THE UNIVERSITY OF THE PHILIPPINES MINDANAO · The University of the Philippines in Mindanao is a...

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THE UNIVERSITY OF THE PHILIPPINES

MINDANAO

OPERATIONS MANUAL

Office of the Vice Chancellor for AdministrationOctober 2015

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Table of ContentsPage

Introduction 5

Acronyms 6

About UP Mindanao 8

Organization and Responsibilities 9

Operational Control and Supervision 10

Operating Procedures

Accounting, Budget & Cash Offices 11Payment for Personnel Services 12Cash Advance Liquidation 14Employees Payroll 15Remittance of Withheld Salary 17

DeductionsPayroll for NGS 18Other Financial Transactions 19

Human Resources Development Office 21Request for Authority to Fill up Vacant Plantilla Items

for Teaching Personnel 22Filling-up of Vacant Plantilla Items

for Teaching Personnel 24

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Page

Request for Authority to Fill up / Unfreezingof Vacant Plantilla Items for Non-TeachingPersonnel (REPS & Administrative Staff) 26

Filling-up of Vacant Plantilla Itemsfor Non-Teaching Personnel(REPS & Administrative Staff) 28

Requisitioning Employees - Creation ofNew Position for Casual 32

Hiring of Casual Position 34Requisitioning for NGS 37Recruitment for NGS 38

Supply & Property Management Office 40Purchase by Cash Advance 41Purchase by Direct Contracting 42Purchase by DBM Procurement Service 44Purchase by Shopping 46Repeat Order 48Public Bidding 50

For Supplies, Materials, EquipmentFor Infrastructure, Janitorial, Security Servicesand Internet Services

Negotiated Bid (after second failure 53of public bidding)

Repairs and Maintenance (for equipment 55and vehicles)

Loss of Government Property 56Disposal of Unserviceable Property 58

Physical Plant Office 61Job Order Request for Design and

Cost Estimates 62Job Order Request for Minor Repair and

Maintenance 63

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Units with Frontline Services 64Cash OfficeOffice of the University RegistrarOffice of Student AffairsUniversity LibraryIT KioskInformation Technology OfficeInteractive Learning Center/ Learning ResourceCenterOffices of College Secretaries

Control of Records and Documents

Introduction

This Operations Manual was first conceptualized by the Office of the ViceChancellor for Administration (OVCAd) of the University of the PhilippineMindanao in 2008 to help University constituencies to understand and befamiliar with the services it provides to its clientele. Towards this end, thisManual tried to present the procedures in a simplified flowchart fashion so thatits end-users may better understand the steps required to facilitate theirrespective transactions with the various units/colleges.

This Manual is divided into four parts: (1) Accounting, Budget & CashOffices; (2) Human Resources Development Office; (3) Supply & PropertyManagement Office; and (4) Physical Plant Office. Through the assistance ofthe ARTA Team, a fifth section on frontline services provided by units/collegeshas been added to this new edition.

While transactions inevitably interphase with each other, this Manualhas been designed to easily determine such relationships in the context ofparticular transactions.

This Manual also includes: acronyms used in government transactions;general information about UP Mindanao; organization and responsibilities;operational control and supervision; operating procedures; and, control ofrecords and documents.

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AcronymsADC Appraisal & Disposal Committee

APC Academic Personnel Committee

AdPC Administrative Personnel Committee

ARE Acknowledgment Receipt for Equipment

BAC Bids & Awards Committee

BIR Bureau of Internal Revenue

BP Basic Papers

COA Commission on Audit

CSC Civil Service Commission

CAPC College Academic Personnel Committee

DAPC Department Academic Personnel Committee

DBM Department of Budget & Management

DR Disbursement Report

DTR Daily Time Record

DV Disbursement Voucher

HRDO Human Resources Development Office

IAR Inspection & Acceptance Report

ICS Inventory Custodian Slip

IIR Inventory & Inspection Report

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Acronyms

JEV Journal Entry Voucher

NGS Non-Government Service

OC Office of the Chancellor

OR Official Receipt

OS Obligation Slip

OSU Office of the Secretary of the University

OVCAA Office of the Vice Chancellor for Academic Affairs

OVCAd Office of the Vice Chancellor for Administration

PO Purchase Order

PR Purchase Request

PRS Personnel Requisition Slip

RER Reimbursement Expense Receipt

RIS Requisition & Issuance Slip

ROD Report of Disbursement

SG Salary Grade

SPMO Supplies & Property Management Office

UAPB University Academic Personnel Board

UAdPB University Administrative Personnel Board

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About UP Mindanao

The University of the Philippines in Mindanao is a constituent university of the UPSystem created by Republic Act 7889 on February 20, 1995.

UP Mindanao is committed to lead in providing affordable quality education,scholarly research, and responsive and relevant extension services to diverse,marginalized, and deserving sectors in Mindanao and neighboring regions through itsprograms in the sciences and the arts, inculcating a passion for excellence, creativethinking, and nationalism in the context of cultural diversity in a global community.

Its three degree-granting units are the College of Science and Mathematics,College of Humanities and Social Sciences, and the School of Management.

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Organization and Responsibilities

The Chancellor is the agency head of UP Mindanao who performs policy-,academic-, administrative-, and fiscal-related functions. Supporting the Chancellor in theperformance of his duties and responsibilities are the Vice Chancellor for AcademicAffairs (VCAA) and the Vice Chancellor for Administration (VCAd) who also superviseunits under them.

The VCAA supports the Chancellor and the colleges in the performance of theUniversity’s three-pronged functions of instruction, research, and extension. The VCAdassists in providing quality and responsive administrative support to the University andits clientele.

The deans serve as chief academic officers of their respective units withresponsibility for administrative oversight, resource allocation, and management.

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Operational Control and Supervision

Based on the “Handbook on Existing Delineation of Authority in the University,” theChancellor performs duties and responsibilities pertaining to policy-, academic-,administrative-, and fiscal-related matters.

The Chancellor, with the assistance of the Vice Chancellors, leads the operationalcontrol and supervision of units/offices.

At the college level, the deans are authorized to perform operational control andsupervision of departments and units under them.

Both government and University policies on operational control and supervision governperformance of the said function.

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Accounting, Budget & Cash Offices

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Payment of Personnel ServicesApplicable to Lecturer, Resource Person, Committee Member, Officer-In-Charge, Building Administrator, Coach, Teaching Overload & Student Asst.

Processing Time: 8 days

Requesting Unit

Budget Office

Sends OS with DV & supporting documents toBudget Office(days)

Assigns OS number & account codeReviews computationsRegisters in OS registryApproves OSSends OS & DV with supporting documents toAccounting Office(2 days)

Accounting Office Assigns DV numberPre-audits DV & supporting documentsComputes withholding taxCertifies DV in Box “A”Indexes & records/journalizes the DVSends DV and supporting documents to OVCAd(3 days)

Note: For overload, the processing time is 5 days.

OVCAdSigns Box “B” in DVSends DV with supporting documents to CashOffice(1 day)

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Cash Office

Accounting Office

Receives DV with supporting documentsVerifies completeness of signatories on the DVIssues check, records details of payment/encoding, signs checkSends the check with DV & supportingdocuments to OVCAd or OVCAA forcounter signatureReleases check to Requesting Unit & receivesO.R.(2 days)

Forwards DVs and supporting documents toAccounting Office for recording purposes

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Cash Advance Liquidation

Requesting Unit

Accounting Office


Sends approved ROD & supporting documents(e.g., official receipt, sales invoice, RER, etc.)to Accounting Office(days)

Pre-audits ROD & supportingdocuments Certifies RODAssigns ROD numberIndexes ROD and records/journalizesthe RODFiles ROD for submission toCOA (5 to 7 days)

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Employees Payroll (first week of the month)For the 2nd to the 4th week payroll, the Accounting Office provides the Bankwith certification and approval of fund transfer.


