PRESIDENT RAMON MAGSAYSAY STATE UNIVERSITY

Cover Page

PRESIDENT RAMON MAGSAYSAY

STATE UNIVERSITY

CITIZEN’S CHARTER

2020 EDITION

2

I. Vision:

The President Ramon Magsaysay State University shall be a progressive

learner centered research university recognized in the ASEAN region in 2020.

II. Mission/Mandate

PRMSU shall primarily provide advance and higher professional, technical, and

special instructions in various disciplines; undertake research, extension and

income generation programs for the sustainable development of Zambales, the

region and the country. (Sec. 2.0, RA 11015)

III. Quality Policy

The PRMSU is committed to continually strive for excellence in instruction,

research, extension and production to strengthen global competitiveness

adhering to quality standards for the utmost satisfaction of its valued

customers.

IV. Service Pledge

We, the officials, and staff of the President Ramon Magsaysay State University,

commit to:

Offer prompt response to requests, communications, and queries and serve the

public with highest respect from Monday to Friday, from 8:00 a.m. to 5:00 p.m.;

Uphold the university’s vision, work intensely to attain its mission and ensure

its distinct participation in nation building, constantly upgrade and expand our

operations, systems and procedures, and enrich personnel to ensure excellent

service and satisfaction expected of our clientele;

Strongly advocate the attainment of quality education making it accessible to

everyone, the poor, the rich, the underprivileged, the physically impaired,

considering gender and sensitivity, objectivity and fairness;

Produce globally competitive graduates, responsible leaders, accountable

entrepreneurs, and conscientious citizens.

All these we pledge because we are committed and obliged to give you the best

service you deserve.

3

LIST OF SERVICES

Main Campus Page Number External Services

Application for Admission 5-8

Application for Enrollment of College Students 9-13

Application for Enrollment of Junior High School 14-17

Application for Enrollment of CPE Students 18-22

Application for Enrollment of r Graduate School 23-25

Application for Enrollment of College of Law 26-28

Application for Shifting 29-32

Application for Adding, Dropping and Changing of Subjects 33-35

Application for Cross Enrollment 36-38

Application for Removal of Incomplete 39-41

Application for Leave of Absence (LOA) 42-44

Application for Graduation 45-47

Request for Rectification 48-50

Request for the Use of Dry Seal 51

Request for Pertinent Documents 52-54

Internal Services

Student’s Clearance 56

Statements of Accounts 57

Cash Advances for Payroll 58-61

Overtime Pay 62-64

First Salary 65-68

Maternity Leave Benefits 69-71

Monetization 72-74

Last Salary 75-77

Terminal Leave Benefits 78-81

Cash Advances for Travel 82-83

Cash Advances for University Activities 84-85

Cash Advances for Petty Cash Fund 86-87

Reimbursement of Travel Expenses 88-89

Reimbursement of Expenses during University Activities 90-91

Replenishment of Petty Cash Fund 92-93

Payment for Stall/Store Rent 95

Payment for Dormitory Rent 96

Payment for Tuition Fee (Graduate School) 97

Payment for Requested Documents from Registrar 98

Releasing of Scholarship Grant 100

Claiming of Checks for Payment and/or Refund 101

Preparation of Agenda and Issuance of Board Resolution 103-105

Monitoring and Treatment of Cases Mild to Moderate Symptoms 107

Physical Examination during Enrolment 108

Issuance of Medical Certificates 109

General Services Office Functions 111

GSO Reports 112

List of Offices 113-116

Process of Filing Complaints 117

4

Office of the University Registrar -

Admissions and Registration Services

(EXTERNAL)

5

1. APPLICATION FOR ADMISSION (TESTING)

The service provides a documented procedure in administering entrance examination

to applicants who signified intent to enroll in the College of Teacher Education - Junior

High School Department (CTE-JHSD) or any tertiary degree offered in the University.

All applicants will be referred to as New Students and are either classified as

Freshmen (students with no prior enrolment to any secondary school or higher

education institution (HEI) or Transferees (students previously enrolled in other HEIs).

Result of entrance examination for undergraduate students is released within three (3)

working days after date of exam. As for the CTE-Junior High School examinees, result

of examination and ranking will be made available at the CTE-JHSD’s Principal’s

Office three (3) working days after the last day of the scheduled administration of the

test.

Office or Division: Office of the Registrar

Classification: G2C (Government to Citizen)

Type of Transaction: Simple Who may avail: Applicants for the College of Teacher Education – Junior High

School Department or any tertiary degree offered in the University CHECKLIST OF REQUIREMENTS WHERE TO SECURE

For College Freshmen

Fully Accomplished Admission Form

(Testing) for Freshmen and Transferees

(PRMSU-ASA-OURSF 1A)

One (1) photocopy of each of the following

documents (whichever is/are applicable)

Form 137 / SF 9

Form 138 / SF 10

Certificate of Good Moral Character

from school last attended

ALS Certificate of Rating (if

applicable)

PSA Birth Certificate

PSA Marriage Certificate (for married

female applicants)

Two (2) Passport Size ID Picture

For Transferees

Fully Accomplished Admission Form

(Testing) for Freshmen and Transferees

(PRMSU-ASA-OURSF 1A)



Transcript of Records or Certificate of

Grades

College where program to be enrolled is offered or Campus Registrar’s Office – Window 1 College where program to be enrolled is offered or Campus Registrar’s Office – Window 1

6

Honorable Dismissal / Transfer

Credentials




PSA Marriage Certificate (for married

female applicants)

Two (2) Passport Size ID Picture

For CTE - Junior High School Department

Fully Accomplished Application for

Admission Form – Laboratory Junior High

School (PRMSU-ASA-OURSF 1-B)



Form 138 / SF 10




Two (2) 2x2 Picture

Principal’s Office, CTE - Junior High School Department or Campus Registrar’s Office – Window 1

CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSI

BLE

1. Proceed to the

College (or

Principal’s Office,

for Junior High

School students)

where intended

program to enroll is

offered, and acquire

and accomplish

applicable

Application for

Admission (Testing)

Form (PRMSU-

ASA-OURSF 1A or

1B), and present

other requirements

as listed.

1.1. Issue to client

appropriate

application for

admission

(testing) form;

1.2. Receive from

client filled-out

application form

and

requirements as

listed;

1.3. Review the

completeness of

documents/requi

rements

submitted by the

client;

1.4. Evaluate client’s

compliance to

the University’s

and College’s /

Department’s

admission

policies.

None

5 minutes

Dean

Program Chair

College-designated Enrollment Officer/s

Principal,

CTE - Junior High

School Department

JHSD-Designated Enrollment

Officer

7

If client does not meet the admission requirements, advise the client to enroll in other programs in the college, or other colleges in the university, or other schools/HEIs;

1.5. If APPROVED,

return all

documents to

the client (form

and credentials

presented) and

direct the client

to proceed to

Window 13 of

the Office of the

University

Registrar –

Admissions and

Registration

Services

(OURARS)

2. Proceed to Window

13 at the OURARS

to submit approved

Application for

Admission (Testing)

form together with

other requirements.

2.1 Check

documents

submitted;

2.2 Collect

documents if

complete and

appropriate;

2.3 Encode client’s

data into the

University

Information

System (UIS) to

create client’s

application

number;

2.4 Issue the client’s

Test Permit stub.

For college freshmen/transferees, advise clients to proceed to the

None

6 minutes

Window 13, Office of the Registrar-Admission

and Registration

Services

8

Office of Student Affairs (OSA), Guidance Services-Testing Unit. For clients applying admission to the Junior High School program, inform the clients as to schedule and venue of the Admission Test.

3. For college

freshmen/transferee

s, proceed to the

Office of Student

Affairs (OSA),

Guidance and

Counselling

Services-Testing

Unit;

3.1 Inform the client

as to schedule

and venue of the

Admission Test;

3.2 On the day of

the Admission

Test, collect from

client Test

Permit stub;

3.3 Administer to

client the

Admission Test;


as to when and

where results of

the exam may

be obtained.

None

90 minutes

(exam proper)

Release of Result of

Examination (Three (3)

working days after date of examination)

Office of Student Affairs –

Guidance and

Counselling Services (Testing

Unit)

4. For clients applying

admission to the

Junior High School

program, proceed to

the Testing Area at

the AVR Room,

CTE-JHSD on the

day scheduled for

the Admission Test.

Present to the personnel-in-charge the Test Permit stub for Admission Test.

4.1 Collect from

client Test

Permit stub;

4.2 Administer to

client the

Admission Test;


as to when and

where results of

the exam may

be obtained.

None

90 minutes

(exam proper)

Result of Exam may be viewed

at the CTE-JHSD

Principal’s Office three (3)working

days after the last day of scheduled

administration of the test.

Office of the University Registrar-Admission

and Registration

Services, (Testing

Staff)

CTE-JHSD Principal

CTE-JHSD Designated Personnel

End of Transactions

9

2. ENROLLMENT (COLLEGE STUDENTS)

The service provides a documented procedure in the enrollment of students in the

various tertiary degrees (Baccalaureate Courses) offered in the University.

Clients may be referred to as either New or Old Students.

New Students are classified as Freshmen (students with no prior enrolment to

any secondary school or higher education institution (HEI)) or Transferees (students

previously enrolled in other secondary school or HEI).

Old Students are either Continuing students - students enrolled at PRMSU in

the immediately preceding semester/term, or Returnees who are students previously

enrolled at PRMSU but not in the immediately preceding semester/term.

All enrollees who are qualified as per provisions in RA 10931 or the Universal

Access to Tertiary Education Act of 2017 are entitled to free tuition for all

courses/subjects/classes enrolled in during a particular semester or term, as part of

the curriculum and are essential to obtaining a degree. This entitlement also includes

free miscellaneous, other school fees, and similar or related fees.

Enrollees who choose to voluntarily opt-out of the provision shall sign and submit

a waiver to the University (Voluntary-Opt-Out Form or PRMSU-ASA-OURSF14).

On the other hand, enrollees who are no longer qualified to avail of the free tuition

fee program must submit a fully accomplished Ineligible to Avail Free Higher Education

Form or PRMSU-ASA-OURSF31.


Classification: G2C - Government to Citizen Type of Transaction:

Simple

Who may avail: Incoming or Old college students

CHECKLIST OF REQUIREMENTS WHERE TO SECURE


PROCESSING TIME

PERSON RESPONSIBLE

1. Proceed to

the College

where

intended

program to

enroll is

offered;

Acquire and accomplish applicable enrollment form/s and then present other requirements as listed to secure

1.1 Issue to client a copy of

applicable enrollment

form;

1.2 Check the

completeness/appropriate

ness of requirements

presented.

Evaluate enrollee’s compliance to University and College admission and retention policies as basis to allow enrollment;

1.3 PROFILING

If APPROVED, update enrollee’s profile in the system and assign a unique Student Number

None

15 minutes

College Dean/s

Program Chair/s

Other

designated Enrollment

Officers

10

approval for enrollment.

to the client (if new student). If NOT APPROVED, advise unqualified applicants to enroll in other programs in the college, other programs in other colleges in the university, or to other HEIs. For Old Students, update profile if deemed necessary (i.e. change in contact details, address, name, etc.);

1.4 Perform ACADEMIC

ADVISING to qualified

enrollees to update their

respective Course Audit

Forms (Evaluation

Sheets), and identify what

subjects they may enroll

for the term (Pre-

Registration) with

observance to University

and College academic

policies;

1.5 TAGGING**

Tag students who will avail of the Free Tuition Fee program;

1.6 Print the enrollee’s

Subject Confirmation and

Assessment Slip (SCAS)

and then advise client to

proceed to the

Medical/Dental Unit (New

Students only), or to the

Cashier's Office if

payments are to be made.

Note: ** Students who will voluntarily forego the benefits of the Free Higher Education in SUC’s as per RA 10931 will have to submit a fully accomplished Voluntary-Opt-Out Form (PRMSU-ASA-OURSF14).

On the other hand, students who are no longer qualified to avail of the aforementioned benefits, will

College Dean/s

Program Chair/s

Other


Officers

11

have to submit a fully accomplished PRMSU-ASA-OURSF31.

Both documents are available at Window 1 of the Campus Registrar’s Office or Frontline Services Window of each college.

2. Proceed to

the

Cashier's

Office,

present

SCAS and

pay

necessary

fees.

Note: Step only applies to college students who chose to opt-out from / or are no longer qualified to avail of the Free Tuition Fee program

2.1 Accept payment from the

student, then print and

issue Official Receipt

2.2 Refer client to the

Medical/Dental Unit (New

Students only)

Varies depending on program and

number of units enrolle

d

2 minutes

Frontline Services Window

(Cashier’s Office)

3. Proceed to

the Medical /

Dental

Clinics.

