concernsrequiring Board action and decision. (Section12.4, RA 8292,IRR).

3.2.3 The agenda of special meetings shall be limited to specificmatters needing urgent action/resolution of the BOR.

3.2.4 Upon instruction of the BOR Chair or Vice-Chair, the BoardSecretary shall issue a Notice of Special Board Meeting andshall furnish every BOR member the proposed agenda andpertinent supporting documents (Section 7, RA 8292).

3.3. Presiding Board Meetings

3.3.1 The CHED Chairman or the Commissioner duly designatedBOR Chair shall preside over regular and special meetings(Section27, IRR).

3.3.2 In the absence of a duly designated BOR Chair, the SUCPresident who is the BOR Vice-Chair shall preside over thescheduled regular or special meeting (Section 3-c, RA 8292and Section 27, IRR).

3.3.3 Where the BOR Chair or SUC President is not in attendance,the scheduled meeting shall be deferred and rescheduled toanother date as agreed upon by the BOR members.

3.4. Determining a Quorum

3.4.1 After the BOR Chair has called the board meeting to order, theBoard Secretary shall call the roll.


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3.4.2 Based on the number of BOR members in attendance, theBoard Secretary shall declare whether or not there is aquorum.

3.4.3 A majority of 50% plus one (1) of all members holdingoffice shall constitute a quorum, provided the BOR Chair orSUC President is among those present in the meeting.(Section 3-c, RA 8292 and Section 25, IRR).

3.4.4 If a quorum cannot be declared for reason that theattendance does not constitute the majority of the BORmembers, the BOR Chair may convert the meeting into anexecutive session i.e. if the agenda is extremely urgent,provided that the actions taken shall be submitted forconfirmation of the BOR in the subsequent meeting.

3.5. Securing BOR Authority/Approval through Referendum(s)

3.5.1 In case of urgent matters requiring board action/resolution,the SUC President may secure a BOR decision through areferendum i.e. if the BOR cannot be convened for validreasons.

3.5.2 Operational board matters during a board meeting may besubmitted through referendum upon instruction of the BOR.

3.5.3 The BOR shall promulgate policies pertaining toreferendum(s) particularly on their scope and limitations.

3.5.4 Generally, the referendum shall be limited to academic andadministrative matters.

3.6. Preparing Agenda of Board Meetings

3.6.1 The SUC President shall initiate the submission of proposedagenda matters by the Vice-Presidents, CampusAdministrators, Deans, and other administrative officials atleast ten (10) days before the scheduled BOR Meetings.

3.6.2 The SUC President shall initiate the submission of proposedagenda matters by the Vice-Presidents, CampusDirectors/Heads, Integrated CSI Heads, if any, Deans, andother administrative officials at least twenty (20) daysbefore the scheduled BOR Meetings.

3.6.3 The SUC President shall call an administrative meeting with


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aforetasted officials and shall finalize the proposed agendaof board meetings based on the agreements during theexecutive session with the SUC President organized.

3.7. Preparing Minutes of Board Meetings

3.7.1 The Board Secretary shall transcribe theproceedings/deliberations of the Board from a tape script.

3.7.2 The Board Secretary shall prepare the Minutes of a BoardMeeting based on the transcribed proceedings/deliberationsfollowing the order in the agenda and the formatadopted/prescribed by the BOR.

3.7.3 The Minutes of Board Meetings shall highlight the following:

All lines in all pages of the Minutes shall be numberedconsecutively at the right margin for citationexpedience;

The width of the left and right margins shall be inaccordance with the standards set by the BOR;

All Resolutions shall be numbered and shall beconsistent with discussions and deliberations. Theaction of the Board shall be indicated whether an agendaitem is approved, confirmed, deferred or disapproved;

The Board Secretary shall sign the minutes as certifiedtrue and correct and the SUC President shall attest as tothe truth and accuracy of the minutes. The BORChairman shall give the final approval.

3.8. Composing a Board Resolution3.8.1 A resolution adopted/promulgated by the BOR is a collective

decision on an agenda item discussed and deliberated uponduring board meetings.

3.8.2 In composing the resolution, the Board Secretary shallobserve the following:

After a thorough discussion and deliberation, a motionis filed stating the appropriate action to be taken;


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The motion should be duly seconded before the BORChair declares a division of the house or seeks aconsensus of the Board;

The text of the resolution should be simple and straight-forward and should be consistent with the motion andthe board deliberation;

The Resolutions shall be numbered accordingly;

The decision of the Board shall be indicated in the rightbottom of the resolution;

A resolution deferring action on an agenda item shallclearly state the reason(s) for deferment/denial and/orconditions to be complied with.

Example:

Upon motion of _____________ and duly seconded, theBoard passed:

Resolution No. 25, s. 2003Authorizing the President to cause the bidding of the

construction of (name and description of project) andallocating the sum of (amount) for the purpose.

APPROVED

The Board Secretary shall disseminate resolutionspassed by the BOR to the Officials and parties concerned,subject to the approval of the President.

3.9. Organizing Committees of the BOR

3.9.1 The BOR may organize ADHOC committees for purposes of(a) enhancing in-depth study and analysis of specificconcerns presented to the Board, and (b) ensuringmaximum consultation with concerned stakeholders.

3.9.2 The committees organized include curricular programs,research, faculty welfare, infrastructure, resourcegeneration, linkages, etc.


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3.10. Inducting/Orienting the new SUC President

3.10.1 The outgoing SUC President shall undertake a meaningfulturn-over of the institution, its on-going programs andprojects, finance, fixed assets, personnel profile and otherconcerns which the Board deems necessary. Non-compliance thereof shall mean no BOR clearance (CHEDManual of Operations of SUCs, 2004).

3.10.2 As a matter of progressive practice, the incumbent SUCPresident shall cause the preparation of legitimate turn-overof documents and term reports, six months before the endof the term, whether or not the incumbent is seeking a re-appointment for another term (CHED Manual of Operationsof SUCs, 2004).

Section 4. Powers and Duties of the BOR

4.1. General Powers

4.1.1 The BOR shall have general powers of administration andthe exercise of all the powers granted to the Board ofDirectors of a corporation under Section 36 of BatasPambansa Blg. 68, otherwise known as the CorporationCode of the Philippines (Section 4, 8292).

4.1.2 Basically, the BOR is a policy making body. As, such, itsprime concern on the administration of the University is thepromulgation and implementation /of policies inaccordance with the declared state policies and pertinentprovisions of the Philippine Constitution on education,science and technology, arts, culture, and sports, as well asthe policies, standards and thrusts of the CHED under RA7722 (Section 5, RA 8292).

4.2. Specific Powers and Duties

The specific powers and duties of the BOR as stipulated in Section 4,RA 8292 are as follows:4.2.1 To enact rules and regulations not contrary to law as may be

necessary to carry out the purposes and functions of the


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university.4.2.2 To receive and appropriate all sums as may be provided, for

the support of the university in the manner it may determine,in its discretion, to carry out the purposes and functions ofthe university.

4.2.3 To receive in trust legacies, gifts and donations of real andpersonal properties of all kinds, to administer and dispose ofthe same when necessary for the benefit of the university,subject to limitations, directions and instructions of thedonors, if any. Such donations shall be exempt from all taxesand shall be considered as deductible items from the incometax of the donor, provided, that the rights, privileges andexemptions extended by this Act shall likewise be extended tonon-stock, non-profit private universities and colleges, andprovided that the same privileges shall also be extended tocity colleges and universities with the approval of the localgovernment unit concerned and in coordination with theCHED;

4.2.4 To fix the tuition fees and other necessary school charges,such as, but not limited to matriculation fees, graduation feesand laboratory fees, as their respective boards may deemproper to impose, after due consultations with the involvedsectors.

Such fees and charges, including government subsidies andother income generated by the university, shall constitutespecial trust funds and shall be deposited in any authorizedgovernment depository bank, and all interests that shallaccrue therefore shall form part of the same fund for the useof the university.

Any provision of existing laws, rules and regulations to thecontrary notwithstanding, any income generated by theuniversity from tuition fees and other charges, as well asfrom the operation of auxiliary services and land grants, shallbe retained by the university, and may be disbursed by theBOR for instruction, research, extension, or otherprograms/projects of the university; provided, that allfiduciary fees shall be disbursed for the specific purposes for


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which they are collected.

If, for reasons beyond its control, the university shall not beable to pursue any project for which the funds have beenappropriated and allocated under its approved program ofexpenditures, the BOR may authorize the use of the saidfunds for any reasonable purpose which in its discretion, maybe necessary and urgent for the attainment of the objectivesand goals of the university.

4.2.5 To adopt and implement a socialized scheme of tuition andschool fees for greater access to poor but deserving students;

4.2.6 To authorize the construction or repair of its building,machineries, equipment and other facilities and the purchaseand acquisition of real and personal properties includingnecessary supplies, materials and equipment. Purchases andother transactions entered into by the university through theBOR shall be exempt from all taxes and duties;

4.2.7 To appoint upon the recommendation of the President of theUniversity, Vice-Presidents, Deans, Directors, Heads ofDepartments, faculty members and other officials andemployees;

4.2.8 To fix and adjust salaries of faculty members andadministrative officials and employees subject to theprovisions of the revised compensation and classificationsystem and other pertinent budget and compensation lawsgoverning hours of service, and such other duties andconditions as it may deem proper; to grant them; as itsdiscretion, leaves of absence, under such regulation as it maypromulgate, any provisions of existing law to the contrarynotwithstanding; and to remove them for cause inaccordance with the requirements of due process of law;

4.2.9 To approve the curricula, institutional programs and rules ofdiscipline drawn by the administrative and academic councilsas herein provided;

4.2.10 To set policies on admission and graduation of students;4.2.11 To award honorary degrees upon persons in recognition of

outstanding contribution in the field of education, publicservice, arts , science and technology or in any other field of


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specialization within the academic competence of theUniversity; and to authorize the award of certificates ofcompletion of non-degree and non-traditional courses;

4.2.12 To absorb non-chartered tertiary institutions within theirrespective provinces in coordination with the CHED and inconsultation with the DBM and offer therein neededprograms or courses, to promote and carry out equal accessto educational opportunities mandated by the Constitution;

4.2.13 To establish research and extension centers of the Universitywhere such will promote the development of the latter;

4.2.14 To establish Chairs in the university and to providefellowships for qualified faculty members and scholarships todeserving students;

4.2.15 To delegate any of its powers and duties, provided for hereinabove to the president and/or any other officials of theUniversity as it may deem appropriate so as to expedite theadministration of the affairs of the University;

4.2.16 To authorize an external management audit of theinstitution, to be financed by the CHED and to institutereforms, including academic and structural changes, on thebasis of the audit results and recommendations;

4.2.17 To collaborate with other governing boards of SUCs withinthe province or region, under the supervision of the CHEDand in consultation with the Department of Budget andManagement (DBM), the restructuring of the University tobecome more efficient, relevant, productive, and competitive;

4.2.18 To enter into joint ventures with business and industry forthe profitable development and management of the economicassets of the University, the proceeds from which shall beused for the development and strengthening of theUniversity;

4.2.19 To develop consortia and other forms of linkages with thelocal government units, institutions and agencies, both publicand private, local and foreign, in furtherance of the purposesand objectives of the institution;

4.2.20 To establish academic arrangements for institutionalcapability-building with appropriate institutions andagencies, both public and private, local and foreign, and to


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appoint experts/specialists as consultants, or visiting orexchange professors, scholars, researchers, as the case maybe;

4.2.21 To set up the adoption of modern and innovative modes oftransmitting knowledge such as the use of informationtechnology, the dual system, open learning, communitylaboratory, etc., for the promotion of greater access to highereducation;

4.2.22 To establish policy guidelines and procedures forparticipative decision-making and transparency within theinstitution;

4.2.23 To privatize, where most advantageous to the institution,management of non-academic services such as health, food,building or grounds or property maintenance and othersimilar activities; and

4.2.24 To extend the term of the president of the University beyondthe age of retirement, but not later than the age of seventy(70), whose performance has been unanimously rated asoutstanding and upon unanimous recommendation by thesearch committee for the president of the Universityconcerned.

Section 5. BOR Actions/Resolutions; DBM and COAClarifications/Guidelines on SpecificPowers and Duties of the BOR

5.1. COA Guidelines and Procedures on the Use of Income

COA Circular No. 2000-02 entitled “Accounting Guidelines andProcedures on the Use of Income of SUC to RA 8292” wasissued/released on April 24, 2000 to provide guidelines andprocedures on the utilization of income of SUCs constituted into

Note: The aforequoted specific powers and duties are notelaborated operationally in the IRR of RA 8292. Forgreater flexibility, the operationalization may be left tothe discretion of the GB based on situations obtaining inthe SUC.


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Special Trust Fund (STF) pursuant to Section 4 (d) of RA 8292.

5.1.1 General Guidelines

5.1.1.1 The following provisions of RA No. 8292 and the GeneralAppropriations Act are hereby reiterated:

All income of SUCs from tuition fees and othernecessary charges such as matriculation fees,graduation fees, laboratory fees, medical and dentalfees, library fees, athletic fees, and other similar feesshall be deposited in an AGDB and constituted as STF.All interest that shall accrue there from shall formpart of the same Fund.

Income from university hospitals shall be earmarkedand used exclusively for the operating expenses of thehospitals.

All fiduciary fees shall be disbursed for the specificpurposes for which they are collected.

In no case shall the STF be used for the payment ofsalaries and the creation of new positions.

5.1.1.2 The STF shall be used to augment the maintenance andother operating expenses and capital outlays of theuniversity and to pay authorized and fringe benefits topersonnel and students who render services to theschool.

5.1.1.3 A special budget for the utilization of the STF, supportedby a Certification from the Chief Accountant thatsufficient income has been raised, collected, anddeposited with an AGDB, shall be approved by the BORof the University.

5.1.1.4 The approved special budget shall be used by the ChiefAccountant as the basis for recording appropriations andallotments.

5.1.1.5 A copy of the approved special budget shall be furnishedto the DBM and the Accounting Office, COA within ten(10) days after approval.

5.1.1.6 Any balance of allotments at the end of the year shall bereverted to the Cumulative Results of Operations -Unappropriated (CROU).


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5.1.2 Specific Guidelines

5.1.2.1 The University shall open a separate bank account forthe STF wherein all income collections shall bedeposited. All interest that shall accrue wherefrom shallform part of the same Fund and shall be reported asinterest income. A monthly bank reconciliationstatement shall be prepared and submitted to theAccounting Office, COA pursuant to COA Circular No.92-125A.

5.1.2.2 The Chief Accountant shall maintain a separate set ofbooks of accounts for the STF using Fund Code 164.

5.1.2.3 The Budget Officer shall prepare a special budget for theapproval of the BOR to utilize the income deposited withAGDB.

5.1.2.4 The Budget Officer shall also furnish the DBM and theAccounting Office, COA copies of the duly approvedspecial budget within ten (10) days after approval by theBOR.

5.1.2.5 Upon receipt of the duly approved special budget fromthe Budget Officer, the Chief Accountant shall draw aJournal Voucher to set up the appropriations and recordallotments.

5.1.2.6 No special budget shall be approved by the BOR unlessit is supported by a certification signed by the ChiefAccountant that available deposits are sufficient to coverits funding requirements.

5.1.2.7 The Chief Accountant shall follow the accounting entriesshown as Annex A hereof in recording financialtransactions pertaining to the STF.

5.1.2.8 At the end of the year, the Chief Accountant shallprepare a Detailed Schedule of Allotments andObligations Incurred and Breakdown of Income assupporting schedules of the Preliminary Trial Balance.

5.2. DBM Clarification on BOR Power to Retain Collections

5.2.1 Pursuant to Section 2-(b) of RA 8292, the BOR isempowered to retain all fees collected/generated and to


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deposit the collections as Special Trust Fund (STF) inauthorized government depository banks (AGDB).

5.2.2 The University shall inform the Bureau of Treasury (BT)regarding the collection deposited for monitoring purposes.

5.3. COA Clarification on BOR Power to Appropriate

5.3.1 Section 4(d) of RA 8292 empowers the BOR to appropriatethe income of the University and allocate funds withflexibility.

5.3.2 The power of the BOR to appropriate should be inaccordance with law provisions and issuances of higherauthorities (e.g. the President of the Philippines). The BORdoes not have absolute power to grant benefits to faculty andemployees if not covered by existing laws and issuances ofhigher authority.

5.3.3 The BOR may authorize the allocations of funds forpersonnel benefits authorized by the CSC which areincorporated in the institutional Employee Suggestion andAward System (ESIAS) like staff development, medicalbenefits, etc.

5.3.4 The BOR may allocate funds to implement personnelbenefits authorized by DBM covered by nationalcompensation circulars.

5.4. Power to Delegate Authority

5.4.1 Depending on the discretion of the BOR, certain powers maybe delegated to the University President. (Sec. 4-(o), RA8292).

5.4.2 All appointments and designations issued by the Presidentare to be submitted to the BOR for confirmation.

5.4.3 The power to appoint is delegated to the President by theBOR and is subjected to the followingconditions/limitations:5.4.3.1 All appointments are duly processed and

recommended by the Selection and PromotionBoard;

5.4.3.2 The highest level of positions, which the University


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President shall exercise to appoint, is stipulated inthe Board Resolution, and;

5.4.3.3 The level of positions, which the UniversityPresident is not delegated to appoint butempowered to recommend to the BOR, is specifiedin the BOR Resolution.

5.4.4 Under any condition and/or limitation, the signatory to allappointments is the University President in his/her capacityas CEO and the action of the Board is for confirmation of theappointments.

5.4.5 If the University is accredited by the CSC, appointmentsissued by the University President and confirmed by theBOR are sent to the CSC for information and monitoring andnot for approval or attestation.

5.4.6 For expeditious action of the BOR, all pertinent documentsshall be available during the Board Meeting.

5.4.7 The BOR reserves the authority to hire, promote, reclassifyor fire personnel as a general condition to the delegatedpower to the University President to appoint.

5.5. Power to Construct/Repair (Sec. 4(f), RA 8292)

5.5.1 Most Governing Boards also delegate the authority to constructand/or repair buildings and other infrastructure to the SUCPresident provided certain conditions are observed:

5.5.1.1 Prior authority to undertake the construction/repair project issecured indicating the available funds for the purpose.

5.5.1.2 Architectural and structural plans and specifications arepresented and approved by the BOR.

5.5.2 Prior authority of the BOR to conduct Pre-Qualification of Biddersand the actual bidding process is obtained.

5.5.2The proposed contract together with the bidding resulttransmitted by the Bids and Awards Committee (BAC) issubmitted to the COA Representative for review and to theBOR for confirmation.

5.5.3The contract becomes executory only after the confirmation bythe BOR.


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5.6. Power to Approve or Confirm

5.6.1 All policies formulated are subject to the approval of theBOR, i.e. curriculum, admission policy, full teachingequivalence (FTE), staff development, security matters, etc.

5.6.2 All resolutions pertaining to collection of fees and othercharges are subject to the approval of the BOR, i.e. tuitionfees adjustments, miscellaneous fees, school paper fees,student government collections, rentals, etc.

5.6.3 All budget proposals involving general funds and specialbudgets on use of special trust funds (STF) are subject to theapproval of the BOR, e.g. annual budget, use of income, etc.

5.6.4 All resolutions pertaining to continuing and recurringoperational transactions are subject to confirmation of theBOR, e.g. appointments, graduates, MOA/MOU, biddingresults, etc.

5.6.5 All resolutions pertaining to transactions without priorauthority of the BOR are subject to confirmation of the BOR,e.g. infrastructure contracts, project implementation, etc.

5.6.6 Other concerns presented to the BOR which do not requireapproval or confirmation shall be recorded in the minutesas noted. E.g. report of the president, board examinationresults, miscellaneous success stories, etc.

CHAPTER 3. ORGANIZATION AND ADMINISTRATION OF SUCs

Section 1. SUC Presidency

1.1. Term of Office of SUC President

1.1.1 The Administration of SUCs is vested in the universityPresident who shall render full-time service. (Sec. 6, RA8292 and Sec. 3, IRR).

1.1.2 The SUC President shall be selected and appointed by theBOR upon recommendation of a duly constituted SearchCommittee for the Presidency (SCP). (Sec. 6, RA 8292, Sec.21 IRR).


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1.1.3 The term of office of the SUC President shall be four (4)years with eligibility for reappointment for another term.(Sec. 6, RA 8292, Secs. 27 and 28, IRR).

1.1.4 In case the incumbent is eligible and qualified per standardset by the BOR for reappointment, no search shall beconducted. The BOR may prescribe the terms and conditionsunder which the BOR discretion may be exercised such asbut not limited to an evaluation of the performance of theincumbent President. (Sec. 28, RA 8292 IRR).

1.1.5 In case of vacancy by reason of death, resignation, removalfor cause or incapacity of the SUC President to perform thefunction of his/her Office, the GB shall have the authority todesignate an Officer-In-Charge within fifteen (15) dayspending the appointment of a new President. The successorshall hold Office only for the unexpired term. (ibid, Sec. 30).

1.2. Search Committee for the Presidency (SCP)

1.2.1 Within six (6) months before the expiration of the term ofoffice of the incumbent President, the BOR shall constitute aSCP. (Sec. 22, RA 8292 IRR).

1.2.2 The composition of the SCP shall be determined by the GBwith representative from the academic community, privatesector not connected or associated with the SUC, PASUC andCHED. (Sec. 22, RA 8292 IRR).

1.2.3 The SCP constituted shall recruit and screen applicants andmay device its own procedure in undertaking the search.(Sec. 23, RA 8292 IRR).

1.2.4 The SCP shall submit the names of at least three (3)nominees to the BOR citing therein the strengths andweaknesses of the nominees for guidance of BOR, as well asthe enumeration and description of the criteria andprocedures adopted in the search process. (ibid, Sec. 24).

1.2.5 The applicant for the SUC Presidency must possess thequalifications and/or standards set by the BOR.

1.2.6 The effectivity date of the appointment shall be specificallyindicated.


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1.3. Appointment of New SUC President

1.3.1 Based on the SCP recommendations, the BOR shall selectand appoint the new President.

1.3.2 The appointment papers shall be signed by the BORChairman. (ibid, Sec. 25).

1.4. Reappointment and Tenure of Incumbents1.4.1 Pursuant to Sec. 6, RA 8292, the SUC President shall be

eligible for reappointment for another term of four (4)years, provided this provision shall not adversely affect theterms of the incumbents.

1.4.2 In case the incumbent is eligible and qualified forreappointment per standards set by the GB and inaccordance with RA 7722, no search need to be conducted.The GB may prescribe the terms and conditions underwhich the discretion may be exercised as such, but notlimited to an evaluation of performance of the incumbent.(Sec. 28, RA 8292 IRR).

1.4.3 Depending upon the discretion of the GB in accordance withSec. 4 (x) of RA 8292, the incumbent SUC President may bere-appointed for another term.

1.5. Salary of the SUC President

1.5.1 The salary grade (SG) of the SUC President is based on thelevel of SUCs, e.g. SG 27 for SUC Level I and SG 30 for SUCLevel IV. (DBM Index of Occupational Services, PositionTitles, and Salary Grades, Vol. III, 1997.

1.5.2 Under NCC No. 69, as amended by NBC No. 461 in June1998, the SUC Presidents may opt to hold an academic rankand receive the corresponding pay, whichever is higher;provided that the academic rank is obtained in the samemanner and process that the faculty undergoes forevaluation. (NBC No. 461, s. 1998).


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1.6. Powers and Duties of the SUC President

1.6.1 As Chief Executive Officer (CEO) of the university or college,the SUC President shall have general powers ofadministration and supervision similar to CEOs of privatecorporations.

1.6.2 He/she shall perform specific powers and duties as follows:

He/she shall have general supervision and control ofall business matters, as well as all administrativeand financial operations of the SUC;

He/she shall be ex-officio head of all officers,members of the teaching staff, administrative andall other employees of the institution;

He/she shall carry out the general policies laid downby the BOR and shall have the power to act withinthe limits of the said general policies. He/she aloneshall direct or assign the details of executive actions;

He/she shall have the power to determine andprepare agenda of all meetings of the GB, theAdministrative Council and of the AcademicCouncil; provided, however, that any member shallhave the right to suggest any matter for inclusion inthe agenda;

He/she shall preside at commencement exercisesand other public affairs of the SUC and confer suchdegrees and honors as confirmed by the BOR. Alldiplomas and certificates issued by the institutionshall be signed by him/her, by the UniversityRegistrar and/or by the Dean/Campus Director;

He/she shall be the official link of communicationbetween the faculty, personnel, and students of theinstitution on the one hand, and the BOR or theBoard of Visitors on the other;

He/she shall and can appoint competent andqualified persons to fill all vacancies and newpositions as delegated by the BOR. He/she shall havethe authority to fill vacancies temporarily and tomake such arrangements as necessary to meet all


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exigencies that may occur between the meetings ofthe BOR so as not to unduly hamper the operationsof the institution;

He/she shall have the authority to transfer facultymembers and employees from one department orunit of the institution to another in accordance withexisting laws and rules subject to the confirmationby the BOR;

He/she shall have the authority to recommend tothe BOR the change of leave status of the facultyfrom teacher’s leave to cumulative leave or vice-versa;

He/she shall hold all officers, faculty, and employeesof the institution duty-bound to the full discharge oftheir respective duties. When necessity arises and inthe interest of public service, he/she shall, afterconsultation with the Dean or the Head of Office orUnit concerned, initiate the necessary proceedingsfor the separation from the service of the erringfaculty members or administrative personnel;

He/she shall submit an annual report to the BOR atthe end of the school year, highlighting the work ofthe past year and the needs of the current year.He/she shall also present to the Board the proposedannual budget of the institution;

He/she shall execute and sign, on behalf of theinstitution all contracts, deeds, and all such otherinstruments necessary for the proper conduct ofbusiness of the institution. However, in recurringundertakings and transactions where the action isvirtually ministerial, and the conditions and termsfor which have been fixed in accordance with theexisting regulations of the institution and generallaws of the land, the specified cases may be made inhis/her behalf, by the officers of the Administrationor heads of office or units of the institution, subjectto such safeguards as he/she may impose;


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He/she shall have general responsibility and finalauthority over the enforcement of discipline on allfaculty and administrative personnel in theinstitution and over the maintenance of satisfactoryacademic standards in all its units;

He/she shall have the authority to modify ordisapprove any action or resolution of any college orschool faculty or administrative section or both, if inhis/her judgment the larger interest of theinstitution so requires. Should he/she exercise suchauthority, the SUC President shall communicatehis/her decision in writing to the body concerned,stating the reasons for his/her actions; andthereafter he/she shall accordingly inform the BOR,which may take any action it deems appropriate inconnection therewith;

He/she may invite from time to time, scholars ofeminence, and other persons who have achieveddistinction in some learned profession or career, todeliver a lecture or a series thereof; he/she mayauthorize honoraria for such service, to be takenfrom the SUC’s budgetary allocation at such ratesfixed by the BOR;

He/she shall be authorized in case of brief absence,to designate a Vice-President and/or a rankingofficer of the administration to act as Officer-In-Charge who shall carry out routine management ofthe institution in his/her name and in accordance tohis/her instructions and the policies of the BOR;

He/she shall have the power to reorganize theinstitution subject to the provisions of its Charterand other applicable laws. He/she shall have thepower to create and abolish new colleges, offices,units or reorganize them; and transfer offices orunits with due respect to the security of tenure of allemployees in accordance with existing laws andCivil Service rules and regulations, subject to theapproval of the BOR. (From Selected SUC Codes).


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Section 2. The Vice-Presidents: Duties and Functions

2.1 The SUC President shall be assisted by a Vice-President for AcademicAffairs (VPAA) who shall be appointed/designated by the BOR uponthe former’s recommendation without prejudice to the appointmentof more than one Vice-President when so warranted. (Sec. 6 RA8292).

2.2 The (VPAA) shall be directly responsible to the President for carryingout all educational policies, for implementing all programs andprojects of the institution, and for supervising curricular,instructional, and other academic activities in the institution. He/sheshall exercise general supervision over all colleges, institutes, andother academic related service offices. In the absence of thePresident he/she shall preside at meetings of the Academic Council.

2.3 The Vice-President for Administration (VPAd) shall beappointed/designated by the BOR upon the recommendation of thePresident. He/she shall be directly responsible to the President on alladministrative operations, planning, and finance matters, and shallpreside at meetings of the Administrative Council in the absence ofthe President.

2.4 The Vice-President for Planning, Quality Assurance and ResourceManagement (VP-PQuARM) shall be appointed/designated by theBOR upon the recommendation of the President. He/she shallcoordinate with other Vice-Presidents for the formulation of auniwide university development plan and submit monitoring andevaluation reports; review existing and potential institutionresources, regulatory impacts, financial analyses and statisticalindicators to assess the competitive position of USeP in drivingstrategic development and analyze their financial and operationalimpact; formulate policies and procedures for institutional qualityassurance; lead accreditation, certification and assessmentinitiatives while maintaining effective linkages with regional,national and international quality assurance and accreditingagencies; lead in the development and implementation of a masterplan for university infrastructure and facilities, ensure that theuniversity applies sound and responsive business practices whileadhering to regulations, policies, procedures and industrystandards; exercise general supervision, direction, monitoring andevaluation, and coordination of the operations and activities of the


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Quality Assurance Division and Institutional Planning and ResourceManagement Division; and perform other functions as may beprovided by law or other related functions assigned by theUniversity President.

2.5 The Vice-President for Research, Development and Extension(VPRDE) shall be appointed/designated by the BOR upon therecommendation of the President. He/she shall be directlyresponsible to the President on matters pertaining to research,extension services, non-formal education, training, and incomegenerating units and activities.

2.6 In the absence of plantilla positions for VPAA, VPAd, VP-PQuARMand VPRDE, the BOR shall designate the vice presidents from amongthe faculty and/or research staff upon recommendation of the SUCPresident. (NCC No. 12, 12(a) and 12(b)).

2.7 Designation of VPs shall be coterminous with the tenure of office ofthe SUC President. This scheme encourages rotational leadershipand ensures institutional harmony and stability. (ibid).

2.8 Designated VPs shall be entitled to receive the salary and otherbenefits enjoyed by appointed VPs holding plantilla positions or thesalary corresponding to an academic rank which is three (3) higherthan the rank of the designee, whichever is higher (DBM).

Section 3. BOR/University Secretary

3.1 The BOR shall appoint a Secretary who shall serve both the Boardand the University and shall keep all records and proceedings.

3.2 Duties and Responsibilities

Collate data and information needed by members of the Board ofRegents; Provide pertinent enclosures for adequate documentation of

items in the agenda and shall send out the agenda for meetingsof the members of the Board;

Maintain a full and accurate record of all Board proceedings andshall furnish the different campuses of the Universityresolutions passed and approved by the Board of Regents;

Coordinate with concerned offices in connection withinformation required by the BOR and may act as the secretaryof the Administrative Council and Academic Council at the


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discretion of the University President. Coordinate and collate the reports of all colleges, divisions,

departments, and sections of the University and shall assist thePresident in the preparation of the annual and other requiredreports of the Board;

Maintain a systematic filing and safekeeping of records anddocuments of the Board of Regents; and

Do other related work as may be deemed proper.

Section 4. The TreasurerThe Treasurer of the Philippines shall be the ex-officio Treasurer of theUniversity.

Section 5. Functions of Administrative Offices

The Administrative agencies and offices function primarily for the purposeof serving the educational program of the University. Their relationship withthe faculty should, therefore, be on the basis of sympathetic and intelligentinterest in the academic work being fulfilled by the various departments andwith consideration of the policies and needs of the University as a center oflearning.

Staff Directors are truly staff members who would assist the Presidentin the different aspects of the operation of the University. Theirresponsibilities cut across the different colleges. Staff directors supervise,monitor and evaluate the activities of the different colleges withcoordination with the College Deans.

The Director of Instruction has the following duties andresponsibilities:A. Development Planning. The Director coordinates all activities of the

different campuses along the following concerns:

- Curriculum development, evaluation and monitoring;

- Enrolment policies - definition and evaluation;

- Making projections for requirements of space, equipment,furniture and expenditures;

- Coordinate with the Director of Campus Planning andDevelopment;

- Draft long-term development plan;


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- Write yearly reviews of the development plan;

- Quality control of academic activities.

B. Research and Information Service. The Director coordinates allactivities of the different campuses along with the following concerns:

- manpower study of demand and supply by professionsoccupations as inputs for University program planning.

- financial estimates of program requirements;

- gathering of relevant manpower data from within and outsidethe University;

- process relevant data for planning.

The Director of Research

- Recommends policies and guidelines on research activities of theUniversity;

- Plans and implements research programs in the Universityespecially those related to food, nutrition, energy, etc.;

- Prepares research feasibility studies for external support;

- Coordinates the different research activities of the differentcolleges;

- Establishes linkages with research agencies and institutions hereand abroad; and

- Publishes the Fruit bowl and the Seedbed, professional publicationsof the University of the Faculty, staff and graduate studies.

The Director of Extension

- Disseminates appropriate, useful research information/data;

- Supervises and coordinates non-formal education activities,seminars, and workshops; and

- Establishes external linkages on extension programs of differentagencies and institutions.

The Director of Finance

- Supervises the implementation of the budget in the different collegesincluding their Planning, accounting and internal audit;


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- Administers the budget of the University;

- Advises the President on financial matters;

- Evaluates and monitors expenditures of the University; and

- Establishes linkages with the Ministry of the Budget and such otheragencies.

The Director of Student Affairs

- Advises the President on student affairs, viz student governmentorganizations, fraternities, cultural groups, etc.;

- Performs life adjustment counseling and educational counseling;

- Conducts educational information drive in connection with careerchoices and parental advice;

- Meets with parents/guardians for follow-up cases;

- Makes referrals of student problems; and

- Makes linkages for industry training of students.

The Director of Campus Planning

- Advises the President on planning and development of the physicalcomponents of the different colleges;

- Reviews contracts entered into by the University with contractors ofbuildings and ground improvements projects;

- Prepares blue-prints for construction projects and reviews thosewhich are contracted with private parties; and

- Establishes linkages with government agencies which havesomething to do with construction and physical developmentactivities.

The Director of Public Affairs

- Handles public relations activities for the University;

- Prepares brochures, catalogues, information leaflets about thedifferent programs and activities of the University;

- Handles visitors and guests of the University; and

- Prepares plans for effective participation with other agencies onmatters of community development projects.


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The Director of Business Affairs

- Supervises and regulates the production activities of theUniversity including cafeteria management, farms, and shopproduction outputs; and

- Plans and supervises income-generating projects of the University.

The Administrative Officer

- Plans and coordinates all general service functions in theUniversity;

- Coordinates the general services administration like cashiering,records, property, security and custodial work;

- Implements laws, policies, plans, programs, rules and regulationson general service functions;

- Prepares office order, memorandum, communication, etc.;

- Supervises the procurement and distribution of supplies,materials and equipment;

- Supervises the maintenance of systematic records and otherdocuments;

- Supervises mail, transportation, custodial safety and securityservice;

- Conducts or acts as consultant and/or resource person in servicetrainings, seminars, workshops, etc., on general service matters;

- Supervises the preparation of periodic, annual and other requiredreports; and does related work.

The Director of Human Resource Development Division(HRDD)

This division consists of two units: Manpower Recruitment andUtilization Unit; and Manpower Planning and Development Unit.

The office shall be under the Office of the President with the VicePresidents as directly in charge. It shall have the following functions:

- Identify people with potentials at the early stage of their career;

- Encourage the growth of all personnel of the system;


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- Recruit competent, imaginative and well-qualified individuals;

- Provide essential work assignments and fair incentives.

The Chairmen/Coordinators of the Different Departments are thefront-line supervisors whose functions are those of executives, as anextension of the functions of the Deans.

The major functions are:

- Assist the Deans in the formulation of College policies and in theimplementation of the same;

- Establish effective work environment in the department;

- Help faculty members define their goals and objectives in theirwork;

- Develop and implement medium goals of the college;

- Follow-up work of subordinates;

- Initiate curriculum revision, development, and budgetaryrequirements; and

- Held accountable for performance of faculty, staff and students inhis department.

All administrative officers whose duties are not specifically defined bythe Board shall perform the duties implied by their titles and thoseassigned by the Board and the President from time to time.

Chancellery

Each campus of the University with at least two colleges, located morethan fifty (50) kilometers from the central administration of USePObrero, shall have a chancellor who is selected from among themembers of the faculty with plantilla positions thru a democraticconsultation and shall be designated by the BOR upon therecommendation of the University President (Art. 2, Manual ofOperation, BOR Res.4030, S. 2010).

Qualifications

The Chancellor must be a doctorate degree holder, must hold apermanent appointment and must be a bonafide member of the


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academic council of the two merged units with at least two (2)years residency and administrative experience as Dean.

Role

The Chancellor is responsible for the total supervision,management and control over all affairs and operations in theCampus including proper maintenance of discipline in accordanceto the University policies and laws of the Republic. The Chancelloris under the direct supervision of the President in coordinationwith the Vice Presidents on matters pertaining to their respectiveareas of authority.

Designation

The Chancellor shall be designated by the BOR uponrecommendation of the President. The term of the Chancellor istwo (2) years or until a successor shall have been designated butwithout prejudice to re-designation for another term or revocationby competent authority. No Chancellor shall serve for more than(4) successive years unless considered by the BOR.

Functions and Responsibilities

The Chancellor shall have the following functions andresponsibilities:

a. To implement policies, rules and regulations of theUniversity relating to the campus and as delegated by thePresident and by the BOR;

b. To recommend policies and programs appropriate for thecampus for consideration of the President and/orapproval by the BOR;

c. To convene or cause to be convened the meetings offaculty and support staff of the campus;

d. To prepare agenda and act as chair of the campusacademic council;

e. To approve cross enrolment of students to anotheraccredited educational institution;

f. To approve educational and co-curricular activities ofstudents including the approval to conduct educationalfield trips in accordance to existing university policies;


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g. To grant the recognition of campus clubs andorganizations of students;

h. To implement disciplinary actions against students of thecampus in accordance with existing laws, rules andregulations;

i. To develop, utilize, and maintain physical resources andfacilities of the campus;

j. To initiate resource generation to support academic andother programs of the campus;

k. To establish communication between the institution andits public constituencies in the geographical province/s,including especially the engagement with individuals andorganizations that result in philanthropic and othersupport for the campus;

l. To prepare budgets, in consultation with the campusadministrative council, and administer approved funds,fiscal plans, academic and administrative programs;

m. To sign checks in the amount authorized by the Presidentexcept for the payment of personal services in whichhe/she cannot sign checks beyond the allowable amount;To grant leave of absence of not more than five (5) days toany officer, faculty and staff of the campus and makenecessary arrangements for the discharge of functions ofsuch officer or employee during his/her absence;

n. To plan and implement a human resource developmentprogram for the faculty and staff of the campus;

o. To make recommendations for the designation ofpersonnel within the Campus and for the development ofeducational programs subject to policies prescribed by theOffice of the President and by the BOR;

p. To keep the President fully informed concerning theoperations and needs of the campus;

q. To initiate disciplinary measures against personnel, bothfaculty and staff of the Campus, in accordance withexisting laws, rules and regulations;

r. To create committees such as, but not limited to,Complaint and Grievance Committee and othercommittees deemed necessary for the smooth


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implementation of programs, policies, rules andregulations of the Campus; and

s. To perform other duties and responsibilities that may beassigned to him/her by the President.

Privileges and Emoluments

The Chancellor is entitled to all privileges and emolumentsattached to the designation in accordance with DBM circulars andother regulations subject to the usual accounting and auditingrules and regulations. The Chancellor is entitled to a load releaseof twelve (12) units.

The Dean

Each college or academic unit shall have a Dean designated fromamong the faculty members holding plantilla positions in the CollegeUnit thru a democratic consultation and shall be designated by theBoard upon the recommendation of the University President.

A. Qualifications

The Dean must have an appropriate doctorate degree relevantto any of the academic programs offered by the college/academic unit and other qualifications required thereof. In theabsence of one with an appropriate doctorate, a qualifiedMaster’s Degree holder may be designated (BOR Res. 3552 S.2005, paragraph c).

B. Role

The Dean is entitled to a load release of 12 units. The mechanicsof selection of Deans shall be in accordance with BOR Resolution# 3552, s. 2005 (Presidential Discretion) and BOR Resolution #2608-A s, 1997 (BOR Res. 3552 S. 2005, paragraph c).

C. Designation

The Dean shall serve for a term of two (2) years withoutprejudice to re-designation for another term or may be revokedby competent authority. However, no Dean shall serve more


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than four (4) successive years provided considered by the BOR(BOR Res. 3552 S. 2005, paragraph c).

D. Functions and Responsibilities

The Dean shall have the following functions and responsibilities(Sec.2 Art.55 of the University Code):

To preside over the meetings of the faculty of his/herunit;

To supervise the administration of all the affairs andactivities of his/her unit, including the admission andclassification of students;

To maintain within the university premises the orderlybehavior and discipline of students, faculty members,and employees;

To take full charge of all the publications of his unit; To initiate disciplinary measures against personnel of

his/her unit in accordance with existing rules; To act as ex-officio member of all committees of his/her

unit; To submit an annual or periodic report as well as other

reports which the University President may require; Each college or academic unit shall have a College

Advisory Committee composed of the Dean as chair,three (3) members from among the DepartmentChairs/Program Heads, and one (1) from therepresentative of the Supreme Student Organization.

It shall be the duty of the committee to considerproblems and activities of the college/academic unit,and submit to the faculty proposals affecting thecurriculum, student progress and other related matters(Sec.2 Art. 57, Univ. Code).

Regular meetings shall be held every third Friday of themonth at the office of the Dean. Special meetings shallbe called by the College Dean as when necessary.

No dean shall serve as head of a department or any otheracademic subdivision of his unit.


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The Associate Dean

Colleges or academic units with a population of at least one thousandtwo hundred (1200) undergraduate and graduate studentscombined are qualified for one (1) Associate Dean.

A. Role

The Associate Dean shall assist the Dean in the implementationof policies, rules and regulations of the University. The AssociateDean shall be designated by the President upon therecommendation of the Dean.

B. Functions and Responsibilities

The Associate Dean shall perform the following functions: Takes the minutes of meetings and keeps records of College

Local Academic Council and College Advisory Committee; Assists the Dean in the preparation of announcements and

reports as may be required by the VPAA and the President; Supervises the preparation of the annual budget and

requisitions of the graduate school; Supervises the monitoring of student records and

graduation requirements; Assists in the administration of comprehensive

examinations; Facilitates academic activities of the Graduate faculty, such

as review and evaluation of Graduate degree programs,courses, materials, and methods of instruction and academicrequirements; and

Performs other duties that may be assigned by the Dean.

The Department Chair/Program Head

The most basic constituent of the academic hierarchy is thedepartment. It is headed by a Chairman/Program Head that isdesignated by the University President, upon the recommendationof the Dean, for a term of one year without prejudice to re-designation or revocation (Art. 49, paragraph l, Univ. Code).


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A. Functions and Responsibilities

The Department Chair/Program Head shall have the followingfunctions and responsibilities: Assists the Deans in the formulation of College policies

and in the implementation of the same; Establishes effective work environment in the

department; Helps faculty members define their goals and objectives

in their work; Develops and implements medium goals of the college; Follow-ups work of subordinates; Initiate curriculum revision, development, and

budgetary requirements; and Held accountable for performance of faculty and

students in his department; Presides over meetings of the faculty of his/her

department; Submits annual or periodic reports as well as other

reports which the Dean may require.

All administrative officers whose duties are not specificallydefined by the Board shall perform the duties implied by theirtitles and those assigned by the Board and the President fromtime to time.

Whenever academically advisable, the Board onrecommendation of the President, may organize academic unitsin the various colleges/schools on the basis of fields of study ordiscipline to be headed by a chairman/coordinator.

The chairman/coordinator of the unit shall be designated by thedean. Such designation shall be approved by the President andconfirmed by the Board. His term shall be for one year withoutprejudice redesignation.

All proposals affecting academic matters shall be acted upononly after the same shall have been considered and favorablyacted upon by the faculty.


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CHAPTER 4. THE FACULTY (PASUC MANUAL OF OPERATIONS)

The body of teaching staff of each college or academic unit constitutes its faculty.They are employed by the University either on a full time or part-time basis to carryout its instruction, research, extension and production functions. The UniversityPresident is ex-officio member of the faculty.

Section 1. Regular MembersThe regular members of the teaching staff include the University Professors,Professors, Associate Professors, Assistant Professors and the Instructors.Regular faculty members are those who are hired on a full-time basis andwhose appointments are either permanent or temporary. They renderservice for not less than forty (40) hours a week.

Section 2. Non-Regular Members/Part TimersThe non-regular members or part-timers include the Professorial Lecturers,Senior Lecturers, Lecturers, Professor Emeritus, Visiting Faculty, IndustryPractitioners.

Non-regular faculty members are classified as follows:

a) Professorial LecturersThese are faculty members holding a Doctoral degree and arecognized expert in his/her field of discipline. They areemployed to teach on a term basis (semester or summer) in thegraduate programs of the University.

b) Senior LecturersThese are faculty experts holding a Masteral degree and areemployed to teach on a term basis (semester or summer) in thegraduate programs of the University.

c) LecturersThese are faculty members who are Bachelor, Masteral orDoctoral degree holders hired to teach in the undergraduateprograms of the University on a term basis (semester orsummer).


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All Professorial Lecturers, Senior Lecturers and Lecturersreceive remuneration on an hourly rate. Though their presenceis required during class hours only, they are likewise expectedto undertake assigned tasks and spend time to conduct research,improve and augment productivity, and promote and developextension services in pursuance of the vision and mission of theUniversity without additional remuneration.

d) Professor EmeritusThis is a designation given to a retired faculty with the rank ofProfessor upon his/her retirement and has rendered at leasttwenty (20) years of active and fruitful service to the University.The title is given in recognition to his/her marked distinctionsas a productive scholar, scientist, educator or administrator, oris widely acknowledged for his/her exceptional competence inhis/her field of specialization. A special committee, constitutedby the University President, is responsible for nominatingretired professors deserving for an emeritus appointment. Thenomination is submitted to the University President who athis/her discretion may endorse the matter to the BOR forapproval; provided, that this procedure shall be withoutprejudice to any nominations which may be submitted by thefaculty of the academic unit.A Professor Emeritus may be given a teaching assignment by theDean of the Academic Unit subject to the approval of the VicePresident for Academic Affairs.

A Professor Emeritus with teaching assignment is paid on anhourly rate equivalent to his/her rate upon retirement. He/shemay be entitled to some benefits in accordance with existinglaws and policies subject to the approval of the President. Thesame benefits may be paid to one given research assignmentexcept that the remuneration is based on honorarium basis oraccording to existing policy governing the conduct of researchwork by the faculty.The rank of Professor Emeritus is a title for life. Once a retiredfaculty member is appointed as such, his/her appointment neednot be renewed.


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e) Visiting FacultyA faculty member of another academic institution or industrypractitioners who conducts an academic undertaking pursuantto the mandates of the University is recognized as a visitingfaculty. Foreign professors who are invited to speak in a forum,symposium, or lecture series fall under this category. The termsof employment depend on the memorandum of agreementexecuted by the university with the mother institution of theindividual concerned or upon the terms of the invitation.Compensation, if any, will be on a case-to-case basis subject tothe approval of the University President.

Section 3. Adjunct Faculty and Affiliate FacultyThey are employed to teach an assigned course/s based on the needs of aCollege.

a) Adjunct FacultyThese are the recognized expert in his/her field who is notemployed by the University and who is willing to share his/herexpertise and time without receiving compensation.Cooperating teachers who are directly involved in thesupervision of students performing their off-campus practiceteaching as well as those personnel in other institutions who aresupervising student practicum activities are under this category.

The University may provide incentives or tokens to the adjunctfaculty.

b) Affiliate facultyThese are faculty members based in a particularcollege/academic unit or campus who are invited to renderinstruction, research, and extension or production services toother colleges/academic units/campuses within the University.

Section 4. Faculty Duties and Responsibilities

4.1 InstructionInstruction focuses on the process of facilitating the acquisition ofknowledge and skills to develop the analytical and creative faculties


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of learners. It also includes other specific tasks, such as studentconsultation, academic advising, and all other initiatives thatfacilitate the process of learning.

Every regular faculty member is expected to:

Identify learner needs;

Prepare, update and follow a course syllabus based on the needsidentified;

Facilitate the learning process through active engagement inclassroom tasks and activities;

Develop students’ analytical and creative thinking skills throughpurposive activities with focus on higher order thinking skills;

Design alternative and innovative models of teaching for alltypes of students; regular, gifted, and those with special needs;

Make oneself available for consultation, academic advising andother relevant functions that help improve the students’ well-being;

Manifest a strong commitment to development of highlycompetent and qualified graduates by constantly improvingone’s craft;

Vary teaching methodologies and techniques in the pursuit ofeffective teaching and learning process; and

Attend university or college affairs such as academic councils,commencement and baccalaureate rites, foundation activities,faculty enhancement programs, and other academic activities inwhich their attendance is required.

4.2 ResearchFaculty members need to continually explore areas of inquirythrough active participation in research endeavors.They are expected to:

Participate in formulating the research agenda for the Collegeand University;

Generate research paradigms to enhance instruction in theirfields of specialization;

Encourage students to become creative, innovative andproductive researchers;


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Study recently published papers on basic and applied researches,materials development, feasibility studies, and others;

Participate actively in local and international conferences; and

Publish articles/monographs in recognized and refereedjournals and magazines.

4.3 ExtensionFaculty members are strongly encouraged to participate or to renderservice either in University or College-sponsored communityextension projects or in their own community, sectoral and/orprofessional organizations. Faculty participation in these activities isregarded as part of their professional and personal commitment tothe academic profession.

To strengthen the University’s linkages, collaboration, andnetworking, faculty members are encouraged to:

Conduct training programs to their respective clienteles;

Contribute in strengthening institutional ties and network withother national and international educational institutionsincluding government and non-government organizations; and

Be involved in developing and implementing extensionprograms and activities in accordance to the mandates of theuniversity.

4.4 ProductionFaculty members are encouraged to produce scholarly outputs thatshowcase their expertise and scholarship. These knowledge-basedprojects can likewise help generate additional income for theUniversity.Faculty members are expected to: Publish and develop scholarly works like books, magazines,

journals, research articles, and monographs, lectures, modules,and instructional materials;

Design, develop and share multimedia courseware andresources such as tapes, videotapes, power-point presentationand other courseware packages;

Design and produce other materials for presentation andproduction; and


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Handle income-generating projects of the college/ university.

4.5 ConsultationEvery regular member of the faculty shall be available forconsultation for at least ten (10) hours a week during regular officehours. The faculty member, in consultation with the Dean orDepartment Chair, shall determine these hours at the beginning ofevery semester and shall be reflected in the Dean’s Report of FacultyTeaching Load. The faculty’s schedule of consultation, particularlytime and venue, must be posted outside of the faculty’s room/officeto guide his/her students and colleagues.

Whenever the class schedule of a student conflicts with the faculty’sconsultation schedule, a special time for consultation in his/her caseshall be arranged by the faculty member and should be noted by theDepartment Chair or Dean.

4.6 Attendance at MeetingsMembers of the faculty are required to attend official meetings calledfor by the Department, College or University except those who areon official travel or on leave of absence. Otherwise, the facultyconcerned shall be marked absent unless he/she has not beenproperly notified of the scheduled meeting. Attendance of facultymeetings shall be limited to members of the faculty holding plantillapositions either permanent or temporary although part-timers, whohave been invited by the Chair, Dean or University President, maytake part in the deliberation but without the right to vote.

Members of the faculty of one college giving instruction in anothercollege may attend the faculty meetings of the latter, and shall havethe right of speech but without the right to vote.

4.7. Attendance in University ActivitiesSeveral times during the academic year, the presence of all facultymembers of the University or of a certain college may be required.

The University/College affairs in which faculty members areexpected to attend include:


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a. Convocations From time to time, the University/College invites

distinguished guests and individuals to speak before thefaculty or student body on some topics of current interest.

If a faculty member receives a notice from the DepartmentHead/Dean to attend the convocation, he/she may opt todismiss the class or if the attendance of the class is required,the faculty member may bring the whole class to theprogram.

If the faculty member attends the convocation, then thecredit is the same as having conducted the class.

Notably however, that not all classes suspended duringconvocations may be admitted in view of limited capacitiesof the assembly room/hall.

Only those classes having a more direct bearing upon thetopic of the speaker may attend.

If the faculty member receives no notice, he/she should firstconsult the Department Head as to whether dismiss or bringthe class to the convocation.

Moreover, all faculty members are likewise required toreport and participate in the activities initiated by theUniversity or college such as Foundation Celebration,College Festivals, Intramurals, and the like wherein theirattendance is called for by the Dean or Director.

b. Commencement Exercises The commencement exercises of the different campuses of

the University are usually held during the first and secondweek of April. All faculty members are required to attend theactivities during the commencement ceremonies such as:

Awards / Recognition Baccalaureate Mass/Services Graduation

Attendance in all these activities is compulsory and will bemonitored by the Department Head and coordinated withthe College Dean.


