CITIZEN’S CHARTER · to develop lifelong habits of good reading, study and research. Support the specific educational objectives with needed resources, facilities and services to

CITIZEN’S CHARTER APRIL 2019

i

VISION

Tarlac State University is envisioned to be a premiere University in

the Asia-Pacific.

MISSION

Tarlac State University commits to promote and sustain the offering

of quality and relevant programs in higher and advanced education

ensuring equitable access to education for people empowerment,

professional development, and global competitiveness.

Towards this end, TSU shall:

1. Provide high quality instruction through qualified, competent

and adequately trained faculty members and support staff.

2. Be a premiere research institution by enhancing research

undertakings in the fields of technology and sciences and

strengthening collaboration with local and international

institutions.

3. Be a champion in community development by strengthening

partnership with public and private organizations and

individuals.

ii

CORE VALUES

E - xcellence and Enhanced Competence

Q - uality

U - nity

I - ntegrity and Involvement

T - rust in God, Transparency and True Commitment

Y - earning for Global Competitiveness

SERVICE PLEDGE

Pursuant to its mandated mission, the Tarlac State University as a premier

institution in the Province of Tarlac, in particular, and in the region, in

general shall:

• Continue the curricular offerings of the graduate school, colleges of

engineering, architecture and fine arts, technology, education, computer

studies, business and accountancy, arts and social sciences, public

administration, human kinetics, law, nursing, science and information

technology related courses.

• Offer other courses that the Board of Regents may deem necessary.

• Continue to develop TSU into a regional center of excellence in

engineering, technological, business and teacher education, research and

extension in order to produce graduates who are globally competitive.

• In an environment valuing freedom, excellence and equity, TSU shall

provide and maintain relevant instruction, research, extension and

production programs effectively to develop responsible members of the

society imbued with critical and creative thinking.

iii

ACADEMIC SERVICES - FACULTY

1. To work seriously and conscientiously on assigned teaching assignments, including

meeting scheduled classes, clearly informing students on academic matters

according to standards established by the University.

2. To recognize that students deserve respect as individuals and have rights that must

be protected. This encompasses interest in individual, academic and personal

problems of students, the giving of mature professional advice, courteous treatment

of students, and keeping in confidence personal information about students who may

seek the advice of faculty member in his/her role as a counselor.

3. To recognize that the faculty member serves as a role model and exercises a great

influence in shaping young minds. He/She must set standards for (a) academic and

scholarly excellence, (b) personal integrity, and (c) professional ethics.

4. To recognize that in his/her influential classroom role, he/she is morally bound not

to take advantage of his/her position in discussing subject matter outside the scope

of the course and beyond his/her field of professional competence.

5. In addition to other duties and obligations under existing laws, a faculty member

shall:

a. Perform his/her duties to the University by discharging his/her responsibilities

in accordance with the philosophy, goals, and objectives of the University;

b. Be responsible for the efficient and effective attainment of specified learning

objectives pursuant to national development goals within the limits of available

resources of the University;

c. Render regular reports on performance of each students;

d. Assume the responsibility in maintaining and sustaining his/her professionalism

at all times; and

e. Refrain from making deductions in students that are clearly not manifestations

of poor scholarship.

iv

ACADEMIC RELATED SERVICES

1. Student Affairs Services. To administer college and post graduate admission test

and psychological tests. Conduct orientation seminar to new students. Render

students counseling and academic probation follow-up. Provide student development

on leadership trainings, advocacy on specific issues, coordination of outreach

programs, and campus journalism. Provide career development and placement on

career/employment counseling, placement assistance, part-time job services, and job

clinics/pre-employment seminar. Continue the special programs on University

sponsored scholarships, civic/community/individual sponsored scholarship grants,

learning assistance program, and student loan programs.

• Scholarship Unit

2. Medical Health Services Office and Dental Health Services Office. To provide

medical assistance and dental services to the students and employees and conduct

seminars/trainings on health.

3. Guidance and Counseling Center. The Guidance and Counseling Services is

responsible for provision of guidance and counseling services and programs needed

to ensure and promote student mental health as well as academic, personal, social,

and career development.

• Testing, Evaluation and Monitoring Services

• Career and Job Placement Services

4. Sports Development Management Unit. The Tarlac State University Sports

Development and Management unit seeks to make Tarlac State University as the top

contender in school-based sports activities in Region III and to instill to students the

importance of sports for total human development. The Sports Development and

Management Unit covers classification, recruitment, training, tournaments and

academic concerns of varsity teams/athletes.

5. Student Development Unit. The Student Development Unit operates as a resource

and catalyst to educate and cultivate student development by fostering a learning

environment which will empower students to engage and participate in all programs

of the University for lifelong learning.

6. Library Management Systems. To provide the students, faculty and staff more

library materials that are relevant to their sources. Stimulate and encourage students

to develop lifelong habits of good reading, study and research. Support the specific

educational objectives with needed resources, facilities and services to meet the

legitimate needs and demands of the students and faculty.

7. Admission and Registration Office. To provide academic and administrative

support to instruction to enable it to attain its educational mandate. Selective

admissions to ensure the quality of entering students, selective retention to students,

v

efficient and effective management of student records, and total quality service to

students.

8. University Research Office. To continue the development and validation of

multimedia software, evaluation of instruction in the different fields; development

and validation of instructional materials which include modules, workbooks, video

tapes and the like; fabrication, testing, and validation of instructional apparatuses,

equipment, and other materials, phytochemical and microbiological screening of

plants grown in Philippine soil; waste management; development of low cost

construction materials; and development of educational technology center and

industrial technology research institute.

9. Office for Culture and the Arts. The Office shall serve as an integral mechanism

of the University in enhancing the artistic and aesthetic skills and potentials of its

students and faculty through a balance cultural and arts program of activities towards

the promotion and preservation of our cultural heritage.

ADMINISTRATIVE AND SUPPORT SERVICES

1. Office of the University President. The Office of the University President

administers and supervises all the extension campuses, colleges, offices of TSU

ensuring the attainment of the University’s vision, mission, goals and objectives, and

the implementation of the University’s mandates to be nationally and globally

competitive. The OUP coordinates with external linkages and other entities for

collaborative efforts beneficial to the University.

2. Vice President for Academic Affairs Office. The Vice President for Academic

Affairs, through its colleges and offices, oversees the development in attaining

quality education, sustains the delivery of excellent instruction, research, extension,

and student support services that are compliant to applicable regulatory and statutory

requirements for utmost satisfaction of all stakeholders, ensuring their health and

safety, and reduces environmental impact in its operations taking into consideration

the core functions and services of the colleges and offices under the administration.

3. Vice President for Institutional Linkages and External Affairs Office. Office of

the VP ILEA provides leadership and strategic direction in creating an exceptional

learning environment for TSU students and faculty and provide opportunities for

them to be trained as valuable global leaders. It also initiates exploration of linkages

with local and foreign entities as well as executing internal and external information

dissemination on university matters and establish community relations. Lastly, it also

serve as the link between the alumni and the administration in their involvement in

their support and commitment to TSU

4. Vice President for Research and Extension Services Office. The Office of the

Vice President for Research and Extension Services provides strategic direction and

vi

leadership in the University’s purpose to serve as a catalyst for inclusive growth by

developing a rigorous program of faculty research and creative accomplishments and

engaging communities in the adoption and utilization of University-developed

technologies and other worthwhile activities geared towards economic

transformation.

5. Vice President for Administration and Finance Office. The Offices of the Vice

President for Administration and Finance (VPAF) takes the role in providing

leadership and control in the area of fiscal management, infrastructure development,

physical plant maintenance, human resource management, resource generation and

administrative services to the University in the pursuit of the University’s Mission

and Goals.

6. Accounting Unit. To produce financial information concerning past operations and

present condition of the University; provide a basis for guidance for future

operations; provide an accounting system in the receipt, disposition and utilization

of funds and property; and report the financial positions and results of operations of

the University for the information of all persons concerned.

7. Business Affairs & Auxiliary Services Office. To generate additional revenues for

augmentation to various University projects and expenditures.

8. Cashiering Unit. To deposit all collections to the authorized depository bank;

update posting of every transaction to their respective cash books; maintain

disbursements within the limits of cash available per account; submit liquidation

report; and safeguard the custody of cash on hand and created accountable form.

