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NORTHWEST SAMAR STATE UNIVERSITY

CITIZEN’S CHARTER

2019 (1st Edition)

ISO 9001:2015 Certified

Republic of the Philippines Northwest Samar State University Rueda St., Calbayog City 6710 Website: http//www.nwssu.edu.ph Email: [email protected] Telefax: (055) 2093657

1

AGENCY PROFILE

Mandate:

[

Vision:

Mission:

Quality Policy:

Core Values:

Service Pledge:

A provider of relevant and quality education to a society where citizens are competent, skills, dignified and community-oriented. An academic institution providing technological, research and extension programs to form principled men and women of competencies and skills responsive to local and global development needs.

Northwest Samar State University commits to provide outcomes-based education, research, extension and production through continual improvement of all its programs, thereby producing world-class professionals.

R – resilience I – integrity S – service E - excellence

The University shall primarily provide advanced education, higher technological, professional instruction and training in trade, fishery, agriculture, science, education, commerce, engineering, forestry, nautical courses and other related fields. It shall also undertake research and extension services, and provide, progressive leadership in its areas of specialization (RA 9719).

Northwest Samar State University commits to:

N - naturally provides service with integrity, honesty, respect and fairness to students, co-employees and other internal and external clientele and stakeholders of the University. w - work on continually improving the quality of education, research, extension and support services. S – strongly adhere to the code of conduct and ethical standards of public servants and embody the university core values. S – strive to perform respective duties and functions with best effort forward. U – use the university facilities, equipment and other resources economically, efficiently and effectively.



2

LIST OF SERVICES

Page Number

NwSSU, MAIN CAMPUS Office of the University President Requests for Documentary Requirements

6 7

Office of the Vice President for Academic Affairs 9 College Dean’s Office Admitting First Year Applicant Admitting Transferees Adding, Dropping, Charging and withdrawal of Course/Subject Shifting of Program Registration Completion of Grades Conferment of Degrees

10 10 11 12 13 14 15 15

Office of the Student Affairs and Services Processing of CHED Scholarship Applications Students Insurance Accident Claim Release and Validation of the School ID

16 16 17 20

Office of the Guidance and Testing Center Issuance of Certificate of Good Moral Character(CGMC) Testing Services Counseling Services Individual Analysis Services Information Services a. Institutional Orientation Program b. Pre-employment Orientation Seminar c. NwSSU Career Guidance Campaign

21 21 22 24 25 26 26 27 28

Medical and Dental Clinic Dental Services Medical Services Issuance of Medical Certificate Medical/ Dental Referrals

29 29 30 31 32

Library Issuance of Library Card Borrowing of Books for home use Borrowing of Books for Photocopy outside the Library premises Return Books borrowed for home use Returning Books borrowed for Photocopy Securing referrals of student, faculty and staff who will do research in other institutions Assistance to library Uses in Online Searching using computers

35 35 35 37 38 39 41

42



3

Registrar Admission Services Registration Services a. Incoming Freshmen (undergraduate and Graduate) b. Transferees c. Shiftee d. Returnee e. Continuing f. Adding/ dropping /charging withdrawal load Filing for the releasing credential/ documents a. Official transcript of records (Original/re-issuance) b. Honorable dismissal c. Diploma d. Certifications e. Form 137 Completion of Incomplete Grades (INCs) Authentication Certification, Authentication, and Verification (CAV)

44 44 46 47 49 51 52 54 55 55 55 56 58 59 61 62 63 65

Vice President for Research and Extension 67 Research Services Research Proposal Processing Research Monitoring Services Research Utilization Services

68 68 70 72

Extension Services Extension Proposal Processing Extension Monitoring and Evaluation Services Extension Utilization Services

76 76 78 80

Office of the Internationalization Affairs Processing of International Travels for Trainings, Seminars and Conferences of Faculty and Employees Student Exchange Services Faculty Exchange Services

83 83

84 86

University Disaster and Reduction Management Office University DRRM vulnerability reduction activities

88 88

Office of the Vice President for Administrative Off icer 90 Supply and Property Management Office Receipt of Procured Goods Releasing of Common Supplies and Equipment Conduct of Physical Count of Inventory

91 91 92 93

Procurement Office Requisition of Civil Works, Goods/ Services and Consulting

95 95

Accounting Office Payroll Processing Disbursement

97 97 98



4

Cashier Payments/ Issuance of Official Receipt Releasing of Check/Cash Releasing of Mid-Term Exam Admission Slip Signing of Student Clearance

99 99

100 101 102

NwSSU, SAN JORGE CAMPUS 103 Campus Dean’s Office Admitting First Year Applicant Admitting Transferees Adding, Dropping, Charging and withdrawal of Course/Subject Shifting of Program Registration Completion of Grades Conferment of Degrees

104 104 105 106 107 108 109 109

Office Student Affairs Services Processing of Scholarship Application Validation of student Identification Cards Issuance of Clearance Form Student Accident Issuance Claim

111 111 111 112 113

Guidance Office Information Services (Institutional Orientation Program) Information service (Pre-employment Orientation Program) Information Services (Career Guidance Orientation) Testing Services

114 114 114 115 116

Campus Clinic Health service (Medical and Dental) Medical and Dental Referrals

118 118 119

Library Issuance of Library Card Circulation Services Photocopying / borrowing Library Materials Returning Library Materials Reserved Section Learning Space

120 120 120 121 122 122 123

Office of the Campus Registrar Registration Services a. Incoming Freshmen (Undergraduate) b. Transferees c. Shiftee d. Returnee e. Continuing f. Adding/dropping/charging/withdrawal of load Filing for the release Credentials/documents a. Official Transcript of records (Original/Re-issuance) b. Honorable Dismissal c. Diploma

124 124 124 125 127 128 130 131 132 132 134 136



5

d. Certifications e. Form 137 Completion of Incomplete Grades (INCs) Authentication Certification, Authentication, and Verification (CAV)

137 139 140 142 143

Supply Office Receipt of Procured Goods Releasing of Common Supplies and Equipment Conduct of Physical Count of Inventory

145 145 146 147

Accounting Office Payroll Processing Disbursement

149 149 150

Cashier’s Office Payments/ Issuance of Official Receipt Releasing of Check/Cash Releasing of Mid-Term Exam Admission Slip Signing of Student Clearance

151 151 152 153 154



6

Office of the University President



7

1. Requests for Documentary Requirements

This serves as guidelines for requesting approval of proposals, FOI requests,

issuance of office orders, special orders and other documentary issuances. Office or Division: Office of the University President Classification: Simple, Complex, or Highly Technical Type of Transaction: Government-to-Citizens (G2C), Government-to-

Businesses (G2B), Government-to-Government (G2G) Who may avail: All Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Letter-request with complete details, including contact details, sent by mail, or email, or hand delivered

Office of the personnel concerned

HOW TO AVAIL OF THE SERVICE

No. CLIENT

STEPS AGENCY ACTIONS FEES TO

BE PAID PROCESSING

TIME PERSON

RESPONSIBLE 1. Submit

letter-request with complete details, including contact details, sent by mail, or email, or hand delivered

1.1 Receives and logs request manually; and Records In-Charge scans/file document in the repository

None 5 minutes Office Clerk,

Records Officer

1.2 Performs staffwork before the President acts on the request

None 30 minutes

Executive Assistant /

Private Secretary

1.3 Prepares action document/s (letter, endorsement, etc)

None 1 hour

Executive Assistant /

Private Secretary

1.4 Forwards to the president for appropriate action

None 1-4 hours

Office Clerk / Executive Assistant /

Private Secretary



8

1.5 Logs request manually; and Records In-Charge scans/file document in the repository before the release of request

None 20 minutes Office Clerk

1.6 Conveys the action of the President to the clients, if contact details are provided

None 5 minutes

Office Clerk / Executive Assistant /

Private Secretary

End of Transaction



9

Office of the Vice President for Academic Affairs



10

College Dean’s Office 1. Admitting First Year Applicants Office or Division: College Dean’s Office Classification: Complex Type of Transaction: Government-to-Citizens (G2C) Who may avail: First Year Applicants


Entrance Examination Result Slip (1 copy)

Guidance and Testing Office


No. CLIENT STEPS AGENCY

ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Entrance Examination Result Slip

1.1 Receives the entrance examination result slip. 1.2 Conducts the interview if IQ score passed the requirement of the program.

None 15 Minutes Enrolling Personnel

2. Takes the Proficiency, Achievement, or Aptitude test depending on the requirement of the program applied for.

2.1 Compute and rank the performance of the applicants based on the admission criteria. 2.2 Inform the students who qualified for the program to proceed to the Registrar’s Office for the Enrolment/ Registration procedure.

None 3 Days Enrolling Personnel

End of Transaction



11

2. Admitting Transferees Office or Division: College Dean’s Office Classification: Complex Type of Transaction: Government-to-Citizens (G2C) Who may avail: Transferees


Entrance Examination Result Slip (1 copy) Evaluation of academic records and computation of GWA (1 copy)

Guidance and Testing Office Office of the University Registrar




PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Entrance Examination Result Slip, Evaluation of Academic Records, and computation of GWA.

1.1 Receives the entrance examination result slip, evaluation of academic records, and computation of GWA. 1.2 Conducts the interview if IQ score passed the requirement of the program.



2.1 Compute and rank the performance of the transferees based on the admission criteria. 2.2 Inform the students who qualified for the program to proceed to the Registrar’s Office for the Enrolment/




12

Registration procedure.

End of Transaction 3. Adding, Dropping, Changing, and Withdrawal of Co urse/Subject Office or Division: College Dean’s Office Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: Undergraduate and graduate students


Change Load Form (1 copy)

Office of the University Registrar




PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Change Load Form duly signed by the requesting applicant and cashier.

1.1 Receives the Change Load Form. 1.2 Approves the Change Load Form by affixing the Dean’s signature. 1.3 Inform the requesting applicant to proceed to the Office of the University Registrar to add, change, drop, or withdraw course/subject.

None 5 Minutes College Dean

End of Transaction



13

4. Shifting of Program Office or Division: College Dean’s Office Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: Undergraduate and graduate students


Shifter’s Application Form (1 copy)





PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Shifter’s Application Form approved by the Program Chair and Dean from the previous program.

Approves the Shifter’s Application Form by affixing the signature of the Program Chair of the applied program.

None 5 Minutes Program Chair

2. Presents the Shifter’s Application Form approved by the Program Chair of the applied program.

2.1 Approves the Shifter’s Application Form by affixing the Dean’s signature. 2.2 Inform the student to proceed to the Office of the University Registrar to shift program.


End of Transaction



14

5. Registration Office or Division: College Dean’s Office Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: Undergraduate and graduate students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Student’s Clearance

College Dean’s Office




PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the duly signed Student’s Clearance.

1.1 Evaluate the subjects to be enrolled by the student and approve the Subject Confirmation/ Assessment Slip.


2. Presents the Subject Confirmation/ Assessment Slip approved by the program chair.

2.1 Approves the Subject Confirmation/ Assessment Slip by affixing the Dean’s signature. 2.2 Issue the Subject Confirmation/Assessment Slip. 2.3 Inform the student to proceed to the Office of the University Registrar for the rest of registration/ enrolment steps.


End of Transaction



15

6. Completion of Grades Office or Division: College Dean’s Office Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: Undergraduate and graduate students


Completion Form (1 copy)





PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Completion Form approved by the concern instructor/professor.

1.1 Approves the Completion Form by affixing the signature of the College Dean. 1.2 Inform the student to proceed to the Office of the University Registrar for the rest of the grade completion steps.


End of Transaction 7. Conferment of Degrees Office or Division: College Dean’s Office Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: Graduating students


Application Form for Graduation (1 copy)




16

HOW TO AVAIL OF THE SERVICE No. CLIENT STEPS AGENCY


PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Application Form for Graduation duly signed by the requesting applicant.

1.1 Approves the Application Form for Graduation by affixing the signature of the College Dean. 1.2 Inform the applicant to proceed to the Office of the University Registrar for the rest of the degree conferment steps.


