QUALITY CONTROL PLAN - Bulacan State University · 2018. 5. 18. · AACCUP Program Accreditation...

QUALITY CONTROL PLAN

BulSU-PM-QMS-01F1 of 1 Revision: 0

EXECUTIVE OPERATIONS Department/ Office/ Unit: Prepared by: Reviewed by: Approved by: Rev No: Effective Date:

INTERNAL QUALITY ASSURANCE UNIT (IQAU)

DR. ALFREDO G. MENDOZA Director, Internal Quality Assurance Unit

DR. TEODY C. SAN ANDRES Vice President for Executive Operations

DR. CECILIA N. GASCON

President 0 March 06, 2017

Signature Over Printed Name/ Date Signature Over Printed Name/ Date Signature Over Printed Name/ Date

PROCESS CONTROLPOINT

QUALITY REQUIREMENT

REQUIREMENTS/ SPECIFICATIONS

FUNCTION RESPONSIBLE

FOR M/M FREQUENCY DOCUMENTED

INFORMATION NONCONFORMING

OUTPUTS/ SERVICES CORRECTIONS

(Function Responsible)

Application for AACCUP Institutional Accreditation (IA)

Input Completeness of AACCUP requirements

Source of Input: AACCUP, BulSU IQAU and Concerned Colleges

Application includes the following: 75% of the total academic

programs are Level II or Level III accredited

Readiness of the program as per AACCUP instrument

IQAU Upon application

Quality Assurance Manual of Operations (BulSU-OP-IQAU-01)

Incomplete AACCUP requirements

Facilitate completion of requirements through program accreditation (Director, IQAU)

Process Correctness of the program details and acceptability of date for accreditation

Applied program should be corrected based on the following: AACCUP requirements Program details

IQAU, Administrators, Senior Faculty

Members

Upon application


Inconsistency of program details

Review all documents for completion (IQAU, Administrators, Senior Faculty Members)

Output Submission of application to AACCUP

Recipient of Output: AACCUP Application for submission includes the following: Application Letter signed by

the President Proofs of readiness of the

university for institutional accreditation



Non-submission of application due to incomplete AACCUP requirements and BulSU not ready for IA

Re-application to AACCUP as per approval of the President (Director, IQAU)


BulSU-PM-QMS-01F1 Page 1 of 1 Revision: 0









QUALITY REQUIREMENT







Preparation of Self-Evaluation Documents (SED) for Institutional Sustainability Assessment (ISA)

Input Completeness of the SED

Source of Input: Respective Key Result Area Team

SED per key result area shall include the following: Tracers Profiles of Personnel Compilation of Syllabi

Key Result Area Chair

As needed Quality Assurance Manual of Operations (BulSU-OP-IQAU-01)

Incomplete documents Return to the concerned Key Result Area Team for completion (Key Result Area Chair)

Process Completeness of review and appropriateness of SED

SED shall be reviewed by the following: Local Accreditors Senior Faculty Vice Presidents President

SED shall be appropriate based on the defined key result area

Local Accreditors,

Senior Faculty, Vice Presidents and President

As needed Quality Assurance Manual of Operations (BulSU-OP-IQAU-01)

Incomplete review of SED and SED not appropriate to the defined key result area

Facilitate revision and review of SED (Key Result Area Chair)

Output Submission of SED to CHED

Recipient of Output: CHED

SED shall include Letter of Application signed by the President

IQAU As needed Quality Assurance Manual of Operations (BulSU-OP-IQAU-01)

SED not submitted to CHED Facilitate submission to CHED (IQAU)











QUALITY REQUIREMENT







Application for Philippine Quality Award (PQA)

Input Eligibility for PQA Source of Input: PQA Award Manager

Eligibility of application shall be determined by the Award Manager


for PQA


Not eligible for PQA Facilitate completion of requirements based on the Eligibility Categories and Restrictions (Director, IQAU)

Process Completeness of the requirements for application

Requirements shall include the following: Certificate of Attendance of

BulSU representative(s) to PQA Application Development Course

Payment of the required Application Fee

Complete Application Report based on the prescribed format, contents and number of reproduction


for PQA


Incomplete requirements Facilitate completion of requirements for application (Director, IQAU)

Output Completeness and timeliness of submission of application for PQA

Recipient of Output: PQA Award Manager

Application shall be submitted on or before end of May in the appropriate award cycle and shall include the following:


for PQA


Incomplete and delayed submission of application for PQA

Submit on the next award cycle (Director, IQAU)




QUALITY REQUIREMENT







Accomplished PQA Application Form signed by the President

Application Report

Output Packaged documents

Recipient of Output: Respective College

Documents shall be packaged (in ring binder), made readily available and shall meet the requirements stipulated in the instrument

Respective College Dean

From Date of Notice to Date of Assessment Visit


Documents not packaged and not readily available

Facilitate packaging of documents and availability (Respective College Dean)











QUALITY REQUIREMENT







Application for AACCUP Program Accreditation

Input Completeness of program details and requirements for Preliminary Survey Visit (PSV)

Source of Input: Concerned Colleges

Application shall include the following: At least 2 batches of

graduates Readiness of the program

as per AACCUP instrument

College Overall Coordinator,

IQAU and Local Accreditors

Every application


Incomplete program details and requirements for PSV

Return the program details and requirements to the concerned Colleges for completion (Director, IQAU)

Input Completeness of program details and requirements for Actual Survey Visit


Application shall include the following: Date of validity Readiness of the program

as per AACCUP instrument



Every application


Incomplete program details and requirements for the actual survey visit


Process Correctness of the program details and acceptability of date of program for accreditation

Applied program should be correct based on the following: Level Program Title Date of Validity Confirmation of concerned colleges of the schedule of accreditation

Respective Deans, IQAU

Every application


Inconsistency of program details





QUALITY REQUIREMENT







Output Timeliness of submission and completeness of application to AACCUP

Recipient of Output: AACCUP Application of all programs to be accredited next calendar year (approved by the President) shall be submitted before the current year ends

IQAU Every application


Non-submission of application of all programs before the current year ends

Re-application to AACCUP as per approval of the President (Director, IQAU)

Preparation for AACCUP Accreditation

Input Completeness of documents for Preliminary Survey Visit (PSV)


Compiled documents for areas 1 – 10 per program



Every preparation

for accreditation


Incomplete documents for the Preliminary Survey Visit (PSV)

Return the documents to the concerned Program Heads for completion (College Overall Coordinator)

Input Completeness of documents for Actual Survey Visit


Documents shall include the following: Compiled documents for

areas 1 – 10 per program Accomplished Program

Performance Profile (PPP) Compliance Report Self-Survey



Every preparation

for accreditation


Incomplete documents for the Actual Survey Visit

Return the documents to the concerned Program Heads for completion (College Overall Coordinator)

Process Designation of Committee for Accreditation

Committee for Accreditation shall be composed of but not limited to the following: Accommodation Documentation and Mock

Accreditation Encoding Food Invitation and Programme

IQAU, Vice President for

Executive Operations

Every preparation

for accreditation


Committee for Accreditation not designated

Call meeting with the concerned colleges and designate committee (Vice President for Executive Operations)




QUALITY REQUIREMENT







Physical Arrangement Transportation

Process Correctness of

documents Confirmation of information stated from areas 1 – 10 through mock accreditation


Every preparation

for accreditation


Inconsistency of information stated from areas 1 – 10

Return the documents to the concerned Program Heads for completion (College Overall Coordinator) Reschedule another mock accreditation (IQAU and Local Accreditors)

Output Timeliness of submission of documents for areas 1 – 10 per program

Recipient of Output: Concerned College

All documents shall be readily available/ filed in the Accreditation Room one (1) month before the actual accreditation visit

For Preliminary Survey Visit Areas 1 – 10 per program

For Actual Survey Visit Areas 1 – 10 per program Accomplished Program

Performance Profile (PPP) Self-Survey Compliance Report

IQAU Every preparation

for accreditation


Not all documents are filed in the Accreditation Room

Inform concerned Program Head to submit required documents for appropriate filing in the Accreditation Room (IQAU)











QUALITY REQUIREMENT







Application for Assessment Visit for Certificate of Program Compliance (COPC)

Input Program with CMO

Source of Input: Respective College Program applied for shall have CMO from CHED

Respective College Dean/ Vice President for Academic

Affairs

Every application


Program applied for without CMO from CHED

Wait for the release of CMO from CHED, or establish CMO as instructed by CHED (Respective College)

Process Compliance of required documents

Instrument shall be downloaded from CHED website, if available or a generic instrument shall be used All requirements stipulated in the instrument shall be prepared

Respective College

Every application


Noncompliant documents/ requirements

Facilitate completion of required documents/ requirements until compliance have been achieved (Respective College)

Output Submission of application to CHED


Application letter shall be prepared by the respective College Dean, endorsed by Vice President for Academic Affairs and approved by the President


Every application


Complete application not submitted to CHED

Facilitate submission (Respective College Dean)




QUALITY REQUIREMENT







Preparation for Assessment Visit for Certificate of Program Compliance (COPC)

Input Notice of Assessment Visit from CHED

Source of Input: CHED Notice of Assessment Visit including the stipulated instrument received from CHED shall be acknowledged

Vice President for Academic

Affairs

Every receipt of Notice


Notice of Assessment Visit not readily acknowledged

Acknowledge the notice (Vice President for Academic Affairs)


All requirements stipulated in the instrument shall be complied

Respective College

From Date of Notice to Date of

Assessment Visit



Facilitate completion of required documents/ requirements until compliance (Respective College)

Output Packaged documents

Recipient of Output: Respective College

Documents shall be packaged (in ring binder), made readily available and shall meet the requirements stipulated in the instrument


From Date of Notice to Date of

Assessment Visit


Documents not packaged and not readily available

Facilitate packaging of documents and availability (Respective College Dean)




QUALITY REQUIREMENT







Application for Center of Development (COD)/ Center of Excellence (COE)

Input Program with COPC

Source of Input: Respective College Program applied for shall have COPC and preferably AACCUP Level 3-accredited

Respective College Dean/ Vice President for Academic

Affairs

Every application


Program without COPC Apply for COPC first (Respective College)


Instrument shall be downloaded from CHED website, if available or a generic instrument shall be used All requirements stipulated in the instrument shall be prepared

Respective College

Every application



Facilitate completion of required documents/ requirements until compliance have been achieved (Respective College)

Output Submission of application to CHED


Application letter prepared by the respective Dean, endorsed by Vice President for Academic Affairs and approved by the President

Attached packaged documents


Every application


Application and packaged documents not submitted/ incomplete submission to CHED

Facilitate completion of packaged documents and submission to CHED (Respective College Dean)



FINANCE Department/ Office/ Unit: Prepared by: Reviewed by: Reviewed by: Approved by: Rev No: Effective Date:

ACCOUNTING

FELICITAS G. MIRABUENOS Accountant IV

EVANGELINA G. CUSTODIO Chief Finance Officer

JAIME P. PULUMBARIT Vice President for Finance, Admin

and Resource Generation



Signature Over Printed Name/ Date Signature Over Printed Name/ Date Signature Over Printed Name/ Date Signature Over Printed Name/ Date

PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Tagging of Financial Assistance to Student’s Enrolment file

Input Completeness of information

Source of Input: Scholarship Office

Master List of students or equivalent document/ proof that the students are entitled for the scholarship grant

Accounting Staff Every request

Scholarship Assistance

Master List of students or equivalent document/ proof that the students are entitled for the scholarship grant are not submitted

Follow-up with Scholarship Office (Accounting Staff)

Input Completeness of the requirements and timeliness of submission of requirements

Source of Input: Student, Parent/ Guardian/ Representative

Requirements shall include: Certificate of Registration

(COR) of Student with stamp of the Scholarship Office or document of what scholarship assistance would be availed by the student,

Official Receipt (OR) of payment of tuition and other fees

Requirements shall be submitted by the student within the validity of the scholarship/ deadline



Incompleteness of the requirements submitted Submission of the requirements after the deadline

Inform the requestor to complete the requirements (Accounting Staff) Inform the requestor that the scholarship is no longer valid (Accounting Staff)



PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Process Timeliness and accuracy of verification

One minute verification Master list of students entitled of the scholarship grant shall match the type of scholarship indicated in the stamped COR

Accounting Staff

Every request


Delayed verification

Master list of students entitled of the scholarship grant did not match the type of scholarship indicated in the stamped COR

Inform the requesting individual of the cause of delay (Accounting Staff) Inform requesting individual of the discrepancy and request to verify with Scholarship Office (Accounting Staff)

Output Completeness of release and grant of the request

Recipient of Output: Scholar Financial assistance deducted from the balance of tuition and other fees of student in the computerized enrolment system; or arrangement for refund Adjustment on the fees shall be indicated in the COR and signed by the Accounting Staff (authorized by the Head of the Accounting Office)


Scholarship Assistance.

Financial assistance not deducted from student’s account (not saved in the system) or refund was not arranged Adjustment on the fees was not indicated in the COR and signed by the Accounting Staff

Make adjustment on the student’s account (Accounting Staff)




ACCOUNTING








PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Issuance of Examination Permit

Input Completeness and timeliness of submission of requirements

Source of Input: Student, Parent/ Guardian/ Representative Requirements shall include: Certificate of Registration

(COR) Official Receipt (OR)


Receipt of the submitted document

Incompleteness of the document presented

Inform requesting individual to complete the required document (Accounting Staff)

Process Timeliness and accuracy of verification

One minute verification Students have paid the minimum requirement on the outstanding balance of tuition and other fees

Accounting Staff

Every request

Verification of data and Tagging of Graduation fees

Verification takes more than one minute Student’s account with outstanding balance

Inform the student of the reason for the delay of the verification; Inform MIS about the delay in the system (Accounting Staff) Inform the requesting individual to pay/ settle the minimum requirement (Accounting Staff)

Output Release of exam permit/ promissory note

Recipient of Output: Student, Parent/ Guardian/ Representative COR shall be stamped with “Permit Issued” and signed by the Accounting Staff


Stamp and initial on the COR that permit has been issued

COR not stamped with “Permit Issued” and not signed by the Accounting Staff

Verify with computerized enrolment system and stamp the COR (Accounting Staff) Student will be blocked to enrol in the



PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Exam permit/ promissory note shall be printed from the computerized enrolment system

Examination permit issued to requesting individual with outstanding balance during final exam

succeeding semester/ application for graduation


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ACCOUNTING








PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Issuance of Statement of Account

Input Completeness of requirements

Source of Input: Student, Parent/ Guardian/ Representative Requirements shall include: Certificate of Registration

(COR) Official Receipt (OR) for the

issuance of Statement of Account


Enrolment System Incompleteness of the document presented

Inform the requesting individual to complete the required document (Accounting Staff)

Process Completeness of verification of student’s account

Statement of Account shall be checked/ retrieved from the computerized enrolment system The following items shall be checked: Name of student Number of units Payment History Coverage

Accounting Staff

Every request

Enrolment System Student’s account not completely checked

Recheck the student’s account (Accounting Staff)

Output Timeliness of release

Statement of Account shall be released upon request (within 1 minute) Official Receipt shall be signed by the Accounting Staff


Enrolment System Delayed release of Statement of Account (SOA)

Official Receipt not signed by the Accounting Staff

Inform the requesting individual of the cause of delay (Accounting Staff)




ACCOUNTING








PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Tagging of Application for Graduation

Input Completeness of information in the application form and requirements

Sources of Input: Student, Parents/ Guardians/ Representative Certificate of Registration (COR), Official Receipt (OR) and Application for Graduation approved by the registrar and deans

Accounting Staff Every receipt of request

Enrolment System Incompleteness of the document and the requirement presented

Return the document and requirements for completion and resubmission to the requesting individual (Accounting Staff)

Process Timeliness of verification and accuracy of application

One minute verification Students do not have outstanding balance

Accounting Staff

Every receipt of request

Enrolment System Verification takes more than one minute Tagging of application for graduation of student with outstanding balance

Inform the student of the reason for the delay of the verification; Inform MIS about the delay in the system (Accounting Staff) Return the application form to the student with notification of balance for payment (Accounting Staff)

Output Accuracy of assessment of graduation fees

Recipient of Output: Student, Parents/ Guardians/ Representative Fees to be paid by the student shall be saved in the computerized Enrolment System

Accounting Staff

Every receipt of request

Enrolment System Tagging of application not saved in the computerized enrolment system

Re-tag graduation fees (Accounting Staff)




BUDGET OFFICE

NENITA B. CHICO Budget Officer







PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Budget Preparation for General Appropriations Act (GAA)

Input Completeness of required data and timeliness of submission coming from various offices

Source of Input: Concerned Units, Offices and Colleges

Data from concerned units, offices and colleges shall be submitted to Budget Office: For DBM In the prescribed template of

DBM (BP forms) and filled out completely

At least three (3) weeks before the DBM schedule

For Congress/ Senate With additional budgetary

requirements (as per Congress/ Senate format)

Within the agreed schedule of submission

Budget Officer Every 1st to 2nd quarter

Budget Call Incomplete, delayed submission and non-submission of data

Inform concerned units, offices and colleges to complete/ submit the requirements (Budget Officer) Facilitate completion of the requirements (Budget Officer)

Process Estimate the projected expenses

Estimate for next year shall be based on previous three (3) years’ obligations/ expenses Estimate for the succeeding (2) years shall be based on the percentage increase between


POSIPOP for personnel services; MOOE and Capital Outlay

No estimate of projected expenses

Facilitate estimate of projected expenses (Budget Officer)



PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







previous years’ obligations/ expenses

Process Completeness of

consolidation of templates

All templates/ data shall be filed in binder and encoded in the Online Submission of Budget Proposal (OSBP)


Online Submission of Budget Proposal

Templates/ data not filed/ encoded in OSBP

Facilitate filing/ encoding (Budget Officer)

Output Timeliness of submission of budget proposal

Recipient of Output: DBM, CHED, NEDA, Congress and Senate

Budget Proposal (hard and soft copies) shall be submitted on or before the deadline


Budget Proposal Delayed submission Inform DBM, CHED, NEDA, Congress and Senate and facilitate submission (Budget Officer)

Budget Preparation for Fiduciary Fund and Income

Input Completeness of required data and timeliness of submission coming from various offices

Source of Input: Concerned Units, Offices and Colleges

Data from concerned units, offices and colleges shall be submitted to Budget Office: Enrolment Data Collection Report Project Procurement

Management Plan (PPMP) POSIPOP Faculty Profile Estimate of Honoraria Financial Report Previous three (3) years

obligations/ expenses Other Project Proposals

Budget Officer Every 3rd to 4th quarter

CHED Memo No. 20, Series of 2011

Incomplete, delayed submission and non-submission of data

Inform concerned units, offices and colleges to complete/ submit the requirements (Budget Officer) Facilitate completion of the requirements (Budget Officer)

Process Estimate the projected expenses

Estimate for next year shall be based on previous three (3) years’ obligations/ expenses


POSIPOP for personnel services;

No estimate of projected expenses

Facilitate estimate of projected expenses



PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Estimate for the succeeding (2) years shall be based on the percentage increase between previous years’ obligations/ expenses

MOOE and Capital Outlay

(Budget Officer)

Process Timeliness and completeness of deliberation of Budget Proposal

Budget Proposal shall be discussed with the President for review and approval before the scheduled Finance Committee Meeting


Budget Proposal Budget Proposal not discussed with President before the scheduled Finance Committee Meeting

Discuss Budget Proposal with President (Budget Officer)

Output Timeliness and completeness of submission; and accuracy of budget proposal

Recipient of Output: President

Budget Proposal (hard copy) shall be submitted on or before the scheduled 4th quarter board meeting for approval of budget


Budget Proposal Incomplete/ Delayed/ Inaccurate submission of Budget Proposal

Inform the President of the reason for pull-out of Budget Proposal, revise and resubmit (Budget Officer)




BUDGET OFFICE








PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Financial Accountability Reports (FARs)

Input Completeness of the reports

Source of Input - Budget Office Reports shall include the following: Registry of Allotment,

Obligations for Personnel Services (RAOPS)

Registry of Allotment, Obligations for MOOE (RAOMO)

Registry of Allotment, Obligations for CO (RAOCO)

Budget Officer Monthly, Quarterly,

Annual

Government Accounting Manual

Incomplete reports Trace missing reports and facilitate completion of report (Budget Officer)

Process Completeness, and accuracy

Financial Accountability Report shall be based on the approved budget and actual obligations and shall include the following: Budget Utilization Report

(BUR) Financial Accountability

Report (FAR) Budget Execution

Documents (BEDs)


Annual


Incomplete FAR and not based on the approved budget and actual obligations

Review and revise FAR (Budget Officer)

Output Timeliness of submission of Financial

Recipient of Outputs: DBM and COA


Annual


Delayed submission of FAR

Facilitate submission (Budget Officer)



PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Accountability Report

Financial Accountability Report (in hard copy and through online) shall be submitted Budget Utilization Report

(BUR) - monthly (every 10th day of the month),

Financial Accountability Report (FAR) - quarterly (within 30 days after the end of each quarter)

Budget Execution Documents (BEDs) - annual (every 15th day of November)

Inaccuracy in the FAR Revise FAR and re-submit (Budget Officer)




BUDGET OFFICE








PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Issuance of Certification of Availability of Budget

Input Completeness of request

Source of Input: Requestor Letter of Request signed by the Deans/ Directors (for Colleges) or Head (for Offices/ Units)

Budget Officer As requested

Letter of Request Incomplete request Reject request (Budget Officer)

Process Verification of availability of budget

For procurement – if included in the approved APP Other MOOE – if funds are available


RAOPS, RAOMO, RAOCO

Availability of budget not verified

Conduct verification (Budget Officer)

Output Certification of Availability of Budget

Recipient of Output: Requestor Certification signed by Budget Officer


Certification of Availability of Budget

Certification of Availability of Budget not issued

Facilitate issuance of Certification (Budget Officer)




BUDGET OFFICE








PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Obligation of Funds

Input Completeness of documents for obligation of funds

Source of Input: HR, Supply Office and Accounting Disbursement voucher and/ or purchase order with attached ORS/ BURS/ FFRS signed by direct supervisory function Department/ Office with sufficient funds

Budget Officer Daily Government Accounting Manual

Incomplete documents and insufficient funds

Inform HR, Supply Office and Accounting that the documents will not be processed (Budget Officer)

Process Accuracy of assigning of control numbers

Control numbers shall be assigned based on the respective transaction/ fund source Obligation Request Budget Utilization Request Fiduciary Fund

Budget Officer Daily Obligation Request Slip (for GAA) Budget Utilization Request Slip (for Income) Fiduciary Fund Request Slip (for Fiduciary Fund)

Inaccurate assigning of control numbers based on respective transaction/ fund source

Adjust control numbers and fund source (Budget Officer)



PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Completeness of verification of availability of fund

Availability of funds shall be verified if included in the approved Annual Procurement Plan (APP)

Budget Officer Daily Government Accounting Manual

Insufficient funds or plans not included in the approved APP

Inform end-user and Procurement Office that the funds will not be obligated (Budget Officer)

Output Completeness of report generation

Recipient of Outputs: Budget Office Reports shall include the following: Registry of Allotment,

Obligations for Personnel Services

Registry of Allotment, Obligations for MOOE

Registry of Allotment, Obligations for CO

Original Copy of ORS/ BURS/ FFRS signed by Budget Officer

Budget Officer Daily and Monthly

Registry of Allotment, Obligations for Personnel Services Registry of Allotment, Obligations for MOOE Registry of Allotment, Obligations for CO

Incomplete reports Facilitate completion (Budget Officer)

Completeness, accuracy and timeliness of submission of ORS/ BURS/ FFRS transactions

Recipient of Outputs: Accounting Office ORS/ BURS/ FFRS shall be signed by the Budget Officer and submitted to Accounting Office within the day Updated RAOPS, RAOMO, RAOCO

Budget Officer Daily ORS/ BURS/ FFRS including Disbursement Vouchers, Payroll, PO and other supporting documents

Delayed, inaccurate and incomplete submission

Inform end-user of the delayed submission (Budget Officer) Inform concerned units, pull-out RAOPS, RAOMO, RAOCO and adjust (Budget Officer)




CASHIER

CHRISTOPHER C. FLAMENCOUniversity Cashier







PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Collection of Fees (Issuance of Official Receipt)

Input Completeness and accuracy of information in the Assessment (Billing) and/ or Payment Form and money

Source of Input: Students, Alumni, Lessee, Hostel Client and Scholarship Benefactors

Assessment/ Billing shall be done based on the following: For regular enrolees and

Lessee, approved assessment form shall be submitted for verification on computerized enrolment system

For Alumni, Billing form from Registrar shall be submitted for manual verification

For Hostel Client, Billing form from Hostel Receptionist shall be submitted for manual verification

For Scholarship Benefactors, i.e. CHED, OWWA, PVAO, GSIS, SSS and other companies, Cheque are collected

Collecting Officer

Every receipt of payment

Citizen’s Charter Incompleteness/ Inaccurate documents/ money received

Return the documents and/or money for completion and/or correction (Collecting Officer)



PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Process Timeliness and accuracy of information

One minute and thirty (30) seconds verification and collection procedure Assessment (Billing) and/ or Payment Form is/ are consistent with amount due Money is genuine and sufficient

Collecting Officer


Citizen’s Charter

Delayed verification and collection Inconsistent Assessment (Billing) and/or Payment Form with amount due Money is doubtful

Inform the client of the reason for the delay of the verification and collection procedure; Inform the MIS about the delay in the system (Collecting Officer) Return the Assessment (Billing) and/or Payment Form to the client with notification of inconsistent assessed amount to be corrected by the assessment authority (Collecting Officer) Return the doubtful money to the client for replacement (Collecting Officer)

Output Completeness and Accuracy of OR

Recipient of Output: Students, Alumni, Lessee, Hostel Client and Scholarship Benefactors

Accurate Official Receipt based on the payment shall be issued Collection and deposit reports shall be submitted in five (5) working days from the date of collection Total collections for the day shall be tallied in 1 hour

Collecting Officer


Citizen’s Charter, Official Receipt

Non-issuance of Official Receipt by the Collecting Officer Delayed submission of collection and reports Actual cash counted and collection reports are not tallied

Issue Official Receipt (Collecting Officer) Submit reports immediately (Collecting Officer) Re-count and/ or charge (Collecting Officer)




CASHIER

CHRISTOPHER C. FLAMENCOUniversity Cashier







PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







Issuance of Cash (Student’s Refunds, Scholarship Grant, Financial Assistance, Student Assistant Allowance and Incentive)