9. Administrative Services Office. The Office of Director for Administration is

committed to deliver support services to TSU for the utmost satisfaction of its clients

and other stakeholders. Provision for efficient payroll and remittances system for all

employees; Improvement of operational policies and procedures in records

maintenance, use and control; Procurement of goods and services in a timely manner

while complying with procurement law and other pertinent law; Effective and

efficient system for supplies and property issuances and control consistent and

compliant to applicable statutory laws, rules and guidelines; and ensure a safe,

secure, peaceful, clean, environment- friendly and healthy working-learning place.

10. Human Resource Development and Management Office. The HRDMO is the

arm of the Administration focused on efficient attraction, development, retention of

creative, competent and dynamic employees who embrace excellence in all of the

institutional thrusts. Our vision, to foster and capitalize on the potentialities of the

personnel, cultivating a workforce consistently able to respond to the challenges

facing TSU as we strive on becoming a prime university can be achieved in the

functions of: Recruitment, Selection and Promotion Unit; Performance Management

Unit; Training, Assessment, and Organizational Development Unit; Employee’s

Welfare Unit; and Employee Relations Unit.

vii

11. Center for Gender and Development. Gender and Development strive to attain

equality of both men and women and their entitlement to appreciate fair with

conditions understanding their full human potential as dynamic agents of societal

advancement. This point of view additionally focuses on the capacity to terminate

the socio-economic, political, cultural and psychological implications of an issue to

see how the contrast between the genders influences and is influenced by strategies,

projects, and undertakings.

12. Internal Audit Services. Advise the President of the University on all matters

relating to management control and operations audits; Conduct management and

operations audits of college/office functions, programs, projects, activities with

outputs, and determine the degree of compliance with their mandates, policies,

government regulations, established objectives, systems and procedures/processes

and contractual obligations; Review and appraise the systems and procedures,

organizational structures, asset management practices, financial and management

records, reports and performance standards; Analyze and evaluate management

deficiencies and assist top management by recommending realistic courses of action;

and perform such other related duties and responsibilities as may be assigned by the

President or as may be required by law.

13. Budget Management Office. The Budget Management Office adheres to the

government phases of budgeting known as budget preparation, budget authorization,

budget execution, and budget accountability. The Office prepares Agency Annual

Budget Proposal of the University with consultation with the executive committee,

conducts series of meetings with the different university officials regarding

expenditure priorities of the University and classifies expense in accordance with

Chart of accounts and Purposes and prepares monthly status of funds by

Program/Project/Activity.

14. Management Information Systems Office. Implement office automation systems

to support wide range of business office activities that provide for improve workflow

and communications to the different units/offices and sustain 24/7 website

connectivity to guarantee global access to university’s programs and activities;

Maintenance of ICT equipment connected to the network and management of the

core computer network infrastructure of the University

15. Records and Archives Unit. a.) Records Section – is responsible for planning,

developing, prescribing, disseminating and enforcing policies, rules and regulations

and coordinating University-wide records management program.

b.) Archives Section – is responsible in the selection, collection and preservation of

historical records making such records available for public use.

16. Quality Assurance Office. To establish and maintain a documented procedure in

conducting program accreditation in the university. To establish and maintain a

documented procedure in submitting the institution for accreditation as mandated by

the Commission on Higher Education (e.g. Institutional Sustainability Accreditation,

viii

SUC Levelling, etc.). To establish and maintain a documented procedure in sending

TSU Faculty members to serve as AACCUP accreditors.

17. Office of Public Affairs and Information. Public assistance and information

office; promote and advertise the Tarlac State University; collate and gather news

articles through interviews and meetings for OPA Bulletin; accommodate students,

parents and visitors who need assistance; approve information/news from the

different colleges, offices, and students organizations of the University, for posting

in the bulletin boards; and Approve organizations or establishments the job

opportunities for TSU students and graduates for possible employments.

18. University Hotel. The TSU HOTEL ensures excellence in services to internal and

external customers by meeting the standards set by the Department of Tourism

through continuous improvement of internal processes guaranteeing customers’

satisfaction, achieving best result in terms of hospitality while ensuring the

cultivation of positive values, sustaining good environmental practices, observing

legal requirements and protecting the interest of all stakeholders.

19. Technology, Development, Transfer and Commercialization Office. The

TDTCO identifies and manages all intellectual properties with potential for

registration, transfer, and commercialization, created by faculty members, personnel,

and university staff as well as visiting professors and students of the university

20. Civil Security Unit. To provide security services with particular emphasis on the

protection of properties and against campus vandalism and destructive acts; maintain

peace and order; and extends maximum security to students and employees.

21. Procurement Unit. To ensure that the highest quality of supplies, materials and

equipment are procured with the minimum expense to the government.

22. Facilities Development and Management Office. The FDMO shall be responsible

for the development and long-range planning, design and construction of new

facilities, maintenance and repair of all facilities, building systems, utilities, energy

management, landscaping, and grounds. The FDMO shall have the following

functions: General services (move support, trash disposal, acquisition of general

classroom and laboratory furniture); Building maintenance; Grounds maintenance

and care; Utilities management; Construction and remodeling, and; Facility safety

and fire prevention.

23. University Board Secretary Office. Prepare the agenda, manage, attend and

maintain records and proceedings of meetings of the Board of Regents, Academic

Council, and Administrative Council of the University. Draft correspondence and

other documents for the Board Chair and President of the University and President’s

Report on a quarterly basis.

24. Supply and Property Management Unit. To attain the most economical, efficient,

effective and sustainable use of property through adequate accounting utilization,

ix

maintenance and disposal practices, manage government property with due

recognition in its value, minimizing inventories, fully utilizing what is available

government-wide and disposing them for the best returns if no longer needed.

25. Motorpool Unit. Tarlac State University Motor Pool, our mission is to provide safe,

economical, convenient, and comfortable transportation for Tarlac State University

faculty and staff to perform their official duties.

FEEDBACK AND REDRESS MECHANISMS

Clients may accomplish the Customer Feedback Form for any complaint, suggestion or

recommendation, and put/drop the accomplished feedback form in the appropriate box

provided by the office.

For special cases, Clients may write written/verbal complaints to be submitted at the

Office for Public Affairs and Information.

