OFFICE OF THE STUDENT AFFAIRS AND SERVICES

Republic of the Philippines

SULTAN KUDARAT STATE UNIVERSITY ACCESS, EJC Montilla , 9800 City of Tacurong Province of Sultan Kudarat

OFFICE OF THE STUDENT AFFAIRS AND

SERVICES

MANUAL OF OPERATION (Proposal)

SKSU OSAS Manual of Operation (Proposal) 2019

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CONTENTS INTRODUCTION VISION, MISSION, GOAL, OBJECTIVES AND CORE VALUES Vision 3 Mission 3 Goal 3 Objectives 3 Core Values 4 QUALITY POLICY 5 THE OFFICE OF STUDENT AFFAIRS AND SERVICES Goal 6 Objectives 6 The Director for Student Affairs and Services 6 Chairman for Scholarship 7 Chairman for Student Discipline 7 Chairman for Health Services 7 Chairman for Muslim Organization and Affairs 8 Chairman for Monitoring and Evaluation 8 Chairman for Student Affairs and Organization (USG Adviser) 8 Campus Student Body Organization Adviser 9 STUDENT WELFARE SERVICES Guidance and Testing Services 10 Health Services 10 Library Services 10 Other Scholarship Grants, Financial Assistance and Grants-in-Aid 11 Sports and Socio-cultural Services 12 Housing and other Facilities 12 Services for Student with Special Needs and Persons with Disabilities 13 STUDENT ORGANIZATIONS

General Provision 14 University Student Government 14 Campus Student Body Organization 14 Department/Class/Clubs 15 Other Organizations 15 Supervision of Student Organizations and Activities 15 Accreditation of the Student Organization 16 Election 16 CO-CURRICULAR AND EXTRA-CURRICULAR ACTIVITIES General Provision 17 Educational Tour/Field Trip/Off-Campus Activities 17 Other Activities 17 Collection and Utilization of Fines and other Contributions 18 RESEARCH ON STUDENT AFFAIRS AND SERVICES 19

MONITORING AND EVALUATION 19 REWARDS AND INCENTIVES 19


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OPERATIONAL PROCESSES Approval of Student Travels 20

Review and Evaluation of Activity Design 20 Accreditation of Clubs and Organizations 20 Billing for CHED Scholars 21 Submission of Scholarship Reports 21

List of Student Welfare and Development Programs 23 List of Sponsored Leadership Trainings 26 List of Religious Activities 27 Organizational Structure 28 References/Sources 28 Committee on the Development of OSAS Manual of Operation 29


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INTRODUCTION The Office of Student Affairs and Services, under the Office of the Vice President for Academic Affairs, is the main proponent in handling student programs and activities which may include health services, scholarship, insurances, student organizations and other programs concerning students.

The Office imbued its goal to serve the university and the students and other clientele presented this operational manual to give information and understanding on the functions and services given by the office. This serves as the gateway for students and other concerned individuals to understand how the office operate with its existing officers and their corresponding functions and the functions given to each division.

Furthermore, this manual is in accordance with the University Code and Student Manual.

The University’s Mandate: Vision, Mission, Goal, Objectives and Core Values Vision

A trailblazer in arts, science and technology in the region. Mission

The University shall primarily provide advanced instruction and professional training in science and technology, agriculture, fisheries, education and other relevant fields of study. It shall also undertake research and extension services, and provide progressive leadership in its areas of specialization. Goal To produce graduates with excellence and dignity in arts, science and technology. Objectives

a. Enhance human resource competency, development, commitment, professionalism, unity and true spirit of service for public accountability, transparency and delivery of quality services; b. Provide relevant programs and professional trainings that will respond to the development needs of the region; c. Strengthen local and international collaborations and partnerships for borderless programs; d. Develop a research culture among faculty and students; e. Develop and promote environmentally-sound and market-driven knowledge and technology at par with international standards; f. Promote research-based information and technologies for sustainable development; and, g. Enhance resource generation and mobilization to sustain financial viability of the University.


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Core Values of the University F- airness A- ccountability T-ransparency E- xcellence S-ervice

a. Fairness: Impartiality 1. To give an equal or equitable chance to everybody; 2. To see, hear, and know all sides; 3. To implement participatory governance.

b. Accountability: Responsibility 1. To institute accountability at all levels; 2. To report accurately and timely through tri-media; 3. To reward good performers and sanction non-performers.

c. Transparency: Honesty

1. To ensure that all operations of the University will be made transparent; 2. To be factual and cost-effective; 3. To be truthful; 4. To computerize processes that will streamline operations and decision-making and minimize red tape and bureaucratic procedures.

d. Excellence: Quality

1. To be visionary and think outside the box; 2. To develop centers of excellence and development in different disciplines; 3. To develop regional capabilities in Research and Development (R&D), Science and Technology; 4. To advocate stake ownerships not just stakeholdership to all constituents; 5. To seek for excellence and not stop at “good”.

e. Service to God and people: God-fearing 1. To lead by example and inspire constituents and be proud as SKSUans; 2. To effect God-centred governance; 3. To be fair, accountable, and transparent within and without.