End of Transaction



17

Office of the Student Affairs and Services 1. Processing of CHED Scholarship Applications Office or Division: Student Affairs and Services (SAS) Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C Who may avail: All undergraduate and graduate students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. CHED Scholarship Application form 2. Certified True Copy of Birth

Certificate (PSA/NSO) 3. Academic Requirements:

Any of the Following a) Certificate of Grades b) From 138 (Card)

4. Income Requirements Any of the Following a) Latest ITR of parents or Guardian

if employed b) Certificate of Tax Exemption c) Certificate of Indigence from their

Barangay d) Certificate/case study

4. Brown Envelop

1. SAS Office 2. PSA Office 3. a. Registrar’s Office

b. Applicants respective school 4. a. BIR b. BIR

c. Applicant’s respective Barangay

d. DSWD/CSWD


No. CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Inquires the available scholarships and the requirements

1. Informs client the available scholarship and the requirements needed

None 1 minute SAS Secretary

2. If qualified, fills out the scholarship form and submit the

2. Receives the filled out forms and requirements

None 2 minutes SAS Secretary SAS Director



18

identified requirements

End of Transaction

2. Students Insurance Accident Claim Office or Division: Student Affairs and Services (SAS) Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate and graduate students


1. For Physical Injury 1.1 Filled Up Claim Form 1.2 Police Report/Affidavit of

Accident 1.3 Official Receipt (Physician’s

Fee, Medicine, etc.) 1.4 Hospital itemized Receipts or

Charge Slip. 1.5 Attending Physician’s

Prescription 1.6 Medical Certificate (optional) 1.7 Pictures (if dis/membered) 1.8 COR

1.1 SAS Office 1.2 Police Station 1.3 -1.6 Hospital 1.7 Police station/family

members 1.8 Registrar’s Office

2. For Sickness or Illness 2.1 Filled Up Claim Form 2.2 Hospital Statement of

Accounts with room and board charges

2.3 Admitting History 2.4 Discharge Summary 2.5 Medical Certificate 2.6 Hospital itemized Receipts or

Charge Slip. 2.7 Official Receipt (Physician’s

Fee, Medicine, etc.) 2.8 Attending Physician’s

Prescription 2.9 COR

a. SAS Office b. - 2.8 Hospital

2.8 Registrar’s Office 2.9 Registrar’s Office

3. Death 3.1 Filled Up Claim Form 3.2 Police Report/Affidavit of

Accident

3.1 SAS Office 3.2 Police Station 3.3 PSA Office 3.4 PSA Office



19

3.3 NSO Authenticated Death Certificate

3.4 NSO Authenticated Birth Certificate

3.5 Post Mortem Report 3.6 Proof of relationship of

claimant with the insured 3.7 Medical Expenses incurred

(official receipt) 3.8 Medical Certificate 3.9 COR

3.5 Police Station 3.6 Family Members 3.7 Hospital 3.8 Hospital 3.9 Registrar’s Office




PROCESSING TIME

PERSON RESPONSIBLE

1. Present COR and request for the Claim Form and checklist of the required documents

1. Verifies if student is officially enrolled and release the forms and checklist

None 2 minutes SAS Secretary

2. Student submit the accomplished form and submit the required documents

2. Receives the forms and verifies as to the correctness of the documents and information

10 min. SAS Director

2. Wait for the updates from the Insurance Agency on the processing of claims

3. Submit the claim form and supporting documents to the insurance agency

None Depends on the processing

time of the insurance agency

SAS Secretary SAS Director

End of Transaction



20

3. Release and Validation of the School ID Office or Division: Student Affairs and Services Classification: Simple Type of Transaction: Government-to-Citizens (G2C Who may avail: All undergraduate and graduate students


1. COR 1. Registrar’s Office



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Present COR 1. Verifies if student is officially enrolled and Validate the ID

None 2 minutes SAS Secretary

2. Receives the Validated School ID

2. Release the validated School ID

1 min. SAS Secretary

End of Transaction



21

Guidance and Testing Center

A. Issuance of Certificate of Good Moral Character (CGMC)

Office/Division: Office of the Guidance and Testing Center Classification: Highly Technical Type of Transaction:

Government-to-Citizens (G2C)

Who may avail: Students, Alumni, Parents/Guardian

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Official Receipt (Cert. of Good Moral Character & Documentary Stamp)

Cashier’s Office (NwSSU)


CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Present Official Receipt to the Office of the Guidance and Testing Center

Verifies the cumulative records/anecdotal of the requesting client

NONE

5 mins.

Guidance Staff

2 Identifies/Write the following at the back of receipt: Full Name Course School Year last attended/Graduated Complete address (Permanent Residence) Purpose (Optional)

Encodes the information given by the client and print the certificate NONE

4 mins.

Guidance Staff

3 Claims the Certificate of Good Moral Character and registers at the services’ logbook of the office.

Issues Certificate of Good Moral Character

NONE 1 min. Guidance Staff

End of Transaction



22

2. Testing Services


Government-to-Citizens (G2C), Government-to-Businesses (G2B) and Government-to-Government (G2G)

Who may avail: Enrollees for College and Graduate School, Applicants for teaching and non-teaching positions of NwSSU, Applicants of LGU, CSWDO, DSWD, RTC, CFI, etc.

CHECKLIST OF REQUIREMENTS WHERE TO SECURE A. Entrance Test for College a. Candidates for Senior High School Graduation of the Current School Year •Certification from the Principal •1pc. 2x2 colored I.D. picture white background •School ID card b. Senior High School Graduate •Form 137 or 138 (photocopy) or any record or its equivalent •Transcript of Records (for transferee) •Honorable Dismissal •Certificate of Good Moral Character •Certificate of live birth NSO Authenticated (Photocopy) •4 copies of recent 2x2 colored I.D. picture white background •1 pc. Long brown envelope B. Enrollees for Graduate School •Transcript of Records of Bachelor’s Degree (photocopy) or any record of its equivalent •Certificate of Good Moral Character (photocopy) •Honorable Dismissal (photocopy) •Endorsement Form from the Dean for IQ Test •4 copies of recent 2x2 colored I.D. picture white background •Official Receipt – Testing Fee

School where you last attended/graduated School where you last attended/graduated School where you last attended/graduated Cashier’s Office (NwSSU)



23

C. Applicants for Teaching and Non-Teaching Positions of NwSSU •Request letter from the Office of Human Resource and Management D. Applicants for employment of LGU, CSWDO, DSWD, RTC, etc. •Request letter from the HRMO or authorized personnel of the agency/office. •Official Receipt – Testing Fee

HRM Office (NwSSU) HRM Office/agency where you are applying Cashier’s Office (NwSSU)



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Ask and accomplishes the Application Form (student’s information sheet)

Releases and instruct the applicants regarding the Application Form.

NONE

4 mins.

Guidance Staff

2 Presents the required documents asked beforehand together with the filled-up application form for evaluation and validation.

Verifies and Validates the documents presented.

NONE

4 mins.

Guidance Staff

3 Pays at cashier’s office the testing fee and presents the receipt to the Guidance Office.

Receives the receipt of payment and schedules his/her Testing and examination.

NONE

2 mins.

Guidance Staff

4. Prepares and takes the examination on the schedule date and time.

Administers the examination

NONE

45 mins. – 1 hr.

Psychometrician

Guidance Counselor

5 Ask for the availability of the result and registers at the services’ logbook of the office.

Informs when the result is available. NONE

1 min.

Psychometrician

Guidance Counselor

End of Transaction



24

3. Counseling Services



Who may avail: Students (undergraduate and graduate)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Student I.D./COR/Call Slip

MIS/Registrar/Guidance Center



FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Walk-in client may have to see the College Guidance Coordinator of the college he/she is enrolled.

Attend and records the concern/s of the student by accomplishing the appointment Guidance Forms (GC Form 1, Form 2, and Form 3)

NONE

5 mins.

Guidance advocates of

every colleges.

2 Asks and submits himself/herself for counseling/advising

Conducts the counseling/advising session and issues referral slip if needed

NONE

30 mins. – 1 hour

Guidance Counselor

For students (with referral slip) presents the referral slip to the office/person identified therein.

Receives the referral slip and coordinates with the guidance counselor for appropriate action.

NONE

1 min.

Guidance Counselor

3 Registers at the services’ logbook of the office.

Attend and records the concern/s of the student by accomplishing the appointment Guidance Forms (GC Form 1, Form 2, and Form 3)

NONE

1 min.

Guidance Counselor

End of Transaction



25

4. Individual Analysis Services

Office/Division: Office of the Guidance and Testing Center Classification: Simple Type of Transaction:


Who may avail: Students, Parents, Guidance Advocate/Counselor and Faculty

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Cumulative Records form or Request Letter from the client concerned

Guidance and Testing Center



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Inform the Guidance Staff regarding his/her purpose of the visit or presents the request letter for the service (if there is)

Interview and verifies the reasons, intention and credibility of the request and the requesting client. Issues Cumulative Record Form to the student and instructs him/her on how to fill out the form. Or look for his/her Cumulative Record (in case it is available.)

NONE

5 mins.

Guidance Staff/Counselor

2 Fills out the Cumulative Record form (in case there’s none) or ask an advice, analysis and interpretation of the data found therein.

Supervise the student in filling out of the form or provides analysis and interpretation of the beneficiary’s data found in the

NONE

30 mins.

Guidance Staff/Counselor



26

cumulative Record

3 Submit the accomplished form to the Guidance Counselor

Receives and keeps the Cumulative Record for future use/needs.

NONE

1 min

Guidance counselor

4 Sign-in the service’s logbook


End of Transaction

5. Information Services

a) Institutional Orientation Program

Office/Division: Office of the Guidance and Testing Center Classification: Simple Type of Transaction:


Who may avail: In-coming First Year students and their parents or guardian

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Certificate of Registration

Registrar’s Office



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Check and attend on the schedule of the orientation program from the school calendar of activities

Notify all the college deans for the fix schedule of the orientation program


2 Register at the registration sheet

Facilitates their (students and parents) seats for orientation.

NONE 1 min.

Guidance Staff

3 Listens and participates in the orientation program.

Conduct the orientation NONE 4 hours Guidance Staff



27

4 Receives the Certificate of Attendance

Gives the Certificate of Attendance.


End of Transaction

b) Pre-Employment Orientation Seminar Office/Division: Office of the Guidance and Testing Center Classification: Simple Type of Transaction:


Who may avail: All graduating college students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Certificate of Registration




FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Presents COR and I.D.

Verifies the COR and I.D. NONE 15 seconds –

1 min. Guidance Staff


Assists his/he to a seat NONE 5 seconds Guidance Staff

3 Listen and participate in the orientation activities

Conduct the orientation NONE 1 day Guidance Staff

4 Receives the Certificate of participation

Give the Certificate of participation

NONE 1 min Guidance Staff

End of Transaction



28

c) NwSSU Career Guidance Campaign Office/Division: Office of the Guidance and Testing Center Classification: Simple Type of Transaction:


Who may avail: Graduating Senior High School students from different schools

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of Request/Invitation

Head of School



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Presents I.D. or any of its equivalent at the registration table.

Verifies the I.D. or coordinates with the concerned personnel of the school regarding the identity of the client.

NONE

30 seconds – 1 min.

Guidance Staff


Conduct the campaign and distribute information tools (flyer, etc.)

NONE

4 hours

Guidance Staff

3 Listen and participate in the Career Campaign activities

NONE

1 hour

Guidance Staff

End of Transaction



29

Medical and Dental Clinic

1. Dental Services

Schedule of Availability of Services: Monday & Friday 8:00 AM – 12:00 NN, 1:00 PM – 5:00 PM Tuesday, Wednesday & Thursday

8:00 AM – 12:00 NN, 1:00 PM – 4:00 PM Saturday 9:00 AM – 12:00 NN

Office or Division: Medical and Dental Clinic Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who May Avail: Enrolled Students (Undergraduate & Post Graduate),

Employees, & Dependents

CHECKLIST REQUIREMENTS WHERE TO SECURE 1. Validated Identification Card 2. Certificate of Registration 3. Complete Uniform (Except

Friday)

Student Affairs & Service Registrar

HOW TO AVAIL THE SERVICE

No. Clients Steps Agency Actions Fees to be Paid

Processing Time

Person Responsible

1 Present Validated ID & COR. Sign in the log book & fill up form for new patient

Return the ID & COR to the patient. Let the patient fill up the dental form for new patient. Get patient record at the record section for old students

None

3 minutes

Clinic J.O Assistant

2 Assessment of Patient Blood Pressure taking & pulse rate. Assess patient complaint. Refer patient to the dentist.

None

3 minutes

University Nurse &

J.O Nurse

3 Proceed to the dental office and present the accomplished dental form

Conduct oral examination and explain or advise patient what



30

treatment is appropriate. Perform any of the following treatment as needed • Consultation • Tooth Extraction • Oral Prophylaxis • Temporary

Filling • Gum Treatment • Chair-side Oral

Health Care • Prescription of

medicines & instruction if necessary

None

10 minutes 20 minutes 25 minutes 25 minutes 15 minutes 10 minutes 3 minutes

University Dentist

4 Proceed to receiving area and wait for the prescribed medicine

Dispensing of medicines & instruction

None 3 minutes University Nurse &

J.O Nurse END OF TRANSACTION

2. Medical Services

Schedule of Availability of Services: UNIVERSITY NURSE Monday & Friday

8:00 AM – 12:00 NN, 1:00 PM – 5:00 PM Tuesday, Wednesday & Thursday

9:00 AM – 12:00 NN, 1:00 PM – 5:00 PM Saturday 11:00 AM – 3:00 PM UNIVERSITY PART-TIME PHYSICIAN Monday – Friday 3:00 PM – 5:00 PM

Office or Division: Medical and Dental Clinic Classification: Simple Type of Transaction: Government-to-Citizens (G2C) & Government-to

Government (G2G) Who May Avail: Enrolled Students (Undergraduate & Post Graduate),

Employees, & Dependents



31


Friday)




Processing Time

Person Responsible

1 Present Validated ID & COR. Sign in the log book & fill up form for new patient

Return the ID & COR to the patient. Let the patient fill up the medical form for new patient. Get patient record at the record section for old students.