Accounting Office(requesting unit)

OVCAd

Budget Office

Signs Box “A” in OSRecommends approval of the Summary of PayrollSends OS & DV to Budget Office( 1 day)

Assigns OS number & account codeReviews computationsRegisters in OS registryApproves OSSends OS and supporting documents toAccounting Office(2 days)

Accounting Office

OVCAd

Prepares fund transfer from SA (payroll) to SAof employees to be approved by Accounting,Cash, OVCAd, and OCAssigns DV numberPre-audits DV & supporting documentsCertifies DV in Box “A”Indexes & records/journalizes the DVSends DV and supporting documents to OVCAdfor approval(3 days)

Signs Box “B” in DVSends DV with supporting documents to CashOffice(1 day)

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Cash Office

Accounting Office

Receives DV with supporting documentsVerifies completeness of signatories on theDV Issues check, records details of payment/encoding, signs checkSends the check with DV & supportingdocuments to OVCAd or OVCAA forcounter signature(2 days)

Deposits check at the bank with a fundtransfer letter(1 day)


Remittance of Withheld Salary DeductionsApplicable to BIR withholding tax; employees’ contribution to GSIS,Philhealth, PAG-IBIG, UPPFI & UPMMPC; loans with GSIS, HDMF,Provident Fund, Computer & UPLBCDC


Accounting Office Generates list & schedule of withheld deductionsPrepares DV & supporting documentsForwards to Budget Office for employershare obligation (where applicable)Pre-audits DV & supporting documentsCertifies DV in Box “A”Indexes & records/journalizes the DVSends DV & supporting documents to OVCAd(7 days)

OVCAd

Cash Office

Approves DVSends DV & supporting documents to CashOffice(1 day)

Receives DV with supporting documentsVerifies completeness of signatories on the DVIssues check, records details ofpayment/ encoding, signs checkSends the check with DV & supportingdocuments to OVCAd or OVCAA forcounter signatureReleases check to Requesting Unit & receivesO.R.(2 days)

Accounting Office

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Payroll for NGS

NGS Personnel

Accounting Office

OVCAd

Cash Office

Accounting Office


Sends accomplishment report & DTR dulysigned by the unit head, and contract toAccounting Office(days)

Prepares actual payroll and DVPre-audits DV and supporting documentsChief Accountant certifies & approves the payrollForwards to OVCAd for signing of Box “B”(3 days)

Receives DV and signs Box “B”Forwards DV to Cash Office(1 day)

Receives DV with supporting documentsVerifies completeness of signatories on the DVIssues check, records details of payment/encoding, signs checkSends the check with DV & supportingdocuments to OVCAd or OVCAA forcounter signatureDeposits check at the Bank(2 days)


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Other Financial TransactionsApplicable to Cash advance (for travel, activities, materials, supplies,

petty cash fund, etc.) - INTERNALPetty cash replenishment - INTERNALCatering/meals/representation expenses - EXTERNALFidelity bond - EXTERNALGasoline expenses - EXTERNALJanitorial services - EXTERNALMaternity leave - INTERNALReimbursement for travel, materials, supplies,

equipment, meals, representation expenses - INTERNALRegistration fee for seminars, training, workshop - EXTERNALSTFAP & scholars of other foundations - INTERNALSecurity guard services - EXTERNALSubscriptions - EXTERNALSupplies, materials & equipment - EXTERNALTravel agencies for airplane fare - EXTERNALUtilities (electricity, water & telecommunications) - EXTERNAL

Requesting Unit

Budget Office


Sends OS with DV & supporting documents toBudget Office

Assigns OS number & account codeReview computationsRegisters in OS registryApproves OSSends OS & DV with supporting documents toAccounting Office (for INTERNAL creditors) andto SPMO (for EXTERNAL creditors)(2 days)

Accounting Office Assigns DV numberPre-audits DV & supporting documentsComputes withholding tax and prepares taxcertificatesCertifies DV in Box “A”Indexes & records/journalizes the DVSends DV & supporting documents to OVCAd orto OC (for cash advances and reimbursements)(3 days)Note: For suppliers, the processing time is 5 days.

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OC / OVCAd

Cash Office

Accounting Office

Signs Box “B” in DVSends DV & supporting documents to Cash Office(1 day)

Receives DV with supporting documentsVerifies completeness of signatories on theDV Issues check, records details of payment/encoding, signs checkSends the check with DV & supportingdocuments to OVCAd or OVCAA forcounter signatureReleases check to Requesting Unit & receivesO.R.(2 days)


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Human Resources Development Office

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Request for Authority to Fill up VacantPlantilla Items for Teaching Personnel


Requesting Dept. Identifies need to fill up vacant itemin coordination with the HRDO(Request is addressed to the Chancellorthrough channels)Required documents:

- Justification- Faculty loading

College

HRDO

Budget Office

OVCAA

Endorses request of the DepartmentSends documents to HRDO for evaluation of thevalidity of the request(days)

Evaluates the validity of the request & checkscompleteness of the documents(0.5 day)

Issues budget clearance for the requestSends all documents to OVCAA for endorsement tothe Chancellor(2 days)

Endorses the requestSends documents & endorsement to OC(2 days)

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OC Approves/disapproves request(1 day)

Informs the Department of action taken by theHRDOChancellor(0.5 day)

Requesting Dept.

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Filling-up of Vacant Plantilla Itemsfor Teaching PersonnelRecruitment / Selection and Appointment


HRDO

DAPC

CAPC

HRDO

Assists the Department in the publication andposting of vacant plantilla items(1 day)

Receives application letters/curriculum vitaetogether with OTR, 2 x 2 ID pictures, copies ofcreative works and other credentialsConducts interview and requires applicant for ateaching demonstrationDeliberates on the qualifications of the applicantbased on the established guidelines and criteria forrecruitmentPrepares recommendation to the CAPC(days)

Deliberates on the recommendation of the DAPCPrepares endorsement, Basic Paper and AgendaSheet(days)

Checks completeness of basic requirements &examines the correctness of entry in theAgenda SheetConvenes the members of the UAPB for a meeting(2 days)

Evaluates and deliberates on the recommendationUAPB of the CAPC

Endorses the recommendation to the Chancellor(1 day)

Note: The Basic Paper may be returned to theRequesting Department if there are modificationson the original recommendations.

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HRDO

Budget Offfice

OVCAA

OC

HRDO

OC

HRDO


Fills out and signs Box 13 of the Basic Paper &forwards to the Budget Office(0.5 day)

Signs Box 14 for budget clearance(0.5 day)

Recommends approval on Box 15 of Basic Paper(0.5 day)

Approves/disapproves recommendationForwards approved document to HRDO for thepreparation of appointmentRecommends approval to the U.P. President forappointment to positions with SG 22 andabove (1 day)

Prepares and initials the appointment of positionswith SG 21 and below(0.5 day)

Signs the appointment papers(1 day)

Releases the appointment papers to the appointeeand furnishes copy to the Requesting Department,Accounting Office, Budget Office, COA and CSC(1 day)

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Request for Authority to Fill up / Unfreezingof Vacant Plantilla Items for Non-TeachingPersonnel (REPS & Administrative Staff)


Requesting Dept. Identifies need to fill up vacant itemin coordination with HRDORequired Documents

- Request for exemption from AO 4- Justification- Unit’s organizational andfunctional chart

HRDO

Budget Office

OVCAA

OR

OVCAd

Evaluates validity of the requestForwards request to Budget Office for budgetclearance(1 day)

Issues budget clearance(1 day)

For REPSEndorses request to the Chancellor

For administrative positionsEndorses request to the Chancellor(1 day)

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OC

HRDO


Prepares covering letter and endorses approval tothe OVPAA / OVPA(2 days)

Forwards approved request to HRDO upon itsreceipt from the U.P. System

Informs the Requesting Unit of the action takenby the U.P. System(1 day)

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Filling-Up of Vacant Plantilla Items for Non-Teaching Personnel (REPS & Admin Staff)

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HRDO

RequestingUnit

OSA

RequestingUnit

UAcPC /UAdPC


Prepares publication and posting ofvacant plantilla item as required by CSCReceives application letters, curriculumvitae together with OTR, 2 x 2 IDpictures, etc.Conducts preliminary interview andchecks personal background of applicantsSubmits short-listed applicants to the RequestingUnit(15 days)

Evaluates and interviews applicants(HRDO may be invited)

Requests OSA to administer pre-requisite examinations(days)

Conducts and interprets examination resultsand submits these to the Requesting Unit(2 days)

Prepares Basic Paper and attaches othercredentials of the qualified candidate (e.g.,Application Letters, Curriculum Vitae, OTR, 2 x 2ID pictures, examination results, etc.) and submitsto the CAPC/UAdPC(days)

Deliberates on the recommendation ofthe Requesting UnitFills out Box 11 of BPForwards to UAPB (for REPS) or to UAdPB (foradministrative positions) through the HRDO(1 day)

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HRDO

UAPB / UAdPB

HRDO

Budget Office

OVCAA

OR

OVCAd


Checks completeness of basic requirementsPrepares Agenda Sheet and convenes themembers of the UAPB or UAdPB for a meeting(3 days)

Evaluates and deliberates on the recommendationof the UAcPC or UAdPC(1 day)

Fills out and signs Box 13 of BP for REPSFills out and signs Box 14 of BP foradministrative position(1 day)

Signs Box 14 for REPSSigns Box 15 for administrativeposition (1 day)

Recommends approval for REPS on Box 15

Recommends approval for administrativepositions on Box 14(1 day)

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OC

HRDO

OC

HRDO


Approves/disapproves recommendationand forwards to the HRDO for preparationof appointmentRecommends approval to the President forappointment to positions with Salary Grades 22and above(2 days)

Prepares and initials the appointment of positionswith Salary Grades 21 and below(1 day)

Signs theappoinment (1 day)

Releases the appointment to the appointee andgives a copy to the Requesting Unit, AccountingOffice, Budget Office, COA and CSC(1 day)

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Requisitioning Employees - Creation of NewPosition for Casual

Requesting Unit

Dean / Unit Head

HRDO

Budget Office

OVCAA

OR


Identifies need to hire additional employeePrepares a PRS and attaches the followingdocuments:- Justification- Job description/function of the requestedposition and that of the existing staff- List of programs/projects to be undertaken- Organizational and functional charts of the unit(days)

Endorses the request through channels(days)

Evaluates the request based on approved staffingpattern and checks the completeness of therequirements(2 days)

Issues budget clearance(2 days)