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QUALITY POLICY

The Sultan Kudarat State University strives to provide globally competitive professionals in arts, science and technology instilled on its core values; and its committed to strengthen innovative research and extension services to capacitate stakeholders, industry partners and other interested parties; SKSU is committed to fully meet the clients’ expectations driven by its management principles and passion to;

Demonstrate strong leadership by integrating QMS in the organizational processes; Engage its people at all levels in maximizing opportunities, enhancing good practices, develop

its people competencies, thereby empowering them to creativity and accountability; Improve the client’s satisfaction by providing high quality service with professionalism,

fairness, and integrity; Act effectively and efficiently on the requests of clients with transparency and urgency; Comply with applicable legal and statutory requirements and obligations; Promote proactive controls to ensure effective mitigation and risk management ; and Continually improve Quality Management system through periodic review of quality objectives,

target, and plants. Moreover, please take note of the following Quality Objectives: In line with the Sultan Kudarat State University’s mission and in support of its Quality Policy, the University ensures to perform its mandate functions to achieve the following objectives:

Attain higher level of accreditation status for the curricular programs offered; Improve performance in the programs with licensure examination; Produce on-time graduates on the priority programs of higher and advance education; Attain graduate students’’ satisfaction as to delivery of education; Implement the approved career development plan on time; Implement researchers and provide technical assistance in Education, Agri-fishery, ICT, as

well as Arts and Sciences; Strengthen publication of research outputs in refereed journals and registration with IPOPhil; Provide responsive extension services to farmers, fishermen, women, and other small and

Medium Entrepreneurs(SMEs); Ensure maximum utilization and budget through timely execution of plans, programs, and

projects; and Assess periodically and mitigate potential risks associated with the implementation processes


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THE OFFICE OF STUDENT AFFAIRS AND SERVICES

The Office of Student Affairs and Services is headed by a Director, preferably a doctoral degree holder with relative training and experience on student affairs and services, who shall oversee the operation and discharge of the services of the following units:

a. University Student Government (USG); b. Student Clubs, Student Body Organizations, Associations, Other Organizations; c. Scholarships and Assistantships; d. Health Services; e. Dormitory; f. Food Services; and g. Students’ Insurance Services.

Goal

To serve and develop students holistically Objectives

a. Provide Student Welfare and Development Programs that will nurture the students. b. Empower Student Leaders in serving the University and the community. c. Facilitate all student programs of the University d. Promote access to quality, relevant, efficient and effective student affairs and services. e. Support student development and welfare.

The Director for Student Affairs and Services

He/ She shall have the following specific functions and responsibilities:

a. prepare student services programs to include activities and services such as student welfare, students, student development, institutional student programs and activities;

b. implement, coordinate, monitor and evaluate programs and services for student welfare and development;

c. evaluate students’ clubs and organizations for registration and accreditation; d. supervise and monitor the implementation of policies and regulations governing students’

activities; e. require periodic financial reports of clubs, organizations and associations registered and

accredited by the University for record and information purposes; f. recommend for student disciplinary action any accountable officer of a student organization

who fails to submit the periodic financial report. g. facilitate the scholarships and assistantship to qualified and deserving students of the

University; h. present and provide criteria for scholarships and assistantships by sponsoring/ funding

agencies, institutions and private organizations to the campuses of the University; i. review and implement existing criteria and policies set by the University in the grant of

scholarship and assistantship; j. supervise the operation of health services; k. coordinate closely with the Dormitory In-Charge in the implementation of policies, rules and

regulations on the operation of the dormitory; l. ensure that food services to students are offered at affordable cost, nutritious, safe, and

hygienic; m. facilitate the effective implementation of students’ insurances; n. observe protocol in sending students to travels to attend trainings, seminars, conferences,

etc.;


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o. supervise closely the conduct of activities and projects initiated/ spearheaded by the University Student Government;

p. review budgetary allocation based on the approved sharing scheme; q. require in every duly approved activity/ training designs, a written report of all activities

undertaken by the student organization, association and clubs in all campuses of the University with proper documentation including pictorials, attendance, evaluation, narrative report and financial statement; and

r. perform other related tasks which are deemed necessary. Chairman for Scholarship

The office of the Scholarship shall be headed by a chairman. Preferably he/she be a regular permanent and serve the university for at least 1 year.

He /She shall perform the following duties and functions: a. Conduct scholarship orientation to students during Annual Orientation Program for

incoming freshmen and transferees (types of scholarships. requirements, guidelines, etc.) b. Presents and provide criteria for scholarships and assistantships by sponsoring/funding

agencies, institutions and private organizations to the campuses of university. c. Coordinate with the Campus coordinators in the implementations of the scholarship

programs. d. Monitor and evaluate students’ progress in terms of payments and academic performance

on the different scholarship programs; e. Prepare updated status of scholars every end of the term. f. Coordinate with the sponsoring agencies for scholarships concerns/ updates. g. Attend to meetings/ seminars/ assemblies relevant to scholarship issues/ concerns/

updates. h. Plan and implement various activities and strategies as deemed necessary for smooth

implementation of the different scholarship types; and i. Perform other related tasks which are deemed necessary.

Chairman for Student Discipline

The office for Student Discipline shall be headed by a chairman. Preferably he/she shall be a

regular permanent and serve the university for at least 1 year with relevant trainings and seminars on student discipline.

He /She shall perform the following duties and functions: a. Assist in the discipline of students during programs and symposiums; b. Recommends for students disciplinary action of any students who violated the policies and

guidance of the university. c. Perform other related tasks which are deemed necessary.

Chairman for Health Services

The office for Health Services shall be headed by a chairman. Preferably he /she shall be a

regular permanent health professional of the University and serve the University for at least 1 year. He /She shall perform the following duties and functions: a. Prepare plans, budget allocation and manage health services of the University. b. Conduct orientation on health services during university orientation. c. Coordinate the conduct of Medical and Dental Examination d. Facilitate the conduct of medical and dental consultations, diagnosis and treatment of

minor ailments of students. e. Issue medical certificates to students whenever necessary


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f. Gives lecture and provides symposiums on health related issues for information dissemination to students

g. Coordinate annual water analysis for safe and clean water supply for the university; h. Attends to emergency cases, provide first aid, and make referrals of complicated and

unmanageable cases to the hospital for intensive management. i. Monitor sanitation and hygiene of different food stalls of the university including solid

waste management. j. Ensure health security and safety of students of selected courses through vaccination for

prevention and control of infection; k. Coordinate health programs to students l. Refers and reports to the Director, Office of Student Affairs m. Perform other related tasks which are deemed necessary.