None

3 minutes


2 Assessment of Patient Take vital signs assessment of patient`s complaint or give first aid if necessary. Refer patient to the physician.

None

5 minutes

University Nurse &

J.O Nurse

3 Proceed to the consultation room and present the accomplished patient medical record.

Consultation and treatment is conducted; final diagnosis, prescription of medicines.

None

15 minutes

University part-time physician

4 Proceed to receiving area and wait for the prescribed medicines



J.O Nurse END OF TRANSACTION



32

3. Issuance of Medical Certificate



9:00 AM – 12:00 NN, 1:00 PM – 5:00 PM Saturday 11:00 AM – 3:00 PM UNIVERSITY PART-TIME PHYSICIAN Monday – Friday 3:00 PM – 5:00 PM

Office or Division: Medical and Dental Clinic Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who May Avail:

Enrolled Students (Undergraduate & Post Graduate), Employees & Employees Dependents


Friday)




Processing Time

Person Responsible

1 Present Validated ID & COR, Receipt of payment & one (1) documentary stamp. Sign in the log book.

Return the ID & COR to the patient. Interview & filling up medical certificate form.

20.00 for medical certificate form

5 minutes


2 Assessment of Patient Take vital signs assessment of patient`s & inspection of laboratory results if completed.

None

5 minutes

University Nurse &

J.O Nurse

3 Proceed to the consultation room and

Physical examination.

15 minutes



33

present the accomplished form & laboratory results.

Prescription of medicines if necessary.

None 3 minutes

University part-time physician

4 Proceed to receiving area & receive the duly accomplished medical certificate. Wait for the prescribed medicines if necessary.



J.O Nurse

END OF TRANSACTION

4. Medical/ Dental Referrals



9:00 AM – 12:00 NN, 1:00 PM – 5:00 PM Saturday 11:00 AM – 3:00 PM UNIVERSITY PART-TIME PHYSICIAN Monday – Friday 3:00 PM – 5:00 PM UNIVERSITY DENTIST Monday & Friday


8:00 AM – 12:00 NN, 1:00 PM – 4:00 PM Saturday 9:00 AM – 12:00 NN

Office or Division: Medical and Dental Clinic Classification: Simple Type of Transaction: Government-to-Citizens (G2C) & Government-to

Government (G2G) Who May Avail:

Enrolled Students (Undergraduate & Post Graduate), Employees & Employees Dependents



34


Friday)




Processing Time

Person Responsible

1 Present Validated ID & COR, Sign in the log book.

Return the ID & COR to the patient. Let the patient fill up the medical form for new patient. Get patient record at the record section for old students.

None

3 minutes


2 Assessment of Patient Take vital signs assessment of patient`s complaint or first aid if necessary. Fill up referral form.

None

10 minutes

University

Nurse, J.O Nurse, University part-time physician. University

Dentist

3 Received referral note Give instruction to the patient

None

3 minutes

End of Transaction



35

Library 1. Issuance of Library Card Office or Division: Librar Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate and graduate students, Teaching and

non-teaching personnel

CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Certificate of Registration 2. 1x1 ID Picture (white background)

Registrar Student




PROCESSING TIME

PERSON RESPONSIBLE

1. Present Certificate of Registration to the library staff and fill up library profile form.

Return the COR. Let the student fill up the library profile form

Free for

first issuance. If lost, pay Php 20.00

to the cashier

1 minute Library Staff

2. Present 1 x 1 ID Picture to the library staff and claim library card

Print and issue library card to the student

2 minutes Library Staff

End of Transaction 2. Borrowing of Books for Home Use Office or Division: Library Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate and graduate students, Teaching and




36

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Library Card

University Library




PROCESSING TIME

PERSON RESPONSIBLE

1. Swipe student ID at the front desk.

Accommodates the library users on RFID

None 30 seconds Library Staff

2. Check the Online Public Access Catalog for the availability of the resources needed to borrow, or ask the assistance of the library staff to locate resources needed

Assist client in locating information or materials thru the use of OPAC/card catalog or accompany the client to the location of the materials needed

None 2 minutes Library Staff

3. Ask permission to the staff to bring out the book for home use. Properly fill-up the book card.

Guide the borrower to write name, course & year on the book card and record book borrowed on record sheet.

None 1 minute Library Staff

4. Give the book card together with the Library card and the book/s

Get the signed book card for filing. Write the due date on the date slip. Give the book/s to the borrower.


5. Present book/s borrowed to the library staff assigned at the exit

Check the book if it is properly borrowed. Allow borrower to go out of the library


End of Transaction



37

3. Borrowing Books for photocopy outside the librar y premises Office or Division: Library Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate and graduate students, Teaching and



University Library




PROCESSING TIME

PERSON RESPONSIBLE

1. Swipe student ID at the front desk.

Assist library users on RFID swiping barcode


2. Proceed to the Reserve Section and present the call number or title of the book to be photocopied

Check the presented call number or title to check the availability of the book, if the book is out for photocopy, inform the borrower to wait for the book, if the book is available, give a photocopy slip and the book card to the user

None 2 minutes Library Staff

3. Fill up the book card and photocopy slip. Give the book card and library card to the assigned

Checks if the book card and photocopy slip are properly filled-up. Give the book and photocopy slip




38

library staff in the reserve section

4. Present the book and photocopy slip to the library staff assigned in the exit area. Write the name and course, title of the book and call number on the record book for photocopied books

Get the photocopy slip. Guide the borrower to write name, course & year, title of the book and call number on the record book for photocopied books. Allow the borrower to photocopy the book.


5. Present book/s borrowed to the library staff and photocopy slip to the assigned staff at the exit

Check the book if it is properly borrowed. Allow borrower to go out of the library


End of Transaction 4. Returning Books borrowed for Home Use Office or Division: Library Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate and graduate students, Teaching and


CHECKLIST OF REQUIREMENTS WHERE TO SECURE Books borrowed

University Library



39




PROCESSING TIME

PERSON RESPONSIBLE

1. Present book/s borrowed to the library staff assigned at the entrance of the library. Provide name to the library staff

Get the book/s from the borrower. Ask the name of the borrower.


2. Provide name to the library staff

Get the book card filed under the borrower’s name. Check the book with the book card if both have the same accession number. Give the Library Card to the borrower


3. Get the library card from the library staff

Return the book card in the book pocket of the book. Return the book/s to its proper location


End of Transaction 5. Returning Books borrowed for Photocopy Office or Division: Library Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate and graduate students, Teaching and




40


Books borrowed

University Library




PROCESSING TIME

PERSON RESPONSIBLE

1. Present book/s borrowed to the library staff assigned at the entrance of the library. Provide name to the library staff

Indicate in the photocopy slip the time the book was returned. Give photocopy slip to the borrower


2. Get photocopy slip. Give the book and the photocopy slip to the library staff assigned at the reserve section

Get the book and the photocopy slip from the borrower. Get the book card of the book from the file. Give library card to the borrower


3. Get the library card from the library staff

Return the book card in the book pocket of the book. Return the book/s to its proper location


End of Transaction



41

6. Securing Referrals of Students/Faculty & Staff w ho will do research in other institutions Office or Division: Library Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate and graduate students, Teaching and



University Library



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Sign in the attendance log book. Present library card to the librarian

Ask validated library card


2. Fill out the Request form

Prepare the referral letter in triplicate copies, one for the records control office, one for the student and one for file copy. Route the letter to the Records office for stamp of release.

None 3 minutes Librarian

3. Get the Referral letter

File copy None 10 seconds Library Staff

End of Transaction



42

7. Assistance to Library Users in Online Searching Using Computers Office or Division: Library Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate and graduate students, Teaching and


CHECKLIST OF REQUIREMENTS WHERE TO SECURE Validated Library ID

University Library



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Log in to logbook

Assign student with log computer number to be used

None 10 seconds Library Staff on duty

2. Save searched document

Scan USB disk and save the file

None 2 minutes Library Staff on duty

End of Transaction 8. Assistance to Visitors who will do research in t he University Library Office or Division: Library Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate and graduate students from other

institutions

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Referral Letter Validated school ID

University Library / Principal of the institutions where the visitors is enrolled



43



PROCESSING TIME

PERSON RESPONSIBLE

1. Log in to logbook

Refer the visitor to the Librarian

None 20 seconds Library Staff on duty

2. Give Referral Letter and ID to the Librarian. Provide the title of the library material/s or topic of the information needed.

Ask from the visitor his/her referral letter with ID. Inform the visitor of the availability of the title or the topic he/she needs. Instruct visitors to pay library fee at the Cashier’s Office

None 2 minutes Librarian

3. Pay library fee at the Cashier’s office and give receipt to the Librarian

Get receipt from the visitor. Guide the visitor to the location of the needed information.

Php 20.00

1 minute

Cashier’s Office

Librarian

End of Transaction



44


A. Admission Services

a. Incoming Freshmen (Undergraduate and Graduate)

Office/Division: Office of the University Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All qualified incoming freshmen undergraduate

students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE A. Undergraduate

1. Subject Confirmation & Assessment Slip 2. From 138 (Card) 3. Certificate of Good Moral Character 4. Birth Certificate (PSA/NSO) 5. Medical Certificate 6. 2x2 picture 7. Brown Envelop

B. Graduate 1. Subject Confirmation & Assessment Slip 2. Official Transcript of Records (for

evaluation) 3. Honorable Dismissal 4. Certificate of Good Moral Character 5. Birth Certificate (PSA/NSO) 6. Medical Certificate 7. 2x2 picture 8. Brown Envelop

From respective Colleges School last attended/graduated School last attended/graduated PSA Office University Clinic From respective Area Chair/Colleges School last attended School last attended School last attended PSA Office University Clinic



45


CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1

Present Subject Confirmation & Assessment Slip

Check the Subject Confirmation/Assessment Slip issued in their respective departments/colleges.

NONE 5 mins. Registrar Staff

Advise students to proceed to Cashiers office if they are not qualified for the Free Tuition Law.

NONE 1 min. Registrar Staff

2 Submit original copies of the Enrolment requirements

Inspect that the submitted original copies of the Enrolment requirements are complete


3

Receive and affix signature to the Certificate of Registration to manifest that all entries are true and correct.

Issue Certificate of Registration to manifest official enrolment in the University


Advise students to proceed to the SAS for the Student ID issuance.


End of Transaction



46

B. Registration Services

a. Incoming Freshmen (Undergraduate and Graduate)

Office/Division: Office of the University Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All qualified incoming freshmen undergraduate

students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE C. Undergraduate

1. Subject Confirmation & Assessment Slip 2. From 138 (Card) 3. Certificate of Good Moral Character 4. Birth Certificate (PSA/NSO) 5. Medical Certificate 6. 2x2 picture 7. Brown Envelop

D. Graduate 1. Subject Confirmation & Assessment Slip 2. Official Transcript of Records (for

evaluation) 3. Honorable Dismissal 4. Certificate of Good Moral Character 5. Birth Certificate (PSA/NSO) 6. Medical Certificate 7. 2x2 picture 8. Brown Envelop

From respective Colleges School last attended/graduated School last attended/graduated PSA Office University Clinic From respective Area Chair/Colleges School last attended School last attended School last attended PSA Office University Clinic



47



PROCESSING TIME

PERSON RESPONSIBLE

1









3






End of Transaction

b. Transferees

Office/Division: Office of the University Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All qualified transferee undergraduate students



48


1. Application for crediting of courses form 2. Academic record with the computed GWA 3. Subject Confirmation & Assessment Slip 4. Official Transcript of Records (for evaluation) 5. Honorable Dismissal 6. Certificate of Good Moral Character 7. Birth Certificate (PSA/NSO) 8. Medical Certificate 9. 2x2 picture 10. Brown Envelop

From respective Area Chair/Colleges Office of the University Registrar From respective Colleges School where you last attended School where you last attended School where you last attended PSA Office University Clinic



PROCESSING TIME

PERSON RESPONSIBLE

1 Present Approved application for crediting of courses form, Evaluated academic record with the computed GWA and Subject Confirmation & Assessment Slip

Verify if the application for crediting of courses form is approved

Check if the evaluated academic record with the computed GWA is attached

Subject Confirmation/ Assessment Slip issued in their respective departments/colleges is duly accomplished.






49




4






End of Transaction

c. Shiftee

Office/Division: Office of the University Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All qualified shiftee undergraduate students


1. Duly accomplished student clearance 2. Subject Confirmation & Assessment Slip 3. Application for crediting of courses form 4. Academic record with the computed GWA

From respective Colleges From respective Colleges Office of the University Registrar Office of the University Registrar



50



PROCESSING TIME

PERSON RESPONSIBLE

1

Present duly accomplished clearance, Approved application for crediting of courses form, Evaluated academic record with the computed GWA and Subject Confirmation & Assessment Slip







3


Shifts the applicant from old to new program and Re-Issue Certificate of Registration to manifest official enrolment in the University


Advise students to proceed to the SAS for the Student ID validation.