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c. University Academic Council Meetings These meetings are attended only by those faculty members

who have rank of at least Assistant Professors.

Heads of academic departments are also required to attend.However, during college or local academic council meetings,all members of the faculty holding plantilla positions eitherpermanent or temporary regardless of rank are required toattend.

Attendance of both meetings is a must. Otherwise, thefaculty concerned shall be marked absent unless he/she hasnot been properly notified of the scheduled meeting.

Part-timers who have been invited by the department chairsor Dean of the college may take part in the deliberation butwithout the right to vote.

4.8 Involvement in University/College Ad-Hoc Committees

The University or College creates ad-hoc committees to takeresponsibilities in planning, implementing, and evaluatingUniversity/College activities such as Foundation Day, CollegeFestivals, Commencement Exercises, and other curricular and co-curricular programs and activities initiated by theUniversity/College.

Communications requiring the involvement of a faculty memberin any University ad-hoc committee should be coursed throughthe Dean, to the Department Head, then to the faculty concerned.

If a faculty accepts an invitation to be a member of an ad-hoccommittee, the faculty should make the necessary arrangementin order not to miss his/her class.

In case the faculty has missed a class, he/she should conductmake-up classes.

4.9. Academic Freedom of Faculty

Members of the faculty enjoy academic freedom.

However, no faculty member in the University shall inculcatesectarian tenets in any course of his/her teachings, nor shallinfluence or attempt to influence either directly or indirectly,


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students in the University for or against any particular churchor religious sect or political party. Faculty members foundviolating this provision shall be dealt with according to penaltyset by the BOR.

Academic freedom is the right of the teacher to teach thecourse/subject of his/her specialization according to his/herbest lights; to hold, in other course/subjects, such ideas ashe/she believes sincerely to be right; and to express his/heropinions on public questions in a manner that shall not interferewith his/her duties as a member of the faculty or negative tohis/her loyalty to the school, college, or university that employshim/her.

No limitation shall be imposed on the teacher’s freedom in theexposition of his/her subject in the classroom or in his addressesand publications, nor shall any restraint be placed upon him/herin the choice of subjects for research and investigationundertaken on his/her own initiative.

Academic freedom is best served through the exercise andenjoyment of the faculty of, but not limited to the following:

i. Teach and discuss the topics in the field of his/hercompetence including controversial matters relevant onlyto the subject taught;

ii. Explore and try-out different methods which will facilitatelearning;

iii. Research and disseminate findings through publicationsand other forms, provided such activity does not interferewith his/her teaching performance and that, if it involvespecuniary return, the agreement should conform with theexisting University policies;

Express freely one’s opinions, thoughts or ideas in both oral andin written form, within or outside of the University, providedhe/she assumes full responsibility for such personal actions andprovided further that these actions do not violate public goodand social order;

Accept outside work such as speaking, writing, and researchprovided the preference of his/her job in the University is not


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sacrificed and must be in accordance with the existingUniversity policies;

Participate in the decision-making and policy formulationprocesses within the bounds of University laws and regulations;

Be consulted and/or be heard individually or collectively inmatters that affect the faculty; and

Right to petition for a redress of grievance If the conduct of the teacher in his/her classroom or elsewhere

should give rise to doubts concerning his/her fitness for his/herposition, the question should in all cases be submitted first to acommittee of the faculty, and in no case should any member ofthe teaching staff be penalized or dismissed before the normaltermination of his/her period of appointment without full andopen hearing before the Board of Regents, should he/she desireit, and only upon sufficient notice.

CHAPTER 5. OPERATIONAL PROCEDURES FOR COUNCILS (USeP Code)

The following are the operating procedures of the councils of the University.Operating Procedures are written instructions intended to document how toperform a routine activity. The University relies on these operating procedures tohelp ensure consistency and quality of work.

Section 1. The University Council

1.1. Composition

The University Council (UC) is consisting of the UniversityPresident, Vice Presidents, Chancellors, Deans, Heads ofAcademic Departments, Assistant Professors, AssociateProfessors, and Professors.

The President serves as the Chairman and presiding officer ofthe Council. In his absence, the Vice President for AcademicAffairs shall preside, unless the University President shall havespecifically designated another for the purpose. The UniversitySecretary shall also act as the Secretary of the Council inconcurrent capacity.


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1.2 The University Council shall:

Meet on call of the University President. Such a call shall also beissued when requested by a majority of the members of theUniversity Council or upon the written request of one-third ofthe members of the council.

Every member of the UC shall attend all its meetings. Absencefrom any Council meeting shall be considered absence from dutyto be reflected on the time record unless the same is due to justand reasonable grounds certified by the Dean or Directorconcerned.

Whenever meetings of the Council are held during class hours,members affected shall prescribe library work or an equivalentassignment to their students.

A quorum of the UC shall consist of a majority of all members.

1.3 Functions and Responsibilities

Subject to the approval of the BOR, upon the recommendation of theUniversity President in accordance with the policies and standardsestablished by the Board, the UC has the following powers andfunctions:

To prescribe the courses of study, curricula and rules ofdiscipline of students;

To fix the requirements for admission to any college or unit ofthe University and for graduation and the conferring of degrees;

To recommend recipients of degrees or diplomas;

To exercise disciplinary powers over the students and facultythrough the University President or its appropriate committeespursuant to the rules of discipline prescribed by the Board; and,

To create committees as it may deem necessary for theperformance of its functions.

Section 2. Administrative Council

Administrative Council is composed of the President as Chairman ex-officio, thedeans, directors, chairmen, administrative officers and coordinators of thevarious academic units of the University.


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2.1. Composition

The Administrative Council shall consist of the SUC Presidentas Chairman, the Vice-President(s), Deans, Directors and otherofficials of equal rank as members. The College/UniversitySecretary shall be its ex-officio Secretary (Sec. 9, RA 8292).

In case of SUCs which have big multi-campuses, a campusAdministrative Council may be established, provided that thesecampuses shall have equal representation in the university orcollege Administrative Council (Sec. 36 RA 8292 IRR).

In the absence of the SUC President, the Vice-President forAdministration and Finance shall preside, and in the absence ofboth, the Vice-President for Academic Affairs may preside.

2.2. Functions

The Administrative Council so formed and constituted shallreview and recommend to the GB policies governing theadministration, management, and development planning of theSUC for appropriate action and shall act in an advisory capacityto the SUC President in all matters pertaining to his/her officefor which he/she seeks advice (Sec. 37, RA 8292 IRR).

2.3. Meetings and Quorum

The Administrative Council shall meet at such time as the SUCPresident may determine.

Special Meetings may be called by the SUC President at anytime upon the request of the majority of the AdministrativeCouncil Officials, or upon the written request of one-third ofthe members of the Council.

A quorum shall consist of fifty percent (50%) plus one of all themembers.

2.4 The Administrative Council shall:

Consider matters of policy and report on the state of theUniversity in the meeting of the Council;


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Decide cases of discipline in accordance with the rules andregulations promulgated by the Council on this subject;

Act for and on behalf of the Academic Council in mattersexpressedly delegated to it by that body and in such othermatters requiring immediate action; and

Act as a committee in all matters not falling within thejurisdiction of the other committees of the Council.

The Council shall meet at the call of the President or on thewritten request of a majority of the members. Meetings shallbe at the USP campus, unless another place is specified.

The Council may create such other committees, standing orspecial, as it may deem necessary and convenient for theproper performance of its functions.

The President shall be ex-officio member of every standing orspecial committee of the Council.

Section 3. Management CommitteeThe Management Committee (ManCom) shall serve as the Executive Committeeof the Administrative Council. As such, the ManCom shall act on matters thatrequire immediate attention for and on behalf of the Administrative Council.Article 36 of Section 2 under Chapter 2 of the USEP Charter ((Batas PambansaBilang 12) provides the powers and functions of the Administrative Council.

3.1. Composition and OfficersThe ManCom shall be composed of the following:

Chairperson : University PresidentVice-Chairpersons : VP for Administration

: VP for Academic Affairs: VP for Planning, Quality Assurance

and Resource Management: VP for Research, Development

and ExtensionSecretary : University SecretaryMembers : Chancellor

: Chair and Vice-Chair, Council ofDeans

: Director, University PlanningOffice

: Chief Administrative Officer,Finance


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: Chief Administrative Officer,Admin

: Director, Office of StudentServices

: Director, ICT/KMS Division: University Registrar

Resource Persons : President or Representative,Faculty Federation

: President or Representative,Non-Teaching Staff Association

: President or Representative,Supreme Student Council

: President or Representative, AlumniFederation

3.2. Meetings

Regular Meetings shall be held every second and fourth Mondayof the month at 10 in the morning at the Office of the UniversityPresident.

Special Meetings shall be called by the University President asand when necessary.

CHAPTER 6. COMMITTEES OF THE UNIVERSITY

Section 1. Local Scholarship Committee

The local scholarship committee shall be created in the respective colleges.The composition, duties, and responsibilities of the local scholarshipcommittee shall be within the following: The college dean shall constitute a local scholarship committee which

shall be composed of Department Chairs and President of the facultyclub.

The local scholarship committee shall endorse the faculty applicant tothe University Scholarship Committee through the Office of the VPAA.


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1.1 Functions of the Scholarship Committee

The University Scholarship Committee (USC) shall be created underthe Office of the President. The committee shall perform the dutiesand responsibilities as specified in the following: The University Scholarship Committee (USC) shall be created by

the Office of the President. It is composed of seven (7) members,from the heads of the finance and the human resourcesdepartment, president of the faculty federation and facultyrepresentatives of the four campuses of the university;

The University Scholarship Committee is responsible inconducting an appraisal of the faculty scholarship applicants.The appraisal shall be based on the criteria specified in Section3 hereof;

The University Scholarship Committee shall prepare theendorsement of the list of qualified grantees to the Office of theVice President for Academic Affairs. This recommendation isdeemed final and a request of reconsideration and appeal shallbe addressed to the Office of the President;

The University Scholarship Committee shall have the custody ofthe records of the scholarship applicants; and

The University Scholarship Committee shall conduct monitoringand evaluation on the progress and performance of the scholars.It shall submit an annual monitoring and evaluation reports tothe Office of the Vice President for Academic Affairs.

1.2 Scholarship Grants

The University is offering scholarship grants to deserving andqualified faculty members who are planning to pursue theiradvanced studies and other professional equipment programsrelevant to the need of the region, and faculty who can respond tothe need of the University. As such, the University scholarshipprogram is based on the following:

The University faculty development program is designedaccording to the fund allocation for faculty professionaldevelopment. Faculty development fund shall be distributed tofaculty who intends to pursue advance studies;


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The number of scholarship slots shall be based on the annualfaculty development program of the University. Scholarshipslots shall be limited only to full scholarship, dissertation grant,tuition privilege, deloading of courses, and official time;

Externally sponsored scholarship shall be properly coordinatedwith the Chair of the Scholarship Committee and Office of theVice President for Academic Affairs regardless of the type ofinitiatives undertaken by the college, faculty, administrative unitand/or a University – initiated scholarship grants fundedexternally; and

A notice for scholarship application of the university shall beannounced by the Office of the Vice President for AcademicAffairs on the 3rd week of January and June for the first andsecond semesters respectively.

1.3. Scholarship Eligibility and Other Requirements

1.3.1 The general eligibility requirements for Universityscholarship are the following:

The applicant must be permanent at the time ofapplication;

The degree sought must be within the priority of thecollege based on the faculty development program andthe degree or specialization pursued should beappropriate or vertically aligned (Degree shall be basedon MS and BS degrees); and

The applicant must have completed the return servicefrom its previous scholarship.

1.3.2 Applicants for full scholarship shall comply with thefollowing in addition to the provisions mentioned above:

The applicant must not be more than 45 years old at thetime of application;

The applicant must present a notice/certificate ofadmission from the university or college where she/heintends to enroll;

The applicant must first seek admission in state collegesor universities. He/she is only allowed to seek admission


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in other reputable institutions if the program is notoffered by SUC’s; and

The applicant must be physically fit and should presenta Medical Certificate from the Government Physician.

1.3.3 A faculty can avail of Dissertation Grant provided the givenprovisions are satisfied. The following are additionalrequirements:

The scholar must present a bound copy of thedissertation;

The scholar must submit an original copy of his/herTranscript of Records.

1.3.4 Tuition Privilege shall be given to the faculty with thefollowing requirements, in addition to the provisions inSection 1.3.1 hereof:

The applicant must have a minimum of 18 unitsteaching load during the time of application;

The applicant must submit the approved plan of coursework and certified true copy of grades if study is on-going;

An application letter with attached certification from theDean for his or her teaching load on the semesterapplied for.

1.3.5 Official Time shall be given to faculty who shall conducthis/her dissertation and shall submit approved dissertationoutline certified by the Program Head/Dean of the GraduateSchool, in addition to the provisions Section 1.3.1 hereof.

1.3.6 Deloading shall be given to faculty who shall conduct his/herdissertation, after complying Section 1.3.1 and Section 1.3.4requirements.

1.3.7 Externally Sponsored Scholarship (ESS) shall be given to afaculty who has availed of scholarship funding outside theUniversity. He/she shall submit:

a. Approved Scholarship Grant;b. University Clearance; andc. University Contract

1.3.8 The applicant must also obtain an endorsement from theDean of the college regardless of the type of scholarship.


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1.3.9 The applicant’s choice of course must be listed in the facultydevelopment plan of the college.

1.4. Scholarship Privileges

1.4.1 Full Scholarship. A University–sponsored scholar is entitledto the following privileges: Salary and other mandatory benefits and increases as

provided for by law;

Full tuition and other regular school fees;

Book allowance of P4,000 for regular semesters andP3,000 for summer;

Dissertation grant of P50, 000. Fifty percent shall bereleased upon submission of approved outline certifiedby the Program Head/Dean of the graduate school andthe remaining fifty percent (50%) shall be released aftersubmission of the bound copy;

Monthly stipend of P6,000.00; and

One round trip travel allowance including per diems andother incidental expenses availing the most efficientmeans of transportation to and from the university andthe official station.

1.4.2 Dissertation Grant. The grantee is entitled to a one-timedissertation grant of P50, 000.

1.4.3 Tuition Privilege. The grantee shall be entitled to full tuitionfees.

1.4.4 Official Time. The grantee shall be entitled of study leavewith pay.

1.4.5 Deloading. The grantee shall be entitled of a teaching loaddisplacement of a maximum of nine units.

1.5. Scholarship Duration

1.5.1 Full Scholarship The degree program shall have a duration of three (3)

academic years, which is three (3) summers and six (6)semesters except when the scholar’s program of study


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calls for a longer period as certified by the adviser orthe Dean of the School where he/she is studying.

In case the grantee is advised by the Graduate School toshift to another course, he/she shall only be allowedonly after the first semester of his /her study program.

If the grantee cannot finish his/her degree within theregular scholarship time frame, he/she may be givenone semester extension with pay but without stipendsubject to evaluation and recommendation of theScholarship Committee.

If the grantee fails to complete his/her degreenotwithstanding the one semester extension, he shouldimmediately be recalled for duty/service. However, ifthe grantee is still interested to pursue his/her studies,he/she may make an appeal to the ScholarshipCommittee for further review and assessment ofhis/her scholarship status in which case, he/she maybe given another one semester study leave without pay.

In case of failure to finish the degree, the scholar isgiven three (3) year grace period to finish the degree athis/her own initiative.

1.5.2 Tuition Privilege A maximum of three (3) years shall be allowed for TP

or depending on the approved plan of course work.

1.6. Scholarship Obligation

1.6.1 Full Scholarship The grantee will, upon the expiration of his/her

approved scholarship, render to USeP full-time serviceof two (2) years for every year of study or a fractionthereof.

The grantee should complete the degree at theminimum of three (3) years and a maximum of seven(7) years.


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1.6.2 Official Time The grantee shall render to USeP full-time services of

two (2) years for every year study or a fraction thereof.

1.7. Sanctions

1.7.1 If the grantee fails to finish the degree after the three (3) yeargrace period, he/she shall be required to pay back the totalexpenses incurred during the scholarship period plus 10%interest starting from the grant of the scholarship. Totalexpenses shall include those listed under the Section 1.4(Privileges) excluding salary and other mandatory benefitsand increases plus salary of substitute.

1.7.2 The guarantee shall pay the University an amount equal toall expenses incurred during his/her scholarship whenhis/her scholarship is unfinished or revoked by competentauthority on account of the grantee’s conduct or behaviordetrimental to the university and failure to meet theminimum required grades in his/her studies.

1.7.3 Implementation of Sanction (after the given 3–year graceperiod)

1.7.4 Uncompleted Graduate Study The University Scholarship Committee will submit a

report to the President indicating scholars to besanctioned.

The Office of the President will issue a memorandum(that the scholar is compelled to pay based on the agreeddeduction scheme) to the scholar (cc. HR, Finance).

The University Finance Officer will issue a computationof total expenses and deduction scheme to paid by thegrantee (cf. OP, scholar, HR).

Scheme of payment will be monthly salary deduction,payable in not more than 10 years.

1.7.5 Uncompleted Return Service A grantee who separates from the university before

completing the required return service shall pay anamount equivalent to his/her total salary and other


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mandatory benefits for the un-served period. Thecomputation is based on his/her last salary received.

No official document shall be released to the granteeunless he/she has paid his/her financial obligation infull. In case the grantee fails to pay, he/she shall besubjected to legal action.

When separation is due to transfer to other SUCs,he/she must seek approval from the President and thesecure proper clearance from the University.

The returning scholar shall not be allowed to take oneyear leave of absence with or without pay within theduration of his/her return service except for healthreasons supported by medical certificate from theGovernment Physician.

1.8. Requirements after the Degree

1.8.1 Within fifteen (15) days after the completion of his/herdegree, the grantee shall submit the following:

Letter of reinstatement addressed to the Presidentthough the Dean copy furnished HRD, USC, and VPAA.Documents to be attached are: TOR and Diploma;

Re-entry action plan to be submitted to the Presidentthrough the VPAA and with recommendation from theDean; and

Hardcopy of thesis/dissertation to the University andCollege Library, and softcopy to Research Division andCollege Dean.

1.8.2 Failure to submit these documents shall cause thesuspension of his/her salary.

1.9. Monitoring and Evaluation

1.9.1 Scholars must submit the following documents to theScholarship Committee copy furnished their respectiveDeans/Directors at a specified time.

Program Study – immediately after the first semesterand prior to enrollment in the succeeding semester;


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a. Progress report to include official report of gradesevery end of the semester.

b. Certificate of Enrollment for every semester to besubmitted on or before end of June (1st Semester),end of November (2nd Semester) and end of April(Summer).

Failure of scholar to submit these documents at aspecified time shall cause the Scholarship Committee torecommend to the President through VPAA thewithholding of all privileges.

The dean shall submit a progress report of scholars tothe President copy furnished the VPAA and thescholarship committee.a. The scholarship committee shall coordinate with

the Dean of the college for the compliance of 9.1documents.

b. The scholar should maintain a Grade Point Average(GPA) of not lower than 2.0, otherwise, a warningshall be issued to him by the USC to improvehis/her academic performance for the succeedingsemester. If the scholar is still unable to improveGPA, his/her stipend for the ensuing semester willbe forfeited.

c. No scholar is allowed to change his/her field ofstudy unless sanctioned by the ScholarshipCommittee. Violation of this provision shall forfeitthe scholar’s privilege on the unused period ofscholarship.

d. No scholar shall engage in part-time jobs within thescholarship period except for external fundedscholarship that allows him/her to do so.

e. No scholar shall be allowed an academic teachingand non-teaching load within the scholarshipperiod.

f. Except in cases beyond the scholar’s control, noscholar shall be allowed to carry an academic loadbelow the regular load indicated in his/her field ofstudy. In cases where the courses are not offered,


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the grantee shall inform the Committee in writing,properly noted by his/her adviser or Dean of theGraduate School.

g. In case of illness as certified by any physician asunfit to study, the scholar shall inform thecommittee in writing of his/her request fordeferment. A grantee is allowed to defer his/herscholarship for not more than one year, duringwhich the scholar will not receive any scholarshipbenefits. When deferment exceeds one year, therecipient should pursue his/her study. If after oneyear, the scholar refuses to pursue the study even ifhe/she has been certified fit to study by thePhysician, he/she is obliged to refund all expensesincurred from the start of the scholarship followingthe provisions stipulated under Section 1.7(Sanctions).

1.10 Property Rights

The University shall be considered part-owner of thediscoveries/inventions made by the grantee relative to hiscourse of study during the period of this scholarship.

Section 2. Committee on Decorum and Investigation (CODI)

Pursuant to the provisions of the Administrative Disciplinary Rules onSexual Harassment Cases, Resolution No. 01-0940, Section 7 of Rule IV, acommittee on Decorum and Investigation shall be created in all national orlocal agencies of the government, state colleges and universities, includinggovernment-owned or controlled corporations with original charter.

2.1 Functions

The Committee shall perform the following functions: Receive complaints of sexual harassment;

Investigate sexual harassment complaints in accordance withthe prescribed procedure;


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Submit a report of its findings with the correspondingrecommendation to the disciplining authority for decision; and

Lead in the conduct of discussions about sexual harassmentwithin the agency or institution to increase understanding andprevent incidents of sexual harassment;

Localized Committees on Decorum and Investigation established inthe regional or field offices, as the case may be, of the agency orinstitution shall have the same functions as stated above and shallsubmit the report of investigation with its recommendation directlyto the disciplining authority.

When a member of the Committee is the complainant or the personcomplained of in a sexual harassment case, he/she shall bedisqualified from being a member of the Committee.

2.2 Composition

In a work-related environment, a Committee on Decorum andInvestigation shall be composed of at least one (1) representativeeach from the management, the accredited union, if any, thesecond level employees, and from the first level employees, dulyselected by the unit concerned.

In an educational or training institution, the Committee shall becomposed of at least one (1) representative from theadministration, the trainers, teachers, instructors, professors orcoaches, and students or trainees, as the case may be, dulyselected by the level concerned.

The agency may formulate its own rules governing the term ofoffice of its members which should be more than two (2) years,and other matters pertaining to the functions of the Committeenot otherwise provided in these Rules.

Section 3. Other Committees

Other than the committees provided herein shall be created whenever aneed arises.

PART 2

GENERALPOLICIES


GENERAL POLICIES

This section provides information to the policies established by the University to apply tofaculty, staff, and students of the University.

CHAPTER 1. GENDER AND DEVELOPMENT (GAD)

Section 1. GoalGender equality as a fundamental value reflected in the programs, projectsand activities of the university.

Section 2. StrategySpearhead organized efforts that would bring a gender perspective in theuniversity’s goals, policies, structures, processes, programs and projects.

Section 3. General Appropriations ActDILG, DBM and NCRFW Joint Circular no. 2004-1 on the Guidelines for thePreparation of annual GAD Plan and Budget and Accomplishment Report toimplement the section on Programs/Projects Related to GAD of the GeneralAppropriations Act.

Section 4. USeP Administrative Disciplinary Rules on SexualHarassment Cases (Pursuant to Res. No. 01-0940)

The University of Southeastern Philippines promulgated the disciplinaryrules on sexual harassment cases pursuant to Resolution No. 01-0940 of theCivil Service Commission. (Refer to Appendix B).

CHAPTER 2. PUBLIC RELATIONS

Section 1. Service PledgeUphold its mission of providing quality education at affordable cost;

Sustain its competitive advantage in highly satisfactory performance instandardized examination in the field of engineering, forestry, agricultureand education;Engage in the expansion of strong Research, Development and Extension(RDE) programs with competent human resource and responsive andrelevant researches that are adopted and utilized for development; andProduce globally competitive and morally upright graduates.


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Section 2. Functions and ResponsibilitiesThe following are the commitment and responsibilities of the serviceproviders:

To oversee that the charter of their respective offices shall beimplemented properly and at all times;

That they will at all times conduct the services of their offices in anethical and professional manner;

That they shall treat the clients with respect and courtesy ;

That they shall at all times perform the duties expected of them withintegrity, honesty and diligence.

Furthermore, to:a) Act promptly on letters and requests;b) Process documents expeditiously;c) Act immediately on the public’s personal transactions;d) Make document accessible to the public.

Section 3. List of Front Line Services

3.1. University Guidance and Testing Office (UGTO)

Filing of USePAT Application

Issuance of USePAT Official Result

Issuance of Certificate of Good Moral Character

Issuance of Certificate of test Results

Posting of Job Vacancies

3.2. Office of Student Services (OSS)

Affidavit of lost ID/Exam Permits/Official Receipts/Printouts ofStudy Loads

Request for Temporary Exemption from Wearing SchoolUniform

Processing of Application to avail of Scholarship/Grant

Filing of complaint Against Student

Issuance of Certificate of Scholarship Issuance of Certificate of Good Standing

Issuance of Certificate of acceptance (for undergraduatestudents)


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Issuance of Certificate of acceptance (for graduate students)

Issuance of Scholarship Card (for externally Funded-paid by theSponsor)

Issuance of Scholarship Card (for internally funded-paid byUSeP)

3.3. Office of Admission and Student Records (OASR)

Enrollment

Application for Request of Documentsa. Transcript of Recordsb. Honorable Dismissal/Certificate of Transfer Credentialsc. Certification Diploma Grades - No Objection GWA - English as Medium of instruction CAV - Bona fide student Certification

Claiming of Requested Documents

Application for Re-Issuance of Diploma

Authentication of Documents (TOR)

Application for Correction of Name, Date and Place of Birth Application for Completion of INC grades

3.4. Library Services

Application of New Library Card (graduate and undergraduatestudent)

Library Card Validation

Library Card Application for Renewal/Replacement

Researchers from other School Permit to Use other Libraries

Borrowing/Returning of Books

3.5. Medical and Dental Service

Medical Check-up for Enrolment

Medical Consultation and Treatment


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Dental Check-up for Enrolment

Dental Check-up and Treatment for Students Dental Check-up and Treatment for Employees

Issuance of Medical Certificate for Employment/Clearance

3.6. Finance Division

Issuance of Certificate of outstanding balance

Signing of Clearance form

Request for statement of Accounts

Posting of Record of Scholar

Receiving of Payments

Releasing of Checks

Section 4. Feedback and Readdress Mechanisms1) Procedure in Filing of Complaints

a. Secure Complaint Form at the Public Assistance and ComplaintDesk located at the Main Entrance Gate or download the form in theUniversity Website: http://www.usep.edu.ph.

b. Fill up and drop the form in the drop box provided in the PublicAssistance and Complaint Desk at the Main Entrance Gate or sendyour feedback through the following e-mail addresses: [email protected] or [email protected]

c. All complaints will be forwarded to the Human ResourceDevelopment Division (HRDD) for appropriate action.

d. These complaints shall be acted upon by the Management within 15days upon its receipt.

e. Information regarding the Management’s action may be securedfrom the Human Resource Development Division (HRDD).


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CHAPTER 3. COMMUNICATION SYSTEM AND COMMUNICATION PROCESS FLOW

Section 1. Non-routinary Document Process Flow (Office of thePresident)

1.1. Steps1) Receiving of non-routinary documents by the Secretary;2) Secretary forwards the document to EA;3) EA reviews the document and when necessary, refers the document

to VDD/other concerned units to provide input or review the matterfor President’s consumption;

Depending on the subject, the communication may:4) Be forwarded to internal unit/s for appropriate action/compliance,

after which,4 – A – It will be returned to the EA, or4 – B – End at the level of the unit;

5) Be forwarded by the EA to the president for decision-making;6) The President acts on the document;7) Return to the secretary for recording; and8) Releasing.

1.2 Diagram

Figure 2. Non-routinary Document Process Flow (Office of the President)


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Legend

AA – Appropriate Action

VDD – VPs, Deans, Directors

Section 2. Document Process Flow—Documents from ExternalAgencies

2.1 Steps1) The Records Office receives the document from the External

Agency;2) The OP Secretary reviews the document from the Records Office;3) Secretary forwards the document to EA;4) EA reviews the document and when necessary, refers the

document to VDD/other concerned units to provide input orreview the matter for President’s consumption;

5) Depending on the subject, the communication may:a. Be forwarded to internal unit/s for appropriate

action/compliance, after which,5 – A – It will be returned to the EA, or5 – B – End at the level of the unit.

b. Be forwarded by the EA to the president for decision-making;

6) The President acts on the document;7) Return to the OP Secretary for recording; and/or8) Releasing to the external agency; and9) A copy of the released document will be sent to the Records

Office.


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2.2 Diagram

Figure 3. Document Process Flow—Documents from External Agencies

Legend



Section 3. Routinary Document Process Flow (Office of thePresident)

3.1 Steps

1) Receiving of routinary documents by the Secretary;2) Secretary forwards routinary documents to the President;3) The President acts on the document;4) Return to the secretary for recording; and5) Releasing.


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3.2 Diagram

Figure 4. Routinary Document Process Flow (Office of the President)

Legend



CHAPTER 4. CONTENT MANAGEMENT POLICIES FOR SIGNAGES AND WEBSITES

Section 1. Policies on Bulletin Board(Ref: Memo Circular No. 2011- Dated Oct 19, 2011)

Announcements refer to all messages/notices that are printed,mimeographed or photocopied for information or circulation purposes.

Posting of announcements are allowed to the following groups:a. Accredited Clubs/Student Organizationsb. All USeP colleges/departments/officesc. All USeP studentsd. Government Agenciese. NGOs and Private Organizations

Announcements coming from the Administration and AcademicAffairs will be given priority.


GENERAL POLICIES

If enough space is available to accommodate other notices,announcements from other offices of USeP will then be accepted.

All materials for posting are subject to approval by the UniversityPublic Information Office. Those that do not require the approval arethe following:a. Announcements coming from any of the school officials;b. Announcements from Deans of the Colleges; andc. Announcements from administrative and academic offices in

USeP, and accredited student organizations posted on respectiveindividual boards.

d. Use of other bulletin boards needs approval from the PIO.

Note: Announcements from faculty members may only be posted onbulletin boards near their College and only upon approval of theirrespective College Deans.

Posters or announcements of outside activities or byorganizations/institutions outside of USeP may be posted within theschool campus but only on designated posting areas as determinedby the PIO.

Only well-presented and grammatically correct announcementsshall be allowed for posting.

Posters or other form of publication should be affixed to bulletinboards with thumbtacks or push pins. Staples, nails or other metalfasteners, masking tapes and other forms of adhesive are notallowed. This is to prevent the smearing of wall paints and minimizecosts for repainting.

The bulletin boards are the only designated posting areas. Noposting of announcements shall be made on walls, window panesand doors. Posters placed on walls, doors, windows, or any othernon-approved location will be removed.

The following publications will not be allowed for posting:a. All publications that directly or indirectly advertise/promote the

use of liquor, cigarettes, and other substances injurious to thehealth, the environment, the safety and welfare of the people;

b. Materials with lewd or indecent pictures;c. Libelous articles or those that may injure the reputation of any

member of the Academic community;


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d. Seditious articles and/or those that may incite the USePcommunity to rebel against authorities;

e. Propaganda materials;f. Posters/streamers that are too big or those that may occupy a

very large space;g. Notices that have grammatical errors.

Note: Those not falling within the abovementioned publications maybe allowed for posting but after the approval of the PIO.

Allowable size for poster and other publication: min. size 8.5" x 11",max. size 13" x 19"; For streamer/tarpaulin to be posted on thedesignated area adjacent the main gate: standard sizes are 3x5 ft.and 6x10 ft.

When possible, please use maroon as background color for thetarpaulin. This will somehow create an identity for USeP.

Posting of tarpaulin and streamer has to be coordinated with theFacilities Services Unit.

Any notices, posters, and/or streamers not duly approved by the PIOshall be removed by any member of the Facilities Services Unit.

Announcements, posters, and/or streamers must be removed assoon as the activity is done.

Section 2. Content Management System Policies for OfficialWebsites in USeP

2.1. Definitions

Content Management. Content Management is a process thatgives the University control of its many Web pages, and thusproduces a unified website displaying accurate information witha consistent appearance.

Official USeP Website. The official USeP website includespages/sites which fall under the domain of www.usep.edu.ph.These pages/sites will be subject to oversight by the Office of thePresident through the Public Information Office in coordinationwith the University Web Administrator.

University Web Administrator. The Web Administrator’sactivities include resolving user interface issues. He or she alsoserves as a resource for any department wishing to control its


GENERAL POLICIES

content via an Encoder. He or she shall establish rules for thelook and feel of pages which are considered and approved by theWeb Development Committee. Testing for broken links and userissues are the responsibility of the Web Administrator.

Encoder. An Encoder is a recognized individual within anacademic or administrative department, office or organizationwho adds/uploads content in the college/office/department’ssites, with proper approval of his or her Dean/Head of Unit.

2.2 Procedures for Official Web Updates

All contents on the official University website is subject tocontinuing review by the Office of the President through thePublic Information Officer.

The University PIO will notify involved parties of any problems.All parties will cooperate to resolve outstanding issues.

An Encoder can only upload/add content to his/hercollege/department’s site when approved/authorized by theDean or Head of the Unit.

The Dean/Head of Unit/Department shall see to it that contentfor uploading in the site has passed through proper editing andverification of facts, as appropriate.

Except for calendar of events, achievements, and ordinaryadvisories and announcements, all contents such as, but notlimited to, news write-ups, schedule of fees, offering of newsprograms and projects, shall first be approved by the UniversityPIO for uploading in the website. To do this, the Dean/Head ofUnit/Department will write or email the PIO indicating thecontent for uploading and the section where the content will beuploaded. Once approved, the PIO will notify the Dean/Head ofUnit, copy furnished the University Web Administrator.

The University PIO should always be updated of anyrevision/addition made in the college/office/department’s sites.

The following contents will not be allowed for uploading in thesite:

a. Those that directly or indirectly advertise/promote the useof liquor, cigarettes, and other substances injurious to the


GENERAL POLICIES

health, the environment, the safety and welfare of thepeople;

b. Materials with lewd or indecent pictures and language;and those that are offensive, obscene or hateful, or whichother users are likely to consider offensive, obscene orhateful, and discriminatory; infringe intellectual propertyrights; and defame or threaten other people ororganizations;

c. Libelous articles or those that may injure the reputation ofany member of the Academic community;

d. Seditious articles and/or those that may incite the USePcommunity to rebel against authorities;

e. Propaganda materials; andf. Notices, news and other materials that have grammatical

errors.

The Office of the President through the University PIO reserves theright to change, alter, amend, add or remove any contents on theWebsite.

PART 3

HUMANRESOURCES


HUMAN RESOURCES

CHAPTER 1. PERSONNEL UNIT (Taken from the USeP Faculty Manual)

Section 1. Faculty Recruitment, Appointment and Promotion

A faculty is a member of the academic personnel engaged in actual teaching,research and extension assignment either on a full-time or part-time basis.

1.1. Recruitment and Appointment

1.1.1 Hiring Procedures

Pursuant to the University/College merit system for facultymembers, the minimum educational qualification forrecruitment shall be a master’s degree or its equivalent inthe appropriate specific area of specialization.

In the absence of one qualified, the following recruited inthe order of preference, provided the appointment shall betemporary until such time the person concerned hasacquired the requisite qualification within a period of nomore than two (2) years. Degree holder of Bachelor of Science in Education or

Bachelor of Elementary Education and has finished atleast eighteen (18) graduate units in a relevant area ofspecialization.

Holder of Bachelor’s Degree and has finished at leasteighteen (18) units of professional education and atleast eighteen (18) graduate units in a relevant area ofspecialization.

For those who satisfy the above qualifications, the followingshall be the order of preference: Has achieved national/international prominence in the

area of specialization. Has received scholarship grants, fellowships, travel

grants and the like which are related to his/her area ofspecialization.

Graduated with academic honors such as summa cumlaude, magna cum laude, or cum laude.

Belongs to the first ten in the appropriate BoardExamination.


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Has taught for a minimum of two (2) years in thetertiary level.

Entry to faculty and academic staff positions shall be atan appropriate faculty rank based on the prevailingcriteria for evaluation.

1.1.2 Screening Procedures

Hiring of faculty members is primarily based on the need ofthe department for services, which cannot be fulfilled by fulltime members of the department.

This need is determined by the department head and isreported to the Dean of the College.

Search for the faculty member is done through thefollowing: Search and recommendation from colleagues who are

aware of the need; Search from the college or department data file of

previous applicants. Files of applications sent to theOffice of the President and forwarded to the Office ofthe Vice President for Academics are sorted and sent tothe Deans of Colleges for their evaluation and filing;and/or

Advertising the need for faculty members.

Selection of the faculty member is done through thefollowing procedures: Evaluation of the applicant’s credentials by the

Department Head to determine primarily theappropriateness of the educational qualification andthe adequacy of the teaching experiences required bythe position as well as his/her scholastic standing asrevealed by the transcripts of records.

As required by all SUCs and the merit system of theUniversity/College, a Master’s Degree or its equivalentdegree is required for a person to teach at the tertiarylevel. Exemption is given when the applicant is aboutto finish a Master’s Degree and he/she is backed up byadequate experience.


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The Department Head interviews the applicant tovalidate the credentials and to determine thecommunication skills and predispositions of theapplicant. He/she may require the applicant todemonstrate an actual teaching episode to furthervalidate performance. The demonstration is no longerrequired when the applicant has previously renderedsatisfactory service at the University.

The Department Head endorses the applicant to theDean of the College for interview.

The Dean of the College endorses the applicant to theVice President for Academics for further scrutiny ofrequirements. Endorsement and applicant’s recordsare either returned to the Office of the Dean ifnecessary, or forwarded to the Office of the Presidentrecommending its approval.

The application does not reach the Office of thePresident if the application does not meet the criteriaand the standard requirements of the academic unitsthat screen the application.

1.1.3 Levels of Appointment

1.1.3.1 Temporary Status

A faculty member who has been newly appointed forfull-time work is given a7 probationary period of nomore than four (4) consecutive terms or two (2)years. At the end of which the appointee may eitherbe retained or dropped, based on performanceevaluations.

A faculty on temporary status is expected to considerthe employment strictly temporary. In case of theUniversity/College’s non-renewal of contract, anotice of termination shall be served at least thirty(30) days before the last day of employment.

A temporary appointment shall be given to anindividual who is employed due to exigencies of the


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service and shall be given three (3) years to meet therequired minimum educational qualification. In caseof failure, a more qualified applicant may replace theappointee.

1.1.3.2 Permanent

A permanent appointment shall be given to a facultyafter the two-year probationary period. For non-MAfaculty members who do not have the requirededucational qualification but are employed due toexigencies the following criteria shall followed:

Very satisfactory teaching performance asevaluated by students, peers, the DepartmentHead and the Dean;

Values and attitudes reflecting theUniversity/College mission statement, such asthe sense of cooperation, and responsibility inacademic tasks;

Completion of a master's degree for those hiredwith a bachelor's degree;

Compliance with regulations and academicresponsibilities and requirements forattendance, and punctuality in institutionalactivities, and prompt submission of grades andother reports.

Demonstration of research capability; and

Active participation and membership inDepartment, College, and University/Collegecommittees and activities.

1.1.4 Discipline and Termination of Appointment

The service of a permanent faculty member may be terminateddue to major offense and after due process has been undertaken(Refer to Table of Offenses and Sanctions, Chapter 8, Section870).


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1.1.5 Transfer and Resignation

A faculty member who opts to transfer or resign must secure aclearance from the following offices: Department Head, Dean orExecutive Director, Chief Librarian, Accountant, Registrar, andother units concerned. This clearance form is available at thePersonnel Office of each campus. Transfers within the semestershall not be allowed.

1.1.6 Types of Faculty Appointments

1.1.6.1 Regular (Full-time) Faculty

These are faculty members who are hired on a full-timebasis and whose main functions include instruction,research, extension services, and production inpursuance of the vision-mission of theUniversity/College.

1.1.6.2 Non-Regular

Non-regular faculty members are classified as follows:

Part-Time FacultyThese are faculty members employed to teach on aterm basis (semester or summer). They receiveremuneration on an hourly rate. Though theirpresence is required during class hours only, theyare also expected to undertake assigned tasks andspend time to conduct research, improve andaugment productivity, and promote and developextension services in pursuance of the vision-mission of the University/College.

Visiting ProfessorVisiting professors are those invited by theUniversity/College from other institutions torender services in the form of instruction, research,extension, and the like for the duration of aprogram. Foreign professors who are invited tospeak in a forum, symposium, or a lecture seriesfall under this category.


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Exchange ProfessorExchange professors are those coming from thecampuses and invited to render services in the formof instruction, research, extension, and the like inthe main campus or vice versa for a fixed period oftime, usually from six (6) months to two (2) years.

Associate FacultyThese are faculty members based in a particularCollege/Department who are invited to renderinstruction, research, and extension or productionservices to other Colleges/ Departments within theUniversity/College.

Adjunct FacultyThese are cooperating teachers who are directlyinvolved in the supervision of students performingtheir off-campus practice teaching. TheUniversity/College can provide incentives to theadjunct faculty and to the cooperating institution,which can be in the form of staff development,instructional materials or financial assistance.

Contractual FacultyThese are faculty members hired on a full time,monthly basis to conduct special instruction and/orresearch services to the University/College.

Professor EmeritusThis is a retired faculty member or administratorwho holds the rank of at least Full Professor at theUniversity/College upon his/her retirement and isgiven the title in recognition of exceptionalcompetence in his/her field of specialization.He/she is likewise invited to render instructional orresearch services.

1.1.7 Appointment of Full-time Faculty

The classification of academic ranks of full time faculty is basedprimarily on the common criteria for evaluation of SUCs.


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1.1.7.1 InstructorAppointment to the position of Instructor shall besubject to the following requirements:

A Master’s Degree in the area of Specialization;

A Bachelor’s Degree with academic honors such assumma, magna cum laude, or cum laude or onebelonging to the first ten in the appropriate BoardExamination provided the appointment shall betemporary. He/she is given two years to finish theappropriate Master’s degree.

1.1.7.2 Assistant ProfessorAppointment to the position of Instructor II andAssistant Professor shall be subject to the followingrequirements:

CCE points of at least 66 points for the higher sub-rank of the Instructor position and at least 88points for the Assistant Professor position; and

Master’s Degree for Assistant Professor II to IV.

1.1.7.3 Associate ProfessorAppointment to the position of Associate Professor shallbe subject to the following requirements:

CCE points of at least 124;

Master’s degree in the area of specialization; and

Qualitative contributions in instruction, research,extension and production or in at least two of thefour functional areas.

1.1.7.4 ProfessorAppointment to the position of Professor shall be subjectto the following requirements:

CCE points of at least 159;

Doctorate Degree for Professor IV to VI;

Qualitative contributions in instruction, research,extension and production or in at least three of thefour functional areas; and

In cases where a doctorate degree is not normallypart of career preparation or where such doctoral


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program is rare, the doctorate requirement may bewaived provided that the candidate has anappropriate master’s degree, has at least 159 CCEpoints (including educational qualification) and hasearned at least 20 points in the following areas: Books, monographs, compendiums and major

bodies of published work; Scientific articles in publications of

international circulation, and other works ofsimilar nature; and

Discoveries, inventions and other significantoriginal contributions.

1.1.8 Appointment of Part-time Faculty

1.1.8.1 General Guidelines Part-time faculty members are those employed to

teach an assigned number of loads based on theneeds of a department. They must hold Master’sDegree or must have finished at least the academicrequirements for a Master’s Degree in accordance tothe existing policies on Faculty Recruitment andAppointment. They are obliged to submit apermission to teach from their mother agency orschool, if applicable. The regular number of loadsfor a part-time faculty member is nine (9) units.This number may be increased if the facultymember meets the following criteria: Obtains a very satisfactory teaching

performance as determined from the evaluationof students, peers, Department Head, andwhenever applicable, the Dean.

Complies reasonably with school regulationsand administrative requirements forattendance, punctuality, and deadline forgrades, among other factors.

Participates actively in the activities of thedepartment, college, and University.


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The maximum teaching loads of a part-time facultymember shall be twelve (12) units. Part-time facultymembers should be informed of their tentativeteaching loads at least two (2) weeks before the startof classes. If there are changes in the schedule, theseshall be communicated to the faculty memberconcerned at least twenty-four (24) hours before thestart of classes.

Contracts of part-time faculty members expire at theend of every term (semester or summer). TheDepartment Head shall recommend renewal afterconsultation with the Department Faculty and if thepart-time faculty member has passed all the criteriaset for evaluating faculty performance.

Part-time faculty members are expected to serve theentire term of their employment. Any violation ofthe contract will result to non-renewal of contract.

1.1.8.2 Appointment as Part-time Faculty

1.1.8.2.1 Lecturer Appointment to the rank of Lecturer

requires a Bachelor's Degree and atleast one (1) year of teachingexperience. Those with additionalteaching and/or other professionalexperience may be accorded a higherhiring rate.

1.1.8.2.2 Assistant Professorial Lecturer Appointment to this rank requires the

completion of a Master's Degree and aminimum of two (2) years ofcompetent teaching experience on thetertiary level. Additional teachingand/or professional experience may becounted for determining the hiringrate. Completion of a specializeddegree (LIB, MD) may be considered


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equivalent to a master’s degree whenapplicable to the area to which thefaculty member belongs.

Managerial or research experiencedirectly relevant and related to theDepartment to which the applicantbelongs shall carry the same weight asteaching experience in determiningfaculty rank.

1.1.8.2.3 Associate Professorial Lecturer Appointment to this rank requires a

Master’s Degree in the required field ofspecialization. The following may beconsidered for determining a higherhiring rate: Completion of at least seventy-five

percent (75%) of academic units,inclusive of dissertation units, in adoctoral program related to one'sdiscipline;

Significant research evidenced bythe publication of one's output in areputable journal or venue orrecognition by a reputableorganization of the facultymember's contribution to the fieldof specialization;

At least five (5) years of competentteaching on the tertiary level and/orseven (7) years of outstandingmanagerial and professionalexperience as an equivalent of theminimum teaching experience; and

Membership and leadership inprofessional, community, andgovernment or non-governmentorganizations.


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1.1.8.2.4 Professorial Lecturer Appointment to this rank requires a

Doctorate Degree. In the absence of aDoctorate Degree, all of the followingmust be considered as a substitute forthe doctoral requirements, except forthose where the terminal degree is amaster's degree. Recognition in the form of an

award, grant, or fellowship by areputable and recognized nationalor international organization forone's outstanding contribution tothe field of specialization;

Consistent involvement in a majorresearch project either as proponentor as major consultant;

Consistent scholarly publication inone's field of specialization; and

Significant service to the academiccommunity and/or activemembership and involvement in theUniversity/College, community,professional, national, orinternational organization.

1.2. Promotion and Advancement

1.2.1 General Guidelines

A faculty shall be promoted/advanced to a higher facultyrank/sub-rank on the basis of the extent to which he/she meetsthe specific requirements and/or standards as set forth in thisdocument.

1.2.2 Basis for Promotion and Advancement

Common Criteria for Evaluation (CCE)


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There shall be a quantitative evaluation of the educationalqualification, experience and length of service, and theprofessional development, achievement, and honors ofevery faculty. Educational Qualification Experience and Professional Services Professional Development, Achievement and

Honors

Qualitative Contribution for Evaluation (QCE)

This is a qualitative evaluation of a faculty in four functionalareas: Instruction Research Extension Productivity

1.2.3 Procedures for Promotion

The Human Resource Management Office (HRMO) or itsduly authorized representative, upon the approval of theUniversity President, shall announce all vacant positions tobe filled. Submission of the required documents shall bedeemed as an application for a particular vacancy.

The committee shall evaluate the candidate’s credentials andother supporting documents submitted by the HRMO. Theresults are forwarded to the FASEB which shall makeappropriate recommendation to the President.

1.2.4 Procedures for Advancement/Upgrading of Rank orPosition

The FASEB Chairperson shall advise all faculty andacademic staff concerned to update their records andsubmit pertinent documents to the FASEC at the start ofthe evaluation period.

The rules and procedures in the prevailing criteria forevaluation on position or rank advancement/upgradingshall be followed.


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The FASEC shall evaluate the credentials of the faculty andacademic staff concerned and shall officially transmitthem to the computer-processing center for SCUs. Thiswill be accompanied by the results of the QCE done by theQCE Committees of the institutions.Advancement/upgrading shall be done every odd year(NBC 461).

The computer printouts issued by the recognizedprocessing center shall be used by the FASEB to determinethe appropriate rank or sub-rank of its faculty.

Aggrieved parties shall file protests within 15 days fromdate of notice of the promotion, upgrading, oradvancement.

1.2.5 Point Allocation and Salary Grade

The point allocation for each academic sub-rank and thesalary grade thereof is shown in Table 2.

FACULTYRANK

MINIMUMEDUCATIONALQUALIFICATIO

N

SUB-RANK

SALARYGRADE

POINTBRACKET

Instructor Bachelor’sDegree

I 12 65 and belowII 13 66 – 76III 14 77 – 87

Asst. Professor Master’s Degree

I 15 88 – 96II 16 97 – 105III 17 106 – 114IV 18 115 – 123

Asso. Professor Master’s Degree

I 19 124 – 130II 20 131 – 137III 21 138 – 144IV 22 145 – 151V 23 152 – 158

Professor DoctorateDegree

I 24 159 – 164II 25 165 – 170III 26 171 – 176IV 27 177 – 182V 28 183 – 188VI 29 189 – 194

College Professor 30 195 – 200University Professor 30 195 – 200

Table 2. Point Allocation and Salary Grade


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Section 2. Faculty Workload

1.1. Work Load

Regular faculty members should serve a minimum of forty (40)hours per week spread from Monday to Saturday depending on theirassigned number of loads. Teaching loads refer to handling a subjectand providing classroom instructions to students.

1.1.1 Regular Load

A full time faculty member renders a minimum of forty(40) hours of service per week; eighteen (18) hours ofteaching and the remaining twenty-two (22) hours areallotted to consultation, research, extension, andadministrative duties.

Faculty members should observe a one-hour breakanytime from 10:00 AM to 2:00 PM outside the officialtime.

Teaching loads of faculty members from their homedepartment should be no less than fifty (50) percent oftheir total loads.

Faculty members who teach laboratory and othersimilar subjects are remunerated at 0.6 of their hourlyrate.

To give faculty members ample time to prepare theirlessons, conduct research or continue their study, loadassignments shall be limited to three (3) preparations.

Faculty members are not allowed to conduct more thanthree (3) consecutive courses for optimum performance.

1.1.2 Overload

Nine (9) hours a week of extra teaching is allowed tofaculty members provided they maintain a verysatisfactory efficiency rating during the last twoconsecutive semesters.

The time for overloads should be outside the regularofficial time and the one-hour lunch break.


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Faculty members desiring to do extra teaching in otherdepartments or colleges should secure permission fromtheir department head and college dean.

Payment for extra teaching will be made only if the loadis indicated in the Report on Faculty Load.

1.1.3 Emergency Load

When no qualified faculty member is available to teacha subject, an additional load of no more than three (3)units, may be given to a faculty member carrying 3overloads. This load is considered an emergencyoverload.

An emergency overload must be justified by thedepartment head in writing and approved by thedean/executive director.

The schedule for an emergency overload must beoutside the regular official time and the one-hour lunchbreak.

Payment for an emergency overload will be made only ifit is reflected in the Report on Faculty Load.

1.1.4 Substitution

Substitution is given only to faculty members who takeover for those on short-term leave (e.g. maternity leave,sick leave, on official business).

It is allowed only if it is arranged and authorized by thedepartment head. Internal arrangements involvingsubstitutions are not allowed among faculty members.

The schedule for a substitution must also be outside theregular official time, the time for overload teaching, theemergency overload teaching, and the one-hour lunchbreak.

1.1.5 Outside Teaching Load

Outside teaching refers to academic instructionrendered in other colleges, or universities. The schedule


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for outside teaching should be outside the regular officialand overload teaching time.

Faculty members who wish to teach outside shouldsecure the permission of the department head, the dean/executive director and the Office of the President.

An outside teaching of no more than nine (9) units maybe allowed to a faculty member provided the totalnumber of loads does not exceed thirty (30) units at anygiven week. However, priority should be given to themother institution.

Faculty on study leave with pay or on scholarship is notallowed to render outside teaching loads.

Outside teaching loads should not conflict with thefaculty members’ duties and responsibilities at theUniversity/College. In times when their services areneeded, their commitment to the institution must begiven first priority.

Faculty members are not allowed to work or renderservice as full-time employees of other public or privateuniversities, agencies, business institutions and others.Those found guilty of violating this provision will beasked to resign or be dismissed from service. Note,however, that faculty members may own a business foras long as it does not interfere with their officialresponsibilities.

1.1.6 Academic Non-Teaching

Academic non-teaching loads refer to supervisoryfunctions for department/center headship and programcoordinatorship tasks. This also includes assignedspecial projects such as research, extension andproduction activities. An academic non-teaching load isrendered for eight (8) hours a week.

A full time faculty member assigned asdepartment/center head is given two (2) releaseperiods.