Chairman for Muslim Organization and Affairs The office for Muslim Organizations and Affairs shall be headed by a chairman. Preferably he/she shall be a regular permanent Muslim faculty/ employee, and serve the university for at least 1 year. He /She shall perform the following duties and functions:

a. Assist in the planning of programs and activities of the Muslim Organizations. b. Monitor and evaluate programs and activities conducted. c. Requires in every duly approved activity/training designs, a written report of all activities

undertaken by the organization with proper documentation including pictorials, attendance, evaluation, narrative report and financial statement.

d. Perform other related tasks which are deemed necessary. Chairman for Monitoring and Evaluation

The office for monitoring and Evaluation shall be headed by a chairman. Preferably he /she be

a regular permanent and serve the university for at least 1 year. He /She shall perform the following duties and functions: a. Evaluate students’ clubs and organizations activities. b. Monitor periodic financial reports of clubs, organizations and associations registered and

accredited by the university. c. Perform other related tasks.

Chairman for Student Affairs and Organizations (USG Adviser) The office for Student Affairs and Organizations shall be headed by a chairman. Preferably he /she shall be a regular permanent with relative trainings and experiences on student affairs and organizations and serve the university for at least 1 year. He /She shall perform the following duties and functions:

a. Assist in the preparation of student services programs of the university to include activities and services such as student welfare and development.

b. Attend during meetings of the University Student Government. c. Supervise closely the conduct of activities and projects initiated/spearheaded by the

University Student Government. d. Requires in every duly approved activity/training designs, a written report of all activities

undertaken by university student government with proper documentation including pictorials, attendance, approved activity design, minutes of meeting, narrative report, evaluation and summary of result and financial statement.

e. Perform other related tasks which are deemed necessary.


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Campus Student Body Organization Adviser

He /She shall perform the following duties and functions: 1. Facilitate in the preparation of student activities and programs of the campus and the

University. 2. Attend meetings of the Student Body Organization and the committee for Student

Organization and Activities. 3. Supervise closely the conduct of activities and projects initiated/spearheaded by the campus

Student Body Organization. 4. Requires in every duly approved activity/training designs, a written report of all activities

undertaken by Student Body Organization with proper documentation including pictorials, attendance, approved activity design, minutes of meeting, financial report, narrative report, evaluation and summary of result.

5. Perform other related tasks which are deemed necessary.


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STUDENT WELFARE SERVICES The following are the student welfare services that the University provides; Guidance and Testing Services

1. The University shall provide guidance, counseling and consultation services to students in connection with their programs of studies. 2. Guidance and Testing Center shall be composed of competent personnel, to provide the following services;

a. Counseling Service. This service aims to help students in their difficulties as well as actualize their potentials to the maximum.

b. Group Counseling. This aims to help students explore and appreciate their feelings, develop mature decision making, acquire self-understanding and self-acceptance, and grow in interpersonal relationships.

c. Individual Counseling. This is to help students in private matters related to educational, career and personal development.

d. Peer Counseling. Some students are trained as peer counselors in order to help their co-students in their difficulties/problems.

e. Testing Service. This is designed to enhance deeper understanding of self. An individual to explore his/her capacities, achievements, interest, aptitudes and personality may avail of a battery of psychological tests. Through the use of testing instruments, a student will have an objective assessment of himself/herself whereby he/she can process himself/herself in areas which need improvement and proper facilitation.

f. Individual Inventory. Records and files of each student enrolled in SKSU which are of paramount importance in their academic endeavor and development are updated and kept. These data are essential elements for future reference whenever the student in his/her development will seek for assistance.

g. Information Service. This is devised to provide necessary information beneficial to the student’s adjustment, growth, educational and occupational pursuits.

h. Placement Service. This is intended to assist students regarding occupational and educational opportunities for self-realization and help them in their adjustments to curricular programs.

i. Follow-through/Follow-up Service. This is designed to maintain proper assistance to students by keeping track of their performance in school both in their behavioral and academic life.

Students will be called by their respective counselor for an interview regarding their adjustments and endeavors in the institution. Guidance counselors may visit the student’s family or guardian if necessary.

It is also designed to keep track of present situations of former student, both drop-outs and graduates.

j. Referral. Students who need specialized professional help are referred to competent persons in the school and in the community for proper help/guidance.

k. Career Placement and Follow-up. As soon as a freshman enters the University, he/she is guided in identifying and developing career paths through interviews conducted by a panel of interviewers. Career aptitudes and interests are discussed taking into consideration psychological sessions. These are followed-up by subsequent counseling sessions. When they graduate, students are informed of the job placement, opportunities and follow-up as to their career status.


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Health Services The University shall provide and maintain health facilities and services in terms of the

following: a. Medical and Dental Examination of University students and personnel shall be conducted

once per semester; b. Medical and Dental Examination of High School students shall be conducted once a year; c. Clinic services during class days shall be observed as scheduled; d. Referral of cases to retainer Physician and Dentist for further medical management; e. First aid and Emergency Treatment; and, f. Free medicines for First aid treatment only. Other Services:

a. Scheduled Dental Services; b. First aid during Sports Activities; c. Training of Red Cross Youth Council Volunteer Members; d. Routine Ocular Inspection of Campus Canteens; e. Symposium on Health Awareness; f. Blood Letting Program; and g. Regular Water Analysis.