x

TABLE OF CONTENTS

ACADEMIC SERVICES

• School of Law 1

General Pre-enrolment, Enrolment Procedures and Other Service 1

• College of Science 2

General Pre-enrolment Procedures

For New Students (1st year to 4th year Students) 2

For Old Students (2nd year to 4th year Students) 3

For Transferees, Shifters, Returnees, Second Coursers

and Professional Education Subject Takers 3

Cross-Enrollees 4

Graduating Students Enrolled in Thesis Writing 5

• College of Arts and Social Sciences 6

Enrolment Procedures

For Freshmen 6

For 2nd year to 4th year students 7

Transferees, Shifters, Returnees and Second Courser 8

Cross-Enrollees 9

• College of Education 10

General Enrollment Procedures

For New Students 10

Transferees, Returnees, Second Courser and Professional Education Takers 11

Cross-Enrollees 12

• College of Computer Studies 13

General Enrolment Procedures

For Freshmen 13


Transferees, Shifters, Returnees, Second Courser and Professional Education

Subject Takers 15

Cross-Enrollees 16

Graduating Students Enrolled in Thesis Writing 17

• College of Business and Accountancy 18


For Freshmen 18

xi


Graduating Students with Deficiencies 19


Subject Takers 19

Cross-Enrollees 20

• College of Architecture and Fine Arts 21


For Freshmen 21



Subject Takers 23

Cross-Enrollees 24

• College of Public Administration and Governance 25


Freshmen 25

2nd year to 4th year students 25


Subject Takers 26

Cross-Enrollees 27

New Graduate School Students 28

Old Graduate School Students 29

Undergraduate Students (Thesis Defense) 29

Graduate Students (Thesis/Dissertation Defense) 29

• College of Criminal Justice Education 31


For Freshmen 31


Transferees, Shifters, Returnees and Second Courser 33

Cross-Enrollees 34

• College of Engineering and Technology 35


For Freshmen 35

• National Service Training Program Office 36


Cross-enrollees 36

Choosing a Component 37

xii

Proposed Seminar, Activity and Orientation 38

Procedure for Serial Number (Transferred to different school) 38

ACADEMIC-RELATED SERVICES

• Student Affairs Services 39

Monetary Incentives 39

Budget Hearing 40

Off-Campus Activities 41

• Student Affairs Services - Scholarship Unit 43

Processing of Scholarship 43

• Medical Health Unit 45

Summary of Services Provided 45

Evaluation and Management (History and Physical Examination) 46

A. Minor Illness/Injuries

B. Emergency/Major Cases

Immunization of vaccines, Wellness Disease Lectures, Health Screenings

& Medical Assistance 47

• Dental Health Unit 48

Scheduling of New Patient 48

Scheduling of Regular Patient 49

Pre-treatment Procedure 49

Dental Treatment Procedure 50

Requesting Dental Certificate 51

• Guidance and Counseling Services 52

Individual Counseling Services 52

Group Counseling Services 53

Referral Counseling Services 54

Ecumenical Recollection/S.A.L.T. Activity 55

Homeroom Guidance/Classroom Lecture Activity 56

VPI/RIASEC Examination and Career Counseling 57

Seminar on Study Habits for Freshmen 58

- Testing, Evaluation and Monitoring Services 59

Admission Test and Psychological Test 59

- Career and Job Placement Services 63

xiii

Request for Graduate List/Local Recruitment Activity 63

Request for Graduate List 64

Request for Job Posting 65

Referral of Walk-in Students/Graduates to Employers 67

• Sports Development Management Unit 68

Monetary Incentives 68

• Student Development Unit 69

Processing of Lost RFID 69

Approval or Recognition for New Student Organizations and Renewal 70

Approval of Student Organizations Activities 71

Budget Hearing 72

Filing Complaint and Investigation Against Students/Faculty/Personnel 73

• Library Management System 75

Borrowing Books/Materials 75

Returning Books/Materials 75

Renewing Books/Materials 76

Computer and Internet Access 76

Referral Service 77

Library Clearance 78

• Admission and Registration Office 79

Issuance of Admission Slip 79

Issuance of Notice of Acceptance, Validation and Accreditation Forms

(For Transferees) 80

Issuance of Adding, Changing and Dropping Form 81

Issuance of Application Form for Shifter/Returnee 82

Issuance of Notice of Acceptance for Foreign Students 83

Issuance of Certificate of Registration (COR) 84

Reprinting of Report of Grades (ROG) 85

Issuance of Certificate of Transfer Credentials 86

Issuance of Official Transcript of Records (Graduates) 87

Issuance of Certification of (Certification, Authentication and Verification (CAV)

Employment, Evaluation, Ranking, Record and Other Purposes 88

• University Research Office 89

UREC Evaluation 89

Request for Incentives 89

Requesting of Funds for College Research Colloquium 90

xiv

Anti-Plagiarism Scan (TURNITIN) 91

Inter-Office Communication (Signature of URO Director) 92

Processing of Endorsement 92

• Office for Culture and the Arts 93

ADMINISTRATIVE AND SUPPORT SERVICES

• Office of the University President 94

Personal Meeting with the President (walk-in) 94

Personal Meeting with the President (with appointment) 95

Dissemination of Incoming Communication from Outside Persons or Agencies 96

Action on Contracts and External Agreements 97

Action on Internal Requests of Colleges and Offices 98

Action on the Approval of Letters/Communications from different colleges/offices

of the University 99

• VP for Academic Affairs Office 100

Key Points 100

Requests of Students/Offices/Personnel 101

• VP for Institutional Linkages and External Affairs Office 102

Signing of Travel Order 102

– Office of International Affairs 102

Request for Copy of MOU/MOA 102

Transaction on the Issuance of Certification on the Necessity of the

Foreign Travel and Authority to Travel 103

– Office of Institutional Linkages 103

Request for Copy of MOU/MOA 103

• VP for Research and Extension Services Office 104

Incoming Communication and or/ Endorsement from the OUP 104

Transactions from the Research and Extension Services 105

Inter-Office Communication and Transactions 106

Other Transactions 107

• VP for Administration and Finance Office 108

Incoming Communication and or/ Endorsement from the OUP 108

Inter-Office Communication and Transactions 108

• Accounting Unit 110

xv

Re-assessment/Adjustment of Student Fees and Checking of Student

Account Balances 110

Refund of Tuition Fees 110

Refund of Breakage Deposit 111

Refund of Overpayment 111

• Business Affairs and Auxiliary Services Office 112

Digital Studio RFID Processing 112

Request to use University Facilities 114

Issuance of Uniforms 115

Purchasing of Merchandise 115

I.D. Processing and Printing 116

Application for Vehicle Gate pass 117

• Cashiering Unit 118

Payment of Fees 118

Request for Certificate of Payment for Lost Official Receipt 118

Signing of Student Clearance 119

Claiming of Cash Benefits Over-the-Counter 119

Claiming of Checks 120

Payment Thru Petty Cash 120

Payment Thru Advice to Debit Account (ADA) 121

Payment Thru Checks 122

• Administrative Services Unit 123

Payroll Preparation for Job Orders 123

Payroll Preparation for Lecturers and Honorarium of Regular Faculty 124

Processing of Special Order for Lecturers/Honorarium Classes 125

• Human Resource Development and Management Office 126

Filing of Cases and Complaints at the HRDM Office 126

Request for Other Personnel Related Documents and Reports 127

– Recruitment, Selection and Promotion Unit 128

Receiving of Application 128

Issuance of DBP Certification 128

- Employees’ Welfare Unit 129

Request for Certification 129

- Employee Relations Unit 130

Scholarship Application 130

Request for Extension of Scholarship and other Scholarship Matters Request 131

xvi

Reinstatement from Study Leave 132

• Center for Gender and Development 133

Capacity Building 133

Submission of Research Proposals 134

Approval of Research Proposals 134

In-house Review of Completed Researches 136

Gender-Responsive Extension Program for

Short-term of Services/Activities 138

Gender-Responsive Extension Program for

Long-term of Services/Activities 138

TSU-GAD Funding and Program/Project Implementation 140

Child Care Center 140

• Internal Audit Services 142

Audit Process: Operations, Management and Special Audits 142

• Budget Management Office 143

Certification of Allocation of Fund 143

Processing of Payrolls and Vouchers 143

Queries/Assistance on Certification on Allocation of Fund 144

• Management Information Systems Office 145

Blocking and Unblocking of RFID Cards 145

Create and Update of Website 145

Development of New Systems/Programs 146

Report Generation 146

Resetting and Creating of User Account

(Prisms, Student Portal, Faculty Portal, Employee Portal) 146

Unposting of Gradesheets 147

Changing of Posted Schedule 147

Tagging of Faculty/Room/Schedule 147

Tagging of Honorarium Classes 148

Transfer of Students 148

System Access/Privilege Tagging 148

Biometrics Registration 149

Computer Examination 149

Inspection for Condemn of ICT Equipment 150

Inspection of New ICT Equipment 150

Preventive Maintenance for Desktop Computer Units 151

xvii

Repair of ICT Equipment 151

Software Installation 152

Cabling for New Network Connection 152

Creation of DMS Access 153

Creation of Domain Accounts 153

Creation of Email Account 154

Creation of Office Communicator Accounts 154

New Desktop Connection to TSU Network 155

Reset of Domain Accounts 155

Reset of Office Communicator Accounts 156

Wi-Fi Set-Up/Deployment 156

• Records and Archives Unit 157

Internal Document 157

External Document (Received Records) 159

• Quality Assurance Office 160

Program Accreditation by AACCUP 160

Conduct of CHED Accreditation (RQAT, COD/COE) 161

Sending TSU Faculty Member/s for AACCUP Accreditor’s Training 162

Sending TSU Faculty Member as Program Accreditor 163

• Office of Public Affairs and Information 164

Publication of the TSU Bulletin and Quarterly Reports 164

Regulation of Posting and Approval of Advertisement/Announcement 164

Publication of News, Articles, Etc. Online Through University Website 164

• University Hotel 165

Room Reservation by Walk-in Guests 165

Room Reservation by (Phone/On-Line) 166

Laundry Services 168

• Technology, Development, Transfer and

Commercialization Office 170

Trademark Application Assistance 170

Copyright Deposit Assistance 171

• Civil Security Unit 172

Application Forms 172

Procedure for CCTV Review 172

Procedure for Lost and Found 173

xviii

Procedure for Action on Complaint 173

• Procurement Unit 174

Procedures on the Preparation and Submission of Annual Procurement Plan (APP) 174