End of Transaction



51

d. Returnee



1. Student clearance 2. Subject Confirmation & Assessment Slip 3. Application for crediting of courses form 4. Academic record with the computed GWA 5. Returnee’s Application form

From respective Colleges From respective Colleges Office of the University Registrar Office of the University Registrar



PROCESSING TIME

PERSON RESPONSIBLE

1








52



4






End of Transaction

e. Continuing



1. Student clearance 2. Subject Confirmation & Assessment Slip

From respective Colleges From respective Colleges



53



PROCESSING TIME

PERSON RESPONSIBLE

1

Present duly accomplished clearance, and Subject Confirmation & Assessment Slip

Check that the clearances are duly accomplished together with their Subject Confirmation / Assessment Slip issued in their respective departments/colleges.




3






End of Transaction



54

f. Adding/Dropping/Changing/Withdrawal of Load

Office/Division: Office of the University Registrar Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All officially enrolled students


1. Certificate of Registration 2. Change load form 3. Official Receipt

From University Registrar From respective Colleges Cashier’s Office



PROCESSING TIME

PERSON RESPONSIBLE

1 Secure change load form

Issue Change load form


2 Fill – up change load form

Advise students to proceed to Cashiers office for the payment of change load.

P20.00/subject

1 min. Registrar Staff

3 Present duly accomplished change load form, official receipt and Certificate of Registration

Receive a copy of the Change Load Form duly signed by the requesting applicant, the Cashier and approved by the Dean.

NONE 1min. Registrar Staff

4 Receive and affix signature to the Certificate of

Re-Issue Certificate of Registration to manifest official




55

Registration to manifest that all entries are true and correct.

enrolment in the University

End of Transaction

C. Filing for the release of the following Credenti als/Documents

a. Official Transcript of Records (Original/Re-issu ance)

Office/Division: Office of the University Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All current and former students


1. Application for Request of Credentials 2. Official Receipt 3. Student Clearance (for 1st time

applicant)

Office of the University Registrar Cashier’s Office From respective Colleges



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Secure application for Request of Credentials form and fill-in particulars and purpose.

Check and verify for the completeness of the student records and Issue application for Request of Credentials forms.


2 Pay Corresponding Fees

Advise students to proceed to Cashiers office for the payment of

P55.00/page (non-board)

P105.00/page




56

at the Cashiers Office

Official Transcript of Records.

(board course) P30.00 Doc.

Stamp 3 Present duly

approved application for Request of Credentials form, Official Receipt, and duly signed student clearance for first time applicants.

Checks entries in the

Application for Request of Credentials Form, Official Receipt & duly signed clearance then issue claim stub.


4 Presents Claim Stub on scheduled date.

Release Credential/s applied for.


End of Transaction

b. Honorable Dismissal

Office/Division: Office of the University Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All current and former students opting to transfer


1. Application for Request of Credentials

2. Official Receipt

Office of the University Registrar Cashier’s Office



57



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Secure application for Request of Credentials form





Advise students to proceed to Cashiers office for the payment of Honorable Dismissal.

P55.00/page

P30.00 Doc.

Stamp


3 Present duly approved application for Request of Credentials form, Official Receipt, and duly signed student clearance for first time applicants.


Application for Request of Credentials Form then issue claim stub.





End of Transaction



58

c. Diploma

Office/Division: Office of the University Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All graduates


1. Application for Request of Credentials 2. Official Receipt 3. Affidavit of Loss (for 2nd copy)

Office of the University Registrar Cashier’s Office Notary Public



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE






Advise students to proceed to Cashiers office for the payment of Diploma.

P105.00 (1st

time) P250.00

/page (2nd

time) P30.00 Doc.

Stamp


3 Present duly approved application for Request of Credentials


Application for Request of




59

form, Official Receipt, and duly signed student clearance for first time applicants.

Credentials Form, Official Receipt & duly signed clearance then issue claim stub.




End of Transaction

d. Certifications

Office/Division: Office of the University Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C), Government-to-

Businesses (G2B), Government-to-Government (G2G) Who may avail: All current and former students



2. Official Receipt




60



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE






Advise students to proceed to Cashiers office for the payment of Certifications.

P20.00/page

P30.00 Doc.

Stamp


3 Present duly approved application for Request of Credentials form, and Official Receipt.


Application for Request of Credentials Form, and Official Receipt





End of Transaction



61

e. Form 137

Office/Division: Office of the University Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All former high school students



2. Official Receipt 3. Student’s Clearance (for 1st Time

Applicants)

Office of the University Registrar Cashier’s Office College/Department Concern



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE






Advise students to proceed to Cashiers office for the payment of Form 137.

P55.00/page

P30.00 Doc.

Stamp


3 Present duly approved application for Request of





62

Credentials form, Student’s Clearance and Official Receipt.





End of Transaction

D. Completion of INC’s

Office/Division: Office of the University Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All officially enrolled students


1. Application for Completion of Incomplete Grades

2. Official Receipt




FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Secure application form for the Completion of Grade

Issue Completion of Grades Form


2 Fill – up Completion Form and Pay

Advise students to proceed to Cashiers office for

P20.00/ subject




63

Corresponding Fees


the payment of completion of INC.

3 Present duly approved application for Completion of Incomplete Grades form, and Official Receipt.


Application Completion of Incomplete Grades form, and Official Receipt.

Logs and release the Student’s Copy of the Form


End of Transaction

E. Authentication

Office/Division: Office of the University Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All former high school students


1. Photocopies of Student’s Academic Records for Authentication

2. Official Receipt




64



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Present photocopies of student’s documents for authentication

Check and verify the student’s records




Advise students to proceed to Cashiers office for the payment of Authentication.

P20.00/3pages


3

Present Official Receipt and documents for authentication

Checks and verify entries of the documents for authenticity, and ask the Official Receipt


Authenticates, logs and releases of Credential/s applied for.


End of Transaction



65

F. Certification, Authentication, and Verification (CAV)

Office/Division: OFFICE OF THE UNIVERSITY REGISTRAR Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All former/active students


1. Application for Request of Credentials 2. Official Receipt




FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE







P20.00/ 3 pages


3 Present duly approved application for Authenticatio





66

n, and Official Receipt.

Application for CAV, and Official Receipt

4 Presents Claim Stub on scheduled date

Issue CAV, logs and releases of Credential/s applied for.


End of Transaction



67

Office of the Vice President for Research, Extension and External Affairs



68

Office of the Research and Development Services

1. Research Proposal Processing

Office/Division: Office of the Research and Development Services Classification: Simple Type of Transaction:

Government-to-Government

Who may avail: All Faculty & Personnel Research Agents


Implementation of Research Projects Research Proposal using prescribed template Endorsement Form from the College Coordinator and Dean Board Resolution Special Order Progress Report Terminal Report Endorsement for the release of honorarium

From respective College Research Coordinator and

Deans


A.1 Implementation of Agency Funded Research Projec ts


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1

The proponent submits research proposal to the Office of Research and Development Services with endorsement from the Dean of College and

The Office of Research and Development Services receives and checks if the research proposal follows the template and guidelines prescribed for the conduct of the

NONE

1 day

Research and Development

Director/Research Staff



69

College Research Coordinators

research program/project as stipulated in the Research Manual.

The Research and Development Services Office checks if the endorsement form complies as to completeness and correctness

NONE

1 hour


Director/ ORDS Staff

The Office of Research and Development Services consolidates all research proposals and prepare the schedule of In-House Review.

NONE

1 day


Director/ORDS Staff

2 The researcher receives notice of acceptance of the proposal and memo of the schedule of in-house review

NONE

The Office of Research and Development Services conducts the review of the research proposal through an In-House Review with a pre-identified panel of evaluators.

NONE

1-2 days


Director/Panel of Evaluators



70

The researcher receives the consolidated comments from the panel of evaluators during the In-House Review

The Office of Research and Development Services provides a copy of the comments and suggestions for revision to the researchers.

NONE

5 days after the In-House

Review



3 The researcher revises the research proposal and submits the revised proposal to the Research and Development Services Office.

The Office of Research and Development Services peruses the revised research proposal to determine if comments are taken into consideration in the revision.

NONE

2 days


Director

The Office of Research and Development Services consolidates all revised research proposals which were initially endorsed by the panel evaluators for review and endorsement by the Research and Research Council.

NONE

5 day



The Research and Research Council deliberates and reviews the research proposals for endorsement to

NONE

1 day

Research and Research Council



71

the Board of Regents.

The Research and Research Council through the Office of the Research and Development Services makes the endorsement of the proposals to the Board of Regents.

NONE

1 day

Research and Research Council/


Director

The Board of Regents reviews research proposals and approves those following a certain criteria and prioritization.

NONE

1 day

Board of Regents/Resear

ch and Development

Director

4 The researcher receives the copy of resolution on the approval of the research proposal.

The Research and Development Services Office provides a copy of the Resolution on the approval of the research proposal to the research agent.

NONE

4 hours



The Office of Research and Development Services prepares the Special Order to be signed by the University President and countersigned by the Director for Research and Development Services for the

NONE

1 day

University President/Resea

rch and Development

Director



72

implementation of the approved research project.

5 The researcher receives the Special Order and the Notice to Proceed on the implementation of the research project

NONE

College Research

Coordinator/Faculty Researcher

6 The researcher implements the research project and submits progress report as to the status of the project during the period of implementation

The Office of Research and Development Services receives the progress report of the research agent and makes the necessary comments if project seems not achieving the desired objectives or timeframe is not met.

NONE

5 days after submission of

Progress report


Director/M and E member

7 The researcher receives the comments from the Research and Development Services Office and makes the necessary adjustment in the implementation.

NONE

Upon completion of the project, the Research and Development Director requires the researcher to

NONE


Director



73

prepare a Terminal Report

8 The researcher submits the Terminal Report to the Research and Development Services Director.

The Office of the Research and Development Services reviews the Terminal report as to comprehensiveness and completeness in terms of documents needed and prepares the endorsement and requests the Accounting Office for the release of the honorarium.

NONE



9 The researcher receives the honorarium of the completed research project.

NONE

1 hour

Accounting Office

End of Transaction



74

Office of the Extension Services

1. Extension Proposal Processing

Office/Division: Office of the Extension Services Classification: Simple Type of Transaction:


Who may avail: All Faculty & Personnel Extension Agents


Implementation of Extension Projects Extension Proposal using prescribed template Endorsement Form from the College coordinator and Dean Board Resolution Special Order Progress Report Terminal Report Endorsement for the release of honorarium

From respective College Extension and Deans


A.1 Implementation of Agency Funded Extension Proje cts


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1

The proponent submits extension proposal to the Office of Extension Services with endorsement from the Dean of College and College

The Office of Extension Services receives and checks if the extension proposal follows the template and guidelines prescribed for the conduct of the extension

NONE

1 day

Extension Director/Extensi

on Staff



75

Extension Coordinators

program/project as stipulated in the Extension Manual.

The Extension Services Office checks if the endorsement form complies as to completeness and correctness

NONE

1 hour

Extension Director/Office

Staff

The Office of Extension Services consolidates all extension proposals and prepare the schedule of In-House Review.

NONE

1 day


on Staff

2 The extension agent receives notice of acceptance of the proposal and provides a memo of the schedule of in-house review

The extension agent receives the comments from the panel of evaluators during the In-House Review.

NONE

2 hours


on Staff

3 The extension agent revises the extension proposal and submits the revised

The Office of Extension Services receives the revised extension proposal

NONE

5 days

Extension Director



76

proposal to the Extension Services Office.

and peruses the same if comments are taken into consideration in the revision.

The Office of Extension Services consolidates all revised extension proposals which were initially endorsed by the panel evaluators for review and endorsement by the Research and Extension Council.

NONE

1 day


on Staff

The Research and Extension Council deliberates and reviews the extension proposals for endorsement to the Board of Regents.

NONE

1 day

Research and Extension Council

The Research and Extension Council through the Office of the Extension Services makes the endorsement of the proposals to the Board of Regents.

NONE

1 day

Research and Extension Council/

Extension Director

The Board of Regents reviews extension proposals and approves those

NONE

1 day

Board of Regents/Extensi

on Director



77

following a certain criteria and prioritization.

4 The extension agent receives the copy of resolution on the approval of the extension proposal.

The Extension Services Office provides a copy of the Resolution on the approval of the extension proposal to the extension agent.

NONE

4 hours


on Staff

5 The extension agent receives the Special Order on the implementation of the extension project.

The Office of Extension Services prepares the Special Order to be signed by the University President and countersigned by the Director for Extension Services for the implementation of the approved extension project.

NONE

1 hour

University President/Exten

sion Director

6 The extension agent implements the extension project and submits progress report as to the status of the project during the period of implementation

The Office of Extension Services receives the progress report of the extension agent and makes the necessary comments if project seems not achieving the desired objectives or timeframe is not met.