Recommends approval

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OVCAd

OC

HRDO


Recommendsapproval (2 days)

Approves/disapproves therequest (2 days)

Informs the Requesting Unit of the action takenby the Chancellor(1 day)

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Hiring of Casual Position

HRDO

Requesting Unit

OSA

Requesting Unit

UAcPC / UAdPC


Prepares publication and posting ofnew position as required by CSC (RA 7041requires publication of vacant position)Receives application letters, curriculumvitae together with OTR, 2 x 2 ID pictures,etc.Conducts preliminary interview andchecks personal background of applicantsSubmits short-listed applicants to the RequestingUnit(15 days)

Evaluates and interviews applicants(HRDO may be invited)

Requests OSA to administer pre-requisite examinations(days)

Conducts and interprets examination resultsand submits these to the Requesting Unit(2 days)

Prepares Basic Paper and other credentials of thequalified candidate and submits to the APC(days)

Deliberates on the recommendation ofthe Requesting UnitFills out Box 11 of BPForwards to UAPB (for REPS) or to UAdPB(for administrative positions) through theHRDO (1 day)

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HRDO

UAPB / UAdPB

HRDO

Budget Office

OVCAA

OR

OVCAd


Checks completeness of basic requirementsPrepares agenda sheet and convenes the membersof the UAPB or UAdPB for a meeting(2 days)

Evaluates and deliberates on the recommendationof the APC or AdPC(1 day)

Fills out and signs Box 13 of BP for REPSFills out and signs Box 14 of BP foradministrative position(1 day)

Signs Box 14 if REPSSigns Box 15 if administrativeposition (1 day)

Recommends approval for REPS on Box 15

Recommends approval for administrativeposition on Box 14(1 day)

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OC

HRDO

OC

HRDO


Approves/disapproves the recommendationand forwards to the HRDO for preparation ofappointment(2 days)

Prepares and initials the appointment of positionswith Salary Grades 21 and below(2 days)

Signs theappoinment (1 day)

Releases the appointment to the appointeeGives a copy of the appoinment to the RequestingUnit, Accounting, Budget, COA and CSC(1 day)

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Requisitioning for Non-GovernmentService (NGS)


Requesting Unit

Dean / Unit Head

HRDO

Budget Office

OVCAA / OVCAd

OC

HRDO

Identifies need to hire additional employeePrepares a PRS and attaches the followingdocuments:- Justification- Job description/function of the requestedposition and that of the existing staff- List of programs/projects to be undertakenOrganizational and functional charts of the unit(days)

Endorses the request through channels (days)

Evaluates the request based on approvedstaffing pattern and checks thecompleteness of the requirements

(1 day)

Issues budget clearance (2 days)

Recommends approval (2 days)

Approves/disapproves the request (2 days)

Informs the Requesting Unit of the actiontaken by the Chancellor (1 day)

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Recruitment for Non-Government Service(NGS)

Requesting Unit

Legal Office

Requesting Unit

Accounting Office

AND

HRDO

Contractee


Initiates the recruitment of qualifiedapplicants Prepares the Contract of Serviceupon identification of the most qualifiedapplicant (days)

Reviews the Contract ofService (1 day)

The Unit Head signs the contract as the FirstParty and the Contractee signs as the SecondParty (days)

Signs the Contract of Service aswitnesses (1 day)

Brings the contract to a lawyer for notarization& gives a copy to the HRDO( 2 days)

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Supply & Property Management Office

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Purchase by Cash Advance

Requesting Unit

SPMO

Requesting Unit


Prepares PRDean/Director/Unit Head approves thePR Sends the PR to SPMO(days)

Verifies PR & supporting documentsSends PR & supporting documents to theRequesting Unit(2 days)

Requesting Unit prepares supporting documentsfor cash advance

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Purchase by Direct Contracting

Requesting Unit

SPMO


Prepares PRDean/Director/Unit Head approves PRSends PR to SPMO(days)

Verifies PR & supporting documentsConducts canvass of price quotationsSends the documents to Requesting UnitPrepares POSends PO & supporting documents to RequestingUnit(5 days)

Requesting Unit

Budget Office

Prepares OS based on PODean/Director/Unit Head signsOS Sends OS & PO to BudgetOffice (2 days)

Assigns OS number & accountcode Registers in OS registryApproves OSSends the documents to the RequestingUnit if request is less than Php 20,000.00Sends the documents to OVCAd if request is Php20,000.00 and above(2 days)

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Requesting Unit

OR

OVCAd

SPMO


Approves POSends the documents toSPMO (1 day)

Serves PO to the supplierReceives the items with PO & Cash/ChargeInvoice from the supplierReceives, records & inspects deliveryPrepares RIS & issues suppliesSends PR, Canvass of Quotation, Abstract, PO,OS, Charge Invoice, IAR, RIS to the RequestingUnit (5 days)

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Purchase by DBM Procurement Service

Requesting Unit

SPMO

Budget Office


Prepares PRDean/Director/Unit Head approves PRSends PR to SPMO(days)

Verifies PR & supporting documentsConducts canvass of price quotationsSends documents to DBMReceives DBM price quotationsPrepares PO and OSSends the documents to BudgetOffice (3 days)

Assigns OS number & accountcode Registers in OS registryApproves OSSends the documents to SPMO if request is lessthan Php 20,000.00Sends the documents to OVCAd if request is Php20,000.00 and above(2 days)

OVCAd

OR

Requesting Unit

SPMO


Prepares DV & promissory noteSends the documents to the AccountingOffice (1 day)

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Accounting Office

OVCAd

Cash Office

SPMO


Assigns DV numberPre-audits DV & supportingdocuments Certifies DV in Box “A”Sends the documents toOVCAd (5 days)

Certifies DV in Box “B”Sends the documents to CashOffice (1 day)

Prepares & issues checkReleases check to SPMO(2 days)

Releases check to DBMReceives OR from DBMSends OR to Cash OfficeReceives, records & inspects deliveryPrepares RIS & issues supplies to RequestingUnit (5 days)

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Purchase by ShoppingProcessing Time: 14 days

Requesting Unit Prepares PRDean/Director/Unit Head approves PRSends PR to SPMO(days)

SPMOVerifies PR & supporting documentsConducts canvass of price quotationsPrepares & signs AbstractSends the documents to BAC(2 days)

BAC

SPMO

Requesting Unit

Budget Office

Approves AbstractSends the documents toSPMO (2 days)

Prepares POSends PO & supporting documents to theRequesting Unit(1 day)

Prepares OSDean/Director/Unit Head signs OSSends PO & OS to the BudgetOffice (1 day)

Assigns OS number & accountcode Registers in OS registryApproves OSSends the documents to Requesting Unit if requestis less than Php 20,000.00Sends the documents to OVCAd if request is Php20,000.00 and above(2 days)

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OVCAd

OR

Requesting Unit

SPMO



Serves PO to supplierReceives supplies/equipment with PO &Cash/ Charge Invoice from supplierReceives, records & inspects deliveryIssues RIS to Requesting Unit, Canvass ofQuotation, Abstract, PO, OS, IAR & ChargeInvoice Sends PR to Requesting Unit(5 days)

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Repeat Order

Requesting Unit

SPMO

Requesting Unit

OVCAd

Budget Office


Prepares PR (25% of the originalPO) Prepares OSDean/Director/Unit Head approves PR SendsPR & supporting documents to SPMO (days)

Prepares POSends PO & supporting documents to RequestingUnit(1 day)

Dean/Director/Unit Head approves PO if requestis less than PhP 20,000.00

Approves PO if request is PhP 20,000.00 and above(1 day)

Assigns OS number & accountcode Approves OSRegisters in OS registrySends documents toSPMO (2 days)

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Serves PO to supplierSPMO Receives supplies/equipment with PO & Cash/

Charge Invoice from supplierReceives, records & inspects deliveryIssues RIS to Requesting Unit, Canvass ofQuotation, Abstract, PO, OS, IAR & Charge InvoiceIssues supplies to Requesting Unit(3 days)

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Public Bidding (for purchases Php250,000.00 & above)For Supplies, Materials and EquipmentFor Infrastructure, Janitorial, Security and Internet Services


Requesting Unit

Budget Office

Accounting Office

SPMO

BAC

OC

Prepares PR, ABC, specifications & instructionto biddersDean/Director/Unit Head approvesSends the documents to the BudgetOffice (days)

Issues budget clearanceSends the documents to the AccountingOffice (2 days)

Certifies availability of fundsSends the documents toSPMO (1 day)

Verifies PR & supporting documentsSends PR & supporting documents to BAC(1 day)

Advertises & invites biddersConducts pre-bid conferenceReceives, opens & evaluates bidsApproves resolution & recommends bidawards Prepares Notice of AwardSends the documents to OC, OVCAd & LegalOffice for signature(45 days)

Approves Notice ofAward (1 day)

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SPMOReleases Notice of AwardReceives Performance Bond from winning bidderPrepares PO and forwards bidding documents toLegal Office for contract preparation(1 day)

Requesting Unit

OC

Budget Office

SPMO

Prepares OSSends the documents to BudgetOffice (1 day)

Approves PO (for supplies) or contract(for infrastructure projects and services)(1 day)

Assigns OS number and accountcode Registers in OS registryApprovesOS (2 days)