Input Completeness and accuracy of information

Source of Input: Accounting Office and Office of the Dean of Student Affairs

Submission of required documents for verification of identity shall include: Identification card together

with a photocopy of the same;

Batch number from Accounting Office

Authorization letter (if claimant is not the payee)

NOTE: Student Assistant Allowance are processed through Bank/ ATM

Disbursement Officer

Every claim from student

Payroll of Beneficiaries

Incompleteness and/ or inaccurate documents

Return the documents for completion and/ or correction (Disbursement Officer)

Process Timeliness and correctness of information

Five (5) minute verification and disbursement procedure




Delayed verification of submitted documents

Inform the student of the reason for the delay of the verification and issuance; Inform the Accounting Office to review the claim of the student (Disbursement Officer)



PROCESS CONTROL

POINT (I, P, O)

QUALITY REQUIREMENT







School identification card information is consistent with the payroll Student is included in the payroll or batch of refund

Inconsistent identification card information Student’s name is not included in the payroll

Return the documents presented by the students with notification of inconsistent information to be reviewed by the accounting office (Disbursement Officer) Return the documents presented by the students and advise the student to confirm with accounting office (Disbursement Officer)

Output Completeness and Accuracy of issuance of cash

Recipient of Output: Requestor

Complete amount of cash shall be issued based on the following: Student’s Refunds Scholarship Grant Financial Assistance Student Assistant

Allowance Incentive

Student shall be requested to sign on the payroll logbook




Non-signing on the payroll by the student

Student to sign on the payroll (Disbursement Officer)



ACADEMIC AFFAIRS Department/ Office/ Unit: Prepared by: Reviewed by: Approved by: Rev No: Effective Date:

REGISTRAR’S OFFICE

LEILANI M. LIZARDO University Registrar

DR. EDGARDO M. SANTOS Vice President for Academic Affairs




PROCESS CONTROL POINT

QUALITY REQUIREMENT







Enrolment – Issuance of Certificate of Registration, Student Profiling and Validation of ID


Source of Input: Student or Authorized Representative For existing students Official Receipt only For freshman Form 138 Certificate of Good Moral

Character PSA Birth Certificate 2x2 picture For transferee Honorable dismissal/

transfer credential Certificate of Good Moral

Character PSA Birth Certificate 2x2 picture Certification of grades for

evaluation

Registrar Staff Every enrolment

Registrar’s Manual (BulSU-OP-RegO-01) – Enrolment Procedure

Incomplete requirements Inform student or authorized representative to complete the requirements or request for promissory note (Registrar Staff)

Process Authenticity of the requirements

Requirements shall be checked if authentic, i.e., dry seal, signature, no alterations/ erasures



Incomplete requirements Fake requirements

Return requirements to student/ authorized representative for completion (Registrar Staff)




QUALITY REQUIREMENT







Deny admission/ enrolment (Registrar Staff)

Output Timeliness and accuracy of enrolment

Recipient of Output: Student or Authorized Representative Certificate of Registration and validation of ID completed within the day and accurate student profile, i.e., name, section, course, gender



Certificate of Registration, and validation of ID completed more than one day Inaccurate profiling, i.e., section, course, gender

Inform the student/ authorized representative of the schedule of enrolment (Registrar Staff) Correct profile (Registrar Staff)



ACADEMIC AFFAIRS Department/ Office: Prepared by: Reviewed by: Approved by: Rev No: Effective Date:








QUALITY REQUIREMENT







Graduation – Preparation of Official List of Candidates

Input Completeness Source of Input: Evaluators Evaluation of Academic Records of students shall be complete

Concerned Evaluator

Every graduation

Registrar’s Manual (BulSU-OP-RegO-01) –Graduation Procedure

Incomplete evaluation of academic records of students

Inform students of their deficiencies (Concerned Evaluator)

Process Completeness and Accuracy

List of Official Candidates shall be at least 100% complete and accurate based on the evaluation report

Concerned Evaluator

Every graduation


Incomplete and inaccurate List of Official Candidates

Revise List of Official Candidates and provide Addendum (Concerned Evaluator)

Output Timeliness Recipient of Output: College Academic Council, University Academic Council, Board of Regents List of Official Candidates shall be presented based on the approved academic calendar of the university

Registrar’s Office Every graduation


Delayed release of the List of Official Candidates

Facilitate release of List of Official Candidates (Concerned Evaluator)



ACADEMIC AFFAIRS Department/ Office: Prepared by: Reviewed by: Approved by: Rev No: Effective Date:








QUALITY REQUIREMENT







Issuance of Academic Records, i.e., Transcript of Records, Diploma, Transfer Credentials and various Certifications


Source of Input: Student or Authorized Representative The following requirements shall include: Duly accomplished

clearance form Official receipt for requested

document Documentary stamps (may

be presented upon release of academic records)

Concerned Evaluator

Every request

Registrar’s Manual (BulSU-OP-RegO-01)

Incompleteness of required documents

Return the documents for completion (Concerned Evaluator)

Process Timeliness and accuracy of evaluation and verification of requirements

The following shall be evaluated/ verified in the system: Status of Incomplete/

Conditional grade All subjects enrolled should

have encoded grades Form 137/ Transcript of

records if forwarded by the school last attended

Pending financial obligations and academic deficiencies

Concerned Evaluator

Every request

Registrar’s Manual (BulSU-OP-RegO-01)

Evaluation and verification procedures more than 5 minutes Incomplete evaluation and verification in the system

Inform the client of the reason for the delay of evaluation and verification processes Inform the client whether he/ she already completed his/ her grades in certain subjects/ and or conditional grades. Inform the client that his/ her instructor in a particular subject have




QUALITY REQUIREMENT







not yet encoded his/ her grade. Inform the client that the high school where he/ she graduated from did not comply with the request of the University for his/ her Form 137 thru mail. Inform the client that he/ she should hand-carry the request of the University for his/ her Form 137 with notation “Please Entrust to the Bearer” (Concerned Evaluator)

Output Completeness. Timeliness and accuracy of release of academic records

Recipient of Output: Student or Authorized Representative Academic Records (based on the automated enrolment system) shall include: Complete entries of subjects

enrolled Certification of grades Releasing of Academic Records based on: Within 5 - 10 minutes if

requirements are complete; or

As scheduled

Concerned Evaluator

‐ Every request

Registrar’s Manual (BulSU-OP-RegO-01) Logbook of Transaction Claim Stub

Non-issuance of complete academic on-time Inaccurate academic record released

Inform student or authorized representative of the scheduled release date (Concerned Evaluator) Retrieve and re-evaluate from the system and inform student or authorized representative of the scheduled release date

(Concerned Evaluator)



ADMINISTRATION Department/ Office/ Unit: Prepared by: Reviewed by: Reviewed by: Approved by: Rev No: Effective Date:

HUMAN RESOURCE MANAGEMENT

OFFICE

HELEN P. VALENTIN Supervising Administrative Officer

ISABELITA C. BENEDICTOS

Chief Administrative Officer







QUALITY REQUIREMENT







Leave Administration

Input Completeness of submitted documents/ information

Source of Input: Requestor Duly accomplished CSC Form 6, Leave Form shall be submitted to HRMO

Human Resource Staff

As need arises/ every

filing of leave

CSC Form 6, Leave Form

Incomplete details in CSC Form 6

Inform requestor then return CSC form for completion (Human Resource Staff)

Process Timeliness of processing of leave

Leave shall be processed within three (3) working days from receipt of leave application



filing of leave


Delayed processing of leave application

Inform requestor and facilitate processing (Human Resource Staff)

Output Approved leave Recipient of Output: Requestor Leave of Absence shall be approved by the respective Vice President and/ or the President Requestor shall be informed of the leave status



filing of leave


Leave of Absence not completely signed by approving function Requestor not informed of the leave status

Inform requestor, follow-up approval of leave of absence, if applicable (Human Resource Staff)





OFFICE










QUALITY REQUIREMENT







Payroll Preparation

Input Timeliness and completeness of payroll documents

Source of Input: Deans/ Unit Heads Estimates of honoraria and schedule of classes shall be submitted on or before the start of the semester Daily time record For permanent faculty and

personnel – DTR (with certification of Deans) shall be submitted on the 1st working day of the following month

For EBJO/ Contract of Service – DTR shall be submitted one working day after the cut-off date


Every cut-off date

Payroll System Delayed/ Non-submission of DTR

Inform personnel that DTR will be included in the next payroll period (Human Resource Staff)

Process Timeliness of processing

Processing of DTR shall be done on a “first come, first serve” basis Processing of payroll shall be done at least two (2) working day from the receipt of DTR


Every cut-off date

Payroll System Delayed processing Inform personnel of the delay in processing (Human Resource Staff)




QUALITY REQUIREMENT







Output Prepared payroll Recipient of Output: Finance/ Accounting Payroll shall be signed by the Head of the Human Resource Management Office and shall be endorsed to the next approving function

Head, Human Resource

Management Office

Every cut-off date

Payroll System Prepared payroll not signed and endorsed to next approving function

Facilitate endorsement (Head, Human Resource Management Office)





OFFICE










QUALITY REQUIREMENT







Posting of Job Vacancy for Recruitment and Selection

Input Vacant plantilla positions

Source of Input: Applicant Vacant plantilla positions can be a result of: Resignation Retirement Transfer Separation Newly created position


Every vacancy

Personal Services Itemization and Plantilla of Personnel (PSIPOP)

Vacant position not filled-up within 6 months

Republish the job posting (Human Resource Staff)

Process Completeness of details of job vacancy publication

Job vacancy shall include all listed in the qualification standards required by CSC


Every vacancy

PSIPOP Incomplete job vacancy Revise and complete the job vacancy (Human Resource Staff)

Output Timeliness of posting of job vacancy

Recipient of Output: CSC, General Public Job vacancy shall be submitted at least fifteen (15) working days in Civil Service Commission and posted in three (3) conspicuous public places


Every vacancy

PSIPOP Delayed/ Non-posting of job vacancy/ Inappropriate posting of job vacancy

Facilitate posting (Human Resource Staff)

Recruitment and Selection

Input Completeness of request from Unit Heads and receiving of hiring documents from applicants

Source of Input: Unit Heads, Applicants Request shall be in a form of letter signed by the President or the respective Vice President


All year round

Faculty Manual Incomplete documents submitted by applicant

Require applicant to submit complete documents (Human Resource Staff)




QUALITY REQUIREMENT







Hiring documents shall include the following: Resume Application Letter Transcript of Records Diploma Certificates (Eligibility,

Previous Employment, Seminars/ Trainings attended)

Process Completeness

and timeliness of evaluation

Application shall be evaluated within one (1) month from receipt and based on the following: Written exam (administered

by Guidance Office) Interview (administered by

Faculty Selection Board/ Personnel Selection Board)

Demo Teaching (for faculty) (administered by Deans)

Non-Academic Personnel Performance Test (for staff) (Unit Heads)

Most qualified applicant based on comparative evaluation


Every application

Faculty Manual, Merit Promotion Plan (for Non-academic) Recruitment Logbook

Delayed/ incomplete evaluation of application

Inform applicant and facilitate evaluation (Human Resource Staff)

Output Timeliness of notification

Recipient of Output: Applicant Successful applicant shall be notified for schedule of orientation and employment requirements at least one (1) working after the Demo


Every application

Faculty Manual, Merit Promotion Plan (for Non-academic)

Delayed notification to applicant/ Applicant not notified

Notify applicant (Human Resource Staff)




QUALITY REQUIREMENT







Teaching/ Non-Academic Personnel Performance Test




RECORDS OFFICE

PRISCILLA C. SALIVIO Supervising Administrative Officer









QUALITY REQUIREMENT







Authentication of Documents Presented or on file

Input Completeness of request

Source of Input: Requestor Authentication Form (BulSU-OP-RO-04) shall be accomplished and the documents (original and photocopy) for authentication

Clerk Every request

Authentication of Documents (BulSU-OP-RO-04)

Incomplete document Inform requestor to complete requirements (Clerk)

Process Appropriateness of document for authentication

Documents for authentication (original and photocopy) should match each other and stamped with “Certified Photocopy of Documents Presented” signed by ADOF IV or SUPAO

Clerk Every request


Inappropriate document for authentication

Return documents to requestor (Clerk)

Output Timeliness of release of Authenticated photocopies

Recipient of Output: Requestor Authenticated photocopies shall be released within the day or as scheduled If to be claimed by representative the following requirements shall be submitted/ presented: Original Authorization letter

from the requestor

Clerk Every request


Delayed release of authenticated copies

Facilitate release (Clerk)




QUALITY REQUIREMENT







Photocopy of ID of requestor Original and photocopy of ID

of authorized representative




RECORDS OFFICE










QUALITY REQUIREMENT







Receipt, Distribution or Dissemination of Correspondence/ Mails

Input Completeness and accuracy of correspondence/ mails

Source of Input: External Party Correct recipient and address of correspondence/ mails shall be checked

Clerk

Every receipt

Logbook of Correspondence/ mail

Incorrect recipient/ address

Do not accept correspondence/ mail (Clerk)

Process Completeness of information

Information shall be logged in the Logbook Recipient shall be notified through phone call If addressed to President, correspondence/ mail shall be forwarded to ADOF IV/ SUPAO. It shall be opened/ reviewed by the ADOF IV/ SUPAO unless confidential/ personal

Clerk/ ADOF IV

Every receipt


Information not logged in the Logbook/ Recipient not notified

Transmit document to SUPAO/ ADOF IV for approval (Clerk/ ADOF IV)

Output Completeness of release of correspondence. mail

Recipient of Output: Recipient of Communication Correspondence/ mails shall be distributed to or picked-up by the recipient or authorized representative

Clerk/ ADOF IV/ SUPAO

Every receipt


Correspondence or mails not distributed/ picked-up by recipient

Inform recipient (Clerk/ ADOF IV/ SUPAO)




QUALITY REQUIREMENT







Recipient or authorized representative shall be required to sign on the receiving logbook




RECORDS OFFICE










QUALITY REQUIREMENT







Issuance of Certificate of Employment (COE)

Input Completeness of the request

Source of Input: Requestor Request Form (BulSU-OP-RO-02F2) for Certificate of Employment shall be filled out Date Name Position Title Purpose of Request College/ Office For separation reasons, clearance shall be required

Clerk Every request

Issuance of Certificate of Employment and Service Record (BulSU-OP-RO-02)

Request form not completely filled-out

Facilitate completion of information with the requestor (Clerk) Inform requestor to secure clearance and submit request (Clerk)

Process Accuracy of provided information

Request shall be reviewed based on updated records/ document on file (BulSU-OP-RO-02F1, 201 Card)

Clerk Every request


Request not reviewed based on records on file

Conduct review of request (Clerk)

Completeness of signatory

COE shall be endorsed to relevant signatory Supervising Administrative

Officer (SUPAO) Chief Administrative Officer

(CAO) Vice President for Finance,

Administration and Resource Generation

Clerk Every request


Incomplete signatory Facilitate approval from the next level of signatory (Clerk)




QUALITY REQUIREMENT







Output Timeliness of release of COE

Recipient of Output: Requestor COE shall be released within the day or the next working day If to be claimed by representative the following requirements shall be submitted/ presented: Original Authorization letter

from the requestor Photocopy of ID of requestor Original and photocopy of ID


Clerk Every request


Delayed release of COE Facilitate release of COE (Clerk)




RECORDS OFFICE










QUALITY REQUIREMENT







Issuance of Service Record (SR)

Input Completeness of the request

Source of Input: Requestor Request Form (BulSU-OP-RO-02F2) for Service Record shall be filled out Date Name Position Title Purpose of Request College/ Office For separation reasons, clearance shall be required For Group (from Colleges) SR request shall made at least one (1) month before the scheduled accreditation

Clerk Every request


Request form not completely filled-out No clearance submitted Delayed request of SR for accreditation purposes

Facilitate completion of information with the requestor (Clerk) Inform requestor to secure and submit clearance (Clerk) Inform requestor of the possible release date of SR (Clerk)

Process Accuracy of provided information

Request shall be reviewed based on updated records/ document on file (BulSU-OP-RO-02F1, 201 Card)

Clerk Every request


Request not reviewed based on records on file

Conduct review of request (Clerk)

Completeness of signatory

SR shall be endorsed to relevant signatory Administrative Officer Supervising Administrative

Officer (SUPAO)

Clerk Every request


Incomplete signatory Facilitate approval from the next level of signatory (Clerk)




QUALITY REQUIREMENT







Chief Administrative Officer (CAO)

Output Timeliness of release of SR

Recipient of Output: Requestor SR shall be released within the day or the next working day Individual SR request shall

be released within the day or the next working day

Group (from Colleges) SR request shall be released within one (1) month

If to be claimed by representative the following requirements shall be submitted/ presented: Original Authorization letter

from the requestor Photocopy of ID of requestor Original and photocopy of ID


Clerk Every request


Delayed release of SR Facilitate release of SR (Clerk)




RECORDS OFFICE










QUALITY REQUIREMENT







Numbering of Travel Order (T.O.)

Input Completeness of approved Travel Order Form

Source of Input: Requestor Travel Order Form (BulSU-OP-RO-03F1) shall include: Two (2) original copies of

Travel form Approved by the authorized

signatories (Vice President or President)

Provided with attachment (if applicable)

Clerk Every request

Numbering of Travel Order (BulSU-OP-RO-03)

Incomplete travel order form (copy, signatories or attachment)

Return to requestor (Clerk)

Process Completeness of numbering

Travel Order shall be numbered based on the following:

XX-YYYY XX – Month YYYY – Sequence Number Series of – Current Year

Clerk Every request


Incomplete/ No numbering of Travel Order

Facilitate numbering (Clerk)

Output Timeliness of numbering and return of Travel Order

Recipient of Output: Requestor Numbered travel order shall be returned to the requestor within one (1) – two (2) minutes

Clerk Every request


Delayed return of Travel Order

Facilitate return of Travel Order (Clerk)




RECORDS OFFICE










QUALITY REQUIREMENT







Records Keeping (Employee’s files, University files, Land Titles, Office Order, Memorandum Order, Correspondence, etc.)

Input Completeness of the submitted/ forwarded records

Source of Input: Concerned Office/ College Records to be endorsed shall be complete based on the attached list and checklist and the duly accomplished Endorsement Form (BulSU-OP-RO-01F1)

Clerk, ADOF IV Every receipt

Records Keeping (BulSU-OP-RO-01)

Incomplete records to be endorsed

Notify and return the document(s) to the concerned individual/ Office/ College for completion and resubmission (Clerk, Administrative Officer IV)

Process Completeness of records for filing

Records to be filed shall be signed by the ADOF IV and SUPAO in the receiving portion of the Endorsement Form (BulSU-OP-RO-01F1)



No approval/ acceptance from ADOF IV or SUPAO

Facilitate approval (Clerk)

Completeness and accuracy of updating of records on file

Received records shall be updated in the records on file (201 card, folder)



Records on file not updated accurately

Review and update records on file (Clerk)

Output Appropriateness of filing of records

Recipient of Output: Records Office Records shall be filed alphabetically and based on its respective category/ section: Profile Reference Securities

Clerk, ADOF IV, SUPAO

Every receipt


Records not filed in its corresponding category

Transfer record to its corresponding category/ section (Clerk, Administrative Officer IV)




RECORDS OFFICE










QUALITY REQUIREMENT







Responding to Walk-In and Phone Validation

Input Completeness of information for validation

Source of Input: External Party (Validating Agency/ Personnel) The following information shall be checked: Name/ Agency conducting

validation Name of the personnel

being validated Purpose of validation


As need arises

Logbook for Verification

Incomplete information from the validating agency/ personnel

Reject walk-in/ phone call or Advise validating personnel/ agency to coordinate with the applicant (Clerk /ADOF IV/ SUPAO)

Process Accuracy of validation

Information to be provided shall be checked based on office records on file


As need arises


Information provided not based on office records on file

Facilitate provision of required information, where necessary (Clerk /ADOF IV/ SUPAO)

Output Completeness of information provided

Recipient of Output: External Party (Validating Agency/ Personnel) All information (non-confidential) requested by the validating agency/ personnel are provided


As need arises


Incomplete information provided

Advise validating personnel/ agency to coordinate with the applicant (Clerk /ADOF IV/ SUPAO)




BUILDING AND GROUND MANAGEMENT OFFICE

DR. AUDIE L. GERONIMO BGMO - Head









QUALITY REQUIREMENT







Evaluation and Preparation of Project Procurement Management Plan for Repair and Maintenance (PPMP RM) – for budgeting for the succeeding year

Input Timeliness and completeness of PPMP RM of each end-user

Source of Input: Concerned Offices within the university (end-user) Detailed PPMP RM form shall be submitted by the end user to BGMO within the 3rd quarter of the year

BGMO Designer and Planner

Annually PPMP RM form Incomplete details of PPMP RM of each end-user PPMP RM not submitted on time

Complete the details of the PPMP RM of each end-user’s project (BGMO Designer and Planner) PPMP RM submitted to be of least priority (BGMO Head)

Process Timeliness and completeness of consolidation of PPMP RM for the whole university

Consolidated PPMP RM for the whole university shall be prepared within the first ten (10) working days of the 4th quarter


Annually PPMP RM form Delayed consolidation of PPMP RM Incomplete PPMP RM consolidation for the whole university

Request of deadline extension from Budget Office (BGMO Head) Complete PPMP RM consolidation for the whole university (BGMO Designer and Planner)

Timeliness of review and approval of PPMP RM

Consolidated PPMP RM shall be submitted for review and approval to CAO and/ or Vice Presidents within five (5) working days

BGMO Head Annually PPMP RM form PPMP RM not reviewed or approved on time

Follow-up review/ approval of PPMP RM (BGMO Head)




QUALITY REQUIREMENT







Output Timeliness of submission of PPMP RM

Recipient of Output: Budget Office Approved PPMP RM shall be submitted at least two (2) weeks before the DBM deadline

BGMO Head Annually PPMP RM form Delayed submission of PPMP RM

Facilitate submission of PPMP RM (BGMO Head)














QUALITY REQUIREMENT







Supervision of Project Implementation

Input Completeness of resources

Source of Input: Supply Office All materials listed in the purchase request are delivered and available in Supply Office Complete manpower shall be assigned to the project based on its scope of works

BGMO Head Every project

Inspection of Delivery of Materials

Incomplete materials Incomplete manpower

Inform Supply for the complete delivery of the requested materials (BGMO Head) Pull-out manpower from other ongoing project (BGMO Head)

Process Completeness of supervision of project implementation

Project shall be monitored at least twice a day during the project period and an inspection report shall be prepared within the day

Project Inspector

Every project

Inspection Report Project implementation not monitored accordingly

Assign additional project inspector (BGMO Head)

Output Timeliness of completion of project

Recipient of Output: End-user Project completed based on design and target time table End-user shall be informed that the project was already completed and shall be requested to sign the acceptance form

Project Inspector

Every project

Acceptance Form Delayed completion of project Extend working days to complete the project and inform the end-user of the delay (BGMO Head)














QUALITY REQUIREMENT







Preparation and Submission of Proposal Documents (PPMP RM based)

Input Completeness of details needed to prepare the proposal

Source of Input: BGMO, Requesting Office Initial Plan and Specifications


Every project

listed on the PPMP RM

Project Proposal Incomplete details about the project that is necessary to prepare the proposal.