Procedures on the Sale of Bidding Documents 175

Procedures on the Submission of Purchase Request 175

Procedures on the Processing of Purchase Request/Work Order 176

Procedures on the Canvassing of Request 178

Procedures on the Performance Evaluation of Contract/Suppliers 178

• Facilities Development and Management Office 179

Processing of Billing for Infrastructure Projects 179

• University and Board Secretary 181

Request for Resolutions 181

• Supply and Property Management Unit 182

Receipt of Deliveries of Supplies, Materials and Equipment 182

Issuance of Supplies, Materials and Equipment 184

Disposal of Unserviceable Supplies, Materials and Equipment 185

Issuance of Clearance for Property Accountability 187

• Motorpool Unit 188

Scheduling of Travel 188

1

SCHOOL OF LAW

GENERAL PRE- ENROLLMENT AND ENROLLMENT PROCEDURES AND OTHER

SERVICES OF THE COLLEGE

Procedure Person In Charge Duration Fees/No Fees Forms/Documents

Evaluation of Transcript of records , Philippine Law School Admission Test Result Evaluation of Pre requisites subject , 18 units Social Science , 18 Units English and 6 units Math Secure for the entrance exams requirements Secure for payment of entrance examination Interview by College Dean, College enrolment pre- assessment Secure payment of tuition fee Printing of Certificate Of Registration

Dean’s Office/ Staff

ORA

Admission / Testing

Cashier

Dean’s Office

Cashier

Dean’s Staff

10 minutes

10 minutes

5 minutes

5 minutes

15 minutes .

5 minutes

3 minutes

None

None

None

1,000.00

None

1,000.00 per unit

None

2

COLLEGE OF SCIENCE


CLIENT STEP PROCEDURE

PERSON-

in-

CHARGE

DURATION

of

ACTIVITY

Forms/

Documents

FEE/NO

FEE

A. New

Student

from 1st

year to 4th

year

1

2

3

4

5

6

• Get CET result

• Physical &

Medical

Examination.

For Nursing

Students only:

(CBC,X-ray,

Urinalysis,

Pregnancy Test,

Hepa B Vaccine)

• The students will

be interviewed

regarding their

grades, result of

their

physical/medical

exams, and

orientation on

Enrollment

Process

• Pre- Assessment

• Tagging of Free

Tuition; Get

COR

• Go to the

Business Center

for the Uniform,

ID

Testing

Office

TSU Clinic

(Loving

Mother )

Dean

College

College

Business

Center

(Main

Campus)

3 minutes

1 Hour

10 minutes

5 minutes

3 minutes

15 minutes

Exam results

and Admission

slip

Medical exam

List

ROG,

physical/medical

exam result

Admission Slip

Assessment

Form

Uniform, ID

assessment form

/ COR

NO FEE

NO FEE

NO FEE

NO FEE

NO FEE

NO FEE

3

B. OLD

Students

from 2nd

year to 4th

year

1

2

3

4

• Proceed to College

enrollment area for

computerized

enrollment (pre-

assessment).

• Tagging of Free

Tuition

• Go to the Business

Center for renewal

of I.D. (if needed).

• Scholastic

delinquent students

(Warning, Probation

and Dismissal in the

College) should

pass through the

Guidance and

Counseling Unit

before being

admitted for

enrollment.

COS

Faculty

College

Business

Center

Guidance

Office

10 minutes

5 minutes

10 minutes

20 minutes

Admission Slip

Assessment

Form

ID assessment

form / COR

NO FEE

NO FEE

NO FEE

NO FEE

C.

Transferees,

Shifters,

Returnees,

Second

Coursers,

Professional

Education

Subjects

Takers

1

2

3

• For transferees,

returnees, second

coursers, and

professional

education takers,

go to

Admissions Unit

for compliance

of requirements

and to secure

Admission Slip.

• Physical &

Medical

Examination.

For Nursing

Students only:

(CBC,X-ray,

Urinalysis,

Pregnancy Test,

Hepa B Vaccine)


be interviewed

regarding their

grades, result of

their

physical/medical

Admission

TSU Clinic

(Loving

Mother )

Dean

5 minutes

1 Hour

10 minutes

Acceptance

Form

Medical exam

List

ROG,

physical/medical

exam result

NO FEE

NO FEE

NO FEE

4

4

5

exams, and

orientation on

Enrollment

Process

• Proceed to

enrollment area of

Colleges for

submission of

documents and

computerized

enrollment (pre-

assessment).


Center for the I.D.

and uniform

COS

Faculty

Business

Center

5 minutes

5 minutes

Admission Slip

ID assessment

form / COR

NO FEE

NO FEE

D. Cross-

Enrollees

1

2

3

4

• For transferees,

returnees, second

coursers, and

professional

education takers, go

to Admissions Unit

for compliance of

requirements and to

secure Admission

Slip.

• Physical &

Medical

Examination.

For Nursing

Students only:

(CBC,X-ray,

Urinalysis,

Pregnancy Test,

Hepa B Vaccine)


be interviewed

regarding their

grades, result of

their

physical/medical

exams, and

orientation on

Enrollment

Process

• Proceed to

enrollment area of

Colleges for

Admission

TSU Clinic

Dean

COS

Faculty

5 minutes

1 Hour

10 minutes

5 minutes

Acceptance

Form

Medical exam

List

ROG,

physical/medical

exam result

Admission Slip

NO FEE

NO FEE

NO FEE

NO FEE

5

5

6

submission of

documents and

computerized

enrollment (pre-

assessment).


Center for the I.D.

and uniform

• Scholastic

delinquent

students

(Warning,

Probation and

Dismissal in the

College) should

pass through the

Guidance and

Counseling Unit

before being

admitted for

enrollment.

Business

Center

Guidance

Office

15 minutes

20 minutes

ID assessment

form / COR

NO FEE

NO FEE

E. For

Graduating

Students

Enrolled in

Thesis

Writing

1

2

• Go to the Dean’s

Office for the

assessment of

thesis.

• Submit the

Assessment to

the Thesis

Coordinator

Clerk

Thesis

Coordinator

5 minutes

3 minutes

ID

Thesis

Assessment

from

NO FEE

NO FEE

• Free Tuition and Miscellaneous fees (RA 10931; “ Universal Access to Quality Tertiary Education Act of

2017”)

6

COLLEGE OF ARTS AND SCIENCES

ENROLLMENT PROCEDURE

FOR FRESHMEN STUDENTS (1ST YEAR)

Responsible Person/s

Details Duration Requirements/ Fees

ADMISSION UNIT

ADMISSION UNIT

ADMISSION UNIT

College

Enrollment Area

CASS Faculty In charge

CASS Faculty In

charge

CASS Faculty In

charge

Submit the complete credentials at the Admission Unit. a. Form 138 b. Good Moral Character c. 2 ID Picture (2x2) d. PSA Birth Certificate e. NCAE f. Medical Certificate g. College Admission Test Result Encoding the application number indicated in the College Admission Test result to the enrollment system. Issue admission slip with student number for the enrollment Proceed to the enrollment area for tagging of subjects. The students will proceed to the faculty in-charge for the tagging of free tuition if they are qualified for the free tuition

The students will Proceed to the Faculty In charge for the assessment of their uniform and ID.

