Abra State Institute Handbook

Abra State Institute

of Sciences & Technology

2020 CITIZEN'S CHARTER

Handbook

TABLE OF CONTENTS

Foreword 4

Vision/Mission 5

Core Values 5

Goals 5

Quality Policy 6

Feedback and Redress Mechanisms 6

FRONTLINE SERVICES:

I. Accounting Office

Securing Exam Clearance for Exam Permit 7

Securing Clearance for Official transcript of Records 8

Securing Statement Account 9

II. Cashier’s Office

Collection of Fees 10

Releasing of Cash and Checks 12

III. Extension and Training Services

Conduct of training Activity 13

Rendition of technical assistance & advisory services 15

Conduct of special projects 16

IV. Guidance Office

Issuance of Good Moral Certification 18

Admission Testing 19

Release of Test Results 20

Processing of Scholarship Application 21

V.Learning and Resource Center (Library)

Borrowing of Books 22

Returning of Books 23

FIRST REVIEW AND REVISION The Citizen’s Charter was first published in 2012 and underwent review and revision on January 2013, as required under Section 4, Rule IV if the IRR: The office or agency shall review the Citizen’s Charter whenever necessary, but not less than once every two years. The Citizen’s Charter already shows the improvements (minimum of three) that resulted from the process review of frontline service delivery, specifically:

a. Implementation of the Fingerprint Biometric Attendance System, ensuring on-time presence of personnel to provide frontline service.

b. Implementation of the “no noon-break policy” to ensure continuous frontline service. c. Allowing some employees to render service (under flexi-time policy) some 30 minutes

before the 8:00am usual entry of government employees. The current office and class schedules were from 8:00 o’clock to 12:00 o’clock in the morning and from 1:00 o’clock to 5:00 o’clock in the afternoon. The problem encountered in this schedule scheme ware the difficulty of the clienteles (students and faculty) of General Administration and Support Staff (GASS) and the Support to Operation (STO) to conduct their transactions. To address the said issue, is the need to expand the time for frontline services by including 7-8 AM, 12-1 Noon and 5-6 PM through the flexi-time, hence this revision. Since the implementation of said modification, there has been a significant impact on the accessibility, availability and convenience primarily on the part of the students and faculty as customers and secondarily on the part of the frontline service providers. Furthermore, the students are no longer forced to miss and/ or being late in their classes because they now have ample time to go to the administration for their transactions.

d. Hiring of additional personnel to attend to the frontline services in the following offices,

to wit: Office of the President, Offices of the Deans of the three (3) Colleges, Human Resource Management Office, Records Office, Accounting Office, Cashier’s Office, and Office of the Registrar.

Comparing the initial and the revised version of the ASIST Citizen’s Charter, the number of personnel increased as follows: Office of the President- from two to three; Office of the Deans of the three (3) colleges from 3 to 6 (2 each); Human Resource Management Office from 2 to 3; Records Office from 1 to 2; Accounting Office from 3 to 4, Casher’s Office from 3 to 4; and Office of the Registrar from 2 to 3. The additional personnel were hired on a job-order basis. Since said additional personnel were recruited, there has been a significant improvement on the effectiveness and efficiency on the delivery of frontline services.

e. Streamlining the enrollment procedures. The number of steps in the enrollment of New Students/Transferees/Continuing students has been reduced from twelve (12) to eleven (11). The eleventh step in the original process has been removed resulting to lesser time and better convenience on the part of the enrolling students.

50

Abra State Institute of Science and Technology

SECURITY OFFICE FRONTLINE SERVICE: PUBLIC ASSISTANCE

Schedule of Availability of Service: 24 Hours, 7 days a week PHONE-IN

WALK-IN

>>>>>END OF TRANSACTION<<<<<

STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY

PERSON IN CHARGE

FORMS

1 Makes In-quiry

Receives, verifies caller's name address and purpose

2 minutes Security Guard

Security Logbook

2 Gives Infor-mation

Transfers telephone lines to the person concerned

2 minutes Security Guard

Security Logbook

STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY

PERSON IN CHARGE

FORMS

1

Enters for per-sonal/ business transaction

Checks temperature Checks ID and records the name, address and temper-ature Handwash/Alcohol

3 minutes Security guard/ Security Of-ficer

Security Logbook

2

Request for Assistance

Checks temperature Checks ID and records theChecks temperature Checks ID and records the name, address, purpose and temperature Handwash/Alcohol name, address, purpose and temperature Handwash/Alcohol Call the attention of the em-ployee concerned Assist the subject where He/She can address the transaction

4 minutes Security guard/ Security Officer

Security Logbook

VI. Medical/Dental Clinic

Medical Assessment 24

Dental Assessment 24

Management of Non/Communicable Diseases/Injuries 25

Management of Communicable Diseases/Injuries 26

VII. Records Office

Authentication of Documents 27

Issuance of Official Documents 27

Issuance of Certificate of Employment and Service Records 28

VIII. Registrar’s Office

Request for correction of name, date of birth and other

related data in the school records 29

Enrollment of new students and transferees 31

Enrollment of Old Students and returnees 33

Issuance of Official Transcript of Records/Honorable

Dismissal/Form-137 36

Issuance of Certification, Authentication and

Verification/Certificate of Grade/Certificate of Enrollment 38

Request 2nd Copy of Diploma 40

Request for correction of name, date of birth and other

related data in the school records 41

Adding/Dropping /Changing/ Completion of Subjects/Shifting Course 43

IX. Research and Development Center

Research Program/Project Implementation 45

X. National Service Training Program

NSTP 49

XI. Security Office

Public Assistance 50

FIRST REVIEW AND REVISION 51

4


FOREWORD

The Abra State Institute of Science and Technology seeks to become the “Preferred center

of Quality Education in the Province of Abra”. A vision that requires everybody in the ASIST

organization to strive for excellence in providing professional service to all its clients,

particularly the students from all over Abra.