NONE

5 days after submission of

report

Extension Director/M and

E member



78

7 The extension agent receives the comments from the Extension Services Office and makes the necessary adjustment in the implementation.

Upon completion of the project, the Extension Director requires the extension agent to prepare a Terminal Report and reviews the comprehensiveness and completeness of the report and required attachments

NONE

10 days after project

completion

Extension Director

8 The extension agent submits the Terminal Report to the Extension Services Director.

The Office of the Extension Services receives the Terminal report and prepares the endorsement and requests the Accounting Office for the release of the honorarium.

NONE

1 hour


on Staff

9 The extension agent receives the honorarium of the completed extension project.

NONE

1 hour

Accounting Office

End of Transaction



79

Office of the Internationalization Affairs

1. Processing of International Travels for Training s, Seminars and Conferences of Faculty and Employees

Office/Division: Office of the Internationalization Affairs Services Classification: Simple Type of Transaction:


Who may avail: All Faculty & Personnel

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Letter of invitation or request for attendance / participation of an international training, seminar or conference Certification of the Necessity of Foreign Travel Evaluation form for the necessity of foreign travel Board of Regents Approval Pre-departure orientation seminar Travel documents Re-entry action plans Certificate of attendance

From Conference Organizers

Internationalization Affairs Office



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1

Present letter of invitation for attendance or participation

Verify the letter of invitation for attendance or participation

NONE 5 mins. IAS Office Staff

Facilitate the certification of

NONE 1 min. IAS Office Staff



80

the Necessity of Foreign Travel and evaluation form for the necessity of foreign travel

Facilitate the paperwork for funding of the travel and approval of the board


Advise participants regarding schedule of activities and requirements


End of Transaction

2. Student Exchange Services

Office/Division: Office of the Internationalization Affairs Services Classification: Simple Type of Transaction:


Who may avail: Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Letter of acceptance in an

international student exchange program

2. Outbound student exchange application form

3. Board of Regents Approval 4. Pre-departure orientation seminar 5. Travel documents 6. Certificate of attendance or transcript

of records from host university

From Host University Internationalization Affairs

Office



81



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1

Present student exchange application form and other attachments

Check the student exchange form and other attachments for completeness and correctness


Facilitate meeting with student exchange committee to evaluate applications


Facilitate submission of application and result of application to and from the host university


Conduct pre-departure orientation of concerned students


2

Present post study report

Check the post study report and other attachments for completeness and correctness




82

Provide the registrar and the student a copy of the post study report


End of Transaction

3. Faculty Exchange Services

Office/Division: Office of the Internationalization Affairs Services Classification: Simple Type of Transaction: Government-to-Government Who may avail: All Faculty & Personnel


1. Letter of invitation or request for

attendance / participation of an international training, seminar or conference

2. Certification of the Necessity of Foreign Travel

3. Evaluation form for the necessity of foreign travel

4. Board of Regents Approval 5. Pre-departure orientation seminar 6. Travel documents 7. Re-entry action plans 8. Certificate of attendance

From Conference Organizers

Internationalization Affairs Office



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1

Present letter of invitation for attendance or participation

Verify the letter of invitation for attendance or participation




83

Facilitate the certification of the Necessity of Foreign Travel and evaluation form for the necessity of foreign travel


Facilitate the paperwork for funding of the travel and approval of the board


Advise participants regarding schedule of activities and requirements


End of Transaction



84

University Disaster Risk Reduction Management Offic e

1. University DRRM vulnerability reduction activiti es

Office/Division: University Disaster Risk Reduction Management Office

Classification: Simple Type of Transaction: Government-to-Government Who may avail: All Faculty & Personnel


UDRRM Related Researches Research Proposal using prescribed template Endorsement Form from the college coordinator and dean

From respective College UDRRM Focal Persons

and Deans

Activities for Publication and Dissemination of University DRRM related researches Activity Proposal using prescribed template Endorsement Form from the college coordinator and dean

University DRRM Office

UDRRM Activities based on Research Outputs Activity Proposal using prescribed template Endorsement Form from the college coordinator and dean

University DRRM Office



85



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1

Present UDRRM proposal and endorsement form

Check the UDRRM proposal following the template prescribed.

NONE 5 mins. UDRRMO Staff

Check the endorsement form as to completeness and correctness

NONE 1 min. UDRRMO Staff

Advise proponents regarding schedule of in-house reviews

NONE 1 min. UDRRMO Staff

End of Transaction



86

Office of the Vice President for Administrative Affairs



87

Office of the Property and Supply Management

1. Receipt of Procured Goods Office or Division: Office of the Property and Supply Management Classification: Complex, Highly Technical Type of Transaction: Government-to-Citizen (G2C), Government-to-Business

(G2B), Government-to-Government (G2G). Who ma y avail: All Personnel, Supplier


PPMP Purchase Request BAC Resolution Canvass Abstract of Quotation of Articles Purchase Order

Procurement Office Procurement Office Procurement Office Procurement Office Procurement Office Procurement Office


No. CLIENT

STEPS AGENCY ACTIONS FEES

TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 The supplier deliver the goods to the Property and Supply Management Office (PSMO).

1. 1. Receive deliveries from the supplier/ contractor and checks the items vis-à-vis the Delivery Receipt.

None 1 hour PSM Officer PSM Admin.

Aide

1.2 Compare the delivery receipt/ charge or sales invoice with purchase order.

None 1 hour PSM Admin. Aide

2 Prepare report of delivery of goods, equipment, supplies and materials.

1 hour PSM Officer PSM Admin.

Aide 3 Prepare request for

inspection and forwarded to the Commission on Audit and Inspection Committee of the goods delivered.

2 days PSM Officer PSM Admin.

Aide

4 Record the delivered supplies and materials to

30 min. PSM Admin. Aide



88

stock cards and equipment to Property Card (PC).

5 Assign property number for each equipment.


6 Submit pertinent documents (i.e. Purchase Order, Inspection report, Invoice receipt, delivery receipt, PAR, ICS) to Accounting Office for payment to supplier.


End of Transaction 2. Releasing of Common Supplies and Equipment Office or Division: Property and Supply Management Office Classification: Simple Type of Transaction: Government-to-Citizens (G2C), Government-to-

Government (G2G) Who may avail: All Personnel


Requisition Issue Slip (RIS) Property Acknowledgment Receipt (PAR)

Property and Supply Management Office Property and Supply Management Office


No. CLIENT


BE PAID PROCESSING

TIME PERSON

RESPONSIBLE 1. The

requisitioning personnel fill out the Requisition Issue Slip (RIS)

1.1 The Supply Office personnel requires the requisitioning personnel to fill out the RIS.

None 5 min. PSM Admin. Aide

1.2 Forward the RIS fill out form to the University President for approval.


2. The end-user receives the requisitioned goods from

The Supply Office personnel prepare and issue Property Acknowledgement Receipt (PAR) upon

None 15 min. PSM Officer PSM Admin.

Aide



89

Supply Office.

issuance of the equipment released to the end-user or requisitioner.

3. The Supply Office personnel record the equipment, common supplies and materials released/ issued.


4. Prepare report of supplies and materials issued and submit a copy of the same to the Accounting Office.


TOTAL 1 hour and 50 minutes

End of Transaction 3. Conduct of Physical Count of Inventory Office or Division: Office of the Property and Supply Management Classification: Simple Type of Transaction: Government-to-Citizen (G2C), Who may avail: All Personnel


Request Slip Property Acknowledgement Receipt (PAR)/ Inventory Custodianship Slip (ICS)

Property and Supply Management Office Property and Supply Management Office


No. CLIENT


TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 The personnel fill out request slip for request of physical count of inventory.

Issue a request slip upon request by the personnel concerned

None 5 min PSM Officer PSM Admin.

Aide

2 Assist the PSM Officer or

2.1 Conduct physical count on inventory with

None 1 hour PSM Admin. Aide



90

Admin. Aide in the conduct of physical count of property.

the presence of the personnel concerned.

2.2 Compare PAR/ ICS with the actual property present during the conduct of counting.

30 min. PSM Officer PSM Admin.

Aide

3 Certify the report of the Supply Officer as the correctness and appropriateness of the report/ information

Prepare report both for the serviceable and unserviceable within 3 days after the conduct of physical count.

2 days PSM Officer PSM Admin.

Aide

TOTAL 2 days, 1 hour and 35 min.

End of Transaction



91

Procurement Office

1. Requisition of Civil Work, Goods and Services and Consulting Office or Division: Procurement Office Classification: Complex, Highly Technical Type of Transaction: Government-to-Citizen (G2C), Government-to-Business

(G2B), Government-to-Government (G2G). Who may avail: All Personnel, Supplier


Approved PPMP and ABC

Procurement Office


No. CLIENT STEPS AGENCY ACTIONS FEES

TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 The client/ requisitioning officer submit approved ABC and PPMP to the BAC Secretariat Office for consolidation into APP.

1.1 Procurement Office prepares Purchase Request (PR) and/ or Agency Procurement Request (APR) based on the approved APP or Supplemental/ Revised APP.

None 2 days Procurement Officer

Procurement Office Admin.

Aide BAC

Secretariat

1.2 Budget Office verify and recommends approval of the Purchase Request as to the availability of fund.

None 30 min. Budget Officer

1.3 The University President verify and approves Purchase Request

None 30 min. University President

1.4 BAC Secretariat prepares resolution to identify the mode of procurement.

None 2 days BAC Secretariat

1.5 Procurement Office makes canvass




92

for price quotation if the goods and/ or services are P50,000.00 and below and post the items to be procured at PhilGEPS, if ABC is above P50,000.00.


Aide

1.6 BAC evaluates the price quotation based on the specifications submitted by the provider/ supplier.

None 2 hours BAC

1.7 Procurement Office prepares the abstract and awards to the compliant supplier.



Aide 1.8 Procurement

Office prepares and serves Purchase Order to the winning provider/ supplier if ABC is P50,000.00 below, otherwise, post Purchase Order at PhilGEPS.



Aide

1.9 Submit all the procurement documents to the Supply Office for delivery of goods and services.


End of Transaction



93

Accounting Office 1. Payroll Processing Office or Division: Accounting Office Classification: Highly Technical Type of Transaction: Government-to-Citizen (G2C), Government-to-

Government(G2G) Who may avail: All personnel


Biometric print-out Approved DTR

HRMO Personnel



TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Secure copy of the biometric print-out, transfer to DTR and let it approve from immediate supervisor

Received approved DTR and biometric print-outs of personnel services rendered from HRMO

None 1 hour Accounting Office Admin.

Clerk

Prepare payroll 1 hour Accounting Office Admin.

Clerk Certify and approve

payroll 30 min. Accountant and

Accounting Office Admin.

Clerk Forward payroll to

budget office 15 min. Accounting

Office Admin. Clerk

Issue obligation request and status/ BURS

30 min. Accountant and Accounting

Office Admin. Clerk

Receive for disbursement




94

Office Admin. Clerk

End of Transaction 2. Disbursement Office or Division: Accounting Office Classification: Highly Technical Type of Transaction: Government-to-Citizen (G2C), Government-to-Business

(G2B), Government-to-Government(G2G) Who may avail: All personnel, Supplier


Receipts, invoices and other proof of payments

Personnel/ Supplier



TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Request for payment by submitting complete supporting documents

Receive complete documents in accordance to usual accounting and auditing rules as basis for the preparation of the Disbursement Voucher (DV).

None 30 min. Accounting Office Admin.

Clerk

Prepare disbursement and journal entry vouchers.


Clerk Forward to cashier’s

Office the approved DV if the source of fund is not coming from GAA, Fiduciary and Special Trust Fund for payment, otherwise, submit DV to the budget office for obligation.


Clerk

Receive the obligated DV for recording and certify as to the completeness and cash availability.

None 30 min. Accountant Accounting

Office Admin. Clerk



95

Forward to Cashier’s Office the approved DV for payment.


Clerk End of Transaction

Cashier’s Office

1. Payments/ Issuance of Official Receipt Office or Division: Cashier’s Office Classification: Complex Type of Transaction: Government-to-Citizens (G2C), Government-to-

Businesses (G2B), Government-to-Government (G2G) Who may avail: All undergraduate, Graduate Students, Government

Offices, Non-Government Offices and other Clients

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Payment Checklist Office of the University Cashier Application for Request of Transcript of Records, CAV, Certificates, Honorable Dismissal, Diploma & Others


Issuance of Bid Documents Procurement Office Statement of Account/Request slip/Billings/Order Slip/Remittance Slip

Auxiliary Services and Income Generating Projects Office

Letter Request Guidance Office


NO

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 • Fill out Payment checklist available at the windows

• Present the checklist to the staff on the window

• Present Documents necessary for the transaction

1.1 For Tuition and other School Fees : Get the completely filled up checklist

1.2 For other

payments: Get Application/Order Slip / Billings/Statement of Account/ Request

Refer to posted Schedule of fees on the Bulletin of Information

Amount indicated in the Application/Billings/Statement of Account, etc.