Library Services

The University shall provide library and consultation services to students in connection with their research needs.

The library shall have competent and qualified personnel and staff to deliver the following

services: a. Reference Services; b. Library Tours; c. Library Orientation/Instruction Program; d. Reserved Services; e. Circulation Services; f. New Acquisition Display; g. Photocopying Services; h. Technical Services; i. Acquisition Services; j. Indexing Services; k. Current Awareness Services; l. Information Services; m. Bibliographic Services; and, n. E-library Services.

Other Scholarship Grants, Financial Assistance and Grants-in-Aid

a. Scholarship grants, assistantships, grants-in-aid and other forms of financial aid shall be provided and awarded to deserving students under the supervision of the Office of Student Affairs and in accordance with the provisions stated in the Academic Policies.

b. The University through the Office of Student Affairs shall likewise provide opportunities for student assistantship to deserving and promising students upon the recommendation of the Campus Director/Dean concerned or its equivalent of the various units of the University with financial assistance based on the nature and scope of their responsibilities. The working hours, academic load and assistance of such


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student shall be in accordance with the rules of the University, subject to existing laws and regulations.

c. The Socio-Cultural Scholarship is granted to students who are members of the University Dance Troupe, Chorale, Literary, Visual Arts, and Band and those who actively participate and win in different competitions in local, regional, national, and international level.

d. The Sports Scholarship is granted to students who represent the University in both athletics and sports and who actively participate and win in provincial, regional and national sports competition.

e. The Students in Free Enterprise, (SIFE) Scholarship is granted to students for having extended services & performances representing the University in regional, national and international competitions.

f. The elected University Student Government President shall enjoy the 100% discount from Tuition Fees during his/her incumbency, while the elected USG Vice President, Senators, and Campus Governor shall enjoy the 50% discount from his/her tuition fees during their incumbency provided they accomplish their targets and are supportive to the programs of the University.

g. The University/Campus Publication Editor-in-Chief shall avail of 50% discount from his/her tuition provided the editorial board can publish at least one issue per semester.

h. Dependents of SKSU personnel presently employed on permanent & nonpermanent status, except part-time workers shall enjoy the 100% discount from tuition fees.

i. Legitimate children of SKSU permanent employees who die while in the service of the University shall also enjoy the 100% discount from tuition fees.

j. Other grants from different private and government agencies shall be enjoyed by the deserving students subject to the approved policies/guidelines.

Sports and Socio-Cultural Services

a. Every student of SKSU shall be entitled to use the University’s athletic and socio-cultural facilities and equipment during official time for free to develop his/her skills and talents.

b. There shall be an In-charge for the Sports and Socio-cultural activities who shall formulate and implement the approved sports and socio-cultural policies and shall administer its financial requirements subject to compliance of existing COA rules and regulations.

Housing and Other Facilities

a. The University shall provide residence halls/dormitories for students where they are expected to reside, particularly for freshmen. Students not living in the University residence halls/dormitories shall be advised to reside in the homes or dormitories included in the duly accredited list of boarding houses as determined by the Office of the Director for Student Affairs.

b. The residence halls/dormitory/boarding house shall be administered in accordance with the following rules:

i. Each residence hall/dormitory/boarding house shall be supervised by a Dormitory Manager;

ii. Contractual employees or student assistants may be hired as the need arises, to help perform housekeeping and custodial responsibilities as well as the maintenance, orderliness, discipline and improvement of the student’s personal behavior and academic work;

iii. The financial operation and administrative direction of the residence hall/dormitory shall be the responsibility of the Dormitory Manager who shall request for repair and maintenance; and


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iv. There shall be created a Student Housing Committee under the supervision of the Director for Student Affairs, who shall be responsible for the assignment of students in his/her respective campus, to the different residence halls.

c. The University, if possible, shall provide other auxiliary services to cater to the needs of

the students like canteen or cafeteria; bookstore and supplies; recreational facilities; mails/telegrams/telephones; and lost and found services.

Services for Student with Special Needs and Persons with Disabilities

a. The University shall ensure that academic accommodation is made available to persons with disabilities and learners with special needs with proper consultation and conference with students with disabilities themselves, together with their teachers, parents/guardian/s, personal assistant/s and other concerned professionals, whenever necessary.

b. There shall be programs for life skills training e.g. conflict management and counseling or testing referrals shall be done whenever necessary.

c. There shall be a regular submission of the list of students with disabilities detailing the intervention programs to the CHEDROs


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STUDENT ORGANIZATIONS General Provision

A duly recognized student organization of the University or of any of the University/Campus

shall be any association, club, society and others, whose members are bonafide students of this University. University Student Government

a. The University Student Government is the highest governing body of the students. This is composed of the following elected officers: President, Vice President, twelve (12) Senators voted during the Annual Leadership training and Seminar-workshop, and one (1) Campus Representative who shall be the elected SBO Governor per campus to represent respective campuses including the High School.

b. The University Student Government shall have the following Objectives: i. To establish an integrated body this shall promote and safeguard the interest

and welfare of the members of the organization. ii. To work actively in full cooperation within the formulation and/or

implementation of policies, plans, projects or measures for the development of the students and the improvement of the educational standards of the institution.

iii. To uphold the honor and dignity of the SKSU students by establishing an atmosphere of excellence along their lines of endeavour.

iv. To enhance the student’s active participation in the educational, social, cultural, spiritual and sports development programs and activities of the University and community as well.

c. The Qualification of the Officers of the USG shall be the following: i. The President and Vice President

1. Must be an incoming regular third year student in a four year curriculum or fourth year student in a five year curriculum.