Note: Step only applies to New Students

3.1 Conduct physical and

dental check-up;

3.2 Advise client to proceed to

the Campus Registrar's

Office.

None

20 minutes

University Physician

University Nurse/s

University

Dentist

4. Proceed to

the Campus

Registrar's

Office

(CRO) and

submit to the

assigned

Window

(depending

on

4.1 Check requirements as

presented;

4.2 Collect requirements if

complete, correct and

appropriate;

4.3 Print Certificate of

Registration (COR) if

submittals are in order and

complete, and if subjects

listed for enrolment are in

None

10 minutes

Campus Registrar

Campus Registrar

Office Personnel at respective Frontline

12

Course/Prog

ram to be

taken)

complete

and

appropriate

requirement

s as listed.

line with university/college

academic policies;

4.4 Advise client to proceed to

the Accounting, Office of

Student Affairs, and

respective colleges to have

COR stamped as copy

received.

Services Windows

(Windows 2 to 8)

5. Proceed to

the

Accounting

Unit for

submission

of photocopy

of COR.

5.1. Collect a copy of

student's COR for the

current term;

5.2. Stamp student’s copy

of COR as copy received;

5.3. Advise client to

proceed to the Office of

Student Affairs (OSA).

None

1 minute


(Accounting Unit)

6. Proceed to

the OSA to

- fill-out /

update

Personal

Data

Sheet /

Students'

Informatio

n Updating

Sheet;

- undergo

interview;

- pay

insurance

fee;

- submit

photocopy

of COR;

- get ID

printed /

validated.

For New Students (Freshmen / Transferees): 6.1.1. assist student in filling-

out Personal Data Sheet;

6.1.2. interview student;

6.1.3. collect payment for

insurance;

6.1.4. collect photocopy of

COR;

6.1.5. Stamp student’s copy

of COR as copy

received;

6.1.6. process and print

student's ID;

For Old Students ((Returnees / Continuing): 6.2.1. assist student in filling-

out Students Information

Updating Form (SIUF);

6.2.2. collect payment for

insurance;

6.2.3. collect photocopies of

COR;

6.2.4. Stamp student’s copy

of COR as copy

received;

Php

50.00

Note: Collected annually during 1st semester for insurance covering one (1) academic year. Those students admitted during second term or summer, pay the

30 minutes

15 minutes

OSA Director

OSA

Personnel at Frontline Services Windows

13

6.2.5. process and print /

validate student's ID;

6.3 Advise students to proceed

to their respective colleges

for submission of

photocopy of COR.

same to cover insurance during the remaining days of the current academic year.

7. Proceed to

the college

where

intended

program to

enroll is

offered and

submit

photocopy of

COR.

7.1. Verify if client

completed all steps of the

enrollment by checking the

completeness of stamps

from all concerned offices

(Accounting Office, OSA);

7.2. Collect a photocopy of

stamped COR, and other

forms and credentials

submitted (if needed);



7.4. Advise student to

proceed to the Office of the

Campus Registrar for the

submission of photocopy

of COR.

None

2 minutes

Designated Enrollment Officers at College’s Frontline Services Windows

8. Proceed to

the Campus

Registrar’s

Office to

submit

photocopy of

COR.



enrollment process by

checking the

completeness of stamps in

the COR, required from all

concerned offices

(Accounting Office, OSA,

College);


COR;



None

1-2 minutes

Campus Registrar

Personnel at respective Frontline Services Windows

(Windows 2 to 8)

End of Transactions

14

3. ENROLLMENT (CTE-JUNIOR HIGH SCHOOL DEPARTMENT)


College of Teacher Education – Junior High School Department (CTE-JHSD).

Office or Division:

Office of the Registrar

Classification: G2C - Government to Citizen

Type of Transaction:

Simple

Who may avail: Junior High School students (Grade 7 to 10)


For Grade 7 and transferee students Fully Accomplished Enrollment Form

(Laboratory High School – Junior High

School) or PRMSU-ASA-OURSF 2-E

Original copy of each of the following

documents (unless stated otherwise)

Form 138 / SF 10



PSA Birth Certificate (Photocopy)

Entrance exam result

One (1) Passport Size ID Picture

One (1) Long Size Brown Envelope

For Grade 8 to Grade 10 Fully Accomplished Enrollment Form

(Laboratory High School – Junior High

School) or PRMSU-ASA-OURSF 2-E

Form 138 / SF 10 (original)

Principal’s Office, CTE-Junior High School Department Principal’s Office, CTE - Junior High School Department Principal’s Office, CTE - Junior High School Department

(All forms are also available at Window 1, Campus Registrar’s

Office)


PROCESSING TIME

PERSON RESPONSIBL

E

9. Proceed to the

College of

Teacher

Education -

Junior High

School

Department to

acquire and

accomplish

applicable

9.1 Issue Enrollment Form

to the client;

9.2 Receive accomplished

form and check the

completeness/appropria

teness of requirements

presented to determine

qualification of client for

enrollment based on

University and JHSD

None

10 minutes

Principal, CTE - Junior High

School Department

Other


Officers

15

enrolment

form.

Present other requirements as listed and secure approval for enrollment.

admission and retention

policies;

9.3 PROFILING

If APPROVED, update

enrollee’s profile in the system and assign a unique Student Number to New Students. Update profiles of Old students if deemed necessary (i.e. change in contact details, address, name, etc.).

Collect requirements submitted by the client for filing at the office. If NOT APPROVED,

advise unqualified applicants to enroll in other schools;

9.4 Perform ACADEMIC


enrollees and identify

what subjects they may

enroll for the term (Pre-

Registration);

9.5 Print the enrollee’s

Subject Confirmation

and Assessment Slip

(SCAS) and then advise

client to proceed to the

Cashier's Office for

payment of

Miscellaneous fees.

10. Proceed to the

Cashier's

Office, present

SCAS and pay

necessary

fees.

10.1 Accept payment from

the student, then print

and issue Official Receipt


Medical/Dental Unit (only

New Students)

Php

1229.00

(Miscellaneo

us Fees)

2 minutes



11. Proceed to the

Medical /

Dental Clinics.



dental check-up

11.2 Advise client to

proceed to the Campus

Registrar's Office

None

20 minutes


University Nurse/s

University

Dentist

16

12. Proceed to the

Campus

Registrar's

Office (CRO)

and present

SCAS and OR.



submittals are in order

and complete;



Student Affairs (OSA) to

have COR stamped as

copy received;

None

10 minutes

Campus

Registrar’s Office

Personnel at respective Frontline Services Windows

(Windows 2 to 8)

13. Proceed to the

OSA to

- fill-out /

update

Personal

Data Sheet /

Students'

Information

Updating

Sheet;

- undergo

interview

(only new

students)

- pay

insurance

fee;

- submit

photocopy of

COR;

- get ID printed

/ validated.

5.1. Assist student in

filling-out Personal Data

Sheets (PDS) or

Students Information

Updating Form (SIUF);

5.2. Collect payment for

insurance;

5.3. Collect photocopies

of COR;


of COR as copy

received;

5.5. Process and print /

validate student's ID;

5.6. Advise students to

proceed to the CTE-

JHSD Principal’s Office

for submission of

photocopy of COR.

Php

50.00

Note: Collected annually during 1st semester for insurance covering one (1) academic year.

10 minutes

OSA


14. Proceed to the

Junior High

School

Department to

submit

photocopy of

COR.



enrollment by checking

the completeness of

stamps from all

concerned offices;

7.6. Collect a photocopy

of completely stamped

COR;





the Campus Registrar for

None

2 minutes

CTE - Junior High School Department designated Enrollment Officer/s

17

the submission of

photocopy of COR.

15. Proceed to the

Campus

Registrar’s

Office to

submit

photocopy of

completely

stamped COR.


completed all steps of

the enrollment process

by checking the


in the COR, required

from all concerned

offices;


of COR.


of COR as copy

received.

None

1-2 minutes

CRO

Personnel (Frontline Services

Windows 2 to 8)

End of Transactions

18

4. ENROLLMENT (CERTIFICATE ON PROFESSIONAL EDUCATION)


College of Teacher Education – Certificate on Professional Education program offered

in the University.

Program is intended for individuals who have already acquired their respective

college degrees and wish to acquire eighteen (18) Professional Education units, either

as requirements for the Licensure Examination for Teachers (LET) for non-education

degree holders, for graduate studies, employment, experience or other related

purposes.

Office or Division:




Simple

Who may avail: New or old students with earned college degrees CHECKLIST OF REQUIREMENTS WHERE TO SECURE

For New Students / Transferees

Approved Application for Admission

(Uniting/CPE Students) or PRMSU-

ASA-OURSF 1-D (photocopy);

Fully Accomplished Enrollment Form

(Uniting/CPE Students) or PRMSU-

ASA-OURSF 2-D

Transcript of Records (reflecting

completed Baccalaureate Degree,

original copy)

PSA Birth Certificate (Photocopy)

PSA Marriage Certificate (photocopy, for

married female applicants)

One (1) Passport Size ID Picture

Honorable Dismissal/Transfer

credentials (in cases of Transferees,

original)

For Old Students (Continuing) Fully Accomplished Enrollment Form

(CPE/Uniting Students) or PRMSU-

ASA-OURSF 2-D (disregard

requirements as listed in the form if

documents are already submitted during

previous term)

Updated Evaluation Form / Program of

Study reflecting all subjects/courses

credited (photocopy)

Dean’s Office, College of Teacher Education Dean’s Office, College of Teacher Education Dean’s Office, College of Teacher Education Dean’s Office, College of Teacher Education Dean’s Office, College of Teacher Education Dean’s Office, College of Teacher Education

19

Student’s Clearance (PRMSU-ASA-

OURSF10)

For Old Students (Returnees) Photocopy of approved Application for

Re-Admission (Old Students –

Returnees) or PRMSU-ASA-OURSF 1-

C

Fully Accomplished Enrollment Form

(Returnees) or PRMSU-ASA-OURSF 2-

G

Certificate of Registration (last term of

attendance at PRMSU, original or

photocopy)




Student’s Clearance (PRMSU-ASA-

OURSF10)

One (1) passport size ID Picture (formal,

white background) – for returnees not

enrolled at PRMSU in the last two (2)

years

Dean’s Office, College of Teacher Education Reprinting may be requested through Window 1, Campus Registrar’s Office Dean’s Office, College of Teacher Education Dean’s Office, College of Teacher Education

(All forms are also available at Window 1, Campus Registrar’s

Office)

CLIENT STEPS

AGENCY ACTIONS FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIB

LE

16. Proceed

to the

College of

Teacher

Education

(CTE) to

acquire

and

accomplis

h

applicable

enrolment

forms.

Present other requirements as listed to secure approval

16.1 Issue

to client applicable

enrollment form/s;

16.2 Receiv

e from client the duly

accomplished form/s and

check the

completeness/appropriate

ness of requirements

presented;

Evaluate enrollee’s compliance to University and College admission and retention policies as basis to allow enrollment;

16.3 PROFI

LING

If APPROVED, update

enrollee’s profile in the system and assign a unique Student Number

None

10 minutes

CTE Dean

Program

Chair

Other designated Enrollment Officer/s

20

for enrollment.

to the client (if New Student); If NOT APPROVED, advise unqualified applicants to enroll in other schools; For Old Students, update profile if deemed necessary (i.e. change in contact details, address, name, etc.)

16.4 Perfor

m ACADEMIC ADVISING

to qualified enrollees to

update their respective

Course Audit Forms

(Evaluation Sheets), and

identify what subjects

they may enroll for the

term (Pre-Registration);

16.5 Print

the enrollee’s Subject

Confirmation and

Assessment Slip (SCAS)

and then advise client to

proceed to the Cashier's

Office to pay necessary

fees .

17. Proceed

to the

Cashier's

Office,

present

SCAS and

pay

necessary

fees.


the client, then print and

issue Official Receipt;


Medical/Dental Unit (only

New Students).

Varies

depending on

number of

subjects enrolled

2 minutes



18. Proceed

to the

Medical /

Dental

Clinics.



dental check-up;


proceed to the Campus

Registrar's Office.

None

20 minutes


University Nurse/s

University

Dentist

None

10 minutes

21

19. Proceed

to the

Campus

Registrar'

s Office

(CRO)

and

submit to

personnel

-in-charge

at Window

3

complete

and

appropriat

e

requireme

nts as

listed.

19.1 Check requirements as

presented;

19.2 Collect requirements if

complete, correct and

appropriate;



submittals are in order and

complete, and if subjects

listed for enrolment are in

line with university

academic policies;



Student Affairs to have

COR stamped as copy

received.

Campus Registrar’s

Office Personnel at

Window 3

20. Proceed

to the

OSA to

- pay

insuranc

e fee;

- submit

photoco

py of

COR;

- get ID

printed /

validate

d.