Republic Act No. 9485, otherwise known as “Anti-Red Tape Act of 2007” aims to

“improve efficiency in the delivery of government service to the public by reducing bureaucratic red tape,

and preventing graft and corruption.”

To realize this objective, ASIST, like all the government agencies and instrumentalities,

has set up its “service standards” in what is known as the “Citizen’s Charter”. This is an official

document or communication or a pledge that is posted as information billboard at the main

entrance of offices and at the most conspicuous places, and in the form of published materials

written in English for the information of all concerned.

Thus everybody in ASIST organization is expected and enjoined to perform according

to the set standards in this “Citizen’s Charter” of ASIST.

DR. GREGORIO T. TURQUEZA JR. College President II

Citizen’s Charter 49

NATIONAL SERVICE TRAINING PROGRAM FRONTLINE SERVICE: NSTP

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: Students Total Processing Time: 9 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

Secure Application Form Online

Sets schedule/appointment day

1 minute NSTP Instructor

NSTP Registra-tion Form

2

Fills-up Application Form

Assist Application Form

5 minutes NSTP Personnel


3

Submits Application form

Receiving, evaluating, and Signing of Ap-plication Form

2 minutes NSTP Coordina-tor


4

Secure Admission Slip

Issuance of Admission Slip

1 minute NSTP Instructor

Admis-sion Slip

48


-distributes the com-

ments to the re-searchers

-3 days` -research staff

-revises the reports based on the com-ments of the evaluators and submit copy for publication

-gathers the revised reports for publica-tion -publishes the re-search reports

-1 week -3 months

none

-research staff -editorial board

>>>>END OF TRANSACTION<<<<<


VISION A University that produces graduates who are academically competitive, locally

responsive and globally sustained.

MISSION We are committed to be agents in the development of Abra through enhanced

instruction, creative and innovative researches and projects for public and community services

towards a globally competitive professionals who contribute to the realization of a nation that

enjoys strongly rooted comfortable and secure life.

CORE VALUES

Nobility - Learned and Educated

Entrepreneurship - Productivity and Self-reliance

Wisdom - Love of God

Action - Performance-Focused

Sincerity - High Commitment to Duty

Integrity - Personal Transformation

Service - Client Orientation

Teamwork - Coordinated Group Work

GOALS 1. To produce quality graduates who are locally and globally competitive.

2. To develop/generate new knowledge and verify client - oriented technologies and other

solutions to development problems.

3. To disseminate and showcase client-responsive technologies and other solutions to

development problems toward an improved welfare of local communities.

4. To engage in viable income generating projects (IGP) to augment the finances of the college.

5. To realize ASIST as a dynamic and responsive, learning and performing organization

efficiently and effectively managing its resources.

6


QUALITY POLICY Abra State Institute of Sciences and Technology commits a continual improvement of its

system and process to ensure effective and efficient delivery of its services towards sustained

clientele satisfaction.

Feedback and Redress Mechanisms Please inform us how we are serving you as our students by doing any of the following:

1. Talk directly to the concerned school official, faculty or administrative staff to give your

feedback or to redress your grievance;

2. Talk to your respective teacher or to you classmate-member of the student government

and discuss with him/her your feedback/ grievance with request for elevation to higher

authorities in the school.

3. Write to concerned school official/s a letter duly signed by you detailing your feedback,

concerns, complaints and/or suggestions.

4. Utilize the power and mechanism of the ASIST Student Government to bring to proper

authorities your concern, feedback, complaints and grievances.

5. Filing a complaint

-The proponent may submit an affidavit or complaint against an officer or staff of the

ASIST addressed to the SUC President II at the reception area/lobby. The office of the

SUC President II shall endorse the complaint to the Performance management Group

(PMG)/Performance management team (PMT). For any inquiries or Complaints, you

may call (074) 7528-171 or email at [email protected]

THANK YOU for helping us improves our services to you.