Immediate re-inspection and data collection and complete the details (BGMO Designer and Planner)

Process Timelines and completeness of proposal

For small-scale project (can be completed within two weeks) – proposal shall be prepared within 2 weeks For large-scale project (can be completed more than two weeks) proposal shall be prepared within 3 weeks


Every project


Project Proposal Delayed preparation of proposal documents

Facilitate the preparation of the proposal (BGMO Designer and Planner)

Completeness of design/ detailed plan of the project

Design/ detailed plan of the project shall be based on the initial plan and reviewed and approved by the BGMO – Head


Every project


Project Proposal Incomplete design/ detailed plan of the project

Facilitate completion of the detail of the design plan of the project (BGMO Designer and Planner)

Timeliness of review and approval of proposal and detailed plan of the project

Proposal shall be submitted for review and approval (by CAO and/ or Vice Presidents) within 5 working days

BGMO Head Every project


Project Proposal Proposal not reviewed or approved on time

Follow-up review/approval of proposal (BGMO Head)




QUALITY REQUIREMENT







Output Completeness of submission of proposal documents

Recipient: Procurement Office The following shall be submitted to Procurement Office upon approval: Purchase Request Program of Work Copy of approved PPMP

RM Detailed plan of the project


Every project


Project Proposal Incomplete submission Facilitate completion of required documents required by Procurement (BGMO Designer and Planner)




UNIVERSITY LIBRARY

MARIA PRETTY LAY T. ABDALALibrarian






QUALITY REQUIREMENT







Catalouging Input Completeness and accuracy of new acquisition of books

Source of Input: Supply Office New acquisition of books to be endorsed to Library (upon delivery from book dealers through the Supply Office) shall be complete, with correct title and copyright based on the purchase requested

Librarian Every new acquisition of

book

BulSU Library Policies and Procedures Manual

Incomplete books, incorrect title and copyright

Inform Supply Office whether to accept or cancel the acquisition of new books and provide justification letter (Librarian)

Process Completeness of technical and mechanical processing of books

Books shall be evaluated based on the process flow of Technical Service (as per BulSU Library Policies and Procedures Manual)


book


Incomplete processing of books

Facilitate processing (Librarian)

Output Completeness of posting/ dissemination of bibliographic listing

Recipient of Output: University-wide Bibliographic listing shall be posted in Dean’s Office, bulletin boards of Library, faculty rooms, BulSU website and online sources


book


Bibliographic listing not posted

Facilitate posting of bibliographic listing (Librarian)




UNIVERSITY LIBRARY

MARIA PRETTY LAY T. ABDALALibrarian






QUALITY REQUIREMENT







Circulation


Source of Input: Student, Faculty, Non-Academic Personnel, External Campuses, Visitors For Student, Faculty, Non-Academic Personnel, External Campuses - Valid ID or COR shall be required

For Visitors - Referral letter and payment of research fee shall be required

Librarian Every request

BulSU Library Policies and Procedures Manual/ Online Public Access Catalogue (OPAC)

Incomplete requirements Requestor shall not be catered/ allowed to access library collection (Librarian)

Process Access to the Collection

OPAC shall be used to view collection For thesis or reserve section – assistance from librarian shall be required Other collection – open shelf access shall be provided

Librarian Every access BulSU Library Policies and Procedures Manual/ Online Public Access Catalogue (OPAC)

Missing book from the collection

Replacement of the book from the collection (Librarian)

Output Appropriateness of loan of book

Recipient of Output: Student, Faculty, Non-Academic Personnel, External Campuses, Visitors

Librarian Every loan BulSU Library Policies and Procedures Manual/ Online Public Access

Books loaned to borrower not based on the Circulation Periods, Renewals and Limitations

Notify borrower of the overdues (Librarian)




QUALITY REQUIREMENT







Books shall be loaned based on the Circulation Periods, Renewals and Limitations (as per BulSU Library Policies and Procedures Manual) Books to be photocopied shall be allowed to be checked-out for 30 minutes only

Catalogue (OPAC)

Books allowed to be checked-out for more than 30 minutes without imposing dues




FACILITY MANAGEMENT

OFFICE

ENGR. ROMULO B. PANOTES, JR.FMO Head



JAIME P. PULUMBARIT Vice President for Finance, Admin and

Resource Generation





QUALITY REQUIREMENT







Evaluation and Preparation of Project Procurement Management Plan for Repair and Maintenance (PPMP RM) – for budgeting for the succeeding year

Input Timeliness and completeness of PPMP RM of each end-user

Source of Input: Concerned Offices/ Colleges within the university (end-user) Detailed PPMP RM form shall be submitted by the end user to FMO within the 3rd quarter of the year

FMO Designer and Planner

Annually PPMP RM form Incomplete details of PPMP RM of each end-user PPMP RM not submitted on time

Complete the details of the PPMP RM of each end-user’s project (FMO Designer and Planner) PPMP RM submitted to be of least priority (FMO Head)

Process

Timeliness and completeness of consolidation of PPMP RM for the whole university

Consolidated PPMP RM for the whole university shall be prepared within the first ten (10) working days of the 4th quarter


Annually PPMP RM form Delayed consolidation of PPMP RM Incomplete PPMP RM consolidation for the whole university

Request of deadline extension from Budget Office (FMO Head) Complete PPMP RM consolidation for the whole university (FMO Designer and Planner)

Timeliness of review and approval of PPMP RM

Consolidated PPMP RM shall be submitted for review and approval to CAO and/ or Vice Presidents within five (5) working days

FMO Head Annually PPMP RM form PPMP RM not reviewed or approved on time

Follow-up review/ approval of PPMP RM (FMO Head)




QUALITY REQUIREMENT







Output Timeliness of submission of PPMP RM

Recipient of Output: Budget Office Approved PPMP RM shall be submitted at least two (2) weeks before the DBM deadline

FMO Head Annually PPMP RM form Delayed submission of PPMP RM

Facilitate submission of PPMP RM (FMO Head)




FACILITY MANAGEMENT

OFFICE





Resource Generation





QUALITY REQUIREMENT







Supervision of Project Implementation

Input Completeness of coordination with contractor

Source of Input: Procurement Unit, Contractor Contractor issued with Notice to Proceed by Procurement Unit Complete project description (program of works, designs and drawings and other matters/ arrangements) shall be discussed with the contractor

FMO Head Every project implementation

Notice to Proceed

Project description not discussed with the contractor

Facilitate coordination with contractor (FMO Head)

Process Completeness of supervision of project implementation

Project shall be monitored based on compliance to design specifications Monitoring/ Inspection at least twice a day (morning and afternoon) during the project period Note: Punch listing shall be done whenever there are issues in the project implementation

Project Inspector

Every project implementation

Logbook/ Inspection Report

Noncompliance with design specification Project implementation not monitored/ inspected accordingly Delayed implementation (progress) of project

Notify contractor to address compliance to design specification (FMO Head) Assign additional project inspector (FMO Head) Notify contractor to address delay (FMO Head)




QUALITY REQUIREMENT







Output Timeliness of completion of project

Recipient of Output: End-user Passed the initial and final inspection conducted by end-user, FMO and contractor Project completed based on design and target time table and End-user and FMO sign the acceptance form

Project Inspector

Every project implementation

Acceptance Form

Project with findings after initial and final inspection Delayed completion of project

Notify contractor to correct/ address findings (FMO Head) Inform contractor to pay liquidation damage (FMO Head)




FACILITY MANAGEMENT

OFFICE





Resource Generation





QUALITY REQUIREMENT







Preparation and Submission of Proposal Documents (PPMP RM based)

Input Completeness of details needed to prepare the proposal

Source of Input: FMO, Requesting Office Initial Plan and Specifications


Every project


Project Proposal Incomplete details about the project that is necessary to prepare the proposal.

Immediate re-inspection and data collection and complete the details (FMO Designer and Planner)

Process Timelines and completeness of proposal

For small-scale project (can be completed within two weeks) – proposal shall be prepared within 2 weeks For large-scale project (can be completed more than two weeks) proposal shall be prepared within 3 weeks


Every project


Project Proposal Delayed preparation of proposal documents

Facilitate the preparation of the proposal (FMO Designer and Planner)

Completeness of design/ detailed plan of the project

Design/ detailed plan of the project shall be based on the initial plan and reviewed and approved by the FMO – Head


Every project


Project Proposal Incomplete design/ detailed plan of the project

Facilitate completion of the detail of the design plan of the project (FMO Designer and Planner)

Timeliness of review and approval of proposal and detailed plan of the project

Proposal shall be submitted for review and approval (by CAO and/ or Vice Presidents) within 5 working days

FMO Head Every project


Project Proposal Proposal not reviewed or approved on time

Follow-up review/approval of proposal (FMO Head)

Output Completeness of submission of

Recipient: Procurement Office


Every project

Project Proposal Incomplete submission Facilitate completion of required documents




QUALITY REQUIREMENT







proposal documents

The following shall be submitted to Procurement Office upon approval: Purchase Request Program of Work Copy of approved PPMP

RM Detailed plan of the project


required by Procurement (FMO Designer and Planner)




MEDICAL UNIT

DR. JOSELITO M. ALDAY University Physician









QUALITY REQUIREMENT







Issuance of Dental Certificate

Input Completeness of requirement

Source of Input: Client Parental Letter/ Consent signed by parent/ guardian of student

Nurse Every request

Student Manual Incomplete requirement Inform client to complete the requirement (Nurse)

Process Completeness of assessment

Dental assessment (validation) of client conducted by the University Dentist

Dentist Every request

Student Manual No dental assessment (validation) conducted

Schedule for dental assessment (Dentist)

Output Timeliness of release of dental certificate

Recipient of Output: Client Dental Certificate signed by the University Dentist and released within the day upon receipt

Nurse/ Dentist Every request

Student Manual Delayed release of dental certificate Dental certificate released without signature of University Dentist

Facilitate release of dental certificate on the next working day (Nurse) Inform client it is invalid and retrieve certificate for signature of University Dentist (Nurse)




MEDICAL UNIT










QUALITY REQUIREMENT







Medical and Dental Examination of Freshmen


Source of Input: Incoming Freshmen Requirements include: Reservation Receipt Chest X-ray done (noted by

X-ray technician, if in-house) or Result of chest X-ray (if done outside)

Admission Slip

Nurse Once a year Admission Procedure

Incomplete requirements Inform student to complete the requirements (Nurse)

Process Completeness and accuracy of profiling

Health profiling includes, i.e., height, weight, vital signs, medical history, medical and dental examination Note: If there are findings in the medical/ dental examination, the parent/ guardian shall be informed for further evaluation and guidance and shall be advised to consult private physician/ dentist

Nurse, Physician,

Dentist

Once a year Admission Procedure

Incomplete health profile

Conduct health profiling of student (Nurse, Physician, Dentist)

Accuracy of encoding

Student health record of the freshmen encoded in the system, i.e., name, birthdate, gender, year enrolled, health profile


Inaccurate student health record

Correct the record of the student in the system (Nurse)




QUALITY REQUIREMENT







Output Completeness

Recipient of Output: Client Admission slip stamped and signed by the Nurse on duty


Admission slip not stamped Inform student to bring the admission slip for stamping and signature (Nurse)




MEDICAL UNIT










QUALITY REQUIREMENT







Scheduling of Dental Services

Input Completeness of requirements and availability of dentist

Source of Input: Client Consultation/ Assessment Waiver (for student below 18 years old)

Nurse Every request

Consultation/ Assessment Waiver

Incomplete requirements Inform client to complete the requirements (Nurse)

Process Validation of request for dental services

Validate request based on the actual dental service needed by the client before scheduling Note: Dentist Schedule – every Monday to Friday (8 AM to 5 PM) except Holidays

Nurse/ Dentist Every request

Student Health Profile

Request not validated and client not included in the scheduling of dental services

Inform client and provide schedule (Nurse/ Dentist)

Output Timeliness of scheduling

Recipient of Output: Client Pre-medication to be given to client Schedule of dental service to be advised to client and recorded in the planner within the day

Nurse Every request

Student Health Record Planner

Schedule of dental service not advised to client and not recorded in planner within the day

Advise client and update/ record in planner (Nurse)



ACADEMIC AFFAIRS – STUDENT AFFAIRSDepartment/ Office/ Unit: Prepared by: Reviewed by: Reviewed by: Reviewed by: Approved by: Rev No: Effective Date: PUBLIC EMPLOYMENT

SERVICE OFFICE (PESO)

MR. CRISANTO P. GALVEZ Head, PESO

JOSEPH ROY F. CELESTINODirector for Student Welfare

DR. ROMEO D.C. INASORIA

Dean of Student Affairs and ServicesDR. EDGARDO M. SANTOS

Vice President for Academic Affairs


President0 March 06, 2017

Signature Over Printed Name/ Date Signature Over Printed Name/ Date Signature Over Printed Name/ Date Signature Over Printed Name/ Date Signature Over Printed Name/ Date


QUALITY REQUIREMENT



FOR M/M FREQUENCY PROCEDURE/

RECORD NONCONFORMING



Coordination/ Participation of partner companies, DOLE, LGUs, OWWA and respective Colleges and satellite campuses

Input Receiving of communication letter

Source of Input: Partner companies, DOLE, LGUs, OWWA and respective Colleges and satellite campuses Communication letter through e-mail or hard copy (letter)

PESO Head/ Secretary

Every receipt of

communication

Communication Letter, Logbook of Communication

Communication letter not received/ acknowledged by PESO

Inform concerned agency (PESO Head/ Secretary)

Process Completeness of dissemination of information

Disseminate information through PESO Communication Letter signed by the Director for Student Welfare to Deans of Colleges/ Directors of Satellite Campuses


Every receipt of

communication

Communication Letter, Logbook of Communication

Requirements of the communication letter from concerned agency not disseminated to relevant functions

Facilitate/ Prioritize dissemination of information (PESO Head/ Secretary)

Output Completeness and timeliness of reply

Recipient of Output: Concerned agency Reply prepared and signed by PESO Head forwarded to concerned agency through e-mail or hard copy (letter)

PESO Head Every receipt of

communication

Reply Letter, Logbook of Communication

No reply made to communication letter of concerned agency

Follow-up actions from respective Deans/ Directors (PESO Head/ Secretary)














QUALITY REQUIREMENT







Issuance of Referrals to the Graduates (Job Seekers)

Input Request Source of Input: Graduate (Job Seeker) Resumé of graduating/ graduate students

PESO Head Every request for referral

Request Letter, Resume

Incomplete requirements Inform Graduate to submit resumé (PESO Head)

Process Accuracy of Matching

Matching of resume of students based on the course of the student with the list of vacancies


List of Vacancies Inaccurate Matching Repeat matching (PESO Head)

Output Timeliness of Referral Letter

Recipient of Output: Graduate (Job Seeker) Referral letter signed by the PESO Head and released as scheduled


Referral Letter Delayed release of referral letter

Inform Graduate of the new schedule of release or availability of referral letter (PESO Head)














QUALITY REQUIREMENT







Participation of graduating students in Job Fairs

Input Accuracy of submitted request letter

Source of Input: PESO Request Letter shall be submitted to the President Office with the following information: - Number of companies - Needed accommodation

(tarpaulin, chairs, tables and food and place of Job Fair)

- Venue layout


As need arises Logbook of Communication

Request letter not received/ acknowledged by President Office

Facilitate/ Prioritize submission of request letter (PESO Head/ Secretary)

Process

Timeliness of approval

Reply shall be signed by the President within two (2) to three (3) days after receipt of Request letter



No reply made to request letter

Follow-up actions from the President Office (PESO Head)

Completeness of dissemination of information

Letter of invitation shall be sent based on BulSU’s accredited companies Companies accreditation includes: - Company profile (includes

Location Map) - SEC, BIR, Mayor’s Permit - PhilJobNet Registration - Job vacancies

For Colleges, Letter of Invitation and Bulletin Posting



Non-participation/ No reply Follow-up confirmation from the Company (PESO Head/ Secretary)




QUALITY REQUIREMENT







shall be done upon receipt of approval from the President

Timeliness of submission of Letter of Intent

Approved request shall be attached to the Letter of Intent sent to DOLE at least one (1) month before the Job Fair

PESO Head As need arises Logbook of Communication

Delayed submission Facilitate/ Prioritize submission of Letter of Intent (PESO Head)

Output Completeness and accuracy of Form

Recipient of Output: Student, Private/ Public Companies For Students, attendance sheet shall be served as the basis of number of applicants For Companies, complete Job Fair Terminal Report include Students information: - Name - Address - Contact No. - Position Applied - Status of Application Certificate of Participation to the companies shall be issued after the Job Fair based on the attendance sheet



Incomplete/ inaccurate information

Inform the student and company for the completion (PESO Head/ Secretary)














QUALITY REQUIREMENT







Participation of graduating students in Labor Education for Graduating Student (LEGS) and Pre-employment Orientation Seminar (PEOS)


Source of Input: PESO Submission of required documents to Colleges: - Letter of Intent - Letter of Invitation for

College participation (includes Room reservation)

Schedule of seminar shall be approved by the College based on their respective activities


As per schedule, Every 2nd Semester

Calendar of Activities, Logbook of communication

Mismatch of schedule Facilitate adjustment based on College availability (PESO Head/ Secretary)

Process Timeliness of reply

Reply shall be prepared and signed by Deans of Colleges/ Directors of Satellite Campuses within five (5) working days after receipt of required documents

College Dean/ Secretary

Every receipt of

communication

Logbook of Communication

Late reply made of concerned College

Follow-up actions from respective Deans/ Directors (PESO Head/ Secretary)

Accuracy and timeliness of dissemination of information

Request letter shall be submitted to DOLE within five (5) working days prior the date of seminar

PESO Head Every receipt of

communication

Logbook of Communication, PESO Monthly Meeting

Delayed submission of request letter

Immediately submit request letter (PESO Head/ Secretary)

Output Conduct of seminar and issuance of Compliance Certificate

Recipient of Output: Student Organized seminar based on the approved date and time

PESO Head As per schedule

Attendance sheet Non-participation of Colleges and Students

For College, coordinate with DOLE to communicate with respective College for non-participation (PESO Head)




QUALITY REQUIREMENT







Issuance of Compliance Certificate to students based on Attendance sheet

For students, advise concerned Faculty. (PESO Head)














QUALITY REQUIREMENT







Participation of graduating students in Local Recruitment Authority/ Agency (LRA) and Special Recruitment Authority (SRA)


Source of Input: Private/ Public Companies For LRA/ SRA, requirements include: - Request Letter/ Letter of

Intent (includes Field of specialization, Date of orientation, Interview and Exam)

- Company profile (BIR, SEC, Location Map)

- List of vacancies

For SRA, additional requirement include: - Acknowledgement Letter

from OWWA - Permit from DOLE with

Certificate of no objection - Job Order



Incomplete/ inaccurate information

Inform the requestor for the completion (PESO Head/ Secretary)

Process Timeliness for review of submitted documents

Review shall be based on List of accredited Company issued by DOLE within two (2) weeks after receipt of request



Non-accreditation with DOLE

Inform the requestor (PESO Head/ Secretary)

Completeness of dissemination of information

Disseminate information with the respective Deans of Colleges/ Directors of Satellite Campuses through request letter which includes room



Information not disseminated to relevant Deans of Colleges





QUALITY REQUIREMENT







reservation for the conduct of Company’s orientation, interview and exam

Output Conduct of LRA/ SRA

Recipient of Output: Requestor Provide List of Graduates (includes course/ major, contact details) as requested by the company



Late students (Graduate and Graduating)

Endorsed a copy of company’s location map and referral letter to the student (PESO Head)














QUALITY REQUIREMENT







Posting of Labor Market Information (LMI)

Input Receiving of Job opportunities

Source of Input: Partner companies, DOLE, LGUs, OWWA Job opportunities from partner companies, DOLE, LGUs, OWWA through e-mail or hard copy


Every receipt of

communication


Job opportunity list not received/ acknowledged by PESO

Inform concerned agency (PESO Head/ Secretary)


Job opportunity/ posting shall be stamped by PESO prior dissemination of information from Deans of Colleges/ Directors of Satellite Campuses


Every receipt of

communication


Requirements from concerned agency not disseminated to concerned College


Output Posting of LMI Recipient of Output: Requestor Job posting shall be done in each Bulletin Boards (PESO, Colleges, Administration, GCSC Office, Gate)

College Secretary/ Clerk

Every receipt of

communication


Unavailability of Job posting on bulletin board

Follow-up posting from concerned College (PESO Head/ Secretary)














QUALITY REQUIREMENT







Special Program for Employment of Student (SPES)

Input Accuracy of Pledge of commitment

Source of Input: PESO Pledge of commitment shall be submitted to DOLE through e-mail, phone call or hard copy (letter) Approved yearly budget shall be the basis for SPES Program


Every summer vacation, Semestral

break


Mismatch of number for SPES Program

Coordinate with PESO LGU for possible placement (PESO Head)

Process Timeliness of approval

Reply shall be received through e-mail, phone call or hard copy (letter) at least one (1) month after PESO Managers Meeting


Every receipt of

communication


No reply made by DOLE Follow-up actions (PESO Head/ Secretary)

Deployment of students

Random visit shall be done during the twenty-five (25) days of duty/ worked of student to assessed workplace and performance

PESO Head As per schedule

Logbook of Communication, Assessment/ Feedback report

Low performance Inform company/ student (PESO Head)

Completeness and timeliness of submission

Student shall be notified to submit below required documents within one (1) week after enrolment of desired College - Certificate of completion - OR payment for school year

enrolment



Incomplete/ delayed submission

Inform the student for the completion (PESO Head/ Secretary)




QUALITY REQUIREMENT







Output Issuance of voucher

Recipient of Output: Student Submitted documents by the students shall be forwarded to DOLE for review and released of SPES payroll Feedback information interview shall be facilitated by DOLE during release of voucher


Every receipt of

communication


Non-appearance of student

Follow-up with the student confirmation/ availability (PESO Head/ Secretary)



ACADEMIC AFFAIRS – STUDENT AFFAIRSDepartment/ Office/ Unit: Prepared by: Reviewed by: Reviewed by: Reviewed by: Approved by: Rev No: Effective Date:

Career Development & Student Internship

Services

MS. CARMELITA B. SANGA Head, Career Development & Student

Internship Services JOSEPH ROY F. CELESTINO

Director for Student Welfare





President

0 March 06, 2017



QUALITY REQUIREMENT







Accomplishment Report

Input Completeness of dissemination of communication letter

Source of input: CarDSIS Communication letter asking for submission of Accomplishment Report shall be given to SIP Coordinators through e-mail or hard copy (letter) Communication Letter are posted in Facebook App – Group Page

CarDSIS Head/ Secretary

As per schedule

Operations Manual, Calendar of Activities, Logbook of Communication

Information not disseminated to concerned SIP Coordinator

Facilitate/ Prioritize dissemination of information (CarDSIS Head/ Secretary)

Process Timeliness of receiving Accomplishment Report

Report shall be submitted within (3) weeks after the End of Semester


As per schedule


Delayed submission Follow-up actions from respective SIP Coordinators (CarDSIS Head/ Secretary)

Completeness of Accomplishment Report

Accomplishment Report shall include: Rationale Conditions Highlights of Internship

(Strength and Weaknesses) Recommendations Attachment include: Portfolio Checklist of Student Interns

SIP Coordinator As per schedule


Delayed submission Follow-up actions from respective SIP Coordinators (CarDSIS Head/ Secretary)




QUALITY REQUIREMENT







Output Accuracy for

review and consolidation of report for submission to CHED

Recipient of Output: CHED Submitted Accomplishment report by SIP Coordinator shall be reviewed and submitted per School Year Report shall be signed and approved by Director for Student Affairs, Dean of Student Affairs, VPAA and President

CarDSIS Head As per schedule

Operations Manual

Delayed submission of consolidated report

Facilitate/ Prioritize submission (CarDSIS Head/ Secretary)





Services








President

0 March 06, 2017



QUALITY REQUIREMENT







Coordination/ Participation of students in the Career/ Personality Development Seminars


Source of input: CarDSIS Submission of required documents to Deans of Colleges/ Directors of Satellite Campuses through Letter of Intent/ Invitation for Student participation (includes Room reservation) Schedule of seminar shall be approved by the College based on their respective activities


As per schedule

Operations Manual, Calendar of Activities, Logbook of Communication

Mismatch of schedule Facilitate adjustment based on College availability (CarDSIS Head/ Secretary)

Process Completeness and timeliness of reply

Reply prepared by SIP Coordinator and approved by Deans/ Directors through e-mail, phone call and hard copy (letter) at least one (1) week after receipt of Letter of Intent

SIP Coordinator Every receipt of

communication

Operations Manual, Logbook of Communication

No reply made to Letter of Intent/ Invitation Mismatch of schedule

Follow-up actions from respective SIP Coordinators and Deans/ Directors (CarDSIS Head/ Secretary) Proper coordination between College Deans and Faculty (CarDSIS Head/ Secretary)




QUALITY REQUIREMENT







Conduct of Seminar

Organized seminar based on the approved date and time Scheduled by College at least two (2) hours

CarDSIS Head As per schedule

Operations Manual

Non-participation of students Delayed administration of seminar due to tardiness of Lecturer Unavailability of Venue due to electrical aircon malfunction

Advise SIP Coordinator for re-schedule of student (CarDSIS Head) Facilitate conduct of Seminar (CarDSIS Head) Coordinate with College Deans/ Directors for re-schedule of seminar (CarDSIS Head)

Output Completeness of Training Evaluation form

Recipient of Output: CarDSIS Training Evaluation form shall be accomplished student include: Effectiveness of Speaker Appropriateness/ Relevance

of topic Materials/ Presentation Time conducted Random sampling done for giving Training Evaluation Form


As per schedule

Operations Manual

Failed rating in Training Evaluation Form

Replacement of Lecturer. Lecturer will not be engaged on the next schedule (CarDSIS Head/ Secretary)





Services








President

0 March 06, 2017



QUALITY REQUIREMENT







Career Counseling

Input Completeness of Interview Record Form and conduct of counseling

Source of input: Student Conduct of counseling shall be based on Interview record form which include the following: Student details (Name,

Course/ Year/ Section) Reason for counseling Recommendation Remarks (includes Action

Taken) Group Page (Facebook App) can be accessed by the students for query/ counseling


As the need arises

Operations Manual

Mismatch of schedule Inform student for re-schedule (CarDSIS Head/ Secretary)

Process Timeliness of follow-up on status/ recommendation made

Follow-up shall be done maximum of two (2) weeks


As the need arises

Operations Manual

No reply made to follow-up Update Interview Record Form of student, remarks section (CarDSIS Head/ Secretary)

Output Accuracy of information of data/ record

Recipient of Output: CarDSIS Review of Interview Record form shall be done prior safekeeping


As the need arise

Operations Manual

Incomplete information Facilitate/ Prioritize update of information (CarDSIS Head/ Secretary)





Services








President

0 March 06, 2017



QUALITY REQUIREMENT







Coordination/ Participation in the Career Orientation Program (Student and Parent’s Orientation)

Input Completeness of dissemination of communication letter

Source of input: CarDSIS Communication letter confirming schedule for Career Orientation/ Parent’s Orientation shall be given to Deans of Colleges/ Directors of Satellite Campuses and SIP Coordinators through e-mail or hard copy (letter)


Every receipt of

communication


Information not disseminated to relevant Deans of Colleges/ Directors of Satellite Campuses and SIP Coordinators

Facilitate/ Prioritize dissemination of information (CarDSIS Head/ Secretary)

Process Completeness and timeliness of reply

Reply prepared by SIP Coordinator and approved by Dean through e-mail, phone call and hard copy (letter) Program invitation shall be given at least one (1) week before the Seminar

SIP Coordinator Every receipt of

communication


Delayed submission of Program invitation

Inform SIP Coordinator (CarDSIS Head/ Secretary)

Conduct of Orientation Program

Organized seminar based on the approved date and time SIP Coordinators shall check students Certificate of Registration (COR) prior attending the seminar

CarDSIS Head/ SIP Coordinator

Every receipt of

communication

Operations Manual

Non-participation of students

Advise SIP Coordinator for re-schedule of student (CarDSIS Head)

Output Receiving of Orientation records

Recipient of Output: CarDSIS

SIP Coordinators

Every receipt of

communication

Operations Manual

Non-submission by concerned Colleges

Follow-up SIP Coordinator for the submission




QUALITY REQUIREMENT







Documents shall be submitted by SIP Coordinator within two (2) weeks after orientation include: Communication Letter to

Parents Bulletin posting Program/ Invitation Registration/ Attendance

Sheet Pictures

(CarDSIS Head)



ACADEMIC AFFAIRS – STUDENT AFFAIRSDepartment/ Office/ Unit: Prepared by: Reviewed by: Approved by: Rev No: Effective Date:

STUDENT WELFARE JOSEPH ROY F. CELESTINO Director for Student Welfare

DR. ROMEO D.C. INASORIA Dean of Student Affairs and Services






QUALITY REQUIREMENT







Student Grievance

Input Completeness and timeliness of lodging of grievance reports from student concern

Source of Input: Student Government or Student Requirements include: Grievance Form (with full

name and signature) including Incident Report

Affidavit of Witness

Grievance reported at least within the reasonable timeframe

Student Welfare Secretary/

Student Welfare Director

As the need arises

Logbook of Grievance Record

Incomplete requirements Late Report of Incident

Facilitate completion of information, i.e., name, affidavit of witness (Student Welfare Secretary/ Student Welfare Director) Coordination with Student Government (Student Welfare Secretary/ Student Welfare Director)

Process Evaluation of complaint and endorsement of the complaint to the immediate supervisor of the respondent

Complaints to be evaluated by the Director of Student Welfare Endorsement includes Endorsement Letter of the