2. Must be a bonafide student of SKSU 3. Must have at least one year term of office as an SBO Officer in his/ her

respective campus. ii. Senator

1. Must be an incoming second year or third year in a four year curriculum and third year or fourth year in a five year curriculum or incoming second year or third year secondary students with experience being officers in any organizations.

iii. A candidate for any USG position must not be an Editor-in-Chief of any campus publicati9on or chairman of any clubs or organizations.

iv. Any student who runs for any USG Position should meet the following requirements:

1. Present a certificate of Good Moral character duly signed by his/her campus Director/HS Director.

2. Present a certificate from the Registrar’s Office that he/she has passed all subjects taken by him/her during the preceding semester to include P.E. and Military science.

3. Has a regular number of academic units required by the curriculum of the current semester.

4. Has completed at least one year of residency during the time of election.

Campus Student Body Organization (SBO)

d. Each campus SBO shall be composed of the following duly elected officers in the campus as follows: Governor, Vice Governor and eight (8) Board members.


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e. There shall be a Student Body Organization in each campus with the following functions:

i. adopt its own Constitution and By-Laws for the governance of their organization in their respective campuses but not to contradict with the USG Constitution and By-Laws;

ii. foster the intellectual, cultural, spiritual and physical growth and development of the students;

iii. develop school spirit among the ranks of students and promote their general welfare;

iv. organize and direct student activities in accordance with the existing rules and regulations;

v. inform or consult the President of the University through the Office of Student Affairs on student matters, affairs and activities; and,

vi. adopt its own Constitution and By-Laws for the governance of their organization.

Department/Class/Clubs

f. The Composition of the Department, Class and Club Officers are the following: Mayor, Vice Mayor, Secretary, Treasurer, Auditor, Two (2) Business Managers and Two (2) Sergeant at Arms.

Other Organizations

g. No Student organization shall be allowed to function without its Constitution and By-Laws approved by the Director for the Student Affairs upon the recommendation of the Faculty Adviser.

h. All Student organization shall be subject to existing rules and regulations and those that the Board of Regents may hereafter promulgate.

Supervision of Student Organizations and Activities

1. All student organizations shall be directly under the general supervision of the Director for Student Affairs who shall work in close cooperation and consultation with the Campus Directors/Deans concerned.

2. Every student organization shall have one faculty adviser of permanent status of employment, chosen by its members and approved by the Director for Student Affairs after consultation with the Campus Directors/Deans. No student organization may hold any meeting or undertake any activity for any purpose whatsoever, except that of adopting a constitution, before its adviser is appointed and has assumed office as such.

3. No student organization shall be allowed to function without a Constitution and By-Laws recommended by the Director for Student Affairs upon the recommendation of the faculty adviser.

4. There shall be created a Committee on Student Organization and Activities which shall coordinate and supervise University-wide student organizations in accordance with the existing rules, regulations and laws. The Committee may be composed of the Director for Student Affairs as Chairman; faculty representative from the various units/departments as members; and the student representative recommended by the Student Government, also as member.

5. No student organization shall be allowed to conduct fund-raising activities without prior authorization or approval from the concerned authorities. The funds collected shall be subject to existing laws, rules, and regulations.

6. All student organizations shall be subject to the existing rules and regulations and those that the Board of Regents may hereafter promulgate.


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Accreditation of the Student Organization

2. Every student organization must apply for registration to the office of the Student Affairs and Services.

3. All student organizations must submit to the office of the Student Affairs and Services the following requirements upon registration:

a. Application Letter b. List of officers c. Commitment forms of officers and advisers d. Constitution and by-Laws e. Approved Plan and Calendar of Activities for the current school year f. Approved audited Financial Report Signed by the outgoing treasurer/ auditor noted by

the Faculty Adviser and approved by the Dean/campus Director including supporting documents such as official receipts.

g. Approved Program of Expenditures h. Approved Accomplishment Report which includes results of Evaluation of Activities i. Additional requirements for Organization with outside affiliations

i. Official Letter of Affiliation ii. Certified True Copy of the Constitution and By-Laws of the Mother

Organization iii. Terms of Affiliation

All student organizations must participate in the activities as deemed necessary and approved

by the University Student Government through the Office of Student Affairs and services Election

1. The SBO Election must be held during the third week of June. 2. The USG Election shall be conducted during the Annual Leadership Training Seminar and

Workshop. 3. Department, class/clubs elections shall be scheduled two weeks after the start of the classes

of the 1st semester. 4. In case the elected SBO/USG officer decides to transfer to another school or is removed from

the office for one reason or another, the rule of succession will be applied. 5. In case the SBO/USG officer is found out to have incurred a failing grade during the 2nd

semester, he/she shall be removed from the elective office. 6. A Committee on Election shall be composed of the SBO advisers for USG election and Class

Advisers for SBO election. 7. Laboratory High School SBO officers have no voting capacity in the election of the USG

Officers.


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CO-CURRICULAR AND EXTRA-CURRICULAR ACTIVITIES General Provision

1. Participation in co-curricular and extra-curricular activities shall be encouraged to promote

leadership and social awareness for constructive purposes. 2. All activities shall have an activity design duly approved by concerned offices of the campus

and the University. Such activity design must be submitted and accomplished prior to the conduct of the activity.