7

-secure re-search con-tract and designation

-issues contract prepares designa-tion to the contract

5 minutes 5 days

none research staff

8

-implements approved research pro-posal/s

-provides necessary support to the researchers monitors the research activities of the faculty staff researchers

as needed 1 day per project per quarter

none research staff

9

-submit re-port 1 quar-terly reports of on going project

-gather the report -1 ongoing project

-10 days per quar-ter

none research staff

10

submit the final report

-reproduces the ter-minal reports and distributes to the technical review committee -retrieves and consolidates the comments and suggestions -returns to the researchers the reviewed report for final revision -receives and reproduces the final reports -assesses the final research reports

-5 days -7 days -3 days -1 week -3 days

none research staff research evalua-tors

11

-presents the final reports to the research in house review

-consolidates the comments and sug-gestions of the eval-uators

-1 wk -research staff

>>>>CONTINUE NEXT PAGE<<<<<

46



3

revises the research proposal/s based on the comments and suggestions of technical review committee and submit to the research office

receives the revised proposals reproduces and distributes to the research in house review evaluators

10 days none research staff

4

presents the final revised proposal/s

-conducts the research in house review -summarizes the comments of the evaluators and gives to the researcher

2 days 7 days

none research staff

5

-revises the research pro-posal/s base on com-ments, sug-gestions and recommen-dations of the evaluators

-receives the revised proposal/s -Consolidates. Cate-gorizes and presents to the research council for approval and endorsement to the administrative council director, president, research council admin council, vpaa

10 minutes 3 days

none research staff

6

prepares the requisitions for the need of the project

-consolidate the re-quests and prepares the project procure-ment and manage-ment plan and the work and financial plan of the ap-proved r&d projects

30 days none research staff, director, vpaa


ACCOUNTING OFFICE FRONTLINE SERVICE: SECURING EXAM CLEARANCE FOR EXAM PERMIT

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: Students Total Processing Time: 6 minutes; 3 minutes (if there is no outstanding balance)

>>>>>END OF TRANSACTION<<<<< * Transaction ends here if there is no outstanding balance.

STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

Obtain Clearance Form from the Registrar’s Office

Gives the form Staff at the Registrar’s Office

Clearance Form

*2

Present the filled-out Clear-ance Form to the Accounting Office

Checks the ledger of accounts for any outstanding balance

3 minutes Staff at the Accounting Office

Clearance Form

3-A

Pay the amount to the Cashier

Issues an Official Receipt

Staff at the Cashier’s Office

Official Receipt

3 - B

Obtain Guaran-tor Slip from the Accounting Office

Provides Guarantor Slip

1 minute Staff at the Accounting Office

Guarantor Slip

4 - A

Present the Offi-cial Receipt to the Accounting Office

Posts the payment to the Account Ledger


Signed Clearance Form

4 - B

Present the filled-out Guar-antor Slip to the Accounting Office

Posts the Guarantor’s Name to the Account Ledger



8


ACCOUNTING OFFICE FRONTLINE SERVICE: SECURING CLEARANCE FOR OFFICIAL TRANSCRIPT OF RECORDS


>>>>>END OF TRANSACTION<<<<< * Transaction ends here if there is no outstanding balance.

STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN

CHARGE FORMS

1

Obtain Clear-ance Form from the Registrar’s Office

Gives the form None Staff at the Registrar’s Office

Clearance Form

*2

Present the filled-out Clear-ance Form to the Accounting Office

Checks the ledger of accounts for any outstanding balance

10 minutes None Staff at the Account-ing Office

Signed Clearance Form, if without outstand-ing balance

3 Pay the amount to the Cashier

Issues an Official Receipt

None Staff at the Cashier’s Office

Official Receipt

4

Present the Official Receipt to the Account-ing Office

Posts the payment to the Account Ledger

5 minutes None Staff at the Account-ing Office



RESEARCH AND DEVELOPMENT OFFICE FRONTLINE SERVICE: RESEARCH PROGRAM/ PROJECT IMPLEMENTATION

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday)(During enrollment) Clients/Customers: Faculty and staff researchersgraduate and undergraduate students Requirements: Research proposal from the diff.units/college& campuses of the college endorsed by the unit/Dean to the R&D Director. Conduct researchproposals and present research outputs to any scientific form and published in any recognized journalall year round


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN

CHARGE FORMS

1

Secure research proposal form from research office

provides research proposal form to the researchers

5 minutes none research staff

research proposal form

2

submits detailed research proposals

-receives research proposal/s -distribute the de-tailed research pro-posal to the tech-nical review com-mittee for review -retrieves and sum-marize the com-ments of the pro-posals reviewed -return to the researchers the re-viewed proposal/s

-5 minutes -1 day (depending on the availabil-ity of the reviewer -7 days -1 day lagangi-lang 2 days bangued

none research staff -technical review commit-tee -research staff -research staff

44


Note: No dropping of subjects will be allowed after 4 weeks from the opening of classes

during the semester and after 2 weeks for summer/midyear period. Any dropping/changing of subject/s without official notice shall be marked “Dropped” if he

stopped before mid-terms and a remark of “Failed” if he stopped after the midterms.


4

Present form to the Department Chairman for approval and signature

Signs the form

Depart-ment Chairman

Adding/Dropping/Changing Form/Completion Form/Shifting Form

5

Submit duly accomplished form to the Registrar’s Of-fice for registration, recording and signature.

Add/drop/change subject. Record completed grade Shift student course, once only for the entire residency of the student

3 minutes

Registrar/Staff


6

Issue a copy to the student. Student will submit a copy to the dean. For dropping of all subjects, submit a copy of form to the accounting office if with refund (applicable only for those not qualified in the FHE grant)

Automatic reassess-ment of fees. Computa-tion if refund is applicable.

