REF. NO. : MQCPI-QMS-GM-11-2012-001 FOR : MQCPI COMMUNITY FROM : QUALITY MANAGEMENT SYSTEM OFFICE

DATE : NOVEMBER 12, 2012

RE : MQCPI SECRETARIES GROUP AND AUTOMATIC SUBMISSION OF REPORTS

As recommended by the MQCPI group heads and approved by the Office of the President, attached herewith is the manuscript establishing the ad-hoc MQCPI Secretaries Group that shall be the document and information centers of the school (refer to Annex A). Furthermore, it is hereby instituted that institutional reports shall now be automatically submitted to the secretaries (refer to list of annexes below) without any need for announcement of deadlines. List of Annexes ANNEX B - ACADEMIC GROUP REPORTS ANNEX C - ADMINISTRATIVE GROUP REPORTS ANNEX D - FINANCE GROUP REPORTS ANNEX E - IFG REPORTS ANNEX F - MQCCI REPORTS For your information and guidance. Thank you and God Bless!

RUDOLPH D. VELASCO QMS Assistant

Recommending Approval: Rafael M. Manlutac Elizabeth V. Pusung Engr. Gregorio G. Maniti II MQCCI Executive Director IFG Head Administrative Group Head Dr. Leticia D. Flores VPAA Approved by:

Mr. Michael B. Lapid President

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MARY THE QUEEN COLLEGE (PAMPANGA), INC JOSE ABAD SANTOS AVENUE, SAN MATIAS, GUAGUA, PAMPANGA

MQCPI SECRETARIES GROUP

The Quality Management System Office recommends the establishment of the ad-hoc group of secretaries for MQCPI. This document outlines the main functions of the group and the secretary’s responsibilities to their respective groups.

MEMBERS

The following shall compose the ad-hoc group of secretary for MQCPI with their respective groups:

GROUP SECRETARY ACADEMIC GROUP VPAA Secretary ADMINISTRATIVE GROUP AND FINANCE GROUP Administrative Group Secretary INTEGRAL FORMATION GROUP Integral Formation Group Secretary FINANCE GROUP Accounting Assistant MQC-CAREER INSTITUTE Information and Referral Office Assistant

GROUP SECRETARY JOB DESCRIPTIONS

1. Level: Rank and File 2. Reporting Relationship: Respective Group Heads 3. Job Summary: The Group Secretary is responsible for providing

secretarial, clerical and administrative support in order to ensure that services are provided in an effective and efficient manner.

4. Duties and Responsibilities: 4.1. Sets up and maintains the general filing system and files all correspondence and

pertinent documents. 4.2. Organizes and coordinates meetings, conferences, travel arrangements 4.3. Maintains schedules and calendars 4.4. Takes, encodes, files and distributes minutes of meetings 4.5. Collates information, maintains databases and generates appropriate reports. 4.6. Prepares and manages correspondence, reports and documents 4.7. Receives, directs and relays telephone messages and fax messages to their

respective departments. 4.8. Performs document control procedures and functions 4.9. Manages office space

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5. Qualification Requirements

5.1. Education : Bachelor’s Degree 5.2. Experience: with at least 1 year experience in performing

administrative and office support activities. 5.3. Training : Extensive training both in secretarial & clerical works

primarily for multiple supervisors 5.4. Skills : Excellent computer software skills as well as Internet

research abilities 5.5. Others : Strong Communication skills

DOCUMENT CONTROL FUNCTIONS

Communicates with employees for prompt submission of documents. Coordinates with employees in assuring that all documents are kept in the right place

and in the department file archive. Checks if documents have no errors in filenames, submission, dates et al., and that

they are checked and approved by their immediate supervisor and properly identified and classified according to type of documents.

Communicates and routes general circulation memoranda and approved guidelines, policies and procedures.

Submits required reports to the QMS document controller. Performs additional tasks as required.

MAIN PROCESSES AND FUNCTIONS

As group secretaries, their main function is to be the main linkage of information and logistics among the functional groups of MQCPI.

Submission and Filing of Documents

Group secretaries are responsible for the collection and transmission to department or office in charge for the following documents:

Semestral/Annual Reports Narrative Reports Budgets

This is to ensure that documents are concentrated on “document centers” for the purpose of easy retrieval, accessibility, easy tracking and easy and prompt submission of documents.

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DOCUMENT CENTERS (Group Secretaries)

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Communication of Information

Group secretaries are responsible for the dissemination of information coming from their respective groups and from other groups as well which may deal with the following:

Policies and procedures Memoranda Guidelines and announcements

Group secretaries shall be the linkages among groups and facilitate faster, clearer and more efficient and effective flow of information.