5.1. Collect payment for

insurance;

5.2. Collect photocopy of

COR;



5.4. process and

print/validate student's ID;


proceed to the college for

submission of photocopy

of COR.

Php

50.00

Note: Collected annually during 1st semester for insurance covering one (1) academic year. Those students admitted during second term or summer, pay the same to cover insurance during the

10 minutes

OSA


22

remaining days of the current academic year.

21. Proceed

to the

College of

Teacher

Education

to submit

photocopy

of COR.



enrollment by checking the


from all concerned offices;


completely stamped COR,

and other forms and

credentials submitted (if

needed);




proceed to the Office of the

Campus Registrar for the

submission of photocopy of

COR.

None

2 minutes

CTE-

designated Enrollment Officers at Frontline Services Windows

22. Proceed

to the

Campus

Registrar’

s Office to

submit

photocopy

of COR.



enrollment process by

checking the

completeness of stamps in

the COR from all

concerned offices;


COR;


of COR as copy received.

None

1-2 minutes

Window 3, Campus


End of Transactions

23

5. ENROLLMENT (GRADUATE SCHOOL)


Masters and Doctorate programs of PRMSU Graduate School.



Type of Transaction: Simple Who may avail: Graduate School students


For New Students/Transferees Approved Notice of Admission

Graduate School Pre-Registration Form

For Old Students (Continuing/Returnees) Graduate School End of Trimester

Clearance

Graduate School Pre-Registration Form

Graduate School, Frontline Services Window Graduate School, Frontline Services Window


PROCESSING TIME

PERSON RESPONSI

BLE

23. Proceed to the

Graduate School

– Frontline

Services

Window to

acquire and

accomplish

applicable

enrolment form

and present

other

requirements as

listed to secure

approval for

enrollment.

23.1 Issu

e to the client

applicable enrollment

forms;

23.2 Rec

eive from client duly

accomplished form/s

and check the

completeness/appropri

ateness of

requirements

presented and

evaluate enrollee’s

compliance to

University and

Graduate School

academic and retention

policies;

23.3 Coll

ect from client

presented documents if


and complete;

None

10 minutes

Director, Graduate

School

Program Chair

Graduate

School Frontline Services Window

24

23.4 PR

OFILING

When APPROVED for enrollment, update enrollee’s profile in the system and assign a unique student number to New Students; For Old Students, ,

update enrollee’s profile in the system if deemed necessary (i.e. change in contact details, address, name, etc.)

23.5 Perf

orm ACADEMIC


enrollees to update

their respective Course

Audit Forms

(Evaluation Sheets),

and identify what

subjects they may

enroll for the term in

line with university and

Graduate School

academic policies;

23.6 Prin

t the enrollee’s Subject

Confirmation and

Assessment Slip

(SCAS) and then

advise client to

proceed to the

Cashier's Office to pay

necessary fees.

24. Proceed to the

Cashier's Office,

present SCAS

and pay

necessary fees.

24.1 Accept payment

from the client, then

print and issue Official

Receipt;

24.2 Refer client to

Window 12 at the

University Registrar’s

Office

Varies

depending on

number of

subjects to be enrolled

2 minutes



25. Proceed to

Window 12 of

the University

25.1 Check SCAS and

OR of the client;

None

10 minutes

Window 12, University Registrar’s

Office

25

Registrar's

Office (OUR)




and complete;

25.3 Keep a photocopy

of the COR on file;

26. Proceed to the

Graduate School

Frontline

Services

Window to

submit

photocopy of

COR.


of COR;

7.14. Stamp student’s

copy of COR as copy

received.

None

1 minute

Graduate

School Frontline Services Window

End of Transactions

26

6. ENROLLMENT (COLLEGE OF LAW)

The service provides a documented procedure in the enrollment of continuing students

in the College of Law.



Type of Transaction: Simple

Who may avail: Continuing College of Law students


For Old Students (Continuing) Fully Accomplished Enrollment Form (Old

Students) or PRMSU-ASA-OURSF 2-C




Student’s Clearance from last term

attended (original, PRMSU-ASA-

OURSF10)

College of Law, Frontline Services Window College of Law, Frontline Services Window

College of Law, Frontline Services Window

(Forms are also available at

Window 1, Campus Registrar’s Office)


PROCESSING TIME

PERSON RESPONSI

BLE

27. Proceed to the

College to

acquire and

accomplish

applicable

enrolment form

and present

other

requirements

as listed to

secure

approval for

enrollment.

27.1 Issu

e to the client applicable

enrollment forms;

27.2 Rec

eive from client duly

accomplished form/s

and check the

completeness/appropria

teness of requirements

presented and evaluate

enrollee’s compliance to

University and college

academic and retention

policies;

27.3 PRO

FILING

When APPROVED

for enrollment, update enrollee’s profile in the

None

10 minutes

Dean,

College of Law

College of

Law Secretary

27

system and assign a unique student number to New Students; For Old Students, , update enrollee’s profile in the system if deemed necessary (i.e. change in contact details, address, name, etc.)

27.4 Perf

orm ACADEMIC


enrollees to update their

respective Course Audit

Forms (Evaluation

Sheets), and identify

what subjects they may

enroll for the term in line

with university and

college academic

policies;

27.5 Print

the enrollee’s Subject

Confirmation and

Assessment Slip

(SCAS) and then advise


Cashier's Office to pay

necessary fees.

28. Proceed to the

Cashier's

Office, present

SCAS and pay

necessary

fees.


the client then print and

issue Official Receipt;

28.2 Refer client to

Window 3 at the

Campus Registrar’s

Office.

Varies

depending on

number of

subjects to be

enrolled

2 minutes



29. Proceed to

Window 3 at

the Campus

Registrar's

Office (CRO)

and submit

complete and

appropriate

requirements

as listed.

29.1 Check requirements

as presented;

29.2 Collect requirements

if complete, correct and

appropriate;




and complete, and if

subjects listed for

enrollment are in line

None

10 minutes

Window 3, Campus


28

with university and

college academic

policies;

29.4 Keep a photocopy of

the COR on file.

30. Proceed to the

College of Law

to submit

photocopy of

COR.


of COR and other forms

and credentials

submitted;

7.16. Stamp student’s

copy of COR as copy

received.

None

1 minute

College of

Law Secretary

End of Transactions

29

7. SHIFTING OF COURSE

The service provides a documented procedure in assisting students who wish

to shift or transfer to another degree or program in the University.

A student should apply for a shift of course to the Dean of the program where

he/she is getting out to be endorsed to the Dean of the new course, who in turn shall

approve said application together with the Registrar.

Office or Division:


Classification: G2C - Government to Citizen Type of Transaction:

Simple

Who may avail: Old students, continuing or returnees

CHECKLIST OF REQUIREMENTS

Fully accomplished Shifting Form

(PRMSU-ASA-OURSF03)

Updated Course Audit Form or

Evaluation sheet detailing all subjects

so far credited in the current course

Note: For purposes of evaluation or accreditation of course/subjects, the following documents are also advised to be made available by the client:

- For Transferees, include a

photocopy of TOR/Certificate of

Grades from other school/s

attended

- For students previously enrolled

in other degrees or programs in

the university, include a


Grades from previous terms

attended

College Frontline Services Window or Campus Registrar’s Office – Window 1

College Frontline Services Window


PROCESSING TIME

PERSON RESPONSIBLE

31. Proceed to

the College

where

current

program

enrolled is

offered.

31.1 Is

sue to client a

Shifting Form;

31.2 A

ccept duly

accomplished

Shifting Form and

endorse the same to

None

1 minute

5 minutes


30

Acquire and accomplish the Shifting Form and secure approval from the releasing Dean and the accepting Dean (college where new course is to be taken)

the Releasing Dean

to secure approval

of the latter;

31.3 R

eceive shifting form

and determine merit

of the request and

decide with due

consideration to

university and

college admission,

retention and

academic policies;

31.4 If

APPROVED, advise

student to secure

approval from the

Dean of the

accepting college;

31.5 R

eceive Shifting Form

from client together

with a copy of

student’s updated

Evaluation Sheet

(current program

enrolled), and/ or

other references to

credit subjects from

program/s previously

attended (in case of

transferees or

shifters);

31.6 D

etermine merit of the

request and decide

with due

consideration to

university and

college admission,

retention and

academic policies;

31.7 If

APPROVED, advise

student to proceed

to the Cashier’s

Office to pay Shifting

fee and then secure

approval of the

Registrar;

5 minutes

Releasing Dean / Program Chair

Accepting Dean / Program Chair

31

32. Once

approval of

the releasing

and

accepting

deans are

secured,

proceed to

the Cashier's

Office pay

necessary

fees.

32.1 Accept payment


print and issue

Official Receipt;


Frontline Services

Window (Windows 2

to 8) at the Campus

Registrar’s Office.

P50.00 (Shifting Fee)

2 minutes



33. Present

Official

Receipt and

duly

approved

Shifting Form

to the

Frontline

Services

Window of

the Campus

Registrar’s

Office

33.1 Receive from

client OR and Shifting

Form for approval of

the Registrar;

33.2 If APPROVED,

update student’s

profile in the system

to reflect change in

course;

33.3 Keep Registrar’s

Copy of the duly

approved Shifting

Form;

33.4 Direct student to

distribute the

releasing and

accepting college’s

copies of the Shifting

Form.

None

3 minutes

Campus

Registrar’s Office Frontline

Services Windows 2 to 8

34. Distribute

copies of the

Shifting Form

to the

releasing and

accepting

colleges.

7.17. Receive college’s

copy of the Shifting

Form.

None

1 minute

Frontline Services Windows

(releasing and accepting colleges)

35. Report to the

Dean of the

College or

Program

Chair of the

new course

5.1. Determine which

subjects in the new

course’s curriculum

will be credited from

the previous course

taken by client;

None

5 minutes

Dean or

Program Chair of the accepting

college)

32

to undergo

academic

evaluation.

5.2. Give client an

updated Course

Audit Form

(Evaluation Sheet) of

his new course

detailing subjects so

far credited;

5.3. Advise client to

process his/her

enrollment.

End of Transactions

33

8. ADDING/ CHANGING/ DROPPING OF SUBJECTS

The service provides a documented procedure in assisting students to add,

change and/or drop subject/s for enrollment.

A student may be allowed to change and/or add subjects within two (2) weeks

from the first day of classes during the semester, or within the first three (3) days of

classes during the summer term. Dropping of subjects shall be allowed before the

midterm.

Adding/Changing of subject/s shall be made for valid reasons and shall be

stated in writing using the appropriate form to be approved by the Dean and the

Registrar. Subject/s added/changed unofficially or without approval of the Dean and

the Registrar shall not be given credit. Unofficial dropping of subjects will mean a grade

of 5.0

The total load carried by a student including the added subject/s must not

exceed the maximum under the academic load or that which is prescribed for his

curriculum year during the term/semester.

Office or Division: Office of the Registrar Classification: G2C - Government to Citizen


Who may avail: All students


- Fully accomplished Adding Form

(PRMSU-ASA-OURSF04) or

Changing/Dropping Form (PRMSU-

ASA-OURSF05), whichever is

applicable

Note: For purposes of observing university and college academic policies on loading of subjects, pre-requisite and advanced subjects, and other related concerns, the following documents are also advised to be made available by the client:

- Updated Course Audit Form or

Evaluation sheet detailing all

subjects so far credited in the

current course

- For Transferees, include a


Grades from other school/s

attended

- For students previously enrolled in

other degrees or programs in the

university, include a photocopy of



34

TOR/Certificate of Grades from

previous terms attended

CLIENT STEPS


PROCESSING TIME

PERSON RESPONSIB

LE

36. Proceed to

the College

where

current

program

enrolled is

offered.

Acquire and accomplish the appropriate form and secure approval from officials concerned (Instructor, Dean and Registrar)

36.1 Issue

to client the appropriate

form depending on

purpose of request

(Adding, or

Dropping/Changing);

36.2 Advis

e client to secure

approval from all officials

concerned as identified

in the form;

36.3 Deter

mine merit of the request

based on university and

college admission,

retention and academic

policies;

36.4 If

APPROVED, advise


Cashier’s Office to pay

Adding/Changing/Droppi

ng fee;

None

1 minute

5 minutes


Instructor concerned /

Dean / Program

Chair

37. Proceed to

the

Cashier's

Office to

pay

necessary

fee.


the student, then print

and issue Official

Receipt;


Frontline Services

Windows (Windows 2 to

8) at the Campus

Registrar’s Office or

Window 12 at the


Office (for Graduate

School students)

P50.00

(Adding/ Droppin

g/ Changing Fee)

2 minutes



38. Present

Official

Receipt and

college-

38.1 Receive from client

OR and

adding/dropping/changing

form and endorse it for

None

5 minutes

Campus


Frontline

35

approved

form at the

Frontline

Services

Window of

the

Campus

Registrar’s

Office

(windows 2

to 8) or

Window 12

at the

University

Registrar’s

Office (for

Graduate

School

students)

approval of the Registrar

if request and

requirements presented

are in order and

complete;

38.2 If APPROVED,

update student’s profile in

the system to reflect

change/s in subject/s

enrolled;


Copy of the duly

approved form;

38.4 Issue to client an

updated Certificate of

Registration (COR),

photocopies of which are

to be distributed by the

client to concerned offices

(Registrar, Accounting,

OSA, College);


distribute to his/her

college the Dean’s copy

of the form together with

the college’s copy of

updated COR.