Serves PO or contract to winningbidder Prepares Notice to Proceed(1 day)

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OC

SPMO


Approves the Notice toProceed Sends the documentsto SPMO (2 days)

Serves Notice to Proceed and PO to winningbidder Receives supplies/equipment and ChargeInvoice Receives, records and inspects deliveryPrepares RIS & issues supplies, materials &equipment to the Requesting UnitSends PR, Bid document, Abstract, PO, OS, IARand Charge Invoice to the Requesting Unit(7 days)

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Negotiated Bid(after second failure of public bidding)


Prepares a Letter of Request for Negotiated BidBACaddressed to the ChancellorSends the documents to OC(1 day)

OC

SPMO

BAC

SPMO

Requesting Unit

Approves the Letter ofRequest Sends the documentsto SPMO (2 days)

Conducts canvass of price quotationsOpens price quotationsPrepares & signs theAbstract Sends thedocuments to BAC (5 days)

Approves the AbstractSends the documents toSPMO (2 days)

Prepares POSends the documents to the RequestingUnit (1 day)

Prepares the OSDean/Director/Unit Head signs OSSends the documents to BudgetOffice (1 day)

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Budget Office

OVCAd

SPMO

Assigns OS number & accountcode Registers in OS registryApproves the OSSends the documents toOVCAd (2 days)


Serves PO to the winning bidderReceives supplies/equipment/services &Charge InvoiceReceives, records & inspects deliveryPrepares RIS & issues the supplies, materials& equipmentSends PR, Canvass of Quotation, Abstract, PO,OS, IAR & Charge Invoice to the Requesting Unit(6 days)

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Repairs and Maintenance (for equipmentand vehicles)

Requesting Unit

SPMO

Property Inspector

Requesting Unit


Prepares Pre-Repair Inspection ReportSends the documents to SPMO(days)

Records & certifies Pre-Repair Inspection ReportSends the documents to property inspector(1 days)

Verifies & approves Pre-Inspection ReportSends the documents to the RequestingUnit (2 days)

Prepares PRDean/Director/Unit Head approves thePR (1 day)

Note: For different modes of procurement, pleaserefer to flow charts for (1) Purchase by CashAdvance, (2) Purchase by Direct Contracting, (3)Shopping, and (4) Repeat Order.

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Loss of Government Property

AccountableOfficer

SPMO

AccountableOfficer

OC

AccountableOfficer


Prepares Notice of Loss within 30 calendar daysSends the Notice to COA, Police authority andSPMO (days)

Records & files the Notice of LossSends ARE to the AccountableOfficer (1 to 3 days)

Prepares request for relief from accountability oflost propertyAttaches ARE to the requestExecutes affidavit of lossSecures joint affidavit from two individualsnot involved in the lossSecures final police report attesting to attemptsto recover the lossPrepares IIRSends the documents toOC (10 days)

Recommends approval of application for reliefSends the documents to the AccountableOfficer (2 days)

Sends the documents toCOA (1 day)

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COA

AccountableOfficer

SPMO


Grants/denies application for relieffrom accountabilitySends the documents to the AccountableOfficer (days)

If COA grants the relief from accountability, theAccountable Officer sends the documents toSPMO If COA denies relief from accountability, theAccountable Officer pays for the lost property &sends the OR to SPMO(1 day)

For relief granted, SPMO drops accountability fromthe book of accountsFor relief denied, SPMO drops accountability uponreceipt of ORSends the documents to the AccountingOffice (3 days)

Accounting Office Drops accountability from the book ofaccounts (1 day)

58

Disposal of Unserviceable Property

Requesting Unit

SPMO

ADC

SPMO

COA

SPMO


Prepares IIRDean/Director/Unit Head approvesIIR Sends the documents to SPMO(days)

Assigns IIR numberCertifies IIR of disposable propertyStores unserviceable property in the stockroomConducts inventory of unserviceable propertyEndorses disposal of unserviceable propertyPrepares endorsement letter for the disposal ofunserviceable propertySends the documents toADC (4 days)

Inspects & appraises the unserviceable propertyRecommends mode of disposalSends the documents to SPMO

Note: ADC meets once a month.

Prepares endorsementSends the documents toCOA (1 day)

Inspects the unserviceable property to be disposedSends the documents and the decision to SPMO(days)

Endorses the documents toBAC (1 day)

59


BACAdvertises & invites biddersConducts pre-bid conferenceConducts pre-procurement conferenceReceives, opens & evaluates bidsApproves resolution & bid awardSends the documents to OC, OVCAd & Legal Office(30 days)

OC

SPMO

Winning Bidder

Cash Office

Signs the resolution and Notice ofAward Sends the documents to BAC(2 days)

Serves the Notice of Award to winningbidder (1 day)

Receives the Notice of AwardPays for the purchased unserviceable property tothe Cashier(0.5 day)

Issues OR to the winningbidder (0.5 day)

60

SPMO

OC

SPMO


Prepares Acknowledgment ReceiptSends the documents to OC(1 day)

Signs the Acknowledgment ReceiptSends the documents to SPMO(2 days)

Sends the Acknowledgment Receipt and gatepass to the winning bidderReleases unserviceable property to winning bidderRecords & files all the documentsSends the documents to Accounting Office forfiling (1 day)

Accounting Office Drops accountability from the book ofaccounts (1 day)

61

Physical Plant Office

62

Job Order Request for Design andCost Estimates

Total Processing Time: 8 days

Requesting UnitFills out three (3) copies of the Job OrderRequest formSends the document to OVCAd with letter requestindicating purpose of the design/cost and sourceof fund for the project(days)

OVCAd

PPO ReceivingClerk

Engineer/ArchitectIn Charge

PPO Chief

PPO

Approves the request for design and costestimates and forwards it to PPO(1 day)

Receives the Job Order Request form & assignsa job order number(0.5 day)

Prepares the design and cost estimateForwards the document to the PPO Chief forevaluation and approval(2 to 5 days)

Evaluates and approves the design andcost estimateInforms the Requesting Unit of the number ofdays required for the design and cost estimatesof their job request(1 day)

Forwards design and cost estimates to theRequesting Unit and provides a copy to theOVCAd (0.5 day)

Requesting Unit

63

Job Order Request for Minor Repairand Maintenance

Total Processing Time: 4 days

Requesting Unit Fills out three (3) copies of the Job OrderRequest formSends the document toPPO (days)

PPO ReceivingClerk

Bldg./GroundMaintenance

PPO Chief

Requesting Unit

Receives the Job Order Request form & assignsa job order number(0.5 day)

Inspects the area requested for repair& maintenanceAssigns skilled workerSchedules the job order request, including theestimated date of completionRecommends approval & forwards the document tothe PPO ChiefInforms the Requesting Unit of the workschedule (2 to 3 days)

Approves the job requestInforms the Requesting Unit of the number ofdays required for the design and cost estimatesof their job request and provides a copy to theOVCAd (0.5 day)

64

Units withFrontline Services

8

1.1. RELEASING OF CHECK PAYMENTSCash Office, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : General PublicWhat are the requirements : Official Receipt (O.R.)\Valid Identification Card*

Authorization Letter/Special Power of Attorney (whichever is applicable)Duration of transaction : 15 minutes (under regular working schedule)

How to avail of the service:Steps Applicant/Clie

ntService Provider Duration

ofActivity

Personin

Charge

Fees Forms

1 Presents valid I.D.andO.R.

For Local SuppliersChecks the validity of the supplier's OfficialReceipt; Obtains the signature of therepresentative on the DV; Releases thecheck and the corresponding taxcertificate.

5 minutes Disbursing

Officer

Presents Letter ofAuthorization toclaim and depositto their bankaccount/SpecialPower of Attorney

Out-of-town suppliersSecures copy of Letter of Authorization orSpecial Power of Attorney/Obtainssignature of the representative on the DV;

Releases check and tax certificate to theduly authorized representative of thesupplier to claim and deposit to their bankaccount; Secures copy of the depositslip from the representative.


Officer

Faculty/Reps/Staff/StudentsObtains signature of the payee on the DV.


Officer-END OFTRANSACTION-

*Valid Identification Cards (I.D.) : School, Company, Driver’s License, GSIS, SSS, Philippine Postal, Passport

9

1.2. ISSUANCE OF OFFICIAL RECEIPTSCash Office, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : General PublicWhat are the requirements : *Valid Identification Card/Payment or Charge Slip/Official Receipt (if applicable)Duration of transaction : 10 minutes (under regular working schedule)

How to avail of the service:Steps Applicant/Client Service Provider Duration

ofActivity

Personin

Charge

Fees Forms

1 Presents paymentslip/Form 5/billingissued by theconcerned unit

Verifies correctness ofreceived charge/paymentslip/form 5.