Secretarial Duties

As secretaries, secretarial duties are also assigned to group secretaries which includes but is not limited to the following:

Meetings for each group o Scheduling of meetings o Preparation and distribution of the agenda o Note taking and distribution of the minutes of the meeting

Filing and archiving o Organizing and filing of group documents o Agenda, minutes of the meeting and other pertinent documents related to

meetings

Respective Groups

Administrative Group

Secretary

Secretary to the VPAA

Finance Group Secretary

Information and Referral

Office Assistant

IFG Secretary

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Clerical duties o Preparation of correspondence for the departments in their respective

groups. o Answering and relaying of phone calls. o Receiving and transmission of correspondence from external sources. o Routing of documents.

PREPARED BY:

(Original Signed)

Rudolph D. Velasco QMS ASSISTANT

RECOMMENDING APPROVAL: (Original Signed) (Original Signed) Dr. Leticia D. Flores Engr. Gregorio G. Maniti II VPAA ADMINISTRATIVE GROUP HEAD (Original Signed) (Original Signed) Elizabeth V. Pusung, RGC Rafael M. Manlutac IFG HEAD MQCCI EXECUTIVE DIRECTOR APPROVED BY: (Original Signed) Michael B. Lapid, MBE, MAT PRESIDENT

OFFICE REPORTS (AUTOMATIC SUBMISSION)

ACADEMIC GROUP Secretary: Ms Joane C. Penaranda

OFFICE/DEPARTMENT DOCUMENT DATE OF SUBMISSION

Academic Group Narrative Report & Evaluation per Activity

As per Policy on Documentation of school

activities

Registrar

Enlistment (First Semester) Last Monday of July Enlistment (Second Semester) Last Monday of December

Total number of students (First Semester) Last Friday of June Total number of students (Second Semester) Last Friday of November

Drop-outs (First Semester) Second Monday of August Drop-outs (Second Semester) Second Monday of January

List of Graduates First Friday of March Faculty Loadings (First Semester) Last Monday of July

Faculty Loadings (Second Semester) First Monday of December Class Schedules (First Semester) Last Monday of July

Class Schedules (Second Semester) First Monday of December Room Schedules (First Semester) Last Monday of July

Room Schedules (Second Semester) First Monday of December

GENERAL REPORTS Plans and Programs and Budget (Academic Year) First Monday of April

Accomplishment Reports <Narratives> (First Semester)* First Monday of November Accomplishment Reports <Narratives> (Second Semester)* First Monday of April

*To be passed on a per Institute basis. Approved by:

Dr. Leticia D. Flores VPAA

OFFICE REPORTS (AUTOMATIC SUBMISSION)

ADMINISTRATIVE GROUP Secretary: Ms Jacqueline N. Lozano

OFFICE/DEPARTMENT DOCUMENT DATE OF SUBMISSION Administrative Group Narrative Report & Evaluation per Activity As per Policy on Documentation of school activities

Clinic

Inventory of Medicines (First Semester) First Monday of November Inventory of Medicines (Second Semester) First Monday of April

Health Profiling (First Semester only) Third Monday of October Policy and Procedures Automatically copy furnish QMS

Summary of Health Cases (First Semester) First Monday of November Summary of Health Cases (Second Semester) First Monday of April

Library

Library Holdings Per Program (First Semester) First Monday of November Library Holdings Per Program (Second Semester) First Monday of April

Summary of Library Collections First Monday of April Internet Usage Statistics (First Semester) First Monday of November

Internet Usage Statistics (Second Semester) First Monday of April

General Services Office

Room assignments of Maintenance Janitor (First Semester) Last Monday of May Room assignments of Maintenance Janitor (Second Semester) Last Monday of October

Insurances (student,vehicle,building) Automatically copy furnish QMS Floor Plan As per MEMO

Property Management Office (Custodians)

Accountability Forms (First Semester) First Monday of November Accountability Forms (Second Semester) First Monday of April

Inventories (First Semester) First Monday of November Inventories (Second Semester) First Monday of April

Safety and Security Office Disaster Management Activities As per Policy on Documentation of school activities

Updated Evacuation Plan Within 10 days from approval

Security risks report As per Policy on Documentation of school activities Inventories of Safety Equipment (First Semester) First Monday of November

Inventories of Safety Equipment (Second Semester) First Monday of April

Printing Office General Reports

MIS Office

ISP Certification Within 10 days from approval of application Inventory of Computer Laboratories (First Semester) First Monday of November

Inventory of Computer Laboratories (Second Semester) First Monday of April General Reports

Human Resource Office

List of Teaching and Non-teaching Personnel (First Semester) Third Monday of June List of Teaching and Non-teaching Personnel (Second Semester) Third Monday of November

Notarized contracts and updated credentials (to be filed) First Semester Third Monday of June Notarized contracts and updated credentials (to be filed) Second Semester Third Monday of November