30 seconds

Administrative Officer

II/Administrative Assistant

II/Administrative Aide IV



96

Slip/Letter Request

2 Pay the Amount Count the Money, Print and Issue the Official Receipt

30 seconds

3 Receive the Official Receipt /Change

End of Transaction

2. Releasing of Checks/ Cash

Office or Division: Cashier’s Office Classification: Complex Type of Transaction: Government-to-Citizens (G2C), Government-to-

Businesses (G2B), Government-to-Government (G2G) Who may avail: All undergraduate, Graduate Students, Government

Offices, Non-Government Offices and other Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Valid ID Any Government Offices, Agency you are connected


NO.

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Inform the Client/Payee thru text/Call if he/she has receivable/s from the agency.

None

30 seconds Administrative Aide IV

2 Approach the staff at the office

• Present Valid ID for faculty /staff and students

Require Clients to sign the voucher at the receive payment box

None

30 seconds

Administrative Officer V/Administrative Officer II/Administrative Assistant



97

• Present one (1) valid ID for Supplier

II/Administrative Aide IV

3 Issues Official receipts (for Supplier, Remittances and Billings)

Receives the Official Receipt and release the checks

None

30 seconds

4 Receive checks/cash

End of Transaction 3. Releasing of Mid-term Exam Admission Slip Office or Division: Cashier’s Office Classification: Simple, Complex, or Highly Technical Type of Transaction: Government-to-Citizens (G2C), Who may avail: All undergraduate, Graduate Students, Government

Offices, Non-Government Offices and other Clients

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Payment Checklist Office of the University Cashier


NO.

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.1 Get the completely filled up checklist

1.2 Checks student ledger for possible balance in the University Information System.

1.3 Ask payment for students with balance

None 30 seconds Administrative Officer II/Administrative Assistant II/Administrative Aide IV

2 Pays the amount 1.1 Process payment and issue official receipts.

1.2 Release duly signed Midterm Admission Slip

Amount of

back accounts if there is any

30 seconds



98

3 Receives the Mid-term Admission Slip

End of Transaction

4. Signing of Student Clearance

Office or Division: Cashier’s Office Classification: Complex Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate, Graduate Students


Clearance Office of the College Deans


NO. CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Present the completely filled up Student Clearance to the staff at the window



None 30 seconds Administrative

Officer II/Administrative

Assistant II/Administrative

Aide IV 2 Pays the amount 1.3 Process payment and issue official receipts and

Amount of back

accounts if there is any

30 seconds

3 Receive the duly signed Student Clearance

Sign the Students Clearance

End of Transaction



99

NwSSU San Jorge Campus



100

Campus Dean’s Office Services

1. Admitting First Year Applicants Office or Division: College Dean’s Office Classification: Complex Type of Transaction: Government-to-Citizens (G2C) Who may avail: First Year Applicants


Entrance Examination Result Slip (1 copy)

Guidance and Testing Office




PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Entrance Examination Result Slip

1.1 Receives the entrance examination result slip. 1.2 Conducts the interview if IQ score passed the requirement of the program.



2.1 Compute and rank the performance of the applicants based on the admission criteria. 2.2 Inform the students who qualified for the program to proceed to the Registrar’s Office for the Enrolment/ Registration procedure.


End of Transaction



101

2. Admitting Transferees Office or Division: College Dean’s Office Classification: Complex Type of Transaction: Government-to-Citizens (G2C) Who may avail: Transferees


Entrance Examination Result Slip (1 copy) Evaluation of academic records and computation of GWA (1 copy)

Guidance and Testing Office Office of the University Registrar




PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Entrance Examination Result Slip, Evaluation of Academic Records, and computation of GWA.

1.1 Receives the entrance examination result slip, evaluation of academic records, and computation of GWA. 1.2 Conducts the interview if IQ score passed the requirement of the program.



2.1 Compute and rank the performance of the transferees based on the admission criteria. 2.2 Inform the students who qualified for the program to proceed to the Registrar’s Office for the Enrolment/




102

Registration procedure.

End of Transaction 3. Adding, Dropping, Changing, and Withdrawal of Co urse/Subject Office or Division: College Dean’s Office Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: Undergraduate and graduate students


Change Load Form (1 copy)





PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Change Load Form duly signed by the requesting applicant and cashier.

1.1 Receives the Change Load Form. 1.2 Approves the Change Load Form by affixing the Dean’s signature. 1.3 Inform the requesting applicant to proceed to the Office of the University Registrar to add, change, drop, or withdraw course/subject.


End of Transaction



103

4. Shifting of Program Office or Division: College Dean’s Office Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: Undergraduate and graduate students


Shifter’s Application Form (1 copy)





PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Shifter’s Application Form approved by the Program Chair and Dean from the previous program.

Approves the Shifter’s Application Form by affixing the signature of the Program Chair of the applied program.


2. Presents the Shifter’s Application Form approved by the Program Chair of the applied program.

2.1 Approves the Shifter’s Application Form by affixing the Dean’s signature. 2.2 Inform the student to proceed to the Office of the University Registrar to shift program.


End of Transaction



104

5. Registration Office or Division: College Dean’s Office Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: Undergraduate and graduate students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Student’s Clearance

College Dean’s Office




PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the duly signed Student’s Clearance.

1.1 Evaluate the subjects to be enrolled by the student and approve the Subject Confirmation/ Assessment Slip.


2. Presents the Subject Confirmation/ Assessment Slip approved by the program chair.

2.1 Approves the Subject Confirmation/ Assessment Slip by affixing the Dean’s signature. 2.2 Issue the Subject Confirmation/Assessment Slip. 2.3 Inform the student to proceed to the Office of the University Registrar for the rest of registration/ enrolment steps.


End of Transaction



105

6. Completion of Grades Office or Division: College Dean’s Office Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: Undergraduate and graduate students


Completion Form (1 copy)





PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Completion Form approved by the concern instructor/professor.

1.1 Approves the Completion Form by affixing the signature of the College Dean. 1.2 Inform the student to proceed to the Office of the University Registrar for the rest of the grade completion steps.


End of Transaction 7. Conferment of Degrees Office or Division: College Dean’s Office Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: Graduating students


Application Form for Graduation (1 copy)




106



PROCESSING TIME

PERSON RESPONSIBLE

1. Presents the Application Form for Graduation duly signed by the requesting applicant.

1.1 Approves the Application Form for Graduation by affixing the signature of the College Dean. 1.2 Inform the applicant to proceed to the Office of the University Registrar for the rest of the degree conferment steps.


End of Transaction



107

Office of the Student Affairs Services 1. Processing of Scholarship Application Office or Division: Student Affairs Services Classification: Complex Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate students


1. Original Copy of Certificate of Registration 2. Original Copy of Certificate of Grade/Form

138e 3. Scholarship Form

1. Registrar’s Office 2. Registrar’s Office 3. Student Affairs Office




PROCESSING TIME

PERSON RESPONSIBLE

1. Inquire what scholarship are available and the requirements

Informs clients on the requirements needed

None 1 minute Attending Officer for

Scholarship

2. If qualified, submits photocopy of COR & and original copy of COG in a long brown envelop and fills up scholarship form.

Received documents submitted and upload name in the list of scholar.

None 2 minutes Attending Officer for

Scholarship

End of Transaction

2. Validation of Student Identification Cards Office or Division: Student Affairs Services Classification: Simple Type of Transaction: Government-to-Citizens Who may avail: All undergraduate


1. Original Copy of Certificate of Registration 2. Student Identification Card (ID)

1. Registrar’s Office 2. MIS Office



108



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Present certificate of registration(COR) and student ID

Signs the COR and Validates ID

none 1 minute Attending Officer

2. Signs in the log book for validation

Return Certificate of Registration and Validated ID

1 minute

Attending

Officer

End of Transaction

3. Issuance of Clearance Form

Office or Division: Student Affairs Services Classification: Simple Type of Transaction: Government-to-Citizens Who may avail: All undergraduate


Certificate of Registration /Application for TOR





PROCESSING TIME

PERSON RESPONSIBLE

1. Presents application for TOR or Certificate of Registration

Check the authenticity document

none

1 minute

Attending

Officer

2. Signs in the log book for clearance

Return Application for TOR or Certificate of Registration and issue clearance

1 minute

Attending Officer

End of Transaction



109

4. Student Accident Insurance Claim Office or Division: Student Affairs Services Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate students


Certificate of Registration and Medical Certificate

Medical Doctor




PROCESSING TIME

PERSON RESPONSIBLE

1. Certificate of Registration and Medical Certificate

Verifies if student is officially enrolled and ascertains nature of claim

none 2 minutes Attending Officer

2. Sign in the log book for Insurance Claim and ask whom to contact (if qualified)

Directs client to office of Insurance Agent for processing claim

None 1 minute Attending Officer

End of Transaction



110

Guidance Office

1. Information Service (Institutional Orientation P rogram) Office or Division: Student Affairs Services Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate students and Parents

CHECKLIST OF REQUIREMENTS WHERE TO SECURE 4. Original Copy of Certificate of Registration 1. Registrar’s Office


No. CLIENT


BE PAID PROCESSING

TIME PERSON

RESPONSIBLE 1. Present COR Verifies the program

enrolled if it suits the schedule of orientation

None

30 seconds –

1 minute

Attending Officer

2. Register name on the Registration sheet

Facilitates seats for the orientation

None

1 minute

Attending Officer

3 Listen and participate in the Orientation Program

Conducts Orientation None 4 hours Attending Officer

End of Transaction

2. Information Service (Pre-employment Orientation Pro gram) Office or Division: Student Affairs Services Classification: Simple Type of Transaction: Government-to-Citizens Who may avail: All undergraduate


3. Student Identification Card (ID) 4. MIS Office



111



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Presents ID Verifies I.D. none 30 seconds - 1 minutes

Attending Officer

2. Register name on the Registration sheet

Facilitates seats for the orientation

none

1 minute

Attending

Officer 3 Listen and

participate in the Orientation Program

Conducts Orientation

none

1 day

Attending Officer

4 Receives the Certificate of Attendance

Gives Certificate of Attendance

none

1 minute

Attending Officer

End of Transaction

3. Information Services (C. Career Guidance Orienta tion)

Office or Division: Student Affairs Services Classification: Simple Type of Transaction: Government-to-Citizens Who may avail: All Applicants for Enrolment/Graduating High School


Form 137 (Permanent Record) or Form 138e (High School Rating Card) Good Moral Certificate

School were applicant graduates. Guidance Office of the School were applicant Graduates


No. CLIENT

STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Presents Form 137 or 138e and Good Moral Certificate

Verifies the Rating Card (Form 138e)

none

30 seconds - 1 minute

Attending Officer

2. Registers at the registration sheet

Conducts Orientation

none

4 hours

Attending

Officer



112

3 Listen to the Orientation

Distributes information tools (flyers, etc.)

none

1 minute

Attending

Officer End of Transaction

4. Testing Services Office or Division: Student Affairs Services Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate students


a. Candidates for High School Graduation of the current school year

• Certificate of Live Birth PSA Authenticated (photocopy)

• 4 copies 2x2 colored ID picture (white Background)

• 1 long brown envelope b. High School Graduate

• Form 137 (Permanent Record) or Form 138e (High School Rating Card) or any record of its equivalent

• Transcript of Records for (transferee) • Honorable dismissals(transferee) • Good Moral Certificate • Certificate of Live Birth PSA Authenticated

(photocopy) • 4 copies 2x2 colored ID picture (white

Background) • 1 long brown envelope

• Philippine Statistics Authority

• School were applicant graduates.

• From previous school were

applicant attended. • Guidance Office of the

School were applicant Graduates




PROCESSING TIME

PERSON RESPONSIBLE

1 Present the required documents

Check if the admission requirement is complete




113

2. Accomplish the application form/student Information sheet and submit to concerned personnel

Issue and instruct the applicant regarding the application form


3 Receive examination schedule and prepare for the exam

Issue examination schedule


4 Take the examination on the scheduled date and time

Administer the examination

none 45 minutes – 1 hour

Attending Officer

5 Ask for the availability of the result and register at the services logbook

Inform when the result is available

none 1 minute Attending Officer

End of Transaction



114

Campus Clinic

1. Health Service (Medical and Dental)

Office or Division: Campus Clinic

Classification: Simple

Type of Transaction: Government-to-Citizen (G2C)

Who may avail: All Undergraduate students and Campus Personnel. CHECKLIST OF REQUIREMENTS WHERE TO SECURE School ID and COR for Students MIS office/Registrar Office


No. CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Present ID or COR Sign in the Logbook fill up form for new client patient.

Return ID & COR to the patient Let patient fill up the REFERRAL FORM for new patient. Get patient record at the record section for old student

Php 50.00

3 minutes Campus nurse

2. Assessment of

patient

Vital signs taking, assessment of patient complaints give first aid if necessary. Refer patient to the Physician

5 minutes Campus Nurse

3. Consultation and treatment client will accomplish patient medical record form

Consultation and treatment is conducted: final diagnoses for common ailments




115

and referrals for major illness

4. Proceed to receiving area and wait for the prescribed medicines.

Dispensing of medicines for common ailment & give necessary health teaching.