3 minutes CollectingOfficer

2 Verifies genuineness of the bill orcheck received.


3 Encodes payment charges; issuesOfficial Receipt.


-END OFTRANSACTION-

*Valid Identification Cards (I.D): School, Company, Driver’s License, GSIS, SSS, Philippine Postal, Passport

10

2.1. REQUEST & RELEASING OF OFFICIAL TRANSCRIPT OF RECORDS (OTR)Office of the University Registrar, Ground Floor Administration Building, Mintal, DavaoCity

Schedule of availability of service : 8:00 a.m. to 5:00 p.m., (Monday to Friday)Who may avail of the service : UP Mindanao graduates and students applying for transfer to another university or UP unitWhat are the requirements : *Valid Identification Card; University Clearance; Authorization letter (if applicable)Duration of transaction : 10 working days (under regular working schedule)

How to avail of the service:NOTE: UP Mindanao does not issue partial transcripts.STEPS Client Service Provider Duration of

ActivityPerson-in-

chargeFee Forms

1 If graduated or if last school attended isUP Mindanao, prsent University Clearance(student's copy) and valid ID card

If last school attended is another university

Checks valid ID card and Universityclearance

Instructs client to request OTR and otherdocuments to last school attended

10 minutes OUR staff

Universityclearance

2 Asks for payment slip Checks OTR no. of pages and issuespayment slip

10 minutes OUR staff P 50.00/page Payment Slip

3 Go to Cash Office for payment Issues OR 10 minutes Cashier

4 Presents Official Receipt and payment slipto OUR

Instructs client when to claim thedocument and record Official Receiptnumber/Date on payment slip

10 minutes OUR staff Payment Slip

5 OUR prepares OTR 9 working days OUR staff

6 Claims and presents Official Receipt withvalid ID card. If authorized representative,musts submit authorization letter andpresents a valid ID card

Checks Official Receipt and valid ID card.If claimant is an authorized representative,asks for authorization letter and valid IDcard

10 minutes OUR staff OR, valid ID card

-END OFTRANSACTION-

OUR – Office of the University Registrar; OR – Official Receipt; OTR – Official Transcript of Records*Valid Identification Cards (I.D.): School, Company, Driver’s License, GSIS, SSS, Philippine Postal, Passport

11

2.2. REGISTRATION PROCESSOffice of the University Registrar, Ground Floor Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m., Monday to Friday (as scheduled in the academic calendar)Who may avail of the service : UP Mindanao studentsWhat are the requirements : bona fide UP Mindanao student; UP Mindanao Identification CardDuration of transaction : 1 hour and 26 minutes

How to avail of the service:Steps Client Service Provider Duration of

ActivityPerson-in-charge Fees Forms

1 Presents identification card Checks availability of computers. 2 minutes ITO Staff

2 Signs in the CSRS3

Checks accountabilities.

Proceeds to the concerned offices

Proceeds to Cash Office.

If no accountability, proceed to Step 4.

Prepares charge slip (for monetary accountability).

For non-monetary accountability: Informs the student ofunreturned equipment/materials/books. If material hasalready been returned, the in-charge clears the studentthrough the CSRS.

Issues Official Receipt and clears student through theCSRS.

2 minutes

2 minutes

10 minutes

In-Charge of theConcerned Offices

-do-

Cashier

Assessed fee Charge Slip

Official Receipt4 Consults with adviser Checks and approves the pre-registered subjects for the

semester.10 minutes Assigned adviser

5 Proceeds to the Office of Student Affairsfor confirmation of scholarship/s. Ifapplying for Student Loan proceedto Step 6.

Proceeds to the OUR if a bona fideSangguniang Kabataan, Brgy.Official Dependent for Tuition FeeExemption.

Confirms scholarship through the CSRS.

Checks the attached documents. Seeks the signature ofthe University Registrar for approval of the scholarship. Ifapproved, confirms the scholarship of the student throughthe CSRS. Returns the application form if there arefailure/s in subject/s enrolled in the previous semester.

10 minutes

10 minutes

Scholarship Officer

OUR Staff

Scholarship Form

Application Form,Certification, Income TaxReturn and True Copy of

Grades

12

2.2. REGISTRATION PROCESS (continuation…)Office of the University Registrar, Ground Floor Administration Building, Mintal, Davao City

For Sangguniang Kabataan, present thefollowing:

1. Application Form for SK2. Certification from DILG

indicating incumbency

3. Minutes of the previousmeetings

4. True copy of grades

For Baranggay Official Dependents,present the following:

1. Application Form2. Certification from DILG

indicating incumbency of theparent

3. Copy of the latest income taxreturn not exceedingP72,000/annum.

4. True copy of grades.

For Tuition Fee Exemption:1. TFE Form

6 Proceeds to the Office of the CollegeSecretary

Checks the assessment, prints and releases Form 5a. 5 minutes Student RecordsEvaluator

Form 5a

7 Fills out Form 5 including fees indicatedon the Form 5a

5 minutes Form 5

8 Proceeds to the College Checker

If applying for Student Loan, proceeds tothe Office of Student Affairs forsubmission of fully accomplished forms

Checks the entries from the filled-out Form 5 against theForm 5a

Re-assessment of the student fees and approval of theStudent Loan.

5 minutes

10 minutes

Faculty Member

Scholarship Officer

Form 5a andForm 5

Student LoanForm

9 Proceeds to the Cash Office Checks the assessed fee and issues Official Receipt 10 minutes Cashier Form 5 andOfficial Receipt

10 Presents Official Receipt, Form 5a andForm 5

Checks and stamps “REGISTERED” on the Form 5 andreleases class cards

5 minutes Student RecordsEvaluator

Official Receipt,Form 5a, Form

5 and class cards

-END OF TRANSACTION -

OUR – Office of the University Registrar; OR – Official Receipt CSRS – Computerized Student Records System

13

2.3. ISSUANCE OF UNIVERSITY CLEARANCE FORM FOR GRADUATING STUDENTSOffice of the University Registrar, Ground Floor Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m., Monday to FridayWho may avail of the service : UP Mindanao StudentsWhat are the requirements : Valid UP Mindanao School Identification CardDuration of transaction : 4hrs & 45 minutes (under regular working schedule)

How to avail of the service:STEPS Client Service Provider Duration of


1 Present s valid I.D. Card Checks student records;Issues university clearance form;Assessment of graduation fee onuniversity clearance form

Instructs client to read & follow thesteps and requirements printed atthe back of the clearance form.

5 minutes OUR staff

P300.00

University clearance

2 Fills out all the necessary information in the form andattach the required documents in the clearance form.Go to concerned offices and have the clearance formsigned by the authorized officer.

Estimated time: 4hours

3 Go to UPAA Office for filling out of Alumni form andpayment of Alumni membership fee

Issues Alumni form; collectspayment; issues receipts andsigns clearance

10 minutes UPAA staff 250.00 Alumni form

4 Go to College Business Manager's Office for issuanceof Payment slip for Sablay

Issues payment slip 10 minutes CBM staff 750.00 Payment slip

5

Go to Cashier & pay for Sablay & Graduation fee Issues *OR

10 minutes Cashier

6 Go to OUR, submit completed university clearanceform & ORs

Checks clearance & records ORs;Instructs client when to claim copyof clearance



OR – Official Receipt

14

2.4. ISSUANCE OF UNIVERSITY CLEARANCE FORM FOR STUDENTS TRANSFERRING TOANOTHER UP UNIT OR COLLEGE/UNIVERSITYOffice of the University Registrar, Ground Floor Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m., Monday to FridayWho may avail of the service : UP Mindanao StudentsWhat are the requirements : Valid UP Mindanao School Identification CardDuration of transaction : 4hrs & 45 minutes (under regular working schedule)

STEPS Client Service Provider Duration ofActivity

Person-in-charge

Fees Forms

1 Present s valid I.D. Card Checks student’s record

Issues university clearanceform

5 minutes

Universityclearance

2 Fills out all the necessary information in theform and attach the required documents in theclearance formGo to concerned offices and have the clearance

form signed by the authorized officer.

Estimated time: 4hours

3 Go to OUR and submit completed universityclearance form

Checks entries andrequirements

5 minutes

-END OF TRANSACTION-

15

STEPS Client Service Provider Duration of Activity Person-in-charge Fee Forms

1 Presents University Clearance(student’s copy) and valid IDcard.

If authorized representative,must submit authorization letterand present a valid ID card.

Checks valid ID card and Universityclearance

Checks entries in the diploma, pastesthe notarial seal, places dry seal andphotocopy the diploma.