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1.2. Guidelines for Special Assignment

Faculty members who serve as thesis/dissertation panelistsduring an oral defense receive a corresponding honorariumequivalent to four (4) hours of their overload teaching rate.Moreover, faculty members assigned as thesis/dissertationadvisers receive an honorarium equivalent to ten (10) hours oftheir overload teaching rate.

Services rendered such as proctors and/or checkers ofadmissions exams may receive a rate as determined by theUniversity/College.

The payment of faculty members who teach laboratory, typing,drafting, and other similar subjects will be based on two (2)lecture hours for every three (3) hours of the class schedule.

Section 3. Benefits, Incentives, Privileges and Awards

3.1. Benefits3.1.1 GSIS Benefits

The Government Service Insurance System (GSIS) ofthe Philippines was created under Commonwealth Act.No. 186 as amended by Presidential Decree No. 1146. Itis a government owned controlled corporation andpartly engaged in government financial institutionoperations, acting as a trustee for government sector.

Government employees on permanent status arecovered by the GSIS on compulsory basis. On the otherhand, non-permanent employees who have been in theservice for not less than sixty (60) days are also entitledto a term insurance renewable yearly.

3.1.1.1 Retirement

Retirement requires a specified age and a minimumnumber of years in service. Separation from theservice at the mandatory age of sixty-five (65) iscalled compulsory retirement. A retirement at anyearlier age is referred to as optional retirement.Both retirement schemes require a minimumnumber of years of service rendered.


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A member is eligible for retirement when he/she hassatisfied the following conditions: Has rendered at least fifteen (15) years of

service; At least sixty (60) years of age at time of

retirement; and Not receiving a monthly pension benefit from

permanent total disability.

The following are other features of the retirementbenefit: Retirement shall be compulsory at age 65. Employees who entered the service before June

1, 1977 and who have not received anyseparation or retirement benefits have theoption to retire under Republic Act Nos. 1616,660 or 8291.

Retirement benefits shall be paid on the last dayof service in the government if all requirementsare submitted to the GSIS at least thirty (30)days prior to the effective date of retirement.

3.1.1.2 Separation

A cash payment of 18 times the basic monthlypension at the time of separation and a life pensionto start at age 60 will be given to those who separatefrom the service with at least 15 years of service andare below 60 years of age.

Two types of separation benefits and eligibilityrequirements are discussed below: A member who has rendered at least three years

but less than 15 years of service is eligible forseparation benefit in the form of a cash paymentequivalent to one-hundred percent (100%) ofthe Average Monthly Compensation for everyyear of service payable upon reaching the age of60 or upon separation, whichever comes later, ifhe/she is not receiving a monthly pension


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benefit from an incurred permanent totaldisability.

A member who has rendered at least 15 years ofservice and who is below 60 years of age at thetime of resignation or separation is eligible forseparation benefit in the form of a cash paymentequivalent to 18 times the Basic MonthlyPension payable at the time of separation plusthe basic monthly pension for life starting at age60.

3.1.1.3 Compulsory Life Insurance

A permanent faculty is entitled to an automaticendowment insurance based on the followingcriteria:

Age at Issue Endowment PlanUp to 30 years E-45Over 30 to 40 years E-55Over 50 to 59 years E-6560 and above whole life

The amount of insurance is based on the member’sinsurance plan, age and salary. If the salaryincreases, the amount of insurance correspondinglyincreases effective on the date of aforesaid salaryincrease. However, if the salary decreases, themember has the option to maintain the amount ofhis/her insurance by paying the difference inpremium within ninety (90) days of such decrease.Otherwise, the amount is automatically reduced.

If the employee is still in the service at the time ofendowment plan, insurance coverage isautomatically renewed.

3.1.1.4 Sickness Income Benefits

This is for non-work connected sickness or injurythat results in temporary on total disability. It is


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available after a member has exhausted all his/hersick leave credits but not earlier than the fourth dayof sickness or injury. The member cannot availhimself/herself of the sickness income benefits andsick leave simultaneously. Benefit of not less thanfour pesos (P4.00) nor more than twenty pesos(P20.00) a day can be availed of by the member whohas paid at least six monthly contributions in thetwelve-month period preceding the sickness orinjury.

3.1.1.5 Medical Benefits

All eligible members of the GSIS under MedicareProgram (now PhilHealth) shall immediately andautomatically be made members of the NationalHealth Insurance Program (NHIP) and are entitledto free medical services. Upon retirement, amember is entitled to the same benefits, whichhe/she had as an active member.

3.1.1.6 Death, Accidental Death and Burial Benefits

The member’s beneficiaries receive this if a memberdies prior to the maturity of the policy. When amember’s death is accidental or death occurredwithin ninety (90) days after the accident, theaccidental death benefits are twice the value of theinsurance. Moreover, the beneficiaries can claimburial expenses as stipulated by the GSIS.

3.1.1.7 Survivorship Benefit

This is for non-work connected deaths, which willbe paid to primary and secondary beneficiaries ofdeceased members or pensioners. The basicsurvivor pension is equivalent to 50% of the basicmonthly pension plus dependent pension notexceeding 50% of the basic monthly pension.


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3.1.1.8 Cash Surrender Value

This is paid to a member who resigns or is separatedfrom the service, provided that the insurance hasbeen in force for one year. If the member isdismissed, only half of the value will be paid.

3.1.2 GSIS Loans

A faculty who has been insured for at least one (1) year canobtain insurance loan in the form of salary.

Policy loan is granted to a faculty who has been insured for atand one (1) year equivalent to sixty percent (60%) of the totalcontributions, employees-employer share.

3.1.2.1 Emergency Calamity Loan

When the President of the of the Philippines declaresby law that a specified of area is in a state ofcalamity, the faculty member residing/working inthe area may avail of the Emergency Calamity Loanequivalent to eighty percent (80%) of his/her totalcontribution or the amount as mandated by GSIS.

3.1.2.2 Housing Loan

Through the National Home Mortgage and FinanceCorporation (NHFC), any qualified member may begranted a housing loan by the GSIS.

3.1.3 Leave Benefits in General

3.1.3.1 Leave of Absence

Leave of Absence (LOA) is a privilege to be absentfrom duty for one or more days, with his/herpositions held for him/her until his/her return. Aleave of absence requires authorization and consentof the faculty’s immediate supervisor/head orhis/her designated representative.


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All kinds of leave of absence taken by the facultyshould be applied for and submitted to theDean/Executive Director through the DepartmentHead for action. The prescribed form for leaveapplication is Civil Service Form No. 6 series(revised 1984), where the purpose/reason for suchleave has to be clearly indicated.

An official or an employee who is continuouslyabsent without approved leave for at least thirty(30) calendar days shall be considered on absencewithout official leave (AWOL) and shall be separatedfrom the service or dropped from the roll withoutprior notice. A notice of separation for service shallbe sent to his/her last known address not later thanfive (five) days.

If the number of unauthorized absences incurred isless than thirty (30) calendar days, a written Return-to-Work Order shall be served to him/her at his/herlast known address on record. Failure on his/herpart to report for work within the period stated inthe order shall be a valid ground for dismissal.

3.1.3.2 Vacation Leave

A regular faculty member shall not be entitled to theusual vacation and sick leave credits but toproportional vacation pay (PVP) of 70 days summervacation plus 14 days of Christmas vacation. Afaculty who has rendered continuous service in aschool year without incurring absences without payof not more than 1 ½ days is entitled to 84 days ofproportional vacation pay.

All applications for vacation leave of absence for one(1) full day or more shall be filed in advance orwhenever possible five (5) days before the effectivedate of such leave and shall be submitted on theprescribed form for proper action by the head ofagency.


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3.1.3.3 Sick Leave

A faculty, who is unable to report for work due toillness, may apply for sick leave with pay providedhe/she has accumulated service credit. He/she isentitled to a sick leave of absence after presenting amedical certificate.

All applications for sick leave of absence for one fullday or more shall be made on the prescribed formand filed immediately upon employee’s return fromsuch leave. Notice of absence, however, should besent to the immediate supervisor and/or to theagency head. A proper medical certificate shallaccompany an application for sick leave in excess offive (5) successive days.

Sick leave may be applied for in advance in caseswhere the faculty will undergo medical examinationor operation or advised to rest in view of ill healthduly supported by a medical certificate.

In ordinary application for sick leave already takennot exceeding five days, the head of the departmentconcerned may duly determine whether or notgranting of sick leave is proper under thecircumstances. In case of doubt, a medical certificatemay be required.

Sick leave shall be granted only on account ofsickness or disability on the part of the facultyconcerned or any member of his/her immediatefamily. A sick faculty member can take an indefinitesick leave of absence stating in his/her applicationform the appropriate maximum number of days onleave as recommended by a government physician.


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3.1.3.4 Maternity Leave

A married female faculty can avail of a 60-daymaternity leave after rendering an aggregate of twoor more years of service. She can avail herself ofmaternity benefits even if the period of deliveryoccurs during the long vacation, in which case, boththe maternity benefits and the proportional vacationpay shall be received by the faculty concerned.

Maternity leave of those who have rendered one (1)year or more but less than two (2) years of serviceshall be computed in proportion to their length ofservice, provided that those who have served for lessthan one (1) year shall be entitled to 60-daymaternity leave with half pay.

The maternity leave cannot be deferred but it shouldbe availed of either before or after the actual periodof delivery in a continuous manner, not exceedingsixty (60) calendar days.

When a married female faculty wants to report backto duty before the expiration of her maternity leave,she may be allowed to do so provided she presents amedical certificate that she is physically fit to assumethe duties of her position.

The commuted money value of the unused portionof the leave need not be refunded and so that whenthe faculty returns to work before the expiration ofher maternity leave, she may receive both thebenefits granted under the maternity leave law andthe salary for actual services rendered effective theday she reports back for work (Sec. 11 & 14, CSC MCNo. 14 s. 1999).

3.1.3.5 Paternity Leave

A married male faculty may go on paternity leave ofseven (7) days that shall be nonconvertible to cash.


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3.1.3.6 Terminal Leave

A faculty who resigns or retires or to be terminatedmay apply for a terminal leave with unspent leaveservice converted to cash based on existing civilservice rules.

3.1.4 PAG-IBIG (Home Development Mutual Fund)

PAG-IBIG or the Home Development Mutual Fund (HDMF)was created on June 11, 1978 by virtue of P.D. No. 1530, lateramended by P.D. No. 1752 on December 04, 1980 makingmembership mandatory effective July 1981. The fund aims toprovide employees with an integrated nationwide savingsand housing credit system. Fixed dividends of 7.55 percentper annum are distributed to all members. These are tax free,and are credited to the total accumulated value of themembers’ personal contribution and the employer’scounterpart share.

3.1.4.1 Short Term Loan

The short-term loan program in the form of theMulti- Purpose Loan benefits members who havemade at least 24 monthly contributions to thefund and have been contributing members uponloan application. The amount of loan dependsupon the member’s total accumulated value.

3.1.4.2 Expanded Housing Loan Program.

Primarily, the fund promotes home ownershipthrough the establishment of an affordable andadequate housing credit system for each member.Thus, an expanded housing loan program is offeredfor construction of a residential unit, purchase of alot only; purchase of a lot and construction of aresidential unit on this lot; home improvement;refinancing of existing loan, and redemption of a


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foreclosed mortgage. (Phil Civil Service EmployeeHandbook)

3.1.5 Employees Compensation Program

In the event of work-related injury or death, a member is givenadequate, tax-exempt income benefit and medical or relatedbenefits.

Work- related injury, resulting to disability or death is to becompensated, i.e., the injury must have been sustained duringworking hours and at the work place, and the member musthave been performing official functions.

Moreover, the sickness and the resulting disability or death to becompensated must be the result of an occupational disease orthe chances for contacting it have been increased by the workingconditions.

ECP benefits include Cash Income that covers: Temporary Total Disability (TTD) Permanent Partial Disability (PPD) Permanent Total Disability (PTD) Death Benefit Funeral Benefits Medical and/or Related Services Rehabilitation Services

3.2. Incentives

3.2.1 Basic Incentives

3.2.1.1 Personal Emergency Relief Allowance (PERA)and Additional Compensation (ADCOM)

All faculty members, permanent or temporary,are entitled to a monthly PERA and ADCOM,which amounts to P500.00 each.

3.2.1.2 Year-end Bonus and Cash Gift

Republic Act. No. 6686, as implemented byNational Compensation Circular No. 54, bothdated Dec. 04, 1988, provides for an annual


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year-end bonus equivalent to one-month basicsalary known as “Thirteenth Month Bonus” anda cash gift of P5,000.00 to all governmentofficials and employees who have rendered atleast four months of service with pay within theyear.

3.2.1.3 Clothing Allowance

The provision on annual clothing allowance isan additional economic aid for permanent ortemporary faculty members. This is given to afaculty, regardless of status, provided he/sherenders six (6) months of service at the time ofpayment and should stay another 6 monthsafter payment.

3.2.1.4 Productivity Incentive

An amount of P2,000.00 is given each year to afaculty member with permanent, full-time, ortemporary appointment, who has rendered atleast one year of service in the government.

3.2.1.5 Length of Service Incentive (Longevity Award)

This is given to a faculty member who hasrendered at least three (3) years of continuousvery satisfactory service in a particular position.This incentive shall consist of salary stepincrements in accordance with the provisions ofJoint CSM – DBM Circular No. 1 s, 1990.

3.2.2 Study Grants

3.2.2.1 Professional Development Incentive Program(PDIP)

This is an incentive program giving institutionalsupport to faculty members on thesis or dissertationwriting stage. Support comes in the form of cash


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and leave-with-pay benefits for a period of at most 1year.

Faculty members pursuing a higher degree andwhose thesis or dissertation proposal has beenapproved by the Dean of the Graduate School wherethey are enrolled, have two options: a leave ofabsence with pay for one semester but to finish thedegree within one year from the start of the grant,or outright financial assistance worth P7,000 forfinishing a master’s thesis and P 12,000 for adissertation to be released upon presentation of theapproved bound copies to the University/College.

3.2.2.2 Tuition Fee Waiver

To encourage professional growth, theUniversity/College extends 100% tuition fee waiverto faculty members pursuing higher degrees. Thissubsidy is valid throughout the length of their study,but should not exceed five (5) years for thosepursuing a master’s degree and seven (7) years forthose pursuing a doctorate degree.

Likewise, children of faculty and staff who arecurrently enrolled in the University/College canenjoy free tuition fee during the entire duration oftheir study. This privilege is valid only if theycontinue to enroll at institution and have no failinggrades. In addition, this privilege is good until theyhave finished their degree at the University/College.

3.2.2.3 Sabbatical Leave

A sabbatical leave is a privilege granted to anindividual who has demonstrated above averageability in instruction, scholarship, research, or othercreative accomplishment as seen in one’spublication, teaching, exhibition or performance.

The program aims to maintain and improve thequality of the educational programs of the


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University/College by creating opportunities for thefaculty enhances professional competence throughstudy, research, and other professional developmentactivities.

Eligibility

a. A faculty member with the rank of at leastAssociate Professor who has rendered aminimum of six (6) years of continuous serviceis entitled to a sabbatical leave of one full schoolyear (2 terms and 1 summer).

b. Services outside the University/College areconsidered part of the six-consecutive-yearrequirement provided that they are rendered bythe applicant on secondment to a governmentinstitution, either locally or internationally andthat the year immediately before the filing isspent in the University/College. The requiredcontinuous service for the subsequent leaveshall be counted from the date of return. In caseswhere the sabbatical leave applied for in writingis deferred due to scheduling difficulties, yearsof continuous service for the next leave shallinclude the period of deferment.

A sabbatical leave for not more than one year withfull payment of salary may be granted to a facultymember if in the judgment of the President and theBoard of Regents, the applicant’s record as a teacheror researcher shows reasonable assurance offulfillment of the aforementioned purpose of thesabbatical leave.

No person shall receive a sabbatical leave more oftenthan once in seven years.

Priority Categories

An applicant for a sabbatical leave may do one of thefollowing options:


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a. To finish post-graduate studies on a particulardiscipline. For those requesting a leave for astudy leading to advanced terminal degrees,recent and consistent effort toward theattainment of the degree should be shown;

b. To conduct research. The completed researchstudy shall be published in reputable journalswithin or outside the University/College;

c. To write/translate a book in relation to one'sfield of specialization;

d. To write and produce a play or engage in anyartistic production;

In case of publication of outputs of the sabbaticalleave, rules and regulations on publication asstipulated in the University/College code must beobserved.

Procedures

Application for sabbatical leave should be submittedto the Office of the President, through channels, atleast one semester prior to the intended leave. Thosewho apply for sabbatical leave should submit theirplan at least one (1) term before the intended leaveto the Vice-President for Academics for approval.The merit of the sabbatical plan will be evaluated bythe Sabbatical Leave Award Committee composed ofthe following:a. The Vice-President for Academic Affairs as

Chairperson;b. The Vice-President for Research, Planning and

Extension, as Memberc. The Vice-President for Administrative Affairs,

as Member;d. The Dean of the College where the applicant

belongs, as Member.

The chair and committee members may also choose:


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a. One (1) representative from the Full Professorrank; and

b. One (1) representative from the AssociateProfessor rank.

If any of the members listed above is himself/herselfan applicant, he/she shall be replaced by a memberchosen by the remaining members of theCommittee.

The Committee’s recommendation shall beforwarded to the Office of the President forappropriate action. Unless the research to beundertaken requires teaching, a faculty onsabbatical leave should not be engaged in teachingat any institution.

Obligations

A faculty member granted a sabbatical leaveassumes a professional obligation to return andrender service to the University/College for a periodof at least two (2) full academic years subsequent tohis/her leave.

Within three (3) months of the completion of asabbatical leave, the faculty member must file awritten report to the Office of the President, throughchannels. This report should detail theaccomplishments of the sabbatical leave specificallyin terms of benefits accruing to theUniversity/College and the specific activities listed inthe original sabbatical proposal. He/she may berequired to present a report in an appropriateforum.


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3.2.2.4 Scholarships (Study Leave with Pay)

Qualified faculty members may apply for scholarshipgrants sponsored by local or international organizations.These scholarships are categorized into two:

LocalThese are scholarships sponsored by such agenciesas the Commission on Higher Education (CHED),Philippine Association of State Universities andColleges (PASUC), Department of Science andTechnology (DOST) and Professional DevelopmentIncentive Program (PDIP) of USeP.

InternationalInternational scholarships are those sponsored byagencies such as NEDA (National Economic andDevelopment Agency), PROBE (Australia), FulbrightFoundation (USA), the Japan Ministry of Education(MONBUSHO) among others.

A faculty member who qualifies and maintains ascholarship receives the regular monthly salary andall benefits given to any faculty of USeP, aside fromthe scholarship allowances. He/she is required tosign a contract prepared by the HRMO. Immediatelyafter finishing the scholarship, he/she is expected toreturn and serve the University/College in exchangefor all the benefits granted.

Every year or fraction thereof that a faculty memberhas enjoyed a local scholarship is equivalent to one(1) year of service at USeP. On the other hand, everyyear or fraction thereof that a faculty member hasenjoyed an international scholarship is equivalent totwo (2) years of service at the University/College.Failure to fulfill this service obligation implies thatthe faculty member must pay back theUniversity/College the full amount spent plusinterests. The President, in coordination with theUniversity Accountant, arranges the payment


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procedures for non-fulfillment of the serviceobligation.

A faculty member not able to maintain a scholarshipand has received a leave-with- pay benefit is alsorequired to refund the University/College all theexpenses spent one year after the termination of thescholarship. Similarly, the USeP President, incoordination with the University Accountant,arranges the payment procedures.

Faculty members on scholarship with pay are notallowed to do outside teaching unless they havepermission from the University President. They arealso required to submit a return-to-service report totheir respective heads who in turn forwards it to theDean , then to the VP for Academic Affairs and finallyto the President upon the termination of theirscholarship leave.

CHAPTER 2. TRAINING UNITThe scholarship and other eligibility requirements are stipulated under Part I,Governance, specifically on the Local Scholarship Committee. (Refer to Chapter 6,page 66).

CHAPTER 3. MANPOWER AND CAREER PLANNING UNIT

Section 1. Professional Development Activities

1.1. Educational, Social, Cultural, and Athletic Functions

At all social affairs and athletic events held or sponsored by theUniversity/College, faculty members are to be admitted free ofcharge unless specified otherwise. Where an admission fee orcharge is required, the University/College endeavors as much aspossible to provide special and adequate seating arrangementsrates for faculty members.


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1.2 SCUAA Athletic Events

The University/College is a member of the State Colleges andUniversities Athletic Association (SCUAA) and, within reasonablelimits, faculty members may secure tickets for all SCUAA events.Faculty members are to be admitted free of charge to any and allathletic events authorized by the University/College unlessspecified otherwise.

Section 2. Awards and Recognition

2.1 Distinguished Teacher of the Year Award

To uphold the dignity of the teaching profession theDistinguished Teacher of the Year Award give due recognitionto teachers who have served the University/College withexemplary teaching competence and dedication.

Nominees for the Distinguished Teacher Award must be:

Filipino citizen;

A permanent and full-time instructor/professor forten (10) continuous years at any branch of USeP;and

Directly involved in classroom instruction at USePduring the last (5) years preceding the date ofnomination.

The following are not eligible to apply: University/College President, Vice Presidents,

Deans and faculty members with less than 50%regular teaching load at the time of nomination.Regular teaching loads refer to teaching loadsreported as regular loads on the Report onFaculty Load;

Past recipients of the Distinguished TeacherAward; and

Past recipients of the Metrobank Award. Basis of evaluation will be achievements within

the last ten (10) years as reflected in thenomination forms with the supportingdocuments.


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All nominations must be submitted in the prescribednomination form duly signed by the nominee andnominator. Each nominee goes through thefollowing selection procedures: Nomination

a. The respective Deans or Executive Directorswill disseminate the Search forDistinguished Teacher of the Year to allfaculty members every first week of July ofthe current school year.

b. All qualified candidates may fill out thenomination forms and submit these withthe supporting documents to theirrespective Deans or Executive Directors.

c. The Dean or Executive Director will assign acommittee, of two (2) heads and three (3)faculty members selected by fish bowltechnique to go over all nominationsfollowing the criteria.d. The Dean or Executive Director is

entitled to submit at most three (3)nominees.

ScreeningThe board of judges is composed of five (5) pastDistinguished Teacher of the Year Awardeeswho will select three (3) finalists. Screening alsoinvolves character investigation.

Selection of the AwardeeThe finalists will be observed and interviewed bya final board of judges composed of the VicePresident for Academics, Vice President forResearch, Planning and Extension, Deans ofColleges without any finalist, FacultyAssociation President, and a StudentGovernment representative. The DistinguishedTeacher of the Year Awardee will then beselected from among the three finalists.

Prizes


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The Distinguished Teacher of the Year will behonored in a fitting ceremony during theUniversity/College Week celebration. He/shewill receive a cash award from the TeachersAdvancement Program (TAP) and a plaque ofrecognition from the College/University.

2.2 Professorial Chair Awards

Professorial Chair is a term used in educational institutions todesignate a position of prestige, usually in recognition ofachievement in an educational endeavor. A stipend, honoraria,research funds or other forms of emolument usually accompanythe award.

Professorial chair awards encourage the pursuit of academicexcellence by recognizing outstanding achievement in educationin the areas of teaching, research, management and service, andthe arts.

The Selection Committee shall be composed of the following: The Vice-President for Academics, as Chairperson; The Vice-President for Research, Planning and Extension, as

Member; The Vice-President for Administrative Affairs, as Member; The Dean of the College where the Chair is available, as

Member; and Additional member(s) as stipulated by the donor of the

chair.

If any of the members listed above is himself/herself a possiblenominee, he/she shall be replaced by a member chosen by theremaining members of the Committee.

In addition to having achieved distinction in an academic field asstipulated above, and unless otherwise stipulated in the terms ofthe award by the donor of the chair, a recipient of the award fora professorial chair should possess the following qualities: Independence of mind; Originality and creativity; Ability to communicate his ideas in writing or speaking; and Qualities specified by the donor.


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A recipient of an award for a chair must have an academic ranknot lower than Associate Professor and/or must occupy anadministrative position at the time of the award.

A chair holder must be willing to share his/her expertisethrough lectures, seminar-workshops, research publications,exhibits, or similar activities specified in the terms or asdetermined by the Selection Committee.

2.3 Emeritus/Emerita Awards

The title Emeritus/Emerita is given to a faculty member oradministrator who holds the rank of at least Full Professor atUSeP, in recognition of exceptional competence in his or herfield of specialization. The full title is one of the following:Professor Emeritus/Emerita, Dean Emeritus/Emerita or Vice-President/President Emeritus/Emerita, DirectorEmeritus/Emerita, the first part of the term denoting theposition last held by the retiree.

The Emeritus/Emerita Committee composed of the following: Vice-President for Academics, as Chair College Deans as Member Faculty Association President as Member

The Committee has no power to award the title. It only studiesthe papers of those who have retired and who qualify for theaward and makes appropriate recommendations to the Board ofRegents, through the President.

The following lists some basic guidelines for the selectionprocess: The title of Emeritus/Emerita is awarded by the

University/College Board of Regents, upon recommendationof the President.

The Emeritus Committee assists the President in screeningthe candidates.

A retiree's candidacy for the title is initiated by nomination,either by the President, the Vice-President for Academics, aDean or the Faculty Association through its President.

The candidate for the emeritus title should:


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- Have served at least 25 years in the field of education,fifteen of which should have been spent at theUniversity/College;

- Be on full time service at the University/College at thetime of retirement; and

- Hold the rank of at least full professor. The Emeritus Committee, using the scoring card, processes

candidacies for the title of Emeritus. No interview should berequired for the purpose of having the candidate define hisqualifications for the title. Instead his curriculum vitae andother evidences of his achievements should be presented as basisfor scoring. All proceedings of the Emeritus Committee shall beheld in strict confidentiality. (See Appendix C for Scoring Card).

To qualify for recommendation for the award, the nomineeshould have a total score of at least 8, averaged over the ratingsof members of the Emeritus Committee.

2.4 Recognition for Services Rendered to the University/College

Services rendered by a faculty for the University/College, withor without pay, merit a certificate of recognition. The chair ofthe department, project, program, and others should issue acertificate of recognition to active members two days after thecompletion of the service for the activity.

PART 4

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CHAPTER 1. STUDENT ORGANIZATIONS AND ACTIVITIES

Section 1. Goals and Objectives1.1 To enhance the growth of students as individuals and members of

the academic community by encouraging the formation of differentstudent clubs and organizations within the University.

1.2 To complement the academic and curricular growth anddevelopment of the students through various student projects andactivities such as sports fests, quiz bees and the like.

Section 2. Personnel2.1 Under the supervision of the DSA, this Office is manned by the Head

of Student Organizations and Activities and the Head of Publications.2.2 The Head of Student Organizations and Activities handle the

different accredited student clubs and organizations and the studentcouncil.

2.3 The Head of Publications monitors and supervises the activities ofthe student publication (as the case maybe).

2.4 The Board of Management for Student Organizations (BMSO)handles the accreditation process of student clubs and organizations.This is composed of representatives from the students, faculty,administration, the Head of the Student Organizations and Activitiesand is headed by the DSA.

Section 3. Services3.1 Accredits student clubs and organizations per school year.3.2 Monitors the projects and activities of the different accredited

student clubs and organizations, the different college councils andthe University Student Council/Government.

3.3 Implements the Rules and Regulations Governing OrganizedStudent Activities (RRGOSA).

3.4 Facilitates meetings/joint activities/exchange of ideas amongstudent organizations.

3.5 Endorses student requests for funding (projects, training, andseminars) and the use of university facilities.

3.6 Approves the posting of promotional materials/advertisementswithin the campus.


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3.7 Recommends university-wide activities geared towards thewholesome development of the student – mentally, physically,emotionally, socially, spiritually and morally.

3.8 Provides administrative and technical support to the official studentnewspaper of the University.

Section 4. General Policies for Membership and Recognition ofSchool Clubs and Organizations

4.1 Only bonafide students currently enrolled in this university maybecome members of a student organization.

4.2 Recognition shall be done on a yearly basis.4.3 There shall be at least one adviser to monitor the activities of the

organization to be selected by the members of the organization. Theorganization has the right to change its adviser if deemed necessary.

4.4 The adviser must be presently working in the university.4.5 An application letter should be addressed to the president of the

university through the Office of the Services (OSS).4.6 All requirements for recognition should be submitted to the student

council for preliminary screening after which the council shallsubmit the said requirements to the OSS for formal endorsement.

4.7 All clubs/organizations to be recognized must submit the followingrequirements:

a. Application letter previously mentionedb. Constitution and By-Lawsc. List of Officersd. List of memberse. Written statement from the adviser that he/she is willing to

be the adviser of the club/organization.f. Program of Activities (good for one school year)g. Affidavit from the highest officer of the organization owning

responsibility for whatever activities to be undertaken by theorganization

h. Old club/organizations which would like to renew theirrecognition shall submit the following:

Accomplishment report;

Financial statement;

New list of officers;


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New list of members;

Constitution and by-laws (if there are changes); Affidavit stated above, by the new highest officer;

Program of activities for the next year;

If there is a new adviser, another written statement shallbe made;

These requirements shall be submitted not later thanthe date prescribed by the OSS;

The final decision on recognition of clubs/organizationsis made by the university president. Theclub/organization shall be informed by the OSS on thepresident’s decision which may be any of the following:a) Recognized

The club/organization can enjoy privileges such asavailment of the use of school facilities and thesponsorship of other activities that may beapproved by the OSS.

b) Withdrawal of RecognitionThe club/organization cannot avail itself of theprivileges given to recognizedclubs/organizations.

i. No club/organization shall impose compulsory membershipon any group of students in this university;

j. Fraternities/Sororities which would like to hold theirinitiation inside the campus must first secure a permit fromthe OSS;

k. No activity in any form that may cause physical and mentalinjury is allowed in any initiation; and

l. Recognized clubs/organizations must submit quarterlyreports to the student council, so that it can monitor theiractivities.


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Section 5. Requirements for Accreditation of StudentClubs/Organizations

5.1 Letter of request for accreditation addressed to the DSA and dulysigned by the elected president of the organization and the facultyadviser;

5.2 List of officers of the club/organization. A photocopy of theuniversity identification card (I.D.) and the specimen signature ofthe officers are also required;

5.3 List of members of the club/organization. There should be at least25 members to qualify for accreditation. The list should include,among other things, the course that each student is taking up;

5.4 Proposed Calendar of Activities of the organization for the SchoolYear;

5.5 Constitution and By-laws of the club/organization;5.6 Letter of acceptance of the faculty adviser chosen by the officers and

members of the club/organization;5.7 Accomplishment Report; and5.8 Financial Report.

The last two items are required of student clubs and organizations requestingfor re-accreditation.

Section 6. Guidelines on the Operation of StudentClubs/Organizations

6.1 The different clubs and organizations within the University arebound by University standards to follow the Rules and RegulationsGoverning Organized Student Activities (RRGOSA).

6.2 The accreditation process is handled by a committee, the Board ofManagement of Student Organizations (BMSO). The BMSO exists toreview the accreditation papers of student clubs and organizationsand to make recommendations pertaining thereto.

6.3 A Certificate of Accreditation for the school year is issued to a studentclub/organization upon approval of its request for accreditation.Such certificate is duly signed by the Director/Dean of DSA, the VicePresident for Academic Affairs, and the President of the University.

6.4 The University, through the BMSO, has the right to revoke thecertificate of accreditation granted to a student club/organization inviolation of the rules and regulations of the University, particularly


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the Student Code of Conduct and Discipline. As in all cases involvingstudents, violators will be treated with due process.

6.5 Fraternities and sororities must be accredited by the University.Recognition of these organizations is perceived to foster a betterrelationship with and among its officers and members and theUniversity administration.

Regardless of whether a fraternity is accredited or not, certain rules andregulations apply solely to the operation of fraternities and sororities; to wit,Republic Act No. 8049: An Act Regulating Hazing and Other Forms of InitiationRites in Fraternities, Sororities and Organizations and Providing PenaltiesTherefore and CHED Order No. 4 as implemented through ___ Memo No. ____entitled “Preventive Measure against Violence and Sanctions or Fraternities andOther Student Organizations.”

Section 7. The Board of Management for Student Organizations(BMSO)

7.1 The Board of Management of Student Organizations is a committee,which shall handle the accreditation process of student clubs andorganizations in the University.

7.2 It shall be composed of the DSA as chairman, and representativesfrom the studentry, the faculty sector, the administrative sector andthe Head of the Office of Student Organizations and Activities asmembers.

7.3 The functions of the BMSO are as follows: Recognize, review and/or cancel the recognition granted to

student organizations based on pertinent and existingregulations and guidelines of the University.

Formulate solutions to problems/conflicts that may arise inconnection with student organizations and other related mattersthereto.

Formulate guidelines and deliberate matters related thereto, inthe granting of awards to deserving student organizations andstudent leaders in the annual Search for Outstanding StudentOrganization and Outstanding Student Leader.


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CHAPTER 2. CO-CURRICULAR AND EXTRA CURRICULAR ACTIVITIES

Section 1. Co-curricular ActivitiesThese include all activities concerning with the improvement andenhancement of academic experience such as organization of seminars,symposia, lectures, exhibits, etc. These also include exposure to activities andaffiliation with professional organizations.

Section 2. Extra-curricular ActivitiesThese include all activities of school clubs/organizations which aim todevelop independence and leadership qualities.

Section 3. Student Government

3.1. Supreme Student Government (SSG)This organization is the confederation of all student councils ofUSeP. This aims to develop closer relationship among councils incooperative effort to conduct programs and activities. Officers of thisorganization are selected from among the officers of the Executivesand Legislative branches of al Student Councils. All students of theuniversity are members of this organization.

3.2. Student CouncilsStudent Council is an autonomous, representative and democraticstudent government that shall unite the whole studentry of each ofthe campuses and develop their physical and moral well-being,preserve and protect the solidarity and foster closer relationshipamong the studentry, the administration and other sectors of thesociety. Student Council is recognized as the voice of the studentsand as such, is involved in all levels of decision making within thecampus.

The Student Council also provides services and amnesties for allstudents and caters to various student interests, activities,entertainment and recreation. Principles and Policies of thisorganization are set out in its constitution and by-laws.

3.3 Student Government

The student government of the University shall be officially calledObrero Campus Student Council.


STUDENTS

The University Student Government/Council and the CollegeStudent Councils shall be governed by its own Constitution and ByLaws.

It shall exist to serve as the link and bridge between the Universityadministration and the student population; thus it functions for thebetterment of the student population of the University.

Election of officers of the student council/government is, on theother hand, governed by the Student Election Code which isimplemented and carried out by an independent student body, theCommission on Student Elections. The Commission on StudentElections is tasked to oversee the orderly conduct of studentelections and to religiously carry out the rules, regulations andguidelines specified in the Election Code.

All members of the student government shall finance the projectsand activities of the student government through the StudentPrivilege Fee – the amount of which is fixed and determined by theBoard of Regents. Accounting and auditing procedures of financesis indicated in its Constitution and By Laws and the Rules andRegulations Governing Organized Student Activities.

The elected President of the student government will represent thestudentry as Student Regent to the Board of Regents/Trustees of theUniversity/College.

3.4. Federation of Student Councils

In cases of multi-campus universities, all elected studentcouncil/government presidents of the different campuses of theuniversity system shall confederate and shall form the federation of(university) student councils/governments.

The President of the federation shall sit as the Student Regent in theBoard of Regents of the University.

This federation shall exist to serve the purpose of unifying all effortsof the university system student councils/governments inaddressing the needs of the student population of the Universitythrough a representation in the University Board of Regents.


STUDENTS

Section 4. Student Publications4.1 Student publication organizations of all USeP campuses produce a

newspaper regularly during the academic year. This paper isproduced through the efforts of the students who have undergoneintensive screening, interviews and trainings on campus journalism.

4.2 Student publication primarily uphold press freedom and serve aseffective medium for students to freely express themselves onsignificant issues and on matters of general concern. It will alsodevelop students’ potential skills in writing and intellectual curiosityand capacity for critical thinking.

4.3 A specialized publication, the yearbook, is also produced by thegraduating classes of all USeP campuses.

4.4 The officers of the campus seniors choose among themselves thetalents that will compose the editorial staff of the school annual withthe guidance of their advisers.

Student Publication The official student newspaper of the University shall be

known as the Collegiate Headlight. The Office of Student Organizations and Activities provides

administrative and technical support to the official studentnewspaper of the University. Working in accordance withthe issued guidelines of campus/student journalism, thisOffice updates student journalists on the current trends innewspaper writing by recommending to the student bodyand the University administration the attendance of studentdelegates to different symposia, seminars and lectures of thesame nature. It also assists current staffers in the screeningof interested students wishing to take an active part in theuniversity student publication.

A yearly competitive examination is conducted to determinethe members of the Editorial Board of the studentpublication. The University President through theDirector/Dean of Student Affairs creates the SelectionBoard/Committee whose members shall include a facultymember, an administrative staff, a practicing journalist, anda former member of the editorial board of the studentpublication.


STUDENTS

The publication obtains its finances from the studentpopulation through the Student Privilege Fee – the amountof which is fixed and determined by the Board of Regents.

Republic Act 7079 also known as the Campus Journalism Actand the Rules and Regulations Governing OrganizedStudent Activities serve as the basic guidelines of the studentorgan.

Section 5. Requirement for the Holding of Rally in the University Cognizant of the constitutional right of citizens to have peaceful

assembly and the freedom of speech, there is hereby enumerated set ofspecific guidance in the holding of rally in the University are herebyprescribed.5.1 A written permit is required from the Office of the President to

be endorsed by the director of student services (in his absence,by the guidance coordinator), and the president of the supremestudent government.

5.2 This permit must be secured through a direct and personalrepresentation of the top three officers of the organizationrequesting for the permit to hold rally.

5.3 Such rally specifies the problems/issues needed to be resolvedin their particular case. In case of students, they must raise onlyissues related to them and their welfare. It shall be consideredirrelevant to raise problems and issues about faculty and staffwelfare (the faculty and staff members may raise their ownproblems and issue.)

5.4 The Officers must express willingness to attain reconciliationand never to raise the same problems and issues, if the same arebeing attended to by higher authority.

5.5 Dialogue where one is free to speak out his mind in anatmosphere of respect and trust is the only acceptable mediumof peaceful assembly.

5.6 Officers of the organization seeking for a permit must nevercoerce other individuals or groups who refuse to join a rally.Others shall be free to perform their activities as they see fitwithin the bounds of law.

5.7 Officers of the organization seeking the permit must police theirranks and any or all acts of violence must be avoided. Said


STUDENTS

officers are directly and collectively responsible for damages,resulting threat.

5.8 Freedom is not a license. It must be not abused. Freedom ends“when one steps on the shoes of others”. In the country, publicwelfare shall be the norm of conduct.

Strict compliance herewith is requested.

CHAPTER 3. STUDENT HANDBOOK

The Student Handbook is a document to guide the stakeholders for student servicesand activities. (See Appendix D)

CHAPTER 4. OFFICE OF THE STUDENT SERVICES (OSS)The Office of Student Affairs supervises and coordinates the different student serviceoffices/units of the college/university. Several other offices/units are directly underthis Center/Office under the supervision of the Director for Student Affairs/Dean ofStudent Affairs as the case may be. The following offices/units under the scope ofresponsibility of the Office of Student Affairs: Counseling and Guidance, StudentOrganizations and Activities, Student Housing, Scholarships and StudentAssistantships, Student Discipline, Ancillary Services, International Students, CareerDevelopment and Employment, and Recreational, Social and Cultural Activities.

Section 1. Counseling and Guidance

1.1. Goals and Objectives

To assist the students achieve their maximum potential bydeveloping self-awareness and self-realization.

To make available channels in optimizing the students’ capabilitiesfor achievement.

To assist the students in making satisfactory adjustment in theUniversity and in reaching responsible decisions in academic,personal and social areas of their lives.

1.2 Personnel

A Guidance Coordinator heads the Office.

Each college of the university is assigned a Guidance Counselordepending on the student size/student population of the college.


STUDENTS

1.3. Services

Individual inventory - serves as the 201 file of the students whichincludes records of psychological tests taken, counseling visits andother pertinent information about the student.

Information - provides an updated array of educational, vocationaland personal-social materials which can be useful to the students asin the conduct of some seminars, workshops or job fairs.

Counseling - conducted either individually or in groups on topicsranging from personal to career concerns.

In-school Placement - serves as a link between the students and theIn-school Placement Office of the University where students in needof income are hired as student assistants of the University.

Psychological Testing and Evaluation - given to students who maybe in need of such and whose evaluation may be an aide or a tool inthe helping process.

Referral - cases which are considered beyond the scope of expertiseof the office are referred to more experienced and competentprofessionals as part of the helping process.

Follow-up - continuing service to the students include a follow-up ofthe progress of the case.

Section 2. Student Scholarships and Assistantships


To assist students who generally belong to the “poor but deserving”group to find ways and means of financial support (throughscholarships and grants) for educational purposes.

To provide assistance to students who are wishing to apply for astudent financial loan.

To scout for possible scholarship grantors (private grantors) todeserving students.

2.2 Personnel

The Head of Scholarships and Grants reports directly to theDirector/Dean of Student Affairs.


STUDENTS

2.3. Services

Takes charge of the different scholarship and educational grantsoffered to students either by the University, the national governmentor by any interested individual, group of persons or privatecompany.

Disseminates information on possible scholarship slots.

Prepares and implements the Memorandum of Agreement betweenthe grantor and the university.

Conducts the screening of interested students wishing to avail of thescholarship grant.

Undertakes the processing of scholarship papers of the students.

Takes charge of the Student Assistantship Program and StudentFinancial Assistance Program of the University.

2.4. Scholarship and Educational Grants of the University

Institutionally-funded Grantsa. Academic Scholarsb. Publication staffersc. Physical Education grantsd. University athletese. University Dance Troupef. University Rondalla/Bandg. University Choraleh. University Drama and Theater Arts Group

Grants as per Board Resolutions Privately Funded Grants Government-Funded Grants

a. Study Now Pay Later Planb. State Scholarship Programc. Armed Forces of the Philippinesd. Clark-PAF Educational Funde. Barangay Grant/Sangguniang Kabataanf. Department of Science and Technologyg. Veteransh. PASUC Scholarshipi. Congressional Scholarshipsj. CHED Student Loan Program


STUDENTS

2.3.1 Scholarship Application Procedure

a. Fill up the application forms available at the Office ofScholarships and Assistantships;

b. Present the following together with the dulyaccomplished application form;

c. Photocopy of high school card (for freshmen applicants)or rating slip from the Office of the Registrar (forsophomore to senior students);

d. Photocopy of present registration form; ande. Income Tax Return of parents/guardian.

Wait for the announcement of the schedule for interview.

2.5. Student Assistantship Program

This program is designed to train students in the different facets ofthe work place and at the same time expose them to first-handexperiences which can help broaden interpersonal relationships.

Any bonafide student of the University who has stayed in theUniversity for at least one school year and whose schedule of classesallows for four consecutive hours of free time, if interested andwilling, could apply for the Student Assistantship Program.

The University compensates the services rendered by the student ona fixed rate as determined by the Board of Regents.

2.4.1 Student Assistantship Application Procedure

a. Present the current registration form and the dulyaccomplished application form which can beobtained from this Office;

b. Be available for the scheduled interview and testing;and

c. Report to the Office of Scholarships and StudentAssistantships to follow-up the application.

2.6 Student Financial Loan Programa. Students may apply for a Student Loan. The loan may be used for

payment of school fees, medical purposes, projects and otheremergencies.


STUDENTS

b. The loan with a minimum interest is payable either in full or byinstallments and should be settled one month before the end of thesemester when the student obtained the loan.

c. A student needs a guarantor from the faculty or administrative staffand/or his/her parents before the loan can be granted.

d. The loan is only available on a first-come-first-served basis withpreference to students from low income families, as there is only alimited number of students who can be served for this purpose.

Section 3. Ancillary Services


To provide assistance in other student-related concerns such as theidentification cards, insurance and others.

To ensure the smooth flow of procedures for the different servicesoffered by the office.

3.2. Personnel

The Head for Ancillary Services reports directly to the Director/Deanof Student Affairs.

3.3. Services

Student Identification Card

Application for a University I.D.

a. Present the current registration form;b. Fill up the application form (Personal Data Sheet) and pay

the I.D. Fee;c. Proceed to the ID Room for picture taking; andd. Come back on the date specified to claim the processed I.D.

Validation of I.D.

a. All students who are officially enrolled for the semester arerequired to have their I.D. cards validated for the currentsemester. They must report to the office of AncillaryServices for validation stickers;

b. No student will be allowed entry to the University premiseswithout the validation sticker even when the student hasofficially paid his/her school fees; and


STUDENTS

c. Upon payment of the premium, the policy is effective for 1year.

Rules on the Use of I.D.

a. All students are obliged to display their identification cardsat all times.

b. No student is allowed to enter the University premiseswithout the identification card properly signed by theDirector/Dean of Student Affairs and validated for thecurrent semester.

c. Rules and regulations pertaining to the proper use of theuniversity ID is set forth by the University and studentoffenders are to be treated accordingly as per the StudentCode of Conduct and Discipline.

Replacing a Lost I.D.

a. Secure an affidavit of loss;b. Present the affidavit of loss, current registration form and

one copy of the official ID picture (from the official universityphotographer);

c. Pay the required I.D. fee including the penalty for lost I.D.card; and

d. Come back on the date specified to claim your processed I.D.

3.4 Student Group InsuranceThe University makes available to students a Student GroupInsurance Package. All students are encouraged to avail of the SGIPackage. However, those who are a) officially enrolled in theNational Service Training Program (NSTP) and, b) SupervisedIndustrial Training Program (SIT) or On-the-Job Training Program(OJT) or Off Campus Student Teaching, c) those who will go onfield/educational trips and related activities are required to get aStudent Group Insurance.

Application

a. Present the current registration form;b. Pay the required amount for the insurance;c. Sign in the official logbook for insured students and

claim insurance certificate.


STUDENTS

Claiming insurance benefits

a. Present the registration form where the “STUDENTGROUP INSURANCE” was stamped or present theInsurance Certificate to the Office of Student Affairs –Ancillary Services;

b. Accomplish the Claim Forms and any other documentswhich may be required; and

c. Present the accomplished forms and the requirements.The claimant will be contacted when a check is alreadyavailable.

Processing of papers will depend on the availability of the requireddocuments. It is advisable that official receipts of expenses incurredduring the medication and/or hospitalization period be kept intact.

3.5. Student Mails

Students can have their mails addressed to the University especiallyif the letters are official in nature.

Mails can be claimed from the Office of Student Affairs during officehours provided that the student presents his/her ID card.

It is recommended that mails be addressed in the proper way as inthe example below:

Ms. MA. CRISTINA CRUZCollege of Industrial Technology

Technological University of the PhilippinesAyala Boulevard, Ermita, Manila 1000

3.6. School Uniform

The University may prescribe or sell uniform at reasonable price.

Section 4. International Students


To extend assistance to foreign students for them to avoid potentialproblems during their stay in the University.


STUDENTS

To extend assistance in the procurement of study permits, studentvisa and extension of stay.

To provide opportunities for growth and development in their new-found home – the University

4.2 PersonnelThe Head of the Office of International Students reports directly tothe Dean/Director of Student Affairs.

4.3. Services

Orients foreign students on the rules and regulations of theUniversity.

Provides for housing (when applicable).

Assists in the processing of papers (visas, study permits, extension,etc.).

Conducts guidance and counseling for better adjustment (whenevernecessary).

Provides opportunities for socio-cultural growth.

Section 5. Career Development Employment Services


To provide employment counseling to graduating students.

To make available to students information on career pathing.

To mold students to become more disciplined and responsible futurecitizens of the work/labor force through values developmentactivities and other related pre-employment activities.

5.2. Personnel

The Head of the Career Development and Employment Servicesreports directly to the Director/Dean of Student Affairs.

The Head of this Office works in close coordination with the Head ofthe Industrial Relations, On-the-Job Training Program or othersimilar program of the University.

5.3. Services

Assists students in their career discovery;


STUDENTS

Conducts career counseling/advising;

Facilitates/scouts opportunities for job placement; Conducts job fairs;

Provides internet links; and

Initiates programs and training (career orientation).

Section 6. Recreational, Social and Cultural Services


To assist in the total development of the students through activitiesdesigned for the wise use of leisure time.

To promote the development of self-confidence, sportsmanship,social and cultural growth of students.

6.2 Personnel

The Head of the Office of Recreation, Social and Cultural Servicesreports directly to the Director/Dean of Student Affairs.

The different Trainers of the Performing Groups closely coordinatewith the Head of the Office of Recreation, Social and CulturalServices.

6.3 Services

Plans and conducts recreational activities;

Manages and offers facilities; Coordinates social and cultural presentations;

Organizes performing art groups; and

Initiates/stages exhibits and competitions/contests.

Section 7. Other Student-Service OfficesThere are other offices within the university/college whose responsibility isto serve the student population but are not under the supervision andmanagement of the Center for Student Affairs/Office of Student Affairs.These offices function to respond to the needs of the student population andto augment the student services of the University. Such offices/services arethe following: Office of Student Admissions, Office of the UniversityRegistrar, Food Services, Health Services, Library and Resource LearningCenters, Industrial Relations and On-the-job Training Program, andNational Service Training Program.

PART 5

ADMINISTRATIVEPOLICIES


ADMINISTRATIVE POLICIES

CHAPTER 1. SECURITY SERVICE UNIT

Section 1. RationaleThe University of Southeastern Philippines – Security Service Unit ( USeP –SSU) under the umbrella of the Office of Vice President for Administrationoperating under existing laws, rules and regulations of the constitution, is aUnit assigned to promote and maintain peace, order, safety and security ofall university stakeholders, clients and its properties. As an agent of peaceand order, the Unit aims to implement strict monitoring of vehicles enteringand exiting university premises through a “Vehicle Pass” sticker so as tomake and Income Generating Project (IGP) targeting more enhance andadvance security project plans.

Section 2. ObjectiveThe general objective of this project is to complement the quality of securityprecautionary measures that our university is pursuing, specifically, tostrengthen safety procedures in monitoring personnel gaining access touniversity premises using motor vehicles. In this way, convenient and lessnumber of security guards will be utilized and the security force will bemaximized for other related task at their optimum level. Further, since theproposal targets to be an IGP of the Unit, future security-related plans andprojects are possible for the continuous development of securitymanagement.

Section 3. Requirements3.1 All university personnel who have a service motor vehicle are

required to avail the pass for every vehicle he/she uses to gain accessin the university.

3.2 The sticker’s validity is within 3 years by paying a pertaining fee,renewable with the same amount and control number but differentyears of validity.

CHAPTER 2. MOTORPOOL UNIT

Section 1. MISSION: A Safe and Secure Campus1.1 The mission of the University of Southeastern Philippines, Obrero

Campus Security Service Unit is to provide safe and secureenvironment for students, faculty, staff and campus visitors. USeP



Security Service Unit (USeP-SSU) strives to achieve this missionthrough a community friendly approach that enhance safety throughthe visibility of security personnel, preventive patrols, 24-hoursaccessibility, positive conflict resolution, crime prevention awarenessprograms. USeP Campus Security Service Unit collaborates with locallaw enforcement and community organization in fulfilling itsmission.

1.2 In addition to their roles in keeping the campus community safe,Security Service Unit personnel are trained to assist in medicalemergencies and have access to portable defibrillators for use inemergency situations.

Section 2. Traffic and Parking Rules and Regulations2.1 The University parklands are considered as private property, thus

giving the University its right to take action against violators of theparking and traffic regulations. Please be reminded that driving andparking motor vehicles in campus is a privilege, which may bewithdrawn at any time with justifiable reason/s by the University ofSoutheastern Philippines through its Security Service Unit.

2.2 University of Southeastern Philippines Obrero Campus is apedestrian friendly campus. It is expected that everyone within theUniversity premises abide by these rules and regulations for thesafety of all.

Section 3. Proponents3.1 This university guideline for traffic and parking has been made

possible through the initiative of Prof. Teodorico L. Dela Cruz Jr,CSP; with the joint effort of both Organic Security Guards headed bySG II Rogelio A. Villaruel and Agency Security Guards lead by SGErwin G. Monreal; and arranged by Mr. Armando O. Aguilon, Jr., forthe purpose of enhancing road security operations promoting thesafety of all university stakeholders and clients.

Section 4. Traffic4.1 All traffic/parking rules and regulations are in effect 24/7.4.2 The speed limit on the university street is strictly 10 kilometer per

hour (10kph).



4.3 The speed limit within the University parking zones (e.g. UniversityDormitory, driveways, open field, CoE parking Area, CED parking,CAS parking) is strictly 10 kilometers per hour (10kph).

4.4 Drivers of the vehicle without the current USeP gate pass stickersentering the University must surrender a Driver’s License uponentering the university premises. Security guards have the authorityto confirm identify of the people entering the University premises.Using a vehicle once a week is considered regular usage, hencerequires a gate pass sticker for the vehicle.

4.5 Pedestrian have the right-of-way at ALL TIMES on designated areas.Always give way to passing pedestrians. Stop at least 1 meter beforea pedestrian lane.