Account-ing /Staff



ACCOUNTING OFFICE FRONTLINE SERVICE: SECURING STATEMENT OF ACCOUNT



STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

Pay Dry Seal fee to the Cashier

Issues the Official Receipt

None


Official Receipt

2

Present the Official Receipt to the Accounting Office

Prepare and Print the Statement of Account

5 minutes None Staff at the Accounting Office

Statement of Account

10


CASHIERS OFFICE FRONTLINE SERVICE: COLLECTION OF FEES

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: Students, Faculty, Staff and Outside Client Total Processing Time: 8 minutes to 10 minutes

>>>>>CONTINUE NEXT PAGE<<<<<

STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN

CHARGE FORMS

1

-Presents duly accomplished assessment of fees/enrollment form

-Receives registration form/enrollment form and check the balance -Inform the student’s due balance -Issues official receipts to client

2 minutes None Collecting officer/clerk

Enrollment forms

2

Pays amount due

Receives and count the payment and issue official receipts and give the change (if possible)

2 minutes None Collecting officer/ clerk

Enrollment forms

3 Present clearance

Signs clearances of students

2 minute None Collecting officer/ Clerk

clearance


OFFICE OF THE REGISTRAR FRONTLINE SERVICE: ADDING/DROPPING/CHANGING/COMPLETION OF SUBJECTS/SHIFTING COURSE

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday)(During enrollment) Dropping/Changing/Adding/Shifting Period - within the first 4 weeks of classes For Completion of Subjects – Within 1 academic year from the date Incomplete grade has been incurred Requirements: Adding/Changing/Dropping/Completion Form/Shifting Form Clients/Customers: Students Total Processing Time: 2 working days and 1 minute


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF ACTIVI-

TY

FEE PERSON

IN CHARGE

FORMS

1 Pays the fee at the Cashier’s Office.

Issues Official Receipt

1 minute Php. 50.00

Cashier/Staff

Official Receipt

2

Present the Official Receipt at the Registrar’s Office and fill out the form.

Provides the form

1 minute Registrar/Staff


3

Present form to the Instructor for verification and signature

Signs the form

Instructor Adding/Dropping/Changing Form/Completion Form/Shifting Form

42


ADVISORY: ASIST is strictly implementing health protocols for personal appearance on

document request. Please visit our facebook page first for inquiries


4

Proceed to Admin Office for dry seal

Dry seals the document

None Admin Staff

Official Receipt/Docu-ments



4

Request Official receipt

Issues official receipt for the billing statement, statement of accounts, certifications, completion, OTR, testing fees for the newly enrolled students

2 minutes None Collecting officer/Clerk

12


CASHIERS OFFICE FRONTLINE SERVICE: RELEASING OF CASH AND CHECKS

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: Students, Faculty, Staff and Outside Client Total Processing Time: 4 minutes (Cash), 6 minutes (Check) CASH

CHECKS


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

Present valid ID for suppliers and school ID for students and staff

-Requires clients to sign the payroll -Counts the money before releasing

2 minutes None Cashier/Clerk

Payroll

2 Receives the money

Releases the money


Payroll

STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

3

-Present valid ID for suppliers and school Id for students and staff -Issues official receipt(Supplier)

-Requires the clients to sign the receipt portion -Issues payment to the supplier upon receiving their official receipt


DV’s

Receives Pay-ment or check/s

3 minutes DV’s


OFFICE OF THE REGISTRAR FRONTLINE SERVICE: REQUEST FOR CORRECTION OF NAME, DATE OF BIRTH AND OTHER RELATED DATA IN THE SCHOOL RECORDS

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday)(During enrollment) Clients/Customers: Graduate, Authorized representative/Students Requirement(s): 1. Self-affidavit (1 original copy) 2. Parent’s Affidavit (1 original copy) 3. Affidavit of Two Disinterested Person (1 original copy) 4. Application for Correction of Name 5. Original Copy of Diploma/Official Transcript of Records 6. Valid ID 7. If proxy, authorization letter, xerox of 1 valid ID of document owner and proxy. Total Processing Time: 2 working days and 1 minute


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER


TY

FEE PERSON

IN CHARGE

FORMS

1

Secure application form for correction of entries on school records

Issue a pplication form

1 minute None Registrar/Staff

Request Form

2

Pay the required fee.

Receive and acknowledges payment

Php

50.00/

page

Cashier/Staff

Official Receipt

3

Submit the application form with the required documents and surrenders the original copy of diploma/official transcript of records for processing.

Receive requirements, check school record.

2 work-ing days

None Registrar/Staff

Official Receipt/Applica-tion form/

40


OFFICE OF THE REGISTRAR FRONTLINE SERVICE: REQUEST FOR 2ND COPY OF DIPLOMA

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday)(During enrollment) Clients/Customers: Graduate, Authorized representative/Students Requirement(s): 1. Affidavit of Loss 2. Valid ID 3. If proxy, authorization letter, xerox of 1 valid ID of document owner and proxy. Total Processing Time: 5 working days and 1 minute




STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER


TY

FEE PERSON

IN CHARGE

FORMS

1 Secure request for document at the Registrar’s Office.

Issue request form


Request Form

2



Php

25.00/

page

50.00 for

CAV

Cashier/Staff

Official Receipt

3

Present Affidavit of Loss and request to the Registrar’s Of-fice

Check student’s record.