2 minutes

5 minutes

OUR staff Universityclearance andvalid ID card

2 Signs in the logbook Releases diploma 2 minutes OUR staff valid ID card,diploma

--END OF TRANSACTION -

2.5. REQUEST AND RELEASING OF DIPLOMAOffice of the University Registrar, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m., Monday to FridayWho may avail of the service : UP Mindanao graduatesWhat are the requirements : Valid Identification Card; University Clearance; Authorization letter (if applicable)Duration of Transaction : 9 minutes (under regular working schedule)

HOW TO AVAIL OF THE SERVICE:


16

2.6 REQUEST & RELEASING OF CERTIFICATIONOffice of the University Registrar, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : UP Min students, graduates, transferresWhat are the requirements : Valid Identification Card; Form 5 (current students); University Clearance

(for graduates/transferres); Authorization letter (if applicable)Duration of transaction : 5 working days (under regular working schedule)

How to avail of the service:Steps Client Service Provider Duration of


1 Presents valid I.D. card Asks client if s/he graduated ortransferred to another university.

3 minutes OUR staff

2 If graduated or will transfer to another university:Presents University Clearance (student’s copy)

-or-

If current student: Presents Form 5 (student’scopy) of current Semester/Term

Checks Clearance

Checks Form 5

2 minutes OUR staff

University clearance,Form 5

3 Requests for payment slip Issues payment slip 2 minutes OUR staff P40.00/copy Payment slip

4 Proceeds to Cash Office for payment Receives payment and issues officialreceipt (OR)

10 minutes Cashier

5 Presents official receipts and payment slip toOUR

Instructs the client when to claim thedocument and record Official Receiptnumber/Date on payment slip

5 minutes OUR staff Payment slip

6 OUR prepares request of certification 4 working days OUR staff

7 Claims and presents OR and valid ID card toOUR. If to be claimed by an authorizedrepresentative, must submit authorization letterand present a valid ID card

Checks the OR and valid ID card. Ifclaimant is an authorizedrepresentative, ask for authorizationletter and valid ID card

8 minutes OUR staff OR, valid ID card



17

STEPS Client Service Provider Duration of

Activity

Person-

in-charge

Fee Forms

1 If lost ID card: Presents Form 5

(current sem/term, student’s copy) and

Affidavit of Loss

If shiftee: Presents Form 5 (currentsem/term, student’s copy) and submitold ID card

Checks Form 5 and validity of affidavit

Checks Form 5

5 minutes OUR staff Form 5 (student’s copy) &

Affidavit of loss

Form 5 (student’s copy)

2 Asks for payment slip Issues payment slip and attach it to

Affidavit of Loss/old ID card

3 minutes OUR staff Payment slip

3 Presents OR from contracted IDprovider and payment slip to OUR

Issues ID card and acknowledgment form.

Instructs the client to go to the photostudio for ID card picture taking and tosubmit forms.

Records Official Receipt Number and Dateon the payment slip

7 minutes OUR staff

ID card form, acknowledgment

form, payment slip, temporary

ID card

4 After photo has been taken, submits

ACKNOWLEDGMENT FORM to OUR

Instructs client when to claim ID card at the

OUR.

3 minutes OUR staff

5 ID CARD PROCESSING (outside agency) 15 working days

after ID picturehas been taken6 Presents Official Receipt and Form 5

(student’s copy)

Checks OR and Form 5; Issues ID card

and validation sticker

3 minutes OUR staff OR, Form 5 (student’s copy)

---END OF TRANSACTION ---

2.7 REQUEST AND RELEASING OF NEW IDENTIFICATION CARDStudent Organizations and Activites Section, Office of the Student Affairs, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : Current UP Mindanao studentsWhat are the requirements : Form 5 and Affidavit of Loss (if applicable)/ Old I.D. card (if shiftee)Duration of transaction : 15 working days (under regular workingschedule) How to avail of the service:

18

2.8 REQUEST FOR HONORABLE DISMISSAL (HD)Office of the University Registrar, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : UP Min graduates/applicants for transfer ONLYWhat are the requirements : Valid Identification Card; University Clearance; Authorization letter (if applicable)Duration of transaction : 5 working days (under regular working schedule)How to avail of the service:Note: Honorable Dismissal is required if the student transfers to another school or for further studies.

Steps Applicant/client Service Provider Durationof

Activity

Personincharge

Fees Forms

1 Presents valid I.D. card Asks client if s/he graduated 5 minutes OUR staffUniversityclearance

2

If graduated OR if last school attended is UPMin: Presents University Clearance (student’scopy)

If last school attended is another university

Checks University clearance

Instructs client to request HonorableDismissal and other documents from thelast school attended.


3 Requests for payment slip Issues payment slip 5 minutes OUR staff P40.00/copy Payment Slip4 Proceeds to Cash Office for payment Issues Official Receipt (OR) 10 minutes Cashier

5Presents Official Receipt and payment slip toOUR

Instructs the client when to claim thedocument and record OR #/Date onpayment slip

10 minutes OUR staff Payment Slip

6 OUR prepares requested document 4 working days OUR staff

7

Claims and presents Official Receipts and validID card to OUR. If authorized representative,must submit authorization letter and present avalid ID card

Checks Official Receipts and valid ID card.If claimant is an authorized representative,ask for authorization letter and valid IDCard

10 minutes OUR staffOR, valid IDcard


OUR – Office of the University Registrar*Valid Identification Cards (I.D.): School, Company, Driver’s License, GSIS, SSS, Philippine Postal, Passport

19

2.9 ADMISSION PROCESS FOR TRANSFER STUDENTSOffice of the University Registrar, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : A student with previous college work who earned at least 33 academic units with a general weighted

average of 2.0 or better for all the collegiate academic units he has taken outside the UniversityWhat are the requirements : 1. an official copy of grades or transcript of records for each college attended for evaluation

2. an accomplished application form (UPMin Form 3)3. two (2) passport-size photographs4. a non-refundable application fee of Php 100.00

Duration of transaction : 2 weeks and 24 minutes

How to avail of the service:STEPS Client Service Provider Duration

of ActivityPerson-

in-charge

Fee Forms

1 Presents official copy of gradesor transcript of records and 2pieces passport-sizephotographs to OUR staff

1. Checks the number ofacademic units earned.

2. Releases UPMin Form 3

2. Issues charge slip forpayment of application fee.

5 minutes

2 minutes

OUR staff Copy of gradesUPMin Form 3

2 Fill out the UPMin Form 3 5 minutes UPMin Form 33 Proceeds to Cash Office for

payment of application feeIssues Official Receipt 5 minutes Cashier P100.00 Charge slip, OR

Returns to the Office of theUniversity Registrar and presentthe following:

1. Accomplished UPMinForm

32. Official Receipt of

payment of applicationfee

1. Checks the Official Receipt andcompleteness of the entriesrequired in the UPMin Form 3.

2. Informs the applicant that theresult of the application for transferwill be released 2 weeks after thecredentials has been evaluated bythe concerned college.

5minutes

2weeks

and2

minutes

OUR Staff AccomplishedUPMin Form 3 andOfficial Receipt


20

Steps Applicant/Client Service Provider Duration ofActivity (under

normalcircumstances)

Person-in-Charge

Fees Forms

1 Proceeds to respective College

Libraries

Issues registration form 3 minutes Library Staff

2 Fills out the registration form Verifies the information andencodes to database

4 minutes Library Staff

3 Presents a valid I.D. Issues borrowers card 3 minutes Library Staff

-End oftransaction-

3.1. REQUEST FOR ISSUANCE OF BORROWER'S CARDUP Mintal Campus : Main Library, CSM Library, CHSS Library (Monday to Friday)School of Management Library, Anda Campus (Tuesday to Saturday)

Schedule of availability of service : 9:00 a.m. to 5:00 p.m.Who may avail of the service : Students, REPS, Faculty, Staff, University OfficialsWhat are the requirements : Valid UP Mindanao School/Employee Identification Card; Form 5 (students)Duration of transaction : 10 minutes (under regular working schedule)

How to avail of the service:

21

Steps Applicant/Client Service Provider Duration ofActivity (under

normalcircumstances)

Person inCharge

Fees Forms

1 Takes item to the counterand presents ID card

Verifies ID card if validated 2 minutes Library Staff

2 Fills out the borrower’s card andthe

book card

Verifies information thenchecks- in/checks out theborrowed library resources.


4 Receives/returns borrowedlibrary resources

Releases borrowed libraryresources/Records returnedlibrary resources


-End oftransaction-

3.2. BORROWING OF LIBRARY RESOURCESUP Mintal Campus : Main Library, CSM Library, CHSS Library (Monday to Friday)

Schedule of availability of service : 9:00 a.m. to 5:00 p.m. (Circulation Books); 3:00 p.m. to 6:00p.m. (ReservedBooks)Who may avail of the service : Students, REPS, Faculty, Staff, University OfficialsRequirements : Valid School/Employee Identification Card; Borrowers card; Form 5Duration of transaction : 10 minutes (under regular working schedule)


22

4.1.1. PROCESSING OF REQUEST TO AVAIL OF PREPAID INTERNET SERVICE AND OPEN NEWACCOUNT AT IT KIOSK

IT Kiosk, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : Bonafide UP Mindanao students from Batch 2007

ONWARDS and returning students after 2 years of Absencewithout Leave (AWOL)

What are the requirements : Form 5, Validated UP Mindanao Identification Card (with sticker)/Temporary I.D. CardDuration of transaction : 7 minutes (under regular working schedule)


ofActivity

Personin

Charge

Fees Forms

1 Presents Form 5 & validI.Dcard to IT Kiosk in-charge

Verifies the payment forInternet Fee included in themiscellaneous fees paidduring enrollment

2 minutes IT KioskPersonnel

None Form 5

2 Creates user account fornewStudents


None

3 Credits 1200 minutes (20hours) to the user account


None

4 Issues the username andpassword to the student

Informs client that theaccount has been activated

1 minute IT KioskPersonnel

None

-END OFTRANSACTION-

23

4.1.2. PROCESSING OF REQUEST FOR LOADING HOURS INTO IT KIOSK ACCOUNTIT Kiosk, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m., (Monday to Friday)Who may avail of the service : General PublicWhat are the requirements : *Valid Identification CardDuration of transaction : 5 minutes (under regular working schedule)

How to avail of the service :Steps Applicant/Client Service Provider Duration

ofActivity

Person-in-

Charge

Fees Forms

1 Presents valid identification card Verifies the authenticity ofthe given identification card


None None

2 Fills out the IT KIOSK collectionform and pays the exactamount to the IT KIOSK in-charge

Collects/Records payment

Credits a minimum of 60minutes (1 hour) to the user ITKIOSK account

Informs client that theaccount has been loaded

Remits to the Cashier at theendof the day; secures officialreceipt.


minimumof

P15.00

ITKIOSK

collection form


*Valid Identification Cards (I.D.): School, Company, Driver’s License, GSIS, SSS, Philippine Postal, Passport

24

4.1.3. PROCESSING OF REQUEST FOR WI-FI KIOSK ACCOUNTIT Kiosk, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m., (Monday to Friday)Who may avail of the service : General PublicWhat are the requirements : *Valid Identification CardDuration of transaction : 7 minutes (under regular working schedule)

How to avail of the service :Steps Applicant/Client Service Provider Duration

ofActivity

Person-in-

Charge

Fees Forms

1 Presents valid identificationcard

Verifies the authenticity ofthe given identification card


None

2 Fills out the IT KIOSK collectionform and pays the exactamount to the KIOSK in-charge

Collects/Records paymentCreates WIFI account.