3. Activities conducted should have proper documentation to include pictorials, narrative reports, evaluation, attendance, audited financial report and other reports which are deemed necessary duly attested by the concerned Adviser/Moderator and noted by SBO Adviser and Campus Director/Dean.

4. Student’s participation in such activities shall not excuse them from attending classes and fulfilling other requirements. Such participation shall be their own personal responsibility, unless such activities have been duly approved by proper authorities.

5. All co-curricular and extra-curricular activities of the University/Campus shall be suspended one week before the mid-term examination and two weeks before the final examination. Activities shall be reflected in the approved Calendar of Activities.

6. The Vice President for Academic Affairs through the Director for Student Affairs, in consultation with the Campus Directors/Deans and Student Government, shall formulate policies and guidelines on the conduct of co-curricular and extracurricular activities of students, subject to the approval of the Administrative Council and confirmation by the Board of Regents.

Educational Tour/Field Trip/Off-Campus Activities

1. Planning for educational tours or field trip outside of the state university, whether subject related or not, should be done with utmost discretion and in consonance with the rules and regulations stipulated in CMO 17, s 2012. Proper coordination and detailed preparation by the parties concerned should be done before presenting these plans to the Office of the President through the Office of the Vice President for Academic Affairs and the Office of Student Affairs. The following guidelines should be followed:

a. Educational/Field Trip should be reflected in the course syllabus;

b. Such trips should be calendared at the start of the class, and approved by the University authorities;

c. Only concerned teachers should go along with the students. A ratio of one teacher to a maximum of twenty five (25) students is required for the trip;

d. Participation shall be allowed only after satisfying of requirements such as approved travel request, itinerary of travel, parent’s permission, approved itemized contributions, approval from the agencies to be visited;

e. Contribution for the trip which would cover expenses like fare, food, lodging, etc. should be reasonable;

f. The official permit/approval of the trip should be available two weeks before the actual trip;

g. No trips are allowed during summer time; and,


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h. Evaluation report including proper documentations to include pictorials, narrative reports, evaluation, attendance, audited financial report and other reports which are deemed necessary duly attested by the teacher in charge and noted by the Program Head and Campus Director/Dean shall be submitted to the Office of Student Affairs 10 days after the trip.

Other Activities

1. The students shall participate actively in other required activities such as:

a. Kambuniyan Activities b. University Day Celebration c. Intramural Meet; d. Inter-campus Meet; e. Socio- cultural, Moral, Spiritual; and f. Other activities.

Collection and Utilization of Fines and other Contributions Collection of Fines and Other Contributions

a. All fines must be uniform in terms of monetary consideration. Following the standard monetary

penalty: for SKSU/Province-wide activities, a penalty of Php100.00 per day of every activity is allowed; for campus wide, Php75.00 per day of every activity; for department activity, Php50.00 per day of every activity; and for class and clubs, Php25.00 per day of every activity.

b. In case the student cannot afford to pay in excess of Php200.00, he/she shall render service in his/her respective campus such as cleaning and other forms of services to the number of hours absent which is computed at Php20.00 per hour.

c. The excuse from the activities shall be done by working students together with a certification from the employer that he/she is working and submit it at the start of the class in the SBO office. Students on OJT or internship shall be excused for valid reasons as maybe evaluated by the SBO Adviser.

d. All payments od penalties must be properly receipted. The official receipt will be provided by the USG.

e. Collections shall be deposited in the bank/coop before the semester ends with the following signatories: Adviser, Treasurer and another representative as agreed by the organization.

Utilization of Student Fees, Collected Fines, and other Contributions: Utilization of Student Fees (USG/SBO Fees)

Tangible Project - 50% Implementation of Programs/Activities - 40% Office supplies and Operating Expenses - 10%

100% Utilization of Collected Fines, and other Contributions:

Tangible Project - 50% Office Supplies & Operating Expenses - 20% Support for Accreditation and other Activities - 30% 100%


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RESEARCH ON STUDENT AFFAIRS AND SERVICES

a. The University shall encourage conducting research on Student Affairs and Services Programs. The students may be involved in the research.

b. Research results and outputs shall be disseminated and utilized.

MONITORING AND EVALUATION

a. There shall be regular monitoring and evaluation on the implementation of Student Services and submission of reports to the Office of the Vice President and the Office of the President.

b. There shall be mechanism to ensure sustainability of effective programs and submission of reports on student affairs and services to the CHEDROs for the purpose of improving existing policies, guidelines and procedures dealing with student affairs and services.

REWARDS AND INCENTIVES

a. There shall be rewards and incentives for those student leaders who perform well academically and to other related co-curricular activities.

b. There shall be rewards and incentives for those student clubs and organizations which performed well in the University.

c. There shall be committee which may compose of the Director for Student Affairs, University Student Government Adviser, Student Regent and other personnel deemed necessary.

d. There shall be guidelines and criteria in choosing such awards and commendations.