5 work-ing days


Official Receipt

4



None Admin Staff



EXTENSION AND TRAINING SERVICES OFFICE FRONTLINE SERVICE: CONDUCT OF TRAINING ACTIVITY

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: Farmers, housewives, professionals, out-of school youths, local government units, government organizations, non- government organizations, Peoples ‘organizations, entrepreneurs, students Requirements: Request Letter, Training Design, MOA or MOU Total Processing Time: 10 days and 30 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN

CHARGE FORMS

Accomplishes request form or shows letter request

-Receives and assesses Request -Prepares training design and MOA

30 minutes 5 days

None None

Training Coordina-tor Training Coordina-tor

Training design format

Waits for approval of training/activity design

Gets signatures needed for approval of training design

1 day None Training Coordina-tor / Extension Director/Asst. Ex-tension Director Budget Officer/Account-ant VPAA, OIC CAO, President

14



Prepares for the conduct of Training activity

Requests sup-plies and Materials -Purchase of supplies & materials -Selection & designation of resource persons Prepares training materials

2 days 2 days

None Extension Director Budget Officer President BAC Supply Officer Training Coordina-tor Resource persons Training Staff

Attends training activity

-Conducts Training activity

Based on the training design

None Training Staff

Evalua-tion Sheet, Attend-ance Sheet





-Checks records/files (for authentication and verification) -Encode requested document. -Check encoded document for corrections. -Sign the document -Release the requested documents.

4



None Admin Staff


38


OFFICE OF THE REGISTRAR FRONTLINE SERVICE: CERTIFICATION, AUTHENTICATION AND VERIFICATION (CAV), CERTIFICATE OF GRADES, CERTIFCATE OF ENROLMENT, AUTHENTICATION OF SCHOOL RECORDS

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday)(During enrollment) Clients/Customers: Graduate, Authorized representative/Students Requirement(s): 1. Original copy of Official Transcript of Records (OTR), Diploma and/or Certificates 2. Valid ID 3. If proxy, authorization letter, xerox of 1 valid ID of document owner and proxy. Total Processing Time: 1 day and 1 minute

STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER


TY

FEE PERSON

IN CHARGE

FORMS

1 Secure request for document at the Registrar’s Office.

Issues request form

1 minute None Registrar/ Staff

Request Form

2



Php

25.00/

page

50.00 for

CAV

Cashier/Staff

Official Receipt

3

Presents Official Receipt for pro-cessing and claim requested documents.

-Check grade sheets (for certification of grades) -Check enrolment/graduation list (for certification of enrolment or graduation)

Within the day to 1 working day


Official Receipt


EXTENSION AND TRAINING SERVICES OFFICE FRONTLINE SERVICE: RENDITION OF TECHNICAL ASSISTANCE AND ADVISORY SERVICES

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: Farmers, housewives, professionals, out-of school youths, local government units, government organizations, non- government organizations, Peoples ‘organizations, entrepreneurs, students Requirements: Request Letter, Authority to travel Total Processing Time: 2.5 hours


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN

CHARGE FORMS

Accomplishes request form or shows letter request

-Receives and assesses Request -Prepares au-thority to travel

30 minutes 1 hour

None None

Technical assistance & advisory services coordina-tor Expert

Extension services request form Authority to travel form

Prepares needed

materials , if any 1 hour None Expert

Render of the technical service

Depends upon the degree of serious-ness of the situation

None Expert Technical Assistance & Advisory form

16


EXTENSION AND TRAINING SERVICES OFFICE FRONTLINE SERVICE: CONDUCT OF SPECIAL PROJECTS

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: External funding agencies/partners Requirements: Program/project proposal Total Processing Time: 38.5 days and 20 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

Calls for proposal

Prepares extension project proposal

30 Days None Special project coordinator Experts

2

Evaluates proposal and makes suggestions for improvement

-Revises proposal incorporating suggestions - Returns/submits final proposal

1 Day None -Special project coordinator -Experts

3 Receives and assesses revised proposal

Waits for proposal approval

4

Approves proposal and returns to proponent With Memorandum of Agreement (MOA)

Endorses MOA for approval of the President

10 minutes -Director for Extension -Special project coordinator -Administra-tive Council

5

Approves proposal and MOA

10 Minutes None SUC President

6

Receives copies of proposal and MOA

Returns copies of proposal and MOA to funding agency

1 Day None -Special project coordinator -Experts -Director for Extension





4

Proceed to the Office of the Registrar and submit the duly accomplished clearance.

Check the authenticity of signatures. Encode requested document-for year 2015 and below. Check SIAS or encoded document for corrections. Sign the document.

5 working days


Clear-ance/Official Receipt/OTR/Honorable Dismis-sal/Form 137

5

Claim Official Transcript of Records/Honorable Dismissal/Form 137

Checks the Official Receipt and release the document/s.



6

Proceed to the Admin Office for dry seal.

Dry seal the document

1 minute None Admin Staff


36


OFFICE OF THE REGISTRAR FRONTLINE SERVICE: REQUEST/ISSUANCE OF OFFICIAL TRANSCRIPT OF RECORDS/HONORABLE DISMISSAL/FORM 137

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday)(During enrollment) Clients/Customers: Graduate, Undergraduate or any authorized representative Requirement(s): 1. Final Clearance 2. 2x2 ID Picture (white background) 3. If proxy, authorization letter, xerox copy of 1 valid ID of document owner and the proxy. Total Processing Time: 5 working days and 3 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER


TY

FEE PERSON

IN CHARGE

FORMS

1 Secure and fill out clearance form.

Provide clearance form.