Right after the free tuition tagging, the schedule for medical examination will be given. Note:

(COR is available for printing at the TSU portal account of the student)

5 minutes

5 minutes

3 minutes

2 minutes

2 minutes

2 minutes

2 minutes

None

None

None

None

None

None

None

7

ENROLLMENT PROCEDURE FOR OLD STUDENTS FROM (2ND TO 4TH YEAR)

Responsible

Person/s Details Duration Requirements/

Fees

College Enrollment

Area

CASS Faculty In

charge

Registrar/Business Center

Guidance Counselor

College Clerk

Registrar

Proceed to the enrollment area for advising and tagging of subjects. The faculty in-charge will tag the students if they are qualified for the free tuition

The student shall proceed to the Registrar Office for the validation of ID or business center for the renewal of ID (if needed)

The Scholastic delinquent students (warning, probation, and dismissal in the College), should pass through the Guidance and Counseling Unit before being admitted for enrolment The students will then request for subject that they need through signing a form and give it to the College Clerk for encoding The students will proceed to the Office of the Registrar for adding/changing of subject Note: (COR is available for printing at the TSU portal account of the student)

5 minutes

2 minutes

5 minutes

10 minutes

5 minutes

5 minutes

None

None

None

None

None

None

8

ENROLLMENT PROCEDURE FOR TRANSFEREES, SHIFTERS, RETURNEES AND SECOND COURSER

Responsible


Fees

ADMISSION UNIT

ADMISSION UNIT

ADMISSION UNIT

College Enrollment Area




Submit the complete credentials at the Admission Unit. Encoding the application number indicated in the College Admission Test result to the enrollment system. Issue admission slip with student number for the enrollment Proceed to the enrollment area for tagging of subjects. The students will proceed to the faculty in-charge for the tagging of free tuition if they are qualified for the free tuition.


The students will proceed to the Office of the Registrar for adding/changing of subject Note: (COR is available for printing at the TSU portal account of the student)

5 minutes

5 minutes

3 minutes

2 minutes

2 minutes

2 minutes

2 minutes

None

None

None

None

None

None

None

9

ENROLLMENT PROCEDURE FOR CROSS -ENROLLEES

Responsible


Fees

ADMISSION UNIT

ADMISSION UNIT

ADMISSION UNIT


Cashier

Submit the complete credentials at the Admission Unit ( Students from other school only). Encoding the application number indicated in the College Admission Test result to the enrollment system. Issue admission slip with student number for the enrollment Proceed to the enrollment area for tagging of subjects. The students will proceed to the Cashier Office for the payment of tuition Fee (students from other School) Note: (COR is available for printing at the TSU portal account of the student)

5 minutes

5 minutes

3 minutes

2 minutes

2 minutes

None

None

None

None

Fee

10

COLLEGE OF EDUCATION

GENERAL ENROLMENT PROCEDURES NEW STUDENTS

Responsible Person

Details Duration FEES FORMS/DOCUMENTS

Admission Office COEd Faculty

Present CET result, and other Requirements for Admission for Verification Pre- Assessment (enrollment) Tagging of Free Tuition Printing of COR ID & Uniform Schedule (BC)

5 minutes 3 minutes 2 minutes 1 minutes 3 minutes

NO FEES NO FEES NO FEES NO FEES NO FEES

REQUIREMENTS ADMISSION SLIP PRE- ASSESSMENT FORM ASSESSED FEES GENERATED SCHEDULE

11

GENERAL ENROLMENT PROCEDURES

TRANSFEREES, Returnees, Second Courser and Professional Education Subject Takers

Responsible Person FORMS / DOCUMENTS FEES Details Duration

Admission Unit COEd Faculty

COMPLETE REQUIREMENTS ADMISSION SLIP PRE-ASSESMENT FORM ASSESED FORM

NO FEES NO FEES NO FEES NO FEES

Admission Unit for Compliance

of Requirements and Secure

Admission Slip

Pre – Assessment

Tagging of

Tuition

Get CERTIFICATE OF REGISTRATION

(COR)

5 minutes 10 minutes 2 minutes 2 minutes

12

GENERAL ENROLMENT PROCEDURES CROSS-ENROLEES

Responsible Person FORMS/DOCUMENTS FEES Details Duration

Cross-Enrollee’s Mother College Dean where the subject is being offered Cross-Enrollee’s Mother College

CROSS ENROL FORM CROSS ENROL FORM CROSS ENROL FORM

NO FEES NO FEES NO FEES

Permission to Cross-enroll

from the College Dean

Checking for availability of

slots and other schedule

Approval of the

College Dean where the

subject is being offered

Allowing the subject to be

opened to other college

Proceed to the mother college

5 minutes 5 minutes 3 minutes

13

COLLEGE OF COMPUTER STUDIES


Client: Freshmen Students (1st Year)

Procedure Person In-

Charge

Duration Fees/ No Fees Forms/

Documents

For New Students

Get the CET result

from Testing Office,

then submit admission

request to admission

office.

Proceed to College

enrolment area for

Computerized

enrolment (pre-

assessment)

Proceed to College

Area 2 for Tagging of

Free Tuition Fee, and

get the COR

(Certificate of

Registration)

Issuance of I.D and

Others

Testing and

Admission

Office

College Area 1

College Area 2

Business Center

3 minutes

10 minutes

5 minutes

3 minutes

None

None

None

None

CET Result

Admission Slip

Pre-Enrollment

COR

14


CLIENT: OLD STUDENTS FROM 2nd YEAR TO 4th YEAR

Procedure Person In

Charge

Duration Fees/No

Fees

Forms/

Document

s

Scholastic delinquent students

(Warning, Probation, and Dismissal

in the College) should pass through

the Guidance and Counseling Unit

before being admitted for enrollment

Proceed to College enrollment area

for computerized enrolment (pre-

assessment)

Go to College Area 2 for tagging of

Free Tuition Fee

Get Certificate of Registration (COR)

from the ORA

Go to the Business Center for the

renewal of I.D (if needed)

Guidance

Office

College Area

Area 1

College Area

2

ORA

Business

Center

20 Minutes

10 Minutes

5 minutes

10 minutes

5 minutes

None

None

None

Student ID

None

Student ID

Student ID

Student ID

Student ID

15


CLIENT: TRANSFEREES, SHIFTER, RETURNEES, SECOND COURSERS, PROFFESSIONAL EDUCATION

SUBJECTS TAKERS


Charge

Duration Requirements/

Fees

Form/Documents

For transferees, returnees, second

coursers and professional

education takers, go to Admissions

Unit for compliance of

requirements and secure

Admission Slip

Proceed to enrolment area of

Colleges for submission of

documents and computerized

enrolment

(pre- assessment).

Proceed to College Area 2 for

Tagging of Free Tuition fee

Get Certificate of registration

(COR) from the ORA

Go to the Business Center for

renewal of I.D (if needed

Admission

Office

College Area 1

College Area 2

Registrar Office

Business Office

5 minutes

10 minutes

5 minutes

10 minutes

5 minutes

None

None

None

None

None

Student ID

Student ID

Student ID

Student ID

Student ID

16


CLIENT: Cross- Enrollees


Charge

Duration Fees/No Fees Documents/Forms


(Warning, Probation, and

Dismissal in the College)

should pass through the

Guidance and Counseling Unit

before being admitted for

enrollment

Go to the Admissions Unit for

the submission of requirements

and to secure Admission Slip

(Students from other school)




enrolment

(pre- assessment).



Get Certificate of Enrollment

(COR) from the ORA


Uniform and ID

Guidance

Office

Admission

College Area 1

College Area 2

Registrar Office

Business Center

5 minutes

5 minutes

10 minutes

5 minutes

5 minutes

5 minutes

None

None

None

None

None

None

Student ID

None

Student ID

Student ID

Student ID

Student ID

17


CLIENT: For Graduating Students Enrolled in Thesis Writing

Procedure Person In- Charge Duration Fees/No

Fees

Documents/

Forms

Go to the Dean’s Office to get the

TCP Form 7 & 8

See the Thesis Adviser/Technical

Adviser for the signing of the

forms.