Director of Student Welfare Attached Grievance Form

and Affidavit of Witness



Upon receipt of complaint


Invalid/ Lack of Merit of Complaint or complaint not endorsed to immediate supervisor

Review of complaint with the complainant or student government to determine additional information then endorse to relevant function (Student Welfare Secretary/ Student Welfare Director)

Output Completeness/ appropriateness of reply letter/ actions provided

Recipient of Output: Student Government or Student Reply Letter from the Supervisor or other appropriate actions determined and provided. Copy of reply

Immediate Supervisor of Respondent

Upon Receipt of Endorsement


Non-reply from Supervisor/ no actions taken Complainant not informed of the reply of the supervisor

Follow-up by Student Welfare Office Inform complainant (Student Welfare Secretary/ Student Welfare Director)




QUALITY REQUIREMENT







letter to be provided to the complainant



ACADEMIC AFFAIRS – STUDENT AFFAIRSDepartment/ Office/ Unit: Prepared by: Reviewed by: Approved by: Rev No: Effective Date:

STUDENT WELFARE JOSEPH ROY F. CELESTINO Director for Student Welfare







QUALITY REQUIREMENT







Student/ Employee Insurance Claim

Input Completeness and timeliness of requirements for application for Insurance Claim

Source of Input: Student Student Personal Accident Insurance Claim Form: Medical Certificate; Doctor’s Prescription for

medicines; Original Official Receipts

(itemized); Doctor's request for any

laboratory/radiology procedure done (if any);

Incident / Accident / Police Report;

Affidavit of insured's driver and photocopy of Driver's License (if motorcycle accident);

Death Certificate (if death claims);

Birth Certificate / Marriage Contract of beneficiary (for death claims)

Claims to be applied within 60 days from the occurrence



As the need arises

Logbook of Insurance Claim, Copy of Contract of Agreement between Insurance Provider and Bulacan State University

Incomplete requirements Late Advisement of Claims

Inform requestor to complete the requirements (Student Welfare Secretary/ Student Welfare Director) Coordination to Insurance Provider (Student Welfare Secretary/ Student Welfare Director)

Process Timeliness of submission of complete requirements to

Requirements for insurance claim to be submitted to the insurance provider for evaluation



Every insurance claim

Logbook of Insurance Claim and

Non-submission or Incomplete submission of required documents

Facilitate submission of complete requirements




QUALITY REQUIREMENT







insurance provider

Student Welfare Record

(Student Welfare Secretary/ Student Welfare Director)

Output Completeness of information of the availability of BulSU check

Recipient of Output: Claimant Claimant to be informed and assisted upon availability of check (for insurance claim) in the Cashier Office



Every insurance claim

Logbook of Insurance Claim and Student Welfare Record

Claimant not informed of the availability of BulSU check

Inform Claimant (Student Welfare Secretary/ Student Welfare Director)




OFFICE OF THE STUDENT

ORGANIZATION (OSO) SHERWIN M. PARIÑAS Head, Office of the Student Organization

DR. REGINA G. DANGANAN Director for Student Development


DR. EDGARDO M. SANTOS



President

0 March 06, 2017



QUALITY REQUIREMENT







Application/ Renewal of Recognition of Student Organization

Input Completeness and timeliness of requirements

Source of Input: Student Organization Requirements include: Filled-out Application form Copy of Constitution and By

Laws List of Officers Updated Profile of Officers,

Members, Advisers (minimum of 1, maximum of 3 Advisers)

Written accomplishment and financial reports of the preceding year

Letter of invitation to faculty, signed letter from chosen adviser addressed to the Head of OSO

Activity Proposal for one year

Requirements to be submitted on or before the 1st month of the 1st semester ends

OSO Head and Secretary

Every year Student Manual Incomplete requirements Delayed submission

Inform the requestor to complete the requirements (OSO Head and Secretary) Inform the requestor to secure a letter signed by the adviser stating the reasons of the delay (OSO Head and Secretary)

Process Completeness of review/

Compliance to the requirements shall be reviewed by the OSO Head

OSO Head Every year Student Manual Incomplete review/ evaluation of requirements

Facilitate review of requirements. Return requirement with issue




QUALITY REQUIREMENT







evaluation of requirements

to student organization. (OSO Head)

Output Recognition of Student Organization

Recipient of Output: Student Organization Certificate of Recognition valid for one (1) year signed by the OSO Head, Director of Student Development, Dean of Student Affairs, and University President issued during the Balangayan Update List of Recognized Student Organization

OSO Head Every year Certificate of Recognition, List of Recognized Student Organization

Certificate of Recognition not issued to compliant student organization

Facilitate issuance of Certificate of Recognition after the Balangayan (OSO Head)











President

0 March 06, 2017



QUALITY REQUIREMENT







Approval of Activity of Student Organization


Source of Input: Student Organization Requirements include: Letter of Approval Compliance Checklist Activity Proposal Faculty Companion Certification from the Dean

and Adviser Parental Consent

(notarized, if activity to be conducted outside Bulacan), List of Participants

OSO Certification Requirements to be submitted to OSO at least two (2) weeks before the scheduled activity

OSO Secretary Every request

Student Manual Incomplete requirements Delayed submission of requirements

Inform student organization to complete the requirements (OSO Secretary) Reject application and inform student organization (OSO Head)

Process Completeness of review/ evaluation of requirements


OSO Head Every request

Student Manual Incomplete review/ evaluation of requirements

Inform student organization. Facilitate review of requirements. (OSO Head)

Output Approval of activity

Recipient of Output: Student Organization

OSO Head, Director of

Student

Every request

Logbook of Student Organization

Activity not approved/ included in the Logbook of Student Organization Activities

Inform student organization (OSO Head)




QUALITY REQUIREMENT







OSO Certification signed by OSO Head Letter of Approval signed by OSO Head, Director of Student Development, Dean of Student Affairs and VPAA Update Logbook of Student Organization Activities

Development, Dean of Student

Affairs and VPAA

Activities, Letter of Approval, OSO Certification

Update Logbook (OSO Secretary)











President

0 March 06, 2017



QUALITY REQUIREMENT







Recognition of New Organization


Source of Input: Student Organization Requirements include: Letter of Intent signifying the

purpose to establish the new organization

Filled-out Application form Copy of Constitution and By

Laws List of Officers Updated Profile of Officers,

Members, Advisers (minimum of 1, maximum of 3 Advisers)

Written accomplishment and financial reports of the preceding year

Letter of invitation to faculty, signed letter from chosen adviser addressed to the Head of OSO

Activity Proposal for one year

Requirements to be submitted on or before the 1st month of the 1st semester ends

OSO Head and Secretary

Every year Student Manual Incomplete requirements Delayed submission

Inform the requestor to complete the requirements (OSO Head and Secretary) Provide grace period and require to submit complete requirements on or before September (OSO Head and Secretary)




QUALITY REQUIREMENT







Process Completeness of review/ evaluation of requirements


OSO Head Every year Student Manual Incomplete review/ evaluation of requirements

Facilitate review of requirements. Return requirement with issue to student organization. (OSO Head)

Output Recognition of New Student Organization

Recipient of Output: Student Organization Certificate of Recognition valid for one (1) year signed by the OSO Head, Director of Student Development, Dean of Student Affairs, and University President issued during the Balangayan Update List of Recognized Student Organization

OSO Head Every year Certificate of Recognition, List of Recognized Student Organization

Certificate of Recognition not issued to compliant student organization

Facilitate issuance of Certificate of Recognition after the Balangayan (OSO Head)




OFFICE OF STUDENT

PUBLICATIONS AND INFORMATION

ESTRELLA F. FAJARDO Head, Student Publications and

Information

DR. REGINA G. DANGANAN Director for Student

Development

DR. ROMEO D.C. INASORIA Dean of Student Affairs and

Services

DR. EDGARDO M. SANTOS Vice President for Academic

Affairs


President

0 March 06, 2017



QUALITY REQUIREMENT







Publication of Pacesetter

Input Timeliness and completeness of resources

Source of Input: Editorial Board Resources include: Editorial board

(graduating student) Available budget (with

Certificate of Budget from Accounting)

Publisher already determined

Resources available at least one month after the enrolment period

Editorial Board Every enrolment/ semester

Organizational Chart/ Structure of Editorial Board, Certificate of Budget

Delayed provision and incomplete resources

Facilitate completion of resources. Lessen the number of target publication for the semester (Editorial Board)

Process Timeliness of news gathering and completeness of review of publication

News gathering at least one month before the target publication date Draft of publication reviewed by the editorial board (content, language, grammar, etc.)

Editorial Board Every enrolment/ semester

Publication Delayed news gathering and incomplete review of publication

Facilitate news gathering and completion of review (Editor-in-Chief)

Output Timeliness, completeness and accuracy of publication

Recipient of Output: BulSU community Publications (magazine, folio, newspapers, broadsheets, etc)

Circulation Managers

Every publication

Publications (magazine, folio, newspapers, broadsheets, etc)

Inaccurate/ incomplete publication

Review publication with identified issue. Inform publisher and request for reprinting or issue apology letter




QUALITY REQUIREMENT







released on the third month of semester All colleges, departments/ offices and satellite campuses are provided with publications

Delayed publication

to offended party where necessary. (Editorial Board) Facilitate release of publication. Lessen the number of target publication for the semester (Circulation Managers)

Accuracy and timeliness of liquidation

Expenses to be liquidated within the last month of the semester and submitted to Accounting

Finance Manager

Every semester

Liquidation Report

Delayed and inaccurate liquidation

Lessen the number of publications/ issues (Editorial Board)



ACADEMIC AFFAIRS – STUDENT AFFAIRSDepartment/ Office: Prepared by: Reviewed by: Reviewed by: Approved by: Rev No: Effective Date:

STUDENT DEVELOPMENT DR. REGINA G. DANGANAN

Director for Student Development







QUALITY REQUIREMENT







Monitoring the Welfare of Valencia Hall

Input Timeliness and completeness of request

Source of Input: Requestor Request Letter Payment for the use of air conditioning unit At least one month before the use

Director for Student

Development

Every request

Request Letter Incomplete and late request Inform requestor to secure Request Letter (Director for Student Development) Inform requestor of the availability of hall (Director for Student Development)

Process Accuracy of scheduling

Scheduling based on available dates in the Calendar of Activities of Valencia Hall No overlapping of schedule


Development

Every request

Calendar of Activities of Valencia Hall

Request for use of Valencia Hall not included in the scheduled Overlapping of schedule

Include in the schedule (Director for Student Development) Inform affected users to choose other available dates (Director for Student Development)

Output Completeness of approval for use of Valencia Hall

Recipient of Output: Requestor/ End-user Request letter signed “Approved” by Director for Student Development or the President


Development/ President

Every request

Approved request letter

Unauthorized use of Valencia Hall

Reprimand the User, provide corresponding sanctions (Director for Student Development)




STUDENT SERVICES -

ADMISSIONS OFFICE

DR. AVELINA M. AQUINO Head, Admissions & Orientation Office

DR. ROMULO B. MERCADO, JR.Director for Student Services




President0 March 06,

2017 Signature Over Printed Name/ Date Signature Over Printed Name/ Date Signature Over Printed Name/ Date Signature Over Printed Name/ Date Signature Over Printed Name/ Date


QUALITY REQUIREMENT







Admission

Input Completeness of application

Source of Input: Applicant (Grade 7 and College Freshman) Requirements include: Filled out application form 2X2 picture Testing fee Original copy and

photocopy of grades (Form 138) (for grade 7 and college freshman)

Transcript of records (for CPTE)

Certificate of grades and Certificate of registration (for shifters and transferees)

Admissions Clerk

Every application schedule

Admissions Leaflets and Brochure

Incomplete requirements Inform applicants of incomplete requirements (Admissions Clerk)

Process Completeness of screening

Screening based on documents submitted (specifically the required grades of the program)

Admissions Clerk,

Admissions Head

Every application

Application forms and credentials

Incomplete screening Inform applicants of incomplete requirements (Admissions Clerk)

Timeliness of administration of test

Test administered as scheduled and to student with test permit with receipt only

Proctor/ Supervisors/

Clerk/ Admissions

Head

Every scheduled exam for screened

application forms

Questionnaire, answer sheets, extra sheet of paper

Delayed administration of test due to tardiness of proctor Test administered to student without test permit and receipt

Replacement of proctor. Proctor will not be engaged on the next testing schedule (Admissions Head) Test will be considered invalid




QUALITY REQUIREMENT







(Admissions Head)

Accuracy of test results

Test checked by machine and validated manually based on the answer key Test results released as scheduled

Admissions Clerk and Head

Every test Validated test results

Inaccurate checking of test results Delayed release of test results

Validation of test results manually (Admissions Clerk/ Head) Inform applicants. Facilitate release of test results (Admissions Clerk/ Head)

Output Completeness, Timeliness and Accuracy of Ranking and Posting

Recipient of Output: Deans Release of ranking and posting with section based on test result and quota system. Copy provided to respective Deans

Admissions Clerk and Head

As scheduled

List of Qualifiers Delayed/ ranking and posting Ranking and posting released not considering the test results and/ or quota system.

Facilitate ranking and posting. Release of addendum. (Admissions Head)

Completeness of Reservation

Recipient of Output: Qualified Students Reservation issued to qualified students based on the List of Qualifiers

Admissions Clerk

Every ranking and

posting

Reservation form Reservation made without accomplished reservation form

Inform student and issue reservation form (Admissions Clerk)




STUDENT SERVICES -

ADMISSIONS OFFICE

DR. AVELINA M. AQUINO Head, Admissions & Orientation Office





President0 March 06,

2017 Signature Over Printed Name/ Date Signature Over Printed Name/ Date Signature Over Printed Name/ Date Signature Over Printed Name/ Date Signature Over Printed Name/ Date


QUALITY REQUIREMENT







Orientation of College Freshmen and Transferees

Input Completeness of Schedule

Source of Input: Student Affairs and Services team Schedule per college and per program

Student Affairs and Services

Team

Every academic

year

Communication Letter Schedule per college and per program

Incomplete schedule Follow-up with the Dean (Student Affairs and Services Team)

Process Timeliness of Orientation

Orientation to be conducted within the second week of the academic year

Student Affairs and Services

Team

Every academic

year

Attendance Sheet

Delayed orientation

Reschedule orientation (Student Affairs and Services Team)

Output Completeness of Orientation

Recipient of Output: Freshmen and transferees Attendance of all freshmen and transferees Orientation Compliance Slip to be issued based on the Attendance Sheet Orientation Compliance Slip to be stamped after the orientation

Orientation Staff Every orientation

period

Attendance Sheet, Orientation Compliance Slip

Not all freshmen and transferees have attended the orientation

Inform Dean of respective colleges (Student Affairs and Services Team)




SCHOLARSHIPS AND FINANCIAL ASSISTANCE

OFFICE (SFAO)

MS. ELENITA P. GALVEZ Head, Scholarships and Financial

Assistance Office





President

0 March 06, 2017



QUALITY REQUIREMENT







Renewal of Scholarship and Financial Assistance

Input Completeness of Renewal

Source of Input: Student Requirements include: Filled up renewal form Certificate of Registration

(COR) Certificate of Grades (COG) Picture of applicant

SFAO Staff and Student

Assistant

Every semester

Scholarships and Financial Assistance Office Policies

Incomplete requirements Inform applicant to complete the requirements (SFAO Staff and Student Assistant)

Process Completeness of processing of Renewal

Application for renewal included in the List of Grantees


Assistant

Every renewal


Incomplete processing of renewal

Inform applicant (SFAO Staff and Student Assistant)

Output Timeliness, Completeness and Accuracy of Renewal of Scholarship or Financial Assistance

Recipient of Output: Student (qualified applicant) Granting to renewed qualified applicant within the defined period Renewal form to be stamped with “Approved” by SFAO

SFAO/ Benefactor

Every renewal

SFAO renewal form

Granting of scholarship or financial assistance to unqualified applicant / wrong applicant

Inform grantee and retrieve scholarship and financial assistance grants (SFAO/ Benefactor)




SCHOLARSHIPS AND FINANCIAL ASSISTANCE

OFFICE (SFAO)

MS. ELENITA P. GALVEZ Head, Scholarships and Financial

Assistance Office





President

0 March 06, 2017



QUALITY REQUIREMENT







Scholarship and Financial Assistance Grant

Input Completeness of Application

Source of Input: Student Requirements include: Filled up application form Certificate of Registration

(COR) Certificate of Grades (COG) Picture of applicant Income Tax Return (ITR) of

parents or guardians Certification of Barangay

Indigence


Assistant

Every application


Incomplete requirements Inform applicant to complete the requirements (SFAO Staff and Student Assistant)

Process Timeliness of Examination

Applicant to be informed of the exam schedule Examination administered as scheduled

SFAO/ Benefactor

Every examination

Questionnaire and answer sheet

Delayed examination Inform applicant, reschedule examination (SFAO/ Benefactor)

Completeness of Interview

All qualifiers (passed the exam) interviewed by SFAO Head and Benefactors as scheduled

SFAO/ Benefactor

Every qualifier

Application form and submitted documents

Qualifiers have not undergone the interview process, as scheduled and as required by SFAO

Reschedule interview (SFAO/ Benefactor)

Output Timeliness, Completeness and Accuracy of Granting of Scholarship or

Recipient of Output: Student (qualified applicant) Granting to qualified applicant within the defined period

SFAO/ Benefactor

Every scholarship or financial assistance

grant

SFAO qualification form

Granting of scholarship or financial assistance to unqualified applicant / wrong applicant Granting of

Inform grantee and retrieve scholarship and financial assistance grants (SFAO/ Benefactor)




QUALITY REQUIREMENT







Financial Assistance

Qualification form to be stamped with “Approved” by SFAO



ADMINISTRATION Department/ Office/ Unit: Prepared by: Prepared by: Reviewed by: Reviewed by: Approved by: Rev No: Effective Date:

PROCUREMENT UNIT LEAH C. CRUZ

Admin Officer IV ANNE CAMILLE C. BAUTISTA

Admin Officer IV




Resource Generation





QUALITY REQUIREMENT







Alternative Procurement (Direct Contracting, Shopping, Small Value Procurement, Negotiated Procurement, Repeat Order, Limited Source)

Input Completeness of Purchase Request (PR)

Source of Input: End-user PR with detailed specifications and signed by the end-user

Planning and Management

Unit

Every request

Purchase Request

Incomplete specifications in the PR

Return PR to end-user and provide Reply Document (Planning and Management Unit)

Completeness and timeliness of Purchase Request (PR)

Source of Input: Procurement Unit PR with detailed specifications and signed by the Procurement Unit Head on the 1st 2 weeks of the month for the current quarter


Unit

Every request

Purchase Request

Delayed/ Incomplete specifications in the PR

Complete the required specifications (Planning and Management Unit)

Process Completeness and accuracy of processing of purchase request

Purchase request to be provided with control number and stamped with “Included in the APP” and affixed with initials of Procurement Unit Head within 2 working days


Unit

Every purchase request

Purchase Request, Purchase Request Logbooks (GAA/ Income, Fiduciary Fund)

Incomplete processing of PR Provide control number (Planning and Management Unit)

Purchase request to be approved by the President or designated signatory within 2 working days

Procurement/ End-user


Memorandum of Signatories

PR not forwarded to signatories for approval

Inform end-user through Reply Document and facilitate approval (Planning and Management Unit)

Completeness of Request for Quotation (RFQ)

RFQ includes: ABC Specifications


Unit


Request for Quotation Form

Incomplete/ delayed RFQ Reposting in PhilGEPS or extend canvassing period




QUALITY REQUIREMENT







Terms and conditions Delivery date Compliance with the legal

documents RFQ to be approved by BAC Chair within 1 working day > 50,000 for PhilGEPS

posting < 50,000 for immediate

canvassing

(Planning and Management Unit)

Timeliness of PhilGEPS posting

PhilGEPS posting for 7 calendar days


Unit


PhilGEPS Delayed posting No canvassing (Planning and Management Unit)

Timeliness of canvassing

Canvassing within 5 working days


Unit

Upon posting in PhilGEPS

Request for Quotation Form

Delayed canvassing Inform end-user through Reply Document (Planning and Management Unit)

Completeness of Opening of Quotations

Opening of Quotations At least 3 quotations (for

small value or emergency purchase only 1 quotation is allowed)

Quorum of BAC (majority of attendance)

Considerations for determining the winning bidder/ supplier Most responsive Lowest calculated bid

offer

BAC Every friday Abstract Form/ BAC Resolution

No opening of quotation Inform end-user through Reply Document. Extend RFQ period (Planning and Management Unit)

Output Completeness of BAC Resolution

Recipient of Output: Procurement, PhilGEPS

BAC Every result of opening of quotations/

bids

BAC Resolution BAC Resolution not forwarded to relevant signatories and posted in PhilGEPS

Secure signatures and facilitate posting (Planning and Management Unit)




QUALITY REQUIREMENT







BAC Resolution – to be signed by end-user, TWG, BAC and approved by President BAC Resolution to be posted in PhilGEPS

Completeness of Purchase Order

Recipient of Output: Supplier Purchase Order to be Prepared by Procurement

Unit within 2 working days upon receipt of BAC Resolution

Obligated by Budget Office within 1 working day

Certified “Funds Available” by Accounting Office within 2 working days

Approved by the President within 1 working day

With supporting documents (legal documents of supplier, PR, RFQ, PhilGEPS posting, BAC Resolution)


Unit

Every approved purchase

order

Purchase Order, Logbook of Purchase Order

Incomplete Purchase Order Facilitate completion of Purchase Order (Planning and Management Unit)

Completeness of awarding of Purchase Order

Purchase Order to be served to supplier upon approval of the President

BAC Every awarding of Purchase

Order

Purchase Order Purchase Order not awarded to winning supplier

Inform supplier, BAC Resolution to award to the second lowest bid

Completeness of contract signing

Recipient of Output: Supplier Contract to be obligated by Budget Office

BAC Every awarding of

contract

Contract Incomplete contract signing Contract signing not to proceed, reschedule contract signing (BAC)




QUALITY REQUIREMENT







Contract to be served to supplier through contract signing (Supplier, Supplier’s witness, Accounting Head, University President, University’s witness)






Admin Officer IV




Resource Generation





QUALITY REQUIREMENT







Annual Procurement Plan

Input Completeness, accuracy and timeliness of receiving of PPMP

Source of Input: Colleges/ Offices Project Procurement Management Plan (PPMP) of all Colleges and Offices submitted to Procurement on or before the end of 2nd quarter Submitted PPMP by College/ Office within the approved budget ceiling (determined by Budget Office)


Unit

Every year PPMP Late submission/ No submission Submitted PPMP is not within the approved budget ceiling

Inform end-user to submit PPMP to Budget Office and secure approval from the President (Planning and Management Unit) Return to end-user for revision and submission (Planning and Management Unit)

Process Completeness and timeliness of consolidation of PPMP

Consolidation per classification and per quarter (encoding of PPMP manually into Summary of PPMP (excel file) Consolidation to be done between July and August

BAC Secretariat Every year PPMP Improper consolidation Delayed consolidation

Review consolidation and return to end-user the PPMP for revision and submission (BAC Secretariat) Facilitate consolidation (BAC Secretariat)

Accuracy of mode of procurement

Determine the mode of procurement (alternative or public bidding) based on drafted Annual Procurement Plan (APP)

BAC, BAC Secretariat

Upon consolidation

of PPMP

APP Wrong mode of procurement BAC Resolution (BAC)




QUALITY REQUIREMENT







Output Timeliness and

completeness of submission of APP

Recipient of Output: Budget Office, President, BOR, DBM, PhilGEPS, GPPB Annual Procurement Plan (APP) to be submitted to Budget Office and President for signature on or before September For Board of Reagents Detailed APP and

Summary of APP (hard copy and soft copy)

For DBM Regional Office APP for Common

Supplies and Equipment available in the Procurement Service of National Government (hard copy)

For PhilGEPS APP for Common

Supplies and Equipment available in the Procurement Service of National Government (soft copy thru e-mail)

For GPPB Summary of APP (soft

copy thru e-mail)

BAC Every year APP Delayed submission of APP Facilitate submission (BAC)






Admin Officer IV




Resource Generation





QUALITY REQUIREMENT







Releasing of Price Catalogue


Source of Input: Procurement Unit Prevailing price in the market from the previous year’s issued purchase order or APP format issued by PhilGEPS


Unit

Every year Purchase Order Incomplete information Facilitate completion/ secure information from PhilGEPS (Planning and Management Unit)

Process Accuracy of markup

20% markup to be determined on supplies and materials


Unit

Every year Price Catalogue No markup determined Request for supplemental budget or reduce number of item to be procured (Planning and Management Unit)

Output Completeness and timeliness of distribution of price catalogue

Recipient of Output: Colleges/ Offices Price Catalogue to be released to all colleges/ offices within 2nd quarter attached to PPMP format


Unit

Every year Price Catalogue Delayed/ incomplete release of price catalogue

Provide supplemental price catalogue (Planning and Management Unit)




SUPPLY AND PROPERTY UNIT

MATILDE E. PAULINO

Head, Supply and Property Unit






President

0 March 06, 2017



QUALITY REQUIREMENT







Signing of Clearance of Faculty and Personnel

Input Receipt of clearance

Source of Input: End-user Clearance Form

Admin Assistant II

Every request

Clearance No clearance form Inform end-user to secure clearance form from HR (Admin Assistant II)

Process Completeness of inventory

Property and equipment under the accountability of person requesting for clearance shall be determined and inventory to be conducted and accounted For retired/ transfer/ resigned personnel, Property Transfer Report shall be prepared and acknowledged by the accountable person

Admin Assistant II

Every request

Inventory Incomplete inventory No Property Transfer Report prepared

Inform end-user and HR of the result of inventory (Admin Assistant II) Inform end-user and HR, prepare Property Transfer Report (Admin Assistant II)

Output Completeness of signatory of clearance

Recipient of Output: End-user Clearance form shall be affixed with initials of the Admin Assistant and signed by Supply and Property Unit Head

Admin Assistant II, Supply and Property Unit

Head

Every request

Clearance Clearance not signed Inform end-user of the status of clearance and secure signature from relevant signatories (Admin Assistant II





MATILDE E. PAULINO







President

0 March 06, 2017



QUALITY REQUIREMENT







Acceptance and Inspection of Delivered Materials, Supplies and Equipment

Input Completeness and appropriateness of delivery of supplies and equipment

Source of Input: Supplier Approved Purchase Order to be secured from Procurement upon delivery. Delivery to be received based on quantity Delivery shall be received by the following functions: Admin Aide – for

construction supplies, painting materials, janitorial supplies, maintenance supplies