Clearance

2

Proceed to the of-fice of the College Librarian, Account-ing, Dept. Chair-man and ARSO for clearance signing.

Check the record for outstanding balances and other liabilities and signs the clearance.

None Librarian/Cashier/Dept. Chair-man/ARSO

Clearance

3

Pay fee at the Cash-ier’s Office

Receive and acknowledge payment.

50.00/page 30.00 doc stamp 25.00 Hon. Dis-missal

Cashier/Staff

Official Receipt



7 Processes papers for fund transfer

Prepares for fund transfer

1 Day None

8

Transfer Funds Receives transferred funds

1 Day None -Extension Director -Special project coordinator -Cashier -President

9 Prepares for launching

Prepares for project launching

2 Day None Extension Staff

10

Attends Launching

Launches project

½ day None Director for Extension and Staff

11

Monitors and evaluates the project

Implements, monitors and evaluates programs/projects

Depends on the pro-posal

De-pends on the pro-posal

-Director for Extension -Special project coordinator -Experts -Extension Staff

12

Receives reports

Prepares & submits reports

2 days None -Special Project coordinator -Expert -Director for Extension

18


GUIDANCE OFFICE FRONTLINE SERVICE: ISSUANCE OF GOOD MORAL CERTIFICATION

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: Students and graduates/school leavers Total Processing Time: 12 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

Pays certification Fee at the Cashier's Office

Collects payment

2 minutes PhP25.00

Cashier's Office

Official Receipt

2

Presents valid ID and authorization letter (if necessary, for proxy) and Official Receipt of payment for Certification paid at the Cashier's Office

Checks presented documents

5 minutes Guidance Staff

GMC certifi-cation

3 signs in Log book

Releases GMC Certification


4

brings the GMC Certification to the Registrar's Office for stamping of official dry seal

Stamps GMC Certification

2 minutes Registrar's Office Staff


6

Proceed to the Registrar’s Office for submission of all original requirements and stamping of ‘ENROLLED” on the assessment form.

Receives all original admis-sion require-ments.

3 minutes

None Assigned Enrolling Teacher

Assess-ment Form/Official Receipt

7

Present official receipt and assessment form at the MIS office for ID picture.

Issues ID Card 3 minutes

None MIS Staff Assess-ment Form/Official Receipt

Old students and returnees: Skip step 1, proceed to step 2 onwards. Cross-enrollees: Proceed to the Registrar’s Office for evaluation. For S.Y. 2020-2021: Access pre-registration link, provide details and submit online. All will be enrolled automatically and will be informed via social media, text, email or private messaging of the next process.


34



OLD: Claim grade slip from depart-ment, fill out pre-registration, claim assessment form RETURNEES: Get clearance form and grade records from Registrar’s Office. Proceed to department for evaluation. Fill out pre-registration form from accepting college, and claim assessment form.

3

Pay organizational fees at the depart-ment.

Issues provisional receipt

1 minute Php.

80.00 Assigned SG officer

Provision-al receipt

4

Proceed to ARSO for tagging of Free Higher Education (FHE) and other scholarship grants and submission of necessary documents.

Stamps the assessment form. Receives a xerox copy of admission requirements

3 minutes

None ARSO Staff

Assess-ment Form

5

Pay the cashier

Process payments and issue official receipt

3 minutes

Php.

90.00 Cashier/ Staff

Assess-ment Form/Official Receipt


GUIDANCE OFFICE FRONTLINE SERVICE: ADMISSION TESTING

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: College Applicants/Entrants Total Processing Time: 17 minutes


STEPS

CUSTOMER/APPLICANT SERVICE

PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN

CHARGE FORMS

1

Presents documents needed: For College Entrants: Certified true copy of Form 138 or SHS Report Card, GMC Certification, PSA Birth Certificate, NCAE Result (if availa-ble) Recent 2x2 ID pic-ture w/ name tag (2 cop-ies), Official Receipt. For transferees: GMC Certification, PSA Birth Certificate, Recent 2x2 ID picture w/ name tag (2 copies), Official Receipt, Honorable Dis-missal, Certified true copy of Transcript of Records.

Checks presented documents then issues application form


Appli-cation Form

2

Fills out Application Form and waits for eval-uation and schedule of examination

Checks entries in the Applica-tion Form


Testing Stub

3

Signs in the log book Release the schedule of examina-tion


Testing Stub

20


GUIDANCE OFFICE FRONTLINE SERVICE: RELEASE OF TEST RESULT

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: College Applicants Total Processing Time: 23 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

Presents the test stub

Looks into the individual folder of examinees

5 minutes None Guidance Staff

Test Stub

2

Waits for his/her turn to be called in for interview

Interviews the examinee

15 minutes None Counselor

3 Receives test result and sign in logbook

Releases test result

3 minutes None Counselor Test Result Slip


OFFICE OF THE REGISTRAR FRONTLINE SERVICE: ENROLLMENT OF OLD STUDENTS AND RETURNESS

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday)(During enrollment) Clients/Customers: First year students, transferees and Unit earners Requirement(s): 1. Original Copy of High School Report Card (Form 138-A) 2. Original PSA Birth Certificate 3. Original Certificate of Good Moral Character 4. Honorable Dismissal (For Transferees) 5. Transcript of Records (For Transferees) 6. ID picture 2 copies (2”x2”) Clients /Customers: Old Students and Returnees Requirements: 1. Grade slip 2. Evaluation form from previous semester attended 3.Returnee Clearance (for returnees) 4. Student ID for validation Total Processing Time: 20 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN

CHARGE FORMS

1

Claim College Placement Test result from the Guidance Office.