2. Medical and Dental Referrals

No. CLIENT STEPS

AGENCY ACTIONS FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Present ID & COR. Sign in the Log Book

Return ID and COR to the patient. Let patient fill up health record form for new patient

- Get patients record at the record section for old student


2. Assessment of Patient

Vital signs taking, Assessment of patient compliant or give first aid if necessary

- Let patient fill-up referral form.

10 minutes Campus nurse

3. Received referral note

Give instruction to the patient




116

Library

1. Issuance of Library Card Office or Division: Library Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate students


1. Picture 1 x1 white background Bring to present for issuance



PROCESSING TIME

PERSON RESPONSIBLE

1. Present library card with picture and validated the current semester

Verify the validation

None 1 minute Library Clerk

2. Register in the log book by program/courses

Check properly signed

None 1 minute Library clerk

End of Transaction 2. Circulation Services Office or Division: Library Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate students


Library Card

Library




PROCESSING TIME

PERSON RESPONSIBLE

1. Search the call number of the books in the card catalog

2 minutes None 2 minute Librarians



117

2. Proceed to the shelves ( Open shelves system)

1 minute None 1 minute Librarians

3 Ask assistance from library personnel for the materials needed or other queries.

1 minute None I minute Librarians

End of Transaction 3. Photocopying/Borrowing Library Materials Office or Division: Academic Affairs Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate students


Library Card

Library




PROCESSING TIME

PERSON RESPONSIBLE

1. Present books to be borrowed and library card

Full out the book card for filling up the borrower

None 2 minute Library personnel

2. Fill out book card with name, college and student/ number and present library staff

Check properly filled out


3 Wait for the books to be processed for check-out

Write the due date of book

None I minute Library personnel

4 Receive books Issue book/s borrowed to the borrower

None 2 minutes Library personnel

End of Transaction



118

4. Returning Library Materials Office or Division: Library Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate students


Library Card

Library




PROCESSING TIME

PERSON RESPONSIBLE

1. Check the accession no of book/s returned and due date.

Acceptance in good condition


2. If overdue fines are imposed payment done in Cashier office

Penalty Days overdue

1 minute Library personnel

3 Received computation of penalty

payment of penalty

Number of days of penalty imposed

I minute Library personnel

4 Present official receipt of payment

Records the o. r. number

Number of days of penalty imposed

2 minutes Library personnel

5 Claim the library card

Issuance of library card

None 2 minutes Library personnel

End of Transaction 5. Reserved Section Office or Division: Library Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate students


Library Card

Library



119




PROCESSING TIME

PERSON RESPONSIBLE

1. Approach library personnel references/books needs in reserved section

Locate the books availability


2. Attached library card/book card

Presents the book


3 Stay in the reading area

Location for study

None I minute Library personnel

End of Transaction 6. Learning Space Office or Division: Library Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate students


Library Card

Library




PROCESSING TIME

PERSON RESPONSIBLE

1. Presents library card and logs-in

Open the Computer


2. Proceeds to computer and performs activity

1 hour allowed


End of Transaction



120

Office of the Campus Registrar

1. Registration Services

a. Incoming Freshmen (Undergraduate)

Office/Division: Office of the Campus Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All qualified incoming freshmen undergraduate

students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Undergraduate

Subject Confirmation & Assessment Slip From 138 (Card) Certificate of Good Moral Character Birth Certificate (PSA/NSO) Medical Certificate 2x2 picture Brown Envelop

From respective Colleges School last attended/graduated School last attended/graduated PSA Office University Clinic



PROCESSING TIME

PERSON RESPONSIBL

E 1








121




3






End of Transaction

b. Transferees

Office/Division: Office of the Campus Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All qualified transferee undergraduate students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Application for crediting of courses form Academic record with the computed GWA Subject Confirmation & Assessment Slip Official Transcript of Records (for evaluation) Honorable Dismissal Certificate of Good Moral Character Birth Certificate (PSA/NSO) Medical Certificate 2x2 picture Brown Envelop

From respective Area Chair/Colleges Office of the Campus Registrar From respective Colleges School where you last attended School where you last attended School where you last attended PSA Office Campus Clinic



122



FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Present Approved application for crediting of courses form, Evaluated academic record with the computed GWA and Subject Confirmation & Assessment Slip










4

Receive and affix signature to the Certificate of Registration to manifest that all entries



Advise students to proceed to the SAS




123

are true and correct.

for the Student ID issuance.

End of Transaction

c. Shiftee

Office/Division: Office of the Campus Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All qualified shiftee undergraduate students


5. Duly accomplished student clearance 6. Subject Confirmation & Assessment Slip 7. Application for crediting of courses form 8. Academic record with the computed GWA

From respective Colleges From respective Colleges Office of the Campus Registrar Office of the Campus Registrar



FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1

Present duly accomplished clearance, Approved application for crediting of courses form, Evaluated academic record with the computed GWA and Subject Confirmation



Subject Confirmation/ Assessment Slip issued in their respective




124

& Assessment Slip

departments/colleges is duly accomplished.



3


Shifts the applicant from old to new program and Re-Issue Certificate of Registration to manifest official enrolment in the University




End of Transaction

d. Returnee

Office/Division: Office of the Campus Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All qualified returning undergraduate students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Student clearance Subject Confirmation & Assessment Slip Application for crediting of courses form Academic record with the computed GWA Returnee’s Application form

From respective Colleges From respective Colleges Office of the Campus Registrar Office of the Campus Registrar



125



FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1








4

Receive and affix signature to the Certificate of Registration to manifest that all entries



Advise students to proceed to the SAS




126

are true and correct.

for the Student ID validation.

End of Transaction

e. Continuing

Office/Division: Office of the Campus Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All qualified continuing undergraduate students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Student clearance Subject Confirmation & Assessment Slip

From respective Colleges From respective Colleges



FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

1

Present duly accomplished clearance, and Subject Confirmation & Assessment Slip

Check that the clearances are duly accomplished together with their Subject Confirmation / Assessment Slip issued in their respective departments/colleges.




3

Receive and affix signature to the

Issue Certificate of Registration to manifest official




127

Certificate of Registration to manifest that all entries are true and correct.

enrolment in the University



End of Transaction

f. Adding/Dropping/Changing/Withdrawal of Load

Office/Division: Office of the Campus Registrar Classification: Simple Type of Transaction: Government-to-Citizens (G2C) Who may avail: All officially enrolled students


Certificate of Registration Change load form Official Receipt

From Campus Registrar From respective Colleges Cashier’s Office



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBL

E 1 Secure

change load form

Issue Change load form


2 Fill – up change load form

Advise students to proceed to Cashiers office for the payment of

P20.00/subject




128

change load.

3 Present duly accomplished change load form, official receipt and Certificate of Registration

Receive a copy of the Change Load Form duly signed by the requesting applicant, the Cashier and approved by the Dean.

NONE 1min. Registrar Staff

4 Receive and affix signature to the Certificate of Registration to manifest that all entries are true and correct.

Re-Issue Certificate of Registration to manifest official enrolment in the University


End of Transaction

2. Filing for the release of the following Credenti als/Documents

a. Official Transcript of Records (Original/Re-issu ance)

Office/Division: Office of the Campus Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All current and former students



129


4. Application for Request of Credentials 5. Official Receipt 6. Documentary Stamp 7. Student Clearance (for 1st time applicant)

Office of the Campus Registrar Cashier’s Office BIR From respective Colleges



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBL

E 1 Secure

application for Request of Credentials form and fill-in particulars and purpose.





Advise students to proceed to Cashiers office for the payment of Official Transcript of Records.

P50.00/page

P30.00 Doc. Stamp


3 Present duly approved application for Request of Credentials form, Official


Application for Request of




130

Receipt, Documentary Stamp and duly signed student clearance for first time applicants.

Credentials Form, Official Receipt & duly signed clearance then issue claim stub.




End of Transaction

b. Honorable Dismissal

Office/Division: Office of the Campus Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All current and former students opting to transfer


3. Application for Request of Credentials 4. Official Receipt 5. Documentary Stamp

Office of the Campus Registrar Cashier’s Office BIR



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Secure application for Request of

Check and verify for the completeness of the student




131

Credentials form

records and Issue application for Request of Credentials forms.



Advise students to proceed to Cashiers office for the payment of Honorable Dismissal.

P55.00/page

P30.00 Doc. Stamp


3 Present duly approved application for Request of Credentials form, Official Receipt, documentary stamp and duly signed student clearance for first time applicants.


Application for Request of Credentials Form then issue claim stub.





End of Transaction



132

c. Diploma

Office/Division: Office of the Campus Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All graduates


4. Application for Request of Credentials 5. Official Receipt 6. Documentary Stamp 7. Affidavit of Loss (for 2nd copy)

Office of the Campus Registrar Cashier’s Office BIR Notary Public



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE






Advise students to proceed to Cashiers office for the payment of Diploma.

P150.00 (1st

time) P250.00

(2nd time)

P30.00 Doc.

Stamp


3 Present duly approved application for





133

Request of Credentials form, Official Receipt, Documentary Stamp and duly signed student clearance for first time applicants.

Application for Request of Credentials Form, Official Receipt & duly signed clearance then issue claim stub.




End of Transaction

d. Certifications

Office/Division: Office of the Campus Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C), Government-to-

Businesses (G2B), Government-to-Government (G2G)

Who may avail: All current and former students


3. Application for Request of Credentials 4. Documentary Stamp 5. Official Receipt

Office of the Campus Registrar BIR Cashier’s Office



134



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE






Advise students to proceed to Cashiers office for the payment of Certifications.

P30.00/ Certificatio

n

P30.00 Doc.

Stamp


3 Present duly approved application for Request of Credentials form, Documentary stamp and Official Receipt.









135

End of Transaction

e. Form 137

Office/Division: Office of the Campus Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All former high school students


Application for Request of Credentials Official Receipt Documentary Stamp Student’s Clearance (for 1st Time Applicants)

Office of the Campus Registrar Cashier’s Office BIR College/Department Concern



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE





Advise students to proceed to Cashiers office for the payment of Form 137.

P50.00/page

P30.00 Doc.

Stamp




136


3 Present duly approved application for Request of Credentials form, Student’s Clearance, Documentary stamp and Official Receipt.







End of Transaction

3. Completion of INC’s

Office/Division: Office of the Campus Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All officially enrolled students


Application for Completion of Incomplete Grades Official Receipt

Office of the Campus Registrar Cashier’s Office



137



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Secure application form for the Completion of Grade

Issue Completion of Grades Form


2 Fill – up Completion Form and Pay Corresponding Fees


Advise students to proceed to Cashiers office for the payment of completion of INC.

P50.00/subject


3 Present duly approved application for Completion of Incomplete Grades form, and Official Receipt.


Application Completion of Incomplete Grades form, and Official Receipt.

Logs and release the Student’s Copy of the Form


End of Transaction



138

4. Authentication

Office/Division: Office of the Campus Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All former students


Photocopies of Student’s Academic Records for Authentication Official Receipt

Office of the Campus Registrar Cashier’s Office



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Present photocopies of student’s documents for authentication

Check and verify the student’s records





P20.00/3pag

es


3

Present Official Receipt and documents

Checks and verify entries of the documents for authenticity, and




139

for authentication

ask the Official Receipt

Authenticates, logs and releases of Credential/s applied for.


End of Transaction

5. Certification, Authentication, and Verification (CAV)

Office/Division: Office of the Campus Registrar Classification: Highly Technical Type of Transaction: Government-to-Citizens (G2C) Who may avail: All former/active students


Application for Request of Credentials Documentary Stamp Official Receipt

Office of the Campus Registrar BIR Cashier’s Office



FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE






140




P5.00/page

P30.00 Doc.

Stamp


3 Present duly approved application for Authentication, Official Receipt and Documentary Stamp


Application for CAV, and Official Receipt


4 Presents Claim Stub on scheduled date

Issue CAV, logs and releases of Credential/s applied for.


End of Transaction



141

Supply Office

1. Receipt of Procured Goods Office or Division: Supply Office Classification: Complex, Highly Technical Type of Transaction: Government-to-Citizen (G2C), Government-to-Business

(G2B), Government-to-Government (G2G). Who may avail: All Personnel, Supplier


PPMP Purchase Request BAC Resolution Canvass Abstract of Quotation of Articles Purchase Order

Procurement Office Procurement Office Procurement Office Procurement Office Procurement Office Procurement Office


No. CLIENT


TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 The supplier deliver the goods to the Property and Supply Management Office (PSMO).

1. 1. Receive deliveries from the supplier/ contractor and checks the items vis-à-vis the Delivery Receipt.

None 1 hour Supply Officer Supply Office Admin.Aide

1.2 Compare the delivery receipt/ charge or sales invoice with purchase order.


2 Prepare report of delivery of goods, equipment, supplies and materials.

1 hour Supply Officer Supply Office Admin.Aide

3 Prepare request for inspection and forwarded to the Commission on Audit and Inspection Committee of the goods delivered.