4.6 Motor vehicles (including motorcycles) and bicycles may only bedriven on roadways as sidewalks and path walks are pedestrians.

4.7 University motor vehicles may be driven through sidewalks andpassageways to allow access for emergency, service and repair.

4.8 Cross the streets using pedestrian lanes. Jaywalking is strictlyprohibited. Pedestrian lanes also known as zebra lines are intendedfor pedestrians. As pedestrians, you must look to your left and thenright before crossing the street.

4.9 Use of cellphones or other touch-gadgets are strictly prohibited.4.10 Driving under the influence of alcohol or drugs is strictly prohibited.

If you drink, don’t drive; if you drive, don’t drink.4.11 Headlights must be turned from dusk until dawn while driving in

the university campus/premises.4.12 Drivers must follow all traffic and street sigs inside the campus.

Alteration, removal and defacing any of the signage are prohibited.4.13 Drivers inside the campus must be observing all applicable traffic

rules and regulations of Davao City TMC and LTO in addition to therules and regulations of the university.

4.14 Driving, road and pedestrian courtesy must be observed at all times.Threatening or verbal abuse to students, fellow drivers, parents,traffic enforcers/security guards, or any member of the universitycommunity is considered a violation of USeP traffic rules andregulations.

4.15 Loading and unloading is allowed at designated areas only.4.16 Playing and conversing on university streets or driving is strictly

prohibited.



4.17 Blowing of horn inside the university premises is strictly prohibited.Alarm system of parked vehicle must also be deactivated to avoiddisturbance of classes or meetings. In this lieu, monitoring of motorvehicles shall be observed by the security unit.

4.18 Overtaking inside the campus is strictly prohibited. Only authorizedvehicle are allowed to do so especially during emergencies (ex. Firerescuing, rushing to the hospital, etc.)

Section 5. Parking5.1 Parking is allowed only at designated areas. It is strictly prohibited to park

on main roads, driveways, path walks and loading zones.5.1.1 All vehicles with USeP Stickers are allowed to park

only at designated areas. (Administration: White;Faculty: Yellow; Staff: Pink; Students: Light Blue;Affiliates: Gray)

5.1.2 Likewise, parking areas bear signage forAdministrators, Faculty/Staff, Students andVisitors.

5.2 Leaving the engine on while parking is strictly prohibited. Save gasand save the earth. The university promotes a clean and greenenvironment; fumes coming from vehicle would be harmful tohealth.

5.3 Overnight parking is strictly prohibited. Cars may be allowed to parkovernight at designated parking areas, only in case of emergencyand official school functions. Parking beyond ten o’clock in theevening (10:00PM) is strictly prohibited.

5.4 In case of overnight parking, the following must be observed:5.4.1 Office Hours

5.4.1.1 University personnel and students shouldsecure an approved endorsement from the Office ofthe President thru the Office of the Vice President ofAdministration prior to the Security Service Unit’sconsent to park overnight.

5.4.2 After Office Hours5.4.2.1 For emergency requests after office hours,

proceed to the Security Service Unit andsecure a permit for overnight parking.



5.5 Cars must be parked properly and may not occupy two parking slots.Parking in any manner which obstructs the free flow of vehicles isprohibited. Make sure your car is always within the space allottedfor one car.

5.6 Parking in reserved parking areas is not allowed.5.7 Leaving your vehicle unlocked while parked is not allowed. The

University is not responsible for any loss and damage to propertyinside the vehicle parked within the campus.

Section 6. Violations6.1 The traffic enforcer/security guards designated to enforce

these traffic/parking rules and regulation shall hand aviolation ticket to the driver/pedestrian or will place aviolation ticket on the front windshield on the passengerside of all motor vehicles/cycles being cited in violation oftraffic/parking rules and regulations. This will serve asproof of legal delivery of the violation ticket. Non-receipt ofthe traffic violation does not invalidate the issuance of theviolation ticket. Please settle your traffic ticket violationsimmediately to avoid further defilements.

6.2 Persons who receive the violation ticket have the right toappeal. The written appeal must be submitted to the Officeof the Vice President for Administration thru Office of ChiefSecurity within five (5) working days from issuance ofviolation ticket.

6.3 The following information must be included in the appeal:

Name of Appealing Party Reason for appeal Plate number of the vehicle USeP sticker number of vehicle Copy of violation ticket Appealing party’s address and contact number



Section 7. Campus Parking and Traffic Violations Penalties

7.1. Traffic

VIOLATIONS PENALTIES1. Reckless imprudence resulting in serious

or damage of property.2. Violation of speed limit.3. Failure to give way to pedestrian to

pedestrian lanes.4. Driving in a manner that is threatening to

the safety of a person.Driving against one way road.Disregarding traffic sign or trafficenforcers.

5. Driving on campus without valid driver’slicense.

6. Smoke belching.7. Obstructing traffic: driving against traffic

or blocking traffic.8. Driving vehicle on sidewalk and pedestrian

walkway.9. Loading and unloading at NO

loading/unloading zones.10. Jaywalking11. Blowing of Horn12. Overtaking

Table 3. Traffic Violations Penalties



7.2. Parking

VIOLATIONS PENALTIES1. Unauthorized parking/overnight parking

on campus.2. Running the engine while parked.3. Leaving vehicles unlocked while parked.4. Parking at NO parking zone.5. Parking on sidewalks and driveways.6. Parking in reserved areas.7. Improperly parked vehicle.

Table 4. Parking Violations Penalties

7.3. Gate pass Sticker/Proximity Card

VIOLATIONS PENALTIES1. Fake/altered gate pass sticker/proximity

card.2. Gate Pass Sticker/proximity card was used

not for the vehicle for which it was issued.3. Gate Pass Sticker not attached on the

windshield.4. Cars with sticker but no proximity card.

Table 5. Gate pass Sticker/Proximity Card Penalties

7.4 OthersVIOLATIONS PENALTIES

1. Driving under the influence of prohibitedsubstances.

2. Discourtesy/verbal abuse towards otherdrivers, students, pedestrians, or trafficenforcers.

3. Vandalism, removal or defacement of streetsigns.

4. Playing or conversing on main drivewaysor streets.

Table 6. Other Violations Penalties



CHAPTER 3. SUPPLY MANAGEMENT UNIT

Section 1. Use of Electricity Electricity should not be used sparingly. Aircon units in all offices

should be put on at 9:00 AM and put off at 4:00 PM. Students are prohibited from charging their cellular phones in any

electrical outlets inside the University.

Any administrative personnel who want to render overtime afteroffice hours or during Saturdays and Sundays should seek approvalfrom their respective immediate supervisor stating therein the workto be done. Such shall be finally submitted to the Office of the Presidentfor final evaluation.

Employees are not allowed to stay in offices beyond 5:30 PM unlessrendering overtime services.

Computer games and Facebooks are strictly banned in all offices. The purchase of electrical appliances and other related items will be

controlled. Every request will have to be evaluated by the Chairman ofthe Electrical Power Concerns Committee and must be duly approvedby the President.

Cooking inside offices using electric stoves is strictly prohibited.

Section 2. Use of Water Deans/ Building-in-Charge should continuously check/monitor

possible leaks in their areas of responsibility;

The main switch for water should be turned off at night by the securityguards on duty.

CHAPTER 4. PROCUREMENT AND GENERAL SERVICES UNIT

Security and Traffic Guidelines forUSeP Cultural and Sports Center and Other School Facilities

Section 1. Guidelines for Local UseLocal use includes university activities such as festivals, intramurals,foundation, etc.



1.1 All approved memorandums, rules and regulations or policies will beimplemented particularly on security and austerity measures as wellas cleanliness and orderliness.

1.2 Users must secure permit/contract from CEDO to determineavailability of schedule, billing (if there is any) and record purposes.

1.3 Permit/Contract should be duly signed by concerned authorities andshould be furnished in triplicate (CEDO-original copy, 1-security unit,1-user’s copy).

1.4 Users should have duly approved letter from the Office of the Presidentstating the nature of use (either free or rent) and event to be done. Itshould be attached to the copies of permits/contracts.

1.5 In the whole duration of the event, advisers or concerned authoritiesmust be present. No adviser, no activity or activity will be cancelled incase the adviser will be out first.

1.6 University electrician/electricity in charge should be informed in caseof additional electric devices or equipment to avoid short circuits andunforeseen events.

1.7 Building code and guidelines should also be followed.

Section 2. Guidelines for Rentals

Rentals include usage for big events such as concerts, basketball play-offs,gatherings, etc.

2.1 All approved memorandums, rules and regulations or policies will beimplemented particularly on security and austerity measures as wellas cleanliness and orderliness.

2.2 Renters/organizers should secure permit/contract from CEDO todetermine availability of schedule, billing and record purposes.

2.3 Permit/Contract should be duly signed by concerning authorities andshould be furnished in triplicate (CEDO-original copy, 1-security unit,1-user’s copy).

2.4 Renters/Organizers should secure the following permits ahead oftime, to wit:

a. TMC Permit to traffic routeb. City Mayor’s Permitc. Central 911

Fire protection Team First Aid Team



Police Mobile Unitd. Barangay Clearance for parking and re-routing

2.5 Renters/Organizers should provide their own security guards to beposted inside the Gymnasium. USeP Security Guards will assistoutside the gym for the flow of traffic and order of parking.

2.6 Renters/Organizers should give honorarium to all security guardswho will render overtime service for the whole duration of theevent/s.

2.7 In case of shortage of security guards, renters/organizers shouldinform the Security Unit for additional manpower three (3) to five (5)days prior to the event.

2.8 Orientation will be done five (5) days prior to the event forfamiliarization of the venue and smooth operation during the event.

2.9 University electrician/electricity in-charge should be informed in caseof additional electric devices or equipment to avoid short circuits andunforeseen events.

2.10 Building code and guidelines should be implemented.

Section 3. Guidelines for Vehicles3.1 Users should secure vehicular passes from the security officers upon

entering school premises.3.2 All vehicular passes should be placed as prescribed (at the right upper

corner of the windshield).3.3 Passes not properly displayed shall be deemed invalid.3.4 Passes are non-transferable from one vehicle to another.3.5 All private vehicles should open their windshield upon entering school

premises.3.6 Private visitors should be present their valid ID (Driver’s license) to

the guard in exchange of USeP visitor’s ID for monitoring, inaccordance to the number of passengers they have.

3.7 Upon going out, visitor’s ID must be returned to the guard on duty andclaim presented ID.

3.8 Motorcycle operator and passenger are required to wear protectivehelmet. Only one (1) passenger is allowed for one motorcycle.

3.9 Vehicles should be in low speed inside the school premises. Overspeeding will be dealt accordingly.

3.10 Avoid blowing successive horn inside school premises to avoiddisturbances.



Section 4. Guidelines for Parking and Parking Areaa. All vehicles should park in designated parking spaces. Wrong

parking is strictly prohibited.b. All vehicles should follow the order of parking. Four-wheeled

vehicles and two-wheeled vehicles have designated parking spaces.c. Registration of vehicle DOES NOT GUARANTEE a parking space, but

only permits the holder of permit to park on the private property ofthe university. The permit assists security in determining vehicleownership, in case of emergency.

d. In accepting registration sticker, the holder agrees to abide all trafficand parking regulations. Failure to do so may result in loss ofparking privileges on campus property.

PART 6

FINANCIALPOLICIES


FINANCIAL POLICIES

This part of the Manual features the financial policies in Cashiering Unit, BudgetingUnit, Accounting Unit, Internal Control Unit, and Student Accounts.

CHAPTER 1. DEFINITION OF TERMSFor the purpose of this Manual, the terms used as stated below shall be construed tomean as follows:

Accrual basis – means a basis of accounting under which transactions and otherevents are recognized when they occur (and not only when cash or its equivalentis received or paid). Therefore, the transactions and events are recognized in theaccounting records and recognized in the financial statements of the periods towhich they relate. The elements recognized under accrual accounting are assets,liabilities, net assets/equity, revenue, and expenses.

Assets – are resources controlled by an entity as a result of past events, and fromwhich future economic benefits or service potential are expected to flow to theentity.

Contributions from owners – means future economic benefits or servicepotential that have been contributed to the entity by parties external to theentity, other than those that result in liabilities of the entity, that establish afinancial interest in the net assets/equity of the entity, which: conveys entitlement both to (i) distributions of future economic benefits or

service potential by the entity during its life, such distributions being at thediscretion of the owners or their representatives; and to (ii) distributions ofany excess of assets over liabilities in the event of the entity being wound up;and/or

can be sold, exchanged, transferred, or redeemed. Distributions to owners – means future economic benefits or service potential

distributed by the entity to all or some of its owners, either as a return oninvestment or as a return of investment.

Entity – refers to a government agency, department or operating/field unit. Itmay be referred to in this GAM as an agency.

Expenses – are decreases in economic benefits or service potential during thereporting period in the form of outflows or consumption of assets or incurrenceof liabilities that result in decreases in net assets/equity, other than thoserelating to distributions to owners.

Government Accounting – encompasses the processes of analyzing, recording,classifying, summarizing and communicating all transactions involving the


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receipt and disposition of government funds and property, and interpreting theresults thereof. (Sec. 109, Presidential Decree (P.D.) No. 1445)

Government Budget – is the financial plan of a government for a given period,usually for a fiscal year, which shows what its resources are, and how they willbe generated and used over the fiscal period. The budget is the government'skey instrument for promoting its socio-economic objectives. The governmentbudget also refers to the income, expenditures and sources of borrowings of theNational Government (NG) that are used to achieve national objectives,strategies and programs.

Liabilities – are firm obligations of the entity arising from past events, thesettlement of which is expected to result in an outflow from the entity ofresources embodying economic benefits or service potential.

Net assets/equity – is the residual interest in the assets of the entity afterdeducting all its liabilities.

Revenue – is the gross inflow of economic benefits or service potential duringthe reporting period when those inflows result in an increase in netassets/equity, other than increases relating to contributions from owners.

Revenue funds – comprise all funds derived from the income of any agency ofthe government and available for appropriation or expenditure in accordancewith law. (Section 3, P.D. No. 1445)

Allotment – is an authorization issued by the DBM to NGAs to incur obligationsfor specified amounts contained in a legislative appropriation in the form ofbudget release documents. It is also referred to as Obligational Authority.

Appropriations – is the authorization made by a legislative body to allocatefunds for purposes specified by the legislative or similar authority.

Approved Budget – is the expenditure authority derived from appropriationlaws, government ordinances, and other decisions related to the anticipatedrevenue or receipts for the budgetary period. The approved budget consists ofthe following: Automatic Appropriations – are the authorizations programmed

annually or for some other period prescribed by law, by virtue ofoutstanding legislation which does not require periodic action byCongress.

Budget Information – the budgetary information consists of, amongothers, data on appropriations or the approved budget, allotments,obligations, revenues and other receipts, and disbursements.


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Continuing Appropriations – are the authorizations to supportobligations for a specific purpose or project, such as multi-yearconstruction projects which require the incurrence of obligations evenbeyond the budget year.

Disbursements – are the actual amounts spent or paid out of thebudgeted amounts.

Final Budget – is the original budget adjusted for all reserves, carry-over amounts, transfers, allocations and other authorized legislative orsimilar authority changes applicable to the budget period.

New General Appropriations – are annual authorizations for incurringobligations during a specified budget year, as listed in the GAA.

Obligation – is an act of a duly authorized official which binds thegovernment to the immediate or eventual payment of a sum of money.Obligation maybe referred to as a commitment that encompassespossible future liabilities based on current contractual agreement.

Original Budget – is the initial approved budget for the budget periodusually the General Appropriations Act (GAA). The original budget mayinclude residual appropriated amounts automatically carried over fromprior years by law such as prior year commitments or possible futureliabilities based on a current contractual agreement.

Revenues – are increases in economic benefits or service potentialduring the accounting period in the form of inflows or increases of assetsor decreases of liabilities that result in increases in net assets/equity,other than those relating to contributions from owners.

Supplemental Appropriations – are additional appropriationsauthorized by law to augment the original appropriations which provedto be insufficient for their intended purpose due to economic, politicalor social conditions supported by a Certification of Availability of Funds(CAF) from the BTr.

Fund Release Documents. With the adoption of the UACS and thePerformance-Informed Budgeting (PIB), the following are the fund releasedocuments.

Obligational Authority or Allotment – the following are the documents whichauthorize the entity to incur obligations: General Appropriations Act Release Document (GAARD) – serves as the

obligational authority for the comprehensive release of budgetary itemsappropriated in the GAA, categorized as For Comprehensive Release (FCR).


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Special Allotment Release Order (SARO) – covers budgetary items underFor Later Release (FLR) (negative list) in the entity submitted BudgetExecution Documents (BEDs), subject to compliance of requireddocuments/clearances. Releases of allotments for Special Purpose Funds(SPFs) (e.g., Calamity Fund, Contingent Fund, E-Government Fund,Feasibility Studies Fund, International Commitments Fund, MiscellaneousPersonnel Benefits Fund and Pension and Gratuity Fund) are also coveredby SAROs.

General Allotment Release Order (GARO) – is a comprehensive authorityissued to all national government agencies, in general, to incur obligationsnot exceeding an authorized amount during a specified period for thepurpose indicated therein. It covers automatically appropriatedexpenditures common to most, if not all, agencies without need of specialclearance or approval from competent authority, i.e. Retirement and LifeInsurance Premium.

Disbursement Authority – the following documents authorize the entity to payobligations and payables: Notice of Cash Allocation (NCA) – authority issued by the DBM to central,

regional and provincial offices and operating units to cover the cashrequirements of the agencies;

Non-Cash Availment Authority (NCAA) – authority issued by the DBM toagencies to cover the liquidation of their actual obligations incurred againstavailable allotments for availment of proceeds from loans/grants throughsupplier’s credit/constructive cash;

Cash Disbursement Ceiling (CDC) – authority issued by DBM to theDepartment of Foreign Affairs (DFA) and Department of Labor andEmployment (DOLE) to utilize their income collected/retained by theirForeign Service Posts (FSPs) to cover their operating requirements, but notto exceed the released allotment to the said post; and

Notice of Transfer of Allocation – authority issued by the Central Office toits regional and operating units to cover the latter’s cash requirements.

Responsibility Accounting – provides access to cost and revenue informationunder the supervision of a manager having a direct responsibility for itsperformance. It is a system that measures the plans (by budgets) and actions (byactual results) of each responsibility center.

Responsibility Center – is a part, segment, unit or function of a governmentagency, headed by a manager, who is accountable for a specified set of activities.Except for some, which derive most of their income from collection of taxes and


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fees, NGAs are basically cost centers which primary purpose is to render serviceto the public at the lowest possible cost. Cost centers are established to provideeach government agency’s accessibility to cost information and to facilitate costmonitoring at any given period.

Bequest – is a transfer made according to the provisions of a deceased person’swill. The past event giving rise to the control of resources embodying futureeconomic benefits or service potential for a bequest occurs when the entity hasan enforceable claim, for example on the death of the testator, or the granting ofprobate, depending on the laws of the jurisdiction. (Par. 90, PPSAS 23)

Concessionary loans – are loans received by an entity at below market terms.

Exchange transactions – are transactions in which one entity receives assets orservices, or has liabilities extinguished, and directly gives approximately equalvalue (primarily in the form of cash, goods, services, or use of assets) to anotherentity in exchange. (Par. 11, PPSAS 9)

Fair value – is the amount for which an asset could be exchanged, or a liabilitysettled, between knowledgeable, willing parties in an arm’s length transaction

Fines – are economic benefits or service potential received or receivable byNGAs, from an individual or other entity, as determined by a court or other lawenforcement body, as a consequence of the individual or other entity breachingthe requirements of laws or regulations. (Par. 88, PPSAS 23)

Gifts, Donations and Goods In-kind – are voluntary transfers of assets,including cash or other monetary assets, goods in-kind and services in-kind thatone entity makes to another, normally free from stipulations. The transferormay be an entity or an individual. For gifts and donations of cash or othermonetary assets and goods in-kind, the past event giving rise to the control ofresources embodying future economic benefits or service potential is normallythe receipt of the gift or donation. (Par. 93, PPSAS 23)

Non-exchange transactions – are transactions in which an entity eitherreceives value from another entity without directly giving approximately equalvalue in exchange, or gives value to another entity without directly receivingapproximately equal value in exchange. (Par. 11, PPSAS 9)

Pledges – are unenforceable undertakings to transfer assets to the recipiententity.

Revenue – is the gross inflow of economic benefits or service potential duringthe reporting period when those inflows result in an increase in netassets/equity, other than increases relating to contributions from owners.


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Services in-kind – are services provided by individuals to public sector agenciesin a non-exchange transaction.

Revenue from Exchange Transactions. Revenues received by the NGAs fromexchange transactions are derived from the following: Sale of goods or provisions of services to third parties or to other NGAs.

Examples are:a. Service Income – Permit Fees, Registration Fees, Registration

Plates, Tags and Stickers Fee, Clearance and Certification Fees,Franchising Fees, Licensing Fees, Supervision and RegulationEnforcement Fees, Spectrum Usage Fees, Legal Fees, InspectionFees, Verification and Authentication Fees, Passport and Visa Fees,Processing Fees and Other Service Income; and

b. Business Income – School Fees, Affiliation Fees, Examination Fees,Seminar/Training Fees, Rent/Lease Income, CommunicationNetwork Fees, Transportation System Fees, Road Network Fees,Waterworks System Fees, Power Supply System Fees, SeaportSystem Fees, Landing and Parking Fees, Income fromHostels/Dormitories and Other Like Facilities, SlaughterhouseOperation, Income from Printing and Publication, Sales Revenue,Hospital Fees, Share in the Profit of Joint Venture and OtherBusiness Income.

Use by other entity of assets yielding interest, royalties and dividends orsimilar distributions. Examples are:

a. Interest income – charges for the use of cash or cash equivalents,or amounts due to the entity;

b. Royalties – fees paid for the use of entity’s assets such astrademarks, patents, software, and copyrights; and

c. Dividends – share of the National Government from the earnings ofits capital/equity investments in Government-Owned or ControlledCorporations (GOCCs) and other entities.

Dishonored Checks - A check is dishonored either by non-payment or non-acceptance. Dishonor by non-payment occurs when (a) the check is duly presentedfor payment and payment is refused or cannot be obtained; or (b) presentment isexcused and the check is overdue and unpaid (Sec. 83, RA No. 2031, NegotiableInstruments Law). Dishonor by non- acceptance happens when (a) the check is dulypresented for acceptance, and such an acceptance as is prescribed by law is refusedor cannot be obtained; or (b) presentment for acceptance is excused and the checkis not accepted (Sec. 149, RA No. 2031, Negotiable Instruments Law). A dishonored


FINANCIAL POLICIES

check may also be defined as a check paid to the agency that was dishonored by theAGDB due to “Drawn Against Insufficient Fund (DAIF)” or “Drawn AgainstUncleared Deposits (DAUD).”

Accounts Payable – refers to valid and legal obligations of NGAs/OUs, for which,goods/services/projects have been delivered/rendered/completed and accepted,regardless of the year when these obligations were incurred.

Advice to Debit Account – refers to an authorization issued by the NGA/OUappearing in the lower portion of the List of Due and Demandable Accounts Payable-Advice to Debit Account (LDDAP-ADA). It serves as instruction to the ModifiedDisbursement System, Government Servicing Banks (MDS-GSBs) to debit aspecified amount from its available NCA balance under regular MDS sub-account forpayment of creditors/payees through the Expanded Modified DisbursementPayment Scheme (ExMDPS).

Agency – refers to any department, bureau or office of the national government, orany of its branches and instrumentalities, or any political subdivision, as well as anyGOCCs, including its subsidiaries, or other self-governing board or commission ofthe government.

Authorized Card Holder – refers to a responsible official to whom a Purchase Cardis issued for purposes of making official purchases within specific categoriesenumerated in Annex A of Joint Memorandum No. 2014-01 dated May 15, 2014.

Billing Entity – refers to the accounting unit of the concerned participating agencyresponsible in the consolidation of the billing statement from the Credit CardCompany (CCC) and payment of the said billing agency.

Credit Card Company – refers to Citibank as the authorized credit card serviceprovider for the Cashless Purchase Card (CPC) System.

Commercial Check – refers to a check issued by government agencies chargeableagainst the agency’s checking account with AGDBs. These are covered byincome/receipts authorized to be deposited with AGDBs; and funding checksreceived by Operating Units from Central/Regional/Division Offices, respectively.

Direct Payment System – refers to the payment procedure whereby the MDS-GSBshall, upon receipt of NCA an LDDAP-ADA from DBM pay the CCC not earlier than24 hours but not later than 48 hours, through direct credit to the CCC currentaccount.

Disbursements – constitute all cash paid out during a given period in currency(cash) or by check/ADA. It may also mean the settlement of governmentpayables/obligations by cash, check or ADA. It shall be covered by DV/Petty CashVoucher (PCV)/Payroll.


FINANCIAL POLICIES

Expanded Modified Disbursement Payment Scheme – refers to the paymentprocedures whereby the MDS-GSB all pay the creditors/payees listed in the LDDAP-ADA not later than 48 hours but not earlier than 24 hours upon receipt of the saiddocument from the NGA/OU: Direct credit to the creditor’s current/savings/ATM account (CA/SA/ATM)

maintained with MDS-GSB; or Bank transfer, if creditor’s account is maintained outside the agency’s MDS-

GSB, where corresponding bank charges shall be borne/paid by thecreditor/payee concerned.

Implementing Agency – refers to the agency to which the funds are transferred forthe purpose of prosecuting/implementing the project.

Inter-Agency Transferred Fund – refers to cash or money transferred to anImplementing Agency (IA) for the undertaking of a project by a Source Agency (SA)in which the allotment was released.

Letter of Introduction – refers to a letter addressed to the MDS-GSB, issued by theNGA/OU to its creditors/payees for the purpose of opening an account or validationof an existing account.

List of Due and Demandable Accounts Payable-Advice to Debit Account – refersto accountable form integrating the Advice to Debit Account (ADA) with the LDDAP,which is a list reflecting the names of creditors/payees to be paid by the NGA/OUand the corresponding amounts of the unpaid claims.

Merchants – refers to those authorized by the CCC to be the sellers/suppliers underthe CPC System.

Modified Disbursement System (MDS) Check – refers to a check issued bygovernment agencies chargeable against the account of the Treasurer of thePhilippines, which are maintained with different MDS AGDBs. MDS checks arecovered by NCA.

Modified Disbursement System, Government Servicing Banks – refers to theauthorized government servicing banks, such as Land Bank of the Philippines (LBP),Development Bank of the Philippines (DBP), and Philippine Veterans Bank (PVB), towhich DBM issues the NCAs for crediting to the MDS sub-accounts of NGAs.

Petty Cash Fund – refers to the amount granted to duly designated Petty Cash FundCustodian for payment of authorized petty or miscellaneous expenses which cannotbe conveniently paid through checks/LDDAP-ADA.

Program Administrator – refers to those designated by the head of the agency whoare tasked to implement and administer the Cashless Purchase Card System.


FINANCIAL POLICIES

Project – refers to the undertaking, whether construction work, research or trainingprogram, computer engagement or other authorized activities which an agency shallprosecute or implement in favor or in behalf of another agency.

Purchase Limit: Cardholder Monthly Purchase Limit – refers to the limit established by the

Program Administrator and approved by the Steering Committee for the totalvalue of purchases that a cardholder can make in one month.

Cardholder Single Purchase Limit – refers to the maximum amount allowedthe cardholder for each transaction.

Maximum Purchase Card Limit – refers to the maximum amount that theunit/office is authorized to utilize as stated in the Purchase Card application.

Regular Cash Advance – refers to the amount granted to cashiers, disbursingofficers, paymasters, and/or other accountable officers for the payment of expensessuch as salaries and wages, commutable allowances, honoraria and other similarpayments to officials and employees.

Steering Committee – refers to the advisory committee composed ofrepresentatives from DND and the DBM which shall provide the guidance on keyissues such as policy and objectives, control, procedures, individual card limits,individuals authorized to use the cards, amendments, and decisions involving largeexpenditures.

Special Cash Advance – refers to the amount granted on the explicit authority ofthe Head of the Agency only to duly designated disbursing officers or employees forother legally authorized purposes, such as payment of current operatingexpenditures, including salaries, wages and allowances, travel expenditures, andmaintenance and other operating expenses, of the agency field office or for specialpurpose/time-bound undertaking of the agency when it is impractical to pay thesame by check.

Source Agency – refers to the agency to which the allotment has been originallyreleased and in whose behalf or benefit the project will be prosecuted/implemented.

Tax Remittance Advice – refers to a serially-numbered document prescribed by theDBM that should be used by the NGAs in the remittance of withheld taxes on fundscoming from DBM. This form is being distributed by the BIR to be accomplished bythe NGAs. The same shall be duly certified by the Chief Accountant and approved bythe Head of the concerned NGA or his duly authorized representative, and attachedto every withholding tax return filed as payment for taxes withheld. This shall be thebasis for the BIR and the Bureau of the Treasury (BTr) to record the tax collectionin their respective books of accounts. (BIR RR No. 1-2013).


FINANCIAL POLICIES

Withdrawal Application – is a written request from the borrower to thedevelopment partner to pay funds against to borrower’s loan account.

Modified Disbursement System Checks – are checks issued by governmentagencies chargeable against the account of the Treasurer of the Philippines, whichare maintained with different MDS-GSBs.

Commercial Checks – are checks issued by NGAs chargeable against the AgencyChecking Account with GSBs. These shall be covered by income/receipts authorizedto be deposited with AGDBs.

Equity instrument – is any contract that evidences a residual interest in the assetsof an entity after deducting all of its liabilities.

Derivative – is a financial instrument that derives its value from the movement incommodity price, foreign exchange rate and interest rate of an underlying asset orfinancial instrument.

Financial instrument – is any contract that gives rise to both a financial asset ofone entity and a financial liability or equity instrument of another entity. (Par. 9,PPSAS 28)

Financial asset – is any asset that is: Cash; An equity instrument of another entity; A contractual right to receive cash or another financial asset from another entity; A contractual right to exchange financial instruments with another entity under

conditions that are potentially favorable; or A contract that will or may be settled in the entity’s own equity instruments. Financial liability – is any liability that is: A contractual obligation:

a. To deliver cash or another financial asset to another entity; orb. To exchange financial assets or financial liabilities with another entity under

conditions that are potentially unfavorable to the entity. A contract that will or may be settled in the entity’s own equity instruments.

Financial asset at fair value through surplus or deficit. A financial asset at fairvalue through surplus or deficit is one that is either: A held-for-trading asset, or An asset designated as at fair value through surplus or deficit on initial

recognition. Any financial asset can be classified in this category if its fair valuecan be reliably estimated.


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Held-to-maturity investments. These are non-derivative financial assets withfixed or determinable payments and fixed maturity that an entity has the positiveintention and ability to hold to maturity.

Loans and receivables. These are non-derivative financial assets with fixed ordeterminable payments and are not quoted in an active market. Examples offinancial assets to be recognized in this category are loans, investments in debtinstruments, trade receivables and bank deposits.

Available-for-sale financial assets. Available-for-sale financial assets are thosenon- derivative financial assets that are designated as available for sale or are notclassified as loans and receivables, held-to-maturity investments or financial assetsat fair value through surplus or deficit.

Equity security encompasses any instrument representing ownership shares andright, warrants or options to acquire or dispose of ownership shares at a fixed ordeterminable price. It represents an ownership interest in an entity. This includesordinary share, preference share and other share capital.

Derivatives. Derivative is a financial instrument that derives its value from themovement in commodity price, foreign exchange rate and interest rate of anunderlying asset or financial instrument.

Hedging. Hedging is a means of offsetting a potential financial loss or thestructuring of a transaction to reduce risk involving financial instruments. Hedgeaccounting recognizes the offsetting effects on surplus or deficit of changes in thefair values of the hedging instrument and the hedged item.

Current Replacement Cost – is the cost the entity would incur to acquire the asseton the reporting date.

Fair Value – is the amount for which the same inventory could be exchangedbetween knowledgeable and willing buyers and sellers in the marketplace.

Inventories are assets: In the form of materials or supplies to be consumed in the production

process (examples: materials and supplies awaiting use in the productionprocess);

In the form of materials or supplies to be consumed or distributed in therendering of services (examples: office supplies, ammunitions, maintenancematerials); 3. Held for sale or distribution in the ordinary course ofoperations (examples: merchandise purchased by an entity and held forresale, or land and other property held for sale, agricultural produce); or

In the process of production for sale or distribution (examples: goodspurchased or produced for distribution to other parties for no charge or for


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a nominal charge like educational books produced by a health authority fordonation to schools).

Net Realizable Value – is the estimated selling price in the ordinary course ofoperations, less the estimated costs of completion and the estimated costs necessaryto make the sale, exchange, or distribution. It is the net amount that an entity expectsto realize from the sale of inventory in the ordinary course of operations. (Pars. 9 &10, PPSAS 12)

Perpetual Inventory System – is a system that continually tracks all additions toand deletions from inventory.

Impairment - An asset is said to be impaired if the cost of inventories held for saleis higher than the net realizable value or the cost of inventories held for distributionor consumption is higher than the current replacement cost. The difference betweenthe cost and net realizable value/current replacement cost shall be recognized as anexpense in the financial statement.

Stock Card (SC) – shall be used to record all receipts and issues of supplies and thebalance in quantity at any time. It shall be maintained by the Property and/or SupplyDivision/Unit for each item in stock. The IAR, RIS, PO and DR serve as the originalsources of information for making entries on the card.

Supplies Ledger Card (SLC) – shall be used to record materials received, issuedand the balance both in quantity and amount at any time. It shall be maintained bythe Accounting Division/Unit for each kind of supplies and materials. The IAR, RIS,RSMI, PO and DR serve as the original sources of information for making entries onthe card.

Requisition and Issue Slip (RIS) – shall be used by the end-user to request issueof supplies and materials that are carried on stock. It is also used by the Propertyand/or Supply Division/Unit to indicate availability or non-availability of itemsrequisitioned and/or to record issues of item/s requisitioned.

Purchase Request (PR) – shall be used by the end-user to request for the purchaseof inventory or item/s not available on stock. It shall be the basis of preparing thePO.

Purchase Order (PO) – shall be used by the Property and/or Supply Custodian tosupport the purchase of property, supplies and materials, etc. It shall be issued tothe selected supplier indicating, among other information, the specifications,quantities, and agreed prices of property, supplies and materials to be purchased.

Report of Supplies and Materials Issued (RSMI) – shall be prepared by theProperty and/or Supply Custodian based on the RIS and shall be used by the


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Accounting Division/Unit as basis in preparing the JEV to record the supplies andmaterials issued.

Waste Materials Report (WMR) – shall be used by the Property and/or SupplyCustodian to report all waste materials such as destroyed spare parts and othermaterials considered scrap due to replacement.

Report on the Physical Count of Inventories (RPCI) - shall be used to report thephysical count of supplies by type of inventory as at a given date. It shows thebalance of inventory items per card and per count and shortage/overage, if any.These include the semi-expendable property wherein the issue is covered by ICS.

Inspection and Acceptance Report (IAR) – shall be used for inspection andacceptance of purchased and delivered property, supplies and materials.

Report of Accountability for Accountable Forms (RAAF) – shall be prepared bythe Accountable Officer to report on the movement and status of accountable formsin his/her possession. The accountable forms include those with or without facevalue.

Inventory Custodian Slip (ICS) – shall be prepared upon issue of semi- expendableproperty covered by approved RIS.

Carrying amount – is the amount at which an asset is presented in the statementof financial position.

Cash Generating Unit – the smallest identifiable group of assets held with theprimary objective of generating a commercial return that generates cash inflowsfrom continuing use that are largely independent of the cash inflows from otherassets or groups of assets.

Cost – is the amount of cash or cash equivalents paid or the fair value of otherconsideration given to acquire an asset at the time of its acquisition or construction.

Depreciation – is the systematic allocation of the depreciable amount of an assetover its useful life.

Impairment – a loss in the future economic benefits or service potential of an asset,over and above the systematic recognition of the loss of the asset’s future economicbenefits or service potential through depreciation.

Investment Property – is a property (land or buildings-or part of a building-orboth) held to earn rentals, or for capital appreciation or both. It is not held for usein the production or supply of goods or services, for administrative purposes, or salein the ordinary course of business.


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Owner-occupied property – is property held (by the owner or by the lessee undera finance lease) for use in the production or supply of goods or services or foradministrative purposes.

Recoverable amount – is the higher of a cash-generating asset’s fair value less coststo sell and its value in use.

Carrying Amount – is the amount at which an asset is recognized after deductingany accumulated depreciation and accumulated impairment losses.

Cost – is the amount of cash or cash equivalents paid and the fair value (FV) of theother consideration given to acquire an asset at the time of its acquisition orconstruction.

Depreciation – is the systematic allocation of the depreciable amount of an assetover its useful life.

Depreciable Amount – is the cost of an asset, or other amount substituted for cost,less its residual value.

Entity-specific Value – is the present value (PV) of the cash flows an entity expectsto arise from the continuing use of an asset and from its disposal at the end of itsuseful life or expects to incur when settling a liability.

Exchange Transactions – are transactions in which one entity receives assets orservices, or has liabilities extinguished, and directly gives approximately equal value(primarily in the form of cash, goods, services, or use of assets) to another entity inexchange.

Fair Value – is the amount for which an asset could be exchanged or a liabilitysettled, between knowledgeable, willing parties in an arm’s length transaction.

Impairment Loss of a Cash-generating Asset – is the amount by which thecarrying amount of an asset exceeds its recoverable amount.

Impairment Loss of a Non Cash-generating Asset – is the amount by which thecarrying amount of an asset exceeds its recoverable service amount.

Non-exchange Transactions – are transaction where an entity either receives valuefrom another entity without directly giving approximately equal value in exchange,or gives value to another entity without directly receiving approximately equal valuein exchange.

Property, Plant and Equipment – are tangible assets that are: purchased, constructed, developed or otherwise acquired; held for use in the production or supply of goods or services or to produce

program outputs; for rental to others;


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for administrative purposes; expected to be used during more than one reporting period; and 6. not

intended for resale in the ordinary course of operations.

Residual Value – is the equivalent to at least five percent (5%) of the cost of an assetthat the entity would currently obtain from disposal of the asset, after deducting theestimated costs of disposal, if the asset were already of the age and in the conditionexpected at the end of its useful life, unless a more appropriate percentage isdetermined by an entity based on their operation.

Recoverable Service Amount – is the higher of a non cash-generating asset’s fairvalue less costs to sell and its value in use.

Useful Life – is the period over which an asset is expected to be available for use byan entity; or the number of production or similar units expected to be obtained fromthe asset by an entity.

Value in use of a cash generating asset – the present value of the estimated futurecash flows expected to be derived from the continuing use of an asset and from itsdisposal at the end of its useful life.

Value in use of a non-cash generating asset – the present value of the asset’sremaining service potential.

Exchange Transactions - One or more items of PPE may be acquired in exchangefor a non-monetary assets, or a combination of monetary and non-monetary assets.The cost of such an item of PPE is measured at its fair value unless (a) the exchangetransaction lacks commercial substance, or (b) the fair value of neither the assetreceived nor the asset given up is reliably measurable. However, if the acquired itemis not measured at fair value, its cost is measured at the carrying amount of the assetgiven up. Recognition of costs in the carrying amount of an item of PPE ceases whenthe item is in the location and condition necessary for it to be capable of operatingin the manner intended by management. Therefore, costs incurred in using orredeploying an item are not included in the carrying amount of that item.

Exchange with Commercial Substance - An exchange transaction has commercialsubstance by considering the extent to which its future cash flows or servicepotentials is expected to change as a result of the transaction.

Non-exchange Transaction - PPE acquired through a non-exchange transaction,such as donation, presidential proclamation, taxes, transfers and grants, its cost shallbe measured at its fair value as at the date of acquisition. However, this does notconstitute revaluation. If the fair value cannot be determined, the asset shall berecorded at a nominal value (the value that is stated on currency or face value).


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Donation without Condition. Cost of PPE acquired through donation withoutcondition shall be taken up at its fair value at the date it is acquired. All expensesincurred in connection with the donated asset, such as delivery and installation costs,shall be included in the amount recognized as asset. The fair value of the PPE shallbe recognized as “Income from Grants and Donations in Kind.”

Donation with Condition - Where a PPE is acquired through donation withconditions or restrictions, a liability account shall be recognized until the conditionsor restrictions have been fulfilled.

Inter-agency transfer of PPE - Transfer from one government entity to anothershall be recognized by the recipient entity at net carrying value. The transferor shallderecognize the PPE account upon transfer

Grants - Grants are assistance in the form of transfer of resources, in cash or inkind, to an agency/entity from other levels of government, private sectors orinternational institutions with or without conditions relating to the operatingactivities of the agency/entity. These grants shall be recognized as income over theperiods necessary to match them with the related costs which they are intended tocompensate on a systematic basis. Grants, including non- monetary its cost shall bemeasured at its fair value as at the date of acquisition, and shall be recognized whenthere is reasonable assurance that: (a) the entity will comply with the conditionsattached, and (b) the grants will be received.

Finance Lease - Another mode of acquiring PPE is through finance leases. A financelease is a kind of lease that transfers substantially all the risks and rewards incidentto ownership of an asset. At the start of the lease term, lessees shall recognize assetsacquired under finance leases as assets, and the associated lease obligations asliabilities in their statements of financial position. The depreciable amount of aleased asset is allocated to each accounting period during the period of expected useon a systematic basis consistent with the depreciation policy the lessee adopts fordepreciable assets that are owned. If there is reasonable certainty that the lessee willobtain ownership by the end of the lease term, the period of expected use is theuseful life of the asset; otherwise the asset is depreciated over the lease term or itsuseful life, whichever is shorter.

Repairs and Maintenance - Repairs and maintenance primarily maintain orimprove the functionality and capacity of the PPE; increase its service life; improvethe quality of its output; or reduce the operating cost. These may be categorized intomajor and minor repairs. Minor repairs shall be directly charged to expense account“Repairs and Maintenance” of the specific PPE while major repairs shall be added to


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the carrying amount of the PPE and shall be depreciated over the remaining life ofthe PPE.

Betterments - Betterments are enhancements to the future economic benefits orservice potential of a capital asset, such as: an increase in the previously assessed physical output or service capacity; a reduction in associated operating costs; an extension of the estimated useful life; or an improvement in the quality of output.

Additions and Rearrangements - Additions are modifications which increase thephysical size or function of the PPE. Two types of expenditures which shall be bothcapitalized are namely, entirely new unit and expansion, and enlargement orextension of the old asset. For example, the addition of a wiring to a building or theaddition of an air conditioning system increases the service potential of that facilityand shall be capitalized. On the other hand, rearrangements are cost incurred inmoving an asset from one location to another that will benefit future periods but donot represent additions, replacements or improvements.

Depreciation - PPE gradually loses its ability to provide service over the course oftime. Because of this, its cost needs to be distributed on a systematic basis over itsuseful life. The allocated cost is referred to as depreciation. The depreciation chargefor each period shall be recognized as expense unless it is included in the carryingamount of another asset. For example, the depreciation of manufacturing plant andequipment is included in the costs of conversion of inventories. Similarly,depreciation of PPE used for development activities may be included in the cost ofan intangible asset recognized.

Heritage Assets - Heritage assets are those assets which have historical, culturaland environmental significance, and are intended to be preserved in trust for futuregenerations. Examples of heritage assets include historical buildings andmonuments, statues, museum and gallery collections, archeological sites, nationalarchives, ruins, conservation areas, nature reserves, and works of art.

Agricultural Activity – is the management by an entity of the biologicaltransformation and harvest of biological assets for sale, including exchange or non-exchange transactions, or for conversion into agricultural produce, or into additionalbiological assets. (Par. 9, PPSAS 27)a. Agricultural Produce – is the harvested product of the entity’s biological assets.

(Par. 9, PPSAS 27)b. Bearer Biological Assets – are those biological assets that are used repeatedly

or continuously for more than one year in an agricultural activity. Bearer


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biological assets are not agricultural produce but, rather, are self-regenerating.Example, livestock from which milk is produced, grape vines, fruit trees, andtrees from which firewood is harvested while the tree remains. (Par. 40, PPSAS27)

c. Biological Asset – is a living animal or plant. (Par. 9, PPSAS 27)d. Biological Transformation – comprises the processes of growth, degeneration,

production and procreation that cause qualitative or quantitative changes in abiological asset. (Par. 9, PPSAS 27)

e. Consumable Biological Assets – are those that are held for harvest asagricultural produce or for sale or distribution at no charge or for a nominalcharge as biological assets. Examples of consumable biological assets are animalsand plants for one-time use such as livestock intended for the production ofmeat, livestock held for sale, fish in farms, crops such as maize and wheat, andtrees being grown for lumber.

f. Costs to Sell – are the incremental costs directly attributable to the disposal ofan asset, excluding finance costs and income taxes. (Par. 9, PPSAS 27)

g. Degeneration – is a decrease in the quantity or deterioration in quality of ananimal or plant. (Par. 11, PPSAS 27)

h. Group of Biological Assets – is an aggregation of similar living animals orplants. (Par. 9, PPSAS 27)

i. Growth – is an increase in quantity or improvement in quality of an animal orplant. (Par. 11, PPSAS 27)

j. Harvest – is the detachment of produce from a biological asset or the cessationof a biological asset’s life processes.

k. Mature Biological Assets – are those that have attained harvestablespecifications (for consumable biological assets) or are able to sustain regularharvests (for bearer biological assets). (Par. 43, PPSAS 27)

l. Procreation – is the creation of additional living animals or plants. (Par. 11,PPSAS 27)

Accounting Policies – are the specific principles, bases, conventions, rules andpractices applied by an entity in preparing and presenting financial statements.(Par. 7, PPSAS 3)

Cash – comprises cash on hand and cash in bank (held under current and savingsaccount) and cash treasury accounts.

Cash Equivalents – are short-term, highly liquid investments that are readilyconvertible to known amounts of cash and which are subject to an insignificant riskof changes in value. (Par. 8, PPSAS 2)


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Cash Flows – are inflows and outflows of cash and cash equivalents. (Par. 8, PPSAS2)

Change in accounting estimate – is an adjustment of the carrying amount of anasset or a liability, or the amount of the periodic consumption of an asset, that resultsfrom the assessment of the present status of, and expected future benefits andobligations associated with, assets and liabilities. Changes in accounting estimatesresult from new information or new developments and, accordingly, are notcorrection of errors. (Par. 7, PPSAS 3)

Financial Reporting – is the process of preparation, presentation and submissionof general purpose financial statements and other reports. The objective of financialreporting is to provide information about the entity that is useful to users foraccountability purposes and decision-making.

General Purpose Financial Statements – are those intended to meet the needs ofusers who are not in a position to demand reports tailored to meet their particularinformation needs. (Par. 3, PPSAS 1)

Material omissions or misstatements of items – are material if they could,individually or collectively, influence the decisions or assessments of users made onthe basis of the financial statements. Materiality depends on the nature or size ofthe omission or misstatement judged in the surrounding circumstances. The natureor size of the item, or a combination of both, could be the determining factor. (Par.7, PPSAS 1)

Notes – contain information in addition to that presented in the Statement ofFinancial Position, Statement of Financial Performance, Statement of Changes in NetAssets/Equity, and Statement of Cash Flows. Notes provide narrative descriptionsor disaggregation of items disclosed in those statements and information aboutitems that do not qualify for recognition in those statements. (Par. 7, PPSAS 1)

Prospective application of a change in accounting policy – means applying thenew accounting policy to transactions, other events and conditions occurring afterthe date as at which the policy is changed. (Par. 7, PPSAS 3)

Prospective application of recognizing the effect of a change in an accountingestimate – means recognizing the effect of the change in the accounting estimate inthe current and future periods affected by the change. (Par. 7, PPSAS 3)

Retrospective application – is applying a new accounting policy to transactions,other events, and conditions as if that policy had always been applied. (Par. 7, PPSAS3)


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Retrospective restatement – is correcting the recognition, measurement, anddisclosure of amounts of elements of financial statements as if a prior period errorhad never occurred. (Par. 7, PPSAS 3).

CHAPTER 2. THE ORGANIZATIONAL STRUCTURE OF THE FINANCE DIVISION

Shown below is the Organizational Structure of the Finance Division of USeP.

Figure 5. The Organizational Structure of the Finance Division of USeP

CHAPTER 3. DUTIES AND FUNCTIONS OF OFFICERS

Section 1. Finance Director

1.1 Chief Administrative Officer - Finance

Over-all supervision of the Office

Signs documents as to availability of funds

Signs box A of Disbursement Voucher certifying the availability ofcash and the completeness of supporting documents

Assists in the preparation of budget

Coordinates with the management in terms of policies with financialimplications


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Section 2. Budgeting Unit

2.1 Administrative Officer V – Budget Officer III

Prepares Annual Budget Proposal of the university which will besubmitted to Senate, Congress, & DBM.

Prepares Budget Execution Documents (BEDs) and Budget andFinancial Accountability Reports (BFARs) required by DBM, COA,and Dept. of Finance.

Consolidates the Internal Operating Budget of the university

Signs OBRs and BURs as to the availability of allotment

2.2 Administrative Assistant II – Budget Assistant

Assists the Budget Officer

Monitors allotment balances

Coordinates to the different colleges and offices regarding the statusof their allotment, obligations, and balances

Encodes OBRs/BURs in the Registry of Allotment & Obligations(RAO)

Alternate signatory in the absence of authorize signatory

Section 3. Accounting Unit

3.1 Accountant III

Oversees the accounting unit

Prepares and consolidates financial reports and supportingschedules

Approves Journal Entry Vouchers

Alternate signatory in the absence of authorize signatory

3.2 Accountant II

Oversees and monitors the students’ accounts records

Re-assessment of student accounts

E-NGAS administrator


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Prepares Monthly Report of Disbursements

Approves Journal Entry Voucher Alternate signatory in the absence of authorize signatory

3.3 Administrative Officer III

Assists in the preparation of financial accountability reports

3.4 Administrative Officer II

Assists in the preparation of financial accountability reports

Indexing of all payrolls and vouchers

3.5 Administrative Assistant II

In-charge of bank reconciliation Prepares aging of receivables and payables (all funds)

Encoding of BIR remittances (all funds)

3.6 Administrative Assistant II

JEV preparation (164, evening, special projects)

3.7 Administrative Aide VI

JEV Preparation

Editing of check numbers to e-NGAS (all funds)

3.8 Administrative Aide VI

In-charge of tax-related transactions

Reconciliation of remittances

3.9 Administrative Aide I

Processes documents & vouchers of transactions

Pre-audits vouchers and Purchase Orders

In-charge of tax for part-time instructors

Collect fees during enrollment period


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Section 4. Cashiering Unit

4.1 Administrative Officer V

Prepares and signs cashier’s all report

Signs all checks issued

Transacts with banks

4.2 Administrative Aide III

In-charge in the preparation of checks

4.3 Administrative Aide III

Collecting officer

Prepares daily report of collections

Deposits collections

4.4 Administrative Officer I

In-charge of cashbook

Prepares accountability & cash deposit reports

4.5 Administrative Assistant II Collecting officer

Prepares daily report of collections Deposits collections

CHAPTER 4. PROCEDURES FOR FINANCIAL TRANSACTIONSThe procedures for financial transactions such as: Disbursements by checks and listof Due and Demandable Accounts Payable (LDDAP), Students’ Balance Inquiry, andRequest of Statement of Account (SOA) are described in Appendix E.

PART 7

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This part highlights the services of the University, such as the Library, Clinic,Registrar, Guidance and Laboratory to its stakeholders.

CHAPTER 1. THE LIBRARY

Section 1. Definition of TermsFor the purpose of this Manual, the terms used as stated below shall beconstrued to mean as follows:

AVR – Audio Visual Room Call Number – is a number placed at the spine of the book. The

information written is consists of the location symbol, classificationnumber and an author’s number.

CE-Logic – is a term used by database service provider, it is commonlyreferred as Gale Database aggregator.

CHED – Commission on Higher Education Circulation – are books which can be borrowed for home use COR – Certificate of Registration Cutter’s Table – a list of author’s numbers DA – Department of Agriculture DACUN – the member institutions of the Davao Colleges and

Universities Network are given privileges of free access to libraryresources

DDC – Dewey Decimal Classification System DOST – Department of Science and Technology E-BOOKS – an electronic version of a printed book that can be read on

a computer or handheld device designed specifically for this purpose E-lib number – is a number used for ELLS log in system ELLS – Electronic Library Login Service Filipiniana – are books authored by Filipino or non-Filipino in whole or

in part about the Philippines GERI – Government and Existing Research Institute ID – Identification Card Inventory Card – is a record that contains bibliographic information

arranged according to its classification number Library Card – is a card issued to students enrolled in the University

and is used to present when borrowing any library materials LOS – Loan Out Slip LRC – Learning Resource Center


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NDP – National Development Plans NLP – National Library of the Philippines OPAC – Online Public Access Catalogue PIDS – Philippine Institute for Development Studies POS – Payment Order Slip ProQuest – a multidisciplinary electronic journals Reserved – are limited and in-demand books which can be borrowed

within the library premises only ULRC – University Learning Resource Center UP – University of the Philippines Wi-Fi – is a technology that allows an electronic device to exchange data

or connect to the internet wirelessly

Section 2. The Organizational Structure

Figure 6. Library Organizational Structure


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Section 3. Library Management System

3.1 Acquisition Process

This section defines the process of procuring the selected andconsolidated library resources.