2 minutes ` minimum of(P 100.00 for

10 hours)

IT KIOSKcollection form

3 Adds 600 minutes (10 hours)to the WIFI account


None

4 Issues username andpassword to the studentInforms client that theaccount has been activatedRemits collection tothe cashier


None

-END OFTRANSACTION-


25

4.1.4. REQUEST FOR PRINTING AT IT KIOSKIT Kiosk, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m., (Monday to Friday)Who may avail of the service : General PublicWhat are the requirements : *Valid Identification Card, File(s) to be printed should be saved in the

terminals or from a removable storage)Duration of transaction : 5 minutes (under regular working schedule)


ofActivity

Person-in-

Charge

Fees Forms

1 Presents valid identificationcard and file(s) to be printed

Verifies the authenticity ofthe given identificationcard


2 Fills out the IT KIOSKcollection form and paythe exact amount to theIT KIOSK in-charge

Collects/Records payment

Prints the file

Releases printed files

Remits to the Cashier atthe end of the day;secures official receipt.

3 minutes/

page

IT KioskPersonnel

minimum ofP5.00/page

IT KIOSKcollection

form

-END OFTRANSACTION-


26

4.1.5. PROCESSING OF REQUEST FOR SCANNING AT IT KIOSKIT Kiosk, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m., Monday to FridayWho may avail of the service : General PublicWhat are the requirements : *Valid Identification Card, Files to be scannedDuration of Transaction : 7 minutes (under regular working schedule)


Steps Applicant/Client Service ProviderDuration

ofActivity

Person-in-

ChargeFees Forms

1 Presents identificationcard and file(s) tobe scanned.

Verifies the authenticity ofthe given identificationcard

Issues IT Kioskcollection form


None None

2 Fills out the IT KIOSKcollection form andpays the exactamount to the ITKIOSK in-charge

Records payment

Scans the file

Releases scannedmaterial

Remits to the Cashier atthe end of the day;secures official receipt

5 minutes /filescanned

IT KioskPersonnel

minimumof

P5.00

ITKIOSK

collectionform

-END OFTRANSACTION-


27

4.1.6. PROCESSING OF REQUEST FOR CD/DVD WRITING AT IT KIOSKIT Kiosk, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : General PublicWhat are the requirements : *Valid Identification Card; File(s) to be saved from the terminals or from a

removable storage, Blank CD/DVDDuration of transaction : 22 minutes (under regular working schedule)


Steps Applicant/Client Service ProviderDuration

ofActivity

Person-in-

ChargeFees Forms

1 Presents valididentification cardand file(s) to bewritten in CD/DVD

Verifies the authenticity of theidentification card


2 Fills out the IT KIOSKcollection form andpays the exactamount to the ITKIOSK in-charge

Collects and records payment

Writes the files toCD/DVD ReleasesCD/DVD to clientRemits to the cashier at the endof the day and secures officialreceipt

20 minutes/1mb

of file

IT KioskPersonnel

minimum ofPhp 5.00

IT KIOSKcollection form

-END OFTRANSACTION-

*Valid Identification Cards (I.D): School, Company, Driver’s License, GSIS, SSS, Philippine Postal, Passport

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5.0. USE OF IT OFFICE COMPUTER PERIPHERALS/EQUIPMENT/FACILITIESInformation Technology Office , Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : General PublicWhat are the requirements : For administrative offices: Approved borrowing slip

For non-UP Mindanao administrative office/personnel: Approved letter from the ChancellorDuration of Transaction : 25 minutes (under regular working schedule)

How to avail of the service:Steps Applicant/Client Service Provider Duration of Activity Person in Charge Fees Forms

1 Requests an ITO Borrower's Slipfrom the IT Office

Releases form 2 minute ITO Personnel ITO Borrowing Slip

2 Submits filled out form to the ITOffice (attach approved letter ifnon-UP Mindanao constituent)

Verifies the authenticity of thesubmitted form and checksapproved request

2 minutes ITO Personnel ITO Borrowing Slip

3 Issues billing for payment (ifapplicable)

5 minutes ITO Personnel P 200 per hourper equipment

ITO Billing (if feesapply)

4 Proceeds to the Cash Office forpayment (if any)

Issues Official Receipt 10 minutes Cashier Official Receipt

5 Goes back to ITO and presentsproof of payment

Validates the payment made

Records payment

2 minutes ITO Personnel

6 Issues withdrawal slip and waiver 2 minutes ITO Personnel withdrawal slip andwaiver

7 Releases the item borrowed 2 minutes ITO Personnel


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6.0. RETURNING OF IT OFFICE COMPUTER PERIPHERALS/EQUIPMENT/FACILITIESInformation Technology Office, Ground Floor, Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : General PublicWhat are the requirements : For administrative offices: Approved borrowing slip

For non-UP Mindanao administrative office/personnel: Approved letter from the chancellorDuration of transaction : 35 minutes (under regular working schedule)


Steps Applicant/Client Service Provider Duration of Activity Person in Charge Fees Forms

1 Presents the borrowed item forinspection

Inspects the borrowed item 5 minutes ITO Personnel Approved ITOBorrowing Slip

2 Assesses amount ofsurcharge/additional fees on thefollowing cases: (a) allowable periodhas elapsed; (b) defects/damageson borrowed items

15 minutes ITO Personnel Depending on theassessment ofsurcharge

3 Issues billing 5 minutes ITO Personnel ITO Billing form

4 Proceeds to the Cash Office forpayment

Issues Official Receipt 5 minutes Cashier Official Receipt

5 Goes back to ITO and presents proofof payment

Validates payment made 2 minutes ITO Personnel

6 Records/Accepts the returnedEquipment

3 minutes ITO Personnel


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7.0. REQUEST FOR USE OF EQUIPMENT AT ILCInteractive Learning Center, ILC/LRC Building (within EBL Residence Hall complex), Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : Faculty, Reps, Administrative StaffWhat are the requirements : Proof that the work is related to an official project/activity or the facultymember's courseDuration of transaction : 15 minutes (under regular working schedule)


Steps Applicant/client Service ProviderDuration

ofActivity

.

Person incharge Fees Forms

1Processes thereservations at leasta day before its use

Fills out thereservation calendarform

5 minutesAdminstaff

Depends upon theborrowedequipment

ReservationCalendarform

2Proceeds to ILCAdmin room to getthereserved equipment

Instructs client to fillout the check-out slipform

5 minutesAdminstaff Equipment rate is

attachedCheck-Out Slip Form

4

Borrower fills outthe logbook uponsigning out andreturning ofequipment

Secures signature of theILC Director

Releasesequipmentborrowed.