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OPERATIONAL PROCESSES Approval of Student Travels

a. Receive the communication/invitation letter from the Office of the President b. Send the communication/invitation letter for the campuses c. Receive and approve the Travel Order for recommendation (Campus Level) d. OSAS recommend the Travel Order to the Vice President for Academic Affairs for

signature. e. Approved Travel Order of the Office of the President

Documentary Requirements

a. Memorandum b. Communication/Invitation Letter c. Travel Order d. Notarized Parents’ Consent e. Duly signed Medical Certificate (for Travels) f. Approval Letters g. Minutes of the Meeting h. Resolution

Retained Documents

a. Communication/Invitation Letter b. Approved copy of Travel Order

Review and Evaluation of Activity Design

a. Program Chair received and record the Activity Design b. Submit the Activity Design to the Campus Director/Dean for Review c. Checking of the Activity Design by the Campus Director/Dean d. Campus Director/Dean will endorse the Activity Design to the Office of student Affairs and

Services e. OSAS Evaluate the submitted Activity Design f. OSAS Recommend the activity design to the Office of the President for approval through

the Office of the Vice President for Academic Affairs and Vice President for Finance and administration

g. Approved Activity Design by the Office of the President

Documentary Requirements a. Course Syllabus b. Resolution/Minutes of the Meeting/Attendance/Referendum

Retained Documents

a. Approved Activity Design Accreditation of Clubs and Organizations

a. Issue the application form to the clubs and organizations that are willing to apply for accreditation, either as a new or for renewal

b. Applicants shall fill out and submit the application form to the campus SBO office c. SBO office shall receive the filled-out application form. Review the completeness of the

documents for signature. d. Endorse the reviewed submitted documents to the office of the campus director/dean for

approval (campus level) e. Campus Directors/Deans shall recommend the documents to the Office of the Student

Affairs and Services for approval. f. OSAS will review the recommended documents for approval


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g. Approved the documents as accredited clubs/organizations of the University h. Endorsed the list of accredited clubs/organizations to the OSAS. i. Approved the list of the accredited clubs/organizations by the Vice President for Academic

Affairs j. OSAS will issue the Certificate of Accreditation to the approved clubs/organizations.

Document Requirements

a. Application Letter/Form b. Constitution and By- Laws c. List of Officers d. Adviser/s e. Commitment forms f. Approved Program of Expenditures g. Approved Annual Calendar of Activities of the Club/Organization h. Additional for Renewal i. Approved Financial Report (for clubs and organization with collection) j. Annual Accomplishment Report

Retained Document Information

a. Application Letter/form b. Checklist of Requirements c. Evaluation Sheet d. Enrolment Forms

Billing for CHED Scholars

a. Campus Scholarship coordinator shall validate names of scholars and grantees in their respective campuses from the approved list submitted by the CHED to the University or to the Student Affairs and Services.

b. Inform the qualified scholars and grantees to submit the required documents for the billing of their scholarship

c. Received and encode by the campus scholarship coordinator the details of the scholarship requirements submitted by the scholars and grantees.

d. Campus scholarship coordinator shall prepare the scholarship billing of scholars and grantees per scholarship type.

e. Then submit the scholarship billings to the OSAS for checking and recording of the documents.

f. Submit the scholarship billings for certification and approval of the authorized signatories and school heads.

g. Submit duly-signed scholarship billings of the sponsoring agencies for payment.

Document Requirements a. Official List of Scholars and Grantees from sponsors b. Certification of enrolled subjects/units c. Certification of Grades

Retained Documented Information

a. Official list of scholars and grantees from various sponsoring agencies b. Scholarship Billings c. Scholarship Logbook d. Scholarship Requirements (certificate of enrolled subjects/units and grades)


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Submission of Scholarship Reports a. Validate the names of the scholars and grantees from the approved list in their respective

campuses as submitted by the sponsoring agencies to the University or to the Office of the Student Affairs and Services (OSAS)

b. Prepare the scholarship report in their respective campuses by consolidating the names and encoding other pertinent data of the qualified scholars and grantees during the current semester/school year

c. Submit the scholarship report of their respective campuses to the OSAS for recording and consolidation of data.

d. Submit the consolidated scholarship report to the office of the Vice President for Academic Affairs and to the Office of the President for Approval.

Documents Requirements

a. Official list of the scholars and grantees from sponsors

Retained Documented Information

a. Official list of scholars and grantees from various sponsoring agencies b. Recommendation letter from scholarship sponsors c. Memorandum of Agreement of Scholars and Grantees d. Emailed copy of official list of scholars from CHED


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LIST OF STUDENT WELFARE AND DEVELOPMENT PROGRAMS

Programs Activities In Charge

University Student Government Programs

-Annual Leadership Program (WE LEAD)

USG/OSAS

-University Student Organization Convention (USOC)

USG/OSAS

-SBO Activities SBO

-Muslim Organization Activities MSO

-Clubs and Organization Activities SBO

-other external seminars and trainings

SBO/USG/OSAS

Health Services - Medical and Dental Examination Division for Health Services

OSAS

- Clinic services

- First aid and Emergency Treatment

- Free medicines for First aid treatment

-Training of Red Cross Youth Council Volunteer Members

- Routine Ocular Inspection of Campus Canteens

- Symposium on Health Awareness

- Blood Letting Program

- Regular Water Analysis

Other related programs

Other Scholarship Grants, Financial Assistance and Grants-in-Aid

Office of the Chairman for Scholarship/OSAS

CHED - Full Scholar

CHED - Partial Scholar

CHED - StuFAP (FS 101)

CHED - StuFAP (FS 151)

CHED - StuFAP (FSGAD)

CHED - StuFAP (PS 101)

CHED - StuFAP (PS 151)

CHED - StuFAP (PSGAD)

CHED - TDP (Additional)

CHED - Study Now Pay Later

CHED - StuFAP (Regular Scholar)

CHED - Tulong Dunong Program

CHED - Tulong Dunong (ANAC-IP Partylist)

CHED - Tulong Dunong (Magdalo Partylist)

CHED - Tulong Dunong (YACAP Partylist)

CHED - Tulong Dunong (Cong. Arnulfo Go)

CHED - Tulong Dunong (Cong. Ferdinand Hernadez)

CHED - Tulong Dunong (Cong. Suharto Mangudadatu)

CHED - Tulong Dunong (Cong. Horacio Suansing)


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CHED - Tulong Dunong (Cong. Raden Sakaluran)

CHED - Tulong Dunong (Cong. Zajid Mangudadatu)

CHED - Tulong Dunong (Sen. Sonny Angara)

CHED - Tulong Dunong (Sen. Loren Legarda)

CHED - Tulong Dunong (Sen. Manny Pacquiao)

CHED - Tulong Dunong (Sajahatra Bangsamoro)

CHED - Tulong Dunong (Cong. Pacquiao)

DA - ACEF Scholars

DA - Agricultural Training Institute

DOST - Junior Level Science Scholarship

DOST - SEI

Tertiary Education Subsidy - Continuing ESGP-PA

Tertiary Education Subsidy

Iskolar ng Lungsod ng Tacurong

Kabugwason Paglaum Scholarship Program

Kenram Foundation Inc.