Scope

This process of acquiring library resources is made throughselections of titles in various formats from the pricelists ofdifferent vendors and during institutional and otherorganized book fairs.

In this process the library resources selected can be acquiredthrough any of the following methods of procurement suchas public bidding and shopping, as long as the process iscovered in the government procurement process.

Responsibility and Authority

Selection Responsibility: The members of the UniversityLibrary Advisory Board which comprises the President,Vice President of Academic Affairs (Chairman), Deans,Chancellors, student representative, and the headlibrarian are responsible in the selection of librarymaterials including of course the whole academiccommunity.

Acquisition Responsibility: The acquisition librarian isresponsible in processing of necessary documents forthe purchase request up to the payment of the selectedlibrary resources.

Document Approval Authority: The Head of the Libraryhad the final authority to approve the issue and/orchanges the process and documents it covers.

Terms and Definitions

Library resources – refers to the prints or non-printsmaterials and it can be in the form of books, electronic


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materials such as CDs and DVDs, online databases,flyers, leaflets, brochures, manual, guides, and otherforms used as means where information is written.

Acquisition Librarian – a librarian’s title responsible forthe procurement of library resources.

University Library Advisory Board – a librarycommittee formed to help improve and develop thelibrary including its resources and services.

BAC – stands for Bids and Awards Committee. They areresponsible for validating bidding documents.

Activity DiagramThe Activity Diagram for the Acquisition Process is shown inFigure 7.

Procedure

The University Library Advisory Board or the library committeeis given the major task to select library resources needed in therespective curriculum offered in this University. The librarycommittee is composed of the following:

Chairman – The Vice President for Academic Affairs Members – Deans and chancellors of the different

colleges and the president of the studentorganization.

Secretariat – The head of the library.

Other members invited for the selection process of books: Faculty representatives per discipline Student representatives

As part of their duties and responsibilities they are given tasksto solicit and prioritize faculty recommendations for acquisitionsof library resources in various formats. They select. The librarycommittee directs all the program heads and all facultymembers and students to select books.


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Library Committee Acquisition Librarian

Is the total amountfor procurement

Php 50,000and above?

Figure 7. Acquisition Process

Selects books from price list / actual selection oflibrary resources during organized book fairs

Encodes selected titles

Submits approved cost estimates to the Bids andAwards Committee / Prepares necessary documents

for purchase request

Prepares cost estimates or purchase request

Approves and submits recommendation form tothe acquisition librarian

Yes

No

Prepares necessary documents for Purchase of theselected library resources

Prepares necessary documents for payment

Submits list of newly purchased library resources tothe technical librarian


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After the selection, the committee will approverecommendation of the selected books.

The Acquisition librarian encodes the titlesrecommended by the committee andconsolidates for possible duplication.

The acquisition librarian will now preparenecessary documents for purchase request. Thepreparation of documents for public biddinginclude cost estimate and have it signed by thefinance officer and an approval from thePresident. The shopping mode of procurementis to prepare the forms such as the purchaserequest (PR) and Request for Quotation (RFQ),attached to it are the Annual Procurement Plan(APP) and have it signed by the authorizedpersonnel as cited in the revised IRR of R.A.9184.

Next set of documents to be prepared attachedto Purchase Order of P.O. for public biddingmode of procurement are the APP, Pricequotation from the qualified bidders, BACresolution, and Notice of Award. Theacquisition librarian will now prepare Abstractof Bids and Awards and have it signed by themembers of the Bids and Awards Committeeafter which is the Purchase Order and theBudget Utilization Request or BUR.

After all the documents for purchase requestand purchase order are set and approved, theacquisition librarian will now proceed with thepreparation of documents for payment. After allgoods are delivered, the payment is next to beprepared. Inspection and Acceptance report orIAR, Acknowledgement Report on Equipment orARE, Inventory Custodian Slip or ICS, andDisbursement Voucher or DV are the importantattachments. It must be signed and approved bythe authorized personnel.


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Lastly, the acquisition library will submit list ofnewly purchased books to the technical libraryfor cataloging and classification.

3.2 Cataloging and Classification ProcessThis section defines the process of cataloguing and classification ofthe newly purchased library resources.

Scope

The cataloging process is designed for proper assigning ofcall number or number locator of library resources. This isalso the basis for proper arrangement and location of libraryresources. Location of library resources includes: ReserveSection, Circulation Section, Theses and Dissertations,Filipiniana and Periodical Sections, respectively. The callnumber of books is identified according to the DeweyDecimal Classification (DDC) System.

The classification of books is an important procedure as it isthe process that assigns subject entries for the catalog. Thisis also the basis for keyword search in the Online PublicAccess Catalog or OPAC. The subject entries are madethrough the use the following tools: Library of Congress Listof Subject Headings, Sear’s List of Subject Heading, Cutter-Sanborn Three-Figure Author Table, Anglo-AmericanCataloging Rules (AACR), Resource Description and Access(RDA), and Hegis Classification Code for Thesis andDissertations.

In these processes the library resources are groupedaccording to the area of discipline in line with the DDC andcategorized according to subjects analyzed using the Sear’sList of subject headings. The cataloging and classification isdone analytically to accurately consolidate library resourcesand clients would be able to locate them properly.


Process Responsibility: The acquisition librarian andtechnical librarian serve as the process owners and have thefinal authority on all the process activities and requirements.


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Document Approval Authority: The Head of the Library hadthe final authority to approve the issue and/or changes theprocess and documents it covers.


Library resources – refers to the prints or non-printsmaterials and it can be in the form of books, electronicmaterials such as CDs and DVDs, online databases, flyers,leaflets, brochures, manual, guides, and other forms used asmeans where information is written.

Circulation – books in this section can be borrowed for homeuse a certain span of days

Reserved – books in this area are classified as reserve sincethese books are purchased.

Filipiniana – books in this section are authored by a Filipinoor the resources are all about the Philippines and for theFilipino people.

OPAC – is the Online Public Access Catalog, this is the onlineversion of the card catalog cabinet. The items can besearched using title, author, and subject. All of the resourcesare input in a computer and can be accessed with the aid ofthe Internet.

DDC – means Dewey Decimal Classification System, this isuse to organize information sources in the library and basisin assigning of the call number.

AACR – means Anglo-American Cataloging Rules arecataloging code used in cataloging process for properdescription of library resources and proper subject entries.

RDA – Resource Description and Access use for descriptionof resources using digital and also sets metadata standards.

Cutter’s Table – this is use in assigning author’s number. Hegis Code – a tool use to classify thesis and dissertations. Acquisition Librarian – a librarian’s title responsible for the

procurement of library resources. Technical Librarian – a librarian’s title responsible for

cataloging and classification of library resources. It is alsocalled cataloger.


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Non-print resources – these are collections is CD of in DVDformat.

RFID – also known as the Radio Frequency Identification.This is use to detect theft in the library.

Activity Diagram

Acquisition Librarian Technical Librarian

Figure 8. Cataloging and Classification Process

Process the procurement of library resources

Consolidate and Identify library resources fordistribution to different college libraries.

Physical processing of books.

Make bibliographic description.

Analytical processing of library resources.

Release book for distribution and circulation.

Consolidates newly purchased libraryresources.


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Procedure

The acquisition librarian performs the procurement ofnewly selected books. He/she processes the request until thepayment. After the payment has made, he/she isresponsible for the consolidation of the newly purchasedlibrary resources and segregates the said resourcesaccording format.

The cataloger consolidates and identifies the libraryresources for distribution to the assigned college libraries inthe Obrero Campus before the cataloging and classificationprocesses.

The cataloger will them perform analytical processing of thenewly acquired resources following the sequenced itemsbelow:a. Assigns accession number and writes the basic

information of the library resources in the accessionbook. The accession book for newly purchased books isseparate with the non-print resources such as CDs andDVDs.

b. Assign call number and author’s number. The callnumber can be get through proper analysis using a fourvolume cataloging tool called DDC. The author’snumber is identified using Cutter-Sanborn-ThreeFigure Author Table.

c. Digest subject headings of the newly cataloged libraryresources using Sear’s List of Subject Heading or theLibrary of Congress List of Subject Headings.

d. Make an item description of newly cataloged libraryresources.

The cataloger also performs physical processing of libraryresources such as:a. Stamp ownership in the title page, secret page, and at the

last page of the books. The edge of the book is also labelledfor ownership;

b. Writes call number at the verso page of the book only;


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c. Print and paste call number at the spine of the book, 1 inchfrom the bottom part of the book;

d. Encodes book information in the OPAC;e. Tag books for RFID purposes;f. Put RFID tag at the secret part of the book;g. Check book for detection purposes;h. Put book accessories like due slips, book jacket, and book

card at the back of the book;i. Writes basic information in the book card and book jacket

such as the title, author, call number, and accession number;j. Writes information in the inventory card; andk. Cover books and provide labels to non-prints.

Finally, the newly cataloged and classified library resources cannow be circulated for students, faculty, staff, and visitor’s use.

3.3 Borrowing of Books Process

This document defines the process used if a student wants to borrowa book from the ULRC.

Scope This process describes the procedures for borrowing of

books through photocopy or for home use. The process is a service and is designed to help students with

their study by letting them borrow reference materialsavailable in the library.

Responsibility and Authority Process Responsibility: The Library staff serves as the

process owners who have final authority on all processactivities and requirements.

Document Approval Authority: The Head Librarian has finalauthority to approve the issue and/or changes to thisdocument.

Terms and Definitions LRC – Learning Resource Center ELLS – Electronic Log-in Library System LOS – Loan Out Slip


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Activity Diagram

Applicant/Client Library Staff

Figure 9. Borrowing of Books Process

Presents requirements

The library Staff will evaluate therequirements

Presents borrowed books (for home use and forphotocopy purposes) to the library staff

Provides Loan Out Slip and Borrower’s Card

Gets library materials to be borrowed (homeuse or photocopy)

Assisted by Library Staff

Presents books at the checkpoint area andleaves loan out slip

Gets the Loan Out Slip and inspects thebooks

Gets an approval

Fill up forms


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Procedure If a student wants to borrow a book from the library, one

must present the requirement which is the Validated LibraryCard.

The Library Staff will evaluate the submitted requirement. The Applicant will then present the borrowed books which

are for home use or photocopy purposes. The Library staff will then provide a Loan Out Slip and a

Borrower’s Card. The applicant shall fill out the Loan Out Slip and borrower’s

card. The applicant can now get the library materials to be

borrowed for home use or for photocopy. The applicant or user will be assisted by the Library Staff. The Applicant will have to present the books and give the

Loan out Slip at the checkpoint area. The Library Staff is the one assigned to get the loan out slip

and will inspect the books. The applicant/client will get approval from the Library staff.

3.4 AVR Reservation Process

This section defines the process used for reservation of the AVR inthe library.

Scope This process describes the procedures on how to avail the

AVR services in the library. The process is a service and is designed for instructional

purposes.



Document Approval Authority: The Head librarian has finalauthority to approve the issue and/or changes to thisdocument.


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Terms and Definitions AVR – Audio Visual Room

Activity Diagram

Class Mayor/Representative Library Staff Professor

Figure 10. AVR Reservation Process

Asks for reservation at the AVR

Note it down to the AVRCalendar

Fill up the form Provides the form

Approves the request form

Ask approval of the Professor

Check the requested datereservation for AVR

Is the dateavailable?

Yes

No

Approves the date ofreservation

Done

Decides another date


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Procedure

If a certain class wants to have an educational film viewing,their class mayor or representative will be the one to bookschedule in the library.

If desire schedule is available the class mayor/representativewill ask a form at the library for the reservation at the AVR;

The Library Staff will be the one to give the request form forthe reservation.

After the class mayor/representative had fill-up the form itwill then ask for an approval to their Professor.

After they get an approval to their professor, the class mayorwill proceed to the library to confirm their request.

The In-Charge will then check the request date if the AVRwill be available on that date. If it is not available the classmayor will choose another date for the film viewing.

If the AVR is available, then they will get an approval fromthe person in-charge.

The person in-charge will note it down to the AVR Calendarfor reminder.

The applicants wait for their film viewing schedule.

3.5 How to Access Online DatabaseThis section defines the process on how to access the onlinedatabases even remotely.

Scope

This process on how to access online databases is made sothat the bonafide students, faculty, and staff of thisUniversity can access to the purchased or free onlinedatabases. Students, graduate and undergraduate, who areofficially enrolled, have the authority to have access on thesaid resources.

The online databases contain multi-disciplinary journalsand various titles of books and other information sourcesaccessed through the Internet. A remote access is given tothe students so that they can access the said resourceswherever they are convenient to retrieve and read it. The


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databases are acquired through purchase and others areacquired as recipient from benevolent government agencies.

Access to purchased online databases remotely is through ausername and password. Purchased databases includeACM, Proquest Central, and IEEExPlore.

As recipient access, the information of the online databasesis gained within the USEP vicinity. USEP is a recipient fromthe Commission on Higher Education databases through theNational Library of the Philippines.

Free website which USeP has entered a memorandum ofagreement such as the PIDS and World Bank can be accessedanytime and anywhere as long as Internet connection isvisible.


Access Responsibility: The supplier of the online databaseshas the sole right to provide access to the University. Theyalso provide the Universal Resource Locators (URL) andremote access password to the bonafide students, faculty,and staff of the University.

Internet Protocol Responsibility: The NetworkAdministrator in the Institute of Computing of theUniversity provides the Static Internet Protocol to the ITpersonnel of the supplier and to the donor for instinctive andimmediate access to the online database.



Online Databases – refers to information sources which canbe read and use through Internet.

URL – means Universal Resource Locator that refers to thename of the website of the acquired online databases.

Static Internet Protocol – is the IP address of the Universitygiven to the supplier or donator to provide access for theonline databases direct to the University’s network.


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Information Sources – refers to books or journals or otherforms where information is delivered.

Bonafide users – refers to the officially enrolled students,permanent employees, part-time faculty, Job Order andContract of Services personnel.

PIDS – stands for the Philippine Institute DevelopmentStudies.

Open access – refers to database which access is free and theinformation can be read, seen, downloaded, printed, andemailed anytime and anywhere as long as Internet isavailable and favorable to the user.

Activity DiagramThe Activity Diagram on how to access the online database isshown in Figure 11.

Procedure

The online databases were acquired to bring the librarywherever the users are convenient to get information andread it. There are two ways it was acquired: 1) throughpurchase which are recommended by the faculty membersand students of a department, 2) being a recipient fromgovernment agencies whose advocacy is to uplift literacy inthe Philippines.

Purchase online databases are in the form of subscription inone year time same with being recipient. Purchase databasesinclude Proquest central, IEEExplore, ACM, IG Publish,ebrary, and Cengage Infotrac. The government agenciesand other private entities which provide free access to theirdatabases within USEP Internet access are: Commission onHigher Education though the National Library, and openaccess databases such as PIDS, and the World Bank. WhilePIDS and World Bank publications can be freely accessanytime and anywhere.


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Head Librarian Bonafide Users

Figure 11. How to Access Online Database

Asks IP address to the Network Administrators ofall USeP campuses/Provides static IP address to

the supplier or donator.

Types URL in the navigation pane of Mozilla,Google Chrome, and other browsers.

In the search box, type in the topic, author,publication or database you are looking for and

start searching the database.

Type username and password for purchaseddatabases.

Gets URL from the supplier or donator.

Yes

No

Click the topics displayed in the search results.

Download or print or email the needed titles.

Is thedatabaseremotely

accessed?


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After these online databases have acquired, the headlibrarian will ask static IP address from the NetworkAdministrator of the University then forward information tothe supplier and some donators. The purpose of the IPaddress is to be identified by the owner of the databases theauthenticity of access. This will serve as there tracer that theuse of online databases is legitimately accessed.

After, the set-up of IP address is done, the owner of thedatabase will provide a Universal Resource Locator of URLto the school.

Users will log on to the Universal Resource Locators givenin the navigation pane of a certain browser such as MozillaFirefox, Google Chrome, and other browsers fromsmartphones. The access of information is possible also inthe laptop or smartphones or tablets as long as the Internetconnection is visible.

If the online resources are accessed remotely, the purchaseddatabase will ask for a username and password. Access asrecipient is limited to USEP vicinity only.

In the search box, type the topic you are looking for:a. For the Proquest, Check the box beside the full text and

peer reviewed and click search button.b. For the IEEE, Click which you prefer, if its BASIC

SEARCH, AUTHOR SEARCH, or PUBLICATIONSEARCH and click search button.

c. For the Infotrac Cengage Collection, In the platform,select the specific database you want to research on orclick all database.

d. For the ACM Click any titles displayed in the results. Youmay print, download or email to your account thecontents of the desire title.

e. For the open access databases, type topic of the neededinformation.

If the desired information is found, click for download. After downloading, save it to the selected drive to serve as

file. It may also be printed, or may be emailed to user’srespective account.


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3.6 How to Search Library Materials in the OPAC ProcessThis section defines the process on how to search needed libraryresources in the Online Public Access Catalog or OPAC.

Scope

This process on how to search needed library resourcesusing the Browse Search, Keyword Search, and ExpertSearch in the Online Public Access Catalog or OPAC. This isprovided so that students, faculty, and staff especially theresearch community would know the available resourcesavailable in the libraries of the University of SoutheasternPhilippines (USeP). This would immediately determine ifthe needed resources are also available.

In this process the library resources in various format areencoded in the freely-acquired commercialized OPAC calledELIB Web Gateway.

This is also designed to search library resources even thelibrary is closed for services. With the help of the Internet,clients we able to know the availability of the resourcesthrough OPAC wherever they are.


Encoding Responsibility: The technical section in the libraryis responsible in encoding newly acquired library resourcesin the OPAC. The basic information to be filled up for easyaccess includes:

a. Materials (Type of Materials)b. Date of Publicationc. Place of Publicationd. Languagee. International Standard Book Number (ISBN)f. Dewey Decimal Classification Numberg. Author (Personal)h. Editioni. Published detailsj. Physical Descriptionk. General Notes


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l. Subject

The technical librarian has the authority to edit or addlibrary sources information.



OPAC- is the Online Public Access Catalog; this is the onlineversion of the card catalog cabinet. The items can besearched using title, author, and subject. All of the resourcesare input in a computer and can be accessed with the aid ofthe Internet.

ELIB Web Gateway – a commercialized built library systemcalled the OPAC system.

Library resources – these are information sources used forstudent’s research. These are the materials in the form ofbooks, periodicals, advertisement flyers, electronicresources, and online databases.

Client – refers to the library users.

Activity DiagramThe Activity Diagram showing the process of searching the Librarymaterials in OPAC is shown in Figure 12.

Procedure

The technical librarian encodes information asked in thecataloging system in the OPAC. It is analytically done and thetechnical librarian plays the critical role as to what propersubject is appropriate for a certain library resource. Basicinformation included for encoding are the following:

a. Materials (Type of Materials)b. Date of Publicationc. Place of Publicationd. Languagee. International Standard Book Number (ISBN)f. Dewey Decimal Classification Number


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Technical Librarian Client

Figure 12. How to Search Library Materials in the OPAC Process

Encodes information of the libraryresources in the OPAC.

Searching Using BROWSE SEARCH menus.

SelectField/Category.

Select Databasefor searching.

Type in words orphrases in Search

Pattern box.

BrowseSearch

KeywordSearch

ExpertSearch


Select Databasefor searching.

Type in words orphrases in Search

Pattern box.


Select theBoolean word.

Type in the firstword in Search

Pattern box.

Select Type ofmaterials.

Type in thesecond word inSearch Pattern

Box.

Click Search forsearching.

Select Languageused in the

materials or selectAll

SelectField/Category

Select PublishingCountry or select

All

Select Database

Click Search forsearching

Click Search forsearching

Copy Location and Call Number and then proceed to the shelvesor may ask assistance from the librarian to find needed library

resources.


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g. Author (Personal)h. Editioni. Published detailsj. Physical Descriptionk. General Notesl. Subjects

These information are assuredly significant for the clients whensearching or finding needed library resources.

When searching using Browse Search. Browse Search is usedfor general searching comprising nine (9) fields which canbe seen in the search window and select appropriate optionsenumerated in each field:

a. Search Pattern. Type in words or phrases in SearchPattern Box.

b. Field/Category. Select Field/Category: Author,Title, Subject, Journal Name, Call Number, GeneralKeyword, ISBN/ISSN, Accession No. (Bib), andAccession No. (Item).

c. Database. Select Database.Limit Search has the following:d. Type Box. Just click All.e. Materials. Click the dropdown arrow and select the

type of library material encoded or simply click Allf. Language. By clicking the dropdown arrow select

language or select All.g. Publish Country. Select which country the library

material is published or select All.h. Items Location.i. Year of Publication. Type what published year you

preferred to have or simply leave it blank.j. Line per page. Select number of items shown in

each page by clicking the dropdown arrow.

The steps in Using the Browse search:

1. Type in word or phrases in Search Pattern Box.


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2. In the category select items using dropdown arrow. Theclient may select any of the following items: Author,Title, Subject, Journal Name, Call Number, GeneralKeyword, ISBN/ISSN, Accession No. (Bib), andAccession No. (Item).

3. Client may directly go to the Material field and select inthe given items the type of materials the client wants tohave or may click the All item to generate data in varioustype of library materials. The same with the Language,Publish Country, Items Location, and Line per page. Inthe case of Year of Publication field, client may leaveblank so that the system can provide various libraryresources from past to present year published.

4. After all fields in the Browse Search page are filled in theclient may click the Search box to begin the system togenerate data.

When searching using Keyword Search. This is a kind ofsearching which gets data from general keyword, Author,Title, and Subject. There are three (3) fields which need tobe filled in. Below are the steps on how to search libraryresources using the Keyword Search:

1. Type in words or phrase in the Search Word/Phrasefield.

2. Select the dropdown arrow to select if the resourcesthe client wants to have is from General Keyword,Author, Title, or Subject.

3. Click Search button to start searching libraryresources and for the system to generate data.

When finding information using Expert Search. This kind ofsearching information includes Boolean operators. Thereare four (4) boxes which need to filled in and four (4)options needs to be checked one a time depending on theclients desire to find information.

Steps in using the Expert Search:

1. Type in the word or phrase in the Search Pattern boxfrom general keyword or Author, or Title, or Subject.


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2. Click the Boolean word; And, Or, Not, Adjacent, andWith, you want to use for searching. The Example onhow to use is given below:a. And Elib system will search for records containing

both words in the same or different field.("and" has a symbol &. Example, the result ofsearching from computer & technology means theresult of searching from computer and technology)

b. Or Elib system will search for records containingeither the first word or the second word or both, inthe same or different field.("or" has a symbol +. Example: the result ofsearching from computer + technology, means theresult of searching from computer or technology)

c. NotElib system will search for records containingthe first word and not the second word("not" has a symbol - . Example: the result ofsearching from computer - technology, means theresult of searching from computer not technology)

d. Adjacent Elib system will search for records whichhave both words next to each other in the same field("adjacent" has a symbol ^. Example: the result ofsearching from computer ^ technology, means theresult of searching from computer adjacenttechnology)

e. With Elib system will search for records containingboth words in the same field("with" has a symbol ~ . Ex. the result of searchingfrom computer ~ technology, means the result ofsearching from computer with technology).

3. Finally, click the desired title of library resources to displaythe bibliographic information and copy the location toimmediately get the resources needed. It should be notedthat if the result of searching has no data the system willprompt and tell the client NO ENTRIES and of the systemwill show data it will provide number of related titles.


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3.7 Returning of Books ProcessThis section defines the process used to return a book borrowedfrom the University Library.

Scope This process describes the procedures for returning the

borrowed materials from the library. The process is an on-going library service and is designed to

ensure that the books borrowed will be returned to thelibrary.

The schedule availability of this service starts at 8:00AM –8:00PM, Mondays to Fridays and 8:00AM – 5:00PM everySaturday.



Document Approval Authority: The Head Librarian has finalauthority to approve the issue and/or changes to thisdocument.


LOS – Loan Out Slip POS – Payment Order Slip

Activity DiagramThe Activity Diagram showing the process of returning of books isshown in Figure 13.


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Applicant/Client Person In-Charge

Figure 13. Returning of Books Process

Presents the book at the checkpoint area

Accommodates clientCheck the due date against the Loan out slip

Presents the book to the checkpoint in charge

Gives back the loan out slip to the client.

The client will be given a Payment Order Slipby the person in-charge.

Release library card

Return borrower’s cards to the cabinet of thecirculation desk

Are thebooks

overdue?

No

Yes

Renew

Books? No

Present the books

The applicant will be provided with a LOS andBorrower’s Card

Yes


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Procedure

The student must present the books at the checkpoint areaand the person in-charge will be the one to accommodatethe clients.

The library staff will check the due date against the recordin the Loan Out Slip. If it is not yet overdue, the library staffwill give back the Loan Out Slip to the client. If the books arein overdue, the client must present the books to thecheckpoint in-charge.

If the books are overdue, the library staff will issue apayment order slip.

The fees/charges given for the overdue borrowed books isP1.00 per day, excluding Sundays, Saturdays and Holidays.P1.50 first fraction of an hour and P.50 every hour includingSundays, Saturdays and Holidays for overdue photocopy.

If not overdue the library staff will return the borrower’scards to the cabinet of the circulation desk and the durationof this activity will took 30 seconds in normal circumstances.

The person in-charge asks the student if they want to renewthe book, if yes the applicant must present the books/book.

The applicant will be provided with LOS and Borrower’sCard.

CHAPTER 2. THE CLINIC

Section 1. Objectives To build a healthy community and create an environment conducive for

learning and developing intellectual & technical skills to meet the highstandards of excellence in education.

To maintain, enhance and forge strong partnership ties and cooperationamong University heads to achieve the highest standard of primaryhealth care delivery and to be unified with the University’s Vision andmission.

To train and educate clients on prevention of illnesses to achieve goodhealth by promoting health awareness programs through training,seminars and symposia relevant to the health issues of the time andenvironmental sanitation.


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Section 2. Roles and Responsibilities of the Personnel

2.1 The Medical OfficerThe Medical Officer is the head of the University Health ServiceDivision and oversees the operations of the unit with the followingfunctions and responsibilities:

Plans and formulates, implement policies of healthprograms in the University.

Conducts periodic health examination of students, teachersand other school employees in all schools in the University

Performs consultations, gives treatment and informalinstruction on preventive care and health awareness.

Determines the physical fitness of students to participate inphysical education, athletic activities, pre-military trainingand on the job training.

Issues medical certificates for sickness and maternity leavesand fitness to return to service or work.

Attends to emergency cases of sudden illnesses or injuriesamong teachers, students and other University personneland gives first aid treatment before hospital referral ofsevere cases.

Acts as athletic meet physician.

Supervises the improvement of environmental sanitationand hygienic practices in the University.

Coordinates with teachers and nurses in the systematicobservation and promotion of health awareness amongstudents.

Acts as safety health officer and determines the healthhazards in the university and coordinates with theadministration for solutions to health problems.

Performs suturing for minor wounds and gives first aidtreatment, dressing and removal of sutures for all minorinjuries in and outside the University.

Conducts lectures and symposiums as health educationawareness for students, faculty and staff of the University.


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Assists and participates in the planning or acts as resourceperson or consultant during school and communityconferences.

Supervises the nurses, dentist, aides and other healthpersonnel under his/her authority in the performance oftheir duties and responsibilities.

Conducts consultation, gives treatment and healthinstruction to other external campuses under the authorityof the University.

Prepares the program of expenditures for the Health ServiceDivision of the University.

Maintains systematic and organized patient healthrecording system of the history of illnesses of all patients forreference.

Submits annual report of accomplishment

Does all administrative jobs in the clinic and related work asdesignated by the President of the University whenevernecessary.

2.2 The DentistThe dentist is the assistant of the head of the division. In the absenceof the Medical Officer, the Dentist acts as the head of the office. Thedentist performs the following duties and responsibilities:

Performs dental consultations and treatment withinstructions on preventive care.

Conducts dental consultation and treatment in externalcampuses

Conducts/performs periodic dental examination of allfreshmen and new enrollees of the university.

Issues dental certificates to students, faculty & staffwhenever needed.

Acts as adviser/consultation on dental care.

Performs surgery whenever possible. Submits dental annual report of accomplishment to the

Medical Officer.


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2.3. The Nurses

Assists the Physician in the consultation and treatment of students,faculty and staff through triage processing before referral for propertreatment.

Attends to emergency cases like sports & minor injuries, accidents &wounds whenever possible.

Assist the Physician in the periodic physical examination of allincoming freshmen and enrollees during enrolment.

Prepares and keeps medical instruments and equipment sterile forpatient use.

Keep systematic file of medical records.

Prepares monthly statistical report.

One nurse assist in the preparation of annual procurement programand other pertinent papers.

One nurse acts as a canvasser for the health service division in theprocurement of medical supplies and equipment.

2.4 The Dental Aide

Assists the Dentist in dental consultation and treatment

Assist the Dentist in consultation and treatment in externalcampuses.

Assist the Dentist in the periodic dental examination of all incomingfreshmen and enrollees.

Keeps systematic file of dental records.

Takes charge of the canvassing of dental supplies and equiment

Prepare/follow up of vouchers and pertinent papers of the division.

Prepare purchase request, abstracts of bids and awards, P.O., BUR,for all dental purchases.

Prepare payroll for the subsistence allowance for health servicepersonnel every month.

Prepares monthly dental statistics.

Prepare and sterilize dental instruments

Prepares/submits dental annual report to the Dentist for review.


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Section 3. Standard Operating Procedure

3.1 Medical Consultation Procedure

Enrolment

a. Students are required to present the following: Admission slip from the college; Laboratory results of Complete Blood Count (CBC) with

blood Typing, Urinalysis, chest Xray, Personal Health Declaration form completely filled up and

signed by parents/guardian.b. Patient’s health record and the Dental Form is filled up by clientc. Vital Signs will be taken; then Dental and complete physical

examinations are done.d. Issuance of medical certification from the Physician for normal

findings.e. Non-acceptance of students if found with a communicable

disease like PTB.

Daily Consultation

a. Patient comes with a complaint or illness and patient’s healthrecord is retrieved.

b. Frontline nurse will probe on the complaint of the patient anddetermines if the illness is beyond their capacity to give nursingcare and warrants referral to the physician.

c. Physician determines the diagnosis of the illness and prescribesmedication or treatment which may be both medical andsurgical.

d. Surgical intervention is done if patient suffers from minor cutsor wounds and other related complaints.

e. Medical certificate is issued upon the request of the patient forexcuse from class or examination.

3.2 Dental Consultation Procedure

Enrolment

The student is to accomplish all the requirements of thephysical examination and fill out a dental form. Dentist willhave a complete dental inspection of cavities, caries, & other


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abnormalities. Then go to the next procedure to the medicalexamination by the Physician.

3.3 Treatment Procedure

Surgical Treatment

A Patient comes in with an injury or minor cut or wound thatwarrants surgical intervention, minor surgery will be performedby then Physician.

Nurses prepare the patient and the sterile instruments forsuturing of the wound.

Physician stitches the wound and closes it with a sterile pad orcompress to prevent further harm and promote healing.

Patient comes back for wound dressing daily and for removal ofsutures. Healing is achieved.

Medical Treatment

If patient suffers from abdominal cramps, fever, headache,dizziness, high blood pressure and all other complaints that arenot life-threatening, patient will be admitted to the patient’sward in the clinic for close monitoring and observation of theprogress of their complaint.

If signs and symptoms are severe enough and that it may be lifethreatening, patient will be referred to the hospital for furthertreatment.

Dental Treatment

Dental procedures like tooth extraction, tooth filling is done bythe Dentist after thorough evaluation of the teeth.The patientcomes on first come first serve basis.

Dental prophylaxis is only done for Faculty & staff. No dentalprophylaxis for students as this does not fall as an emergencyprocedure.

Section 4. Clinic Policies or Protocol

4.1 Issuance of Medical Certificate

Enrolment


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Medical certificates are issued only after the thorough/completephysical and dental examinations have been done. If there arelaboratory findings: If the Chest X-ray is positive - especially Pulmonary

tuberculosis (PTB), student may not be admitted forenrolment upon the recommendation of the Medical Officer.Only after the patient has undergone at least one (1) monthtreatment together with proof of treatment. TheNTP(National Tuberculosis Program) card issued by theHealth Center should be presented before the student isallowed to enrol in the University.

Findings in the CBC or complete blood count and Urinalysisespecially Anemia & UTI respectively - student may enrolbut with medication as recommended by the Medical OfficerIII.

Students with Heart Disease or special precautions of someother special illness must present the medical certificatefrom their Cardiologist or Family Physician to be verifiedand validated by the Medical Officer for information to allconcerned and to determine the case exemption from specialactivities.

Employment

In the University as faculty or staff. The individual is required tosubmit laboratory results of CBC, Blood Typing, Urinalysis, Chest X-ray & Neuropsychiatric Examinations. Staff – new employees of the University will submit all

Laboratory results before the assumption of duty in his/herrespective office. The employee should be physically andmentally fit to work in the University free fromcommunicable and contagious diseases e.g. tuberculosis.

Faculty – same requirements as the staffa. Part-timers - it is MANDATORY that all part-timers

should submit their laboratory results and must bephysically and mentally fit before they start theirassigned classes.


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b. Permanent – newly hired permanent faculty is alsorequired to submit the same requirements as part-timers.

Athletic Meets, Field Work and Field Trip

Students’records are reviewed by the Medical Officer for personalhistory of illness and determines the fitness of the athlete/student.Parent’s consent &/or waiver should be presented first beforemedical certificate is issued or signed by the Medical Officer.

On-the-Job Training, Practicum for 4th year or graduating students

On-the-Job-Training – Medical Officer determines thefitness of students through Present & Past medical historyof illnesses of the student through their patient’s healthrecord before medical certificate is issued.

Practicum students (4th Year) of the College of Education –IT IS MANDATORY that student should present recentlaboratory results of CBC, Urinalysis, Chest X-Ray,Pregnancy Test for females & Drug tests for both male &female students. Complete physical examination is doneagain before deployment to their respective practicum areas.

Scholarships

This depends on the requirements of the country or agency fundingthe scholarship grant. Laboratory results (as required) are still themain bases for the fitness of the applicant with the History of Past &Present Illnesses.

Section 5. Clinic Policies Non-admission of individuals with contagious & communicable diseases

Non-admission of students/faculty/staff to class or work – thosewith viral diseases that are very communicable and easilytransmitted from person to person are the following:

a) Sore Eyes or Acute Conjunctivitis – may be bacterial or viralb) Varicella or Chicken Poxc) Measles – all types


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d) Influenza or Flu Non-admission of individuals/students with bacterial diseases that

are very communicable & contagiousa) Pulmonary tuberculosis – should undergo one (1) month

treatment of PTB before enrolment or acceptance & returnto class.

b) Upper Respiratory Tract Infection – e.g. BacterialPneumonia, SARS, Acute Bronchitis. Student should beexcused from class and allowed to rest as recommended bythe Physician to prevent propagation or spread of thedisease and allow healing of the illness.

Section 6. Medications Medicines – A limited number of over-the-counter medications are

available at the clinic. For OTC or prescription drugs that are notavailable, the physician may write a prescription. The clinic policy is togive free medicines for immediate treatment of complaints to alleviatethe symptoms of the patient. Initial dosage is only given for a day’sregimen and the rest of the medication shall be bought by the patient asprescribed.

Dental medicines – all dental drugs e.g. anesthesia, needle, pain relieversare given for free for initial or immediate relief of pain. Initial dose ofantibiotics are given for one (1) day while the rest should be bought bythe patient.

Surgical – if patient’s complaint warrants minor surgery which can beperformed by the medical officer/physician, the use of instruments,anesthesia, sutures, immunization from Tetanus and Physician servicesare given for FREE.

CHAPTER 3. THE REGISTRAR The Office of Admission and Student Records (OASR) is the sole office responsible

for the custody, integrity, management and release of academic records of students.It assists top administration in the formulation and enforcement of policies inadmissions, enrollment, accreditation, graduation and other academic matters. As amember of the policy-making of the institution, its decision in carries weight in casesinvolving credentials, evaluation of subjects and/or credits earned student recordsmanagement, academic placement and eligibility for graduation.


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Aligned with the university’s mission and vision, OASR shall instill a culture ofexcellence by maintaining the highest standard and degree of professional conducttoward the Administration, CHED and the students by ensuring the confidentiality,security and accuracy of student’s records; attending promptly in the issuance andrelease of documents and extending guidance and assistance to students withproblems pertaining to academic regulations.

Section 1. USeP Enrolment Procedure

Section 2. Application for Leave of Absence

2.1 Purpose

This document describes the process whenever a student, whois officially enrolled, intends to withdraw his enrollment for therest of the semester or whenever a student does not intend toenroll in a semester. The leave should not exceed one (1) year ortwo semesters.

2.2 Scope

This document explains the process of filing for a Leave ofAbsence (LOA) by the student from the time he secures the LOAform from the Dean’s office, fills it up with reasons and specificperiod to be recommended by the Program Head and to be


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approved by the Dean until the accomplished form be submittedto the Registrar’s Office.

2.3 Responsibility and Authority

Process: Program Head, Dean of the College, Office of theRegistrar

Approval: Dean of the College

2.4 Terms and Definitions

Program Head – refers to the faculty designated to oversee agiven course/program.

Dean of the College – refers to the Dean of the College where thestudent is currently enrolled.

2.5 Procedure

The Student secures the LOA form from the Dean’s office, fillsit up legibly and completely stating his reasons and specify theperiod for which the leave is desired and seeks recommendingapproval from the Program Head.

The Program Head reviews the request, evaluates the validityof reasons stated, attests to the accuracy of the information inthe LOA form and advises the student to seek approval from theCollege Dean.

The College Dean approves the request if everything in the formis found appropriate and advises the student to submit theaccomplished form to the Office of the Registrar.

The in-charge of the Office of the Registrar checks the accuracyand completeness of information in the LOA form. If everythingis found appropriate, the in-charge stamps and receives the LOAform and retains 1 copy for record purposes and advises thestudent to submit 1 copy to the Dean and keep 1 copy for himself.


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2.6 Leave of Absence (LOA) FormSee Appendix F (Form No. USeP-01)

Section 3. The Permit Cross Enroll/Summer Permit Procedure

3.1 Purpose

This document describes the process whenever a student wishesto enroll a subject maximum of six (6) units to other accreditedschools and universities in accordance to the university policyon cross enrollment/summer permit.

3.2 Scope

This document explains the process to be undertaken by thestudent from seeking approval of the College Dean through theProgram Head to allow him to cross enroll a subject offered fromother accredited schools/universities to the endorsement of boththe Registrars of USEP and the accepting schools/universities.


Process: Program Head, College Dean, USEP- Registrar,Registrar of the accepting schools/universities.

Approval: College Dean


Program Head – refers to the faculty designated to oversee agiven course/program of the accepting college.


3.5 Procedure

The Student secures the Permit to Cross Enroll/Summer Permitform from the Dean’s office, fills it up legibly and completelyindicating the correct course no., description and class scheduleof the subject to be cross enrolled and seeks permit from theCollege Dean through the Program Head.

The Program Head recommends approval to the College Deanby affixing his signature after evaluation of the subject to becross-enrolled that it is in accordance to the university policy.


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The College Dean grants the permit to cross enroll/summerpermit if the request has not violated the university policy andadvises the student to inform the Registrar’s Office.

The USeP-Registrar validates the eligibility of the subject to becross-enrolled & endorses the student for cross-enrollment tothe Registrar of the accepting schools/universities.

The Registrar of the accepting school/universities affixes hissignature in agreement to admit the student for cross/summerenrollment and issues certification of grades at the end of thesemester.

The Student brings back the accomplished cross-enrollment/summer permit form and submits it to USeP-Registrar’s Office, where the in-charge stamps and receives theforms, retains 1 copy and instructs the student to keep 1 copy forhimself and submit 1 copy to the Dean’s Office.

3.6 Permit to Cross-Enroll/Summer Permit FormSee Appendix F (Form No. USeP-02)

Section 4. The Permit for Completion of Grade and Completion ofGrade Report Procedure

4.1 Purpose

This document describes the process when a student seekspermit for completion of grade and submits its report. The INCgrades can be removed within the prescribed period of one (1)year.

4.2 Scope

This document explains the process when a student wish tocomply an INC grade obtained not later than one (1) year. Itincludes the process from securing permit to comply and beverified by the Registrar to submission of the completion ofgrade report after which the grade is completed and dulyapproved by the College Dean.


Process: Registrar, Cashier, Concerned Faculty, College Dean



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Concerned faculty – refers to the faculty of the subject of whichthe student obtained and INC grade. In case, the faculty is out ofreach, the College Dean serves the right to appoint/designate afaculty to take charge.

College Dean – refers to the Dean of the College where thestudent is currently enrolled.

4.5 Procedure

The Student secures Permit for Completion of Grade form fromthe Registrar’s office, fills it up legibly and completely indicatingthe correct course no., description, semester and school year ofthe INC grade was obtained and wait for the Payment Order Slip(POS) to be issued by the Registrar in-charge after verificationagainst the system.

The Registrar In-charge verifies the INC grade, affixessignature and issues Payment Order Slip (POS) to the studentsignifying his eligibility to comply.

The Student presents the POS to the cashier and pays thecompletion fees.

The Cashier accepts the payment and issues Official Receipt(O.R.) to the student.

The Student presents the permit for completion of grade to theconcerned faculty and comply whatever is required of him,either a conduct of removal examination or submission ofrequirement in accordance with the university policy.

The Concerned Faculty gives completion grade, affixes the dateof completion and signature after the student has undergoneand satisfied the completion process for approval by the CollegeDean.

The College Dean affixes signature in approval of thecompletion grade given by the concerned faculty after thestudent satisfies the completion process and advises the latter tosubmit the report to the Registrar’s Office.

The Student submits the completion of grades report to theRegistrar’s Office for posting of grade in the system.


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The Registrar In-charge checks the completeness and validityof the completion grade report and stamps and receives it iffound appropriate, retains 1 copy and advise the student to keep1 copy for himself and submit 1 copy to the Dean’s Office.

4.6 Permit for Completion of Grade/Completion of Grade ReportFormSee Appendix F (Form No. USeP-03)

Section 5. The Adding/Dropping/Changing Of Subject Procedure

5.1 Purpose

This document describes the process when a student wishes toadd/drop/change a subject within the prescribed period asspecified in the school calendar.

5.2 Scope

This document explains the process when a student wishes toadd/drop/change a subject within the prescribed period. Itincludes the process from securing theadding/dropping/changing of subject form at the Dean’s Office,seeking approval from the College Dean through therecommendation of the Program Head/Department Chairmanto encoding and posting of subject until the student gets theprinted copy of the added/dropped/changed subject issued bythe College Encoder.


Process: Program Head/Department Chairman, College Dean,College Encoder



Program Head/Department Chairman – refers to the facultydesignated to oversee a given course/program of the acceptingcollege.


College Encoder – refers to the faculty/college staff designatedas encoder during the enrollment period.


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5.5 Procedure

The Student secures Adding/Dropping/Changing of Subjectform from the Dean’s office, fills it up legibly and completelyindicating the correct course no., description, semester, schoolyear and schedule code of the subject to beadded/dropped/changed and presents it to the ProgramHead/Department Chairman for evaluation and recommendingapproval to the College Dean.

The Program Head/Department Chairman evaluates theeligibility of the student to add/drop/change a subject, checksthe schedule for conflicts, ensures no violation on pre-requisiteand monitors the academic load of the student beforerecommending it for approval to the College Dean.

The College Dean approves the adding/dropping/changing ofsubject if he finds it appropriate and instructs the student tohave it processed by the College Encoder.

The College Encoder encodes the subject to beadded/dropped/changed, assesses the fee and issues hard copyto the student.

5.6 Adding/Dropping/Changing of Subject FormSee Appendix F (Form No. USeP-04)

Section 6. The Petition for Substitution of Courses Procedure

6.1 Purpose

This document describes the process when a student wishes tofile a petition for substitution of courses as long as it adheres tothe following guidelines;a) When a student is pursuing a curriculum that has been

superseded by a new one and the substitution tends to bringthe old curriculum in line with the new;

b) When there is a conflict of hours between two requiredcourses during the last semester of his study;

c) When the required course is not offered during the lastsemester of the graduating student;

d) Every petition must involve courses within the samedepartment, if possible, if not, the two courses concernedmust be allied to each other;


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e) It must be between courses in which the course substitutecarries a number of units equal to or greater than the unitsof the required course.

6.2 Scope

This document explains the process when a student files apetition for substitution of course from securing the substitutionform, seeking approval to the College Dean through therecommendation of the Program Head and submitting theaccomplished form to the Registrar’s Office.


Process: Program Head/Department Chairman, College Dean



Program Head/Department Chairman – refers to the facultydesignated to oversee a given course/program of the acceptingcollege.


6.5 Procedure

The Student secures Petition for Substitution of Courses formfrom the Dean’s office, fills it up legibly and completelyindicating the correct course no., description, semester, schoolyear and grade of the subject to be added/dropped/changed andpresents it to the Program Head/Department Chairman forevaluation and recommending approval to the College Dean.

The Program Head/Department Chairman evaluates theeligibility of the student to file a petition, checks the subject to besubstituted and ensures no violation on the academic policybefore recommending it for approval to the College Dean.

The College Dean approves the petition if he finds it appropriateand instructs the student to submit the accomplished form tothe Registrar’s Office.

The Registrar In-charge reviews the accuracy and authenticityof the entries in the form, stamps receives and retains 1 copy of


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the form. Then, instructs the student to keep 1 copy for himselfand submit 1 copy to the Dean.

6.6 Petition for Substitution of Courses Form:See Appendix F (Form No. USeP-05)

Section 7. The Request for Special Subject Procedure

7.1 Purpose

This document describes the process when a student wishes torequest for opening of special subject in a semester/summer.

7.2 Scope

This document explains the process when a student wishes torequest for opening of special subject in a semester/summerfrom securing the Request for Special Subject form, seekingapproval of the Vice President for Academic Affairs through therecommending approval of the College Dean after evaluation ofthe Program Head, informing the Registrar of the approvedrequest, assigning of schedule code by the In-charge at theRegistrar’s Office, paying of fees at the Cashier and generatingthe list of officially enrolled students at the Registrar’s Officeright after presenting the official receipt (O.R.) by the student.


Process: Program Head, College Dean, VPAA, Registrar, Cashier,Registrar In-charge

Approval: VPAA


Special Subject – refers to a subject not being offered in theprescribed semester/summer. Opening such subject requiresapproval by the VPAA and applies special rate as calculated bythe Finance Division.

Program Head– refers to the faculty designated to oversee agiven course/program of the accepting college.



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7.5 Procedure

The Student secures Request for Special Subject form from theDean’s office, fills it up legibly and completely indicating thecorrect course no., description, semester, school year and classschedule of the subject to be requested and presents it to theProgram Head for evaluation and recommending approval tothe College Dean.

The Program Head/Department Chairman evaluates theeligibility of the student to enroll special subject and ensures noviolation on the academic policy before endorsing it forrecommending approval of the College Dean.

The College Dean recommends approval of the request if hefinds it appropriate and instructs the student to request approvalfrom the Vice President for Academic Affairs (VPAA).

The VPAA approves if found appropriate and has met therequired no. of students and agreed to pay the assessed fees andinstructs the student to inform the Registrar.

The Registrar validates entries in the form, encodes schedule ofsubject and assigns schedule code in the system and instruct thestudent to pay the assessment to the cashier.

The Cashier accepts payment and issues Official receipt (O.R.)to the student.

The Student presents the O.R. and wait for the printed copy ofthe List of Officially Enrolled Student to be issued by the In-charge at the Registrar’s office.

7.6 Request for Special Subject FormSee Appendix F (Form No. USeP-06)

Section 8. The Permit to Shift Procedure

8.1 Purpose

This document describes the process when a student seekspermission to shift from his original course to another course indifferent College within the University.

8.2 Scope

This document explains the process when a student wishes toshift to another course from securing the Permit to Shift form


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and asks permission from the College Dean, undergoing careerguidance intervention at the University Guidance & TestingOffice, approving of the acceptance to new course by the Deanof accepting College through the recommending approval of theProgram Head after checking the availability of slots andinforming the Registrar’s office to effect the change of studentprofile in the system.


Process: College Dean, UGTO, Program Head & Dean ofAccepting College, Registrar’s Office

Approval: Dean of the Accepting College



Accepting College – refers to the College of the new course wherethe student intends to enroll.

Career guidance intervention – refers to the process to beundergone by the student at the UGTO after which the GuidanceCounselor recommends options to the shiftee.

Shiftee – refers to the student who wants to shift from hisoriginal course to enroll another course in different College.

8.5 Procedure

The Student secures Certification of Grades from the Registrar’sOffice and Permit to Shift form from the Dean’s office, fills it uplegibly and completely and seeks permission from the CollegeDean.

The College Dean grants permit by affixing signature in theform and instructs the student to undergo guidance careerintervention at UGTO.

The UGTO provides options after the student undergoes thecareer guidance intervention process.

The Student presents the form to the Program Head of thecourse where he intends to enroll.


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The Program Head evaluates the grades, checks availability ofslots, issues Admission Slip if finds the student qualified to enrolland recommends admission to be approved by the Dean.

The Dean approves admission of the student in the College andaffixes signature in the Admission Slip to be presented to theRegistrar for computer system profiling.

The Registrar checks the validity of the admission slip andeffects the change in course in the student profile of the systemand instructs the student to go through the enrollment process.

The Student undergoes the enrollment procedure in his newcollege.

8.6 Permit for Shift FormSee Appendix F (Form No. USeP-07)

Section 9. The Validation for Advance Credit Procedure

9.1 Purpose

This document describes the process when a student wants tohave his earned units from other academic institution bevalidated/accredited in the course he is currently taking in theUniversity subject to the approval of the Dean.

9.2 Scope

This document explains the process when a transferee studentwants to have his earned units from other academic institutionbe validated/accredited to his present course. This describesfrom securing the application for validation for advance creditform from the Dean’s Office, seeking permit from the ProgramHead after evaluation of his grade, units and course descriptionwhether he has to undergo a validation process or have his gradebe accredited immediately subject to the approval of the CollegeDean and submitting the accomplished form at the Registrar’sOffice for posting in the system.


Process: Program Head, College Dean and Registrar’s Office



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Course Validation – refers to the process of crediting earnedunits from other academic institutions either by takingvalidation exam or accrediting the grades provided it adheres tothe policy of the University.

Accreditation – refers to the process of which the gradesobtained by the student from other academic institutions becredited to the course required in his curriculum.

9.5 Procedure

The Student secures Validation for Advance Credit form fromthe Dean’s Office fills it up legibly and accurately and presents itto the Program Head together with an informative copy ofTranscript of Records from his previous school attended, forevaluation purposes.

The Program Head evaluates the grade, units, description of thesubject to be validated, ensures it was earned from an accreditedinstitution and satisfies the rules on validation based onUniversity manual and gives recommendation either the coursehas to be validated or accredited by checking on the choices andaffixing his signature on the form subject to the approval of theDean.

The Dean approves the validation/ accreditation if he finds itappropriate and has not violated any academic policy andinstructs the student to submit the form to the Registrar forposting in the system.

The Registrar checks validity and authenticity of entries in theform submitted, stamps and receives the forms, posts it in thesystem and retains 1 copy of the form then instructs the studentto submit 1 copy to the Dean and keep 1 copy for himself.


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9.6 Validation for Advance Credit FormSee Appendix F (Form No. USeP-08)

Section 10. Application for Waiver of Pre-Requisite

10.1 Purpose

This document describes the process whenever a graduatingstudent, who is on his last semester in the University, wishes toapply for simultaneous enrollment of both pre-requisite andrequisite subjects with an agreement to waive the pre-requisite,provided that if he obtains a failing grade in it, the requisitesubject will be invalidated.

10.2 Scope

This document explains the process of filing for waiver of pre-requisite subject from securing the form at the Dean’s office,filling it up, seeking approval from the College Dean asrecommended by the Program Head, posting by the Registrarand to encoding of subject by the College Encoder.


Process: Program Head, College Dean, Registrar, CollegeEncoder



Pre-requisite subject – refers to the subject to be taken andpassed ahead before enrolling the requisite subject.

Requisite Subject – refers to the subject that can be enrolled onlyafter passing the pre-requisite subject.

Program Head – refers to the faculty designated to oversee agiven course/program.


College Encoder – refers to the faculty designated as encoderduring the enrollment period.


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10.5 Procedure

The Student secures the form from the Dean’s office, fills it uplegibly and states the reasons and seeks approval from theCollege Dean as recommended by the Program Head.

The Program Head reviews the request, evaluates the validityof reasons stated, evaluates the academic records and advisesthe student to seek approval from the College Dean.