Admin Assistant II – for books and office supplies

Admin Assistant IV – for equipment

Admin Assistant II/ Admin

Assistant IV/ Admin Aide

Every delivery

COA Manual, Purchase Order, Delivery Receipt/ Invoice

Delivery without approved purchase order Incomplete delivery Unauthorized receiving of delivery

No acceptance of delivery, inform end-user (Admin Assistant) Inform supplier and require corrective action (Admin Assistant/ Supply & Property Unit) Endorse delivery designated function (Admin Assistant)

Process Accuracy and completeness of inspection of delivered materials, supplies and equipment

Notify COA, Inspectorate Team and End-user of the delivered materials, supplies and equipment for inspection Inspection to be carried out by COA, Inspectorate Team and End-user

COA, Inspectorate

Team and End-user

Every delivery

COA Manual, Purchase Order

Nonconforming delivery (materials, supplies and equipment delivered/ provided not in accordance with the description/ specifications stated in the Purchase Order)

Inform supplier and require corrective actions. Where necessary, return materials and supplies for replacement (Supply and Property Unit personnel)




QUALITY REQUIREMENT







Inspection based on the description/ specifications stated in the Purchase Order (quantity, type, brand, other specifications)

Output Acceptance of delivered materials, supplies and equipment

Recipient of Output: Accounting Office Inspection and Acceptance Report signed by Inspectorate Team, End-user (where necessary), and Supply and Property Unit personnel

Inspectorate Team

Every purchase

order

COA Manual, Inspection and Acceptance Report

Incomplete signature on the Inspection and Acceptance Report

Inform the Inspectorate team to affix their signatures in the Inspection and Acceptance Report (Supply and Property Unit personnel)

Completeness and accuracy of processing of voucher

Recipient of Output: Accounting Office For office supplies: Inspection and Acceptance

Report to be attached to the Purchase Order for the preparation of voucher (signed by respective Vice President)

For equipment Inspection and Acceptance

Report to be attached to the Purchase Order for the preparation of voucher (signed by respective Vice President)

Property Acknowledgment Receipt (PAR) - above PhP 15,000

Supply and Procurement

Office

Every purchase

order

COA Manual, Voucher

Incomplete/ wrong processing of voucher

Inform Accounting Office and reissue voucher (Supply and Property Unit personnel)




QUALITY REQUIREMENT







Inventory Custodian Slip (ICS) - PhP 15,000 and below

PAR and ICS to be signed by Head of Supply and Procurement and End-user

Signed Voucher forwarded to Accounting Office for pre-audit





MATILDE E. PAULINO







President

0 March 06, 2017



QUALITY REQUIREMENT







Disposal of Scrap Materials, Equipment and Semi-expandable items

Input Completeness of requirements for disposal

Source of Input: End-user Condemned form approved by the Disposal Chairman Waste Material Report from end-user

Admin Assistant II

Every request

COA Manual, Condemned Form, Waste Material Report

Incomplete requirements Inform end-user to complete the requirements (Admin Assistant II)

Process Completeness of inspection

Report of Unserviceable Property and Equipment for materials to be excluded in the general inventory

Admin Assistant II

Every month COA Manual Incomplete/ No inspection made

Reschedule inspection (Admin Assistant II)

Request COA for inspection of waste material to determine value

Admin Aide IV As need arises

COA Manual

Output Appropriateness of disposal

Recipient of Output: Recipient of Donation/ Winning Bidder/ Waste Hauler Disposal can be through the following: Donation Bidding Disposal as waste

Admin Assistant II

Every disposal

COA Manual Improper disposal arrangement

Inform Disposal Committee, determine corrective actions (Admin Assistant II)





MATILDE E. PAULINO







President

0 March 06, 2017



QUALITY REQUIREMENT







Inventory of Equipment and Semi-Expendable Items

Input Schedule of inventory

Source of Input: Supply and Property Unit Approved schedule by President

Supply and Property

personnel

Every year Schedule of Inventory, COA Manual

No approved schedule of inventory

Secure approval from President (Supply and Property personnel)

Process Completeness and accuracy of inventory

Inventory shall be carried out based on the following: Actual physical count Per individual accountable

officer

Accounting, COA, Supply and Property

personnel

Every year COA Manual, Inventory

Incomplete/ inaccurate inventory

Redo inventory (Accounting, COA, Supply and Property personnel)

PAR and ICS issued within 2016 to be included in the inventory while unserviceable approved equipment and semi-expendable items to be excluded in the inventory

Supply and Property

personnel

Every year COA Manual, Inventory

Incomplete/ inaccurate inventory

Redo inventory (Accounting, COA, Supply and Property personnel)

Output Timeliness of submission of inventory report

Recipient of Output: COA General Inventory Report signed by the President to be submitted to COA on or before January 31

Supply and Property

personnel

Every year COA Manual, Inventory Report

Delayed submission of General Inventory Report

Inform President and COA, where possible request for extension (Supply and Property personnel)





MATILDE E. PAULINO







President

0 March 06, 2017



QUALITY REQUIREMENT







Issuance of Office Supplies, Materials and Equipment

Input Approved requisition slip

Source of Input: End-user Requisition slip approved by Head of College/ Office/ Unit

Clerk Every request

COA Manual No approved requisition slip Inform end-user to secure approved requisition slip (Clerk)

Process Accuracy of evaluation of requisitions

Requisition to be checked against the items listed in the PPMP of the concerned College/ Office/ Unit

Clerk Every request

COA Manual Inaccurate evaluation of requisition

Inform end-user that the materials, supplies and equipment not included in the PPMP or not available (Clerk)

Output Completeness and accuracy of issuance

Recipient of Output: End-user Office supplies, materials and equipment issued based on the requisition slip Requisition slip signed by Supply and Property Unit and received by end-user/ authorized representative Requisition slip to be provided with number/ code and filed

Clerk Every issuance

COA Manual Incomplete/ wrong issuance Requisition slip not provided with number/ code and inappropriately filed

Inform end-user, retrieve items issued and issue correct materials, supplies and equipment (Clerk) Trace requisition slip and provide number/ code (Clerk)





MATILDE E. PAULINO







President

0 March 06, 2017



QUALITY REQUIREMENT







Issuance of Purchase Order for Gasoline


Source of Input: End-user For vehicles - Approved trip ticket for vehicles For grass cutter - Letter of endorsement from BGMO, noted by CAO

Administrative Aide IV

Every request

Trip Ticket, Letter of Endorsement

Incomplete requirements Confirm with CAO through phone call, then issue Purchase Order (Administrative Aide IV)

Process Completeness of preparation of purchase order

Purchase Order Date Sold to BulSU Plate number of vehicle and

type of vehicle Grasscutter Amount Signature of Admin Aide


Every request

Purchase Order Incomplete preparation of purchase order

Complete the details on the Purchase Order (Administrative Aide IV)

Output Release of Purchase Order

Recipient of Output: End-user Purchase Order to be issued to the driver/ CAO Secretary/ guard on-duty (for vehicles); to janitor (for grass cutter)


Every purchase

order

Purchase Order Purchase Order not released Inform end-user of the possible release date (Administrative Aide IV)





MATILDE E. PAULINO







President

0 March 06, 2017



QUALITY REQUIREMENT







Preparation of Monthly Report of Fuel Consumption

Input Completeness and timeliness of receipt of report

Source of Input: Drivers Monthly Travel Report submitted by driver to Supply and Property Unit on the 1st day of the following month

Admin Aide IV Every month Monthly Travel Report

Incomplete and delayed report

Follow-up with drivers (Admin Aide IV)

Process Completeness of summary

Monthly Travel Report shall be consolidated and a Summary of fuel consumption per vehicle shall be prepared

Admin Aide IV Every month Monthly Report of Fuel Consumption

Incomplete summary Review Summary (Admin Aide IV)

Output Completeness of report

Recipient of Output: COA Monthly Report of Fuel Consumption (hard copy) signed by Supply and Property Unit then submitted to CAO, President and COA

Supply and Property Unit

Every month Monthly Report of Fuel Consumption

Incomplete report Inform COA, submit addendum (Supply and Property Unit)





MATILDE E. PAULINO







President

0 March 06, 2017



QUALITY REQUIREMENT







Preparation of Voucher of Infrastructure Projects, Repair, Reimbursement

Input Completeness of documents received for preparation of voucher

Source of Input: End-user For infrastructure projects: Complete bidding

documents from BAC Billing of contractor from

Contractor Certificate of Completion

signed by FMO/ PMO/ BGMO

For repair: Approved purchase order Billing of contractor from

Contractor Certificate of Completion

signed by FMO/ PMO/ BGMO

For reimbursement: Official Receipt Purchase Request PAR/ ICS

Clerk Every receipt of

documents

COA Manual Incomplete documents Inform the end-user of non-processing of voucher until requirements/ attachments are complete (Supply and Property Unit Clerk)

Process Completeness of processing of voucher (signatories)

For infrastructure projects and repairs Voucher to be forwarded to

VPAF for approval

Clerk Every voucher

COA Manual Incomplete processing of voucher (voucher not forwarded to relevant signatories)

Inform the end-user of the status of the voucher. Follow-up voucher with relevant signatories




QUALITY REQUIREMENT







For reimbursement: Obligation slip – to be

forwarded to VPEO (for Faculty) and to VPAF (for BulSU personnel)

Voucher to be forwarded to CAO for review and approval

(Supply and Property Clerk)

Output Signed voucher Recipient of Output: Accounting Office Signed Voucher forwarded to Accounting Office for pre-audit

Clerk Every voucher

COA Manual Signed not signed and forwarded to Accounting Office

Inform the end-user of the status of the voucher. Follow-up voucher with relevant signatories (Supply and Property Clerk)





MATILDE E. PAULINO







President

0 March 06, 2017



QUALITY REQUIREMENT







Preparation of Voucher for the Payment of Gasoline

Input Receipt of Billing Statement

Source of Input: Accredited fuel station Billing from Gasoline Station every 15th and 30th of the month

Clerk Every receipt of

billing

Billing Statement No Billing Statement Follow-up with accredited fuel station (Clerk)

Process Accuracy of billing

Check correctness of billing based on the purchase order and trip ticket

Clerk Every billing Billing Statement Inaccurate Billing Statement Inform accredited fuel station of the discrepancy (Clerk)

Output Release of voucher

Recipient of Output: Accounting Office/ Budget Office Voucher to be forwarded to VPAF and Accounting for approval Obligation slip to be forwarded to VPAF and Budget Office for approval

Clerk Every voucher

Voucher Voucher not release/ Obligation slip not forwarded

Inform accredited fuel station of the status. Forward voucher to Accounting/ obligation slip to Budget Office (Clerk)





MATILDE E. PAULINO







President

0 March 06, 2017



QUALITY REQUIREMENT







Registration and Insurance of University Vehicles and Buildings


Source of Input: Supply and Property Office For Vehicle Registration: University vehicle with valid

GSIS Insurance Emission testing Copy of previous

registration For Insurance: Copy of previous insurance Filled out insurance

application for renewal

Administrative Officer

Every year List of University Vehicles, Insurance policies

Incomplete requirements Complete the requirements prior processing (Administrative Officer)

Process Timeliness of processing

Registration of vehicles to be processed to LTO as scheduled (based on the plate number of vehicle) Insurance to be processed to GSIS at least on or before the expiration date of the insurance policy


Every year List of University Vehicles, Insurance policies

Late registration of vehicles Late renewal of insurance policy

Pay corresponding penalties, register vehicles (Administrative Officer) Apply for renewal (Administrative Officer)

Output Completeness of filing

For vehicles Updated Certificate of

Registration (CR) and Official Receipt (OR) filed in


Every renewal

OR/ CR of vehicles, Insurance policies

Incomplete/ missing files Request for duplicate copy from LTO (for vehicle registration)/




QUALITY REQUIREMENT







folder per vehicle, photocopy of OR/ CR to be provided to drivers

For insurance Insurance Policy filed in

folder

from GSIS (for insurance) (Administrative Officer)




COLLEGE OF LAW DR. NENITA D.C. TUAZON Dean, College of Law






QUALITY REQUIREMENT







Admission for New Law Student

Input Completeness of submission of requirements

Source of Input: New Law Student Required documents include the following: Original and Photocopy of

Transcript of Records Original and Photocopy of

NSO Birth Certificate Certificate of Good Moral

Character (for fresh/ unemployed graduates) or Certificate of Employment (for employed graduates)

2 pieces 2X2 ID picture GWA not lower than 80% Requirements shall be submitted before the BulSU admission examination Law student with passing mark on National Admission Test for Law Students Required units completed before the Review Subjects (4th year) 18 units on Social Sciences

College Clerk/ College

Secretary

Every admission

Prospectus Incomplete requirements (documents) GWA below 80%/ Law student did not pass the National Admission Test for Law Students/ Required units not yet completed

Inform Law Student to submit all requirements before the scheduled admission examination (College Clerk/ College Secretary) No acceptance in the program (College Secretary) Inform Law Student to complete the required units before the Review Subjects (4th year). Law student can enrol the required units in BulSU (College Secretary)




QUALITY REQUIREMENT







18 units on English 6 units on Math

Process Completeness of processing of enrolment

Law Student provided with schedule of admission examination upon payment of the examination fee


Secretary

Every admission

Prospectus Law Student not provided with schedule

Inform student through text message (College Clerk/ College Secretary)

Admission Examination

Admission examination shall be administered as scheduled Law Student with 80% passing rate shall be accepted in the program

College Secretary

Every admission

examination

Prospectus, Admission Examination Questionnaire

Admission examination not administered as scheduled Law Student with below 80% passing rate

Inform student through text message and reschedule examination (College Clerk/ College Secretary) No acceptance in the program (College Secretary)

Interview Interview by the Dean shall be conducted after the Admission Examination

Dean After admission

examination

Prospectus Law Student not interviewed Schedule for interview (Dean)

Output Completeness and timeliness of Ranking and Posting

Recipient of Output: College of Law, Law Student Ranking and posting released one (1) week after the interview (bulletin board, website and personal notification through text message)


Secretary

After interview

List of Qualifiers Delayed/ Incomplete ranking/ posting

Inform Law Student of the new schedule of ranking/ posting (College Clerk/ College Secretary)










QUALITY REQUIREMENT







Enrolment for New Law Student


Source of Input: New Law Student (Qualified) Official Receipt of Reservation For New Law Student included in the List of Qualifiers

College Clerk Every enrolment

Official Receipt, List of Qualifiers, Prospectus, Enrolment System

Incomplete requirements

Inform New Law Student to pay reservation fee (College Clerk)


New Law Student shall be advised/ instructed to follow the enrolment process (registration procedure): Dean’s Office for issuance

of advising slip and assessment of fees

Cashier’s Office for payment of fees

Registrar for issuance of Certificate of Registration (COR)

COL, Cashier’s Office, Registrar

Every enrolment

Enrolment System

Incomplete assessment/ New Law Student did not undergo the complete enrolment process (registration procedure)

Advise new law student to complete the registration procedure (College Secretary)

Output Completeness of profile

Recipient of Output: College of Law, New Law Student Encoding of student profile Name Student Number Year and Section Address Contact Number Email Address Occupation/ Affiliation


Student Profile Student Profile not encoded/ incomplete encoding

Retrieve Student Profile filled out by the New Law Student and encode in the system (College Clerk)




QUALITY REQUIREMENT







Civil Status










QUALITY REQUIREMENT







Enrolment for Old Law Student


Source of Input: College Secretary Evaluation of grades Law Student must pass the

prerequisites For incoming 4th year Law

Student – all subjects from 1st year to 3rd year must be completed (or upon discretion of the Dean)

For incoming 4th year – Must submit Certificate of Summer Apprenticeship completion Must meet the required GWA per level Advising slip includes Subjects to be enrolled Schedule Minimum of 12 units per semester (or upon discretion of the Dean)

College Secretary

Every enrolment

Prospectus Law Student did not pass the prerequisites Incoming 4th year Law Student with incomplete subjects No Certificate of Summer Apprenticeship completion GWA below the requirement Incomplete advising slip Units to be taken is below 12

Inform Law Student to repeat the prerequisites on the next academic year (College Secretary) Law Student shall be evaluated by the Dean (Dean) Inform Law Student to take the apprenticeship on the next academic year (College Secretary) No acceptance to the next level or Issue probationary. For student who failed the 2 subjects (College Secretary) Inform Law Student to complete the details in the advising slip (College Clerk)




QUALITY REQUIREMENT







Law Student shall be evaluated by the Dean (Dean)


Student shall be advised/ instructed to follow the enrolment process (registration procedure): Dean’s Office for issuance





Every enrolment

Enrolment System



Output Completeness of updating of profile

Recipient of Output: College of Law, Law Student Updating of Student Profile which includes: Name Student Number Year and Section Address Contact Number Email Address Occupation/ Affiliation Civil Status

COL Clerk Every enrolment

Student Profile Student Profile not updated every semester

Update Student Profile, request details from Law Student (College Clerk)










QUALITY REQUIREMENT







Enrolment for Refresher


Source of Input: Refresher Student Transcript of Records (TOR) of Bachelor of Laws (LLB)/ Juris Doctor (JD)


Official Receipt, List of Qualifiers, Prospectus, Enrolment System

Incomplete requirements

Inform New Law Student to pay reservation fee (College Clerk)


New Law Student shall be advised/ instructed to follow the enrolment process (registration procedure): Dean’s Office for issuance





Every enrolment

Enrolment System



Output Completeness of profile

Recipient of Output: Refresher Student Encoding of student profile Name Student Number Year and Section Address Contact Number Email Address


Student Profile Student Profile not encoded/ incomplete encoding

Retrieve Student Profile filled out by the New Law Student and encode in the system (College Clerk)




QUALITY REQUIREMENT







Occupation/ Affiliation Civil Status

Output Timeliness of release of results

Recipient of Output: Professors Release of performance evaluation before final examinations to individual professors Ranking based on the final rating

College Secretary, Dean

Every semester

Performance Evaluation

Delayed release of the result of the performance evaluation

Communicate the result after the final examinations (College Secretary, Dean)










QUALITY REQUIREMENT







Enrolment for Transferee


Source of Input: Transferee Certification of Eligibility to Transfer from school/ university of origin Conditions: Grade 3.0 and below on any

subject (for Top Law Schools) – repeat subjects

Not included in the Top Law Schools – repeat all subjects taken

College Secretary

Every enrolment

Prospectus No Certification of Eligibility to Transfer Transferee with grade 3.0 and below on any subject Transferee not included in the Top Law School

Inform Law Student to secure the certification first (College Secretary) Repeat subjects (Dean) Repeat all subjects taken (College Secretary)

Process Admission Examination

Admission examination shall be administered as scheduled Law Student with 80% passing rate shall be accepted in the program

College Secretary

Every admission

examination

Prospectus, Admission Examination Questionnaire

Admission examination not administered as scheduled Law Student with below 80% passing rate

Inform student through text message and reschedule examination (College Clerk/ College Secretary) No acceptance in the program (College Secretary)

Interview Interview by the Dean shall be conducted after the Admission Examination

Dean After admission

examination

Prospectus Law Student not interviewed Schedule for interview (Dean)




QUALITY REQUIREMENT








Recipient of Output: Transferee Personal notification of the result of the examination through text messaging


Secretary

After interview

Examination Results

Delayed release of results Inform Transferee of the new schedule of release (College Clerk/ College Secretary)










QUALITY REQUIREMENT







Faculty Loading Input Timeliness of preparation

Source of Input: College of Law Reservation for Teaching Load issued before the end of the semester (for the next semester)

College Secretary

Every semester

Guidelines for the Faculty Work Load

Delayed preparation Inform professors and facilitate preparation for faculty loading (College Secretary)

Process Completeness of faculty loading

The following shall be considered during faculty loading: Number of sections Expertise of faculty Qualification of faculty Availability of part-timers Rate per hour of the faculty Results of performance

evaluation

College Secretary

Every semester


Incomplete faculty loading Review and where necessary revise the faculty loading (College Secretary)

Output Timeliness of review and approval of faculty loading

Recipient of Output: Dean Faculty loading shall be submitted to the Dean of the College and submitted to VPAA for final review and approval

College Secretary

Every semester


Delayed submission of faculty loading for review and approval

Inform the Dean and professors of the delay (College Secretary)










QUALITY REQUIREMENT







Orientation of Law Students

Input Completeness of schedule

Source of Input: Dean’s Office Schedule of orientation (one-time schedule for all Law Students)

Dean’s Office Every semester

Communication Letter Schedule per college and per program

Incomplete schedule Follow-up with the Dean (Dean’s Office)

Process Timeliness of orientation

Orientation to be conducted one (1) day before the start of regular classes


Attendance Sheet

Delayed orientation

Reschedule orientation (Dean’s Office)

Output Completeness of orientation

Recipient of Output: Law Students Attendance of all law students Orientation Compliance Slip to be issued based on the Attendance Sheet Orientation Compliance Slip to be stamped after the orientation


Attendance Sheet, Orientation Compliance Slip

Not all law students have attended the orientation

Issuance of conformity to rules and regulations to be signed by the Law Student Inform student of the attendance to orientation as part of the requirements for clearance (Dean’s Office)










QUALITY REQUIREMENT







Performance Evaluation of Professors

Input Timeliness of schedule of performance evaluation

Source of Input: Dean’s Office Performance evaluation to be conducted after midterm examination of every semester


Every semester


Performance evaluation not conducted for the semester

Extend coverage of next performance evaluation on the next semester (College Secretary, Dean)

Process Performance evaluation

Professors shall be evaluated based on the performance evaluation criteria 5 – Excellent 4 – Very Satisfactory 3 – Satisfactory 2 – Fair 1 – Poor Result should be “Very Satisfactory” on all criteria


Every semester


Not all criteria have “Very Satisfactory” rating With “Poor” performance evaluation

Provide the more appropriate and suitable subject/ teaching load to the professor (College Secretary, Dean) Removal of teaching load (College Secretary, Dean)


Recipient of Output: Professors Release of performance evaluation before final examinations to individual professors


Every semester


Delayed release of the result of the performance evaluation

Communicate the result after the final examinations (College Secretary, Dean)




QUALITY REQUIREMENT







Ranking based on the final rating




GRADUATE SCHOOL DR. ROLANDO R. GASPAR Dean, Graduate School






QUALITY REQUIREMENT







Comprehensive Examination


Source of Input: Graduate School Certification of Grades as to the completion of academic requirements

Dean Every enrolment

Graduate School Manual, Certificate of Grades

Incomplete requirements Inform Graduate Student to complete the requirements otherwise, Graduate Student shall not be accepted for comprehensive exam (College Secretary/ Dean)


Graduate Student shall be advised/ instructed to follow the enrolment process (registration procedure): Accounting Office for

assessment of fees Cashier’s Office for

payment of fees Registrar for issuance of

Certificate of Registration (COR)

Assigned Adviser,

Accounting Office, Cashier’s Office, Registrar

Every enrolment

Graduate School Manual, Enrolment System

Incomplete assessment/ student did not undergo the complete enrolment process (registration procedure)

Advise Graduate Student to complete the registration procedure (College Secretary)

Timeliness of administration of comprehensive examination

Comprehensive examination shall be administered to all eligible Graduate Students as scheduled

Graduate School

As scheduled

Comprehensive Examination Questionnaire

Delayed administration of comprehensive examination

Inform Graduate Students and reschedule comprehensive examination (Subject Professor/ College Secretary)




QUALITY REQUIREMENT







Not all eligible Graduate Students have taken the comprehensive examination as scheduled

Request Explanation Letter and provide special exam (upon approval of the Dean) or inform Graduate Student to take the next scheduled examination (Subject Professor/ College Secretary)

Output Completeness and timeliness of release of the result of comprehensive examination

Recipient of Output: Graduate Student Exam shall be evaluated by the Subject Professor and no grade should be lower than 2.0 Certificate of passing the comprehensive exam (signed by the Dean) to be released 2 weeks after the date of examination Note: Graduate Student who passed the comprehensive exam must proceed with the title presentation and consequently, proposal presentation

Graduate School

Every examination

Graduate School Manual

Grade below 2.0 Delayed release of Certificate of passing the comprehensive exam

Inform Graduate Student to retake the comprehensive examination (Subject Professor/ College Secretary) Note: Maximum of 3 retakes shall be allowed. Graduate Student who failed the 3 retakes shall be subjected for refresher of the program Inform Graduate Students of the new release date (College Secretary)










QUALITY REQUIREMENT







Enrolment for New Graduate Student


Source of Input: Graduate Student For Master’s Program Graduate of Bachelor

Degree with specialization aligned to or closely related to the desired program

Transcript of Records Certificate of Employment Permit to Study Must pass the Graduate

School Admission Test

For Doctorate Program Must have completed a

Master’s Degree program aligned to or closely related to the desired program

Transcript of Records Certificate of Employment Permit to Study Presentation of a copy of

Master’s Thesis Must pass the Graduate

School Admission Test

College Secretary and

Dean

Every trimester


Incomplete/ delayed submission of requirements

Inform Graduate Student to complete the requirements otherwise, Graduate Student shall not be scheduled for interview (College Secretary/ Dean)




QUALITY REQUIREMENT







Requirements shall be submitted before the start of the first trimester Note: Requirements and specifications for Graduate Students under consortia shall be covered by the terms and conditions of the MOA

Process Completeness of interview

Interview shall be done by the Dean. Requirements must be submitted and presented during the interview with the Dean

Dean Every interview


Graduate Students have not undergone the interview/ Incomplete requirements during the interview

Non-acceptance to the program (Dean)

Completeness of profiling

After the interview, Information Sheet shall be completely filled-out by the Graduate Student and filed by the Graduate School

College Secretary

Every interview

Graduate School Manual, Information Sheet

Incomplete profiling (Information Sheet)

Inform Graduate Student to fill-in the incomplete/ missing details in the Information Sheet (College Secretary)

Completeness of assessment





Assigned Adviser,


Every enrolment







QUALITY REQUIREMENT







Output Completeness of enrolment

Recipient of Output: Graduate Student Graduate Student must submit their class cards to concerned Subject Professor

Graduate School

Every enrolment

Graduate School Manual, Class Cards

Class card not submitted by the Graduate Student to the concerned Subject Professor

Follow-up submission from Graduate Student (College Secretary)










QUALITY REQUIREMENT







Enrolment for Old Graduate Student


Source of Input: Graduate Student Requirements include: Certification of Grades Identification of subjects to

enroll Requirements to be submitted on the scheduled enrolment period of each trimester Note: For returning Graduate Student, evaluation shall be done as to the number of years in the program for possible refresher subjects