Services Windows 2 to

8

Window 12, University Registrar’s Office (for Graduate

School students)

39. Distribute

copies of

the

Updated

COR to the

College

(include

Accounting

Office and

OSA for

undergradu

ate

students).

7.18. Receive copy of the

form.

None

3 minutes

Frontline Services Windows (College,

Accounting Office, OSA)

End of Transactions

36

9. CROSS ENROLLMENT

The service provides a documented procedure in the cross enrollment of students.

Cross enrollment refers to the enrollment of subject/s, prescribed in a student’s

curriculum, to other colleges in the campus, other campuses in the university, or other

HEIs, when those subjects are not offered in their mother college for the current term.

A student may register in two or more colleges in the University provided that

the total number of units/credits do not exceed the maximum allowed by the rules on

academic loading.

A student registered in the University who wishes to cross enroll in another

institution must get a permit from the Dean and the Campus Registrar. The permit

should state in writing the subject/s the student is going to cross enroll and the total

number of units he/she intends to take.

Cross enrollment in all curricular levels may be allowed, provided these

subjects are not offered in the University, must have the same course description and

number of units, and must not be a major subject. No student is allowed to cross enroll

in two (2) or more schools outside the University.

Students from other HEIs who want to cross enroll in the University must

present a permit from the Dean and Registrar of their mother institution. The permit

must specify the subject/s and the unit/s to be cross enrolled.

Cross registration is allowed within the prescribed schedule of enrollment and

its allowable extension (two (2) weeks from the start of classes for the semester, and

three (3) days form the beginning of classes for the summer term).


Classification: G2C - Government to Citizen Type of Transaction: Simple



Fully accomplished Application to Cross

Enroll Form (PRMSU-ASA-OURSF06)



PROCESSING TIME

PERSON RESPONSIB

LE

40. Proceed to

the College

where current

program

enrolled is

offered.

Acquire and

40.1 Issu

e to client a copy of the

Cross Enrollment Form;

40.2 Advi

se client to secure

approval from all

officials concerned as

identified in the form;

None

1 minute

3 minutes


37

accomplish the Application to Cross Enroll Form and secure signature and approval from officials concerned (Dean of mother College, Dean where subject to cross enroll is offered, Registrar).

40.3 Dete

rmine merit of the

request based on

university and college

academic policies;

40.4 If

APPROVED, advise


College where subject

to cross enroll is

offered.

Dean

Program Chair

(of the mother

College)

41. Proceed to

the College

where

subject to

cross enroll is

offered and

secure the

approval of

the Dean.

41.1 Dete

rmine merit of the

request based on

university/institution

and college academic

policies;

41.2 If

APPROVED, advise


Cashier’s Office (of the

mother campus or

mother institution) to

pay necessary fee.

None

3 minutes

Dean

Program Chair (of the

accepting College)

42. Proceed to

the Cashier's

Office to pay

necessary

fee (of the

mother

campus or

mother

institution).

42.1 Accept payment

from the client, then print

and issue Official

Receipt;


Frontline Services


8) at the Campus


P50.00 (Cross

Enrollment fee)

2 minutes



43. Present

Official

Receipt and

college-

approved

form at the


OR and Cross

Enrollment Form and

endorse it for approval of

the Registrar if request

and requirements

None

5 minutes

Campus


Frontline Services

38

Frontline

Services

Window of

the Campus

Registrar’s

Office

(windows 2 to 8)

presented are in order

and complete;

43.2 If APPROVED,

update student’s profile

in the system to reflect

changes;


Copy of the duly

approved form;

43.4 Issue to client an

updated Certificate of

Registration (COR),

photocopies of which are

to be distributed by the

client to concerned

offices ( Accounting,

OSA, College);

43.5 Direct client to

distribute to his/her

mother college the

Dean’s copy of the

Cross Enrollment Form

together with the

college’s copy of

updated COR.

Windows 2 to 8

44. Distribute

copies of the

updated COR

to the

Accounting

Office and

OSA.


form.

None

3 minutes


(Accounting Unit, OSA)

End of Transactions

39

10. COMPLETION (REMOVAL OF AN “INC” MARK)

The service provides a documented procedure in the removal of students’ “INC” mark

or incomplete grades.

An incomplete grade or an “INC” mark is given to a student if he/she fails to

appear and take the final examination due to illness or some other valid reasons. It

may also be given if other course requirements are not satisfied.

Incomplete grades in subjects that are prerequisites to other subjects must be

completed first before enrollment of the latter shall be made.

Completion is the process of eliminating a student’s “INC” mark by passing a

re-examination or satisfying the requirements for the course. A re-examination may

only be given once.

The student shall be given a final grade based on his/her overall performance.

The prescribed period for the removal of an “Inc” mark is ninety (90) calendar days

after the date of final exam. Failure to comply within the prescribed period shall mean

a grade of 5.0.

Office or Division: Office of the Registrar Classification: G2C - Government to Citizen


Who may avail: All students with INC marks


Fully accomplished Completion Form

(PRMSU-ASA-OURSF07A for Non

Graduate School students or

PRMSU-ASA-OURSF07B for Graduate School students, whichever is applicable)

College/GS Frontline Services Window or Campus Registrar’s Office – Window 1


PROCESSING TIME

PERSON RESPONSI

BLE

45. Proceed to

the

College/GS

where

current

program

enrolled is

offered.

Acquire and accomplish the appropriate form and secure signature

45.1 Issu

e to client a copy of the

Completion Form;

45.2 Advi

se client to secure

approval from all



45.3 Det

ermine merit of the

request based on


academic policies;

45.4 If

APPROVED, advise


None

1 minute

5 minutes


Instructor concerned / Dean / GS Director / Program

Chair

40

and approval from officials concerned (Instructor, Dean and Registrar)


Completion fee;

46. Proceed to

the Cashier's

Office to pay

necessary

fee.

46.1 Accept payment



Receipt;


Frontline Services


8) at the Campus


Window 12 at the


Office for Graduate

School students.

P50.00

(Completion fee)

2 minutes



47. Present

Official

Receipt and

college-

approved

form at the

Frontline

Services

Window of

the Campus

Registrar’s

Office

(windows 2

to 8) or

Window 12

at the

University

Registrar’s

Office (for

Graduate

School

students).


OR and Completion

Form and endorse it for

approval of the

Registrar if request and


are in order and

complete;

47.2 If APPROVED,

update student’s profile

in the system to reflect

change in grade;


Copy of the duly

approved form;


distribute copies of the

Registrar-approved

Completion Form to the

instructor and dean

concerned.

None

5 minutes

Campus


Frontline Services

Windows 2 to 8

Window 12

at the University Registrar’s Office (for Graduate

School students)

48. Distribute

copies of the

Registrar-

approved

Completion


form.

None

3 minutes

Instructor


41

Form to the

instructor

and dean

concerned.

(College, GS)

End of Transactions

42

11. APPLICATION FOR LEAVE OF ABSENCE (LOA)

The service provides a documented procedure in the application of students for

LOA or Leave of Absence.

LOA refers to an absence from the university.

Students are assumed to enroll on a continuous basis until their program is

completed. Any break in enrollment requires the filing of a Leave of Absence. An

approved LOA is a permission from the university to temporarily interrupt studies. As

a general rule, it carries with it an implied guarantee to accept the student as a

returnee, subject to the policies of the university. The Leave of Absence shall not

exceed one (1) academic year.

Students on LOA are not enrolled in any program, they are not considered bona

fide students, and are not allowed to enter the campus except as occasional visitors

to transact with certain offices. Moreover, students on LOA are not allowed to enroll

and study in another educational institution. No course taken by students on LOA from

another school may be credited towards the completion of the program in this

university.

The application for LOA shall be deemed final and valid upon approval of the

College Dean and Registrar, and payment of necessary fee. Students with approved

LOA are required to drop subjects enrolled in the current term when LOA was filed

and approved.

University policies on dropping are to be observed, as such, LOA may only be

approved before the midterms.


Classification: G2C - Government to Citizen Type of Transaction: Simple



Fully accomplished Leave of Absence

Form (PRMSU-ASA-OURSF13)

Fully accomplished Changing/Dropping

Form (PRMSU-ASA-OURSF05) if there are

subjects already enrolled in the current

term

College Frontline Services Window or Campus Registrar’s Office – Window 1 College Frontline Services Window or Campus Registrar’s Office – Window 1


PROCESSING TIME

PERSON RESPONSI

BLE

49. Proceed to the

College where

current program

enrolled is

offered.

49.1 Iss

ue to client a copy of

the Leave of Absence

Form;

49.2 Adv

ise client to secure

None

1 minute


43

Acquire and accomplish the Leave of Absence Form and secure signature and approval from officials concerned (Dean, Registrar)

approval from all



49.3 Det

ermine merit of the

request based on


academic policies;

49.4 If

APPROVED, advise



necessary fee.

3 minutes

Dean

50. Proceed to the

Cashier's Office

to pay necessary

fee.

50.1 Accept payment



Receipt;


Frontline Services

Windows (Windows 2

to 8) at the Campus


Window 12 at the

University Re3gistrar’s

Office for Graduate

School students.

P50.0

0 (Leave

of Absence fee)

2 minutes



51. Present Official

Receipt and

college-approved

LOA Form at the

Frontline

Services Window

of the Campus


(windows 2 to 8)

or Window 12 at

the University

Re3gistrar’s

Office for

Graduate School

students.


OR and LOA Form and

endorse it for approval

of the Registrar if

request and


are in order and

complete;

51.2 If APPROVED,

keep Registrar’s Copy

of the duly approved

form;

51.3 Direct client to

process dropping of

subject/s if there are

any enrolled in the

current term;

Note: As per University academic policy, unofficially dropped

None

5 minutes

Campus


Frontline Services

Windows 2 to 8

Window 12, University

Re3gistrar’s Office

44

subject/s will be given a grade of 5.0

End of Transactions

45

12. APPLICATION FOR GRADUATION

The service provides a documented procedure in the processing of students’

application for graduation.

Graduating students are those who are in their last term of attendance in the

University for the completion of their respective degrees. Candidates for graduation

must have satisfied all academic and non-academic requirements within 10 calendar

days before the College Academic Council meeting. All candidates for graduation must

have their deficiencies made up and their records cleared not later than the date as

prescribed above.

A pre-academic council meeting shall be conducted to assess, evaluate and

approve candidates for graduation in the colleges and campuses prior to the

University-Wide Academic Council Meeting.

No student shall graduate from the University unless his/her name is listed as

a candidate for graduation endorsed and approved by the University Academic

Council and confirmed by the Board of Regents (BOR).




Simple

Who may avail: Graduating students CHECKLIST OF REQUIREMENTS

Fully accomplished Application for

Graduation Form (PRMSU-ASA-OURSF11)

Updated Course Audit Form (Evaluation

Sheet) duly signed by the Dean

Passport size ID picture with nameplate,

white background, in formal attire with collar

Form 137 (Copy for PRMSU), for high

school and college applicants only,

disregard if already submitted

If Transferee, TOR (Copy for PRMSU),


Photocopy of latest PSA Birth Certificate,


Photocopy of latest PSA Marriage

Certificate for married applicants, disregard

if already submitted

(For submitted photocopy of documents, present original copies for verification purposes)

Campus Registrar’s Office – Window 1

College/GS Frontline Services Window


PROCESSING TIME

PERSON RESPONSIBLE

46

52. Proceed to

Window 1 at

the Campus

Registrar’s

Office.

Acquire and accomplish, and submit the Application for Graduation Form to the personnel-in-charge at the window.

52.1 Issue

to client a copy of the

Application for Graduation

Form;

52.2 Accept

and review if required

information is provided

and if the form is

appropriately and

completely filled-out;

52.3 Collect

from client all other

documents as listed;

52.4 Direct

client to Windows 2 to 8 of

the Campus Registrar’s

Office (depending on

program enrolled) or

Window 11 of the


Office for Graduate School

students, for initial

evaluation of

requirements;

None

1 minute

3 minutes


Frontline Services Window, Campus Registrar’s Office (Windows 2 to 8)

Window 11, Office of the University Registrar

53. Proceed to

Windows 2 to

8 of the

Campus

Registrar’s

Office

(depending

on program

enrolled) or

Window 11 of

the University

Registrar’s

Office for

Graduate

School

students, for

initial

evaluation of

requirements.