Gives the CPT result.

1 minute None Guidance Counse-lor / Student Assistant

CPT Result

2

NEW/TRANSFEREE/UNITING: Proceed to the enrolling teacher of the de-partment per evalu-ation of the Guid-ance Office and for the evaluation of transferees. Fill out the Pre-registration Form, enrolling teacher creates stu-dent account and releases the assess-ment form.

Issues Pre-registration form. Prints 2 copies assess-ment of the student. Evaluation for old and re-turning stu-dents

6 minutes

None Assigned Enrolling Teacher Depart-ment Chairper-son & Dean Registrar/Staff

Pre-Registra-tion Form Assess-ment Form Clearance Form Evaluation Form Grade Slip

32



5

Pays Organizational Fee at the Student Center, assessed school fees at the Cashier’s Office

Issues Official Receipt, automatic validation once payment is made

5 minutes

Php. 30.00

Cashier/Staff

Statement of Account/Official Receipt

6

GGgg Present Official Receipt at the Internet Room for ID picture taking

Issues ID Card 3 minutes

None MIS Staff Statement of Account/Official Receipt

7

Present Official Receipt, ID with new sticker and one copy of the Statement of Account at the Registrar’s Office for final validation and the stamping of “ENROLLED” on both copies

Checks Official Receipt and ID

2 minutes


Statement of Account/Official Receipt, ID with new sticker


GUIDANCE OFFICE FRONTLINE SERVICE: PROCESSING OF SCHOLARSHIP APPLICATION

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: College Applicants Total Processing Time: 20 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

Presents documents needed for the scholarship application

Checks presented documents then issues application form

5 minutes None Guidance Staff/OSS Staff

Appli-cation Form

2

Filling up of Application Form

Checks entries in the Applica-tion Form

5 minutes None OSS Staff Appli-cation Form

3

Collects application forms (Original and Xerox copy)

Submits application forms to the Office of the sponsoring agency.

10 minutes None Guidance Staff/OSS Staff Sponsoring Agency

22


LIBRARY SERVICES FRONTLINE SERVICE: BORROWING OF BOOKS

Schedule of Availability of Service: 7:30 am – 5:00 pm (Monday to Friday) Clients/Customers: Students /Faculty Total Processing Time: 7 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

Borrowing of books through the Facebook Account of the Library

Librarian will check if the book is available in the OPAC

1-2 minutes

Librarian/Library Aide

Face-book account

2

If the book is already available at the library

The student comes to school to pick up the book

3-5 minutes

Librarian/Library Aide

OPAC


OFFICE OF THE REGISTRAR FRONTLINE SERVICE: ENROLLMENT OF NEW STUDENTS AND TRANSFEREES

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday)(During enrollment) Clients/Customers: Incoming First year and transferees Requirement(s): 1.Original Copy of High School Report Card (Form 138-A) 2. NCAE Result 3. Birth Certificate/Certificate of Live Birth from NSO – Original + Photocopy 4. Certificate of Good Moral Character 5. Honorable Dismissal (For Transferees) 6. Transcript of Records (For Transferees) 7. ID picture 2 copies (1”x1”); 2 copies (2”x2”) 8. Certificate of Class Rank (for recipients of ASIST Scholarship Award only) 9. Medical Clearance Total Processing Time: 20 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN

CHARGE FORMS

1

Secure Admission Slip

Issues Admission Slip

1 minute None Guidance Officer

Admission Slip

2

Present Admission Slip and all entrance credentials at the Registrar’s Office

Checks and files submitted documents

3 minutes None Registrar/Staff

Admission Slip/Entrance credentials

3

Secure NSTP Form from the NSTP Office

Issues NSTP Form

1 minute None NSTP Coordina-tor

NSTP Form

4

Secure and fills out pre-registration form from respective college, approved and verified by the department chairman and the registrar for assessment

Issues pre-registration form, checks and verify subjects. Issues two copies of statement of accounts

5 minutes Assigned enrolling teacher/Depar-ment Chaiman/Registrar

Pre-registrtion Form/Statement of Ac-counts

30



4

Pays fee at the Cashier’s Office

Issues official receipt

Php 50.00/page


Official receipt

5

Claims corrected school record

Issues correct-ed school rec-ord

2 work-ing days

Staff at the Registrar’s Office

School Record


LIBRARY SERVICES FRONTLINE SERVICE: RETURNING OF BOOKS

Schedule of Availability of Service: 7:30 am – 5:00 pm (Monday to Friday) Clients/Customers: Students /Faculty Total Processing Time: 7 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

-Present the book to the librarian -If overdue

-Receives the book returned -compute the fine

1 minute 3minutes

Php 5.00/day

Librarian/Library Aide Librarian

Book card/ borrow-ers card logbook

2

Tally the accession no. of the book

Record in the logbook

1 minute Librarian/Library Aide

3

Recall the book Return borrowers card

books 1 minute Librarian/Library Aide

4

Shelving books 1 minute Librarian/Library Aide

24


MEDICAL/DENTAL CLINIC FRONTLINE SERVICE: MEDICAL ASSESSMENT

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Total Processing Time: 31 minutes


FRONTLINE SERVICE: DENTAL ASSESSMENT



STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

-Secure Medical/ Dental Record Form(M/DRF) -Fill up M/DRP

Issuance of M/DRF

1min Health Volunteers

2

Submit M/DRP Take Vital Signs, Height and Weight, BP, Health history.