Issues charge slip atthe end of thetransaction

5 minutesAdminstaff Borrower's Logbook

5 Pays the amount attheCashier's Office

Adminstaff


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8.0. REQUEST FOR BORROWING/RETURNING OF INSTRUCTIONAL MATERIALS AT THE LRCLearning Resource Center, ILC/LRC Building (witin EBL Residence Hall complex), Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m., Monday to FridayWho may avail of the service : Students, Faculty and StaffWhat are the requirements : Valid UP Mindanao School/Employee Identification Card & Form 5 for StudentsDuration of transaction : 29 minutes (under regular working schedule)


Steps Applicant/client Service Provider Duration ofActivity

Person incharge Fees Form

s

1Proceeds to LRC Officeand presents Borrower'scard

For Borrowing: Checks the availability ofthe book to be borrowed, notes the date thebook due to be returned; releases theborrowed book

Minimum of 10 minutesProgram Coordinator

Assistant

Borrower's Logbook andBorrower's Card

2For Returning: Indicates the date that theborrowed book was returned on theborrower's logbook and borrower's card. Minimum of 10 minutes

Program CoordinatorAssistant

Borrower's Logbook andBorrower's Card

4 If overdue, fills outthe logbook foroverdue

Notes the overdue amountMinimum of

3 minutes

ProgramCoordinator

Assistant

Surcharge ofP5.00/dayexcluding

Saturdays,Sundays, and

Holidays

Overdue Logbook

5

Secures charge slipfrom ProgramCoordinator Assistant atthe end of thesemester;

Receives payment and issuesOR

Minimum of3 minutes Cashier OR, charge slip

6

Pays thecorresponding amountdirectly to the Cashierat the end of thesemester

Secures Official Receipt from theclient and records the return of thebook

Minimum of3 minutes

ProgramCoordinator

Assistant

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9.0 REQUEST FOR TRUE COPY OF GRADES (TCG)Office of the College Secretary, College of Humanities and Social Sciences (CHSS), CHSS Building, Mintal, Davao CityOffice of the College Secretary, College of Science and Mathematics (CSM), CSM Building, Mintal, Davao CityOffice of the College Secretary, School of Management (SOM), Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : UP Mindanao StudentsWhat are the requirements : Claim Slip, Valid Identification Card, Authorization letter (for representatives)Duration of Transaction : 5 working days and 15 minutes (under regular working schedule)



Activity

Personincharge

Fees Forms

1Proceeds to the Office ofthe College Secretary(OCS) and asks forcharge slip

Issues payment/charge Slip 5 minutes OCS Staff charge slip

2Proceeds to Cash Office andpays the corresponding fee Issuance of official receipt 5 minutes Cashier P20.00

OR,chargeslip

3 Presents charge slip and OR toOCS

Takes the charge slip and instructsthe client as to when the requesteddocument will be released

Double-checks the completeness oftheTCG

OCS prepares the TCG

5 working days

OCS Staff

4 OCS Staff

5 Receives the TCG (after 5 working days) Releases the document 5 minutes OCS Staff

-END OF TRANSACTION-*Valid Identification Cards (I.D.): School, Company, Driver’s License, GSIS, SSS, Philippine Postal, Passport

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10.0. REQUEST AND ISSUANCE OF CERTIFICATE OF GOOD MORAL CHARACTEROffice of Student Affairs, Ground Floor Administration Building Mintal Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : UP Mindanao StudentsWhat are the requirements : Valid Identification Card; Authorization letter (for representatives)Duration of transaction : 3 working days (under regular working schedule)


Steps Applicant/client Service ProviderDuration

ofActivity

Person incharge Fees Forms

1

Proceeds to the Office ofStudent Affairs (OSA) andrequests for a charge slip forcertification of good moralcharacter

Verification of identificationand admission. Issuance ofcharge slip

5 minutesAdministrative

Assistant Charge Slip

2 Proceeds to the Cash Office andpays the corresponding fees Issuance of official receipt 5 minutes Cashier P40/copy OR

4Proceeds to OSA, returns thecharge slip, and presents OR forverification of payment

Takes the charge slip andinstructs the client aboutthe schedule of release

2 minutes AdministrativeAssistant

5 OSA prepares the document 3 working days AdministrativeAssistant

6

Claims and presents OfficialReceipt and valid ID card to OUR.If to be claimed by an authorizedrepresentative, must submitauthorization letter and present avalid ID card

Checks the Official Receiptand valid ID. If claimant isan authorizedrepresentative, ask forauthorization letter and validID card

5 minutesAdministrative

Assistant

-END OF TRANSACTION-*Valid Identification Cards (I.D.): School, Company, Driver’s License, GSIS, SSS, Philippine Postal, Passport

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11.0. REQUEST FOR THE APPROVAL OF CONDUCTING STUDENT ORGANIZATION ACTIVITIESStudent Organizations and Activites Section, Office of the Student Affairs, Ground Floor Administration Building, Mintal, Davao City

Schedule of availability of service : 8:00 a.m. to 5:00 p.m. (Monday to Friday)Who may avail of the service : Representatives of all Duly Recognized Student OrganizationsWhat are the requirements : Student Organization Activity Request Form (2 copies); Other requirements

according to the nature of the activity (as defined in the SOAS Action Slip)Prerequisites/Requirements:

1. Approved Letter (by the OSA Director) to Conduct Student Activity (2 copies)2. List of participating members3. Certificate of Group insurance (for “Out-of-Campus” activity)4. Parents'/Guardian's consent or signed waiver (for “Out-of-Campus” activity)5. Permission for venue, use of facilities, and equipment5. Mechanics of game or contest (for competition)

Duration of transaction : 3 working days (under regular working schedule)


Steps Applicant/client Service ProviderDuration of

Activity Person in charge Fees Forms

1

Submits all required documents (asindicated in the SOAS Action Slip) for theconduct of student organization activity,including duly approved Letter of Requestand appropriately filled-out StudentOrganization Activity Request Form (2copies)

Receives and checks for completeness ofdocuments (as required in the Action Slip) 10 minutes SOAS Coordinator

Student Org. ActivityRequest Form

Action Slip

2Receives 1 copy of the duly approvedLetter of Request and 1 copy of the ActionSlip

Signs Student organization ActivityRequest Form and endorses it to the OSADirector

Retains 1 copy of approved Letter ofRequest, and 1 copy of the Action Slip

3 minutes SOAS Coordinator

4 Receives the TCG

Advises Student Organizationrepresentative when to come back andclaim 1 copy of duly signed StudentOrganization Activity Request Form(by theOSA Director)

2 minutes SOAS Coordinator


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12.0. BORROWING/RETURNING OF LABORATORY MATERIALS AND EQUIPMENTScience Laboratories , CSM Building, Mintal Davao City

Schedule of availability of service : 7:00am to 7:00pm (Monday to Friday); 8:00am to 5:00pm (Tuesday to Friday)Who may avail of the service : Students/Researchers/FacultyWhat are the requirements : Valid School/Employee Identification CardDuration of transaction : 22 minutes (under regular working schedule)



Activity

Person- in-

Charge

Fees Forms

1

Proceeds to the Lab Equipment& Materials Dispensing Unit(LEMDU)

Note: Reservation should bemade 2 days before usage

Checks availability ofmaterials/equipment before issuanceof reservation form

2 minutes Lab Aide Reservation form

2 Fills out borrower's slipReleases reserved chemicals &Equipment 10 minutes Lab Aide Borrower's

Slip3 Returns to LEMDU the borrowedequipment and unused materials;Logs in unreturned items

Receives clean & dry materials andequipment; checks condition ofreturned items; checks logbookentry

10 minutes LabAide

Borrower's

Slip/Logbook


37

Control of Records and Documents

The UP Mindanao File Classification Guide aims to provide easy access to current or inactive records.It has recently formed the Records Management Team to facilitate effective control of University recordsand documents. The following classification categories have been adopted. University records anddocuments are alphabetically arranged in functional and subjective manner.

CategoriesDescriptionHeading

PrefixClassification

ACA Academic Records classified under Academic (ACA) function of the organizationincludes the activities involved in rendering educational services (bothgraduate and undergraduate levels) such as formulation of academicpolicies and regulations, admission and registrations, curricular offerings

and changes, examinations and gradings and other activities necessaryin pursuit of the prime function of the University.

Example:

File Type: ACADEMIC CALENDARFolder Label: Academic Calendar (arranged chronologically)Content: Academic Calendars from AY 1996-1997 to Recent

ADM Administrationand

Management

Records classified under the Administration and Management (ADM)function of the organization include administrative issuances onorganization and management policies, rules and regulations to carry out

38



the administrative and management objectives of the agency; and thoserecords generated in the performance of the administrative, managementservices, such as library records, planning, property, physical plant,supply management services and other activities in the general field ofadministration and management as well as linkages.

Example:

File Type : ACTIVITIES (filed alphabetically per activity)Folder Label: Alumni HomecomingContents:

- Program of Activity- Invitations- Minutes of Meetings- Attendance Sheets- Activity Proposal

FIN FinanceRecords classified under Finance (FIN) function of the organization includethe information on the management of funds, collections, financial reportsgenerated by UP Mindanao. It also includes the matrices of universitycharges.

Example:

File Type: BANK DOCUMENTATIONSFolder Label: AuthorizationsContents: Authorization Letters (arranged by Date)Records classified under Legal (LEG) function of the organization include

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LEG Legal information on legal transactions of the University.

Example:

File Type: AFFIDAVITFolder Label: AffidavitsContents: Affidavits issued (Arranged by Date)

PER PersonnelRecords classified under Personnel (PER) function of the organizationinclude information on human resource management and personnelwelfare services.

Example:

File Type: DAILY TIME RECORDFolder Label: Daily Time Record (arranged per month, alphabetically)Contents: Daily Time Records

R&EResearch and

ExtensionRecords classified under the Research and Extension (R&E) function ofthe organization include the information on the administration and conductof research activities, also including the information on alumni and publicservices as well as programs and activities spearheaded by UP Mindanaoto its stakeholders.

Example:

File Type: PROGRESS REPORTFolder Label: Progress ReportContents: Progress Report (arranged by project, by date)

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SAS StudentAffairs andServices

Records classified under the Student Affairs and Services (SAS) functionof the organization include the information on student conduct anddisciplines, student services.

Example:

File Type: APTITUDE TEST RESULTFolder Label: Aptitude Test Results (arranged by student)Contents: Aptitude Test Results

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