Dean

Every enrolment

Graduate School Manual, Certificate of Grades, Identification of subjects to enroll

Incomplete/ delayed submission of requirements

Inform Graduate Student to complete the requirements otherwise, Graduate Student shall not be accepted for enrolment (College Secretary/ Dean)

Process Completeness of evaluation

Program taken by the Graduate Student shall be evaluated if compliant to the current curriculum


Graduate School Manual, Curriculum

Program not compliant to the current curriculum

Inform Graduate Student to take the new set of subjects under the new curriculum (College Secretary/ Dean)

Completeness of assessment

Graduate Student shall be advised/ instructed to follow the enrolment process (registration procedure):

Assigned Adviser,


Every enrolment







QUALITY REQUIREMENT







Accounting Office for assessment of fees



Output Completeness

of enrolment Recipient of Output: Graduate Student Graduate Student must submit their class cards to concerned Subject Professor

Graduate School

Every enrolment

Graduate School Manual, Class Cards

Class card not submitted by the Graduate Student to the concerned Subject Professor

Follow-up submission from Graduate Student (College Secretary)










QUALITY REQUIREMENT







Thesis/ Dissertation


Source of Input: Graduate School Requirements include: Certificate of Grades Passed the comprehensive

exam


Graduate School Manual, Certificate of Grades

Incomplete requirements Inform Graduate Student to complete the requirements otherwise, Graduate Student shall not be accepted for thesis/ dissertation (College Secretary/ Dean)






Assigned Adviser,


Every enrolment




Timeliness and appropriateness of presentation

Graduate Student prepare and submit thesis/ dissertation for oral examination/ final defense to the panel For Master’s Program

Dean, Panel

Every thesis/

dissertation


Delayed/ No thesis/ dissertation presentation Thesis/ Dissertation did not meet the requirements/ criteria of the panel

Implement academic penalty to Graduate Students (Dean) Inform Graduate Student to review where necessary,




QUALITY REQUIREMENT







Presentation not more than 2 years after passing the comprehensive examination

For Doctorate’s Program Presentation not more than

3 years after passing the comprehensive examination

revise the thesis/ dissertation and re-submit for oral examination/ final defense (Dean)

Output Completion of thesis/ dissertation

Recipient of Output: Graduate Student, Registrar and Board of Regents The following shall be issued upon completion of thesis/ dissertation requirements: Nomination for graduation Issuance of Board

Resolution for graduation Recommendation for paper

(thesis/ dissertation) presentation

Dean Upon completion of thesis/

dissertation


Thesis/ Dissertation requirements not completed

Inform Graduate Student to complete the thesis/ dissertation (Dean)




LABORATORY HIGH SCHOOL DR. RAFAEL D.J. DAYAO

Principal






QUALITY REQUIREMENT







Enrolment for New Student (Grade 7)

Input Completeness and timeliness of List of Qualifiers

Source of Input: Admissions Office List of Qualifiers received from Admissions Office before the enrolment period

Principal Every enrolment

List of Qualifiers Delayed release of the List of Reserved Qualifiers

Follow-up with Admissions Office, where necessary reschedule enrolment period (Principal)

Timeliness, completeness and readiness of enrolment system

Source of Input: Principal Office Enrolment system ready/ functional before the enrolment period The following information already available in the enrolment system Number of section (at least

3) Target class size (per

section) Section with assigned

adviser


Enrolment System

Enrolment system not yet ready/ functional before the enrolment period Incomplete information in the enrolment system

Coordinate with MIS, where necessary reschedule enrolment (Principal) Inform MIS and Registrar to update the missing information in the enrolment system (Principal)

Completeness of requirements

Source of Input: Student or Parent/ Guardian Requirements for processing of enrolment include:

Assigned Adviser

Every enrolment

Registration Procedure

No admission slip Incomplete requirements

No acceptance (Assigned Adviser) No processing of enrolment. Inform




QUALITY REQUIREMENT







Personal appearance of the student or authorized representative within the enrolment period

Admission slip issued by Admissions Office

Passed the medical and dental examination

Original and photocopy of Form 138 (Report Card)

Original and photocopy of Form 137-A (Permanent Record Form)

Certificate of Good Moral Character

Photocopy of NSO Birth Certificate

2 X 2 ID picture

Medical and/ or dental examination with findings

student to complete requirements. (Assigned Adviser) Slot to be given to another qualified students (Assigned Adviser)


Student shall be advised/ instructed to follow the enrolment process (registration procedure): Assigned Adviser for

issuance of advising slip Accounting Office for




Assigned Adviser,


Every enrolment

Enrolment System


Advise student to complete the registration procedure (Assigned Adviser)

Completeness of confirmation of enrolment

Copy of the Certificate of Registration shall be submitted by the student to the Assigned

Assigned Adviser

Every enrolment

Certificate of Registration, Checklist of Enrolled Students

Copy of Certificate of Registration not submitted by Student to Assigned Adviser

Follow-up student to submit copy of COR (Assigned Adviser)




QUALITY REQUIREMENT







Adviser for confirmation of enrolment

Output Completeness and timeliness of reporting

Recipient of Output: Principal’s Office Adviser shall submit checklist/ summary of enrolled students to the Principal Office at end of enrolment period

Assigned Adviser

Every enrolment

Checklist Report not submitted to Principal’s Office on-time

Follow up Assigned Adviser to submit report on the following day at the end of the enrolment period (Principal)

Completeness of enrolment

Recipient of Output: BulSU Laboratory High School Enrolment meets the target enrolment figures (number of students per section and number of section per level)


Enrolment Report Enrolment did not meet the target enrolment figures

Provide grace period of 1-2 weeks to qualified students (included in the List of Qualifiers). Non-appearance after the grace period, slot to be opened to other qualified students for enrolment (Principal)





Principal






QUALITY REQUIREMENT







Enrolment for Old Student


Source of Input: Student Requirements to be submitted by the student include: Form 137 (Report Card) Old School ID

Assigned Adviser

Every enrolment

Form 137 and Old School ID, Enrolment System

No Form 137 Report Card submitted No “Old” School ID submitted

Inform student to seek copy of the Form 137 from previous adviser (Assigned Adviser) Inform student to secure Affidavit of Loss (Assigned Adviser)







Assigned Adviser,


Every enrolment

Enrolment System




Copy of the Certificate of Registration shall be submitted by the student to the Assigned Adviser for confirmation of enrolment

Assigned Adviser

Every enrolment







QUALITY REQUIREMENT







Output Completeness and timeliness of reporting

Recipient of Output: Principal’s Office Adviser shall submit checklist/ summary of enrolled students to the Principal Office at end of enrolment period

Assigned Adviser

Every enrolment

Checklist Report not submitted to Principal’s Office on-time

Follow up Assigned Adviser to submit report on the following day at the end of the enrolment period (Principal)

Completeness of enrolment

Recipient of Output: BulSU Laboratory High School All old students (enrolled in the previous academic year) have enrolled for the next academic year


Enrolment Report Not all old students (enrolled in the previous academic year) have enrolled for the next academic year

Provide grace period of 1-2 weeks to old students. Non-enrolment of old students after the grace period, slot to be opened for transfer students (Assigned Adviser)





Principal






QUALITY REQUIREMENT







Enrolment for Transferee

Input Availability of slot

Source of Input: Principal’s Office Slot available for transferee after the enrolment period

Principal As need arises


No available slot No acceptance of transferee. (Principal)

Completeness of requirements

Source of Input: Student or Parent/ Guardian Requirements for processing of enrolment include: Personal appearance of the

student or authorized representative within the enrolment period

Admission slip issued by Admissions Office

Passed the medical and dental examination

Original and photocopy of Form 138 (Report Card)

Original and photocopy of Form 137-A (Permanent Record Form)

Certificate of Good Moral Character

Photocopy of NSO Birth Certificate

2 X 2 ID picture

Assigned Adviser

Upon enrolment of transferee


No admission slip Incomplete requirements Medical and/ or dental examination with findings

No acceptance (Assigned Adviser) No processing of enrolment. Inform student to complete requirements. (Assigned Adviser) Slot to be given to another transferee (Assigned Adviser)




QUALITY REQUIREMENT













Assigned Adviser,


Every enrolment of transferee

Enrolment System




Copy of the Certificate of Registration shall be submitted by the student to the Assigned Adviser for confirmation of enrolment

Assigned Adviser

Every enrolment of transferee




Output Completeness of enrolment

Recipient of Output: BulSU Laboratory High School Enrolment meets the target number of students per section


Enrolment Report Enrolment did not meet the target number of students per section

Close the enrolment and maintain the current enrolment as it is or extend enrolment period for transferees until the start of classes or. (Principal)





Principal






QUALITY REQUIREMENT







Selection and Evaluation of Adviser

Input Appropriateness of change

Source of Input: Principal’s Office Change in the teaching load, i.e., promotion of teacher, creation of additional section, organizational, etc


Office Order, Memo

Inappropriate change Retain advisers (Principal)

Process Appropriateness of selection and evaluation

Selection and evaluation based on the following: Contact teaching load of

teacher Years of experience in

teaching in high school


List and Profile of High School Teachers

Adviser selected without contact teaching load and experience in teaching in high school

Re-conduct selection and evaluation (Principal)

Output Timeliness of designation/ assignment of adviser

Recipient of Output: Registrar’s Office, MIS Office Order shall be released for the designation of Adviser of the section before the enrolment period for updating of the enrolment system


Office Order Adviser not designated before enrolment

Inform Registrar’s Office for updating of block section, facilitate designation of adviser during the enrolment period (Principal)

SYNERGIZED MACRO SOLUTIONS, INC (SMS) Your best partner in your Management Systems!

QUALITY CONTROL PLAN Department: Prepared by: Approved by: Rev No: Effective Date: (mm/dd/yy)

VPAA DR. EDGARDO M. SANTOS 01 Signature Over Printed Name/ Date Signature Over Printed Name/ Date

PROCESS

CONTROL POINT(I, P, O)

QUALITY INDICATOR/ CHECK

ITEM


FUNCTION RESPONSIBLE FOR

M/M FREQUENCY PROCEDURE/ RECORD NONCONFORMING PRODUCTS/

SERVICES CORRECTIONS


CAFA I

Master list of qualifiers from Admission Office

Passing of the entrance exam Admission Requirements Reservation Receipt Profiling of the Registrar Ofc Medical

College Clerk Every admission period

Check name on the Master List of Qualifiers Check presence of requirements Fill‐up Student Profile Form with picture

Non‐admission of non‐qualifiers Non‐processing of incomplete requirements

Complete all requirements

P Timeliness of admission process

Schedule of admission/enrolment First come, First serve. Personal appearance

College SecretaryRegistrar

Every admission period

Evaluate submitted documents, for new students. For transferees/shifters, the College Secretary will evaluate grades to be credited in major subjects, and for non‐major subjects by the registrar.

Subjects with dissimilar code may not be credited

Request for course description of subjects

O Completion of admission process

Student checklist form College Secretary Every admission period

The College Secretary will fill‐up the student individual checklist and record student’s grade on credited subjects, if any. The student will submit the properly filled up student profile form with picture

Not properly filled up student profile form (SPF)with picture

Fill‐up properly the SPF and paste picture

CAL

INPUT

Posting of qualifiers at the bulletin board of the admission office

Receiving master list of qualifiers from the Admissions Office

1.BSUAT Permit2. Photocopy of FORM137

College Dean Individually Indicate Code Number35 ‐ 40 students per section Ex. BAB 1A to 1D BAJ 1A BATA 1A BAMP 1A

Transferees and Shifters and Returning Students: 1. Submit Transcript of

Records for Evaluation 2. Submit School Clearance

and Good Moral Character 2. Submit self for interview

1. Refer to Student Handbook 2. Refer to The Office of the Student Affairs and Services


PROCESS



ITEM






PROCESS

Conducting the Review Proper

1. Receiving students two weeks before interview date and scheduling for interview date

2. Posting of interview date

3. Assigning faculty members to assist the Department Chair in conducting the interview

1. Date of interview 2. Interview procedure 3. First come‐First

served Basis 4. Personal appearance

1. College Dean2. Department Chair3. Assigned Faculty (Interview proper)

Determining Student Population

Date of EnrolmentEnrolment procedure for Freshmen and Old Students

Adding and Changing and Dropping of Subjects Procedure

1. Refer to the Local Registrar 2. Refer to the Registrars’ Office

OUTPUT

Posting the Results of the Interview

1. Students attend the scheduled University orientation

2. Students attend the scheduled local orientation

1. Request joining student organizations

2. Secure class schedule

1. Dean of Student Affairs

2. College Dean 3. All Faculty

Concerned 4. Student

Government President 5. Director of the Office of Students’

Organization

By College 1. Knowledge of the Student Handbook

2. Knowledge of venues and classrooms

3. Knowledge of Teachers and Personnel

4. Knowledge of Activities and Programs

Absentees Late Enrolees

Refer to the Scheduled meeting with the Para‐counsellor

CBA

Scheduling of Classes I Enrolled students All subject offered are scheduled in conformance by accepted rules and regulations emanating from the VPAA

Enrollment based on the curriculum requirement Request faculty from different colleges

Dean Semestral List of section and subject per program Number of sections based on class size guidelines

Shifters/Transferees returning students and with failing grades who requested for the additional subjects

Additional sections and subjects requested by the dean to be recommended by the VPAA for the approved of the University President

P Timeliness and completeness of class schedule

2 – 3 weeks before enrolment

Dean Semestral Approved class schedule Not reviewed/approved on time

Follow up and revision of class schedule

P Timeliness of review and approval of class schedule

Proposal reviewed and where necessary revised/approved by the President within 2 working days

VPAA and President Semestral Corrected/approved proposal Proposal not reviewed and/or approved on time

Follow‐up reviewed and/or approval of proposal

O Timeliness of submission

Approved class schedule submitted

Dean Semestral Review/double check class schedule

Proposal not submitted on time Proposal not meeting technical requirements

Facilitate preparation of proposal Follow‐up

Faculty Loading I All subjects per programs, sections offered are loaded

Specialization of faculty based on their educational attainment and trainings

Dean Semestral Basic guidelines for faculty workload, hours and maximum excess teaching hours

Overloading of given subjects to faculty Basic guidelines for faculty workload hours and

Review and check the faculty loading


PROCESS



ITEM






maximum excess teaching hours

P Timeliness and completeness of faculty loading

Prepared faculty loading within 8 working days of as required

Dean Semestral Faculty loading guidelines/checklist

Delayed preparation of faculty loading Proposal not approved by the VPAA

Facilitate the faculty loading Follow up review and approval of faculty loading

P Timeliness of review and approval of faculty loading

Faculty loadingreviewed and where necessary revised/approved by the VPAA within 2 working days

VPAA Semestral Corrected/approval of faculty loading

Faculty loading not reviewed and/or approved on time

Follow‐up reviewed and/or approval of faculty loading


Recipient: Requesting organization Approved proposal submitted the following working day upon approval

Dean Semestral Faculty loading monitoring Faculty loading not submitted on time Proposal not meeting the technical requirements

Facilitate and prioritize submission of proposal

CCJE

ADMISSION: 1. Criminology 2. Legal

Management

IPosting of qualifiers in the bulletin board of the admission office. (date)

Receiving the list of the result of the qualifiers from the Admission Office

1.Received General Average of 83% above. 2.Photocopy of form 137 3.BSUAT Permit

College Dean/Dept Head

Individuality Indicate Code Number.35‐40 Students per section Ex. CRIM 1A‐ 01 to 040 CRIM 1B‐ 01 to 040 LEGMA 1A‐ 01 to 040 LEGMA 1B‐ 01 to 040

Transferees and Shifters and Returning Students: 1.Submit Transcript of Records for Evaluation 2.Submit Good Moral Character 3.Submit self for interview

Refer to the Student Handbook Refer to the Student Affairs and Services Refer to the VP for Academic Affairs Office Refer to the Deans Office

PInterview for Criminology applicants

1.Scheduling the date of the interview upon receiving the result of the list of qualifiers from the Admission Office. 2.Posting the date of interview for the qualifiers.

1.Name included from the list of qualifiers 2.Date of the interview 3.Interview procedure 4.Personal Appearance 5.First come first serve

College Dean /Dept Head Interview Proper

Determining student population

1.Date of enrolment

2.Enrolment procedure for freshmen and old students

3. Signed Criminology Academic Policies 4. Stdnets Profile Form and Curriculum Checklist

Adding, Changing and Dropping of subjects Procedure

Refer to the Local Registrar Refer to the Registrar’s Office

O 1.Date of Enrolment 2.Secure class schedule

1.Dean of Student Affairs 2.College Dean and all Faculty concerned 3.Student Government President 4.Director of the

By College 1. University orientation proper2. Local Orientation Proper 3. Knowledge of the Student Handbook 4. Knowledge of Faculty and Personnel 5. Knowledge of Activities and programs



PROCESS



ITEM






Office of Student Organization

CHE

Student Evaluation (Enrolment)

I ‐ Copy of Medical Certificate & Slip from Admission Office or Slip from Dean’s Office for freshmen students ‐ Copy of Previous Certificate of Registration for 2nd year students to 4th year students ‐ Certificate of Grades for the previous semester

‐ Local Faculty Registrar ‐ Local Faculty Evaluator ‐ College Dean or College Secretary

‐ Input the student no. or name of the student in the System ‐ Encode the grades of the student in the system or in the students personal file with their checklist

‐ If there are incomplete grade/s in any subject/s of the student, the faculty evaluator should ask if the student completed it already through “Completion Form”.

P ‐ Check the grades of the student for each subject ‐ Check the prerequisite Subject ‐ List all the needed subjects to be taken by the student ‐ Check the correctness of the year & section of the student

‐ If there are erroneous input of subject/s due to prerequisite subject/s, corrections should be made by the faculty evaluator

O ‐ Print or fill up the Advising Slip of the student

‐ Check the correctness of the entry of the advising slip before printing.

Assessment of Students

During Enrolment

I ‐ Copy of Advising Slip

‐ Local Faculty Registrar ‐ Local Faculty Assessor ‐ College Dean

‐ Input the student no. or name of the student in the System

‐ If there are wrong spelling in the name of the student, the faculty assessor should endorse the student to the registrar office for the correction of names of the student


PROCESS



ITEM






P ‐ Check all the information of the students including year & section ‐ Check all the subjects to be taken by the students

‐ If there are wrong input of information of the student, including subject, year & section, the faculty assessor should correct it.

O ‐ Print the Assessment Form of the student

‐ If there are wrong input of student information in the Assessment Form the faculty assessor should correct it and print it again.

Faculty Loading I ‐ List of Regular Faculty Members with Position ‐ List of Regular Faculty Members without position ‐ List of Part Time Faculty Members ‐ List of Adjunct Faculty Members ‐ Checklist

‐ Program Chair ‐ College Secretary ‐ College Dean

‐ Plotting of subjects to be enrolled and students schedule ‐Plotting of faculty loading both regular & part time faculty members

‐ If there are conflicts in students, faculty & room utilization schedule, the department head should check and replot the correct schedule without conflicts on the part of the students, faculty & room utilization.

P ‐ Checking of students subject & instructor ‐ Checking of faculty subject & section of the students ‐ Checking of room utilization

O ‐ Printing of the Faculty Loading‐ Submission of Faculty Loading to the College Dean/VPAA for checking

‐ Encoding of Faculty Loading into the System

‐ If there are erroneous input of students section, faculty name & room utilization, the department head should correct, check and print again the faculty loading.

Student Discipline I ‐ Student Handbook ‐ Referral Slip from

‐ Faculty Adviser

‐ The faculty members or security guard may submit the referral slip

‐ If there are wrong accusation on the part of the student,


PROCESS



ITEM






the Faculty or Security Guard

‐ Discipline Committee ‐ Department Head ‐ College Secretary ‐ College

Dean

to the assigned faculty adviser.

the discipline committee should conduct an investigation due to the case of the students.

P ‐ The assigned faculty adviser should inform the discipline committee regarding the violation of the student. If the violation is too hefty the discipline committee should conduct a quorum together with the parents of the student.

O ‐ The discipline committee will decide & give the sanction to the student, base on the sanction that was written in the student’s handbook.

CICT


I ‐ Copy of Medical Form & Slip from Admission Office /Dean’s Office for freshmen students ‐ Copy of Previous Certificate of Registration for 2nd year students to 4th year students ‐ Copy of Grades

‐ Local Faculty Registrar ‐ Local Faculty Evaluator ‐ College Dean

‐ Input the student no. or name of the student in the System ‐ Encode the grades of the student in the system

‐ If there are incomplete grade in any subject of the student, the faculty evaluator should ask if the student complete it already through Completion Form.

P ‐ Check the grades of the student for each subject ‐ Check the prerequisite subject ‐List all the needed subjects to be taken by the student ‐ Check the year & section of the student if correct

‐ If there are wrong input of subject due to prerequisite subject, the faculty evaluator should correct it.

O ‐ Print the Advising Slip of the student

‐ If there are wrong input of student information in the advising slip the faculty evaluator should correct it and print it again.


(Enrolment)




‐ If there are wrong spelling in the name of the student, the faculty assessor should endorse the student to the registrar office for the


PROCESS



ITEM






correction of names of the student

P ‐ Check all the information of the students including year & section ‐ Check all the subjects to be taken by the students





‐ Department Head‐ College Secretary ‐ College Dean

‐ Plotting of the students schedule ‐Plotting of faculty loading both regular & part time faculty members





‐ If there are wrong input of students section, faculty name & room utilization, the department head should correct, check and print again the faculty loading.

Student Discipline I ‐ Student Handbook ‐ Referral Slip from the Faculty or Security Guard

‐ Faculty Adviser ‐ Discipline Committee ‐ Department Head ‐ College Secretary ‐ College Dean

‐ The faculty members or security guard may submit the referral slip to the assigned faculty adviser.

‐ If there are wrong accusation on the part of the student, the discipline committee should conduct an investigation due to the case of the students.

P ‐ The assigned faculty adviser should inform the discipline committee regarding the violation of the student. If the


PROCESS



ITEM






violation is too hefty the discipline committee should conduct a quorum together with the parents of the student.

O ‐ The discipline committee will decide & give the sanction to the students depends on the sanction that was written in the student’s handbook.

COL

ADMISSION:

1. JURIS DOCTOR

IPosting of qualifiers in the bulletin board of the College of

Law. (Date)

Preparing master list of qualifiers (Date)

1.BSUAT Permit 2. Certificate of Good Moral 3.Transcript of Records (Date)

College Dean Individually Indicate Code Number.20‐30 students per section. Ex. JD 1A – 01 to 020 JD 1B – 01 to 020

Transferees and Shifters and Returning Students: 1. Submit Transcript of Records for Evaluation. 2. Submit School Clearance and Good Moral Character. 2. Submit self for interview.

REFER TO THE STUDENT HANDBOOK. Refer to the Dean’s Office

P 1. Scheduling the date of the interview upon checking the results of the qualifiers. 2. Posting of interview date.

1. Date of interview.2. Interview procedure. 3. First come, First serve. 4. Personal appearance.

College DeanInterview proper.

Determining Students Population

Date of Enrolment.Enrolment procedure for Freshmen and Old Students.


Refer to the Local Registrar. Refer to the Registrars’ Office.

O 1. Students Attend the Scheduled Local Orientation.

Secure class schedule. College Dean and all Faculty Concerned.

Local Student Government President.

By college 5. Knowledge of the Students’ Handbook.

6. Knowledge of venues and classrooms.

7. Knowledge of Teachers and Personnel.

8. Knowledge of Activities and Programs.

Absentees. Late enrolees.

Refer to the Scheduled meeting with the College Dean

CON

Faculty Loading I List of Faculty Members with Designation/Position List of Faculty Members without Designation/Position List of Part‐time Faculty Members Prospectus

Level CoordinatorCollege Secretary College Dean

Creating a schedule of the Nursing subjects specifically the Related Learning Experience in coordination with the affiliating hospital or community and

If there is any conflict between the schedule to General education subjects, the affiliating hospitals, or the room utilization; the Level Coordinators will then recheck and provide appropriate schedule.


PROCESS



ITEM






the sections of the students. Checking of room utilization.

P Filling the Nursing Subjects with Regular and Part‐time Faculty in relation to their field of specialization.

If there is an inadequate faculty member, the College Dean will write a letter to the Vice‐President for Academic Affairs to fill in the insufficiency of Faculty Members with corresponding area of specialization.

O The College Dean will check the Faculty Loading and the Master

If there is any incongruence to the schedule, the College Secretary will evaluate the Faculty Loading

BORROWING OF LABORATORY EQUIPMENT

P ID & Request Form Maria Kristina B. Manaligod (Laboratory Custodian)

Scheduled return demonstration

Students must present an accomplished equipment borrowing form and an ID before any equipment is received.

Borrow only the equipment which is required by the Clinical Instructor.

Pieces of equipment borrowed must be returned upon completion of the return demonstration.

LHS

Monitoring of Classroom Instruction

I Standardized evaluation form

Completeness of information

Principal As scheduled Review of the evaluation form Form not yet standardized Review the form or modified form maybe used in monitoring

P Timeliness and Regular Monitoring

Readiness of teachers for observation and monitoring

Teachers Once a month/or as scheduled

Regular monitoring depending on the schedule of the teacher

Time availability due to over workload

Give supervisory honoraria to avoid getting excess teaching loads

O Keeping of records for evaluation

Efficiency of teaching instruction

Principal’s office After every monitoring

Monitoring evaluation Absence of teacher without prior notice and due to unavoidable circumstances like sickness and attending seminars

Immediate notification of teachers for her absence.