15mins Nurse/ Health Volunteer

3 Proceed to Physician

Health Assessment

15mins Visiting Physician

STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

Secure M/DRF Release M/DRF 1 minute Nurse/ Health Volunteer

2

Proceed to Dentist

Dental Assessment

15 minutes Visiting Dentist


OFFICE OF THE REGISTRAR FRONTLINE SERVICE: REQUEST FOR CORRECTION OF NAME, DATE OF BIRTH AND OTHER RELATED DATE IN THE SCHOOL RECORDS

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: Students Requirement(s): 1. Self-Affidavit (2 copies) 2. Parent’s Affidavit (2 copies) 3. Affidavit of Two Disinterested Persons (2 copies) 4. Birth Certificate/Certificate of Live Birth from NSO – Original + Photocopy (2 copies) 5. Original Copy of Diploma/Transcript of Records Total Processing Time: 2 working days and 1 minute


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN

CHARGE FORMS

1

Secures two copies of application form for correction of entries.

Issues the form 0.5 min. Staff at the Registrar’s Office

Applica-tion Form for Correction of Entries

2

Fills in necessary information on the application form

Accomplish the form

Customer/applicant


3

Submits the appli-cation form together with the required documents (a. Self-Affidavit, b. Parent’s Affidavit, c. Affidavit of Two Disinterested Persons) and surrenders the original copy of diploma/transcript of records.

Receives two copies each of the supporting documents along with the application form and schedules release of the requested document/s

0.5 min. Staff at the Registrar’s Office


28


RECORDS OFFICE FRONTLINE SERVICE: ISSUANCE OF CERTIFICATE OF EMPLOYMENT/SERVICE RECORDS

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: Faculty and Employees Total Processing Time: 11 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

Secure request Form

Issues request form

1 minute None Human Resource Management Officer/Staff

R.O. no. 1

2

Accomplish request form

Give instruction on how to accomplish application (If requested). Process the documents.

8 minutes None Human Resource Management Officer/Staff

R.O. no. 1

3

Waits for the release of Certificate of Employment or Service Record

Release Service Record/COE

1 minute None Frontline Officer

Log Book

N.B. ****In case of second person, authorization letter from the owner of the service record must be presented.****


MEDICAL/DENTAL CLINIC FRONTLINE SERVICE: MANAGEMENT OF NON-CD’s / INJURIES

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Total Processing Time: 30-40 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

Report to College Clinic/ Nurse

Taking of Clients history, vital signs, BP

15 mins Nurse

2

Signs logbook for administered medication

Administration of medication treatment.

5-10 mins Nurse/ Health Volunteer

3 Health

Evaluation/ Instruction

10 mins Nurse

26


MEDICAL/DENTAL CLINIC FRONTLINE SERVICE: MANAGEMENT OF CD’s/MAJOR INJURIES



STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1 Report to College Clinic/ Nurse

Interview, Taking of Health History

10mins Nurse/ Health Volunteer

Taking of Vital Signs, Weight and B/p

5 mins

Health

Education/ Instruction

10 mins

(Injuries) Immediate

Treatment

Referral to the

Hospital 5 mins

Report to school Authorities. Supply Office for reimburse-ment of expenses incurred (transport of patient to other health facilities and initial medication.


RECORDS OFFICE FRONTLINE SERVICE: AUTHENTICATION OF DOCUMENTS

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Clients/Customers: Retirees/Graduates Total Processing Time: 5 minutes


FRONTLINE SERVICE: ISSUANCE OF OFFICIAL DOCUMENTS

Schedule of Availability of Service: 8:00 am – 5:00 pm (Monday to Friday) Total Processing Time: 2 hours and 6 minutes


STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1

Present Original Copy Together with the Photocopy

Check the Authenticity of the Document Presented

5 Minutes None Records Officer/staff

None

STEPS

CUSTOMER/APPLICANT

SERVICE PROVIDER

DURA-TION OF

ACTIVITY FEE

PERSON IN CHARGE

FORMS

1 Secure request Form

Provide the Form

1minute None Records Officer/ Staff

R.O. no. 1

2

Filling up of Application Form

Checks entries in the Application Form

5minutes none Records Officer/ Staff

R.O. no. 1

3

Proceed to the Office of the President/Any Authorized Officers

Bring the Form to the President

None Requesting Client

R.O. no. 1

4

Present Ap-proved Request

Release Docu-ment Requested

2 Hours None Records Officer/Staff

R.O. no. 1

Abra State Institute Handbook

Documents

Transcript of Abra State Institute Handbook