The College Dean approves the application if everything in theform is found appropriate and advises the student to submit theaccomplished forms to the Office of the Registrar for validationand posting.

The Registrar validates the eligibility of student to apply forwaiver of pre-requisite, if finds it eligible, stamps and receivesthe forms and posts it in the system to allow the College Encoderto process the request.

The College Encoder checks the authenticity of the form andprocesses the encoding of subject and advises the student toproceed with the whole enrollment procedure.

10.6 Application for Waiver of Pre-requisite FormSee Appendix F (Form No. USeP-09)

CHAPTER 4. UNIVERSITY GUIDANCE AND TESTING OFFICE

Section 1. Counseling Services Standard Operating Procedures1.1 The counseling service is the heart of the guidance program. Within

the counseling session, the guidance counselor requires thecounselee to sign a counseling contract indicating terms ofagreement between the counselor and the counselee in workingtowards the resolutions of the latter’s concerns. It is imperative forthe counselor to preserve and safeguard the confidentiality of theclients except in cases wherein disclosure is required to prevent clearand imminent danger to the client or others, or when legalrequirements demand that confidential matter be revealed. (PGCACode of Ethics, Chapter 2).

1.2 There are different classifications of counselees, depending on themanner one sees the counselor. These are the call-in, walk-in, andreferred counselees.


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1.2.1 Call-in Counselee

A Call-in counselee is a student who is asked by thecounselor to come to the Office. A call slip is issued tohim/her indicating the date, time and the reason whyhe/she is being asked to see the counselor.

A. Procedure

The Guidance office assistant welcomes thecounselee and asks him/her to sign in thelogbook.

If the counselee has an acknowledged call slip,he/she submits this to the staff, who in turn, willtake note of the issuing counselor.

The counselee accomplishes the Self AssessmentForm. When done, the staff submits the same tothe client’s counselor, including theacknowledged call slip.

The counselee stays at the receiving area for thecounselor to call him/her.

After the counseling session, the counseleeapproaches the front desk, accomplishes thequick evaluation sheet form, drops it in adesignated box and signs out in the logbook.

The counselor writes or updates the counselee’srecords and makes follow ups after a certainperiod of time.

B. Call Slip FormSee Appendix F (Form No. USeP-10)

1.2.2 Walk-in counselee

A walk in counselee is one who just comes to the officeand asks to see a counselor. He/she may have someconcerns at hand and may immediately be served by thecounselor.


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Procedure

The Guidance office assistant welcomes thecounselee and asks him/her to sign in thelogbook.

The counselee accomplishes the Self-Assessment Form. The office assistant willthen submit the same to the client’sdesignated or preferred counselor.

The counselee stays at the waiting area forthe counselor to call him/her.

After the counseling session, the counseleeapproaches the front desk, accomplishes thequick evaluation sheet form, drops it in adesignated box and signs out in the logbook.

The counselor writes or updates thecounselee’s records and makes follow upsafter a certain period of time.

1.2.3 Referred counselee

In some instances, a faculty member, a student or apeer facilitator may have observed a student to haveconcerns that are beyond their capacity to handle.and may need professional assistance. Hence, he orshe is referred to a guidance counselor for adequateprofessional assistance.

A. Procedure

1. The referring person accomplishes thereferral form indicating the name of thestudent he/she wishes to refer. This is thengiven to the guidance counselor assigned.

2. The Guidance counselor assigned thensends a call slip to the student concerned.

3. As soon as the student comes to the office,he/she is welcomed by the guidance staffand asks him/her to sign in the logbook and


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given the Self-Assessment form to beaccomplished.

4. The counselee stays at the waiting area forthe counselor to call him / her.

5. After the counseling session, the counseleeapproaches the front desk, accomplishes thequick evaluation sheet form, drops it in adesignated box and signs out in the logbook.

6. The counselor writes or updates thecounselee’s records and makes follow upsafter a certain period of time. If needed, thecounselor confers with the referring person.

B. Referral FormSee Appendix F (Form No. USeP-11)

1.3 Group Counseling1.3.1 Group counseling sessions are done with a small number of

students (usually 5-10) who have similar problems orconcerns. They come together and share their concerns,with the guidance counselor facilitating the sessions.

1.3.2 In the group sessions, the student realizes that he/she is notthe only one who is having a particular issue. Sharing ofcommon experiences is of great help knowing that othersalso undergo what one is going through. Moreover, groupsessions can be a source of support among the students.

1.3.3 ProcedureThe procedures for this type of counseling are the following:

An invitation for a particular group having similarpersonal-social, academic or career developmentconcerns is posted in the guidance bulletin boardslocated in the different buildings of the campus.

Interested students then go to the guidance office to signup for the particular session they will participate.

Just like in individual counseling, utmost confidentialitymust is observed.

Follow up sessions will ensue depending on the needsexpressed and processes involved.


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1.4 Case Management1.4.1 Case management is the facilitation and coordination of

services at the community level. This is one option becausesometimes, a client’s concern may require “a collaborativeprocess that assesses, plans, implements, coordinates,monitors and evaluates options and services to meet his/herneed through communication and available resources topromote quality, cost effective outcomes”.

1.4.2 The purpose of case management is to provide clients withspecific resources to take control of his/her life. Thisapproach assumes that clients with complex and multipleneeds will access services from a range of service providersand the goal is to achieve seamless service delivery.

1.4.3 ProcessCase management involves the following process:

Entry/screening

Assessment

Planning

Direct service/counseling

Coordination with other services/case conference

Monitoring and review

Case closure and follow up

Evaluation Documentation which includes

recorded services and outcomes submitted confidential reports as needed reports to legally responsible parties

Section 2. Testing Services Standard Operating Procedures

2.1 Nature

Individuals are alike as well as different. Psychological testing isone of the tools used in order to have an adequate assessment ofan individual’s abilities, interests, aptitudes, preferences,characteristics, etc. Tests provide vital information for anindividual to make use of as bases for making judgments ordecisions, or making future plans.


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The Testing Program, as embodied in the total guidanceprogram of the University, lends support to the endeavors inassisting students and other constituents to know andunderstand themselves better, unfold and utilize their potentialsto the fullest, thus, contributing to growth and improvement ofsociety.

2.2 ObjectivesThe testing program of the University aims to achieve the following:

To assist individuals to gain better understanding ofthemselves.

To help students arrive at a decision in relation to theirpersonal/social, educational and/or career planning

To secure reliable and accurate information about students’general mental abilities, aptitudes, interests, as well as personalcharacteristics.

To identify and diagnose students’ strengths and weaknesses,problems and difficulties

To screen student applicants who seek admission to theUniversity.

To screen job applicants.

To evaluate the outcomes of guidance and counseling

2.3 ServicesThe University Guidance and Testing Office administers tests to thefollowing:

Applicants who seek admission to the University.

USeP students of all colleges at different year levels

Employee applicants referred by the Human Resource

2.4 USePAT Applications

2.4.1 USePAT applicants

The applicant should submit the followingrequirements: Certification from the school principal that he/she

belongs to the HS graduating class


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Report card if applicant is already a high schoolgraduate

Certificate of grades or transcript of records fortransferees

Passport size ID pictures with name tag (2pcs,recent and identical)

On-line registration at the USeP website

The Office Staff in charge will verify the documents aswell as the applicant’s on-line registration.

Payment Order Slip (POS) is issued for the non-refundable testing fee

The applicant proceeds to the Cashier’s office forpayment of the testing fee

After presenting the Official receipt to the OfficeAssistant, the applicant is issued an examinationpermit indicating the date, time, and venue of theexam, room number or the testing venue.

The official receipt is stamped “EXAM PERMITISSUED”.

2.4.2 USePAT Application FormSee Appendix F (Form No. USeP-12)

2.4.3 Issuance of USePAT Official Result Requirement. Exam Permit or School ID or

Authorization letter in case representativeclaims the result.

The client/examinee presents therequired documents.

The Office assistant verifies theexaminee’s result from the system andprint out the same.

The client/examinee receives theprintout of the official result.

The client/examinee signs in thelogbook and the Office assistant stamps“RELEASED” in his/her exam permit.


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In case of loss, subsequent requests forUSePAT results will be granted and acertification of the same will be issuedwith the corresponding charge or fee.

2.5 Issuance of Certificates of Good Moral Character andother Certifications

2.5.1 Requirements

Accomplished exit form (for students andalumni)

Student ID Transcript of Records

1 pc documentary stamp

Certification fee payment

2.5.2 Process

The requesting party accomplishes the exit formand submits the same to the staff-in-charge;

Staff-in-charge checks the enrolment system orverifies if student has any derogatory record. Ifthere is, it is referred to the Guidance Counselorfor action;

If none, a Payment Order Slip (POS) is issued forpayment of certification fee, paid to the Cashier;

Requesting party presents the Official Receipt toStaff-in-charge, together with the documentarystamp;

The Staff-in-charge prepares the requesteddocument for the Guidance Counselor’ssignature;

Upon receipt of the document, the requestingparty signs in the logbook of releaseddocuments;

Certificates of Good Moral Character requiredfor currently enrolled students who are applying


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for elective positions, sports activities or for anyinternal use are exempted from paying thecertification fee.

Section 3. Conduct of Group Guidance Sessions, Seminars,Workshops, Symposia, etc. Group guidance sessions, seminars, workshops, symposia are activities

that provide opportunities for students to address their personal-social,academic and career development needs.

Process

1. The Director or Guidance Counselor seeks the approval of the Deanof the College concerned for conducting the activities, with thecorresponding schedules.

2. The Dean issues a Memorandum to the faculty members for theirinformation and guidance.

3. Approved schedules are posted in designated UGTO bulletin boardsor in conspicuous places.

4. Conduct the activities.5. Get the attendance of the participants and provide the same to the

teachers whose classes are affected.6. Evaluate the activity by asking the participants to accomplish the

rating sheet.7. Prepare a terminal report of the activities and submit the same to

the respective deans (evaluation results, proceedings, pictures, etc.).

Section 4. Screening and Recruitment of Peer Facilitators

4.1 General Provision

It is the objective of the University’s guidance program to serve allits constituents, the bulk of which is the studentry. In the presentset-up the guidance counselors are few in proportion to the numberof students; hence, it is impossible to realize the program’s goal toreach out to all.

It is typical among young people to turn to their peers aboutcommon concerns. Among themselves, they discuss commonproblems and difficulties and in the process may feel relieved; theytend to listen to one another more than adults seem to do to them.


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In fact, at times, they would feel more comfortable and understoodby their peers than by adults.

In the light of the above-mentioned realities, a peer facilitatorsprogram is imperative. Young people have their potentials forhelping themselves. With their zest for life and enthusiasm, andgiven the chance to acquire knowledge and skills through trainingin the areas of leadership, facilitating and decision making, amongothers, they could be very effective in developing a helpingrelationship with their peers. Furthermore, in the process they mayserve as “extended arms” reaching out for those students theguidance counselors cannot reach.

4.2 Objectives

To enhance the counseling services of the guidance office.

To train the students acquire skills in facilitating, leadership,decision making, etc., as tools for a helping relationship.

To provide the students the venue to share their time, talents, skills,etc. for the benefit of others as members of a team of facilitators.

4.3 Requirements

Must be a bona-fide student of the University

Must have genuine interest in helping others.

Must have a strong sense of commitment and responsibility

Must have the desire to learn and a willingness to undergo intensivetraining

Must be of good moral character

Must have good scholastic standing

Must be friendly and approachable

4.4 Process

Interested students should attend the Orientation of theOrganization

Applicants should accomplish application form and subjectthemselves for interview.

Those qualified should undergo the three phases of the PeerFacilitators’ Training

Acceptance and commitment rites will be done at the last day ofPhase 3 of the training.


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CHAPTER 5. NATURAL SCIENCE LABORATORIES

Policies on the Use of LaboratoriesThe USeP Science Laboratories are instituted to assist the students in theirlaboratory activities in support to the theoretical scientific principlesdiscussed in the classrooms. There are policies made for the students/end-users to follow on the proper use of laboratories.

The students/end users are required to provide a science laboratoryrequisition notebook where all the information about their neededmaterials is listed.

The requisition notebook should contain the list of group members, dateof release, materials needed, chemicals quantity, and the laboratoryteacher approval signature.

The approved requisition notebook shall be submitted to the laboratorystockroom one day before the scheduled laboratory activity forreservation.

All laboratory activities and experiments authorized by the teacher areallowed to use the laboratory.

In most laboratory activities, the lab gown is required to be wear by thestudents/end users during the lab activity.

Requested materials shall be released to the end users 2 hours before thelaboratory activity. A school ID shall be deposited to the stockroom.

All necessary chemicals requested shall be withdrawn from thelaboratory stockroom on the day of the scheduled activity.

All chemical waste during lab activities shall be contained in designatedcontainers provided to each group of borrowers for necessary treatmentand dilution.

All materials released from the laboratory stockroom are clean and tidywill also be returned in the same condition by the borrowers.

All students/end users in the laboratory is required to clean theirrespective area after their laboratory period.

In case of breakages and lost material/s, the borrowers shall replace thedamaged or lost material/s of the same size and quantity after 30 days.


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The borrower/end-user is required to fill up the damaged/lost materialslogbook.

In case of injuries and spillages during the laboratory activity, thestudents shall inform immediately the laboratory teacher and thelaboratory staff for initial treatment and remedy.

For stationary major equipment such electric oven, electronic balance orsimilar equipment, the students/end users is required to fill up theequipment logbook with their approved requisition notebook and schoolID before using the equipment.

All students/end users are required to submit all their requisitionnotebooks with their clearance slip at the end of every semester.

PART 8

INCOMEGENERATING

PROJECTS


INCOME GENERATING PROJECTS

CHAPTER 1. CORPORATE ECONOMIC DEVELOPMENT OFFICE (CEDO)

Section 1. Introduction1.1 The CEDO is mandated to generate income that would eventually fill

the financial gap caused by reduced government funding support.More so, such capability to support itself albeit partly shall beexpected to lead to the attainment of fiscal autonomy and relativeindependence and the much needed flexibility in fundadministration, thus, facilitating support to relative infrastructureexpansion and progress as well as personnel growth anddevelopment.

1.2 The income generating projects (IGPs) shall undoubtedly alsoengender chances for people to get employed and obtain betterlivelihood opportunities as the projects become more sustainable inthe long term. More so, they shall be proven beneficial for studentswho are willing to become active participants in the operations andmaintenance of these projects. In the process, the students shall beable to learn the rudiments of project development andimplementation under government-led schemes. This would allowthem to enhance their entrepreneurial skills and capabilities whichare good inputs as they prepare for life-long experiences aftergraduation. This is, of course, apart from the financialremunerations they would be getting in the process.

Section 2. Objectives2.1 To manage and supervise all income generating projects (IGPs) by

harnessing the University resources, facilities and expertise;2.2 To catalyze and complement the instructional, research, extension

and development programs of the University;2.3 To provide production, processing, and marketing models to

farmers, SCUs and other institutions;2.4 To provide quality products to faculty, staff and students at

reasonable prices;2.5 To provide faculty and staff additional opportunities to augment

their income and venue for students to earn while they learn;2.6 To assist in the livelihood programs of the government; and2.7 To hasten the attainment of fiscal autonomy of the University.



Section 3. CEDO ThrustsThe CEDO has seven major interrelated thrusts as follows

3.1 project development3.2 food production strategies3.3 faculty, staff, and student welfare3.4 augment financial and manpower needs of different colleges

and units of the university3.5 laboratory for entrepreneurial education in agriculture and

other areas/field of interest3.6 employment generation3.7 services and facility rentals

CHAPTER 2. IMPLEMENTING OPERATIONAL GUIDELINES, POLICIES, ANDPROCEDURES ON CEDO OPERATIONS

Section 1. On Organizational Management1.1 The University President shall be the Administrator of the Program;1.2 The University CEDO Director who is appointed by the University

President automatically acts as the Chairman of the BOM;1.3 Preferably, Campus Managers shall be the Chancellor, the Deans of

the Units/Colleges which have direct involvement with theCEDO. They are automatic members of the BOM;

1.4 Project Managers shall be subjected to screening by the BOM todetermine their qualifications/expertise in the project where theyhave applied. Such qualifications are as follows:

1.4.1 Preferably a faculty members or non-academic staffwith permanent appointment.

1.4.2 With sufficient experience in managing a project in linewith his specialization;

1.4.3 He/she must show honesty, sincerity, industry,commitment and willingness to work even beyondofficial time;

1.4.4 Interested faculty and staff members should submit aLetter of Intent (LOI) to the Campus Manager orDirector who shall present them to the BOM forconsideration;



1.5 The services of the following shall be tapped by the CEDOManagement/BOM:

1.5.1 Consultant on policy matters (part-time)1.5.2 Project Analysts (part-time)1.5.3 Marketing Analyst (part-time)1.5.4 Project Engineers (on call)1.5.5 Project Veterinarian (on call)1.5.6 Plant Protection Specialists (on call)1.5.7 Soil Science Specialist (on call)1.5.8 Weed Science Specialist (on call)1.5.9 Other Technical Consultants

1.6 The number of laborers, clerks and other hired personnel workingin the CEDO in any of its projects shall be determined by the CEDOManagement.

1.7 Hiring of Program Personnel1.7.1 Hiring of office personnel shall be the responsibility of

the University CEDO Director such as clerks,messengers, janitors, utility workers, illustrators,security guards, etc.

1.7.2 Project/Field Personnel (laborers) shall be endorsed bythe Project Manager to the Campus Managers who inturn will recommend them to the University CEDODirector for consideration and approval by thePresident.

1.7.3 All security guards hired by the CEDO shall berecommended by the university CEDO Director to theUniversity President for approval. All hired SecurityGuards shall be assigned to projects/areas vulnerable topilferages or production inputs as well as produce in theprojects.

1.7.4 A Canvasser may be hired for every campus.1.7.5 Contractual student labor shall also he offered to

interested students with the existing hiring rate in theuniversity. Student Assistants can also be tarred toprovide labor to all projects.

1.8 Project Managers may be given to more than one designation.1.9 Project Managers should desist from engaging in similar projects

inside the University which are private in nature.



1.10 Project Managers should only maintain a few numbers of regularlaborers but are authorized to hire contractual labor during peakperiods of activities or can utilize student labor who are paid withthe existing student rate in the University.

Section 2. Project Operations2.1 Procurement System and Procedures

2.1.1 Process Flow of Papers in Procurement and DeliverySystem shall be observed as follows:

Activity Responsible Office/Signatory

I. Procurement and Deliverya. Preparation of farm plan andbudgetb. Consolidation of inputrequirements

(Procurement Program)c. Certification of fundavailabilityd. Procurement of inputse. Delivery/acceptance of inputs

Project ManagerChairman for ProductionAccounting SectionProcurement SectionPurchasing Officer (IGP)Bids and Awards Committee (if through bidding)Property Section, CEPC representative,Project Manager, Resident Auditor,and Supplier

Activity Responsible Office/Signatory

II. Issuance of Suppliesa. Preparation of RIVb. Approval of RIVc. Issuance of supplyd. Receiving of supply

Project Manager Chairman forProduction Campus DeanProperty CustodianProject Manager

Table 7. Process Flow of Papers in Procurement and Delivery System



Section 3. On Operational Management3.1 The management and operation of all projects shall be in

accordance with the guidelines in the National Budget CircularNos. 331 and 331-A and COA Circular No. 84-239.

3.2 The CEDO is tasked with the responsibility of charting theproduction policy and rationalizing production programs of allcollege projects in accordance with the directions and overallprograms set by the College Administration.

3.3 The CEDO, in consultation with its technical consultants andmanagers, shall draw medium-range production and/orresource-use program to be submitted to the President forapproval.

3.4 A yearly production and/or resource-use program defining thedifferent project components shall be prepared by eachcampus to be approved by the President.

3.5 A project shall not be implemented without an approved ProjectProposal.

Section 4. On Operations4.1 The management and operations of all projects shall be in

accordance with the guidelines issued under related NationalBudget Circulars issued by the Dept. of Budget and Management.

4.2 The CEDO through its BOM is tasked with the responsibility offormulating production policies and rationalizing productionprograms for all University income generating projects inaccordance with the directions and overall programs set bythe University Administration through the University President .

4.3 The BOM, in consultation with its technical consultants andproduction managers, shall draw out medium-range productionand/or land use program s submitted to the President for reviewand approval.

4.4 A yearly production and/or land use program defining thedifferent project components for that production year shall bedesigned by the BOM for the approval of the President.

4.5 No project shall be implemented without an approved FeasibilityStudy and its corresponding project proposal.

4.6 Procurement of inputs, supplies materials, and equipment shallbe the function of the CEDO office under the Campus CEDO



Manager or Director. Purchases shall be in accordance withgovernment accounting and auditing rules.

4.7 Issuance of inputs shall be in accordance with the approved plan.Budget shall be done after properly accomplishing the RIV Form.

4.8 Record keeping shall be enforced to all project managers usingthe prescribed forms.

4.9 A consolidated project report/statement of operation must besubmitted periodically. For crops and special projects, the reportis to be submitted at the end of the cropping period. Project reporton livestock is submitted on a monthly basis.

4.10 Time of marketing and the choice of outlets shall be pre-determined in the plan or before the produce is harvested suchplan having been thoroughly discussed with, and duly approvedby the marketing manager.

4.11 Custom hiring of farm machinery shall be allowed only ifand when no farm machinery is available in the university. Arequest in this regard must be approved by the campus CEDOmanager

4.12 Harvesting, threshing and storing/warehousing of products shallbe in accordance with approved specific guidelines.

4.13 In case a project incurs net losses from past operations dueto negligence and/or mismanagement, the project in chargeshall be made directly answerable by requiring that suchlosses be recovered first from the current income. He shall alsobe barred from assuming any project supervisory positionin the university if he has incurred losses for two (2)consecutive production cycles (every 6 months for non-seasonal project, and 2 cropping seasons for rice/cropmodules)

4.14 In case of critical activity where there is labor shortage,pooling of manpower within the division or inter-divisionsshall be done with the approval of the EEU director or campusmanagers. Hiring of contractual labor is also allowed underthis situation.

4.15 All program personnel shall be issued with anappointment/designation. An academic faculty participating inProgram activities shall receive a corresponding ETL/CHWbased on approved guidelines.



4.16 The use of the project for instructions, research and/orextension shall be in accordance with the approved guidelines..

4.17 Flow of activities, responsibility center, and signatories shallform part of this guideline. A specific guideline is provided forimplementing these policies.

Section 5. Recording Systems and Procedures5.1 Record keeping shall be enforced to all Project Managers who

shall use the prescribed forms.5.2 A consolidated report/statement of operation must be submitted

periodically.5.2.1 For agri-based and special projects, the report must be

submitted at the end of the cropping period.5.2.2 For non-agribased projects, the report must be

submitted on monthly basis.5.2.3 For livestock, nursery and similar operations, the report

needs to be submitted on a monthly basis, or after theproject operation.

5.3 All reports shall be prepared in triplicate and submitted tothe Production Manager by Project In-Charge duly attested to bythe Campus CEDO Director a, copy being furnished to theAccounting Office, who in turn shall submit consolidated report tothe Vice President for Planning, Resource Management andQuality Assurance

5.4 The Production Manager shall regularly check and monitor therecords kept by the Project In-Charge.

5.5 Specific records which shall be kept by various offices andpersons are as follows:

5.5.1 Production Manager journal of analysis of obligations (reconciled with the

accounting office annually) approved project proposals status reports of projects semi-annual and annual reports copy of labor contract and lease contract copy of RIV, PO, Abstract of Canvass, ROA, vouchers



copy of appointment of special order (SO) and casualemployees

financial analysis report of the project analyst andaccounting office

cash advance ledger of the CEPC Chairman designation of project managers

5.5.2 Project In-Charge approved project proposal project plan and budget warehouse receipt or weight ship (for crop projects) delivery receipts of product bought to market outlets sales invoice status report of project monthly inventory report semi-annual and annual reports collection list (purchases by salary deduction) statement of accounts (rentals) subsidiary ledger by project income statement prepared by project manager, accounting office and project analyst financial analysis report of the project analyst

5.5.3 Accountant journal of analysis of obligations general ledger subsidiary ledger checks paid trial balance income statement of each project

5.5.4 Cashier’s Office cash book bank book report of check issued and cash disbursements monthly accountability report daily collection report report of daily reports

5.5.5 Procurement/Property Office bidding forms advertisement for bidding



invitation to bid abstract of bids purchase orders inventory of stored inputs list of equipment/machineries

5.5.6 Farm Machineries Office charges on land preparation and hauling of produce list of machineries

5.5.7 Personnel Office appointment of casual employees vacation and sick leaves of casual employees copies of labor contract

Section 6. Record forms and formats needed in Project Operations5.1 For all types of projects:

5.1.1 Project Proposal shows the overall importance of the project, its

objectives5.1.2 Project Plan and Budget

shows the overall activities, dates and correspondingamount of money required for a production cycle

basis for the purchases of inputs and the timeliness ofthe activities

uses for monitoring the progress of the project5.1.3 Daily Transaction Record

serves as logbook of daily transactions in the projectbasis in the preparation of sales and expenses records

5.1.4 Remittances Slip used by a project manager in remitting his daily

collection wherein the total amount is part of the salesof the project

5.1.5 Gate Pass of Product Released shows the name of the buyer, quantity of the product

and the official receipt number use to monitor the products coming out of the campus

5.1.6 Cash Sales record shows the amount of cash sales including the name of

the buyer and items purchased



5.1.7 Accounts Receivables shows the amount of credit sales, name of buyer and

items purchased5.2 For Crop Projects

5.2.1 Production Record presents the gross yield and net yield in wet basis and

can be used to calculate yield per hectare to be filled up at the end of each cropping season

5.2.2 Expense Record identifies the quantity and costs of inputs and the

expense for contract labor to be filled up within the cropping season and should

be consistent with the expense items listed in the farmplan and budget

for all types of projects5.2.3 Inventory Record

indicates the amount and value of inputs left after oneproduction cycle

to be done at the end of the cropping season5.2.4 Weight Slip

shows the number of bags and weight of palay to be presented by the warehouseman to the project

manager as the produce enters the warehouse andafter drying the palay

5.3 For Animals, Livestock Projects5.3.1 Feed Consumption and Weight Record

shows the population, mortality and feeds consumeduse in the computation of feed conversion ratio

5.3.2 Flock Production Record presents population, egg production, and feeds

consumed for the whole flock use in the computation of feed conversion ratio for

layers shows the depletion of layers, either culled ordead

5.3.3 Egg Production and Disposal Record indicates the egg production by size and the amount of

egg sold5.3.4 Health Care and Management



shows the activities undertaken in a day appropriate forms for hog fattening, goats and fish

projects5.3.5 Feed Consumption Record

presents the amount, type and cost of feed appropriate forms for hog fattening, goats and fish

projects5.3.6 Monthly Inventory Record

shows the beginning and ending inventory for eachclass of animals and the value, number added anddisposed

5.3.7 Breeding Record monitors the date of breeding for each female and

male animal, the expected and actual rate of birth andlitter size

Section 7. Marketing/Product Disposal System In general, a food marketing system compromises a chain of activities

involved in bringing farm products to final consumers. These activitiesinclude product handling, distribution, wholesaling and retailing.These are the marketing services provided to meet the minimumrequirements of the consumers such as product quality, quantity,delivery and availability.

The responsibility for deciding how these functions are carried outis divided among producers, processors, distributors, wholesalers,retailers and other marketing intermediaries. From a system’sviewpoint. The input-output functions of these participants areinterrelated. That is, the level of output of one may depend on theway resources were used at the previous stage in the marketing system.

In a competitive market, price plays a vital role in coordinatingthe marketing system. It guides participants in their operationand investment decisions and it coordinates production andconsumption. Hence, the following policies may serve as guidelinesfor the selected IGP's. The produce of various projects shall be marketed primarily

through the CEDO Marketing arm under the marketingmanager



The marketing analyst shall collect market data forappreciation to the various projects.

The marketing analyst shall conduct periodicconsultations/sessions with the CEDO Director and Projectmanagers regarding the market situation and how CEDOManagement reacts with it.

Product disposal shall be the responsibility of the ProjectManager in coordination with the Marketing manager. Productsdelivered shall be valued and credited to the particular projectfrom which it emanated.

Time of marketing and the outlet must be predetermined in theplan before the product is harvested.

Selling of IGP products should be advertised in bulletin boardsat strategic places in the campus.

All IGP products should be sold through the trade center or storeof the campus or through any means available.

Produce offered for sale to the constituents should be of thehighest quality.

All product packages should bear the logo of the program andthe college.

Faculty, staff and students may be given priority in the purchaseof IG products/services.

Official receipts should be issued to all buyers upon full paymentof the cost of goods/services bought and issued by the cashier.

Sales invoice should be issued by the Project Manager for everytransaction and all collections and a copy of the sales/disposalreport shall be turned over to the cashier every week or once theamount reaches Php 500.00, and in turn the cashier shall issuean official receipt for all collections/proceeds of sales.

Selling by salary deduction or on credit by faculty and staff shallbe offered on ceiling of Php 500.00 monthly and prioritized forcollection. Non-settlement within the month will lose theprivilege for the next month.

In case of negotiated marketing agreements, like contract,research and training, stall operations, tractor services andfacilities rentals, including industrial and professional services, amemorandum of agreement, contractor job order has to be



reviewed by the Department Chairman and recommended bythe Campus Dean to higher authorities for approval.

All payments of services rendered has been stipulated in thecontract shall be paid to the Cashier.

The Project Manager shall keep and maintain an accurate recordof all marketing transactions and negotiations

Section 8. Product Disposal8.1 Advertise schedules of selling EEU products in bulletin

boards of' all units/colleges in the university.8.2 Faculty, staff and students should be given priority in the

purchase of EEU products.8.3 Purchase of EEU products by salary deduction shall be granted

to USEP faculty and staff who have a take home pay of not lessthan Php 2,000.00 per month, shall be payable within onemonth.

8.4 Produce offered for sale to the University constituents shall be ofthe highest quality.

8.5 Process flow in Product Disposal

Activity Responsible office/signatoryFor large animals

a. Request to dispose animals Project manager- Certification on the health of

theAnimal to be disposed of Project Veterinarian

- Recommending approval Chairman for Production- Approval Campus CEDO manager & VPAd

b. Request for inspection Project-in-chargec. Inspection/verification on sales Audit representatived. Payment at the cashier’s office Buyere. Recording on sales invoice Project-in-chargef. Issuance of official receipt Cashier

For poultry/fishery/cropProducts/processed productsOutlet: school-based trading centera. Securing and accomplishment of

delivery receiptProject manager

b. Product delivery to trading center Project manager



c. Sales remittance to cashier’soffice

d. Weekly sales report (cc Projectmanager & CEDO manager)

Trading center

Outlet: project site Trading centera. Securing of sales invoice from

cashier’s officeProject manager

b. Payment collection & issuanceof sales invoice

Project manager

c. Sales remittance to cashier’soffice

Project manager

d. Issuance of official receipt Cashiere. Weekly sales report (cc

Production manager)Project manager

Table 8. Process Flow in Product Disposal

Section 9. Process Flow for Salaries and Wages for IGPPersonnel, Staff and Contractual Services

Table 9. Process Flow for Salaries and Wages for IGP Personnel,Staff and Contractual Services

Section 10. Financial Management System10.1 General Fund 101 (Administration Fund), Fund 163 (Auxiliary Fund)

and Fund 161 (Revolving Fund) are identified as sources of funds inthe operation of IGP in the college and the initial fund to operate a

Activity Responsible Office/ Signatory

a. Salaries and Wages Preparation of PayrollCertification of daily time recordRecommending approval Certification of fundavailability Approval

Cashier’s Office Project ManagerChairman for Production AccountantCEPC Chairman

b. Contractual ServicesCertification of job completedAcceptanceRequest for inspectionInspectionPreparation of voucher

Project Manager Chairman forProduction Chairman for ProductionAudit Representative Accountingsection



project is reflected in the approved farm plan and budget submittedby the Project Manager.

10.2 Each IGP shall have its own subsidiary ledger to reflect the differenttransactions and/or expenses incurred and the sources of revenuesgenerated during a certain production period.

10.3 Funds for a particular project cannot be used by another projectunless allowed by concerned Project Manager and approved by thePresident.

10.4 Any fund transfer between projects, which involve 10% net profitshare should be approved by the President in coordination with theAccounting Office and with the consent of the Project Manager.

10.5 The President may post a bond to enable him to cash advance notmore than Php 100,000.00 as allowed by the Chief Accountant.

10.6 Project Manager should be allowed to draw or maintain a cashadvance to cover emergency purchases through the approval of thePresident.

10.7 Remittances of all cash sales should be to the Cashier’s Office.10.8 Financial statements such as income statement, cash flow statement

and balance sheet should be prepared by the Project Manager everyend of the month and/or production cycle for submission to theDepartment Chairman, attested by the Campus Dean and copyfurnished the Director, who in turn submits consolidated reports tothe VPA.

10.9 Monthly reconciliation of sales and costs between the ProjectManager and the Accounting Office shall be strictly followed.

10.10 Cash Accounting should be observed in the preparation of incomestatements.

10.11 All financial transactions entered into by the Project Manager and/orthe Campus Dean with an outside agency shall be with the approvalof the President.

10.12 In case the project incurred net losses other than Force Majeure, theProject Manager shall be made directly accountable. He shall bebarred from assuming project managerial supervisory position inIGP, if he has incurred losses for two consecutive production cycles(6 months for non-agribased projects and two cropping seasons foragri-based projects)



Section 11. Control SystemControl Mechanisms has to be instituted to ensure success of the EEU.

a. For Crop Projects, the guidelines are as follows:

Project Manager prepares farm plan and budget for thecropping season. No inputs will be purchased without thefarm plan and budget.

Inputs needed for the day are withdrawn by the CampusManager/Project manager through a request for issuance ofsupplies (RIS), and upon signing the warehouse logbook.The inputs withdrawn are based on the farm plan andbudget.

The Project Manager monitors input application in the field,and then returns empty fertilizer sacks and bottles to thewarehouse.

Threshing is allowed only at day time with the presence of asecurity guard. Threshing at night may be allowed with theapproval of the Program Director.

Hauling palay from the field to the warehouse should berecorded by a security guard Product Inspector.

The number of bags of threshed palay should tally with thevolume received by the warehouseman.

The warehouseman prepares report on the inventory ofpalay stocks every six months.

Gate pass is issued for palay and inputs taken out from theUniversity premises.

Purchases of inputs (fertilizer, pesticides, etc.) and selling ofproducts are through bidding.

Marketing of produce (vegetables, mangoes, etc.) is done atthe University marketing center, or at the project site withthe corresponding official receipts. Provisional Receipt.

b. For Poultry and Livestock, the control guidelines are as follows:

Project Manager prepares farm plan and budget for eachproduction cycle.

Monthly reporting of inventory stocks.



Monthly reconciliation of data on income and expenses bythe Project Manager with the accounting office.

Presence of auditor’s representative Product Inspector whenselling livestock.

Daily remittance of collections to the cashier’s office. Preparation of monthly statement of sales and expenses. Poultry Product shall be inventoried before selling.

c. At the school level, the monitoring and evaluation system aredone following these guidelines:

Submission of reports by the Campus Manager ProjectManager

Regular visitation of the Production Manager and the over-all farm supervisor.

Conduct of performance evaluation after each productioncycle (done outside the school).

Conduct of regular (monthly) meeting of the ProjectManager by the Campus Manager.

Spot checking of the resident auditor on the status ofprojects

Control mechanism is instituted to deter any problem from arisingthroughout the production cycle and to ensure success of theprojects.

Section 12. Guidelines in the Control System12.1 For crop projects

No inputs will be purchased without an approved farm plan andbudget, except in emergency cases.

Input needed for the day are withdrawn by the Project Managerthrough a request for issuance of supplies (RIS) and upon signingthe warehouse logbook. The inputs withdrawn are based on thefarm plan and budget.

The Project Manager monitors input application in the field, thenempty containers/bags are returned to the warehouse.



Threshing operations are only allowed at daytime. Threshing duringnighttime and holidays may be allowed with the approval of theCEPC Chairman and with the presence of a security guard.

All harvested/threshed produced in a day should be hauled to thewarehouse, and be escorted by the Department Chairman and theProject Manager.

The number of bags of threshed palay should tally with the volumereceived by the warehouse caretaker/ granarian.

The warehouse caretaker/granarian prepares the report on theinventory of stocks every 6 months.

Gate pass is issued for palay and inputs taken out from the schoolpremises.

Purchase of inputs and selling of palay are done through canvass orbidding. In case of approved emergency purchase, inspection shouldbe employed before the input is consumed.

Marketing of produce (vegetables, mangoes and etc) is done at thecollege trading center, or canteen, or at the project site with thecorresponding sales invoice.

Losses in storage due to shrinkage and/or rodents shall bedetermined using actual data after storing.

12.2 For Poultry and Livestock Projects

Project Manager prepares the farm plan and budget for eachproduction cycle. Monthly reporting of inventory of stocks.

Monthly reconciliation of data on income and expenses by theProject Manager with the Accounting Office.

Presence of Audit Representatives when selling large animals.

Marketing of produce at the project site is permitted withcorresponding sales invoice.

Daily remittance of collections to the Cashier’s Office.

Preparation of monthly statements of sales and expenses.

Daily remittance of collections to the Cashier’s Office.

12.3 For Agri-Machineries

The Project Manager shall bring all the farm machineries to theMotor Pool after farm operations (within a week after the operation).



The Farm Machinery In-charge shall receive the different farmmachineries and submit status report to the Project Manager.

The Farm Machinery Group shall be commissioned to all farmoperations and prioritized them before going out for custom hiring.

All personnel under payroll are not entitled to an overtime pay, ifservices are required and extended beyond office hours.

Sharing and rentals should be based on the prevailing arrangementsor systems in the community to be approved by the CEPC as follows:

Harvester’s share - 7%Land Rental - Php 1,500/cropping

12.4 For Non-Agribased Projects

Formulation and approval of project plan and budget. A target profitand/or output is set at the start of the operation

Daily supervision of the Project Manager and quality periodicchecking or inspection by the Department Chairman

Monthly reconciliation of records among Project Managers,Department Chairman, Accounting, Campus Dean and Director

Subsidiary ledger should be provided for each project

Conduct of semi-annual performance evaluation by the VP forAdministration and other key officials of the college

Spot checking by the Resident Auditor/Internal Auditor and the SUCPresident

Section 13. Considerations for Stall and Cottages

All stalls and cottages should have their own electric meter. All owners/residents should have a written contract with the college

stating thereof the policies and guidelines, responsibilities of thecontracting parties.

Section 14. Activities and Responsibilities/Signatories

Activity Responsible Office/Signatory1. Procurement and Delivery System

1.1 Distribution of approved farm plan andbudget and consolidation of procurementprogram

CEDO Business Manager, Records,Accounting, Auditing, ProcurementSection



1.2. Certification of fund availability Accounting section1.3. Procurement of inputs Procurement section/Supply Office

(with EEU rep.)1.4. Delivery/acceptance, testing and analysis Property section, Resident

Auditor/EEU Management, Supplier2. Issuance/Withdrawals of SuppliesEquipment2. 1. Preparation of PR Project Manager2.2. Approval Program Director2.3. Issuance Property Custodian/Supply Office2.4. Receiving Officer Project Manager Project Manager2.5. Memorandum Receipts (if necessary) Property Custodian/Supply

Table 10. Activities and Responsibilities/Signatories

PART 9

ACADEMICPOLICIES


ACADEMIC POLICIES

CHAPTER 1. ACADEMIC MANUAL

Section 1. Academic Policies and Guidelines

1.1 Academic Calendar

The general framework and details of the academic calendar, whichconforms to CHED rules, shall be prepared by the University Registrarof the Office of Admission and Student Records and reviewed by theDeans Council for approval by the University President.

Except for approved special programs, all academic units of theUniversity operate under the semestral system with summer termwherein classes are generally scheduled from Monday to Saturday. Eachsemester shall consist of at least eighteen (18) weeks of classes and six(6) weeks for the summer term.

Class work on every course in the summer session shall be equivalent toclass work on the same course in any semester.

1.2 Class Size

Generally, the class size for all regular undergraduate courses rangesfrom thirty (30) to fifty (50) students. Class size beyond fifty (50) maybe allowed in situations where there is shortage of faculty andclassrooms provided the quality of instruction must not be sacrificed.

In regular major/specialization courses, a class size of less than thirty(30) but not lower than ten (10) is allowed provided no same course isoffered in that semester. Class size of less than ten (10) shall beconsidered tutorial and may still be offered if the faculty who shallhandle the course is willing to teach even if he/she does not earn creditfor the load. However such teaching assignment shall still be reflected inhis/her semestral report of teaching load.

For the regular course offering of graduate programs, the minimumnumber of students required to officially commence a core or basiccourse and for an advance or major course is fifteen (15) and ten (10),respectively. Should the class size fall below the minimum number, theDepartment Chair/Program Head should inform immediately the Deanfor the latter to decide whether to dissolve the class or to maintain it asa “special class” or “tutorial class”. Should the class be dissolved, theDean must immediately advise the concerned students to drop or enrollother courses.

No class shall be divided into sections for either of the following causes:


ACADEMIC POLICIES

a. To suit the personal preference of the individual faculty inregards to time and place; and

b. To enable the faculty to comply with the regulations governingteaching load.

1.3 Schedule of Classes

The schedule of classes shall be prepared by the Deans not later than one(1) month before the start of the semester or term copy furnished theOffice of Admission and Student Records and the Office of the VicePresident for Academic Affairs. Classes officially start at 7:00 A.M. andend at 10:00 P.M.

Class session for every course shall be scheduled for two (2) or three (3)times a week preferably Monday-Wednesday-Friday or Tuesday-Thursday arrangements. Once (1) a week schedule for lecture classesmay be allowed, under justifiable circumstances, provided there is priorapproval from the Office of the Vice President for Academic Affairs.

Laboratory classes, however, should be conducted once or for no morethan two (2) sessions per week.

1.4 Change of Class Schedule

No faculty member shall postpone the holding of his/her class to anyother hour than that officially scheduled nor shall he/she meet his/herstudents for class or consultation purposes in any unscheduled room orplace except when expressly permitted to do so by the Dean concerned.

1.5 First Day of Classes

During the first day of classes, faculty members should check theregistration certificate of their students. Students who are not officiallyenrolled must not be allowed to attend his/her class.

A student is considered officially enrolled only after theUniversity/Campus Registrar has duly certified the enrollment on theregistration certificate.

The class list, issued by the College/Academic Unit, provides the nameof students, regular or irregular, who are officially enrolled in a course.Faculty members should get the official class list from the Deans officeon the first day of classes.

Moreover, faculty members should orient the students about the Visionand Mission of the University. Likewise, course objectives, contents,


ACADEMIC POLICIES

requirements, and the bases for evaluating student’s performance shallbe explained to them. The students must be provided with a copy of thecourse syllabus/outline.

1.6 Class Meetings and Dismissal of Classes

Punctuality and regularity should be observed at all times in the conductof classes. If the class starts at 7:00 A.M., the faculty should be in theclassroom before or at exactly 7:00 A.M. Classes should be dismissed atleast five (5) minutes before the end of each period to allow students tomove and transfer to their next class.

1.7 Make-Up Classes

Faculty members who miss their classes due to official functions shouldconduct make-up activities/classes. Make-up activities/classes shouldbe for both extra and regular teaching assignments. Request forms formake-up classes are available at the Dean’s Office.

1.8 Faculty Substitution

In case of absence by a faculty, the Department Head assigns anotherfaculty to substitute. Priority must be given to a faculty who is competentto teach the course and whose schedule does not conflict with that of thesubstitute’s regular classes. In case of long substitution (at least 1month), the substitute faculty shall be given an additional proratedfaculty credit to be reflected in the Dean’s Report of Faculty TeachingLoad and compensated either thru overload or service credit providedthe aggregate load is beyond the minimum.

1.9 Suspension of Classes

Classes in the College/Academic Unit should not be suspended withoutauthority from the University President except in unusual cases forwhich report must be submitted to his/her office, giving the reasons forsuch action taken by the Dean. In case of a sudden suspension of classesas declared by any lawful authority, faculty members should stay in theirworkplace until further instruction has been received from the Office ofthe University President.


ACADEMIC POLICIES

1.10 Special Classes

1.10.1 Undergraduate

A Special Class is a class conducted for a certain course in thecurriculum that is not part of the regular offering in that particularsemester or summer and for which students requested it. In somecases, the course may be part of the regular offering in a particularsemester but the students, especially those who failed in that courseor have left it behind due to failure/s, are requesting it to be offeredin another class session.

The request, which shall be approved by the Office of the VicePresident for Academic Affairs upon recommendation of the Dean,shall be initiated by the students. Only students who have failed orhave left behind the requested course must be permitted to enroll.

All special classes shall follow the minimum length of actual studentcontact time per term of at least eighteen (18) hours, inclusive ofexaminations, for every one (1) unit collegiate academic credit.Unless approved by the Office of the VPAA, any arrangement tocompress the schedule of classes is not allowed and in no case shallthe minimum length of actual student contact time be reduced.

Each special class should comprise a minimum of thirty (30)students. If the number is smaller upon enrolment, the course maystill be officially offered provided the enrollees shall pay and equallyshare the amount of tuition, laboratory (if any), and other obligatoryfees equivalent to the required number of students. Late oradditional enrollees shall likewise pay the same amount shared bythe members of the requesting group.

Students shall pay their special class accounts in full uponenrolment, which shall be done by group for every requested courseapproved. No privilege of free tuition and other fees will be given toscholars and dependents. All fees must follow the rates prescribedunder the Evening Program scheme and shall adopt thecorresponding charges stipulated for the year level where therequested course/subject is being offered.


ACADEMIC POLICIES

1.10.2 Graduate

For requested courses in the graduate programs, the guidelines tooffer a special class shall follow similar procedure and schemestipulated under the undergraduate program.

For courses under the regular offering of the program in a particularsemester, the minimum class size to officially offer a graduate courseis fifteen (15) and ten (10) enrollees, for core/basic andmajor/advance courses, respectively. If the number of enrollees isless than the required size, the course may still be offered as a specialclass. In this case, the official enrollees of the course shall prorateamong themselves the aggregate payment of tuition that isequivalent to the required number of students.

1.11 Tutorial Classes in Graduate Programs

For courses under the regular offering of the semester of any graduateprogram with less than five (5) enrollees, the course may still beofficially offered on the following conditions: The faculty who shall handle the course is willing to teach even if

he/she does not earn a load credit. However, such particularteaching assignment shall still be reflected in his/her semesterreport of teaching load.

The concerned graduate students shall pay four thousand pesos(Php 4,000) as tutor’s honorarium payable during theadding/dropping through the college secretary. The students shallthen officially enroll the course and pay the regular tuition and otherfees.

1.12 Special Classes for Summer in the Undergraduate Program

The following guidelines must be followed in the offering of summerspecial classes: The minimum class size must be thirty (30) students. Subjects with

less than thirty (30) students may be offered provided the enrolleesshall pay for the tuition and other fees equivalent to the totalprojected revenue.

Tuition fee for all special classes is P250/unit. Students shall pay their special class accounts in full upon

enrollment. Enrollment shall be in group per subject. No privilegeswill be given to scholars and dependents.


ACADEMIC POLICIES

The rule on pre-requisite shall be strictly observed. Students are notallowed to enroll the requisite and the pre-requisite subjectssimultaneously.

Only students who have failed or left behind the requested subjectdue to failure/failures in other subject/s are allowed to enroll.

The maximum load of a student in summer term shall be nine (9)units. In no case shall he/she be allowed to enroll more.

The regular summer program will last for six (6) consecutive weeks.Any arrangement to shortened classes is prohibited.

The Dean shall be responsible in assigning appropriate faculty tohandle the special class taking into account the qualification,availability, summer work load/administrative designation, andethical aspect.

The offering of all requested subjects, including that of externalcampuses, must be approved by the VP for academic affairs.

1.13 Special Classes for Summer in the Graduate Program

The following guidelines must be followed in the offering of summerspecial classes for the Graduate program:

The minimum class size must be twenty five (25) students for theMasteral and thirty (30) students for the Doctoral Programs.Subjects with less than twenty five (25) and thirty (30) studentsrespectively, may be offered provided the enrollees shall pay for thetuition and other fees equivalent to the total projected revenue.

Tuition fee for all special classes is P600/unit. Students shall pay their special class accounts in full upon

enrollment. Enrollment shall be in group per subject. No privilegeswill be given to scholars and dependents.

The rule on pre-requisite shall be strictly observed. Students are notallowed to enroll the requisite and the pre-requisite subjectssimultaneously.

Only students who have failed or left behind the requested subjectdue to failure/failures in other subject/s are allowed to enroll.

The maximum load of a student in summer term shall be nine (9)units. In no case shall he/she be allowed to enroll more.

The regular summer program will last for six (6) consecutive weeks.Any arrangement to shortened classes is prohibited.


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The Dean shall be responsible in assigning appropriate faculty tohandle the special class taking into account the qualification,availability, summer work load/administrative designation, andethical aspect.

The offering of all requested subjects, including that of externalcampuses, must be approved by the VP for academic affairs.

Section 2. Admission of Students No student shall be denied admission to the University by reason of age, sex,

religious belief, physical disabilities, nationality or political affiliations. No person who has not completed the enrolment process of the University

shall be admitted to the classes. In exceptional cases, the University/CampusRegistrar may, on the recommendation of the Dean concerned, authorize theadmission of a visitor to a class for not more than five (5) sessions.

Entrance requirements for each graduate and undergraduate program shallbe prescribed by the college and approved by the University President.

Only persons in good health, as certified by competent authorities may beadmitted. The privilege of matriculation may be withdrawn uponrecommendation of competent authority.

Students deficient in admission requirements may be provisionally admittedif found competent, provided they make up for all deficiencies within oneyear.

In the admission of students coming from foreign countries, the substantialequivalence of courses completed with those prescribed by the Universityshall be considered, if such courses were taken in an institution of recognizedstanding. Immigration and CHED requirements shall likewise be complied.

Every student shall, upon admission, sign the following pledge:In consideration of my admission to the University of SoutheasternPhilippines and of the privileges of a student in this institution, I herebypromise and pledge to abide by, and comply with, all the rules andregulations laid down by competent authority in the University.

Refusal to take this pledge shall be sufficient cause for denial of admission.

The University may limit or close admission for students whenever theavailability of the faculty and facilities do not warrant.

Admission Requirements:

For Undergraduate Students


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New Students

a. Form 138 (High School Card)b. Birth Certificate (Authenticated by NSO)c. Entrance Exam Result (USEPAT)d. Admission Slipe. Medical Certificatef. Good Moral Certificate (original copy)g. 2 pcs. 2x2 recent ID pictureh. Brown Envelope- longi. Official Receipts of tuition and other feesj. English Bridging Certificate

Old Students

a. Clearanceb. Library Card with attached 1 pc. 1x1 recent ID picturec. Official Receipts of tuition and other fees

For Graduate StudentsNew Students

a. Honorable Dismissal/Transfer Credentialb. Photocopy of Transcript of Recordsc. 2 pcs. 2x2 recent ID pictured. 2 pcs. 1x1 recent ID picturee. Photocopy of Marriage Contract(For married women only)

a. Letter request for change of statusb. Official Receipts of tuition fee and other fees.

Old Students

a. Clearanceb. Library card with attached 1 pc. 1x1 ID picturec. Official Receipts of tuition fee and other fees

2.1 Classification of Students

A Regular Student is one who has organized a program of study, isregistered for formal academic credits, and carries the courses called


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for by the curriculum for which he/she is registered in a givensemester.

An Irregular Student is one who is registered for formal academicunits but does not carry the full semester load called for by thecurriculum for which he/she is registered in a given semester.

A Non-Regular Student is one who is registered for formalacademic credits but not for a degree or is registered but does ormay not receive formal academic credit/s for courses taken.Classified as non-regular students are the following:

a. Non-degree students with creditsb. Cross registrants with credits

2.2 Readmission

Rejoining students (those not enrolled during the immediatepreceding semester, excluding summer session, and who did notobtain clearance from the University should first secure writtenpermission from the college/academic unit where they were lastenrolled. They would then submit for a physical and medicalexamination at the University Clinic or any government hospitalbefore registering in their respective college.

Former students who secured clearance from the University mustreapply for admission at the Office of the University Registrar.Students who have attended another institution since attending theUniversity of Southeastern Philippines must qualify on the samebasis as new transfer students.

The tuition and other fees of readmitted students shall follow therate enjoyed by the regular students belonging to his/her year level.

Unless officially enrolled, no person may be readmitted to any classexcept as a visitor duly authorized by the Dean.

2.3 Registration

A student must be officially registered in order to receive credit forcourse work. No undergraduate/graduate student shall beregistered in any course after two (2) weeks of regular classmeetings have been held. If registration is made outside the regularregistration period indicated in the university calendar, the studentshall be subject to fine for late registration. Students enrolling in


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special courses with no prescribed schedule of enrolment mayregister at any time without the payment of the fine for lateregistration subject to other regulations of the University.