Go to the Dean’s Office. Submit

the TCP Forms 7 & 8 for

Scheduling of Defense

Clerk

Thesis Technical

Adviser and Subject

Teacher

Clerk

1 minutes

2 minutes

5 minutes

None

None

None

Forms 7 & 8

Forms 7 & 8

Forms 7 & 8

18

COLLEGE OF BUSINESS AND ACCOUNTANCY

GENERAL ENROLLMENT PROCEDURES CLIENT: FOR FRESHMEN STUDENTS

Responsible


Fees

Testing and Admission

Office

CBA Faculty

Office of the

Dean

Business Office

Get result of admission test from Testing Office (for those who did not yet receive the result) Proceed to enrollment area of CBA for submission of documents and assignment of section Get Pre-assessment registration and confirm tagging for 100% Continuing Scholarship Go to the Business Center for the Uniform and ID

5 mins 10 mins 10 mins 10 mins

None

None

None

None

GENERAL ENROLLMENT PROCEDURES

CLIENT: OLD STUDENTS FROM 2ND YEAR TO 4TH YEAR

Responsible

Person/s Details Duration Requirements/Fees

CBA Faculty

Guidance Office

Office of the Dean

Registrar Office

Proceed to College enrollment area for Advising at designated room Scholastic delinquent students (Warning, Probation, and Dismissal in the College) should pass through the Guidance and Counseling Unit before being admitted for enrollment Get Pre-assessment registration and confirm tagging for 100% Continuing Scholarship Get Certificate of Registration (COR) from the ORA


Student ID

Student ID

None

Student ID

19


CLIENT: GRADUATING STUDENTS WITH DEFICIENCIES

Responsible


Fees

Registrar

Office

Office of the Dean

College Dean Director, ORA VP Academic

Affairs

Registrar Office

Secure an evaluation of all subjects taken from ORA Fill out application form for requests of over loading Secure approval of requests from concerned authorities Get Certificate of Registration (COR) from the ORA


Student ID

Student ID

Student ID

Student ID


CLIENT: TRANSFEREES, SHIFTERS, RETURNEES, SECOND COURSERS, PROFESSIONAL EDUCATION SUBJECTS TAKERS

Responsible


Fees

Guidance Office


Office

CBA Dean and CBA Faculty

Registrar Office

Business Center

For Shifters go to the Guidance and Counseling Unit before going to the Admissions Unit for compliance of other requirements and to secure Admission Slip For transferees, returnees, second coursers, professional education takers, go to Admissions Unit for compliance of requirements and to secure Admission Slip Go to respective College for advising, open subjects and available slots Get Certificate of Enrollment (COR) from the ORA Go to the Business Center for Uniform and ID

5 mins 5 mins 10 mins 5 mins 5 mins

Student ID

Student ID

Student ID

Student ID

Student ID

20

GENERAL ENROLLMENT PROCEDURES CLIENT: CROSS-ENROLLEES

Responsible


Fees


Office

CBA Dean and Faculty

Office of the Dean

Registrar Office

Go to the Admissions Unit for submission of requirements and to secure Admission Slip (if from other school) See the College Dean for advising, open subjects and available slots Get Pre-assessment registration and confirm tagging for 100% Continuing Scholarship Get Certificate of Enrollment (COR) from the ORA


Student ID

Student ID

Student ID

Student ID

21

COLLEGE OF ARCHITECTURE AND FINE ARTS


CLIENT: FRESHMEN STUDENTS (1ST YEAR)

PERSON-IN-

CHARGE PROCEDURE Duration Fees Requirements/

Forms/ Documents

Testing and

Admission

Office

Admission

Office.

College Area

1

College Area

2

College Area

3

For New Students

Get the CAT result

from Testing Office,

then submit

Admission request to

admission office.

Proceed to College

enrolment area for

Computerized

enrolment (pre-

assessment)

Proceed to College

Area 2 for Tagging of

Free Tuition Fee, and

get the COR

(Certificate of

Registration)

Issuance of I.D and

Others

3 minutes

5 minutes

10 minutes

5 minutes

3 minutes

No Fee

No Fee

No Fee

No Fee

No Fee

TSU College

Admission Test

Result (Original

Copy)

• High School, Form

138/ ALS

• Certificate of Good

Moral Character

• Authenticated

NSO/PSA Birth

Certificate

• 2 Pcs 2X2 colored

• NCAE

• Health examination

Certificate

• 3 Pcs. Self-Address

Stamped Mailing

Enveloped

• Accomplished

Application Form for

Admission

None

None

None

22

GENERAL ENROLLMENT PROCEDURES CLIENT: OLD STUDENTS FROM 2ND YEAR TO 4TH YEAR

PERSON-

IN-

CHARGE

PROCEDURE Duration Fees Requirements/

Forms/ Documents

Guidance

Office

College Area

Area 1

College Area

2

ORA

Business

Center

Scholastic delinquent

students (Warning,

Probation, and Dismissal

in the College) should

pass through the

Guidance and Counseling

Unit before being

admitted for enrollment

Proceed to College

enrollment area for

computerized enrolment

(pre-assessment)

Go to College Area 2 for

tagging of Free Tuition

Fee

Get Certificate of

Registration (COR) from

the ORA

Go to the Business Center

for the renewal of I.D (if

needed)

20 Minutes

10 Minutes

5 minutes

10 minutes

5 minutes

No Fee

No Fee

No Fee

No Fee

No Fee

None

Student ID

Student ID

Student ID

None

23

GENERAL ENROLLMENT PROCEDURES CLIENT: TRANSFEREES, SHIFTER, RETURNEES, SECOND COURSERS, PROFFESSIONAL EDUCATION SUBJECTS

TAKERS

PERSON-IN-


Forms/ Documents

Admission

Office

College

Area 1

College Area

2

Registrar

Office

Business

Office

For transferees, returnees,

second coursers and

professional education

takers, go to Admissions

Unit for compliance of

requirements and secure

Admission Slip

Proceed to enrolment area

of Colleges for submission

of documents and

computerized enrolment

(pre- assessment).

Proceed to College Area 2

for Tagging of Free

Tuition fee

Get Certificate of

registration (COR) from

the ORA

Go to the Business Center

for renewal of I.D (if

needed)

5 minutes

10 minutes

5 minutes

10 minutes

5 minutes

No Fee

No Fee

No Fee

No Fee

No Fee

Student ID

Returnee/Shifting Form

Student ID

Admission Slip

Student ID

Student ID

Student ID

24


CLIENT: CROSS- ENROLLEES

PERSON-IN-


Forms/ Documents

Guidance

Office

Admission

College Area

1

College Area

2

Registrar

Office

Business

Center


(Warning, Probation, and

Dismissal in the College)

should pass through the

Guidance and Counseling Unit

before being admitted for

enrollment

Go to the Admissions Unit for

the submission of requirements

and to secure Admission Slip

(Students from other school)




enrolment

(pre- assessment).



Get Certificate of Enrollment

(COR) from the ORA


Uniform and ID

5 minutes

5 minutes

10 minutes

5 minutes

5 minutes

5 minutes

No Fee

No Fee

No Fee

No Fee

No Fee

No Fee

Student ID

None

Student ID

Student ID

Student ID

None

25

COLLEGE OF PUBLIC ADMINISTRATION AND GOVERNANCE

GENERAL ENROLLMENT PROCEDURE

ENROLLMENT TRANSACTION Schedule: Enrollment Period, Tuesday to Friday, 7:00 am- 6:00 pm

CLIENT STEP ACTIVITY Forms/

Documents

PERSONS/

OFFICE RESPONSIBLE

DURATION OF SERVICE

IN MINUTES

A. For Freshmen

Students (1st

Year)

1

Get result of

admission test from

testing office (for

those who did not

yet receive the

result)

Testing forms Testing

Center

5 minutes

2

Proceed to the

enrollment area of

the College for

submission of

documents and

undergo

computerized

enrollment to secure

certificate of pre-

registration (pre-

assessment)

Admission slip CPA Faculty Clerk

5-10 minutes

3

Go to the Faculty

clerk to submit the

necessary

documents and get

tagged for free

tuition

Assessment form Faculty clerk

5 minutes

4 Pay to the cashier

the necessary fees Assessment form Cashier

5 minutes

5 Get Certificate of

registration (COR)

from the ORA

ID/Pre-

assessment

ORA Clerk

5 minutes

6

Go to the BUSINESS

CENTER

For the issuance of

I.D. uniform and

other items.

Uniform, ID

assessment form

/ COR

Business Center 10 minutes

B. Old students

from 2nd year to

1

Proceed to the

enrollment area of

the College for

submission of

documents and

undergo

computerized

Admission slip CPA Faculty Clerk

5-10 minutes

26

4th year enrollment to secure

certificate of pre-

registration (pre-

assessment)

2

Go to the Faculty

clerk to submit the

necessary

documents and get

tagged for free

tuition


5 minutes



5 minutes


registration (COR)

from the ORA

ID/Pre-

assessment

ORA Clerk

5 minutes

5

Go to the BUSINESS

CENTER FOR

RENEWAL OF I.D.

(if needed)

ID assessment

form / COR


6

Scholastic

delinquent

students

(Warning,

Probation, and

Dismissal in

college) should

pass through the

guidance and

counseling unit

before being

admitted for

enrollment.