Co‐curricular Supervision

I Submission of Proposed Activities

Completeness of information *details of the activities *estim ed budget

Teacher and student

Once a year per subject

Approved proposal *Details not clearly specified *Overlapping of scheduled activities *No budget available

Include in yearly budget allocation and planning ahead to avoid overlapping of schedule


PROCESS



ITEM






P Timeliness and completeness of proposal

Proposal reviewed/approved within 2 working days

Principal and University President

Once a year Corrected/ approved proposal Incomplete details Revision of proposal


Approved proposal submitted the following working day upon approval

Office of the President

Every submission Follow up of request Absence of person who will approve and sign the proposal

Offices should assign OIC

Conduct of Meeting I Dissemination of information through memorandum

Source: Memorandum Completeness of information: *Agenda,schedule, time and venue With approval of the dean

Principal and COED Dean

Every quarter/as needs arises

Review of information Memo editing for additional agenda per dean’s instruction

Ask the Dean’s approval before finalization of memo

PTimeliness of submission to the Dean

Memo reviewed 2 days before the meeting

Principal and College Dean

Every meeting Corrected and approved memo Unapproved memo resulted to delayed dissemination of information

Follow‐up of memorandum

OTimeliness of Memorandum

ApprovedMemorandum College Dean Every meeting Dissemination of information Attendance of teachers

Early dissemination of information and use of other source of communication

CIT OJT Deployment I COG (Certificate of Grades) Evaluation Form from the Registrar

In‐plant training supervisors

Once every semester

*Review of documents

2 failing grades in asny subject Unresolved incomplete grades

*Re‐enroll failing subject *Resolve incomplete grades

P Pre‐Deployment Orientation Seminar Distribution of Document *waiver *Letter of request *acceptance form *Labor standard *Training Contract

In‐plant training supervisors Once every

semester

‐ Certificate of Attendance ‐ Review of documents

Non attendance to Pre‐Deployment Orientation Seminar

*Re scheduling of pre deployment orientation seminar.

O Timeliness of Deployment Students are advised to search for their company choice prior to deployment


semester

‐ Acceptance forms from cooperating industries

‐ Received letters of request

Not accepted by cooperating industries

‐Appeal to companies ‐ Search for other possible agencies


PROCESS



ITEM






Students must complete required number of hours


I Copy of Medical Form & Slip from Admission Office /Dean's Office for freshmen students Copy of Previous Certificate of Registration for 2nd

year students to 4th

year students

Copy of Grades

*Local Faculty Registrar *Local Faculty

Evaluator *College Dean

*Input the student number or name of the student in the System

*Encode the grades of the student in the system

*If there are incomplete grades in any subject of the student, the faculty evaluator should ask if the student have completed it already through a Completion Form.

P ‐ Check the grades of the student for each subject ‐ Check the prerequisite subject ‐ List all the needed subjects to

be taken by the student ‐ Check the year & section of the student if correct

*If there are wrong encoding of subjects due to a prerequisite subject, the faculty evaluator should correct it.


I ‐ If there are wrong input of student information in the advising slip the faculty evaluator should correct it and print it again.

Assessment of Students (Enrolment)

I *Local Faculty Registrar *Local Faculty Assessor *College Dean

‐ Input the student number or name of the student in the System

If there is a wrong spelling in the name of the student, the faculty assessor should endorse the student to the registrars’ office for the correction of the names of the student

P ‐ Copy of Advising Slip *Check all the information of the students including year & section

*Check all the subjects to be taken by the students

‐ If there are wrong inputs of information of the student, including subject, year & section, the faculty assessor should correct it.


If there are wrong inputs of student information in the Assessment Form the faculty assessor should correct it and print it again.

Faculty Loading

I *List of Regular Faculty Members with Designation

*Department Head

‐ Plotting of the students schedule ‐Plotting of faculty loading for both regular & part time faculty

‐ If there are conflicts in students, faculty & room utilization schedule, the department head should check


PROCESS



ITEM






*List of Regular Faculty Members without designation *List of Part Time Faculty Members *List of Adjunct Faculty Members

*Checklist

*College Secretary *College Dean *College Clerk

members and replot the correct schedule without conflicts on the part of the students, faculty & room utilization. P ‐ Checking of students subjects

& instructor ‐ Checking of faculty subject & section of the students ‐ Checking of room utilization

O ‐ Printing of the Faculty Loading

‐Submission of Faculty Loading to the College Dean/VPAA for checking

‐Encoding of Faculty Loading into the System

‐ If there are wrong inputs of students section, faculty name & room utilization, the department head should correct, check and print again the faculty loading.

Student Discipline

I ‐ The faculty members or security guard may submit the referral slip to the assigned faculty adviser.


P - Student Handbook Referral Slip from the Faculty or Security Guard

*Faculty Adviser *Discipline Committee *Department Head *College Secretary *College Dean

‐ The assigned faculty adviser should inform the discipline committee regarding the violation of the student. If the violation is too hefty the discipline committee should conduct a hearing together with the parents of the erring student.

O ‐The discipline committee will decide & give the recommended sanctions depending on what is written in the student's handbook. This will be forwarded to the Dean of Student Affairs for final decision.


PROCESS



ITEM






CS ADMISSION: 1. Bachelor of Science in Mathematics with specialization in a. Computer Science b. Business Applications c. Applied Statistics 2. Bachelor of Science in Biology 3. Bachelor of Science in Environmental Science 4. Bachelor of Science in Food Science

IQualifiers are posted in the bulletin board of the Admissions Office. (Date)

Master list of qualifiers received from the Admissions Office. (Date)

1.BSUAT Permit 2. Photocopy of FORM 137. (Date)

College Dean Individually Indicate Code Number.40‐45 students per section. Ex. BSM CS 1A 01 to 045 BSB 1A 01 to 045

Transferees, Shifters and Returning Students: 1. Submit Transcript of Records/Official Copy of Grades for Evaluation to the Registrar 2. Submit School Clearance and Certificate of Good Moral 2. Submit self for interview.

Refer to the Student Handbook Refer to the Office of the Student Affairs

P 1. Receiving students two weeks before interview date and scheduling for interview date. 2. Posting of interview date.

1. Date of interview.2. Interview procedure. 3. First come, First serve basis. 4. Personal appearance.


Determining Students’ Population


Adding, Changing and Dropping of Subjects Procedure


O 1. Students attend the scheduled University Orientation. 2. Students attend the scheduled Local Orientation.

Completion of University/ Local Orientation Return Slip

Dean of Student Affairs.

College Dean and all Faculty Concerned.

Student Government President.

Director of the Office of Students’

Organization.

By College 9. Knowledge of the Students’ Handbook.

10. Knowledge of buildings, facilities and classrooms.

11. Knowledge of Instructors/Professors and Non‐Academic Personnel.

12. Knowledge of University/College Activities and Programs.


Refer to the scheduled meeting with the Local Guidance Counselor.

Request for calibration and repair of apparatus equipment

1. Requesting of chemicals for PPMP 2. Requesting of equipment apparatus

Complete lists of chemicals, equipment apparatus with specification/s

College Dean, Department Chairperson, Faculty teaching the subjects and Laboratory Technician

Every quarter/annually

Checking Request is not complete (like quantity, specifications)

Confirmation with the requisition (College Dean)

Secure Form #1 Requisition Slip (2 copies) at the stock room

Requisition must be submitted one day before the schedule day of use

Faculty, Students and Laboratory Technician

Every laboratory Class

Preparing of Requisition Form Request is not complete n/a

Fill‐up Form #2 whenever there is Damaged Apparatus/ Glass wares

Must be submitted to Laboratory Technician

Laboratory Technician, person involved, Faculty

Replacement glass wares/apparatus

n/a n/a

Fill‐up Form #3 whenever there is an accident


Laboratory Technician, Faculty, Student Involved

Giving first aid/ cleaning n/a n/a


PROCESS



ITEM






COPERS ADMISSION: Bachelor in Physical Education Students (Freshmen) Major in:

1. School Physical Education

2. Sports and Wellness

Management

IPosting of qualifiers in the bulletin board of the admission office. (Date)

Receiving master list of qualifiers from admission office (Date)

1. BSUAT Permit2. Photocopy of Form137 (Date)

College Dean Individually Indicate Code Number.35‐40 students per section Ex. SPE 1‐A‐01 to 035 SPE 1‐B‐01 to 035 SWM 1‐A‐01 to 035 SWM 1‐B‐01 to 035

Refer to Student Handbook. Refer to the Student Affairs Office.

P 1. Receiving students two weeks before interview date and scheduling for interview date 2. Posting of interview date

1. Date of interview 2. Interview procedure 3. First come, first serve 4. Personal appearance

College Dean Interview Proper

Determining students population



Refer to the Local Registrar. Refer to the Registrar’s Office.

O 1. Students attend to scheduled University orientation 2. Students attend to scheduled local orientation

1. Request joining student organizations 2. Secure class schedule

Dean of Student Affairs

College Dean and all faculty concerned

Student Government President


Organization

By college 1. Knowledge of the Students’ Handbook 2. Knowledge of venues and classrooms 3. Knowledge of Teachers and Personnel 4. Knowledge of activities and programs


Refer to the scheduled meeting with the Para Councelor.


COLLEGE PROCESS

CONTROL POINT (I, P, O)

QUALITYINDICATOR/ CHECK ITEM

REQUIREMENTS/ SPECIFICATIONS FUNCTION

RESPONSIBLE FOR M/M

FREQUENCY PROCEDURE/ RECORD

NONCONFORMING PRODUCTS/ SERVICES

CORRECTIONS (Function Responsible)

CSSP Enrolment ‐ Grade Evaluation and Assessment of: Bachelor of Science in Psychology Bachelor of Science in Management Economics Bachelor of Public Administration

I Student completed all subjects from the previous semester

Relevant Certificate of Grades of the Student for the beginning semester

College Registrar Officer

Every enrolling student

Certificate of Grades

Students who do not possess the Certificate of Grades for the relevant semester to be enrolled on Transfer and/or shifting students to the College

Refer student to the College Registrar Officer Refer student to the College Dean Refer student to the University's Admission Office Refer Student to the University's Registrar

P Student completed all subjects from the previous semester

1. Student Grades are checked if complete via the student's profile form 2. Student Grades are evaluated by encoding the COG to the student's profile form 3. Students are provided an advising slip

Grade Evaluator Every accomplished form

Evaluation of the Certificate of

Grades

Students who do not possess the Certificate of Grades for the relevant semester to be enrolled on Transfer and/or shifting students to the College Students who have failed or incomplete grades

Refer student to the College Registrar Officer Refer student to the College Dean Refer student to the University's Admission Office Refer Student to the University's Registrar Refer Student to the Faculty concern

P Accomplished Advising Slip

1. Advising slip is checked if properly accomplished 2. Proceed to Assessment


Evaluation of Advising Slip

Wrongly accomplished Advising Slip

Review/change wrong entry

O Accomplished Advising Slip

1. Advising slip is encoded 2. Releasing of Assessment Form


Every accomplished form

Assessment Form Wrongly accomplished Advising Slip



COLLEGE PROCESS


QUALITYINDICATOR/ CHECK

ITEM


FUNCTION RESPONSIBLE FOR M/M

FREQUENCY PROCEDURE/ RECORD NON‐CONFORMING

PRODUCTS/ SERVICES CORRECTIONS


COE ADMISSION: Bachelor OF Science in Engineering (Freshmen). Major in: 1. Civil Eng’g. 2. Mechanical

Eng’g. 3. Electrical Eng’g. 4. Electronics Eng’g. 5. Computer Eng’g. 6. Industrial Eng’g. 7. Mechatronics

Eng’g. 8. Manufacturing

Eng’g.

IPosting of

qualifiers in the bulletin board of the Admission Office. (Date)

Receiving master list of qualifiers from Admission Office. (Date)

1.BSUAT Permit2.Photocopy of FORM137. (Date)

College Dean Individually

Classify according to course and section.

Returning Students: 1.Submit Transcript of Records for Evaluation. 2. Submit School Clearance and Good Moral Character. 2. Submit self for interview.

REFER TO THE STUDENT HANDBOOK. REFER TO THE STUDENT AFFAIRS OFFICE.








O 1. Students Attend the Scheduled University Orientation. 2. Students Attend the Scheduled Local Orientation.

Request in joining student organizations. Secure class schedule.


College Dean and all Faculty

Concerned. Student

Organizations.

Student Government President. Director of the Office of Students’

Organization.

By program

13. Knowledge of the Students’ Handbook.





Refer to the Scheduled meeting with the Para Counsellor.


COLLEGE

PROCESS CONTROL POINT (I,P,O)

QUALITY INDICATOR/CHECK

ITEM

REQUIREMENTS/ SPECIFICATIONFUNCTION

RESPONSIBLE FOR M/M FREQUENCY PROCEDURE/ RECORD


CORRECTIONS (Function Responsibility)

COED FACULTY LOADING

I

Credentials Field of specialization Area Chair 3 months before the end of the

semester

Verifying the field of specialization of the

faculty

Assigning faculty to handle subject which are not in line with his area of specialization

Align the faculty load to its area of specialization (area chair)

P

O Schedule Faculty Load FACULTY SCHEDULING I

Approved faculty load Area Chair/College Secretary

2 months before the end of semester

Verifying the load of the faculty

Conflict in the schedule of classes Adjust the class schedule (area chair)

P Scheduling of classroom

O Room assignment Room Utilization

I Faculty Schedule Area Chair 2 months before

the end of semester

Checking the faculty Schedule


P

O Room assignment of class/faculty Classroom Observation

I Faculty Schedule Area Chair

PO

Faculty Monitoring I

Area Chair

P

O


QUALITY CONTROL PLAN Department: Prepared by: Approved by: Rev No: Effective Date: (mm/dd/yy)

VPAA DR. EDGARDO M. SANTOS 01 Signature Over Printed Name/ Date Signature Over Printed Name/ Date

PROCESS



ITEM






CAFA ADMISSION: Bachelor of Science in Architecture Bachelor in Landscape Architecture Bachelor in Fine Arts

I

Master list of qualifiers from Admission Office

Passing of the entrance exam Admission Requirements Reservation Receipt Profiling of the Registrar Ofc Medical

College Clerk Every admission period

Check name on the Master List of Qualifiers Check presence of requirements Fill‐up Student Profile Form with picture

Non‐admission of non‐qualifiers Non‐processing of incomplete requirements

Complete all requirements

P Timeliness of admission process

Schedule of admission/enrolment First come, First serve. Personal appearance

College Secretary Registrar

Every admission period

Evaluate submitted documents, for new students. For transferees/shifters, the College Secretary will evaluate grades to be credited in major subjects, and for non‐major subjects by the registrar.

Subjects with dissimilar code may not be credited

Request for course description of subjects

O Completion of admission process

Student checklist form College Secretary Every admission period

The College Secretary will fill‐up the student individual checklist and record student’s grade on credited subjects, if any. The student will submit the properly filled up student profile form with picture

Not properly filled up student profile form (SPF)with picture

Fill‐up properly the SPF and paste picture

CAL

INPUT

Posting of qualifiers at the bulletin board of the admission office

Receiving master list of qualifiers from the Admissions Office

1.BSUAT Permit2. Photocopy of FORM137

College Dean Individually Indicate Code Number35 ‐ 40 students per section Ex. BAB 1A to 1D BAJ 1A BATA 1A BAMP 1A

Transferees and Shifters and Returning Students: 1. Submit Transcript of

Records for Evaluation 2. Submit School Clearance

and Good Moral Character 2. Submit self for interview

1. Refer to Student Handbook 2. Refer to The Office of the Student Affairs and Services

PROCESS

1. Receiving students two weeks before interview date and

1. Date of interview2. Interview procedure

1. College Dean 2. Department Chair3. Assigned Faculty

Determining Student Population



1. Refer to the Local Registrar 2. Refer to the Registrars’ Office


PROCESS



ITEM






Conducting the Review Proper

scheduling for interview date

2. Posting of interview date

3. Assigning faculty members to assist the Department Chair in conducting the interview

3. First come‐First served Basis

4. Personal appearance (Interview proper)

OUTPUT

Posting the Results of the Interview

1. Students attend the scheduled University orientation

2. Students attend the scheduled local orientation

1. Request joining student organizations

2. Secure class schedule

1. Dean of Student Affairs

2. College Dean 3. All Faculty

Concerned 4. Student

Government President 5. Director of the Office of Students’

Organization

By College 1. Knowledge of the Student Handbook

2. Knowledge of venues and classrooms

3. Knowledge of Teachers and Personnel

4. Knowledge of Activities and Programs

AbsenteesLate Enrolees

Refer to the Scheduled meeting with the Para‐counsellor

CBA

Scheduling of Classes I Enrolled students All subject offered are scheduled in conformance by accepted rules and regulations emanating from the VPAA

Enrollment based on the curriculum requirement Request faculty from different colleges

Dean Semestral List of section and subject per program Number of sections based on class size guidelines

Shifters/Transferees returning students and with failing grades who requested for the additional subjects

Additional sections and subjects requested by the dean to be recommended by the VPAA for the approved of the University President

P Timeliness and completeness of class schedule

2 – 3 weeks before enrolment

Dean Semestral Approved class schedule Not reviewed/approved on time

Follow up and revision of class schedule

P Timeliness of review and approval of class schedule

Proposal reviewed and where necessary revised/approved by the President within 2 working days

VPAA and President Semestral Corrected/approved proposal Proposal not reviewed and/or approved on time

Follow‐up reviewed and/or approval of proposal


Approved class schedule submitted

Dean Semestral Review/double check class schedule

Proposal not submitted on time Proposal not meeting technical requirements

Facilitate preparation of proposal Follow‐up

Faculty Loading I All subjects per programs, sections offered are loaded

Specialization of faculty based on their educational attainment and trainings

Dean Semestral Basic guidelines for faculty workload, hours and maximum excess teaching hours

Overloading of given subjects to faculty Basic guidelines for faculty workload hours and maximum excess teaching hours

Review and check the faculty loading


PROCESS



ITEM






P Timeliness and completeness of faculty loading

Prepared faculty loading within 8 working days of as required

Dean Semestral Faculty loading guidelines/checklist

Delayed preparation of faculty loading Proposal not approved by the VPAA

Facilitate the faculty loading Follow up review and approval of faculty loading

P Timeliness of review and approval of faculty loading

Faculty loadingreviewed and where necessary revised/approved by the VPAA within 2 working days

VPAA Semestral Corrected/approval of faculty loading

Faculty loading not reviewed and/or approved on time

Follow‐up reviewed and/or approval of faculty loading


Recipient: Requesting organization Approved proposal submitted the following working day upon approval

Dean Semestral Faculty loading monitoring Faculty loading not submitted on time Proposal not meeting the technical requirements

Facilitate and prioritize submission of proposal

CCJE

ADMISSION: 1. Criminology 2. Legal

Management

I Posting of qualifiers in the bulletin board of the admission office. (date)

Receiving the list of the result of the qualifiers from the Admission Office

1.Received General Average of 83% above. 2.Photocopy of form 137 3.BSUAT Permit

College Dean/Dept Head

Individuality Indicate Code Number.35‐40 Students per section Ex. CRIM 1A‐ 01 to 040 CRIM 1B‐ 01 to 040 LEGMA 1A‐ 01 to 040 LEGMA 1B‐ 01 to 040

Transferees and Shifters and Returning Students: 1.Submit Transcript of Records for Evaluation 2.Submit Good Moral Character 3.Submit self for interview

Refer to the Student Handbook Refer to the Student Affairs and Services Refer to the VP for Academic Affairs Office Refer to the Deans Office

P Interview for Criminology applicants

1.Scheduling the date of the interview upon receiving the result of the list of qualifiers from the Admission Office. 2.Posting the date of interview for the qualifiers.

1.Name included from the list of qualifiers 2.Date of the interview 3.Interview procedure 4.Personal Appearance 5.First come first serve

College Dean /Dept Head Interview Proper

Determining student population

1.Date of enrolment

2.Enrolment procedure for freshmen and old students

3. Signed Criminology Academic Policies 4. Stdnets Profile Form and Curriculum Checklist

Adding, Changing and Dropping of subjects Procedure

Refer to the Local Registrar Refer to the Registrar’s Office

O 1.Date of Enrolment2.Secure class schedule

1.Dean of Student Affairs 2.College Dean and all Faculty concerned 3.Student Government President 4.Director of the Office of Student Organization

By College 1. University orientation proper2. Local Orientation Proper 3. Knowledge of the Student Handbook 4. Knowledge of Faculty and Personnel 5. Knowledge of Activities and programs



PROCESS



ITEM






CHE


I ‐ Copy of Medical Certificate & Slip from Admission Office or Slip from Dean’s Office for freshmen students ‐ Copy of Previous Certificate of Registration for 2nd year students to 4th year students ‐ Certificate of Grades for the previous semester

‐ Local Faculty Registrar ‐ Local Faculty Evaluator ‐ College Dean or College Secretary

‐ Input the student no. or name of the student in the System ‐ Encode the grades of the student in the system or in the students personal file with their checklist

‐ If there are incomplete grade/s in any subject/s of the student, the faculty evaluator should ask if the student completed it already through “Completion Form”.

P ‐ Check the grades of the student for each subject ‐ Check the prerequisite Subject ‐ List all the needed subjects to be taken by the student ‐ Check the correctness of the year & section of the student

‐ If there are erroneous input of subject/s due to prerequisite subject/s, corrections should be made by the faculty evaluator

O ‐ Print or fill up the Advising Slip of the student

‐ Check the correctness of the entry of the advising slip before printing.


During Enrolment





P ‐ Check all the information of the students including year & section

‐ If there are wrong input of information of the student, including subject, year & section, the


PROCESS



ITEM






‐ Check all the subjects to be taken by the students

faculty assessor should correct it.




‐ Program Chair ‐ College Secretary ‐ College Dean

‐ Plotting of subjects to be enrolled and students schedule ‐Plotting of faculty loading both regular & part time faculty members





‐ If there are erroneous input of students section, faculty name & room utilization, the department head should correct, check and print again the faculty loading.


‐ Faculty Adviser ‐ Discipline Committee


‐ If there are wrong accusation on the part of the student, the discipline committee should conduct an


PROCESS



ITEM






P ‐ Department Head ‐ College Secretary ‐ College

Dean

‐ The assigned faculty adviser should inform the discipline committee regarding the violation of the student. If the violation is too hefty the discipline committee should conduct a quorum together with the parents of the student.

investigation due to the case of the students.

O ‐ The discipline committee will decide & give the sanction to the student, base on the sanction that was written in the student’s handbook.

CICT


I ‐ Copy of Medical Form & Slip from Admission Office /Dean’s Office for freshmen students ‐ Copy of Previous Certificate of Registration for 2nd year students to 4th year students ‐ Copy of Grades

‐ Local Faculty Registrar ‐ Local Faculty Evaluator ‐ College Dean

‐ Input the student no. or name of the student in the System ‐ Encode the grades of the student in the system

‐ If there are incomplete grade in any subject of the student, the faculty evaluator should ask if the student complete it already through Completion Form.

P ‐ Check the grades of the student for each subject ‐ Check the prerequisite subject ‐List all the needed subjects to be taken by the student ‐ Check the year & section of the student if correct

‐ If there are wrong input of subject due to prerequisite subject, the faculty evaluator should correct it.


‐ If there are wrong input of student information in the advising slip the faculty evaluator should correct it and print it again.


(Enrolment)






PROCESS



ITEM






P ‐ Check all the information ofthe students including year & section ‐ Check all the subjects to be taken by the students





‐ Department Head ‐ College Secretary ‐ College Dean

‐ Plotting of the students schedule ‐Plotting of faculty loading both regular & part time faculty members





‐ If there are wrong input of students section, faculty name & room utilization, the department head should correct, check and print again the faculty loading.


‐ Faculty Adviser ‐ Discipline Committee ‐ Department Head ‐ College Secretary ‐ College Dean



P ‐ The assigned faculty adviser should inform the discipline committee regarding the violation of the student. If the violation is too hefty the discipline committee should conduct a quorum


PROCESS



ITEM






together with the parents of the student.

O ‐ The disciplinecommittee will decide & give the sanction to the students depends on the sanction that was written in the student’s handbook.

COL

ADMISSION:

1. JURIS DOCTOR

I Posting of qualifiers in the bulletin board of the College of

Law. (Date)

Preparing master list of qualifiers (Date)

1.BSUAT Permit2. Certificate of Good Moral 3.Transcript of Records (Date)

College Dean Individually Indicate Code Number.20‐30 students per section. Ex. JD 1A – 01 to 020 JD 1B – 01 to 020

Transferees and Shifters and Returning Students: 1. Submit Transcript of Records for Evaluation. 2. Submit School Clearance and Good Moral Character. 2. Submit self for interview.

REFER TO THE STUDENT HANDBOOK. Refer to the Dean’s Office

P 1. Scheduling the date of the interview upon checking the results of the qualifiers. 2. Posting of interview date.

1. Date of interview.2. Interview procedure.3. First come, First serve. 4. Personal appearance.

College Dean Interview proper.





O 1. Students Attend the Scheduled Local Orientation.

Secure class schedule. College Dean and all Faculty Concerned.

Local Student Government President.

By college 5. Knowledge of the Students’ Handbook.




Absentees.Late enrolees.

Refer to the Scheduled meeting with the College Dean

CON

Faculty Loading I List of Faculty Members with Designation/Position List of Faculty Members without Designation/Position List of Part‐time Faculty Members Prospectus

Level Coordinator College Secretary College Dean

Creating a schedule of the Nursing subjects specifically the Related Learning Experience in coordination with the affiliating hospital or community and the sections of the students.

If there is any conflict between the schedule to General education subjects, the affiliating hospitals, or the room utilization; the Level Coordinators will then recheck and provide appropriate schedule.


PROCESS



ITEM






Checking of room utilization.

P Filling the Nursing Subjects with Regular and Part‐time Faculty in relation to their field of specialization.

If there is an inadequate faculty member, the College Dean will write a letter to the Vice‐President for Academic Affairs to fill in the insufficiency of Faculty Members with corresponding area of specialization.

O The College Dean will check the Faculty Loading and the Master

If there is any incongruence to the schedule, the College Secretary will evaluate the Faculty Loading

BORROWING OF LABORATORY EQUIPMENT

P ID & Request Form Maria Kristina B. Manaligod (Laboratory Custodian)

Scheduled return demonstration

Students must present an accomplished equipment borrowing form and an ID before any equipment is received.

Borrow only the equipment which is required by the Clinical Instructor.

Pieces of equipment borrowed must be returned upon completion of the return demonstration.

LHS


I Standardized evaluation form

Completeness of information

Principal As scheduled Review of the evaluation form Form not yet standardized Review the form or modified form maybe used in monitoring

P Timeliness and Regular Monitoring

Readiness of teachers for observation and monitoring

Teachers Once a month/or as scheduled

Regular monitoring depending on the schedule of the teacher

Time availability due to over workload

Give supervisory honoraria to avoid getting excess teaching loads

O Keeping of records for evaluation

Efficiency of teaching instruction

Principal’s office After every monitoring

Monitoring evaluation Absence of teacher without prior notice and due to unavoidable circumstances like sickness and attending seminars

Immediate notification of teachers for her absence.