2.3.1 Cross Registration

Within the University - No student shall be registered inany College/Academic Unit of the University without thepermission of the Dean or Director of the College/AcademicUnit in which he/she is primarily enrolled. A form shall beaccomplished for cross-registration purposes. A studentwho requests permission to cross-register for courses inanother College/Academic Unit should first complete hisregistration (including payment of fees) in theCollege/Academic Unit where he/she is primarily enrolled.The total number of units of credit for which a student mayregister in two or more colleges/academic units in thisUniversity should not exceed the maximum number allowedin the rules on academic load.

From another institution - A student who registered inanother institution and who wishes to cross-register inUSEP must present a written permit from his/her Dean orRegistrar. The written permit should state the total numberof units for which the student is registered and the coursesthat he/she is authorized to take in the University.

To another institution - The University gives no credit forany course taken by any of its students in any otherinstitution unless taking such course was duly approved bythe Dean upon recommendation of the University/CampusRegistrar. The written authorization is to be recorded by theUniversity Registrar and should specify the coursesauthorized.

Cross-enrolment to another institution may be grantedprovided:

a. Major subjects of any curriculum are not allowed forcross enrolment except when the subject is notoffered in the University in the last semester ofhis/her enrolment.


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b. Non-graduating students are allowed to cross enrollif the subject to be enrolled is not a major course ofthe curriculum.

c. The HEI where the students are allowed to crossenroll shall be at least level III for SUCs andderegulated or autonomous for private institutions.

d. Student enrolls only in at most six (6) academicsunits per semester.

2.3.2 Shifting of Program within the College/Academic Unit

A student currently enrolled in the university who wishes totransfer from any other colleges/academic units should fileat his/her current college/academic unit an application orrequest for transfer with recommendation by the GuidanceCounselor. His application shall be referred to the acceptingcollege/academic unit together with a certification of gradesfrom the OASR/Registrar that contains his/her scholasticrecord.

If the student satisfies the admission requirements of theCollege/Academic Unit or upon approval of the Dean,he/she gets a University clearance that he/she presents tothe accepting college/academic unit together with thepermit to transfer and certificate of grades or certifiedevaluation sheet.

No student shall be allowed to enroll in two (2) academicprograms at the same time.

2.3.3 Credit Unit

One (1) unit of collegiate academic credit shall be at leasteighteen (18) full hours of instruction per semester in theform of lecture, discussion, seminar, tutorial, recitation orequivalent field or any combination of these forms includingexaminations.

For laboratory classes, one (1) unit of academic credit isequivalent to at least fifty-four (54) contact hours in asemester or three (3) contact hours per week.


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2.3.4 Academic Load

The regular academic load for undergraduate students shallbe eighteen (18) to twenty four (24) academic units,including laboratory, or that which is prescribed in thecurriculum in a semester for a certain degree program.

A graduating student in his/her last semester of enrolmentmaybe granted a maximum load of thirty (30) unitsincluding laboratory (BOR Resolution No. 97 S.2013).

A regular student shall enroll all the courses prescribed inevery semester or term for the curriculum to which he/shebelongs. He/she shall carry a load of not more than thenumber of units set per semester or term.

A student who fails in at least one (1) course shall not bepermitted to carry more courses or academic units duringthe following semester than the academic load of his/herregular contemporaries enrolled in the same program.

During the summer term, the normal load shall be six (6)units, but in justifiable case, the Dean of the college mayallow a higher load but not exceeding nine (9) units.

The Dean of the college shall limit the academic load ofstudents who are employed, whether full-time or part-time.A graduate student is allowed to enroll a maximum load oftwelve (12) units per semester. However, students enrolledin special programs are allowed to take a maximum load offifteen (15) units. Students may enroll additional subject(s)not included in the curriculum but prepare them for thedegree they pursue. The same subjects shall not beconsidered in the computation of a student’s GPA.

Section 3. Medium of Instruction English is generally used as a medium of instruction in the

University. In consonance with the Bilingual Education Policy,Language, whether Filipino or English, should be taught in thatlanguage. Literature, Humanities and Social Science courses may betaught in Filipino, English or any other languages as long as thereare enough instructional materials for the same and both studentsand faculty are competent in that language.


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Faculty members are expected to express themselves fluently inEnglish. Outside the classroom, faculty members are encouraged tomaintain conversations in English, especially when talking tostudents.

Section 4. Attendance All students are obliged to attend classes regularly and must be punctual.

Their attendance should be religiously monitored by the faculty.

4.1 Excessive Absences - the rules on attendance shall be enforcedin all classes. A student shall be dropped or failed from his/herclass when the number of hours lost by absence reaches 20percent of the total hours required by his/her course. The Tablebelow provides the number of absences for the 20% rule toapply:

No. of meetings per week No of Absences

(Regular semester)3 112 71 4

If the majority of the absences are excused, the student shallbe dropped but if the majority of the absences are unexcused,he/she shall be given a grade of “5”. Time lost by late enrolmentshall be considered as time lost by absence. Excuses are for timemissed only. All work covered by the class during the absenceshall be made up to the satisfaction of the faculty within areasonable time from the date of absence.

Students who are late fifteen (15) minutes after the start ofclasses shall be considered absent. However, if the teacher is lateby 15 minutes, the students may leave the classroom, unless theteacher informs the students beforehand. If the faculty arriveslater than 15 minutes without prior information given to his/herstudents and the latter have already left the classroom, thefaculty must not impose any form of sanctions to his/herstudents for not being there during that particular instance.


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Any student who, for unavoidable cause, absents himself/herselffrom a class must present a letter of excuse written by the parentor guardian stating specifically the cause of absence. This shallbe concurred by the Guidance Counselor, Director of StudentServices or Dean and endorsed to the faculty concerned beforethe student is admitted to class.

4.2 Certificate of Illness - Students absent from classes due toillness are required to get excuse slips from theUniversity/Campus Clinic. These certificates are issued tostudents who consulted in the Clinic. Illness attended toelsewhere causing absences from classes shall be reported to theClinic within three days after absences have been incurred.Excuse slips for the above illnesses as well as for other illness ofwhich the University/Campus Clinic has no records are issuedonly after satisfactory evidences have been presented.

4.3 Attendance in University/College Activities – The attendanceof the students on any school activity requiring such shall bechecked by the class secretary. An absence shall likewise requirean excuse slip duly signed by the Guidance Counselor/Directorof Student Services or University Physician/Nurse. The studentshall not be allowed to attend classes in the succeeding meetingwithout presenting the duly signed paper.

4.4 Maximum Residence Rule (MRR) – Residence refers to thenumber of years or terms required of a student to finish a degreeprogram. Any student is allowed only a maximum of 150percent of the total number of years required in the curriculumof his/her program for continuous academic years of residencein the University exclusive of his/her approved leave of absence,as the case may be, otherwise he/she shall not be allowed to re-enroll further in the University.

4.5 Leave of Absence - Leave of absence (LOA) should be requestedin a written petition to the Dean. The petition should state thereason for which the leave is desired and should specify theperiod of the leave. The leave should not exceed one (1) year ortwo (2) semesters.


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If approved, the student shall inform the University/CampusRegistrar and may re-enroll as a continuing student the nextsemester of the semester immediately following the period ofhis/her leave, provided that he/she has not previously appliedfor a Certificate of Honorable Dismissal or enrolled in anotherschool.

A graduate student who cannot finish within the MRR plus one-year extension through LOA should enroll six (6) units offoundation courses and six (6) units of specialization courses,comprehensive examination and thesis writing.

If a student who has not finished the academic requirementsafter the lapse of MRR and re-enrolls the courses he/she hastaken shall be evaluated based on the curriculum in force at thetime of re-enrollment.

If a student withdraws after ¾ of the total number of hoursprescribed for the course has already elapsed, his/her teachermay give him a grade of 5.0 if his class standing up to the timeof his withdrawal was below 3.0.

4.6 Withdrawal from the University - The student reserves theright to withdraw himself/herself from the roster of theUniversity by accomplishing an official withdrawal form fromthe OASR. He/she must surrender his/her ID card and must paythe fees to defray expenses in the preparation of his/her transfercredentials and the forwarding of records to the college oruniversity to which he/she will transfer. A student shall be givena certificate of eligibility to transfer that entitles him/her foradmission to another school, provided all indebtedness to theUniversity has been settled.

Students who withdraw from the University without the formalwithdrawal process therefrom shall have their registrationprivileges curtailed or entirely withdrawn. Further, they shouldbe liable for unpaid authorized fees.


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4.7 Refund of Fees - Only tuition and fees, based on 100%payment, shall be refunded in accordance with the prescribedschedule and regulation:

Within one week from the opening of classes…………… 70%Within two weeks from the opening of classes………….. 50%Within three weeks from the opening of classes…………30%Within four weeks from the opening of classes…………. 20%

After the fourth week or 30 days after the opening of classes, refundof tuition and other fees is no longer allowed.

Section 5. Examination

Examinations are integral components of instruction and shall beadministered by the faculty subject to the College/Academic unitpolicies/rules for evaluating student performance. All examinationpapers should be checked, properly recorded, and must be returned tothe students.

5.1 Schedule of Examinations

There are three (3) periodic examinations prescribed everysemester, namely; prelim, midterm and final, which shall beconducted in accordance with the schedule prescribed under theUniversity Calendar.

An integrated schedule of course examination during theperiodic examinations shall be prepared by the Office of theRegistrar in consultation with the Deans of Colleges/Campuses.The schedule shall be disseminated to all students and facultyone week before the date of examination. Faculty membersshould administer their examinations following strictly theschedule.

Schedule of examinations may be changed by the course teacherprovided it is approved by the Dean of College and the studentsconcerned are informed one (1) week before.

Special examinations shall be given to students attendingseminars, conventions, workshops, athletic and cultural


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competitions and the like during the time of examination if theirparticipation is considered vital and approved by the Director ofStudent Services or College Dean concerned.

5.2 Types of Examinations

Faculty members enjoy the full academic freedom of decidingthe type of examination to give to their students. It is suggestedthat the examinations assess the significant learning outcomescovered in the course particularly the Higher Order ThinkingSkills (HOTS) such as creative and critical thinking skills.Performance-based examination should be scored by usingrubrics.

Departments may also give departmental examinations in basiccourses. The Dean should assign a committee who will preparethe examination for each course.

5.3 Preparation and Reproduction of Examination Questions

The individual faculty member prepares his/her ownexamination and uses the resources of the University, ifavailable, for reproducing it. The students must not be made topay for reproduction expenses except in urgent cases wherereproduction was done outside the University resources andprovided the permission of the Dean is sought.

5.4 Examination Proctors and Correctors

Faculty members should act as proctors and correctors of theexamination given to their respective classes. Staff and studentsare not allowed as proctors and correctors.

5.6 Validating Examination

For purposes of accreditation of courses taken from otherinstitutions by transfer students with ratings lower than 2.50,validating examinations shall be requested by the student fromthe Office of the Dean.

5.7 Reporting Cases of Cheating and Other Forms of Dishonesty

Any form of dishonestly and/or deceit, especially cheatingduring examinations or any class work, shall be subject todisciplinary action ranging from reprimand to automatic failure


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of the course or test. Faculty members should report suspectedcheaters to the Department Head who coordinates with theDirector or Coordinator (for external campuses) of the Office ofStudent Services (OSS) through the College Dean for aninvestigation and the corresponding appropriate sanction.

Section 6. Grading System At the beginning of the semester, faculty members should inform their

students on the criteria for grading in accordance with certain standardestablished by the College/Academic Unit/Department. Some aspectsthat can be considered for grading are: periodic examinations; termpapers; projects; oral report/presentation; and class participation. Theweight allocation for each aspect is dependent on what needs to be givenemphasis by the faculty.

Only duly registered students should be given ratings and this can bedouble checked through the official class list. The rating system shall beuniform with an interval of 0.25 where 1.0 is the highest passing gradeand 3.0 is the lowest passing grade. The rating of 5.0 is failure.

The detailed rating system is as follows:

Rating Numerical Equivalent Interpretation

1.0 98 – 100 denotes excellence1.25 95 – 97 denotes outstanding1.5 92 – 94 denotes very good work1.75 89 – 91 denotes very satisfactory work2.0 86 – 88denotes quite good work2.25 83 – 85 denotes good work2.5 80 – 82denotes satisfactory work2.75 77 – 79 denotes moderately satisfactory work3.0 75 – 76 denotes passing5.0 below 75 signifies failure.

It requires a requires enrolment andrepetition of the course

“INC” indicates that work is incomplete

6.1 Removal of INC Grades

An INC grade is given to a student whose class standingthroughout the semester or term is passing but fails to take thefinal examination or fails to complete other course requirements


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due to illness or valid reasons. Thereupon, a special examinationor completion requirements shall be given to him/her by thefaculty concerned or by the Chair of Department upon paymentof a required fee per course.

In case the class standing is not passing, and the student fails totake the final examination for any reason, a grade of “5” is given.

INC is also given for a work that is of passing quality but somepart of which for good reason is unfinished.

The deficiency indicated by the grade of “INC” must be removedwithin the prescribed period of one year; otherwise it will beconverted to a grade of 5.0 by the faculty concerned. In case ofunavailability of the concerned faculty, the departmentchair/program head is authorized to take charge in thecompletion of the INC.

For scholarship grantees, such deficiency should be completedor removed within a period before the opening of classes of thefollowing semester.

Students not in residence shall pay the registration fee on top ofthe removal fee in order to be entitled to remove his/her INCgrade.

6.2 Change of Grades

A student who has received a passing grade in a given course isnot allowed reexamination for the purpose of improving hisgrades.

No faculty member shall change any grade after the Report ofRatings has been filed with the Secretary of the College or withthe OASR. In exceptional cases, as where an error has beencommitted, the faculty concerned may request authority fromthe Local Academic Council to make the necessary change/sexcept ratings calling for removal or completion. If the requestis granted, a copy of the resolution of the faculty authorizing thechange shall be forwarded to the OASR/Registrar for recordingand filling, copy furnished VPAA. In addition, faculty membersshould affix their signature for any erasures or correction doneon the Report of Ratings.


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Notwithstanding the foregoing provision and to avoid anyinjustice, the grade on a final examination paper may be revisedby a committee constituted by the Dean of the College if itshould clearly appear, on the basis of the quality of the scholasticrecord of the student, that such grade is the result of anerroneous appreciation of the answers or of an arbitrary orcareless decision by the faculty member concerned. Should thechange of the grade on said paper affect the final grade of thestudent, the committee may request authority from the CollegeCouncil to make the necessary change in the final grade. Therequest for reconsideration shall be made within 30 days afterthe receipt of the final grade by the student concerned.

In no case shall grade be changed beyond one (1) year after initialfiling; nor shall any change operate to the prejudice of thestudent.

6.3 Submission of Grades

Every faculty member shall submit his/her Report of Ratings assoon as possible but not later than the following schedule:

1st semester and summer-Five (5) days after the last dayof final examination.

2nd semester-Ten (10) days after the last day of the finalexamination.

Grading sheets should be submitted to the Secretary of theCollege who shall immediately forward the same to the OASRafter the Dean has affixed his/her signature.

For graduating students, however, their grading sheets shouldbe submitted ahead of the schedule for the non-graduatingstudents. The dates for submission of grading sheets are postedon the University calendar.

A clear copy of class records and the report of ratings should alsobe submitted and filed at the College/Department for referencein cases of inquiries regarding computations and incompletegrades.


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6.4 Penalties for Late Submission of Grades

In case a faculty member fails to submit the report ofratings on the prescribed period without valid reason,the following penalties shall be implemented uponrecommendation of the Dean or Registrar subject tothe approval of the University President:

A penalty of Fifty pesos (P50.00) per course per day ofdelay is imposed on the faculty member payable to theuniversity cashier. The salary for the last 2nd quencena of the last month of

the semester/term, overload, and other monetary benefitsof the faculty concerned shall be withheld until a clearancefrom the OASR/Registrar is secured.

Since prompt submission of grades is in large part a matter ofgood management, discipline and enforcement of Universityregulations, Department Chairmen, College Secretaries andDeans are enjoined to bend all efforts towards compliance withcodal provisions regarding deadlines for submission of grades aswell as recommendations for graduation of students. TheDirector of OASR or University Registrar should report to theUniversity President faculty members who repeatedly fail tomeet deadlines for the submission of grades. The delinquenciesshould be entered in the personnel records of the erring facultymembers.

The procedure for the imposition of any penalty shall consist ofthe following steps: Notification of deadline, including request for an

explanation. Report of delinquency Order imposing the penalty

6.5 Release of Grades

Report of a student’s grades are routinely released to the studentfrom the office of the registrar and mailed to his/her parents atthe end of every semester.


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Section 7. Scholastic Delinquency

Students are expected to make satisfactory progress towards adegree, certificate or other approved program of study. To ensurethat students are making progress, the University shall imposedsuitable and effective provisions governing delinquentundergraduate students. Subject to the minimum standards:

7.1 Warning

Any student who, at the end of the semester, fails bytwenty five percent (25%) of the total number of academicunits for which he/she is enrolled shall be officially warnedby the Dean, through a written notice, to improve his/herwork. In the succeeding semester he/she can still carry anormal academic load.

7.2 Probation

If a student fails again by 25% of the total number ofacademic units enrolled after the warning, he/she shall beplaced on probation.

Any student who, at the end of the semester, obtainspassing grades in less than 50% of the total number ofacademic units for which he/she is enrolled shall be placedon probation in the succeeding semester.

A student on probation status shall be allowed to carryonly a limited load of not more than seventy five percent(75%) of the regular load for the semester.

7.3. Dismissal from the College/Academic Unit

a. Any student on probation who fails more than 50% of the totalnumber of units in which he/she is enrolled shall be droppedfrom the rolls of the College/Academic Unit.


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b. Any student who obtains three (3) failures in two (2) consecutivesemesters shall be dropped from the rolls of theCollege/Academic Unit.

c. Any student who, at the end of the semester, fails more than75% of the total number of academic units enrolled shall bedropped from the rolls of the College/Academic Unit.

d. Any student dropped from one College/Academic Unit shall notordinarily be considered for admission to another unit of theUniversity unless, in the opinion of the Guidance Counselor,his/her natural aptitude and interest may qualify him/her inanother field of study. In which case he/she may be allowed toenroll in the proper College/Academic Unit or Department.

7.4 Permanent Disqualification

Any student shall be permanently barred from re-enrolment inany college/academic unit of the University on the followingbases:

a. Any student who, at the end of the semester or term,obtains failure in 100 percent of the academic units inwhich he/she enrolled.

b. Any student who was dropped in accordance with Item(iv) above of the rules on dismissal and again fails whichmake it necessary to drop him again, shall be not eligiblefor readmission.

c. Dismissal due to violation of the rules and regulations ofthe University.

Permanent disqualification shall not apply to cases in whichfailing grades of the student were due to his/her unauthorizeddropping of the courses and not to poor scholarship, as certifiedby the Department Head concerned. However, if theunauthorized withdrawal takes place after the mid-termexaminations and the mid-term grades obtained by the studentwere poor, the grade of 5.0 (failure) will be credited againsthim/her for the purpose of this scholarship rule. The Dean shalldeal with these cases on their individual merits provided that inno case of readmission to the same or another college/academicunit shall the action be lighter than probation.


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A grade of Incomplete is not to be included in the computation.When it is replaced by a final grade, the latter is to be includedin the grades during the semester when the removal is made.

No readmission of dismissed student or disqualified studentsshall be considered by the College Deans without the favorablerecommendation of the Director of the Office of StudentServices. Cases in which the action of the College Dean conflictswith the recommendation of the Director of the Office of theStudent Services may be elevated to the VP for Academic Affairsfor his/her final decision.

A student who drops at least one (1) course for three (3)consecutive terms shall be advised to transfer.

7.5 Enrolment of Failed Courses

Required courses in which a student has failed shall takeprecedence over other courses in his succeeding enrollment.

Section 8. Honorable Dismissal A student in good standing who desires to leave the University shall

present a written petition to this effect to the University Registrar, signedby his parent or guardian. If the petition is granted, the student shall begiven Certificate of Honorable Dismissal upon presentation of his/herclearance and receipt of payment. The certificate indicates that thestudent withdrew in good standing as far as character and conduct areconcerned. If the student has been dropped from the rolls because ofpoor scholarship, a statement to that effect may be added to thehonorable dismissal.

After the release of the certificate of honorable dismissal, incompletegrades obtained by the student can no longer be removed even if thosegrades are still within the reglementary period. This rule likewise appliesto students who have already registered in another school before beingofficially granted honorable dismissal by University.

8.1 DismissalA student who leaves the University for reason of suspension,dropping or expulsion due to disciplinary action shall be entitled, orpermitted to receive the transcript of records or certification ofhis/her academic status in the University containing a statement of


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the disciplinary action rendered against him/her. All indebtednessto the University must be settled before such documents will beissued to him/her.

Section 9. Graduation Requirements A student shall be recommended for graduation only after he/she has

satisfied all academic and other requirements prescribed thereto and hascompleted at least one (1) year of residence work immediately prior tograduation. Residence work may be extended to a longer period by theDean of the College through their respective department chair.

Graduation of students who began their studies under previouscurricula shall be governed by the following rules: Those who have completed all the requirements of the

curriculum but did not apply for, nor were granted thecorresponding degree or title shall have their graduationapproved as of the date they should have originally graduated.

Students who have completed all but two (2) or three (3) coursesrequired by the curriculum shall be made to follow either therevised curriculum or the curriculum enforced from the timethey first enrolled in the University to the present.

9.1 Guidelines in Connection with GraduationAll candidates for graduation must have their deficiencies made upand their records cleared at least five weeks before the end of theirlast semester/term in the program, with the exception of thosecourses in which the student is currently enrolled during thatsemester.

The requirements for graduation include the completion of allacademic as well as non-academic requirements such as submissionof bound copies of the dissertation/thesis/project study and the like,if required, on or before the deadline prescribed hereinafter.Otherwise, students concerned should not be included in the finallist of candidates for graduation as of the end of the semester/term.

If however, some graduation requirements are completed beyondthe deadline, the student must register during the succeedingsemester or summer in order to be considered a candidate forgraduation as of the end of that semester/summer. The deadlines


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for completion, specific dates of which shall be stipulated in theUniversity Academic Calendar, of the requirements for graduationare:

For those graduating as of the end of summer, the deadlineis the day before the first day of regular registration for thefirst semester.

For those graduating as of the end of the first semester, thedeadline is the day before the first day of regular registrationfor the second semester.

For those graduating as of the end of the second semester,the deadline is one week before the date of graduation.

9.2 Formal Application for GraduationA graduating student must file formal application with the Office of

the Registrar as candidate for graduation upon enrolment or withinthree (3) weeks after enrolment on his/her last semester/term inCollege. This information shall serve as the basis for identifyingcandidates for graduation so that their records can be checked earlyenough.

9.3 Clearance as Requirement for GraduationStudents who have completed all the academic requirements fortheir respective degrees may be recommended for graduation evenif they have not processed their clearance. However, the

granting of honorable dismissal and the issuance of thetranscript of records, diploma and other documents shall bewithheld pending submission of clearance by the student.

9.4 Presentation of Candidates for Graduation to the AcademicCouncil

After the filing of application for graduation, the Office of theAdmission and Student Records shall conduct a faculty meeting inall colleges/campuses to present and scrutinize the academic recordsof all their graduating students. After that, the OASR Director orUniversity Registrar must submit the complete list of candidates forgraduation, including the list of candidates for academic honors tothe Vice President for Academic Affairs for presentation to theUniversity Academic Council.


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Section 10. Recognition of High Scholastic Achievement

10.1 Dean’s ListAt the end of every semester, all colleges/academic unitsare required to prepare a “Dean’s List” which recognizesstudents in their respective colleges/academic units whoachieved outstanding performance in academics. Thecriteria for inclusion in the “Dean's List” are to bedetermined by each college/academic unit. Candidate forDean’s List must have enrolled no less than the normalload prescribed in the curriculum in that semester forhim/her to qualify for the recognition. “Dean’s list” shallbe published in the school publication or posted in anyconspicuous place in the college/campus immediately aftera semester ends. The college/academic unit may give acertificate indicating academic excellence to students whoreceived this award.

10.2 Graduation with HonorsUndergraduate students who completed their courses withthe following range of weighted average grade computedto the second decimal place shall be graduated withhonors:

Summa Cum Laude……………. 1.00 - 1.20Magna Cum Laude…...…....….. 1.21 - 1.45Cum Laude…………….………...1.46 - 1.75

For students graduating in post-secondary courses, thefollowing awards shall be given:

With Highest Honors……………..1.00 - 1.20With High Honors………....…..…1.21 - 1.45With Honors…………….………...1.46 - 1.75


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In the case of candidates for graduation with honors, thefollowing special rules shall apply: (BOR Resolution No. 21S.2014)

a. Candidate for honors must have enrolled no lessthan the normal load prescribed in the curriculumduring all the semesters of stay in the University;

b. Must have completed the required academic unitswithin the approved prescribed period of study incontinuous enrolment, except when his/herabsence is caused by serious illness or accident ascertified by government physician, then LOA forone year maybe granted to a student to qualifyhim/her for honors.

c. In the computation of the grade point average, allgrades obtained in all academic courses takenunder the curriculum pursued by the candidateshall be included except NSTP;

d. Had not incurred dropped, incomplete or failedsubjects;

e. Students convicted or subjected to gravedisciplinary action, like suspension, shall not beentitled to any honors or awards.

For transferees, the following additional conditions shallapply:

a. No less than fifty percent of the total number ofacademic units required for graduation shall havebeen completed in the University;

b. Must have acquired residence work in theUniversity for a period of at least two years for fouryear courses and three years for five year coursesimmediately prior to graduation;


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c. Had not incurred dropped or failed subjects fromany of the schools previously attended;

d. In the computation of Grade Point Average, therating system of previous institution will be appliedin all accredited/validated subjects required in thecurriculum pursued by the candidate.

10.3 Meritorious Thesis/Dissertation AwardA graduate student who has completed all his/heracademic requirements for graduation and who qualifiesfor the given criteria may be recommended for this award.

10.3.1 Pre-Qualification Requirements

The General Point Average (GPA) should be 1.25 orbetter (equivalent to 95% or better)

In the computation of the GPA, all grades obtainedin all academic courses of the program beingpursued by the student shall be included.

The candidate should have been in residence in theUniversity for a maximum of three (3) years forMaster’s Program and five (5) years for the DoctoralProgram with continuous enrolment.

During each semester of residence, the candidateshould have carried a load of at least 9 units.

No less than 50% of the total number of academicunits or hours required for graduation shall havebeen completed in the university.

10.3.2 Criteria for the Award

a. Creativity, originality and quality of work (35%) Rationale/State of the Art (to include analysis of

the problem) (15%) Objectives (5%)


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Conceptual/Analysis Framework/Methodology (15%)

b. Significance of findings (45%) Contribution to New Knowledge/S&T

Advancement (25%) Relevance to National/Regional/Institutional

Development (20%)1. Institutional Significance Only (5%)2. Regional Significance Only (10%)3. Regional and National Significance

(20%)c. Manuscript/Write-up (20%) Substance and Form (5%)

(Practical importance, usefulness, manner orstyle or writing according to recognizedstandards or techniques)

Accuracy of Figures and Language (5%) Clarity and Style (5%)

(Correct usage of grammar, simple words,proper use of punctuation, capitalization,and typographic arrangement and displayfollowed in writing)

Cogency and logic (5%)(Valid and appealing to the mind or reason,convincing, relevant/pertinent)

TOTAL 100%

10.3.3 Implementing Rules/Guidelines

The candidate should have a grade of 1.25 or betterin oral defense.

The research should be reviewed by a committeecomposed of competent persons invited/designated


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by the President. The Committee shall be called theUniversity Thesis/Dissertation Committee (UTDC),and should be composed of one (1) person outsidethe university and two (2) persons inside theuniversity. The criteria for evaluation shall be thosespecified under item B.

The Thesis/Dissertation shall be categorized asfollows:

a. Agriculture and Natural Resourcesb. Policy Studies, Socio-Economics and Social

Sciencesc. Education, Arts & Cultured. Engineering, Information and

Communication Technologye. Biotechnology and Other High-End S&T

R&D The Thesis/Dissertation should be endorsed by the

Adviser and recommended by the Dean to theUTDC. Entries should bear no names of theResearcher and the Adviser.

The Thesis/Dissertation should garner a totalrating of 95% or better to merit the award.

The award will be given during graduationexercises only. However, qualified students whograduated during the first semester and summershall likewise be endorsed by the adviser andrecommended by the Dean to the UTDC.

Decision on the giving of awards will be made bythe Local Council and recommended to theUniversity Academic Council for furtherrecommendation to the Board of Regents.


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Section 11. Commencement and Baccalaureate Services

Attendance of all faculty members during commencementexercises is required. They must wear the appropriateacademic gown. During baccalaureate mass or services,which are usually conducted separately according to thereligious beliefs of graduating students, faculty attendance isvoluntary.

Attendance of graduating students in the generalcommencement exercises shall be optional. Graduatingstudents who choose not to participate in the generalcommencement exercises must so inform their respectiveDeans or their duly designated representatives at least ten (10)days before the commencement exercise.

Graduating student who absent themselves from the generalcommencement exercises shall obtain their diplomas, orcertificates and transcripts or records from the Office of theRegistrar provided that they comply with all otherrequirements and upon presentation of the receipt of paymentof the graduation fees and student’s clearance.

Attendance at the commencement exercises shall not becompulsory for the award of corresponding undergraduatecertificate or diploma.

11.1 Academic CostumesCandidates for graduation with degrees or titles, whichrequire no less than four years of collegiate instruction,shall be required to wear academic costumes during thebaccalaureate mass/services and commencementexercises in accordance with the rules and regulations ofthe University.

Only graduates of Baccalaureate, Masters and Doctorateprograms are to be installed with their respective “Hoods”


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during the commencement exercises. The system ofhooding depends upon the plan of the graduation programcommittee in accordance to existing rules approved by theUniversity Council. Graduates of diploma, undergraduatecertificate and graduate certificate courses may also wearacademic gown during commencement exercises providedthey are in unison and may be allowed to install somethingbut strictly not of a hood type.

Section 12. Policy on Student Records

The University maintains various records of students todocument their academic progress as well as to record theirinteraction with University staff and officials. Students’ recordsare generally considered confidential except the directory ofcurrently registered students that is open to the public. Thedirectory provides information of each student’s name, I.D.number, college, program/course, classification and collegeaddress.

12.1 Transcript of Records. Student records are confidentialand information is released only at the request of thestudent or of appropriate institutions. “Partial” transcriptsare not issued. Official transcript of records obtained fromother institutions and submitted to the University foradmission and/or transfer of credit become part of thestudent’s permanent record and are issued as true copieswith the USEP transcript.

Application for transcript of records shall be filed at theOASR upon presentation of the student clearance. Acertain fee for transcript preparation will be charged to theconcerned party. Graduates are encouraged to request fortheir transcripts as early as possible to avoid unnecessarydelay.


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12.2 Withholding of Records. When a student has pendingfinancial obligations to the University, or when he/she hasbeen charged with an official disciplinary action, theappropriate university official may request that thestudent’s record, e.g., transcripts, diploma, registrationforms, be withheld. Departments and offices for example,should submit before the end of every semester/term thenames of students with financial accountabilities to theOASR so that action may be taken. If the student hasalready settled his/her obligations, the OASR must receivewritten authorization from the official who originallyrequested the action, indicating that the student hasalready met the obligation.

CHAPTER 2. CURRICULUM REVISION

Section 1. Rule on Pre-requisite

Courses considered by the University Council and approvedby the Board of Regents as pre-requisites to other coursesshould be strictly enforced. Pre-requisites shall be taken andpassed before enrolling in requisite subjects. However, inmeritorious cases, like graduating students who are in theirlast semester of residence, simultaneous enrolment of the pre-requisites and requisite subjects are allowed provided if theyfail in the pre-requisite subjects, the grade of the requisitesubjects shall also be invalidated.

Section 2. Changing of Courses

All transfers to other courses shall be made only for validreasons. Approval from the Deans and faculty concernedmust be sought after which the University Registrar shall beproperly notified immediately. No transfers shall be allowedafter ten (10) days from the start of classes.


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Section 3. Dropping of Courses

For cause, a student shall be allowed to drop the coursesenrolled with the consent of his/her Professors, duly approvedby the Department Chair and the Dean, subject to thefollowing conditions: A student who drops a subject shall accomplish the

prescribe form of the University; A student who drops a subject on or before the mid-term

shall have his/her records marked with “AW” ( AuthorizedWithdrawal) and shall be considered dropped;

A student who drops a subject after the mid-term shallearn a failing grade or “5.0”; and

A student who drops a subject without official approvalshall have his/her records marked “UW” (UnauthorizedWithdrawal) and automatically gets a grade of 5.0.

Section 4. Substitution of Courses

Substitution of courses may be granted based on at least oneof the following: when a student is pursuing a curriculum that has been

superseded by a new one and the substitution tends tobring the old curriculum in line with the new;

conflict of hours between two required courses during thelast semester of his/her study;

when the required course is not offered during the lastsemester when the student needs it as a graduatingstudent; or

student is deficient of a course and/or student has superiorcompetence in the program/discipline desired.

Every petition for substitution:


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must involve courses within the same department, ifpossible; if not, the two courses concerned must be alliedto each other;

must be between courses in which the course substitutecarries a number of units equal to or greater than the unitsof the required course;

All petitions for substitution must be submitted to the Officeof the Dean concerned for his/her action before the end ofenrolment period of the semester. Any approved petition,which must strictly conform to the provisions for substitutionof courses, shall be considered for the ensuing or for thefollowing semester. In case the action of the Dean is adverseto the recommendation of the adviser and the head of theconcerned department, the student may appeal to the VicePresident for Academic Affairs whose decision shall be final.

No substitution shall be allowed for any course prescribed inthe curriculum in which the student has a failing grade, exceptwhen the course is no longer offered, in which casesubstitution may be allowed provided that, in the opinion ofthe department offering the prescribe course, the proposedsubstitute covers substantially the same subject matter as therequired course.

CHAPTER 3. EDUCATIONAL FIELD TRIP

Educational field trip is allowed to any group of students subject to thefollowing policies and guidelines:

Request for educational field trips, stating clearly the objectives andthe relationship of the trip to the course or program and the planneditinerary of travel, must be filed at the Office of the Dean, for his/heraction, at least one (1) month before the schedule of such activity.


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Nearer trips that can attain the same learning objectives are givenpriority consideration to minimize time and expenses.

Educational field trip is limited to only one (1) per semester per class.Consideration may be made within programs, thus recommendationfrom the Department Chairman or Program Head is necessary.

A waiver duly signed by the parent/guardian must be filed at leastone (1) week before the scheduled departure.

All expenses must be shouldered by the students. Participation of students is not compulsory. However, homework

shall be given by the faculty to those who will not be joining the trip. The faculty concerned must: inform other faculty members, who are handling the other

courses enrolled by the students concerned, regarding theparticipation of the students in the trip;

explain to the students that absences in other courses due to theeducational trip are still counted as absences, however excused;

render narrative report after the trip on the significance andcontribution of the educational trip to students and the college oruniversity;

verify whether funding for transportation expenses is availablebefore claims are made. Otherwise, he/she must spend forhis/her own;

stay with the students throughout the duration of the educationalfield; and

execute an affidavit or any official declaration stating that he/shewill exercise paramount diligence in supervising and attending tohis/her students during the entire duration of the educationalfield trip.

The University may impose additional requirements on educational fieldtrips to insure utmost safety of the students and faculty.


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Further, all campuses and colleges of USeP are reminded on the strictobservance of CHED Memorandum Order No. 17, series of 2012 on thepolicies and guidelines on Educational Tours and Field trips of Collegeand Graduate Students.

PART 10

RESEARCH,DEVELOPMENT

AND EXTENSION


RESEARCH, DEVELOPMENT AND EXTENSION

This part gives details on Research, Development, and Extension of the Universityof Southeastern Philippines.

CHAPTER 1. RESEARCH, DEVELOPMENT AND EXTENSION MANUAL

Section 1. Research and Extension ClassificationA. By nature

Basic Research. Any systematic and creative work undertakenprimarily to acquire new knowledge of the underlyingfoundations of phenomena and observable facts, without anyparticular or specific application or use in view.

Applied Research. Any original investigation to acquire newknowledge. It is, however, directed primarily to improve aproduct or a process or testing theoretical concepts in the actualproblems.

In order to define research and development priorities at the national,regional, and provincial levels, the Bureau of Agricultural Research(BAR) further classified basic and applied research into:

a. Upstream research. Any research project of basic strategic typeimplemented by national centers of excellence.

b. Midstream research. Any systematic work, drawing on existingknowledge gained from research and/or practical experiencethat is directed to producing new materials, products anddevices, to installing new processes, systems and services, andto improving substantially those already produced or installed;these are technology verification and technology adaptation typeof research implemented by regional SUCs.

c. Downstream research. These are applied research projects oftechnology dissemination and technology demonstration typeimplemented at the provincial level.

B. By Research Focus

Commodity. It refers to research undertakings that focus onproduct development of specific commodities like rice and otheragricultural products or certain research fields like culture,breeding, and /or feeding of fishery resources.

Non-commodity. It refers to research undertakings that focus onsocioeconomic aspects or interdisciplinary researches with



policy implications to agriculture. Examples: Integrated PestManagement (IPM); mechanization; biodiversity;biotechnology; crop protection; and forest biology.

C. By stage of Technology Development

Technology generation research. It focuses on a single factoraffecting productivity of a single commodity. Example: Studieson varietal resistance to rice blast.

Technology adaptation research. It evaluates the performancestability and replicability of technologies over space and time,conducted either in the research station or farmers’ fields anddone under the supervision and management of the researcher.Example: Testing of promising varieties of upland rice tolerantto rice blast.

Technology verification research. It compares performance ofthe improved technologies with that of existing farmers’ practiceunder existing farm environment. This research is conducted infarmers’ own farms under the supervision and assistance ofresearchers. Example: Testing of recommended upland varietiesin actual farm condition.

D. By location

On-station research. Trials conducted in research stations wherefacilities for experimentation are excellent and accessibility toresearchers is favorable. Usually, only the researchers areinvolved in formulating the research objectives andmethodologies.

On-farm research. Trials conducted in farmers’ fields with thefarmers involved in formulating improved technologies to betried or tested.

Researcher-managed. On-farm trials conducted on farmers’field managed by researchers who evaluate in detail thespecific management components to be assigned to thecropping systems.

Farmer-managed. On-farm experiments managed byfarmers to find out how they respond to suggested



improvements.

E. By Scope of Activity

Scope can be classified as:

Program. This shall be composed of at least two projectsembracing inter-disciplinary or multi-disciplinary approach.

Project. A set of interrelated studies/activities or a component ofa program with predetermined objective(s) to be accomplishedwithin a specific time frame. It is composed of at least two (2)studies.

Study. A basic unit in the investigation of a specific problemidentified under a research project or a unit extension activityunder an extension project.

So, shall USeP adopt the foregoing classification by BAR.

Section 2. Criteria for Identification and Prioritization ofResearch and Extension Projects

The Research, Development, and Extension Center (RDEC) shall make useof existing criteria used by national agencies like DOST and DA.

National thrust. Proposal must be relevant to the national thrust.

Regional needs and development thrusts. Activity/Study must be withinthe regional needs and development priorities.

Utility for production and consumption. The activity/study results musthave bearing on utility for production and consumption.

Originality, novelty and applicability. The proposed study must beoriginal and the results applicable for concerned clients/end users.

Availability of outside funding sources. The possibility of fundingsources must be considered for research/extension proposal for projectsthat require bigger budget.

Feedbacks from end-users. The activity/study must answer expressedneeds of end-users.

Time and cost constraints. Activity/Study should be conducted withinreasonable time and cost.

Feasibility of the research/extension project. The research/extensionmust be workable and attainable.



Proponent’s qualification and availability. The proponent must haveexpertise on the proposed topic otherwise he/she may tandem with anexpert. He/she must have ample time to undertake RDE activities.

Section 3. Proposal Development and ProcessingThe planning, programming and implementation of RDE programs/projectsin USeP shall undergo several stages:

3.1 Proposal Generation for USeP Funding

The preparation of a research and extension proposal should beinitiated at the department of a college/unit by the proponent. Afterthe proposal is packaged by the proponent, this is submitted to thecollege research/extension coordinator who will in turn submit thesaid proposal to the Research or Extension Director. The Directorwill then submit this to the Research and Extension Review andMonitoring Committee (RERMC) for evaluation. After evaluation,the committee will return the proposal to the Research/ExtensionDirector. If the RERMC recommends approval, the Office of theDirector for Research/Extension will forward the proposal to theoffice of the University President through the VPRD for approval andimplementation. However, if the proposal is disapproved, it will bereturned by the Research/Extension Director to the proponent.

Where the proponent/s is a member of the RERMC, the proposalsare to be reviewed by an external panel of evaluators. The panel ofevaluators will likewise evaluate/review papers other than those ofthe RERMC’s.

1.2. Guidelines on proposal preparation for external funding

Similar to the process for USeP funding, the proposal starts from thecollege/unit by a proponent. After this is packaged to suit thefunding agency’s requirements, this is submitted to theResearch/Extension Director who will in turn submit this to theVPRD for endorsement to the University President who will finallyrecommend it to the funding agency. After the funding agencyaccepts the proposal, a (Memorandum of Agreement) MOA has tobe forged prior to the actual implementation.

The budget for the proposal should include administrative orindirect cost. This is needed to support other forms of services



already available at USeP and for payment of electricity, water andother facilities.

Incentive schemes for project personnel should be based on thefunding agency’s policy.

Section 4. Project Implementation, Evaluation and MonitoringThe project shall be operated and implemented by theresearchers/extensionists for the period for which funds are approved.

4.1 Research Modification. The researchers/extensionists may makechanges either in the research/extension procedures or in thematerials, supplies and equipment needed in the research/extensionprovided that there is approval from the Research/ExtensionDivision. Thus, a report must be submitted, through channels, ofsuch modifications he deems necessary to carry out the objectives ofthe research/extension project to full completion.

4.2 Extension of the project. The project shall be allowed to continuebeyond the termination of the period stipulated in the agreementprovided that there is sufficient justification(s) for the extension ofthe project. A written request by the researcher/extensionist,accompanied by the study’s revised work and financial plans, shouldbe submitted to the VPRD through the UniversityResearch/Extension Directors at least 30 days before the date oftermination for appropriate action.

4.3 Discontinuance or suspension of financial assistance. Theresearch/extension project shall not be terminated abruptly,temporarily suspended, or denied continuation prior to the normaltermination of the period for which the funds have been allocated,except for negligence of the researcher/extensionist and/or upon theresults of evaluation of the appropriate committee created by theOVPRD. The VPRD shall recommend to the University President forthe termination of the project.

4.4 Obligations of the Researchers/Extensionists:a. The researcher/extensionist binds himself to keep a factual

account of the operations and progress of theresearch/extension project.

b. The researcher/extensionist shall submit a quarterlyaccomplishment and financial report of the research/extension



project to the Director of Research/Extension, copy furnishedto the OVPRD. The report shall show the total account of cashreceived and expenditures incurred, itemized in accordancewith the approved budget in the research/extension projectproposal. The report shall be accompanied by a list of theequipment and other properties purchased for the projectwhich are to be appropriately described for identification andevaluation. The report shall be noted by the ResearchCoordinator and the Dean of the college concerned.

c. At the termination of the date set forth in the approved projectproposal, the researcher/extensionist shall submit a full andaccurate account of the operation of the project to the office ofthe Directors of Research/ Extension. He/She shall submit theterminal report of the scientific paper based on the findings ofthe research/extension in five (5) hard copies accompanied byan electronic copy. Completed and terminated researchesshould be presented during college/university in-housereviews.

d. For publishable study/extension activity, theresearcher/extensionist shall submit the article to the ResearchDivision or any publishing agency using the prescribed format.

If the researcher/extensionist deliberately ignores compliance of therequired deliverables, then the Division Director concerned shallreport to the OVPRD for appropriate action in accordance withUniversity policies.

Section 5. Policies on Implementation and Monitoring of Researchand Extension Projects In the case of external sources of funds, a research/extension project is

implemented only upon the execution of a MOA between USeP and thedonor/grantor of funds. The signatories shall be the UniversityPresident and the head of the granting agency. If the budget comes fromthe USeP Research/Extension Program, all proposals must have passedthe evaluation process of the University. The Research/ExtensionDirector notifies the proponent of the approval of his/her proposal andthat the project can be implemented on a specified period.



Proponents are advised to inform the Research/Extension Director incase they are not able to implement their study/project on time so thatthe duration of their study/project will be adjusted accordingly.

5.1 Technical MonitoringThe program leader basically assesses the status of each project

and sees to it that goals, objectives and methodologies are properlycarried out. The project leader, on the other hand, monitors regularly theconduct of studies under his/her project ensuring properimplementation.

5.1.1 Submission of Technical Reports

Researchers and Extensionists shall submit to the Research/ Extension Division five (5) hard copies and one electroniccopy of the following reports:

Annual Report Terminal Report, submitted within two months

after project termination/completion For externally-funded projects, the researcher is

guided by the policies of the funding agency.However, terminal report shall be furnished to theconcerned division and the OVPRD.

5.1.2 Evaluation of Ongoing/Completed Projects

Researchers and Extensionists will be required topresent their outputs in a scheduled review of USePprojects before submission of the terminal report.

The Research/Extension Division shall also hold ajoint or unified review/evaluation ofResearch/Extension ongoing or completed projectswith the funding agencies, e.g. DA-BAR, PCARRD-DOST.

At least 10 hard copies and an e-copy of the reportshall be submitted to the secretariat one week beforethe scheduled review.

The members of the Technical Evaluation Committee will becomposed of representatives from each cluster. Technical experts



outside the University are normally invited during the annual in-house RDE review to assist not only in the technical/evaluation ofongoing projects but also in the prioritization of proposals to beimplemented in the incoming year.

5.1.3 Submission of Progress /Accomplishment Report

The progress report should be accomplished by thestudy/project/program leader every quarter. Theprogram leader verifies the status of the project asreported and endorses the report to theResearch/Extension Director before honoraria willbe processed.

5.2 Financial MonitoringThe unit concerned must keep a financial record for eachprogram/project/study for easy recording and monitoring byappropriate authority.

5.2.1 Release of Research/ Extension Funds

Budget. The OVPRD shall oversee appropriation for RDEprojects in close coordination with the concerned Directorand the Budget Officer.

Section 6. Promotion, Storing, and Dissemination of ResearchOutputs Knowledge products such as discoveries, inventions, new methods, and

processes are results of the conduct of research. The University churnsout numerous knowledge products through its diverse efforts inresearch, development, and extension in varied areas of specialization:natural and physical sciences, social science or the arts.

The amount and quality of research outputs reflect scientificproductivity and are among the determinants of the scientific career ofscientists, faculty and researchers, as well as a mirror of the capabilitiesof an academic institution. However numerous such outputs are, theseare rendered useless if not promoted and published for publicconsumption. Hence, the University addresses the need to promote andpublish these outputs.



Section 7. Publication7.1 Scientific productivity, in the form of intellectual contributions to the

advancement of science and ultimately communicated in writtenform, is considered to be fundamentally important to one’s scientificcareer advancement. Thus, publication is a major output of aresearcher.

7.2 Publication serves two purposes: recognition and reward. First, itlets people know that such a research was conducted. Second, itcontributes to the academic career enhancement of the person(s)involved by earning merit or compensation.

7.3 The following are the common types of publications:

Print Media

Print media are the most common means to promote research output asthese reach wide audiences. These publications usually carry a copyrightor an ISBN/ISSN. The following are the most common publications forknowledge products:

1. Journal. A periodical published by a professional society orinstitution, containing original reports of work in a particular field,news, and proceedings (for example: The Philippine AgriculturalScientist published by the UPLB-CA). Journal that requires criticalreview by peers is called a refereed journal.

Articles for journal publication must follow guidelines andrequirements set by the respective journal. Research resultspublished in journals as regular articles carry the most weightamong the publication venues, especially if the articles appear in aprimary or refereed journal.

Researchers whose articles are published in an ISI-accreditedjournal are given monetary rewards as incentives for thepublication.

2. Book. A non-periodical publication at least 49 pages (according toUNESCO) covering an extensive treatise on a specialized field. Atextbook is a book approved by a textbook board to be used as a mainmaterial for a course.



Book or textbook writing is supported by grants from fundingagencies or the University. The USeP System supports textbookwriting for core courses of undergraduate degree programs,including reference books, workbooks, and laboratory manuals (inprint or other media) by regular, full-time faculty, except those onsabbatical or on secondment to other agencies.

AFMA and CHED funds also support publication initiatives to defrayprinting costs. Requests for publication assistance require theapproval of the USeP President through the recommendation ofVPRD.

3. Monograph. A separate treatise on a single subject or class ofsubjects, usually detailed in treatment but not extensive in scope,and often contains an extensive bibliography.

4. Technical bulletin. A scientific paper or translation recording thecurrent status of a scientific research or development. A researchoutput presented in a technical bulletin is usually written in a semi-technical manner.

5. Pamphlet/brochure. A non-periodical publication, at least fivepages (UNESCO), covering any field of interest. A pamphlet orbrochure usually provides an overview and highlights of a certainresearch or project.

6. Magazine. A periodical containing a variety of pieces such as criticaland descriptive articles, stories, poems, etc. designed for the generalentertainment of the reader. Articles on knowledge productsfeatured in magazines are written in popular form that do away withtechnical terms. Highly technical and scientific terms are translatedinto simple words. Furthermore, knowledge products featured inmagazines are mature outputs which are ready for publicconsumption or use.

7. Newspaper. A publication issued periodically (daily or weekly)containing news, opinions, or feature stories. News articles onresearch usually cover the latest breakthroughs in a certain field.

8. Leaflet. Usually a single sheet of paper, which is sometimes foldedto make 2-4 pages, deals with one main topic and is highlyillustrated.

Unpublished materials also belong to print media but are available onlyto selected audiences. Manuals and course syllabi are examples of



unpublished material. They are for instructional purposes. Manualscontain detailed description of instructional, training or researchprocedures, while course syllabi contain an extensive account of all thetopics covered by a course, including references.

However, in the light of the developments in intellectual property rights,particularly in patenting of intellectual property, caution must beobserved in publishing/promoting knowledge products that arepotentially patentable. An author of a published research considered asa patentable research output should apply for a patent within one yearof publication. Publication does not only refer to printed matter but anyform of communication or activity that has made the research known toa third party or the public. A comprehensive discussion on intellectualproperty rights and protection of university research and researchoutputs is detailed in Chapter V.

Section 8. Broadcast and other Media The broadcast media, including radio or television, are other channels

for promoting knowledge products. With the advances in computer andtelecommunication technologies, the internet is the newest medium topromote research and extension outputs. The University has an existingwebsite (http://www.usep.edu.ph) where the RDE outputs are beinguploaded.

Symposia, conventions, workshops and other scientific meetings areother venues to promote research/extension outputs. These are usuallysponsored by organizations and are intended to gather specialists in aparticular field to promote the exchange of ideas and knowledge thatwill contribute to the further development of the field and of theiroutputs. Scientists, faculty, and researchers participate in suchgatherings by invitation to present a paper, a poster, or serve as resourcepersons.

Section 9. Marketing and Commercialization Research outputs with potential technological and industrial application

are marketed to entities with capability to provide capital and producesuch outputs commercially through contracts and license agreements.The University does not execute exclusive contracts with licenses.



Section 10. Direct Extension Research outputs developed for the direct benefit of intended clients are

promoted through direct extension. These usually involve outputs thatdeal with new methods or approaches, e.g. cultural managementpractices in agriculture and methods of management.

Research outputs should not end in bookshelves. They must be sharedand promoted to concerned clients. Normally, sharing of researchoutputs starts at the university level during in-house reviews and duringthe Regional Symposia for R & E. After presentation to scientificcommunities, it is still the obligation of the University to promote theinformation or technology generated through its extension services. TheResearch Division should furnish research outputs to the ExtensionDivision of the University that are relevant for adoption/implementationor commercialization. The concerned researcher should work hand inhand with the Extension Division in the promotion/adoption, if notcommercialization, of the generated technology.

Section 11. Publication of RDE Outputs The RDE outputs of the University should be published in the University

journal. The University of Southeastern Philippines Journal of Researchand Development, the primary scientific journal of USeP, is refereed.Publication of RDE outputs in other journals, here and abroad, for widerdissemination of information and technologies generated is alsoencouraged. Papers that have been previously presented in scientific andtechnical fora are given priority to be published in the University journal.

The researcher/extensionist recognizes that all results ofresearch/extension projects and the rights of publication belong jointlyto the researcher/extensionist and USeP and full acknowledgement shallbe accordingly given to the University of Southeastern Philippines incase the research/extension is published or reported to scientificsocieties.

In case no other entity has contributed funds, facilities or services usedfor undertaking the research/extension, whatever intellectual rights areobtained from there by the researcher/extensionist shall be shared inmoney values with the USeP in the ratio of 95 percent to theresearcher/extensionist and 5 percent to USeP.