Guidance office

forms

Guidance office 5-10 minutes

C. Transferees,

Shifters,

Returnees,

Second

coursers,

Professional

Education

Subject takers

1

For transferees,

returnees, second

coursers and

professional

education takers,

proceed to the

Admissions Office to

submit needed

requirements and to

secure admission

slip

Transferee,

Shifter form,

Testing forms

Admission 5 minutes

2 Go to respective

Colleges for

advisements on

Admission

slip/Assessment

CPA Faculty Clerk 5-10 minutes

27

subjects to be taken

upon validation by

the ORA and

thereafter undergo

computerized


certificate of pre-

registration (pre-

assessment)

form

3

Go to the Faculty

clerk to submit the

necessary

documents and get

tagged for free

tuition


5 minutes



5 minutes


registration (COR)

from the ORA

ID/Pre-

assessment

ORA Clerk

5 minutes

6

Go to the BUSINESS

CENTER FOR

RENEWAL OF I.D.

(if needed)

ID assessment

form / COR


D. Cross

Enrollees

1

Go to the

Admissions Unit for

the submission of

requirements and to

secure Admission

slip (students from

other schools only)

Admission form Admission

5 minutes

2

Go to the College

where the subject/s

can be cross

enrolled and secure

dean’s approval to

open the subject/s

Cross enrol form Dean

2-5 minutes

3

Go to respective

Colleges enrollment

area to undergo

computerized


pre-registration

(pre-assessment)

Assessment form CPA Faculty Clerk

5-10 minutes



5 minutes

28


registration (COR)

from the ORA

ID/Pre-

assessment

ORA Clerk

5 minutes

6

Go to the BUSINESS

CENTER FOR

RENEWAL OF I.D.

(if needed)

ID assessment

form / COR


E. For new

Graduates

1

Go to the Testing

Unit for the

submission of

requirements

Testing forms Testing Unit 5 minutes

2

Proceed to Testing

Unit for assessment

of Admission Exam

(P250.00)

Testing forms Testing Unit clerk

5 minutes


the required fees

Assessment form Cashier 5 minutes

4

Go to respective

Colleges for

advisements on

subjects to be taken

upon validation by

the ORA and

thereafter undergo

computerized


certificate of pre-

registration (pre-

assessment)

Assessment form College /Faculty

Clerk

5-10 minutes


the required fees Assessment form Cashier 5 minutes


registration (COR)

from the ORA

ID/Pre-

assessment

ORA Clerk

5 minutes

7

Go to the BUSINESS

CENTER FOR

RENEWAL OF I.D.

(if needed)

ID assessment

form / COR


29

F. For old

Graduate

Students

1

Proceed to the

College enrollment

to undergo

computerized

enrollment to

secure certificate of

pre-registration

(pre-assessment)

Assessment form CPA Faculty Clerk

5 minutes




registration (COR)

from the ORA

ID/Pre-

assessment

ORA Clerk

5 minutes

4

Go to the BUSINESS

CENTER FOR

RENEWAL OF I.D.

(if needed)

ID assessment

form / COR


THESIS/DISSERTATION DEFENSE TRANSACTION Schedule: Tuesday to Friday 7:00 am- 6:00 pm

CLIENT STEP ACTIVITY Forms/

Documents

PERSONS/

OFFICE RESPONSIBLE

DURATION OF SERVICE

IN MINUTES

For

Undergraduate

Students

(Thesis

Defense)

1 Go to the Office of the

Dean to get form for

the notice of payment

for thesis defense

Notice of payment

form

CPAG Clerk

2 minutes

2 See the College Clerk

for the assessment of

fees

Pre-assessment

form

CPAG Clerk 5 minutes

3 Pay to the Cashier assessment form Cashier 5 minutes

4 Present the Official

Receipt (O.R.) to the

college clerk for

recording purposes

Official Receipt CPAG Clerk 2 minutes

For Graduate

Students

(Thesis/

Dissertation

Defense)

1 Go to the Office of

the Dean to

accomplish the form

Certification and

Recommendation for

Oral Examination

Certification and

Recommendation for

Oral Examination,

Appointment to

adviser

CPAG CLERK 5 minutes

2 See the Dean and

secure approval of

Certification and

Recommendation for Dean 5 minutes

30

Oral Examination.

The Dean sets the

date and venue of the

Oral Examination and

invites members of

the

Thesis/Dissertation

Committee

Oral Examination,

Appointment to

adviser

3 See the College Clerk

for assessment of

fees

CPAG Forms CPAG CLERK 5 minutes

4 Pay to the Cashier


5 Present the Official

Receipt (O.R.) to the

college clerk for

recording purposes

Official Receipt CPAG CLERK 5 minutes

31

COLLEGE OF CRIMINAL JUSTICE EDUCATION

Enrollment Procedure For Freshmen Students (1st Year)

Responsible


Fees

ADMISSION UNIT

ADMISSION UNIT

ADMISSION

UNIT


CCJE Faculty In charge


CCJE Faculty In

charge

Submit the complete credentials at the Admission Unit. Encoding the application number indicated in the College Admission Test result to the enrollment system. Issue admission slip with student number for the enrollment Proceed to the enrollment area for tagging of subjects. The students will proceed to the faculty in-charge for the tagging of free tuition if they are qualified for the free tuition


Right after the free tuition tagging, the schedule for medical examination will be given. Note: (COR is available for printing at the TSU portal account of the student)

5 minutes

5 minutes

3 minutes

3 minutes

2 minutes

2 minutes

2 minutes

a. Form 138 b. Good Moral Character c. 2 ID Picture (2x2) d. PSA Birth Certificate e. NCAE f. Medical Certificate g. College Admission Test Result

None

None

None

None

None

None

32

Enrollment Procedure

For Old Students from (2nd to 4th Year)

Responsible


Fees

College Enrollment

Area

CCJE Faculty In

charge

Registrar/Business

Center

Guidance Counselor

College Clerk

Registrar

Proceed to the enrollment area for advising and tagging of subjects. The faculty in-charge will tag the students if they are qualified for the free tuition

The student shall proceed to the Registrar Office for the validation of ID or business center for the renewal of ID (if needed)

The Scholastic delinquent students (warning, probation, and dismissal in the College), should pass through the Guidance and Counseling Unit before being admitted for enrolment The students will then request for subject that they need through signing a form and give it to the College Clerk for encoding The students will proceed to the Office of the Registrar for adding/changing of subject Note: (COR is available for printing at the TSU portal account of the student)

5 minutes

3 minutes

5 minutes

10 minutes

5 minutes

5 minutes

None

None

None

None

None

None

33

Enrollment Procedure For Transferees, Shifters, Returnees and Second Courser

Responsible


Fees

ADMISSION UNIT

ADMISSION UNIT

ADMISSION UNIT

College Enrollment

Area




Submit the complete credentials at the Admission Unit. Encoding the application number indicated in the College Admission Test result to the enrollment system. Issue admission slip with student number for the enrollment Proceed to the enrollment area for tagging of subjects. The students will proceed to the faculty in-charge for the tagging of free tuition if they are qualified for the free tuition.


The students will proceed to the Office of the Registrar for adding/changing of subject Note: (COR is available for printing at the TSU portal account of the student)

5 minutes

5 minutes

3 minutes

2 minutes

3 minutes

3 minutes

3 minutes

Submit the complete credentials at the Admission Unit.

None

None

None

None

None

None

34

Enrollment Procedure For Cross -Enrollees

Responsible


Fees

ADMISSION UNIT

ADMISSION UNIT

ADMISSION UNIT

College Enrollment

Area

Cashier

Submit the complete credentials at the Admission Unit (Students from other school only). Encoding the application number indicated in the College Admission Test result to the enrollment system. Issue admission slip with student number for the enrollment Proceed to the enrollment area for tagging of subjects. The students will proceed to the Cashier Office for the payment of tuition Fee (students from other School) Note: (COR is available for printing at the TSU portal account of the student)

5 minutes

5 minutes

3 minutes

2 minutes

3 minutes

Submit the complete credentials at the Admission Unit (Students from other school only).

None

None

None

Fee

.