Land Bank of the Philippines Scholars - Sultan Kudarat

Mag-PEACE Scholarship Program

National Commission on Indigenous People

OWWA Scholars

SSS Scholars

Housing and Other Facilities

-Women’s Dormitory OSAS/PLANNING

-Men’s Dormitory (On going)

-Student Center (On going)

-USG Office

-Campus SBO Office

-Women’s Dormitory

Library Services Reference Services UNIVERSITY LEARNING RESOURCE CENTER

Library Tours

Library Orientation/Instruction Program

Reserved Services

Circulation Services

New Acquisition Display

Photocopying Services; h

Technical Services

Acquisition Services

Indexing Services

Current Awareness Services

Information Services

Bibliographic Services


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E-library Services

Other related programs

Guidance and Testing Services

Counseling Service UNIVERSITY GUIDANCE AND TESTING OFFICE

Group Counseling.

Individual Counseling

Peer Counseling

Testing Service

Individual Inventory

Information Service

Placement Service

Follow-through/Follow-up Service

Referral.

Career Placement and Follow-up

University Entrance Examinations

Other related activities Sports and Socio-Cultural Services

Intramurals SPORTS DIVISION

SOCIO-CULTURAL DIVISION

Inter-Campus Meet

Socio-Cultural Dance Troup

Musical Bands

Other related activities

Student Publication University Student Publication PUBLIC RELATION AND INFORMATION Campus Student Publications

Services for Student with Special Needs and Persons with Disabilities

Related Programs and Activities Office of the Vice President for Academic Affairs/OSAS/UNIVERSITY GUIDANCE/Health Services


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LIST OF SPONSORED LEADERSHIP TRAININGS

Trainings Description In Charge

Annual Leadership Training

(WE LEAD/LETS CHANGE)

Yearly Leadership training for the newly elected officers of different SBO, clubs and student organizations, and Election of New sets of University Student Government. Usually conducted at the beginning of the Academic year.

USG/OSAS

University Student Organization Convention

(USOC)

Yearly Leadership training and convention of different academic and non-academic organizations for evaluation. Usually conducted at the end of the Academic year

USG/OSAS

Echo Trainings on Leadership (Campus

Level)

An initiative echo seminar of the SBO for campus clubs and organization.

SBO


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LIST OF RELIGIOUS ACTIVITIES

Activity Description Organization In Charge

Spiritual Activity A monthly activity of the SBO in each campus which focus on enriching and strengthening the spiritual belief of the students.

SBO/Peer Helpers Group

Kanduli Festival and Islamic Symposium

An Islamic activity usually conducted by the Muslim Student Organization which focus on strengthening the belief of our Muslim brothers and sisters which may usually done during the month of Ramadhan and other Islamic ceremony.

Muslim Student Organization

Other Religious Activities An activity initiated by other religious Student organization to strengthen the spiritual belief and values of the affiliated students.

SBO/other Religious Ministry


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Organizational Structure Office of the Student Affairs and Services

References/Sources:

1. The University Code

2. Student Manual Revised 2018

3. SKSU Process Manual

4. OSAS records on Student Welfare and Development Programs

5. CMO No. 09 s 2013 (Enhancing Policies and Guidelines on Student Affairs and Services)

6. CMO No. 63 s. 2017 (Policies and Guidelines on Local Off-campus Activities)

Chairman, Student

Affairs and

Organizations

(USG Adviser)

SBO

Adviser

SBO

Officers

Clerk / Support Staff

Director for Student

Affairs and Services

Campus

Director

/ Dean

Cooperating

Agencies

University

President

Vice President for

ACA

Vice Pres. R & D

Vice Pres. RG

Chairman

for

Scholarship

Chairman

for Student

Discipline

Chairman

for Health

Services

S T U D E N T S

Chairman for

Evaluation &

Monitoring

Chairman for

Religious Org.

& Affairs

Campus

Coordinator

for

Scholarship

Campus

Grievance

Committee

Campus

Clinic In-

Charge

USG

Officers

Campus In-

charge for

Monitoring &

Evaluation

Campus

MSO

Adviser

Vice Pres. Finance


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COMMITTEE ON THE DEVELOPMENT OF OSAS MANUAL OF OPERATION

HASSANAL P. ABUSAMA - Chairperson

(OSAS OIC Director) FLORLYN MAE C REMEGIO - Co-Chairperson

(USG Adviser) Members: MARILOU P. SOMBRIA - Chairman Scholarship

AMERA C. MALACO - Chairman Muslim Affairs GRACE PEDROLA - Chairman Health Services

EDWIN F. CORTEJO - Chairman Student Discipline ANNERYL LORIO - Guidance Counselor ACCESS BRYX C. SINTOS - Student Reagent

OFFICE OF THE STUDENT AFFAIRS AND SERVICES

Documents

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