In case any other entity, besides USeP, has contributed funds, facilitiesor services for undertaking this research/extension, the intellectual



rights shall be shared in value with USeP at 5 percent and the share ofthe entity shall be taken from the 95 percent, the value of which shall bedetermined by the copyright and patent committee. For this purpose,the researcher/extensionist obligates himself to inform USePaccordingly should there be another entity which shall contributefinancial support to this project, giving the name and address of theentity and the nature of the contribution.

CHAPTER 2. INTELLECTUAL PROPERTY RIGHTS (IPR)

As products of human intellect and creativity, university research and extensionoutputs are considered intellectual properties, thus, are subject to ownership andtime-limited protection of rights.

Section 1. Protection of Intellectual Property The law that covers the intellectual property and its protection is found in

Republic Act 8293, otherwise known as the Intellectual Property Code of thePhilippines (IP Code). The Law on Patent, the Law on Trademarks, ServiceMarks and Trade Names and the Law on Copyright are contained in the IPCode. Industrial property and intellectual property are the two categories ofthe Intellectual Property Rights. Inventions, scientific and scholarly works,computer programs, trademarks, service marks trade names, industrialdesigns, and utility models are protected under Industrial Property Rights.Literary (writing) and artistic works (e.g. painting, sculpture,cinematography, photographs) are protected under Intellectual PropertyRights.

Inventions, utility models, industrial designs, computer programs, as well asliterary, scholarly and artistic works are mostly the research outputs of USePpersonnel. Inventions are protected by patents; utility models and industrialdesigns are protected by their registration; and computer programs,literary, scholarly and artistic works are protected by copyright.

Section 2. Criteria for PatentabilityThe law of patentability does not protect all inventions; hence, the threeguidelines below are the determinants to measure the patentability of theinvention:



1. Novelty or newness. This is determined through a search conductedby an accredited patent office to determine if the invention is new,original, and that no prior art exists over it.

2. Inventive step. There must be an inventive step involved in creatingthe invention. As such, the invention must not be obvious to a personskilled in the art.

3. Industrial applicability. There must be some use for the invention. Itcan be a practical solution to a problem that can benefit the public.

Section 3. National Policy on Patents and Copy Rights ofIntellectual Property

Ownership

The national law on intellectual property covers ownership. If a work was commissioned, there are conditions to be satisfied to

determine the ownership of patentability according to Section 30of RA 8293.

The University and the researcher/extensionist create employer-employee relationship, thus, the conduct of the research byresearcher/extensionist is understood that it is commissioned bythe University stated under the following section:

Sec. 30. Inventions Created Pursuant to a Commission.

30.1. The person who commissions the work shall own the patent,unless otherwise provided in the contract.

30.2. In case the employee made the invention in the course of hisemployment contract, the patent shall belong to:

a) the employee, if the inventive activity is not part of hisregular duties even if the employee uses the time,facilities, and materials of the employer;

b) the employer, if the invention is the result of theperformance of his regularly assigned duties, unlessthere is an agreement, expressed or implied, to thecontrary.

Copyright cannot exist over works of government. In addition,copyright is not pursued by the University itself. Since the USeP



system is a government entity, technically, no copyright can subsistover its works. Yet, a copyright exists in works of its personnel andsuch copyright can be assigned to the University.

Section 4. University Policies on IPR As a general rule, the University and the researcher/scientist/faculty

shall have joint ownership of patent or a copyright, otherwise he/shemay invoke letter (a) of Sec. 30.2 of RA 8293.

To create an intellectual property under Sec. 30.2 of RA 8293, thesource of funds used are considered in determining ownership, be ita patent or a copyright of a creative work.

4.1 Requirements related to intellectual property ownership

a. “All newly-employed personnel who may be expected to conductresearch of any kind shall be required, as condition foremployment, to sign an Invention/Patent Agreement….” And

b. “Employees already in the service as of the issuance of thesepolicy guidelines shall be encouraged to sign the after statedagreement in anticipation of any invention or patentable work.”

The Invention Patent Agreement is a contract wherein an employeeagrees to the stipulated conditions.

Aside from the Invention/Patent Agreement, a Deed of Assignmentis executed during the filing of the patent or copyright application,giving the University the rights to the intellectual property. Aninvention disclosure form is also accomplished.

4.2 Administrative process

The Intellectual Property Rights Office (IPRO) under the VPRD shallbe created. The IPRO is tasked to look after the interests of USePresearchers, faculty, other staff, and even students, to ensure thattheir creative works are properly protected, promoted and used.

The IPRO aims to monitor and evaluate IP outputs that arepotentially patentable and can be commercialized. Theadministrative process in filing for a copyright or patent application



is done through the IPRO. All forms required are prepared by theIPRO.

Section 5. Guidelines on all Copyrightable and Patentable Works The Office of the VPRD shall be responsible for the implementation of

the standards, guidelines, rules and regulations on copyrightable andpatentable works with the assistance of legal officers and foundations.

5.1 Copyrightable WorksIf the works in which copyright subsists belong to the

University and the creator(s) and the outside funding entity, theregistration thereof, as well as other related administrative aspectson the handling of copyrights, shall be done by a CopyrightCommittee.

5.2 Ownershipa. University-funded research

If the work in which copyright subsists was made in thecourse of the official duties of the official creator(s), thecopyright shall belong in joint ownership to the Universityand the creator(s).

If the work to be copyrighted is not done as part of theofficial duties but was produced with financial assistancefrom the University, the University shall reimburse out ofthe royalty derived from the work subject to conditions setin the agreement covering the assistance.

b. Commissioned research

Where the work is commissioned by the University, thecopyright shall belong to the University and the creator(s)jointly.

If the work is commissioned by an outside entity, the entity,whether public or private, the ownership of the copyrightshall depend on the agreement governing the parties.



c. Collaborative works

If the object of the copyright is a result of collaborativeefforts of the University, an outside entity and the creator(s),the copyright ownership shall belong jointly among theUniversity, the creator, and the outside entity.

5.3 RoyaltyThe royalty derived from copyrightable works shall be shared by theowners of the copyright.

5.4 Copyright CommitteeThe President shall create a Copyright Committee to be composedof the following:

VPRD or VPAA as Chairman;

Dean of the College where the work originated, as Member;

Legal Officer, as Member

Two or more knowledgeable faculty members to be appointedon a case–to-case basis by the President, as Members.

The Copyright Committee shall perform the following functions:

Assist the creator(s) in obtaining copyright over their work;

Make arrangements for finalization on agreement regarding therights of the creator, the University and/or an outside fundingentity, if any;

Submit its report/recommendations regarding the precedingparagraphs to the OVPRD, through the Dean of the AcademicUnit concerned;

Recommend to the OVPRD, who in turn shall endorse to thePresident, copyrighted and patented works for production,marketing and utilization; and

Carry out such other related duties as may from time to time beassigned by the President.



5.5 Submission of Copyrightable WorkCreators of the intellectual property shall present work(s) to theCopyright Committee through the Chairman thereof, for theassistance in obtaining copyrights.

5.6 Publication of WorksIf funds warrant, the RDEC shall publish, produce andcommercialize the copyrighted/patented works of the creator(s).Otherwise, the OVPRD through the Copyright committee shall exertevery effort to deal with reputable publishing houses andappropriate manufacturers.

Section 6. Guidelines for Patentable Works

6.1 University-Employee Invention/Patent AgreementAll newly-employed personnel who may be expected to conductresearch of any kind shall be required to sign an Invention/PatentAgreement. Employees already in the service as of the issuance ofthese policies/guidelines shall be encouraged to sign the aforestatedAgreement in anticipation of any invention or patentable work.

6.2 Invention Disclosure FormWhenever any personnel or member of the University staff makes adiscovery or invention, a report of this fact, in the prescribed formknown as Invention Disclosure Report, must be promptly submittedto the Dean of college or Head of the unit from which the inventionoriginated, who shall immediately transmit said report to the PatentCommittee through the Chairman.

6.3 Evaluation of Inventions and DiscoveriesThe Dean of the college or unit where the inventor belongs shalljudge on the relation of the reported discovery or invention to thepurpose of any grant or contract that may be involved. He shalldetermine whether there is an obligation to assign rights to suchdiscoveries to the Patent Committee through the Chairman, whichin turn shall submit its recommendations on the matter to theOVPRD.



6.4 Patent CommitteeThe President shall create a Patent Committee to be composed of thefollowing:

a. VPRD or VPAA as Chairman;b. Dean of the College or unit from which the invention originated,

as Member;c. Legal Officer , as Member; andd. At least two (2) faculty members to be appointed, on a case to

case basis, with knowledgeable expertise in their field, who willbe in a position to determine the patentability of the work(s), asmembers.

The Patent Committee shall perform the following functions:

1. Evaluate inventions and discoveries for patentability as well asscientific merit and practical application;

2. Determine the patents and related rights or equities held by theUniversity, the inventor and/or other third parties in theinvention or discovery;

3. Submit recommendations as to the patentability of the discoveryor inventions to the OVPRD through the Dean of the unitconcerned;

4. Carry out such other related duties as may from time to time beassigned by the President; and

5. Does other jobs as maybe assigned by the President.

6.5 Deed of Assignment FormThe inventor shall execute a Deed of Agreement Form whenassignment of any right to the patent is proper.

The inventor shall cooperate and assist in all phases of patentapplication.

Section 7. Secretariat of the Copyright and Patent CommitteesThe President shall provide a Secretariat with at least two full-time staffmembers for the Copyright and Patent Committees, which shall:



Assist the faculty, staff and students of the college in preparing therequired documents for the registration of copyrightable andpatentable work(s);

Upon the direction of the Copyright and Patent Committees, conductmarket studies as often as necessary to determine the possibilities ofworks that have already been produced and copyrighted and/orpatented. This shall include the identification of clients, patrons orsponsors who are willing to finance and/or assist in the production,marketing and utilization of the copyrighted and/or patented work(s);

Prepare an inventory of finished works in the University;

If funds warrant, the RDEC shall publish, produce, and commercializethe copyrighted/patented works of the creator. Otherwise, the VPRD,through the Copyright and Patent Committee, shall exert every effortto deal with reputable publishing houses and appropriatemanufacturers.

The following aspects may be directed by the OVPRD:a. Production, marketing and utilization of the copyrighted and/or

patented work(s);b. Arrangement for and directing the distribution thereof to those

entities thereto;c. The collection and proper disbursement of royalties and fees in

connection with copyrighted and/or patented work;d. Sharing of income shall be determined by the Copyright and

Patent Committee as stated in R.A. 8293; ande. Perform such other functions as may be assigned by the

President, the VPRD or the Committee concerned.

APPENDICES


APPENDIX A - ORGANIZATIONAL STRUCTURE OF USEP


APPENDIX B - ADMINISTRATIVE DISCIPLINARY RULES ON SEXUAL HARASSMENTCASES RESOLUTION NO. 01-0940

RULE I. TITLE

Section 1. These Rules shall be known as the "Administrative Disciplinary Rules on SexualHarassment Cases."

RULE II. COVERAGE

Section 2. These Rules shall apply to all officials and employees in government, whether in thecareer or non-career service and holding any level of position, including Presidential appointees andelective officials, regardless of status, in the national or local government, state colleges and universities,including government-owned or controlled corporations, with original charters.

RULE III. DEFINITION

Section 3. For the purpose of these Rules, the administrative offense of sexual harassment isan act, or a series of acts, involving any unwelcome sexual advance, request or demand for a sexualfavor, or other verbal or physical behavior of a sexual nature, committed by a government employee orofficial in a work-related, training or education related environment of the person complained of.

(A) Work related sexual harassment is committed under the following circumstances:

(1) Submission to or rejection of the act or series of acts is used as a basis for anyemployment decision (including, but not limited to, matters related to hiring, promotion,raise in salary, job security, benefits and any other personnel action) affecting theapplicant/employee; or

(2) The act or series of acts have the purpose or effect of interfering with thecomplainant’s work performance, or creating an intimidating, hostile or offensive workenvironment; or

(3) The act or series of acts might reasonably be expected to cause discrimination,insecurity, discomfort, offense or humiliation to a complainant who may be a co-employee, applicant, customer, or word of the person complained of.

(B) Education or training-related sexual harassment is committed against one who is under theactual or constructive care, custody or supervision of the offender, or against one whoseeducation, training, apprenticeship, internship or tutorship is directly or constructivelyentrusted to, or is provided by, the offender, when:

(1) Submission to or rejection of the act or series of acts as a basis for any decisionaffecting the complainant, including, but not limited to, the giving of a grade, the grantingof honors or a scholarship, the payment of a stipend or allowance, or the giving of anybenefit, privilege or consideration.


(2) The act or series of acts have the purpose or effect of interfering with theperformance, or creating an intimidating, hostile or offensive academic environment ofthe complainant; or

(3) The act or series of acts might reasonably expected to cause discrimination,insecurity, discomfort, offense or humiliation to a complainant who may be a trainee,apprentice, intern, tutee or ward of the person complained of.

Section 4. Sexual harassment may take place:

1. In the premises of the workplace or office or of the school or training institution;

2. In any place where the parties were found as a result of work or education or trainingresponsibilities or relations;

3. At work or education or training-related social functions;

4. While on official business outside the office or school or training institution or during work orschool or training-related travel;

5. At official conferences, fora, symposia or training sessions; or

6. By telephone, cellular phone, fax machine or electronic mail.

RULE IV. FORMS OR SEXUAL HARASSMENT

Section 5. The following are illustrative forms of sexual harassment:

(a) Physical

i. Malicious Touching;

ii. Overt sexual advances;

iii. Gestures with lewd insinuation.

(b) Verbal, such as but not limited to, requests or demands for sexual favors, and lurid remarks;

(c) Use of objects, pictures or graphics, letters or writing notes with sexual underpinnings;

(d) Other forms analogous to the forgoing.

RULE V. PERSONS LIABLE FOR SEXUAL HARASSMENT

Section 6. Any government official or employee, regardless of sex, is liable for sexualharassment when he/she:

(a) directly participates in the execution of any act of sexual harassment as defined by theseRules;

(b) induces or directs another or others to commit sexual harassment as defined by these Rules;


(c) cooperates in the commission of sexual harassment by another through an act without whichthe sexual harassment would not have been accomplished;

cooperates in the commission of sexual harassment by another through previous orsimultaneous acts.

RULE VI. COMMITTEE ON DECORUM AND INVESTIGATION OF SEXUAL HARASSMENT CASES

Section 7. A Committee on Decorum and Investigation shall be created in all national or localagencies of the government, state colleges and universities, including government-owned or controlledcorporations with original charter. The Committee shall perform the following functions:

(a) Receive complaints of sexual harassment;

(b) Investigate sexual harassment complaints in accordance with the prescribed procedure;

(c) Submit a report of its findings with the corresponding recommendation to the discipliningauthority for decision;

(d) Lead in the conduct of discussions about sexual harassment within the agency or institutionto increase understanding and prevent incidents of sexual harassment;

Localized Committees on Decorum and Investigation established in the regional or fieldoffices, as the case may be, of the agency or institution shall have the same functions as statedabove and shall submit the report of investigation with its recommendation directly to thedisciplining authority.

When a member of the Committee is the complainant or the person complained of in asexual harassment case, he/she shall be disqualified from being a member of the Committee.

Section 8. Composition. - In a work-related environment, a Committee on Decorum andInvestigation shall be composed of at least one (1) representative each from the management, theaccredited union, if any, the second level employees, and from the first level employees, duly selected bythe unit concerned.

In an educational or training institution, the Committee shall be composed of at leastone (1) representative from the administration, the trainers, teachers, instructors, professors orcoaches, and students or trainees, as the case may be, duly selected by the level concerned.

Section 9. The agency may formulate its own rules governing the term of office of itsmembers which should be more than two years, and other matters pertaining to the functions ofthe Committee not otherwise provided in these Rules.

RULE VII. PRE-FILING STANDARD OPERATING PROCEDURES IN ATTENDING TO VICTIMS OFSEXUAL HARASSMENT


Section 10. The Pre-filing Stage. – The agency may adopt mechanisms to provide assistance toan alleged victim of sexual harassment which may include counseling, referral to an agency offeringprofessional help, and advice on options available before the filing of the complaint.

RULE VIII.STANDARD PROCEDURAL REQUIREMENTS

Section 11. The procedural rules provided hereunder are the standard requirements in handlinga sexual harassment case.

Section 12. Complaint.

(a) The complaint may be filed at any time with the disciplining authority of the office or agency,or with the Committee on Decorum and Investigation. Upon receipt of the complaint by thedisciplining authority of the office or agency, the same shall be transmitted to the Committee onDecorum and Investigation, if there is any. In the absence of a Committee on Decorum andInvestigation, the head office or agency shall immediately cause the creation of Committee onDecorum and Investigation in accordance with the law and rules, and transmit the complaint tothe Committee.

(b) The complaint must be in writing, signed and sworn to by the complainant. It shall containthe following:

1. the full name and address of the complainant;

2. the full name, address, and position of the respondent;

3. a brief statement of the relevant facts;

4. evidence, in support of the complainant, if any;

5. a certification of non-forum shopping.

In the absence of any one of the aforementioned requirements, the complaint shall bedismissed without prejudice to its refiling.

Where the complaint is not under oath, the complainant shall be summoned by theCommittee to swear to the truth of the allegations in the complaint.

(c) Complaints sent by telegram, radiogram, electronic mail or similar means of communicationshall be considered non-filed unless the complainant shall comply with the requirementsprovided in Section 12(b) within ten (10) days from receipt of the notice for compliance.

(d) Withdrawal of the complaint at any stage of the proceedings shall not preclude the Committeefrom proceeding with the investigation where there is obvious truth or merit to the allegations inthe complaint or where there is documentary or direct evidence that can prove the guilt of theperson complained of.

Section 13. Action on the Complaint. – Upon receipt of a complaint that is sufficient in form andsubstance, the Committee on Decorum and Investigation shall require the person complained of to submit


a Counter-Affidavit/Comment under oath within three (3) days from receipt of the notice, furnishing a copythereof to the complainant, otherwise the Counter-Affidavit/Comment shall be considered as not filed.

Section 14. Preliminary Investigation. – A preliminary investigation shall be conducted by theCommittee on Decorum and Investigation. The investigation involves the ex parte examination ofdocuments submitted by the complainant and the person complained of, as well as documents readilyavailable from other government offices.

During the preliminary investigation, the parties may submit affidavits and counter-affidavits.

Upon receipt of the counter-affidavit or comment under oath, the Committee onDecorum and Investigation may now recommend whether a prima facie case exists to warrantthe issuance of a formal charge.

During preliminary investigation, proceedings before the Committee on Decorum andInvestigation shall be held under strict confidentiality.

Section 15. Duration of the Investigation. – A preliminary investigation shall commence not laterthan five (5) days from receipt of the complaint by the Committee on Decorum and Investigation and shallbe terminated within fifteen (15) working days thereafter.

Section 16. Investigation Report. – Within five (5) working days from the termination of thepreliminary investigation, the Committee on Decorum and Investigation shall submit the InvestigationReport and the complete records of the case to the disciplining authority.

Section 17. Decision or Resolution After Preliminary Investigation. – If a prima facie case isestablished during the investigation, a formal charge shall be issued by the disciplining authority withinthree (3) working days from receipt of the Investigation Report.

In the absence of a prima facie case, the complaint shall be dismissed within the same period.

Section 18. Formal Charge. – After finding a prima facie case, the disciplining authority shallformally charge the person complained of. The formal charge shall contain a specification of the charge(s),a brief statement of material or relevant facts, accompanied by certified true copies of the documentaryevidence, if any, sworn statements covering the testimony of witnesses, a directive to answer thecharge(s) in writing under oath in not less than seventy-two hours from receipt thereof, an advice for therespondent to indicate in his/her answer whether or not he/she elects a formal investigation of thecharge(s), and a notice that he/she is entitled to be assisted by a counsel of his/her choice.

If the respondent has submitted his/her comment and counter-affidavits during thepreliminary investigation, he/she shall be given the opportunity to submit additional evidence.

The Committee on Decorum and Investigation shall not entertain requests forclarification, bills of particulars or motions to dismiss which are obviously designed to delay theadministrative proceeding. If any of these pleadings is filed by the respondent, the same shall


be considered as part of his/her answer which he/she may file within the remaining period forfiling the answer.

Section 19. Answer. – The answer which must be in writing and under oath, shall be specific andshall contain material facts and applicable laws, if any, including documentary evidence, swornstatements covering testimonies of witnesses, if there be any, in support of respondent’s case. If shallalso include a statement indicating whether he/she elects a formal investigation.

Section 20. Failure to File an Answer. – If the respondent fails or refuses to file his/her answerto the formal charge within seventy-two (72) hours from receipt thereof without justifiable cause, he/sheshall be considered to have waived his right thereto and formal investigation may commence.

Section 21. Preventive Suspension. – Upon petition of the complainant or motu proprio upon therecommendation of the Committee on Decorum and Investigation, at any time after the service of theFormal Charge to the respondent, the proper disciplining authority may order the preventive suspensionof the respondent during the formal investigation, if there are reasons to believe that he/she is probablyguilty of the charges which would warrant his/her removal from the service.

An order of preventive suspension may be issued to temporarily remove the respondentfrom the scene of his/her misfeasance or malfeasance and to preclude the possibility of his/herexerting undue influence or pressure on the witnesses against him/her or tampering ofdocumentary evidence on file with this office.

Section 22. Duration of Preventive Suspension. - When the administrative case against therespondent under preventive suspension is not finally decided by the disciplining authority within theperiod of ninety (90) days after the date of his/her preventive suspension, unless otherwise provided byspecial law, he/she shall be automatically reinstated into the service: Provided, that when the delay in thedisposition of the case is due to the fault, negligence or petition of the respondent, the period of delayshould not be included in the counting of the ninety (90) calendar days period of preventive suspension:Provided, further, That should the respondent be on paternity/maternity leave, said preventive suspensionshall be deferred or interrupted until such time that said leave has been fully enjoyed.

Section 23. Remedies from the Order of Prevention Suspension. – The respondent may file amotion for reconsideration with the disciplining authority or may elevate the same to the Civil ServiceCommission by way of an appeal within fifteen (15) days from receipt thereof.

Section 24. Conduct of Formal Investigation. – Although the respondent does not request aformal investigation, one shall nevertheless be conducted by the Committee on Decorum andInvestigation if it deems such investigation as necessary to decide the case judiciously.

The investigation shall be held not earlier than five (5) days nor later than ten (10) daysfrom receipt of the respondent’s answer. Said investigation shall be finished within thirty (30)days from the issuance of the formal charge or the receipt of the answer unless the period isextended by the disciplining authority in meritorious cases.

Section 25. Pre-hearing Conference. – At the commencement of the formal investigation, theCommittee on Decorum and Investigation may conduct a pre-hearing conference for the parties to appear,consider and agree on any of the following:


a. stipulation of facts;

b. simplification of issues;

c. identification and marking of evidence of the parties;

d. waiver of objections to admissibility of evidence;

e. limiting the number of witnesses, and their names;

f. dates of subsequent hearings; and

g. such other matters as may aid in the prompt and just resolution of the case.

The parties may submit position paper/memoranda and submit the case for resolutionbased on the result of the pre-hearing conference without any need for further hearing.

Section 26. Continuous Hearing Until Terminated; Postponement. – Hearings hall be conductedon the hearing dates set by the Committee on Decorum and investigation or as agreed upon during a pre-hearing conference.

Where no pre-hearing conference is conducted, the parties, their counsels andwitnesses, if any, shall be given a notice of at least five (5) days before the first scheduled hearingspecifying the time, date and place of the said hearing and subsequent hearings. Thereafter, theschedule of hearings previously set shall be strictly followed without further notice. A party shallbe granted only three (3) postponements upon oral or written requests. A further postponementmay be granted only upon written request and subject tot the discretion of the Committee onDecorum and investigation.

If the respondent fails to appear during the scheduled hearings despite due notice, theinvestigation shall proceed ex-parte and the respondent is deemed to have waived his right tobe present and to submit evidence in his favor during those hearings.

Section 27. Preliminary Matters. – At the start of the hearing, the Committee on Decorum andInvestigation shall note the appearances of the parties and shall proceed with the reception of evidencefor the complainant.

If the respondent appears without the aid of a counsel, he/she shall be deemed to havewaived his/her right to counsel.

Before taking the testimony of a witness, the Committee on Decorum and Investigationshall place him/her under oath and then take his/her name, address, civil status, age, and placeof employment.

Section 28. Appearance of Parties. – Any person representing any of the parties before anyhearing or investigation shall manifest orally or in writing his/her appearance for either the respondent orcomplainant, stating his/her full name and exact address where he/she can be served with notices and


other documents. Any pleading or appearance made without complying with the above statedrequirements shall not be recognized.

Section 29. Order of Hearing. – Unless the Committee on Decorum and Investigation directsotherwise, the order of hearing shall be as follows:

a. The complainant shall present evidence in support of the charge;

b. The respondent shall then offer evidence in support of his/her defense;

c. The complainant may then offer rebuttal evidence, and the respondent, sur-rebuttal evidence.

Every witness may be examined in the following order:

a. Direct examination by the proponent;

b. Cross-examination by the opponent;

c. Re-direct examination by the opponent;

d. Re-cross examination by the opponent.

A sworn statement of a witnesses, properly identified and affirmed by the witness beforethe Committee on Decorum and Investigation shall constitute his/her direct testimony.

When the presentation of evidence has been concluded, the parties shall formally offertheir evidence either orally or in writing and thereafter objections thereto may also be made eitherorally or in writing. Thereafter, both parties may be given time to submit their respectivememorandum which in no case shall be beyond five (5) days after the termination of theinvestigation. Failure to submit the memorandum within the given period shall be considered awaiver thereof.

Section 30. Objections. – All objections raised during the hearing shall be resolved by theCommittee on Decorum and Investigation. However, objections that cannot be ruled upon by theCommittee shall be noted with the information that the same shall be included in the memorandum of theconcerned party to be ruled upon by the proper disciplining authority.

The Committee on Decorum and Investigation shall accept all evidence deemedmaterial and relevant to the case. In case of doubt, the Committee on Decorum and Investigationshall allow the admission of evidence subject to the objection interposed against its admission.

Section 31. Markings. – All documentary evidence or exhibits shall be properly marked by letters (A, B,C, etc.) if presented by the respondent. These shall form part of the complete records of the case.

Section 32. Request for Subpoena. – If a party desires the attendance of a witness or theproduction of documents of things, he/she shall make a request for the issuance of the necessarysubpoena, at least three (3) days before the scheduled hearing.


Section 33. Issuance of Subpoena. – The Committee on Decorum and Investigation may issuesubpoena ad testificandum to compel the attendance of witnesses and subpoena duces tecum for theproduction of documents or objects.

Section 34. Records of Proceedings. – The proceedings of the formal investigation must berecorded either through shorthand or stenotype or by any other method.

Section 35. Effect of the Pendency of an Administrative Case. – The pendency of anyadministrative case shall not disqualify the respondent for promotion or from claming maternity/paternitybenefits. For this purpose, an administrative case shall be construed as pending when the discipliningauthority has issued a formal charge.

Section 36. Formal Investigation Report. – Within fifteen (15) days after the conclusion of theformal investigation, a report containing a narration of the material facts established during theinvestigation, the findings and the evidence supporting said findings, as well as the recommendations,shall be submitted by the Committee on Decorum and Investigation to the disciplining authority. Thecomplete records of the case shall be attached to the Report of Investigation.

The complete records shall be systematically and chronologically arranged, paged, andsecurely bound to prevent loss. A table of contents shall be prepared. Whoever is in-charge ofthe transmittal of the complete records shall be held responsible for any loss or suppression ofpages thereof.

Section 37. When Case is Decided. – The disciplining authority shall render his decision on thecase within thirty (30) days from receipt of the Report on Investigation.

Section 38. Finality of Decisions. – A decision rendered by heads of agencies where a penaltyof suspension for not more than thirty (30) days or a fine in an amount not exceeding thirty (30) dayssalary is imposed, shall be final and executory. However, if the penalty imposed is suspension exceedingthirty (30) days or a fine exceeding thirty (30) days salary, the same shall be final and executory after thelapse of the reglementary period for filing a motion for reconsideration or an appeal and no such pleadinghas been filed.

RULE IX. REMEDIES AFTER A DECISION

Section 39. Filing of Motion for Reconsideration. – The party adversely affected by the decisionmay file a motion for reconsideration with the disciplining authority who rendered the decision within fifteen(15) days from receipt thereof.

Section 40. When Deemed Filed. – A motion for reconsideration shall be deemed filed on thedate stamped on the official copy by the proper receiving authority, and in case it was sent by mail, onthe date shown by the postmark on the envelope which shall be attached to the records of the case.

Section 41. Grounds for Motion for Reconsideration. – The motion for reconsideration shall bebased on any of the following:

a. New evidence has been discovered which materially affects the decision rendered; or


b. The decision is not supported by the evidence on record; or

c. Errors of law irregularities have been committed prejudicial to the interest of the movant.

Section 42. Limitation. – Only one motion for reconsideration shall be entertained.

Section 43. Effect of Filing. – The filing of a motion for reconsideration within the reglementaryperiod of fifteen (15) days shall stay the execution of the decision sought to be reconsidered.

Section 44. Filing of Appeals. – Decisions of heads of departments, agencies, provinces, cities,municipalities and other instrumentalities imposing a penalty exceeding thirty (30) days suspension orfine in an amount exceeding thirty (30) days salary, may be appealed to the Commission Proper within aperiod of fifteen (15) days from receipt thereof.

In case the decision rendered by a bureau or office head is appealable to theCommission, the same may be initially appealed to the department head and finally to theCommission Proper. Pending appeal, the same shall be executory except where the penalty isremoval, in which case the same shall be executory only after confirmation by the Secretaryconcerned.

A notice of appeal including the appeal memorandum shall be filed with the appellateauthority, copy furnished the disciplining office. The latter shall submit the records of the case,which shall be systematically and chronologically arranged, paged and securely bound toprevent loss with its comment, within fifteen (15) days, to the appellate authority.

Section 45. When Deemed Filed. – An appeal sent by mail shall be deemed filed on the dateshown by the postmark on the envelope which shall be attached to the records of the case and in thecase of personal delivery, the date stamped thereon by the proper office.

Section 46. Appeal Fee. – The appellant shall pay an appeal fee of Three Hundred Pesos(P300.00) and a copy of the receipt thereof shall be attached to the appeal.

Section 47. Perfection of an Appeal. – To perfect an appeal, the appellant shall within fifteen (15)days from receipt of the decision submit the following:

a. Notice of appeal which shall specifically state the date of the decision appealed from and thedate of receipt thereof;

b. Three (3) copies of appeal containing the grounds relied upon for the appeal, together withthe certified true copy of the decision, resolution or order appealed from, and certified copies ofthe documents or evidence;

c. Proof of service of a copy of the appeal memorandum to the disciplining office;

d. Proof of payment of the appeal fee; and

e. A statement or certification of non-forum shopping.

Failure to comply with any of the above requirements within the reglementary periodshall be construed as failure to perfect an appeal and shall cause its dismissal.


Section 48. Effect of Filing. – An appeal shall not stop the decision from being executory, and incase the penalty is suspension or removal, the respondent shall considered as having been underpreventive suspension during the pendency of the appeal, in the event he wins the appeal.

Section 49. When Case is Remanded for Violation of Respondent’s Right to Due Process. – Ifthe case on appeal with the Commission Proper is remanded to the proper disciplining authority for furtherinvestigation, the said disciplining authority through the Committee on Decorum and Investigation shallfinish the investigation within three (3) calendar months from the date of receipt of the records from theCommission, unless the investigation is delayed due to the fault, negligence or petition of the personcomplained of, or an extension is granted by the Commission Proper in meritorious cases. The period ofdelay shall not be included in the computation of the prescribed period.

Within fifteen (15) days from the submission of the investigation report to the discipliningauthority, it shall render its decision. If, at the end of said period, the disciplining authority fails todecide the case, the Commission Proper shall vacate and set aside the appealed decision anddeclare the person complained of exonerated of the charge. If the person complained of is underpreventive suspension, he shall be immediately reinstated.

The Civil Service Regional Office or the Office for Legal Affairs of the Civil ServiceCommission shall evaluate requests for the extension of formal investigations and grant thesame on meritorious grounds. In disposing the requests, said office shall be guided by theprinciples of justice and fair play, provided, that the extension shall not be for more than twenty(20) days.

For this purpose, the Regional Director shall monitor the implementation of the CSCResolution remanding the case to the proper disciplining authority for further investigation andsubmit a report to the Commission Proper.

Section 50. Petition for Review. - A complainant may elevate the decision of the discipliningauthority dismissing a complaint for lack of a prima facie case before the Commission Proper through aPetition for Review within fifteen (15) days from the receipt of said decision.

Section 51. Petition for Review with the Court of Appeals. – A party may elevate a decision ofthe Commission before the Court of Appeals by way of Petition for Review under Rule 43 of the 1997Revised Rules of Court.

Section 52. Petition for Certiorari. – When the disciplining authority has acted without or in excessof jurisdiction, or with grave abuse of discretion amounting to lack or excess of jurisdiction and there is noappeal, nor any plain, speedy and adequate remedy in the ordinary course of law, a person aggrievedthereby may file a verified petition for certiorari in the proper court under Rule 65 of the Rules of Court.

RULE X. CLASSIFICATION OF ACTS OF SEXUAL HARASSMENT

Section 53. Sexual harassment is classified as grave, less grave and light offenses.

A. Grave Offenses shall include, but are not limited to:


1. Unwanted touching of private parts of the body (genitalia, buttocks and breast);2. Sexual assault;3. Malicious touching;4. Requesting for sexual favor in exchange for employment, promotion, local or foreign

travels, favorable working conditions or assignments, a passing grade, the granting ofhonors or scholarship, or the grant of benefits or payment of a stipend or allowance,and

5. Other analogous cases.

B. Less Grave Offenses shall include, but are not limited to:

1. Unwanted touching or brushing against a victim’s body;2. Pinching not falling under grave offenses;3. Derogatory or degrading remarks or innuendoes directed toward the members of one

sex, or one’s sexual orientation or used to describe a person;4. Verbal abuse with sexual overtones; and5. Other analogous cases.

C. The following shall be considered Light Offenses;

1. Surreptitiously looking or staring a look of a person’s private part or wornundergarments;

2. Telling sexist/smutty jokes or sending these through text, electronic mail or other similarmeans, causing embarrassment or offense and carried out after the offender has beenadvised that they are offensive or embarrassing or, even without such advise, whenthey are by their nature clearly embarrassing, offensive or vulgar;

3. Malicious leering or ogling;4. The display of sexually offensive pictures, materials or graffiti;5. Unwelcome inquiries or comments about a person’s sex life;6. Unwelcome sexual flirtation, advances, and propositions;7. Making offensive hand or body gestures at an employee;8. Persistent unwanted attention with sexual overtones;9. Unwelcome phone calls with sexual overtones causing discomfort, embarrassment,

offense or insult to the receiver; and10. Other analogous cases.

RULE XI.ADMINISTRATIVE LIABILITIES

Section 54. The head of office who fails to act within fifteen (15) days from receipt of anycomplaint for sexual harassment properly filed against any employee in that office shall be charged withNeglect of Duty.


Section 55. Any person who is found guilty of sexual harassment shall, after the investigation,be meted the penalty corresponding to the gravity and seriousness of the offense.

Section 56. The penalties for light, less grave, and grave offenses are as follows:

A. For light offenses:

1st offense – Reprimand2nd offense – Fine or suspension not exceeding thirty (30) days3rd offense – Dismissal

B. For less grave offenses:

1st offense – Fine or suspension of not less than thirty (30) days and not exceedingsix (6) months2nd offense – Dismissal

For grave offenses: Dismissal

Section 57. If the respondent is found guilty of two or more charges or counts, the penalty to beimposed should be that corresponding to the most serious charge or count and the rest shall beconsidered as aggravating circumstances.

RULE XII. DUTY OF THE AGENCIES OF THE GOVERNMENT

Section 58. All national and local government agencies, state colleges and universities, includinggovernment-owned or controlled corporations with original charter, shall promulgate or modify their ownrules and regulations in conformity with these Rules, in consultation with their employees, within six (6)months from the effectivity of this Resolution.

Section 59. All agencies of the government shall submit an authenticated copy of their rules andregulations on sexual harassment to the Commission for approval within one (1) month from the date oftheir promulgation. They shall likewise submit to the Commission a list of the members of their Committeeon Decorum and investigation immediately after its composition.

Section 60. All agencies of the government shall develop an education and training program fortheir officials and employees and the members of their Committee on Decorum and Investigation toincrease understanding about sexual harassment, prevent its occurrence, and ensure properinvestigation, prosecution and resolution of sexual harassment cases.

Section 61. The head of office who after six (6) months from the effectivity of this Resolution,fails to cause the promulgation or modification of the agency’s rules and regulations on sexual harassmentin conformity with these Rules, shall be charged with Neglect of Duty.


RULE XIII. DUTY OF THE COMMISSION

Section 62. The Commission, through its Field Offices, shall monitor the implementation of thedirective to all government agencies to promulgate or modify, as the case may be, their rules andregulations on sexual harassment, as well as the conduct of the training programs as provided in Sections59 and 60.

Section 63. In case a complaint alleging acts constituting sexual harassment as defined hereinis filed with the Commission, the same shall be remanded to the agency where the alleged offender isemployed for appropriate action in accordance with their own rules and regulations on sexual harassment.

Section 64. The Civil Service Commission shall render technical assistance to agencies in theformulation of their rules and regulations on sexual harassment and the development and implementationof an intervention and prevention program on sexual harassment.

RULE XIV. CASES DURING THE INTERVENING PERIOD

Section 65. During the period when the agency is still in the process of promulgating or modifyingits own rules and regulations on sexual harassment, a complaint alleging acts constituting sexualharassment shall be administratively prosecuted, resolved and adjudicated based on these Rules.

RULE XV. FORUM SHOPPING

Section 66. Under the same set of ultimate facts, the filing of a complaint based on an agency’srules and regulations on sexual harassment shall preclude the filing of another administrative complaintunder any other law.

RULE XVI. REPEALING CLAUSE

Section 67. Rules and regulations and other issuances or parts thereof inconsistent with theprovisions of these Rules are hereby repealed or modified accordingly.

RULE XVII. EFFECTIVITY CLAUSE

Section 68. These Rules shall take effect fifteen (15) days after its publication in a newspaper ofgeneral circulation.


APPENDIX C – SCORING CARD

AttributesNo

Evidence

Good

(5-6 points)

Very good

(7-8 points)

Outstanding

(9-10 points)

Outstanding achievement in his/herfield of specialization (30%)

National and InternationalRecognition (20%)

Research and Publication (20%)

Professional ethics and moralcharacter well recognized in theUSeP community (15%)

Interest and active participation in atleast one field other than his/her own(10%)

Membership in Learned societies(5%)

Total: 100%


APPENDIX D – STUDENT HANDBOOK


APPENDIX E - FINANCIAL TRANSACTIONS


APPENDIX F – UNIVERSITY FORMSForm No. USeP-01 – Leave of Absence

Republic of the PhilippinesUNIVERSITY OF SOUTHEASTERN PHILIPPINES

COLLEGE OF EDUCATIONObrero Campus, Davao City

APPLICATION FOR LEAVE OF ABSENCE

DATE OF FILING: ID No.:

NAME OF STUDENT:PROGRAM/MAJOR:DATE OF ADMISSION TO USeP:INCLUSIVE DATE OF LOA: (LOA must not exceed one year )

REASON FOR FILING LEAVE OF ABSENCE:

Signature of StudentRecommending Approval:

Program Head

Approved:

DeanReceived copy: ______________________

In-Charge, OASR


Form No. USeP-02 – Permit to Cross-Enroll/Summer Permit Form



PERMIT TO CROSS ENROLL/SUMMER PERMIT(To other School)

Request is hereby made for a permit to allow the undersigned to cross-enroll this ______semester/summer, 20__ in ______________________________college/university for the following reasons:________________________________________________________.Schedule of class in the UNIVERSITY OF SOUTHEASTERN PHILIPPINES - Collegeof Education, Obrero, Davao City is:Course No. Course Description Units Time Days

My schedule of classes in the __________________________College/University is:Course No. Course Description Units Time Days

(max of 6 units only)There is a gap of ______ minutes/hour between my classes in _______________ and my classes in_________________College/University. My total study load both school is __________ units.(No violation of subjects sequence and pre-requisite)

Student Name & Signature

Course/Major & YearRecommending Approval:

Program Head

Approved:

College Dean1st INDORSEMENTRespectfully forwarded to the Registrar ___________________College/University with the information that the student isgranted authority to cross-enroll/summer permit in your school in the subject(s) indicated below.

Registrar

Date2nd INDORSEMENTRespectfully forwarded to the Registrar, USEP, Obrero Campus with the information that the admission of thestudent will not cause oversized classes. I obligate to forward to your office the supplementary transcript ofsubject(s) and grades of the student within one week after the close of the semester/term.

Registrar, Second School

Date


Form No. USeP-03 – Permit for Completion of Grade/Completion of Grade Report Form



PERMIT FOR COMPLETION OF GRADENote: Accomplish 3 copies

NAME:YEAR/COURSE/MAJOR: ___________________________________________

( ) Removal Examination for INC Grade( ) Submission of Requirement(s)

SUBJECT COURSE NO.: _______________ UNIT(S) :DESCRIPTION: ___________________________________________________

SEMESTER/SUMMER: _________________________ DAY & TIME: ___________

( ) First Sem. ( ) Second Sem. ( ) Summer SY ____________

O.R. No. : ___________________Amount Paid: _______________Date Paid : _________________ VERIFIED BY:

In-Charge, OASR

COMPLETION OF GRADE REPORT

NAME :YEAR/COURSE/MAJOR : ____________________________________________SUBJECT COURSE NO. : ________________________ UNIT(s) ____________DESCRIPTION : ___________________________________________________SEMESTER/SUMMER & SCHOOLYEAR :COMPLETION GRADE : _______________ DATE COMPLETED : __________

APPROVED:

SIGNATURE OF PROFESSORDean

PRINTED NAME OF PROFESSOR


Form No. USeP-04 – Adding/Dropping/Changing of Subject Form



ADDING/DROPPING/CHANGE OF SUBJECT FORMNAME: COURSE/YEAR:______________ SEM/SY:

ADD DROP

Course No. Description Units Time DaysCourseNo. Description Units Time Days

Total Units: Total Units:Reason(s):Total Units after the change: ___________ Signature of Student: ___________________________________Amount Paid:_______ OR#:______ Date: Date of Filing:_______ Encoded by: _________________Recommending Approval: Approved:

Program Head /Department Chairman Dean

(Dean's copy)



ADDING/DROPPING/CHANGE OF SUBJECT FORM

NAME: COURSE/YEAR:______________ SEM/SY:

ADD DROP

Course No. Description Units Time DaysCourseNo. Description Units Time Days

Total Units:TotalUnits:

Reason(s):Total Units after the change: ___________ Signature of Student: ___________________________________Amount Paid:_______ OR#:______ Date: Date of Filing:_______ Encoded by: _________________Recommending Approval: Approved:

Program Head /Department Chairman Dean(Student’s copy)


Form No. USeP-05 – Petition for Substitution of Courses Form


Obrero Campus, Davao City

PETITION FOR SUBSTITUTION OF COURSES__________________

DateThe DeanCollege of ______________This University

Sir/Madam:

May I request for substitution of the following subjects already taken:

COURSE NO. DESCRIPTION GRADE UNIT SEM./YR NAME OF SCHOOL__________ ______________ _____ ____ ________ _____________________________ _______________ _____ ____ ________ _____________________________ _______________ _____ ____ ________ __________________

For the following subject(s) being offered in the College of _______________________________:

COURSE NO. DESCRIPTION GRADE UNIT___________ _________________________ _______ __________________ _________________________ _______ __________________ _________________________ _______ _______

Specify the reason based on the Manual:__________________________________________________________________________________________________________________________________________________________________

Requested by:________________________________

Signature over Printed Name of Student

Program/Major:________________________

Recommending Approval:

_______________________________Program Head/Department Chairman Approved:

_________________________Dean


Form No. USeP-06 – Request for Special Subject Form



REQUEST FOR SPECIAL SUBJECT

Date

DR. TAMARA CHER R. MERCADOOfficer-in-ChargeOffice of the VPAA

M a d a m:

We would like to request for the opening of the subject _____________________________ withschedule

(Subject)_____________, __________ at ___________. We understand that for a requested subject, therequired

(Time) (Day) (Room)minimum number of students is _______. We signify that we are willing to pay any additional

amount necessary to meet the amount required for the opening of this subject. The total number ofstudents requesting this subject is ______. We agree to pay the total assessment on or before the lastday of adding period or else the subject will be dissolved.

Thank you very much.

Sincerely yours,

Student’s Name Student’ Signature Adviser1.2.3.4.5.6.

Recommending Approval: Approved:________________________ ___________________________

Dean VPAA


Form No. USeP-07 – Permit for Shift Form


Obrero Campus, Davao CityPERMIT TO SHIFT

____________________

DateThe DeanCollege of ___________This University

Sir/Madam :

This is to endorse __________________________________________________, a _____________________(Name) (program/major/year level)

student to transfer from the College of __________________ to your College, subject to the admissionrequirements of your program for the followingreason:__________________________________________________________________________________________________________________________________________________________.Thank you.

Sincerely yours,______________________

Dean=====================================================================

UNIVERSITY GUIDANCE AND TESTING OFFICERECOMMENDATION FOR SHIFTEES

This is to certify that ____________________, a __________________________________(Name) (Year & Program)

student of the ________________________, has expressed his/her desire to shift to another College.

After having undergone career guidance intervention, the following are the options recommended:_____ May pursue the following programs (subject to availability of slots and/or other requirements

of the College where he/she intends to enroll1. _____________________________2. _____________________________3. _____________________________

_____ Advised to transfer to another schoolOther options:__________________________________________________________________________________________________________________________________________

______________________Guidance Counselor


ACCEPTING COLLEGE

ACTION ON THE APPLICATION

( ) Qualified for: _______________________ effective ____________________(Degree/Program) (Sem. & S.Y.)

REMARKS: _________________________________________________________________________

( ) DeniedREASON(S):

________________________________________________________________________NOTE: Acceptance to a degree program is subject to availability of slots

_____________________________ ___________________________Program Head/Department Chairman Dean=============================================================================================OFFICE OF THE REGISTRARReceived:

______________________________ ___________________In-Charge Date


Form No. USeP-08 – Validation for Advance Credit Form



VALIDATION FOR ADVANCE CREDIT

Note: Units earned from other institution may be accredited with or without validation subject to the approvalof the Dean.Date: _____________________Madam/Sir:

I wish to apply for validation of advance credit on the subject described below for an equivalent coursein the degree of ____________________________ major in __________________.

COURSE NO. COURSE DESCRIPTION TAKEN AT GRADE UNITS___________ ____________________ ________ ______ _____

EQUIVALENT COURSE NO. (Here in USeP): ____________________________

_______________________________Signature Over Printed Name of Student----------------------------------------------------------------------------------------------------------------------------(This portion is to be accomplished by the PROGRAM HEAD)

__________ 1. Course was taken from accredited institution.__________ 2. Course was taken from non-accredited institution__________ 3. Course rating is 2.50 and above.__________ 4. Course rating is lower than 2.50.

Recommendation: ________Validation ________ AccreditationDepartment where the subject is to be validated: ___________________ ___________________________

Name & Signature of Program Head

APPROVED BY: ______________________________ Date: _____________________(Dean)

VALIDATION

Name & Signature of Faculty:____________________________(To be identified by the Department Head)ACTION TAKEN______ 1. Took validating pen-paper test______ 2. Took performance skills test.______ 3. Others (specify) ______________RESULT:_____ Subject Credited ____ Subject Not Credited


______________________________Name & Signature of Program Head

ACCREDITATION


_____________________________Name & Signature of Program Head

This

port

ion

is to

be a

ccom

plish

ed b

y th

e stu

dent

.


Form No. USeP-09 – Application for Waiver of Pre-requisite Form

APPLICATION FOR WAIVER OF PRE-REQUISITE

NAME OF STUDENT: DATE FILED:

STUDENT NO.: PROGRAM/MAJOR: COLLEGE:

The DeanCollege of _____________

Dear Sir/Madam:I am a graduating student for (Semester/School Year) and I would like to request approval for

simultaneous enrolment of the subjects indicated below;Attached herewith is my academic evaluation.

PRE-REQUISITE COURSE REQUISITE COURSE SEMESTER TO BE ENROLLED

I agree that if I obtain a failing grade in the pre-requisite subject, the requisite will be invalidated.

Reasons for applying waiver: _________________________________________________________

_____________________________Signature above Printed Name

(Student)=====================================================================

ACTION ON THE APPLICATION

RECOMMENDING APPROVAL: APPROVED:______________________________ ___________________________Program Head/Department Chairman Dean

Date: _________________ Date: ___________________=====================================================================

CERTIFICATION OF ELIGIBILITY TO WAIVE PRE-REQUISITE SUBJECT

This is to certify that ___________________________________ __________________(Student Name) (Program & Year Level)

/ / Eligible to enroll _________units for ______________________(Semester/School Year)

/ / Not Eligible. Reason: _____________________________________

_______________________Registrar

_______________________Date


Form No. USeP-10 – Call Slip Form

UNIVERSITY GUIDANCE AND TESTING OFFICE

CALL SLIP____________

DateTO: _________________________________Course & Year: ____________________

Dear M_________________________________,

Please come to the Guidance OfficeOn ___________ at ______________Purpose:

_________________________________________

Thank you._________________________

GUIDANCE COUNSELOR

Noted:__________________________________________

Instructor Date

UNIVERSITY GUIDANCE AND TESTING OFFICE

CALL SLIP ACKNOWLEDGMENT____________

DateTO: _________________________________

GUIDANCE COUNSELOR

____ I will report to the guidance office on thescheduled

Date and/or time.____ I’m sorry I cannot make it on the scheduled

Date and/or time but I will report on_____________ at _____________________

(date) (time)_______________________ ___________________

Signature over printed name date

Contact #: __________________________

Noted:_______________________________________________

Instructor Date


Form No. USeP-11 – Referral Form


UNIVERSITY GUIDANCE & TESTING OFFICEDavao City

R E F E R R A L F O R M____________

DateTo: THE GUIDANCE COUNSELOR

Emily P. Madrona Joerene L. Jacot Teresa L. Exala

This is to refer ______________________________________ _______________________(Name of Student) (Course/Year/Section)

for counseling guidance/assistance.

AREAS OF CONCERN (please check):Academics Personal/Social Career

Attendance (tardiness, absences) Emotional PlanningStudy habits/attitude/ skills Interpersonal skills Decision-makingSubmission of requirements Attitude/ behavior Goal-settingGrades Financial Attitude/OutlookPolicies Home/family ExplorationAdjustment Motivation Work valuesTest-taking RelationshipsOthers (specify) Others (specify) Others (specify)

Thank you very much._____________________ _________________ ______________________ PrintedName & Signature Position/Designation Mobile No. /Landline No.==============================================================================

ACKNOWLEDGMENT SLIP

To: _____________________________

_____________________________

This is to acknowledge receipt of your referral, ________________________

Name of Student

________________________ on ________________

Course and Year Date

_________________________________

Counselor’s signature over printed name


Form No. USeP-12 – USePAT Application Form


University Guidance & Testing OfficeDavao City

USEPAT APPLICATION FORM

Requirements presented: (please check)___ Certification ____ H.S. Card ____ TOR ____ I.D ___ Others: _____

Non-refundable testing fee: PhP 215.00Directions: Please PRINT all entries neatly and legibly.NAME: _______________________________________________________________________________

(family name) (first name) (middle initial)

PREFERRED COURSES: 1___________________ 2. ____________________Birthday: ______________

HOME ADDRESS: __________________________________________________

TELEPHONE/MOBILE. NO. ___________________ Email: _________________

NAME OF SCHOOL LAST ATTENDED: ________________________________

SCHOOL ADDRESS: _________________________________________________

Place of Birth: ________________________ Religion:________________________

Student’s signature: _____________________ Date: _________________________

CUT HERE ---------------------------CUT HERE------------------------------CUT HERE -----------------------------------

O.R. No.

Attach Passportsize photo with

name tag

UNIVERSITY OF SOUTHEASTERN PHILIPPINES

Davao City

USEPAT Exam Permit

NAME: _________________________________________________________________SCHOOL LAST ATTENDED: __________________________________________________

Date of Exam: __________ Time: __________Venue: (Bldg. & Room)____________________

BRING: Dark-shaded pencil; ballpen; this exam permit; Receipt of payment and valid I.D.

Register online at www.usep.edu.ph/OnlineApp

Processed by: _____________________ Date: ________________

PLEASE COME BEFORE THE TIME, LATE COMERS WILL NOT BE ENTERTAINED!Note: Applicant should take the admission test ONLY ONCE

PLEASE COME BEFORE THE TIME, LATE COMERS WILL NOT BE ENTERTAINED!

Note: Applicant should take the admission test ONLY ONCE

O.R. #