Marketing Office General Reports

Narrative Report & Evaluation per Activity As per Policy on Documentation

Purchasing Office General Reports

Quality Management System Office General Reports

GENERAL REPORTS

Plans and Programs and Budget (Summer) Last Friday of January Plans and Programs and Budget (Academic Year) First Monday of April

Accomplishment Reports (Summer) First Monday of June Accomplishment Reports (First Semester) First Monday of November

Accomplishment Reports (Second Semester) First Monday of April

Approved by:

Engr. Gregorio G. Maniti II Administrative Group Head

OFFICE REPORTS (AUTOMATIC SUBMISSION)

FINANCE GROUP Secretary: Ms Pamela Sue Y. Sunglao

Budget and Collections Office General Reports

Accounting Office Business Permits Within 10 days from approval of application

Income Tax Return Within 10 days from approval of application Financial Statements Within 10 days from approval of application

General Reports

GENERAL REPORTS

Plans and Programs and Budget (Summer) Last Friday of January Plans and Programs and Budget (Academic Year) First Monday of April

Accomplishment Reports (Summer) First Monday of June Accomplishment Reports (First Semester) First Monday of November

Accomplishment Reports (Second Semester) First Monday of April

Approved by:

Michael B. Lapid President

OFFICE REPORTS (AUTOMATIC SUBMISSION)

INTEGRAL FORMATION GROUP Secretary: Ms Jenny Rose G. Mariano

OFFICE/DEPARTMENT DOCUMENT DATE OF SUBMISSION Integral Formation Group Narrative Report & Evaluation per Activity As per Policy on Documentation

Guidance and Admissions Office

Drop-outs/Reasons (First Semester) Second Monday of August Drop-outs/Reasons (Second Semester) Second Monday of January

New Paps, Revision of Paps Automatically copy furnish QMS ISQ Results Second Monday of August

Marketing Survey First Monday of October Narrative Report & Evaluation per Activity As per Policy on Documentation

Profile of Enrollees (First Semester) Last Monday of August Profile of Enrollees (Second Semester) Last Monday of January

Office of the Student Affairs

CSC & RSO Narrative Report & Evaluation per Activity As per Policy on Documentation Profile of Scholars (First Semester) Last Monday of August

Profile of Scholars (Second Semester) Last Monday of January Copy of Announcements As per Policy on Inter-office Communication

Calendar of Activities Last Monday of May Circular Letters As per Policy on Inter-office Communication

CHED Memoranda Automatically copy furnish QMS List of Student Organizations First Monday of April

Affiliations First Monday of April--previous year New Paps, Revision of Paps Automatically copy furnish QMS

Summary of Cases Handled First Monday of April

Community Extension and Development Office Narrative Report & Evaluation per Activity As per Policy on Documentation Master list of donors/sponsors per Activity First Monday of April--previous year

Calendar of Outreach Activities First Monday of April

Institute of Theology & Campus Ministry Copy of courseware/module (Hard &Soft Copy) Automatically copy furnish QMS

Narrative Report & Evaluation per Activity As per Policy on Documentation

NSTP Memorandum of Agreement Automatically copy furnish QMS Narrative Report & Evaluation per Activity As per Policy on Documentation

GENERAL REPORTS

Plans and Programs and Budget (Summer) Last Friday of January Plans and Programs and Budget (Academic Year) First Monday of April

Accomplishment Reports (Summer) First Monday of June Accomplishment Reports (First Semester) First Monday of November

Accomplishment Reports (Second Semester) First Monday of April

Approved by:

Elizabeth V. Pusung IFG Head

OFFICE REPORTS (AUTOMATIC SUBMISSION)

MARY THE QUEEN COLLEGE CAREER INSTITUTE Secretary: Ms Emiliana Joy P. Galang

OFFICE/DEPARTMENT DOCUMENT DATE OF SUBMISSION

MQQCI Narrative Report & Evaluation per Activity As per Policy on Documentation

Registrar Enlistment (First Semester) Last Monday of July Enlistment (Second Semester) Last Monday of December Total number of students (First Semester) Last Friday of June Total number of students (Second Semester) Last Friday of November Drop-outs (First Semester) Second Monday of August Drop-outs (Second Semester) Second Monday of January List of Graduates First Friday of March Faculty Loadings (First Semester) Last Monday of July Faculty Loadings (Second Semester) First Monday of December Class Schedules (First Semester) Last Monday of July Class Schedules (Second Semester) First Monday of December Room Schedules (First Semester) Last Monday of July Room Schedules (Second Semester) First Monday of December

GENERAL REPORTS Plans and Programs and Budget (Summer) Last Friday of January Plans and Programs and Budget (Academic Year) First Monday of April Accomplishment Reports (Summer) First Monday of June Accomplishment Reports (First Semester) First Monday of November Accomplishment Reports (Second Semester) First Monday of April

Approved by:

Rafael M. Manlutac Executive Director