53.1 Review the availability

on file of documents which

may have already been

submitted by client

(requirements as listed);


regarding documents that

are yet to be submitted;

53.3 If there are some

documents that need to be

officially requested from

schools previously

attended by the client,

provide the necessary

request forms to the client;

53.4 Check client’s

permanent record and

status of completion of all

academic and non-

academic requirements for

graduation;

None

3 minutes

7 working days

Frontline Services Window, Campus Registrar’s Office (Windows 2 to 8)

Window 11, Office of the University Registrar

47

53.5 Inform client of his/her

deficiencies;

53.6 Monitor client’s

completion of deficiencies

53.7 If client has completed

all academic and none

academic requirements for

graduation, include client’s

name in the List of

Candidates for Graduation

subject to the deliberation

of the College, Campus,

and University Academic

Councils for subsequent

confirmation of the Board of

Regents.

------

53.8 Receive from client OR

and Completion Form and

endorse it for approval of

the Registrar if request and

requirements presented are

in order and complete;

53.9 If APPROVED, update

student’s profile in the

system to reflect change in

grade;

53.10 Keep Registrar’s Copy

of the duly approved form;


distribute copies of the

Registrar-approved

Completion Form to the

instructor and dean

concerned.

None

5 minutes

Campus

Registrar’s Office Frontline

Services Windows 2 to 8

Window 11 at the OURARS

for GS students.

54. Distribute

copies of the

Registrar-

approved

Completion

Form to the

instructor and

dean

concerned.


form.

None

3 minutes


(College, GS)

End of Transactions

48

13. REQUEST FOR RECTIFICATION OF STUDENTS’ GRADES /

LATE ENCODING OF GRADES

The service provides a documented procedure in the processing of requests for

rectification of students’ grades and/or late encoding of grades.

Rectification of Grades is a process to cater faculty members’ request to gain

access into the University Information System (UIS) in order to make corrections in

entries made in their grading sheets. This usually covers corrections for erroneous

entries in students’ grades for midterm and finals.

Late Encoding of Grades is requested by faculty members who have failed to

encode entries in their grading sheets for a particular term, after the prescribed period

of encoding has lapsed. An approval for this request would entail the unposting of

grading sheets and the provision of UIS access to the concerned faculty member/s to

encode students’ grades through the system.


Classification: G2E - Government to Employee

Type of Transaction: Simple Who may avail: PRMSU Faculty Members


Rectification of Grades

Fully accomplished Request for

Rectification of Grades Form (PRMSU-

ASA-OURSF23B)

Photocopy of Class Record in the

concerned subject

Photocopy of Grading Sheet previously

submitted

Late Encoding of Grades

Fully accomplished Request for Late

Encoding of Grades Form (PRMSU-ASA-

OURSF24B) or

University Registrar’s Office – Window 12

CLIENT STEPS AGENCY ACTIONS FEES

TO BE PAID

PROCESSING TIME

PERSON RESPONSIB

LE

55. Proceed to

Window 12 at the University

55.1 Issue

to client a copy of the requested form;

None

1 working day

Window 12

49

Registrar’s Office. Acquire and accomplish, and submit the appropriate form (depending on nature of request) to the personnel-in-charge at the window.

55.2 Accept and review if required information is provided and if the form is appropriately and completely filled-out;

55.3 Collect from client all other necessary documents as listed;

55.4 Endorse request to the University Registrar for approval;

55.5 Determine the merit of the request and give approval if request is valid and in order;

55.6 If approved, instruct the personnel-in-charge to unpost the grading sheet as per Schedule ID identified in the request;

55.7 Unpost the grading sheet as per Schedule ID identified in the request upon the approval of the University Registrar;

55.8 Inform client to proceed to the UMISO to gain access to the UIS;

55.9 Remind client to submit to the Office a print out of the grading sheet, duly signed by the instructor and the dean.


Office

University Registrar

Window 12 University Registrar’s

Office

56. Proceed to the

UMISO and

request

access to the

UIS to encode

/ rectify

student’/s’

grade/s;

56.1 Provi

de client a computer unit

to access required

module in the UIS;

Non

e

2 minutes

UMISO Staff

50

Note: Unposted grading sheets will only be made available for access within 1 whole day.

57. Log-in to the

UIS using

personal

account;

Encode/ Rectify student’/s’ grades; Print the grading sheet and submit a duly signed copy to Window 12 at the University Registrar’s Office.

3.1. Provi

de the client assistance, if

needed;

Non

e

-

UMISO Staff

4. Proceed to

Window 12 at

the University

Registrar’s

Office to

submit a duly

signed copy of

the grading

sheet.

4.1. Accep

t from client duly signed

copy of grading sheet;

4.2. Attac

h it to previously

submitted documents and

keep it on file.

Non

e

1 minute

Window 12 University Registrar’s

Office

End of Transactions

51

14. REQUEST FOR USE OF DRY SEAL IN DOCUMENTS


Classification: G2C – Government to Citizen / G2E - Government to Employee Type of Transaction: Simple

Who may avail: PRMSU students and employees


Fully accomplished Request for Dry Seal of

Documents (PRMSU-ASA-OURSF26)

Document/s to be dry-sealed

University Registrar’s Office – Windows 12 to 13


PROCESSING TIME

PERSON RESPONSIBLE

58. Proceed to

Window 12 or 13 at the University Registrar’s Office. Acquire and accomplish, and submit the request form to the personnel-in-charge at the window.

58.1 Issue to

client a copy of the requested form;

58.2 Accept and review if required information is provided and if the form is appropriately and completely filled-out;

58.3 Collect from client all other necessary documents as listed;

58.4 Endorse request to the University Registrar for approval;

58.5 Determine the merit of the request and give approval if request is valid and in order;

58.6 If approved, assign the personnel-in-charge to facilitate the dry sealing of document/s as requested;

58.7 Do the dry sealing of document/s upon the approval of the University Registrar;

58.8 Return dry-sealed document/s to the client;

58.9 Keep a sample of the document for filing (archive), if needed.

None

1 working day

Window 12 or 13,


Office

University Registrar

Window 12 or 13,


Office

End of Transactions

52

15. REQUEST FOR PERTINENT DOCUMENTS/RECORDS FOR

SPECIFIC PURPOSES

The service provides a documented procedure in the processing of requests for

pertinent documents/records for specific purpose/s with observance to salient

provisions in Executive Order (EO) No. 2 series of 2016 or the Freedom of Information

Act, and RA 10173 or the Data Privacy Act of 2012.


Classification: G2B - Government to Business / G2G – Government to Government

Type of Transaction: Simple Who may avail: Internal or External offices (private or public companies, other

government agencies, etc.)


Fully accomplished Pertinent Request

of Documents/Records Form (PRMSU-

ASA-OURSF29) or an official letter of

request detailing the purpose of the

request and the specific documents or

information needed (provide template if

available);

For walk-in transactions with external

offices/agencies, a photocopy of the

office’s or agency’s authorized

representative’s employee ID or any

valid must be submitted;

For student/graduate verification, the

following are the requirements;

Letter from the

company/agency requesting

verification or background

check;

Consent letter duly signed by

the person whose background

is being verified, with attached

photocopy of latest valid

identification card;

If there are certifications (i.e.

Diploma, TOR, etc.) submitted

that need to be verified, submit

a copy to be used as reference

by this Office.

University Registrar’s Office – Windows 10 to 13

53


PROCESSING TIME

PERSON RESPONSIB

LE

59. Proceed to

Window 1 at the

Campus

Registrar’s Office.

Acquire and accomplish, and submit the Request for Pertinent Document Form to the personnel-in-charge at the window.

Note: request may also be sent via the Office of the University Registrar’s official email address: rmtu.university. [email protected]

59.1 I

ssue to client a

copy of the

Request for

Pertinent

Document Form;

59.2 A

ccept the filled-

out form from the

client and review

if required

information is

provided and if

the form is

appropriately and

completely

accomplished;

59.3 C

ollect from client

all other

necessary

documents as

listed;

59.4 I

nform client as to

when document

requested may

be obtained;

59.5 P

repare the

requested

document/s if

request is valid

and does not

violate any

provisions in the

Freedom of

Information Act

(EO No. 2 series

of 2016) and the

Data Privacy Act

of 2012 (RA

10173);

None

1 minute

3 working days

Window 10 to

13 University Registrar’s

Office

None

5 minutes

54

60. Proceed to the

Frontline Services

Window at the

University


to receive

requested

document on

identified date of

release.

60.1 H

and to client the

requested

document/s for

review;

60.2 V

erify from client if

there are

corrections to be

made; if there

are, refer

document/s to

the personnel

who prepared it

to make the

necessary

corrections;

60.3 I

f none, release to

client the

requested

document/s.

Note: Document/s requested may also be forwarded to the requesting party through the company/agency email address appearing in the request letter.

Window 10 to 13


Office

End of Transactions

55

Office of the Accounting Services

(Internal Services)

56

1. STUDENTS CLEARANCE

All students, undergraduate and Graduate School Students are required to have their

student’s clearance to settle all their financial accountabilities.

Office or Division: Accounting Services Office

Classification: Simple

Type of Transaction: G2E – Government to Citizen

Who may avail: All Students


Cash Advances for Local Travel

Clearance form from respective colleges To be provided by the students

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

Submit filled-up student/ graduate

clearance form

Receives the filled-up student/ graduate clearance form

None 2 minutes Accounting Staff

Check student's A/R ledger in the University Information System


If student has outstanding account balance, proceed to Step 2, otherwise proceed to Step 3.


Proceed to Collecting Services and pay outstanding balance.

Collecting Staff

Proceed to Accounting Services for signing of clearance.

Receives the filled-up student/ graduate clearance form with the receipts of payments


TOTAL None 17 minutes

57

2. STATEMENTS OF ACCOUNTS

Statement of accounts will be given to those students who request it for financial

assistance purposes.


Classification: Simple Type of Transaction: G2E – Government to Citizen

Who may avail: Active Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Payment Slip To be provided by the accounting staff

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

Filled-up payment slip

and give payment to the collecting staff

Receives the filled-up payment slip with payment receipts


Prepare the Statement of accounts of student


Forward the statement of account to the University Accountant for signature


Review and certified the Statement of Account correct

None 30 minutes University Accountant

Forward the statement of account to the accounting staff


Release the statement of account to student



58

3. CASH ADVANCES FOR PAYROLL (SALARIES, WAGES,

ALLOWANCES, HONORARIA AND OTHER SIMILAR EXPENSES)

Officials and employees authorized to have payments shall be granted cash advance

to cover working days. For Job Order Personnel’s and Contract of Service Non-

Teaching, payments are based on the days rendered within a specific period. For

Contract of Service Faculty, payments are based on the hours of teaching.

Honoraria, Allowances and other payroll of Regular Employees with similar expenses

are based on the days rendered in the University.

Office or Division: Accounting Services Office Classification: Simple

Type of Transaction: G2E – Government to Employee Who may avail: Active and Inactive Employees



Approved Contracts (for initial payments) To be provided by the HR personnel

Approval/authority (presidential directive or legislative enactment) or legal basis to pay any allowance/salaries/wages/honorarium/ fringe benefits

Approved payroll/list of payees indicating their net payments

To be provided by the HR personnel

Daily Time Record (DTR) approved by the supervisor

To be provided by the HR personnel/ Employee

For Job Order Personnel, duly verified accomplishment report

To be provided by the Employee

Other documents needed Accounting Services Office

CLIENT STEPS AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIB

LE

Submits documents (3 copies of payroll and 1 copy of DTR

with supporting documents)

Receives the 3 copies of payroll and 1 copy of DTR with supporting documents.

None 5 minutes Accounting

Staff

Pre-audit the payroll and DTR.


If the documents failed to pass the pre-audit, returns the documents to the HRMO and inform the payroll clerk the

None

30 minutes

Accounting Staff

59

necessary adjustments and/or additional requirements. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare Journal Entry Voucher (JEV)

10 minutes

Accounting Staff

Forwards the documents to University Accountant.


Reviews the payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of gross pay.

None 1 hour University Accountant

Forwards the documents to the Accounting Staff


Staff

Record in the logbook the date of release of the 3 copies of payroll and copy 1 of DTRs to the Budgeting Services.


Forwards documents to the Budgeting Services.


Submits two (2) copies of Obligations with 3 copies of payroll and 1 copy of DTR with supporting documents)

Receives 2 copies of ObR/BUR with original copies of supporting documents from Budgeting Services.

None

5 minutes Accounting Staff

60

If the documents failed to pass the pre-audit, returns the documents to the Budgeting Services and inform the clerk the necessary adjustments and/or changes to the papers or documents. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare the Disbursements Voucher

None

30 minutes

10 minutes

Accounting Staff

Forwards the Disbursement Voucher together with the original documents/attachments to University Accountant.