Co‐curricular Supervision

I Submission of Proposed Activities

Completeness of information *details of the activities *estimated budget

Teacher and student

Once a year per subject

Approved proposal *Details not clearly specified *Overlapping of scheduled activities *No budget available

Include in yearly budget allocation and planning ahead to avoid overlapping of schedule


PROCESS



ITEM






P Timeliness and completeness of proposal

Proposal reviewed/approved within 2 working days

Principal and University President

Once a year Corrected/ approved proposal Incomplete details Revision of proposal


Approved proposal submitted the following working day upon approval

Office of the President

Every submission Follow up of request Absence of person who will approve and sign the proposal

Offices should assign OIC

Conduct of Meeting I Dissemination of information through memorandum

Source: MemorandumCompleteness of information: *Agenda,schedule, time and venue With approval of the dean

Principal and COED Dean

Every quarter/as needs arises

Review of information Memo editing for additional agenda per dean’s instruction

Ask the Dean’s approval before finalization of memo

P Timeliness of submission to the Dean

Memo reviewed 2 days before the meeting

Principal and College Dean

Every meeting Corrected and approved memo Unapproved memo resulted to delayed dissemination of information

Follow‐up of memorandum

O Timeliness of Memorandum

ApprovedMemorandum College Dean Every meeting Dissemination of information Attendance of teachers Early dissemination of information and use of other source of communication

CIT OJT Deployment I COG (Certificate of Grades) Evaluation Form from the Registrar

In‐plant training supervisors

Once every semester

*Review of documents

2 failing grades in asny subject Unresolved incomplete grades

*Re‐enroll failing subject *Resolve incomplete grades

P Pre‐Deployment Orientation Seminar Distribution of Document *waiver *Letter of request *acceptance form *Labor standard *Training Contract


semester

‐ Certificate of Attendance ‐ Review of documents

Non attendance to Pre‐Deployment Orientation Seminar

*Re scheduling of pre deployment orientation seminar.

O Timeliness of Deployment Students are advised to search for their company choice prior to deployment


semester

‐ Acceptance forms from cooperating industries

‐ Received letters of request

Not accepted by cooperating industries

‐Appeal to companies ‐ Search for other possible agencies


PROCESS



ITEM






Students must complete required number of hours


I Copy of Medical Form & Slip from Admission Office /Dean's Office for freshmen students Copy of Previous Certificate of Registration for 2nd

year students to 4th

year students

Copy of Grades

*Local Faculty Registrar *Local Faculty

Evaluator *College Dean

*Input the student number or name of the student in the System

*Encode the grades of the student in the system

*If there are incomplete grades in any subject of the student, the faculty evaluator should ask if the student have completed it already through a Completion Form.

P ‐ Check the grades of the student for each subject ‐ Check the prerequisite subject ‐ List all the needed subjects to

be taken by the student ‐ Check the year & section of the student if correct

*If there are wrong encoding of subjects due to a prerequisite subject, the faculty evaluator should correct it.


I ‐ If there are wrong input of student information in the advising slip the faculty evaluator should correct it and print it again.

Assessment of Students (Enrolment)

I *Local Faculty Registrar *Local Faculty Assessor *College Dean

‐ Input the student number or name of the student in the System

If there is a wrong spelling in the name of the student, the faculty assessor should endorse the student to the registrars’ office for the correction of the names of the student

P ‐ Copy of Advising Slip *Check all the information of the students including year & section

*Check all the subjects to be taken by the students

‐ If there are wrong inputs of information of the student, including subject, year & section, the faculty assessor should correct it.


If there are wrong inputs of student information in the Assessment Form the faculty assessor should correct it and print it again.

Faculty Loading

I *List of Regular Faculty Members with Designation

*Department Head

‐ Plotting of the students schedule

‐ If there are conflicts in students, faculty & room utilization schedule, the


PROCESS



ITEM






*List of Regular Faculty Members without designation *List of Part Time Faculty Members *List of Adjunct Faculty Members

*Checklist

*College Secretary *College Dean *College Clerk

‐Plotting of faculty loading for both regular & part time faculty members

department head should check and replot the correct schedule without conflicts on the part of the students, faculty & room utilization.

P ‐ Checking of students subjects & instructor ‐ Checking of faculty subject & section of the students ‐ Checking of room utilization

O ‐ Printing of the Faculty Loading

‐Submission of Faculty Loading to the College Dean/VPAA for checking

‐Encoding of Faculty Loading into the System

‐ If there are wrong inputs of students section, faculty name & room utilization, the department head should correct, check and print again the faculty loading.

Student Discipline

I ‐ The faculty members or security guard may submit the referral slip to the assigned faculty adviser.


P - Student Handbook Referral Slip from the Faculty or Security Guard

*Faculty Adviser *Discipline Committee *Department Head *College Secretary *College Dean

‐ The assigned faculty adviser should inform the discipline committee regarding the violation of the student. If the violation is too hefty the discipline committee should conduct a hearing together with the parents of the erring student.

O ‐The discipline committee will decide & give the recommended sanctions depending on what is written in the student's handbook. This will be forwarded to the Dean of Student Affairs for final decision.


PROCESS



ITEM






CS ADMISSION: 1. Bachelor of Science in Mathematics with specialization in a. Computer Science b. Business Applications c. Applied Statistics 2. Bachelor of Science in Biology 3. Bachelor of Science in Environmental Science 4. Bachelor of Science in Food Science

I Qualifiers are posted in the bulletin board of the Admissions Office. (Date)

Master list of qualifiers received from the Admissions Office. (Date)

1.BSUAT Permit2. Photocopy of FORM 137. (Date)

College Dean Individually Indicate Code Number.40‐45 students per section. Ex. BSM CS 1A 01 to 045 BSB 1A 01 to 045

Transferees, Shifters and Returning Students: 1. Submit Transcript of Records/Official Copy of Grades for Evaluation to the Registrar 2. Submit School Clearance and Certificate of Good Moral 2. Submit self for interview.

Refer to the Student Handbook Refer to the Office of the Student Affairs


1. Date of interview.2. Interview procedure.3. First come, First serve basis. 4. Personal appearance.

College Dean Interview proper.

Determining Students’ Population


Adding, Changing and Dropping of Subjects Procedure


O 1. Students attend the scheduled University Orientation. 2. Students attend the scheduled Local Orientation.

Completion of University/ Local Orientation Return Slip


College Dean and all Faculty Concerned.

Student Government President.


Organization.

By College 9. Knowledge of the Students’ Handbook.

10. Knowledge of buildings, facilities and classrooms.

11. Knowledge of Instructors/Professors and Non‐Academic Personnel.

12. Knowledge of University/College Activities and Programs.

Absentees.Late enrolees.

Refer to the scheduled meeting with the Local Guidance Counselor.

Request for calibration and repair of apparatus equipment

1. Requesting of chemicals for PPMP 2. Requesting of equipment apparatus

Complete lists of chemicals, equipment apparatus with specification/s

College Dean, Department Chairperson, Faculty teaching the subjects and Laboratory Technician

Every quarter/annually

Checking Request is not complete (like quantity, specifications)

Confirmation with the requisition (College Dean)

Secure Form #1 Requisition Slip (2 copies) at the stock room

Requisition must be submitted one day before the schedule day of use

Faculty, Students and Laboratory Technician

Every laboratory Class

Preparing of Requisition Form Request is not complete n/a

Fill‐up Form #2 whenever there is Damaged Apparatus/ Glass wares


Laboratory Technician, person involved, Faculty

Replacement glass wares/apparatus

n/a n/a

Fill‐up Form #3 whenever there is an accident


Laboratory Technician, Faculty, Student Involved

Giving first aid/ cleaning n/a n/a


PROCESS



ITEM






COPERS ADMISSION: Bachelor in Physical Education Students (Freshmen) Major in:

1. School Physical Education

2. Sports and Wellness

Management

I Posting of qualifiers in the bulletin board of the admission office. (Date)

Receiving master list of qualifiers from admission office (Date)

1. BSUAT Permit2. Photocopy of Form137 (Date)

College Dean Individually Indicate Code Number.35‐40 students per section Ex. SPE 1‐A‐01 to 035 SPE 1‐B‐01 to 035 SWM 1‐A‐01 to 035 SWM 1‐B‐01 to 035

Refer to Student Handbook. Refer to the Student Affairs Office.

P 1. Receiving students two weeks before interview date and scheduling for interview date 2. Posting of interview date

1. Date of interview2. Interview procedure 3. First come, first serve 4. Personal appearance

College Dean Interview Proper

Determining students population



Refer to the Local Registrar. Refer to the Registrar’s Office.

O 1. Students attend to scheduled University orientation 2. Students attend to scheduled local orientation

1. Request joining student organizations 2. Secure class schedule

Dean of Student Affairs

College Dean and all faculty concerned

Student Government President


Organization

By college 1. Knowledge of the Students’ Handbook 2. Knowledge of venues and classrooms 3. Knowledge of Teachers and Personnel 4. Knowledge of activities and programs


Refer to the scheduled meeting with the Para Councelor.


COLLEGE PROCESS


QUALITYINDICATOR/ CHECK ITEM

REQUIREMENTS/ SPECIFICATIONS FUNCTION

RESPONSIBLE FOR M/M

FREQUENCY PROCEDURE/ RECORD



CSSP Enrolment ‐ Grade Evaluation and Assessment of: Bachelor of Science in Psychology Bachelor of Science in Management Economics Bachelor of Public Administration

I Student completed all subjects from the previous semester

Relevant Certificate of Grades of the Student for the beginning semester


Every enrolling student

Certificate of Grades

Students who do not possess the Certificate of Grades for the relevant semester to be enrolled on Transfer and/or shifting students to the College

Refer student to the College Registrar Officer Refer student to the College Dean Refer student to the University's Admission Office Refer Student to the University's Registrar

P Student completed all subjects from the previous semester

1. Student Grades are checked if complete via the student's profile form 2. Student Grades are evaluated by encoding the COG to the student's profile form 3. Students are provided an advising slip


Evaluation of the Certificate of

Grades

Students who do not possess the Certificate of Grades for the relevant semester to be enrolled on Transfer and/or shifting students to the College Students who have failed or incomplete grades

Refer student to the College Registrar Officer Refer student to the College Dean Refer student to the University's Admission Office Refer Student to the University's Registrar Refer Student to the Faculty concern

P Accomplished Advising Slip

1. Advising slip is checked if properly accomplished 2. Proceed to Assessment


Evaluation of Advising Slip

Wrongly accomplished Advising Slip


O Accomplished Advising Slip

1. Advising slip is encoded 2. Releasing of Assessment Form


Every accomplished form

Assessment Form Wrongly accomplished Advising Slip



COLLEGE PROCESS

CONTROL POINT(I, P, O) QUALITY

INDICATOR/ CHECK ITEM REQUIREMENTS/ SPECIFICATIONS

FUNCTION RESPONSIBLE FOR M/M

FREQUENCY PROCEDURE/ RECORD NON‐CONFORMING PRODUCTS/ SERVICES


COE ADMISSION: Bachelor OF Science in Engineering (Freshmen). Major in: 1. Civil Eng’g. 2. Mechanical Eng’g. 3. Electrical Eng’g. 4. Electronics Eng’g. 5. Computer Eng’g. 6. Industrial Eng’g. 7. Mechatronics

Eng’g. 8. Manufacturing

Eng’g.

IPosting of qualifiers in the bulletin board of the Admission Office. (Date)

Receiving master list of qualifiers from Admission Office. (Date)

1.BSUAT Permit2.Photocopy of FORM137. (Date)

College Dean Individually Classify according to course and section.

Returning Students: 1.Submit Transcript of Records for Evaluation. 2. Submit School Clearance and Good Moral Character. 2. Submit self for interview.

REFER TO THE STUDENT HANDBOOK. REFER TO THE STUDENT AFFAIRS OFFICE.








O 1. Students Attend the Scheduled University Orientation. 2. Students Attend the Scheduled Local Orientation.

Request in joining student organizations. Secure class schedule.


College Dean and all Faculty Concerned. Student

Organizations. Student

Government President.


Organization.

By program 13. Knowledge of the Students’ Handbook.





Refer to the Scheduled meeting with the Para Counsellor.


COLLEGE

PROCESS CONTROL POINT (I,P,O)

QUALITY INDICATOR/CHECK

ITEM

REQUIREMENTS/ SPECIFICATIONFUNCTION

RESPONSIBLE FOR M/M FREQUENCY PROCEDURE/ RECORD


CORRECTIONS (Function Responsibility)

COED FACULTY LOADING

I

Credentials Field of specialization Area Chair 3 months before the end of the

semester

Verifying the field of specialization of the

faculty

Assigning faculty to handle subject which are not in line with his area of specialization

Align the faculty load to its area of specialization (area chair)

P

O Schedule Faculty Load FACULTY SCHEDULING I

Approved faculty load Area Chair/College Secretary

2 months before the end of semester

Verifying the load of the faculty


P Scheduling of classroom

O Room assignment Room Utilization

I Faculty Schedule Area Chair 2 months before

the end of semester

Checking the faculty Schedule


P

O Room assignment of class/faculty Classroom Observation

I Faculty Schedule Area Chair

P O

Faculty Monitoring I

Area Chair

P

O




COLLEGES College Deans






QUALITY REQUIREMENT







Determination of Quota of the Program


Source of Input: College Deans Information on the availability of classrooms, facilities and faculty of the college during the 2nd semester of the previous academic year

Dean Every academic

year

Inventory of Facilities, Faculty Line-up

Classrooms, facilities and faculty are not complete/ available

Include requirements in the submission of PPMP for planning of the resources (Dean) Make adjustment on the quota of the program (Dean)

Process Completeness and timeliness of preparation

Quota of the program (based on the availability of classroom, facilities and faculty of respective Colleges) should include the section and number of students per section Quota of the program of the college to be submitted to VPAA for review and consolidation before the application period

Dean Every academic

year

Enrolment Projection for the College Programs

Incomplete details of the quota of the program Quota of the program of the college not submitted to VPAA before the application period

Inform respective College Dean to review/ revisit the quota, (VPAA) Follow-up submission from respective Deans (VPAA)

Output Timeliness of submission

Recipient of Output: Admissions Office Quota of the program of all colleges to be submitted to the

VPAA Every academic

year

Enrolment Projection for the College Programs

Delayed submission of quota of the program of all Colleges

Inform Admissions Office of the delay (VPAA)




QUALITY REQUIREMENT







Admissions Office before the month of November of the current Academic Year (for the next Academic Year)

Enrolment – New Students


Source of Input: Admissions Office List of Reserved Qualifiers received from Admissions Office before the enrolment period and within the defined quota of the respective program of the College New students with student number


List of Reserved Qualifiers

List of Reserved Qualifiers provided by the Admissions Office does not meet (below/ above) the defined quota of the program. Delayed release of the List of Reserved Qualifiers Student without student number

Inform and request Admissions Office to provide additional list of qualifiers (below quota) or conduct additional screening (above quota) (Dean) Follow-up with Admissions Office (Dean) Inform student to secure student number from Registrar’s Office

Source of Input: Student Requirements for processing of enrolment include: Personal appearance of the

student or authorized representative

Enrolment within the enrolment period

Student included in the List of Reserved Qualified Students

College Secretary

Every enrolment

Screening No appearance of reserved and qualified student during the enrolment period Student not included in the List of the Reserved Qualified Students

Determine schedule for late enrolment and inform student of the corresponding penalties (College Secretary/ Dean) Student to be included in the waiting list (College Secretary/ Dean)

Process Completeness and accuracy of enrolment

New student enrolment procedure includes:

College Secretary/

Every enrolment

Student Profile, Student Checklist

Incomplete/ inaccurate profile Update student profile and checklist (




QUALITY REQUIREMENT







Local Profiling (Name, Address, Contact Number, Guardian)

Scheduling of classes Student enrolled in the

correct program Assessment of Scholars

(student to be referred to Scholarship Office, then to Accounting Office)

Assessment through the enrolment system (using the current template)

Assigned Assessor

For CoN, CHE, CCJE, CBA, CoEd and Sarmiento Campus an interview shall be conducted as part of the enrolment process


Interview Questionnaire

Student did not meet the required criteria of the interview

Refer student to other program of the College or other College (Dean)

For CAFA, a skill test shall be administered


Drawing Student did not meet the required criteria of the skill test

Inform student of non-acceptance to the program/ College (Dean)

Output Completeness and accuracy

Recipient of Output: Student Printing of assessment form (computer-generated) in correct template (includes the subjects to be enrolled and amount to be paid)

Assigned Assessor

Every enrolment

Assessment Form

Printed assessment form not in correct template

Reassess (Assigned Assessor)

Enrolment – Old Students


Source of Input: Student Requirements for processing of enrolment include: Personal appearance of the

student or authorized representative

Assigned Adviser

Every enrolment

Certificate of Grades, Retention Policy

Incomplete grades in the Certificate of Grades/ No Certificate of Grades

Request certification from faculty of the status of grades of the student (Dean)




QUALITY REQUIREMENT







Certificate of Grades (COG) issued by the Registrar’s Office

Enrolment within the enrolment period

Completion form Retention Policy signed by

the Dean, Adviser and Guardian

Clearance (for returning students)

Leave of Absence form (for returning students)

Certification of subjects being offered by the other University (for cross enrolment/ student taking supplemental units), i.e., COE, CAL, COS

Request printout from the Registrar’s Office (Dean)

Process Completeness and accuracy of enrolment

Old student enrolment procedure includes: Updating of Local Student

Profile (Name, Address, Contact Number, Guardian)

Scheduling of classes Student enrolled in the

correct program Assessment for Scholars

(student to be referred to Scholarship Office, then to Accounting Office)

Assessment through the enrolment system (using the current template)

Accomplished Advising Slip

College Secretary/

Program Chair

Every enrolment

Student Profile, Student Checklist, Advising Slip

Incomplete/ inaccurate profile Update student profile and checklist (College Secretary/ Program Chair)




QUALITY REQUIREMENT







For COE, battery test shall be administered for incoming 3rd year students For CBA, battery test shall be administered for incoming 2nd year and 3rd year students For CCJE (Criminology) qualifying exam shall be administered for incoming 2nd and 3rd year students


Interview Questionnaire

Student did not pass the battery test

Refer student to transfer to non-quota course or include in the waiting list (Dean)

Output Completeness and accuracy

Recipient of Output: Student Printing of assessment form (computer-generated) in correct template (includes the subjects to be enrolled and amount to be paid)

Assigned Assessor

Every enrolment

Assessment Form

Printed assessment form not in correct template

Reassess (Assigned Assessor)

Enrolment – Graduate School

Input Completeness Timeliness Accuracy

Source of Input:

Process Output Recipient of Output

Enrolment – High School


Source of Input:

Process Output Recipient of Output

Faculty Loading Input Timeliness of preparation

Source of Input: Deans At least 8 weeks before the enrolment period of the next semester

Program Chair/ Department

Head

Every semester


Incomplete information




QUALITY REQUIREMENT







For Service Colleges (CAL, COS, CICT, etc) – request for loading from other Colleges shall be made at least 10 weeks before the enrolment period of the next semester

Process Completeness of faculty loading

The following shall be considered during faculty loading: Number of sections Number of specialization of

faculty Number of preparation Status of employment (part-

time, full-time) Designation of the faculty Rate per hour of the faculty Note: Faculty capable of teaching specialized subjects shall be prioritized in the faculty loading


Head

Every semester


Incomplete faculty loading Review and where necessary revise the faculty loading (Program Chair/ Department Head)

Timeliness of review and approval of faculty loading

Faculty loading shall be submitted to the Dean of the College and submitted to VPAA for final review and approval


Head

Every semester


Delayed submission of faculty loading for review and approval

Inform the Dean/ Requesting College (Program Chair/ Department Head)

Output





QUALITY REQUIREMENT







Process Output

Scheduling of Classes

Assessment and Evaluation of Student

Student Discipline

Curriculum Development

Curriculum Review


Co-curricular Supervision

Borrowing of Laboratory Equipment

OJT Deployment

Budget Planning/ Preparation of PPMP

Preparation for Program Accreditation

Faculty Meetings

In-service Trainings



ADMINISTRATION Department/ Office/ Unit: Prepared by: Reviewed by: Approved by: Rev No: Effective Date:

Safety and Security Services

P/SUPT. MARIO B. GARCIA (RET.)Head, Safety and Security Services

JAIME P. PULUMBARIT Vice President for Finance, Admin and Resource Generation





QUALITY REQUIREMENT







Brought-In Material (during University Activity and Delivery)

Input Completeness of signatories of submitted Request Letter

Source of Input: University Personnel, Students and Visitor Visitor shall submit Request letter addressed to the President and attention to concerned Department This will be forwarded to Head OSSS for notation

Head OSSS As the need arise

Security Contingency Plan

Incomplete signatories

Require the requestor for completion (Head OSSS)

Process Completeness and accuracy of declared items in Request letter

University Personnel who will bring his / her personal item inside t shall declare his/her personal items to be brought-in and recorded in the Logbook Visitor shall present approved Request letter as basis for inspection of Items to be brought-in For delivery, Official Receipt (OR) shall be presented for checking/ inspection/ verification

Security in-charge/ Gater

As the need arise


No presented approved Request letter

Do not allow to bring in the item (Security in-charge/ Gater)




QUALITY REQUIREMENT







Output Release of brought-in Items

Recipient of Output: Requestor University Personnel and Visitor shall secure pull-out slip to concerned Department Head


As the need arise


Some item/s to be pulled out not included in pull out slip

Incomplete items to be pulled-out

Confiscate the item not on the list and accompanied the Employee to concerned Department for verification / investigation. Guard to submit incident report to Head OSSS Advise requestor to update Pull-out slip (Security in-charge/ Gater)











QUALITY REQUIREMENT







Monitoring of Premises and Control of Personnel/ Visitor

Input Accuracy of ID and compliance with inspection

Source of Input: Employees, Students, Visitor (Applicant, Supplier/ Contractor/ Laborer, Local/ National Government Official, Separated Employees)

Requirements include: For University Personnel and Student valid University ID wearing prescribe uniform

for students Personnel not under the

influence of liquor University Personnel/

Student with own-car, shall be recorded in the official logbook (Name of Personnel, Type of Vehicle/ Plate No./ Time and Date of Check-in). For University Personnel, shall advise to secure car sticker.


Daily Security Contingency Plan

No ID for the following: - University Personnel - Student

- Laborers name are

not included in submitted list

- Visitor Student not wearing uniform Personnel under the influence of liquor Visitor information written on the logbook is different from the valid ID

- Record the violation - Advice Student to

present COR - Ask to present

company ID

- Verify with the Department

Issue violation slip to be signed by Head OSSSS Do not allow to entry

Coordinate with Head OSSS (Security in-charge/ Gater)




QUALITY REQUIREMENT







For Visitor (Applicant, Supplier, Local/ National Government Official) Separated Employees Sign on visitor logbook Submit valid ID Issue color coded visitor

access card for installation and controlled area

Issue visitor slip Visitor with own-car, shall be

recorded in Logbook (Name of Personnel, Type of Vehicle/ Plate No./ Time and Date of Check-in)

Personnel not under the influence of liquor

In special cases, verification shall be done with concern Department

In addition, thorough inspection shall be done on Vehicle upon Entry on University premises For Contractor/ Laborers, before start of worked, company shall have to submit list of Laborers name

Process Timeliness and completeness of panelling inspection during roving

Below shall be reported immediately to the OIC, Commander and Head OSSS: Checking and inspection of

irregularities Other crisis/ emergencies

(Fire and Electrical hazards)

Roving Guard Daily Security Contingency Plan

Delayed reporting

Issue Memo requesting Guard on-duty to explain actions Head OSSS will assessed for recommendation (Commander)




QUALITY REQUIREMENT







Report crucial violation of Law/ Order/ Policies

Output Completeness of documents before leaving the University premises

Recipient of Output: OSSS Requirements include: For University Personnel and Student Personnel with own-car,

official logbook shall be updated for check-out

For Visitor (Applicant, Supplier, Local/ National Government Official) Separated Employees Update on visitor logbook Submit visitor ID and visitor

slip Issue visitor ID Return valid slip Visitor with own-car, official

logbook shall be updated for check-out

In addition, thorough inspection shall be done on Vehicle upon Exit on University premises


Daily Security Contingency Plan

Visitor slip not sign by the person visited

Instruct the visitor to ask the person he/she visited to sign on the visitor slip











QUALITY REQUIREMENT







Permit to Enter the University during non-working days and extension of working hours

Input Receiving of Work permit and Request Letter

Source of Input: Contractor/ Laborer, Employees and Students Contractor/ Laborer to enter the building during non-working day shall have to present with approved Work permit which include: Nature of work List of Laborers Name

For extension of work, approved Request letter shall be submitted to the Deans of Colleges/ Department Head and VPAA This will be forwarded to Head OSSS for notation


As the need arise


No approved Work permit/ Request Letter

Employee not included on the worker

Verify with Department Head of the employee to validate the work

Disallow the entry of employee (Security in-charge/ Gate)


Disseminate information with the respective Guard on-duty and each Gate (1 and 3)


As the need arise


Information not disseminated to relevant Guard on-duty

Facilitate/ Prioritize dissemination of information (Security in-charge/ Gate)




QUALITY REQUIREMENT







Output Verification of activity

Recipient of Output: Requestor During rounds in the University premises shall have checked performed activity


As the need arise


Mismatch of activity Roving Guard to record incident in logbook and will coordinate to concerned Department (Security in-charge/ Gate)











QUALITY REQUIREMENT







Pull-out of University Property

Input Receiving and checking for completeness of Gate Pass information

Source of Input: University Personnel Employee who will pull-out university property shall submit Gate Pass to Head OSSS for approval

Head OSSS As the need arise


Mismatch item

Coordinate with issuing party for confirmation (Head OSSS)

Process Timeliness for pull-out

Requestor shall present Gate pass within the day it is approved


As the need arise


Gate pass not presented on the same day

Do not allow to pull out the item. Advise requestor to secure new Gate pass. (Security in-charge/ Gater)

Output Release of pull-

out items Recipient of Output: Requestor Allowed the employee to pull out the item/s supported by approved Gate pass


As the need arise


Pull slip with incomplete item listed

Some item/s to be pulled out not included in pull out slip

Return the Gate pass to the requestor for update Confiscate the item not on the list and accompanied the Employee to concerned Department for verification / investigation. Guard to submit incident report to Head OSSS




QUALITY REQUIREMENT







(Security in-charge/ Gater)

QUALITY CONTROL PLAN - Bulacan State University · 2018. 5. 18. · AACCUP Program Accreditation...

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Transcript of QUALITY CONTROL PLAN - Bulacan State University · 2018. 5. 18. · AACCUP Program Accreditation...