2 days Supply Officer Supply Office Admin.Aide

4 Record the delivered supplies and materials to

30 min. Supply Officer Supply Office Admin.Aide



142

stock cards and equipment to Property Card (PC).

5 Assign property number for each equipment.


6 Submit pertinent documents (i.e. Purchase Order, Inspection report, Invoice receipt, delivery receipt, PAR, ICS) to Accounting Office for payment to supplier.


TOTAL 2 days, 3 hours and 10

min.

End of Transaction 2. Releasing of Common Supplies and Equipment Office or Division: Supply Office Classification: Simple Type of Transaction: Government-to-Citizens (G2C), Government-to-

Government (G2G) Who may avail: All Personnel


Requisition Issue Slip (RIS) Property Acknowledgment Receipt (PAR)

Supply Office Supply Office


No. CLIENT


BE PAID PROCESSING

TIME PERSON

RESPONSIBLE 1. The

requisitioning personnel fill out the Requisition Issue Slip (RIS)

1.1 The Supply Office personnel requires the requisitioning personnel to fill out the RIS.

None 5 min. Supply Officer Supply Office Admin.Aide

1.2 Forward the RIS fill out form to the University President for approval.




143

2. The end-user receives the requisitioned goods from Supply Office.

The Supply Office personnel prepare and issue Property Acknowledgement Receipt (PAR) upon issuance of the equipment released to the end-user or requisitioner.


3. The Supply Office personnel record the equipment, common supplies and materials released/ issued.


4. Prepare report of supplies and materials issued and submit a copy of the same to the Accounting Office.


TOTAL 1 hour and 50 minutes

End of Transaction 3. Conduct of Physical Count of Inventory Office or Division: Supply Office Classification: Simple Type of Transaction: Government-to-Citizen (G2C), Who may avail: All Personnel


Request Slip Property Acknowledgement Receipt (PAR)/ Inventory Custodianship Slip (ICS)

Supply Office Supply Office


No. CLIENT


TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 The personnel fill out request slip for request

Issue a request slip upon request by the personnel concerned

None 5 min Supply Officer Supply Office Admin.Aide



144

of physical count of inventory.

2 Assist the PSM Officer or Admin. Aide in the conduct of physical count of property.

2.1 Conduct physical count on inventory with the presence of the personnel concerned.


2.2 Compare PAR/ ICS with the actual property present during the conduct of counting.


3 Certify the report of the Supply Officer as the correctness and appropriateness of the report/ information

Prepare report both for the serviceable and unserviceable within 3 days after the conduct of physical count.

2 days Supply Officer Supply Office Admin.Aide

TOTAL 2 days, 1 hour and 35 min.

End of Transaction



145

Accounting Office

1. Payroll Processing Office or Division: Accounting Office Classification: Highly Technical Type of Transaction: Government-to-Citizen (G2C), Government-to-

Government(G2G) Who may avail: All personnel


Biometric print-out Approved DTR

HRMO Personnel



TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Secure copy of the biometric print-out, transfer to DTR and let it approve from immediate supervisor

Received approved DTR and biometric print-outs of personnel services rendered from HRMO


Clerk

Prepare payroll 1 hour Accounting Office Admin.

Clerk Certify and approve

payroll 30 min. Accountant and

Accounting Office Admin.

Clerk Forward payroll to

budget office 15 min. Accounting

Office Admin. Clerk

Issue obligation request and status/ BURS


Office Admin. Clerk

Receive for disbursement


Office Admin. Clerk

TOTAL 3 hours and 45 min.

End of Transaction



146

2. Disbursement Office or Division: Accounting Office Classification: Highly Technical Type of Transaction: Government-to-Citizen (G2C), Government-to-Business

(G2B), Government-to-Government(G2G) Who may avail: All personnel, Supplier


Receipts, invoices and other proof of payments

Personnel/ Supplier


No. CLIENT


TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Request for payment

Receive complete documents in accordance to usual accounting and auditing rules as basis for the preparation of the Disbursement Voucher (DV).


Clerk

Prepare disbursement and journal entry vouchers.


Clerk Forward to cashier’s Office

the approved DV if the source of fund is not coming from GAA, Fiduciary and Special Trust Fund for payment, otherwise, submit DV to the budget office for obligation.


Clerk

Receive the obligated DV for recording and certify as to the completeness and cash availability.

None 30 min. Accountant Accounting

Office Admin. Clerk

Forward to Cashier’s Office the approved DV for payment.


Clerk TOTAL 2 hours and

45 min.

End of Transaction



147

Cashier’s Office

1. Payments/ Issuance of Official Receipt Office or Division: Cashier’s Office Classification: Complex Type of Transaction: Government-to-Citizens (G2C), Government-to-

Businesses (G2B), Government-to-Government (G2G) Who may avail: All undergraduate, Government Offices, Non-

Government Offices and other Clients

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Payment Checklist Campus Cashier Application for Request of Transcript of Records, CAV, Certificates, Honorable Dismissal, Diploma & Others

Registrar

Issuance of Bid Documents Procurement Office Statement of Account/Request slip/Billings/Order Slip/Remittance Slip

Auxiliary Services and Income Generating Projects Office

Letter Request Guidance Office


NO

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



• Present Documents necessary for the transaction

2.1 For Tuition and other School Fees : Get the completely filled up checklist

2.2 For other

payments: Get Application/Order Slip / Billings/Statement of Account/ Request Slip/Letter Request

Refer to posted Schedule of fees on the Bulletin of Information

Amount indicated in the Application/Billings/Statement of Account, etc.

30 seconds

Cashier Admin. Assistant



148

2 Pay the Amount Count the Money, Print and Issue the Official Receipt

30 seconds

3 Receive the Official Receipt /Change

End of Transaction

2. Releasing of Checks/ Cash

Office or Division: Cashier’s Office Classification: Complex Type of Transaction: Government-to-Citizens (G2C), Government-to-

Businesses (G2B), Government-to-Government (G2G) Who may avail: All undergraduate, Government Offices, Non-

Government Offices and other Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Valid ID Any Government Offices, Agency you are connected


NO.

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Inform the Client/Payee thru text/Call if he/she has receivable/s from the agency.

None

30 seconds Cashier Admin. Assistant

2 Approach the staff at the office

• Present Valid ID for faculty /staff and students

• Present one (1) valid ID for Supplier

Require Clients to sign the voucher at the receive payment box

None

30 seconds Cashier Admin. Assistant

3 Issues Official receipts (for Supplier,

Receives the Official Receipt and release the checks

None 30 seconds



149

Remittances and Billings)

4 Receive checks/cash

End of Transaction

3. Releasing of Mid-term Exam Admission Slip Office or Division: Cashier’s Office Classification: Simple, Complex, or Highly Technical Type of Transaction: Government-to-Citizens (G2C), Who may avail: All undergraduate, Government Offices, Non-

Government Offices and other Clients

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Payment Checklist Office of the Cashier


NO.

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE



1.4 Get the completely filled up checklist



None 30 seconds

Cashier Admin.

Assistant

2 Pays the amount 1.3 Process payment and issue official receipts.

1.4 Release duly signed Midterm Admission Slip

Amount of

back accounts if there is any

30 seconds

3 Receives the Mid-term Admission Slip

End of Transaction



150

4. Signing of Student Clearance

Office or Division: Cashier’s Office Classification: Complex Type of Transaction: Government-to-Citizens (G2C) Who may avail: All undergraduate, Graduate Students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE Clearance Office of the Campus Dean


NO. CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1 Present the completely filled up Student Clearance to the staff at the window



None 30 seconds

Cashier Admin.

Assistant

2 Pays the amount 1.3 Process payment and issue official receipts and

Amount of back

accounts if there is any

30 seconds

3 Receive the duly signed Student Clearance

Sign the Students Clearance

End of Transaction



151

FEEDBACK AND COMPLAINTS MECHANISM How to send Feedback Fill-up Client’s Feedback Form and drop at the

designated Client’s Feedback Drop box located in the particular office where transaction was made.

How Feedback are processed Every week, the personnel from Quality Assurance Office opens the drop box and compiles and records all feedbacks submitted. Every month, the QA Director make a report of the summary of feedbacks and provide copy to respective offices.

How to file a complaint Complaint can be filed by sending formal letter through mail or personal to concerned office. Received copy should be secured by the complainant.

How complaints are processed

The formal letter received by the concerned office should be answered by the head of office within 15 days upon receipt. The complaints are evaluated and processed for resolution and or referral to the next higher office.

Contact Information of Contact Center ng Bayan (CCB), Presidential Complaints Center (PCC), Legal and Public Assistance Office, ARTA

CCB : 0908-881-6565 (SMS) PCC : 8888 ARTA : [email protected] 1-ARTA (2782)



152

LIST OF OFFICES

Office Address Contact Information

Office of the University President

2nd Floor of Administrative Building Nwssu Main Campus, Calbayog City, Samar

6710

(055) 2093657 [email protected]

Office of the University and Board Secretary

2nd Floor of Administrative Building NwSSu Main Campus, Calbayog City, Samar

6710

(055) 2093657 [email protected]/ [email protected]

Planning Office @2nd Floor of Administrative Building Nwssu Main Campus, Calbayog City, Samar

6710


Quality Assurance Office @2nd Floor of Administrative Building Nwssu Main Campus, Calbayog City, Samar

6710


International Affairs Office

Ground Floor of Information Center,

NwSSU Main Campus, Calbayog City Samar, 6710


Internal Auditor Office Ground Floor of Business

Development Center, NwSSU Main

Campus, Calbayog City Samar, 6710


Legal Officer Office Ground Floor of Engineering

Technology, NwSSU Main Campus,

Calbayog City Samar, 6710


Office of the Vice President for Administrative Affairs

@2nd Floor of Administrative Building Nwssu Main Campus,




153

Calbayog City, Samar 6710

Office of the Human Resource Management Officer

Ground Floor, HRMO building, NwSSU Main



Office of the Human Resource Development Officer

Ground Floor, HRMO building, NwSSU Main



Office of the Supply and Property Management Officer

Ground Floor, Supply Building, NwSSu Main



Procurement Office @2nd Floor of Administrative Building Nwssu Main Campus, Calbayog City, Samar

6710


School Plant Facilities and Infrastructure Development Office

2nd Floor of Technology Complex Building Nwssu Main Campus, Calbayog City, Samar 6710


Management Information System Office

Ground Floor, MIS Building, NwSSU Main



Records Office 2nd Floor of Food Technology Building

Nwssu Main Campus, Calbayog City, Samar

6710

[email protected]

Security Services Office Ground Floor of College of Arts and

Science, NwSSU Main Campus, Calbayog City Samar, 6710


Accounting Office @2nd Floor of Administrative Building Nwssu Main Campus, Calbayog City, Samar

6710


Cashier’s Office Ground Floor, of Administrative Building

,NwSSU Main




154


Budget Office Ground Floor, of Administrative Building

,NwSSU Main Campus, Calbayog City Samar, 6710


Auxiliary/ Business Affairs

Ground Floor of Business

Development Center, NwSSU Main

Campus, Calbayog City Samar


Office of the Vice President for Academic Affairs

2nd Floor of Student Affairs and Services,

NwSSU Main Campus, Calbayog City, Samar 6710


Office of the Dean, College Of Arts and Sciences

Ground Floor, College of Arts and Sciences

Building, NwSSU Main Campus Calbayog City, Samar 6710


Office of the Dean, College of Engineering and Technology

2nd Floor, Engineering Technology Building,

NwSSU Main Campus Calbayog City, Samar

6710


Office of the Dean, College of Education

Ground Floor, Teacher Education, NwSSU

Main Campus Calbayog City, Samar,

6710


Office of the Dean, College of Information Technology

Ground Floor, Information Technology

Building, NwSSU Main Campus Calbayog City Samar, 6710


Office of the Dean, College of Management

Ground Floor, College of Management

Building NwSSU Main Campus Calbayog City, Samar 6710


Office of the Student Affairs and Services

2nd Floor,NwSSU Main Campus




155


Office of the Supervisor, NSTP

Ground Floor of College of Education, NwSSU Main Campus

, Calbayog City Samar, 6710


Office of the University Librarian





Ground Floor, Registrar Building,



Vice President for Research, Extension and External Affairs




Office of the Research and Development Services




Research Center for Big Data Sciences and Analysis

2nd Floor of VP-REEA Office Building, Nwssu

Main Campus, Calbayog City Samar,

6710


Center of Research for Future Building Materials and Structure



6710


Samar Integrated Organic Agriculture Research and Development Center



6710


Office of the Extension Services

2nd Floor, VP-REEA Office, NwSSU Main Campus Calbayog City, Samar 6710


Office of External Affairs 2nd Floor of VP-REEA Office Building, Nwssu

Main Campus,




156

Calbayog City Samar, 6710

Gender and Development Office

Ground Floor of Information Center,



University Disaster and Reduction Office



Office of the Peso Coordinator



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