None

5 minutes

Accounting Staff

Reviews the Disbursement Voucher, Payroll and DTRs and certifies that supporting documents are complete and proper and that cash is available for the total amount of net pay.

None

1 Hour University Accountant

Forwards the documents to the Accounting Staff.

None

5 minutes

Accounting Staff

Record in the logbook the date of release of the 4 copies of Disbursement Voucher, 3 copies of payroll and copy

None

5 minutes

Accounting Staff

61

1 of DTRs, and supporting documents.

Forwards documents to the Office of the designated Vice Presidents for signature.

None

5 minutes

Accounting Staff

TOTAL None 4 hours and 40 minutes

62

4. OVERTIME PAY

Overtime pay shall be granted only to duly authorized employees who render

additional hours in working and those who have submitted requirements needed.


Classification: Simple Type of Transaction:

G2E – Government to Employee


Overtime authority To be provided by the Immediate Supervisor

Overtime work program To be provided by the employee

Quantified overtime accomplishments duly signed by the employee and supervisor

To be provided by the employee

Certificate of service or duly approved DTR


Justification to render overtime work To be provided by the employee

DV,BUR/ObR, JEV To be provided by the Accounting personnel

Other documents To be provided by the employee


PROCESSING TIME

PERSON RESPONSIB

LE

Submits documents (3

copies of payroll and 1 copy of DTR

with supporting documents)



Staff



If the documents failed to pass the pre-audit, returns the documents to the HRMO and inform the payroll clerk the necessary adjustments and/or additional requirements. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and

None

30 minutes

10 minutes

Accounting Staff

Accounting Staff

63

regulations, prepare Journal Entry Voucher (JEV)







Staff








If the documents failed to pass the pre-audit, returns the

documents to the Budgeting Services and inform the clerk the necessary adjustments and/or changes to the papers or documents. If the documents are in accordance with University policies,

None

30 minutes

10 minutes

Accounting Staff

64

COA/DBM/CHED/CSC rules and regulations, prepare the Disbursements Voucher


None

5 minutes

Accounting Staff


None



None

5 minutes

Accounting Staff

Record in the logbook the date of release of the 4 copies of Disbursement Voucher, 3 copies of payroll and copy 1 of DTRs, and supporting documents.

None

5 minutes

Accounting Staff


None

5 minutes

Accounting Staff


65

5. FIRST SALARY

Granted to newly hired employees of the University based on their rendered days.


Classification: Simple Type of Transaction: G2E – Government to Employee

Who may avail: Newly appointed Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Certified true copy of duly approved appointment


Assignment order, if applicable To be provided by the HR personnel

Certified true copy of Oath of Office To be provided by the HR personnel

Certificate of Assumption To be provided by the HR personnel

Statements of Assets, Liabilities and net Worth To be provided by the employee

Approved DTR To be provided by the employee

Bureau of Internal Revenue (BIR) withholding certificates (Forms 1902 and 2305)


Payroll Information of New Employee (PINE) for Agencies with computerized payroll systems)


Authority from the claimant and identification documents, if claimed by person other than the payee


Additional requirements for transferees (from٭one government office to another)

Clearance from money, property and legal accountabilities from the previous office


Certified true copy of pre-audit disbursement voucher of last salary from previous agency and/or Certification by the Chief Accountant of last salary received from previous office duly verified by the assigned auditor thereat

To be provided by the previous employer

BIR form 2316 (certificate of Compensation Payment/Tax withheld)

To be provided by the previous employer

Certificate of Available Leave Credits To be provided by the previous employer

Service Records To be provided by the previous employer

CLIENT STEPS

AGENCY ACTIONS FEES TO

PROCESSING TIME

PERSON RESPONSIBLE

66

BE PAID

Submits documents (3 copies of payroll and 1 copy of DTR with supporting

documents)



Staff



If the documents failed to pass the pre-audit, returns the documents to the HRMO and inform the payroll clerk the necessary adjustments and/or additional requirements. If the documents are in accordance with University policies, COA/DBM/CHED/CSC rules and regulations, prepare Journal Entry Voucher (JEV)

None

30 minutes

10 minutes

Accounting Staff

Accounting Staff







Staff





Submits two (2) copies of

Receives 2 copies of ObR/BUR with original copies of supporting

None


67

Obligations with 3 copies of payroll and 1 copy of DTR with supporting documents)

documents from Budgeting Services.


None

30 minutes

10 minutes

Accounting Staff


None

5 minutes

Accounting Staff


None



None

5 minutes

Accounting Staff


None

5 minutes

Accounting Staff

68


None

5 minutes

Accounting Staff


69

6. MATERNITY LEAVE BENEFITS

Maternity Leave Benefits shall be granted to pregnant regular employees that going

to deliver a baby, miscarriage etc. who have submitted requirements needed.


Type of Transaction: G2E – Government to Employee

Who may avail: Active Employees


Certified true copy of approved application for leave

To be provided by employee

Certified true copy of Maternity Leave Clearance To be provided by employee

Medical Clearance for Maternity Leave To be provided by the Ob-Gyn

CLIENT STEPS

AGENCY ACTIONS FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE


documents)



Staff




None

30 minutes

10 minutes

Accounting Staff

Accounting Staff

70







Staff







None



None

30 minutes

10 minutes

Accounting Staff

Forwards the Disbursement Voucher together with the original

None

5 minutes

Accounting Staff

71

documents/attachments to University Accountant.


None



None

5 minutes

Accounting Staff


None

5 minutes

Accounting Staff


None

5 minutes

Accounting Staff


72

7. MONETIZATION

Monetization shall be granted to regular employees who has enough leave credits

earned.





Approved leave application (ten days) with leave credit balance certified by the Human Resource Office


Request for leave covering more than ten days duly approved by the Head of Agency


Others To be provided by employee

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE


documents)



Staff




None

30 minutes

10 minutes

Accounting Staff

Accounting Staff

73







Staff









None

30 minutes

10 minutes

Accounting Staff

Forwards the Disbursement Voucher together with the original

None

5 minutes

Accounting Staff

74

documents/attachments to University Accountant.


None



None

5 minutes

Accounting Staff


None

5 minutes

Accounting Staff


None

5 minutes

Accounting Staff


75

8. LAST SALARY

Last Salary will be granted to those employees who have reach their retirement date,

those who rendered their resignation and/or deceased employee.



Who may avail: Retired or resigned employees; living dependents of deceased employee


Approved payroll/list of payees indicating their net payments

To be provided by HR personnel

Clearance from money, property and legal accountabilities


Daily Time Record DTR) approved by the supervisor


For Job order personnel, duly verified accomplishment report


Others To be provided by employees

CLIENT STEPS

AGENCY ACTIONS FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE


documents)



Staff



If the documents failed to pass the pre-audit, returns the documents to the HRMO and inform the payroll clerk the necessary adjustments and/or additional requirements. If the documents are in accordance with University policies, COA/DBM/CHED/CSC

None

30 minutes

10 minutes

Accounting Staff

76

rules and regulations, prepare Journal Entry Voucher (JEV)

Accounting Staff







Staff







None



None

30 minutes

10 minutes

Accounting Staff

77


None

5 minutes

Accounting Staff


None



None

5 minutes

Accounting Staff


None

5 minutes

Accounting Staff


None

5 minutes

Accounting Staff


78

9. TERMINAL LEAVE BENEFITS

Terminal Leave Benefits will be granted to those regular employees who have reach

their retirement date. Payment will be based on their leave credits balance.



Who may avail: Retired employees; living dependents of deceased employee


Clearance from money, property and legal accountability from the Central Office and from Regional office of last assignment


Certified photocopy of employees leave card as at last date of service duly audited by the Personnel Division and COA/ certificate of leave credits issued by the admin/Human Resource Management Office (HRMO)


Approved Leave Application To be provided by employee

Complete service record To be provided by HR personnel

Statement of Assets, Liabilities and Net Worth (SALN)


Certified photocopy of appointment/ Notice of Salary Adjustment (NOSA) showing the highest salary received if the salary under the last appointment is not the highest


Computation of Terminal Leave Benefits duly signed/certified by the accountant


Applicants authorization (in affidavit form) to deduct all financial obligations with the employer/agency/LGU


Affidavit of applicant that there is no pending criminal investigation or prosecution against him/her (RA No. 3019)


In case of resignation, employees letter of resignation duly accepted by the Head of the Agency


Additional requirements in case of death٭of claimant

Death certificate authenticated by NSO/PSA

To be provided by living dependents of deceased employee

Marriage contract authenticated by NSO/PSA


Birth certificates of all surviving legal heirs authenticated by NSO/PSA


79

Designation of next-of-kin To be provided by living dependents of deceased employee

Waiver of rights of children 18 years old and above


Others To be provided by living dependents of deceased employee

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE


documents)



Staff




None

30 minutes

10 minutes

Accounting Staff

Accounting Staff







Staff

80







None



None

30 minutes

10 minutes

Accounting Staff


None

5 minutes

Accounting Staff


None


81


None

5 minutes

Accounting Staff


None

5 minutes

Accounting Staff


None

5 minutes

Accounting Staff


82

10. CASH ADVANCES FOR TRAVEL

Officials and employees authorized to travel shall be granted cash advance to cover

traveling expenses. No additional cash advance shall be granted to any official or

employee unless the previous cash advance given to him/her is first liquidated and

accounted for in the books. For local travel, liquidation shall be done with a period of

30 days upon return to the personnel’s workstation. On the other hand, cash advance

for foreign travel shall be liquidated within 60 days upon return to the Philippines.






Approved Itinerary of Travel before the travel To be provided by the employee

Approved Travel Order Office of the VP – Administration & Finance

Invitation letter or notice of meeting/seminar/workshop/etc.

Agency/Organizer of the meeting/ seminar/workshop/etc.

Approved Trip Ticket (if using government vehicle)

Office of the Motorpool Supervisor

Certification from the accountant that the previous cash advance has been liquidated and accounted for in the books

Accounting Services Office

Cash Advances for Foreign Travel

Approved Itinerary of Travel before the travel To be provided by the employee

Approved Travel Order Office of the VP – Administration & Finance


From the host country or agency organization

For plane fare, quotations from three (3) travel agencies

Travel agency

Flight itinerary Issued by the airline/ticketing office/ travel agency

Copy of the United Nations Development Programme (UNDP) rate for the daily subsistence allowance (DSA) for the country of destination for the computation of DSA to be claimed

From the Office of International Linkages

Document to show the dollar to peso excnage rate at the date of grant of cash advance

Banko Sentral ng Pilipinas Website

Board Resolution From the Office of Board Secretary

83



CLIENT STEPS

AGENCY ACTIONS

FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

Submits documents

(original copy & 1 photocopy of documents)

Receives original and photocopy of documents None 5 minutes Accounting Staff

Pre-audits documents

None 2 days Accounting Staff

Forward pre-audited documents to Budget Office


Receives Obligation Request and Status (ORS) or Budget Utilization Request (BUR) and pre-audited documents from Budget Office


Prepares Disbursement Voucher (DV)

None 2 hours Accounting Staff

Reviews and signs DV

None 40 minutes University

Accountant Forward DV to the

respected VP’s None 5 minutes Accounting Staff

TOTAL None 2 days and 3 hours

84

11. CASH ADVANCES – EXPENSES FOR UNIVERSITY ACTIVITIES

Cash Advance for University Activities shall be granted only to duly authorized

accountable officer or special disbursing officer. It shall be liquidated by the

accountable officer within five (5) days after the said activity.

Office or Division:







Letter of request approved by the University President


Duly approved Budget Proposal To be provided by the employee

Program of Activities To be provided by the employee

Resolution Office of SSG or CSBO




FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

Submits documents

(original copy & 1 photocopy of

documents)








85





Accountant Forward DV to the

respected VP’s None 5 minutes Accounting Staff


86

12. CASH ADVANCE FOR PETTY CASH FUND

The Petty Cash Fund (PCF) to be set up shall be sufficient for the recurring petty

operating expenses of the agency for one month.




Who may avail: Designated Petty Cash Custodian


Authority of an accountable officer issued by the Head of Agency or his/her duly authorized representatives indicating the maximum accountability and purpose of cash advance

Office of the University President

Approved application of bond Accounting Services Office

Approved estimates of petty expenses for one month


Copy of policy for maintaining PCF under the imprest system





FEES TO BE PAID

PROCESSING TIME

PERSON

RESPONSIBLE

Submits documents (original copy & 1

photocopy of documents)

Receives original and photocopy of documents








87




None 40 minutes

University

Accountant

Forward DV to the respected VP’s



88

13. REIMBURSEMENT OF TRAVEL EXPENSES

Officials and employees who don’t have cash advance before their said travel may

reimburse the amount they’ve spent during their official travel.





Approved Itinerary of Travel To be provided by employee

Certificate of Travel Completed To be provided by employee

Approved Office/Travel Order Office of the VP – Administration & Finance


Agency/Organizer of the meeting/ seminar/workshop/etc.

Paper/ electronic plane/boat/bus tickets, boarding pass, terminal fee

Travel agency/Airline Company/ Bus Company

Approved Trip Ticket (if using government vehicle)

Office of the Motorpool Supervisor

Official Receipt – diesel/gasoline and toll fee

Oil Company and Toll Way Company

Official Receipt of hotel accommodation Hotel

Official Receipt – Registration fee Agency/Organizer of the meeting/ seminar/workshop/etc.

Certificate of Appearance Agency/Organizer of the meeting/ seminar/workshop/etc.


FEES TO BE PAID

PROCESSING TIME

PERSON

RESPONSIBLE

Submits documents (original copy & 1

photocopy of documents)

Receives original and photocopy of documents






Receives Obligation


89

Request and Status (ORS) or Budget Utilization Request (BUR) and pre-audited documents from Budget Office




None 40 minutes

University

Accountant




90

14. REIMBURSEMENT OF EXPENSES DURING THE CONDUCT OF

UNIVERSITY ACTIVITIES

Officials and employees who don’t have cash advance before their said activity may

reimburse the amount they’ve spent during the conduct of University activity.

Office or Division:





Approved Request for Payment To be provided by employee

Summary of Expenses To be provided by employee

Official Receipt/ Sales Invoice To be provided by employee

Approved Budget Proposal To be provided by employee

Resolution Office of SSG or CSBO

Attendance To be provided by employee

Program Invitation To be provided by employee

Inspection and Acceptance Report Supply and Property Office


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

Submits documents


documents)






Receives Obligation Request and Status (ORS) or Budget Utilization Request (BUR) and pre-audited


91

documents from Budget Office





Accountant




92

15. REPLENISHMENT OF PETTY CASH FUND

The PCF shall be replenished as soon as disbursements reach at least 75% or as

needed.

Office or Division:




Who may avail: Designated Petty Cash Fund Custodian CHECKLIST OF REQUIREMENTS WHERE TO SECURE

Report on Paid Petty Cash Vouchers To be prepared by Petty Cash Fund Custodian

Petty Cash Vouchers duly accomplished and signed

To be prepared by Petty Cash Fund Custodian

Official receipts, cash invoices, sales invoices, billing statements

To be provided by employees

Reimbursement expense receipts (RER) for expenses without official receipts, cash invoices, sales invoices


Approved purchase request with Certificate of Emergency Purchase for purchases above P1,000.00


Canvass/Abstract of Price Quotations from at least three suppliers for purchases involving above P1,000.00


Inspection and Acceptance Report (IAR)

Supply and Property Management Office or Designed Supply Officer from other campuses

Report of Waste Materials in case of repair/ replacement

Supply and Property Management Office or Designed Supply Officer from other campuses

Approved Itinerary of Travel and other supporting documents for travel



FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

Submits documents


documents)


93











Accountant

Forward DV to the respected

VP’s



94

Cashiering Services Office

(Collecting Services)

Internal/External Services

95

1. PAYMENT FOR STALL/STORE RENT

This service includes the processing of the payment for the rent of stalls/stores within

the premises of the campus. The billing form should be secured from the Accounting

Services first prior to proceeding to the Cashiering Services Office.

Office or Division:

Collecting Services



G2C – Government to Citizen

Who may avail: Stall/Store Owners


WHERE TO SECURE

Billing Form Accounting Services


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

Presents the billing form to the cashier

Reviews the billing form and advises the client of the payable amount

None 2 minutes Cashier

Pays the rent Receives, checks and processes the payment through the POS/payment system

To be based on prevailing rental fee

2 minutes Cashier

Receives official receipt

Issues official receipt


TOTAL To be based on prevailing rental fee

6 minutes

96

2. PAYMENT FOR DORMITORY RENT

This service includes the processing of the payment for dormitory room rent. The

billing form should be secured from the Dormitory Manager first prior to proceeding

to the Cashiering Services Office.

Office or Division:

Collecting Services



G2C – Government to Citizen G2E – Government to Employee

Who may avail:

Students and/or Employees


WHERE TO SECURE

Billing Form Dormitory Manager

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

Presents the billing form to the cashier

Reviews the billing form and advises the client of the payable amount


Pays the rent Receives, checks and processes the payment through the POS/payment system


2 minutes Cashier





6 minutes

97

3. PAYMENT OF TUITION FEE (GRADUATE SCHOOL)

This service includes the processing of the payment for the enrolment of new and old

Graduate School students. The assessment form should be secured from the Office

of the Graduate School Registrar first prior to proceeding to the Cashiering Services

Office.

Office or Division:

Collecting Services



Who may avail:

New and Old Students


WHERE TO SECURE

Assessment Form Graduate School Registrar CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

Presents the assessment form to the cashier

Reviews the form and advises the client of the payable amount


Pays the amount

Receives, checks and processes the payment through the POS/payment system

To be based on the assessed amount

2 minutes Cashier




TOTAL To be based on the assessed amount

6 minutes

98

4. PAYMENT FOR REQUESTED DOCUMENTS FROM THE

REGISTRAR (TRANSCRIPT OF RECORDS, CERTIFICATIONS,

VALIDATED DOCUMENTS, ETC.)

This service includes the processing of the payment for the requested documents

from the University Registrar (such as Transcript of Records, Certifications,

Validated Documents, etc.). The records should be requested through the Office of

the Registrar first prior to proceeding to the Cashiering Services Office. For the

prevailing fees, please see the schedule of fees posted near or at the Cashiering

Services, Accounting Services and/or Office of the Registrar.

Office or Division:

Collecting Services




Who may avail: Students and Former Students


WHERE TO SECURE

Assessment Form Office of the Registrar


FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

Presents the assessment form to the cashier

Reviews the form and advises the client of the payable amount


Pays the amount Receives, checks and processes the payment through the POS/payment system


2 minutes Cashier





6 minutes

99

Cashiering Services Office

(Disbursing Services)


100

1. RELEASING OF SCHOLARSHIP GRANTS

This service includes the releasing of checks/cash to student scholarship grantees.

The student-grantee must have submitted the requirements to avail scholarship

grants or financial support from grantors. Grants may be released electronically

(ATM cards), cash or check. It is important for the student to contact the Scholarship

Coordinator prior to proceeding to the Cashiering Services Office and verify whether

he/she is eligible to receive the grant/support.

Office or Division: Disbursing Services Classification: Simple





Photocopy of Student Identification (ID) Card with three specimen signatures

To be provided by the requesting party/client


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

Submits photocopy of ID to the cashier

Checks the ID and verifies whether the client is in the list or not. If not, refers the student to proceed to the Scholarship Services Office.


Receives and signs payroll/voucher and logbook

Releases check to the student-grantee



101

2. CLAIMING OF CHECKS FOR PAYMENT AND/OR REFUND

This service includes the releasing of check/cash to client as payment/refund to

suppliers, contractors, separated employees, students, and other claimants.

Office or Division: Disbursing Services


G2C – Government to Citizen G2B – Government to Business G2G – Government to Government G2E – Government to Employee



For students: Photocopy of Student Identification (ID) Card with three specimen signatures For contractor/supplier: Official receipt For previous employees: None

To be provided by the requesting party/client


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

Submits the requirement(s) to the cashier

Checks the requirements presented and checks cash/ check to be released to the client


For students: Receives cash/check and signs payroll/ voucher and logbook For contractor/ supplier: Receives cash/check signs acknowledgment receipt and logbook For employees: Receives cash/check and signs logbook

Releases check to the client



102

Office of the University Board Secretary


103

1. PREPARATION OF AGENDA AND ISSUANCE OF BOARD

RESOLUTIONS

The Agenda Folder contains the list of proposals/items and its attachments subject

to the approval, confirmation, or notation of the PRMSU Board of Regents. It is

prepared by the staffs of the Office of the University Board Secretary only when the

Complete Staff Work (CSW) has been completed by the proponent.

Office or Division: Office of the University Board Secretary Classification: Complex



Proposal transmitted/endorsed by the University President

Office of the University President

CSW Office of the University Board Secretary

CLIENT STEPS


PROCESSING TIME

PERSON RESPONSI

BLE

Submits the proposal/request to the Office of the University President for endorsement to the Board.

Staff of the Board Secretary receives proposal/request as transmitted/ endorsed by the University President.

None 1 minute OUBS Staff

If the Completed Staff Work (CSW) is accomplished, waits for the approval of the Board. If CSW is not accomplished, revises/improves the proposal/request.

Board Secretary reviews and evaluates the proposal/ request. If the Completed Staff Work (CSW) is accomplished, includes the proposal/ request for review/ evaluation of the appropriate Board Committee. If not, returns the proposal/request to the proponent/ requester for revision/ improvement.

None 5 minutes Board Secretary

104

If the Completed Staff Work (CSW) is accomplished, waits for the approval of the Board.

Board Secretary submits the proposal/request for review/evaluation of the appropriate Board Committee during the Pre-Board Meeting.

None 1 hour and 30 minutes

Board Secretary

If proposal/ request is endorsed by the Board Committee, waits for the approval of the Board. If CSW is not accomplished, revises/improves the proposal/request.

If proposal/ request is endorsed by the Board Committee, include in the Agenda. If provided with suggestions/ revisions, return the proposal to the proponent/ requester for improvement/ revision.

None 1 day Board Secretary

If proposal/ request is endorsed by the Board Committee, waits for the approval of the Board.

Board Secretary prepares the Agenda and submits such to the members of the Board at least six (6) days before the Board Meeting. Staff of the Board Secretary uploads the e-copy of the Agenda on iCloud for the Board of Regents’ copies.

None 7 days Board Secretary

If proposal/ request is endorsed by the Board Committee, waits for the approval of the Board.

Board Secretary notes the approved/confirmed/noted/deferred Agenda Items presented for approval.

None 2 hours Board Secretary

If proposal/ After the Board approves/confirms/notes/d

None 1 hour Board Secretary

105

request is endorsed by the Board Committee, waits for the approval of the Board.

efers Agenda items presented for approval, the Board Secretary prepares the Summary of Actions Taken.

If proposal/ request is endorsed by the Board Committee, waits for the approval of the Board

Staff of the Board Secretary prepares individual Board Resolutions based on the Summary of Actions Taken document.

None 1 hour Staff of the Board Secretary

If approved by the Board, receives the copy of the Board resolution. If not, revises the proposal for the next Board Meeting.

Staff of the Board Secretary Staff distributes copies of the Board Resolutions to the concerned/ appropriate offices/bulletin boards.

None 1 day Staff of the Board Secretary

TOTAL None 9 days 5 hours 36 minutes

106

Medical Unit


107

1. MONITORING AND TREATMENT OF CASES WITH MILD TO

MODERATE SYMPTOMS

Office or Division:

Medical Unit



G2G – Government to Government G2C – Government to Citizen G2E – Government to Employee G2B – Government to Business

Who may avail: Students and Employees


“2x2” picture Admission Desk (Nurse)


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

Proceed to the University Medical Clinic

Ask about the medical problem, take vital signs and record it on the Patient’s Chart

None 10 minutes Nurse

Proceed to the University Physician (Consultation Room)

Medical Assessment; prescription of medicines

None 20 minutes University Physician

Print name and sign on the patient’s logbook

Dispensing of medicines



108

2. PHYSICAL EXAMINATION DURING ENROLLMENT

Office or Division: Medical Unit



Who may avail: Incoming Students/ Transferees


Enrollment Assessment Form Admission Desk (Nurse)

“2x2” picture


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

Proceed to the University Medical Clinic and submit “2x2” picture. Fill out Patient’s Chart. Print name and sign on logbook

Attach the picture to Patient’s Chart; Take the vital signs and record on the chart.


Proceed to the University Physician

Physical Examination


Proceed back to the Nurse

Sign the enrollment assessment form



109

3. ISSUANCE OF MEDICAL CERTIFICATES FOR SUC III OLYMPICS

AND CLRAA

Office or Division: Medical Unit Classification: Simple



Who may avail: College Student Athletes and High School Student Athletes


Pre- Participation Physical Evaluation History Form

Admission Desk (Nurse)


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

Proceed to the University Medical Clinic. Submit the pre-participation Physical Evaluation History Form. Print name and sign on logbook. * Secure the Patient’s Chart

Attach the Pre-Participation Physical Evaluation History Form to the Patient’s Chart. Take the vital signs and record on the Patient’s Chart


Proceed to the University Physician

Physical Examination; fill out and sign medical certificate


Proceed back to the Nurse

Log/Sign in the logbook



110

General Service Office


111

1. GENERAL SERVICES OFFICE FUNCTIONS

a. Take charge in the operation and maintenance of Electrical

Power Circuits (Machine Equipments, Ventilations, Sound and

computer system) Water Utilities system, and Sanitary Facility

b. Take charge in the up keeping and cleanliness of building,

grounds, and drainage system.

c. Take Charge in the preparation of venue of all University

activities.

Justification:

To systematize and synchronize related general services work and

activities through well-defined position structures providing for direct hierarchal

responsibilities.

Office or Division: General Services Office


Type of Transaction: G2C – Government to Citizen G2E – Government to Employee G2B – Government to Business

Who may avail: PRMSU Employee, Student and Stall owner


Document Request Slip Form or Through Text and Call

G.S.O Head Quarters / G.S.O Head units


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

Fills out Document Request Slip or letter submits the same to the frontline service or any staff

Receives request services (letter or Electronic communication )

None 3 minutes GSO Staff

Study and conduct the need services by the GSO staff assigned

None 5 Minutes GSO Staff

Action Services None 1 hour GSO staff

The GSO Head and Field Supervisor evaluate the work

None 5 minutes GSO Head and Field Supervisor

TOTAL None 1 hour and 13 minutes

112

2. GSO REPORTS

(State what the service is all about; or, the description of the service, which may

include its purpose(s))

Office or Division:

General Services Office

Classification: Highly Technical


G2C – Government to Citizen G2E – Government to Employee G2B – Government to Business

Who may avail: Campus Director, Office of the Vice President for finance and services, Office of the University President


Letter of Request To be provided by the requesting party/client


FEES TO BE

PAID

PROCESSING TIME

PERSON RESPONSIBLE

Submits request to the GSO Head

Receives request letter or electronic communication

None 3 minutes GSO Head or Staff

Evaluate and study the request

None 5 minutes GSO Head or Staff

Assigned staff None 3 Minutes GSO Head

Evaluate the completion of work

None 5 minutes GSO Head or GSO Field Supervisor

TOTAL None 21 Minutes

113

LIST OF OFFICIALS

HEAD OF OFFICE/UNIT OFFICE AND ADDRESS CONTACT NUMBER

Garcia, Cornelio Canlas University President PRMSU, Iba, Zambales

09399104189

Villalobos, Roy Nuguid VP Administration and Finance/HRMO PRMSU, Iba, Zambales

09209764112

Echaure, Jessie Sabellano VP Academic and Student Affairs PRMSU, Iba, Zambales

09215870268

Farin, Elizabeth Nalupa VP Research, Extension, Training, Production & Gender PRMSU, Iba, Zambales

09985866509

Cristobal, Jerry Susa

VP Planning, Institutional Development, Quality Assurance and Good Governance/ Director, Planning and Development PRMSU, Iba, Zambales

09487698488

Antonio, Presy Agdipa University/Board Secretary PRMSU, Iba, Zambales

09278020235

Villalobos, Christian Santos Internal Audit Services PRMSU, Iba, Zambales

09171129200

Beltran, Eden Tongson Gender and Development/ Director, Extension Programs PRMSU, Iba, Zambales

09985105917

Cawagas, Jeffrey Donato Investigation and Security Office PRMSU, Iba, Zambales

09194096021

Docuyanan, Jose Dizon Registration and Admission Services/Satellite Campuses Operations PRMSU, Iba, Zambales

09209198930

Gamboa, Wilfredo Laconsay LGU and NGO Linkages PRMSU, Iba, Zambales

09163255874

Ganaden, Angelo Rodriguez Industry - Academe Linkages PRMSU, Iba, Zambales

09198229110

Casupanan, Ivy Hipolito Campus Director PRMSU, Castillejos, Zambales

09217930381

Rondina, Nestor Zoleta Campus Director PRMSU, San Marcelino, Zambales

09985874547

Romera, Marietta Silan Assistant Campus Director PRMSU, San Marcelino, Zambales

09399034823

Regaspi, Rene Biaz Campus Director PRMSU, Botolan, Zambales

09988828192

Magno, Elvira Doctolero Campus Director PRMSU, Iba, Zambales

09989519558

Vizcarra, Myraliza Ocampo Campus Director PRMSU, Masinloc, Zambales

09099930256

Javier, Nerissa Liban Assistant Campus Director PRMSU, Masinloc, Zambales

09501911958

Marquez, Jurelac Dela Llana Campus Director PRMSU, Candelaria, Zambales

09178051058

114

Orge, Novrina Bigilda Anonas Campus Director, Sta. Cruz Campus/ Director, Instruction PRMSU, Iba, Zambales

09989657872

Edaño, Domingo Cayaban Advanced Education/Graduate School PRMSU, Iba, Zambales

09088203265

Espiritu, Jo Arquero Assistant Director, Advanced Education PRMSU, Castillejos, Zambales

09498809742

Gutierrez, Marilyn Mendones Student Affairs PRMSU, Iba, Zambales

09083316150

Yap, Robert Alvin Acayan Sports Development PRMSU, Iba, Zambales

09100800064

Cuartocruz, Felicidad Villanueva College of Accountancy and Business Administration PRMSU, Iba, Zambales

09504964449

Soquila, Salvador Sales College of Agriculture and Veterinary Medicine (San Marcelino Campus) PRMSU, San Marcelino, Zambales

09399389810

Sazon, Raymundo Aguilar College of Agriculture and Forestry (Botolan Campus) PRMSU, Botolan, Zambales

09194743199

Magtalas, Santi Aranas College of Arts and Sciences 09988594427

Dela Cruz, Menchie Artates College of Communication and Information Technology PRMSU, Iba, Zambales

09193892842

Uy, Lilian Flauta College of Teacher Education PRMSU, Iba, Zambales

09469330589

Magno, Helen Abadam Senior High School PRMSU, Iba, Zambales

09202734174

De Guzman, Marie Fe Dizon Junior High School PRMSU, Iba, Zambales

09981746383

Dedicatoria, Marlon James Academia

College of Engineering PRMSU, Iba, Zambales

09338132891

Nacana, Atanacio Miclat College of Industrial Technology PRMSU, Iba, Zambales

09192156408

Farrales, Josefina College of Law PRMSU, Iba, Zambales

09189345749

Pudadera, Rene Eustaquio College of Nursing PRMSU, Iba, Zambales

09184244212

Ravana, Leila Legaspi College of Tourism and Hotel Management PRMSU, Iba, Zambales

09282067264

Sazon, Rowena Remojo College of Fisheries / Director, Climate Change Institute PRMSU, Iba, Zambales

09466660776

Rico, Reeve Gjester Dollosa Scholarship Services PRMSU, Iba, Zambales

09209764099

Abagon, Baby Sarmiento Cultural and Literary Affairs PRMSU, Iba, Zambales

09989818234

Ragadio, Daryl John Capili Student Organizations PRMSU, Iba, Zambales

09122333745

115

Valondo, Liza Marie Martin Library Services PRMSU, Iba, Zambales

09202741769

Sy-Santos, Nida Pauline Rosete Medical Services (Medical Clinic) PRMSU, Iba, Zambales

09088960250

Escoreal, Gilbert Misola Dental Services PRMSU, Iba, Zambales

09282785591

Abangan, Marlene Tolentino Domiciliary Services PRMSU, Iba, Zambales

09193198987

Galang, Nemia Mirador Campus Registrar, Iba Campus PRMSU, Iba, Zambales

09171483590

Binoya, Seth Ordillas Campus Registrar, Castillejos Campus PRMSU, Castillejos, Zambales

09073224212

Laguatan, Rommel Pampuan Campus Registrar, San Marcelino Campus PRMSU, San Marcelino, Zambales

09097024909

Castillo, Yukiyana Dorde Campus Registrar, Botolan Campus PRMSU, Botolan, Zambales

09462205663

Bugarin, Jo Ann Caguineman Campus Registrar, Masinloc Campus PRMSU, Masinloc, Zambales

09123677502

Edurain, Maricel Mejia Campus Registrar, Candelaria Campus 09493753588

Imperial, Mc Juluis Dato Campus Registrar, Sta. Cruz Campus PRMSU, Sta. Cruz, Zambales

09107012176

Sergio, Chona Dullas National Service Training Program/ROTC PRMSU, Iba, Zambales

09394022472

Melegrito, Shirlyn Raguini Financial Management Services / Budgeting Services PRMSU, Iba, Zambales

09272570491

Faustino, Tanny Huerta Property and Supply Management Office 09399146967

Briones, Roberto Jr. Curameng Accounting Services PRMSU, Iba, Zambales

09985495978

Dolojan, Eugene Reyes Collecting and Disbursing Services PRMSU, Iba, Zambales

09166638816

Ararro, Melecio Bedonia Record Management Services PRMSU, Iba, Zambales

09214143955

Fulinara, Chona Lou Charcos Procurement Services PRMSU, Iba, Zambales

0989746958

Magno, Flaviano Mayor Head, Motorpool Services PRMSU, Iba, Zambales

09209684935

Daag, Morrimer Nimenzo Head, Motorpool Services PRMSU, San Marcelino, Zambales

09088966995

Abugho, Dinah Esteban Research Services/ Regional Mango Center PRMSU, San Marcelino, Zambales

09164613502

Balicaco, Rue Lei Acuña Energy Manager, Iba and North Campuses PRMSU, Iba, Zambales

09466733779

Barrera, Ricky Sarmiento Head, University Management Information System PRMSU, Iba, Zambales

09465877333

Cabal, Esmen Macadaan Director, Quality Assurance PRMSU, Iba, Zambales

09197147729

116

Fabro, Anita Arlantico Income Generating Project/ Assistant Dean, College of Agriculture and Veterinary Medicine

0906436490

Fortin, B.R Paul Abujen Infrastructure Development and Project Monitoring Office PRMSU, Iba, Zambales

09091839394

Juliano, Joseph Javier Income Generating Project - Rentals and Marketing Productions PRMSU, Iba, Zambales

09094822958

Punzalan, Edna Marie De San Agustin

Statistical Services and Publication PRMSU, Iba, Zambales

09989909627

Rico, Felipa Manangan International Linkages PRMSU, Iba, Zambales

09088636716

Rogayan, Danilo Villar Communications and Public Relations PRMSU, Iba, Zambales

09952790322

Vega, Jan Henry Abayan Energy Manager, South Campuses PRMSU, Iba, Zambales

09064397425

117

PROCESS OF FILING COMPLAINTS

THROUGH PACD/FEEDBACK FORM:

Go to our Public Assistance and Complaints Desk and/or the concerned Frontline Service Office and get a Feedback Form;

Rate the service and/or fill in your complaint/suggestion in the box provided; Drop the form in the Suggestion Box.

THROUGH EMAIL OR OTHER MODES:

Write your complaint and send it via mail or email to the contact information below or

by calling our telephone number.

You may leave your contact information for us to reach you about your concern.

The PACD is located at the Admin Security Guard’s Desk of the Campus.

118

ARTA FEEDBACK FORM

INSTRUCTION: This feedback form can be used to provide us COMMENDATIONS, COMMENTS/SUGGESTIONS

and/or COMPLAINTS. If you have a complaint, you may opt not to answer Part II and immediately fill out Part III of

this form. Please drop this form in the Suggestion Box located at the Public Assistance and Complaints Desk or

email us at [email protected]. You may leave your contact information so that we can reach you.

PART I. PLEASE PROVIDE THE NEEDED DATA: The personal information are optional and will be treated with confidentiality.

Name:

Address:

Contact No.:

Email:

PLEASE TICK THE APPROPRIATE BOX: You are a _____________________.

PRMSU Student PRMSU Alumnus/Graduate PRMSU Faculty Member PRMSU Nonteaching Employee

PRMSU Tenant Visitor Others, please specify: _________________________________________

Service availed:

Name of office transacted with:

Name of employee/personnel transacted with:

PART II. PLEASE RATE THE FOLLOWING USING THE FOLLOWING SCALE: 5 – Outstanding 4 – Very Satisfactory 3 – Satisfactory 2 – Needs improvement 1- Poor

Indicator 5 4 3 2 1

Competency of the staff/employee

Customer friendliness of the staff/employee

Courtesy of the staff/employee

Professional conduct of the staff/employee

Timeliness of the service provided

Quality of the service provided

Overall assessment of the service provided in terms of customer satisfaction

PART III. CUSTOMER COMMENDATION, SUGGESTION/COMMENT, COMPLAINT.

Based on the service provided to me, I would like to provide: Commendation Comment/Suggestion Complaint (Please provide details in the box below)

Signature over printed name of client: Date accomplished:

PRESIDENT RAMON MAGSAYSAY STATE UNIVERSITY

Documents

Transcript of PRESIDENT RAMON MAGSAYSAY STATE UNIVERSITY