35

COLLEGE OF ENGINEERING AND TECHNOLOGY

Enrolment Procedure for Freshmen Students

PROCEDURE PERSON IN-CHARGE

DURATION

FEES/ NO FEES

FORMS/DOCUMENTS NEEDED

Student presents Admission Slip with assigned Student Number at the College Dean’s Office;

College Dean’s Office screens the admission slip with student number and attaches schedule and section of the student. Obtain the queue number and proceed to the advising and encoding area and wait for the queue number to be called; Present the Admission Slip with attached Schedule and Section to the faculty in-charge of advising for encoding;

Faculty encodes the class schedule and section of the student

Student proceeds to the faculty in charge for Tagging of Free tuition

Faculty tags the assessed fees under the free tuition program and prints the pre-assessment form.

Student proceeds to the cashiering office and presents the pre-assessment form to the cahier. Cashier encodes the amount for the necessary fees not covered by the free tuition specified on the pre-assessment form, collects the amount from the student and prints the official receipt. Student proceeds to the Registration Office, shows the official receipt and claims the validated Certificate of Registration (COR).

Student

Dean’s Office,

Student

Student

Student, Faculty In-charge in

advising/encoding

Faculty

Student

Faculty, Student

Student

Cashier, Student

Student, Registrar’s Office

3 minutes

5 minutes

5 minutes

5 minutes

10 minutes

1 minute

1 minute

3 minutes

5 minutes

5 minutes

NO FEES NO FEES NO FEES NO FEES NO FEES NO FEES NO FEES NO FEES Fees not covered by the free tuition program

NO FEES

Admission Slip, Student Number

Admission Slip, Student Number, Schedule

Section

Admission Slip, Student Number, Schedule

Section

Admission Slip, Student

Number, Schedule Section

Admission Slip, Student

Number, Schedule Section

Admission Slip, Student Number,

Schedule Section

Pre-assessment form

Pre-assessment form

Official Receipt

Certificate of registration

36

NATIONAL SERVICE TRAINING PROGRAM OFFICE

Enrollment Procedure For Cross Enrolees (other school)

Person In

Charge

Procedure

Duration Documents/

Fees

Testing Office

Administrative Aide

Administrative

Aide

Cashier

Registration Office

Business Center

Get a student number and submit required documents Proceed to the enrollment area of the College (NSTP Office) and undergo computerized enrollment to secure certificate of pre-registration (pre-assessment). Submit the necessary documents and get tagged for free tuition. Pay to the cashier the necessary fees. Get Certificate of registration (COR) from the Registration Office. Go to the BUSINESS CENTER For the issuance of I.D. uniform and other items.

5-10 Minutes

5-10 Minutes

5 Minutes

5 Minutes

5 Minutes

10 Minutes

None

None

None

Fees

None

None

37

Application Form For Choosing a Component

Person In Charge

Procedure

Duration Documents/

Fees

NSTP Coordinators/Director

Lecturers/Cadet Officers

Director/ Administrative Aide

Director URO/Vice President for

Academic Affairs/ Administrative Aide

Administrative Aide

Identify the students for the component of their choice. Submit the final list of students who are transferred to different component. Attach the list of students to the transfer form and should have the sign of the dean/director. Proceed to the Registration and VPACAD Office to sign the following forms of the said personnel for clarifications and evaluation Go to the MISO to transfer the students for their chosen component

8 hours

5 hours

5-10 Minutes

5 Minutes

5 Minutes

None

None

None

None

None

38

Application Forms (Proposed Seminar, Activity and Orientation)

Person In Charge

Procedure

Duration Documents/

Fees

Director/ Administrative

Aide

Vice President/Directors

Administrative

Aide

Forms and letter must be Accomplished and signed by the director. Evaluate and sign by the authorities. If the information is not complete, Clerk must accomplish the missed requirement. If the information is complete, it will sign by the authorities.

2-3 Mins.

5-10 Mins.

1-2 Mins.

NONE

NONE

NONE

Procedure for Serial Number

(Transferred to different school) Person In

Charge

Procedure

Duration Documents/

Fees

Student/Clientele

Administrative

Aide

Director/

Administrative Aide

Administrative Aide

Get a letter from the existing school registrar to request a serial number and proceed to the NSTP Office. Submit the necessary documents and check if the details are correct. If the information is complete it will sign by the authorities. Sealed the document and released to the client.

5-10 Minutes

5 Minutes

3-5 Minutes

2 Minutes

None

None

None

None

39

STUDENT AFFAIRS SERVICES

MONETARY INCENTIVES

STEP PROCEDURE PERSON IN-

CHARGE DURATION FEE FORMS

1 Submit the following documents (2 copies each) to the Office of the Student Affairs and Services:

• Approved letter of the activity

• Approved travel order

• Letter of Invitation

• Certificate of Recognition

• Certificate of Appearance

• Other supporting documents

Student/s

5 mins None None

2 Check the given necessary documents. SAS Staff 5 mins None None

3 Prepare the payroll/voucher of the student/s’ monetary incentives (amounts are indicated in the Board Resolution No. 62, s. 2015)

SAS Staff

1 day None None

4 Process payroll/voucher with required documents attached. Have it signed by the SAS Dean, Vice President for Academic Affairs, Budget Officer, Accounting Director, Vice President for Administration and Finance, Cashiering Office Director.

SAS, VPAA, Budget, Accounting, VPAF, Cashiering

2-4 working days

None None

5 Claim monetary incentives at the Cashier.

Student/s Cashier

None None

40

BUDGET HEARING

STEP PROCEDURE PERSON IN-CHARGE DURATION FEE FORMS 1 Submit proposed General Plan of

Action and Budget Plan to the Office of the Student Affairs and Services

SAS Staff

5 mins None None

2 Schedule Budget Hearing SAS 5 mins None None

3

Conducts Budget Hearing

Dean, SAS SAS Staff Student Development Unit Staff Student Council/Publication

30-60mins None None

4 If there is revision on the General Plan of Action and Budget Plan, it will be returned to the Student Council/Publication for revisions

SAS Staff Student Council/Publication

None None

5 Review revisions

SAS Staff Student Development Unit Staff

1 day None None

6 Recommend/ sign for the approval of the proposed General Plan of Action and Budget Plan

SAS Staff Student Development Unit Staff

1-2 days None None

7 Approve the budget plan Dean, SAS None None

8 Submits a copy of the approved General Plan of Action and Budget Plan to Records Office, SAS, Student Council/Publication

Student Council/Publication

None None

41

OFF-CAMPUS ACTIVITIES

STEP PROCEDURE PERSON IN-CHARGE DURATION FEE FORMS

1 Submit the following documents:

• Letter of Invitation with Endorsement Form (if necessary)

• Letter of Request to Attend and Participate in the Activity

• Photocopy of Student’s ID

• Certificate of Registration (COR)

• Medical Clearance issued by the Medical Clinic of the University

• Duly Notarized Parental/Guardian Consent Signed by the Parent or Guardian

• Photocopy of valid ID of Parent or Guardian w/ signature

• Couse Syllabus (if necessary)

• Itinerary of the Trip/Activity with Minutes of Meeting of the Organization

• Breakdown of Budget or Expenses (if financial collection is required)

• Minutes of meeting with Parents/Guardians

• Supervising Faculty/Personnel-In-Charge (1 permanent faculty for every 30 minutes)

• First Aid Kit

• Insurance

• Transportation for the Activity. If no TSU vehicle is available o Insurance of the vehicle o Certification that the

vehicle is in good condition

o Certification of the driver w/ acceptable driving record

Student/s SAS Staff

Depending on the case of the transaction of the student/s

None None

42

2

Check the given documents. SAS Staff

Depending on the case of the transaction of the student/s

None None

3 Have it signed by the Head of Student Development Unit, Dean of Student Affairs and Services, Vice President for Academic Affairs and proceed to the Records and Archives Unit

SDU, SAS, VPAA, RAU

None None

4 Submit the approved requirements to the Office of the Student Affairs and Services

Student/s None None

43

STUDENT AFFAIRS SERVICES - SCHOLARSHIP UNIT

PROCESSING OF SCHOLARSHIP

STEP PROCEDURE PERSON IN-

CHARGE DURATION FEE FORMS

1

Sign the Clients’ logbook and get scholarship forms

• Personal Information Sheet(PIS) –

for New Applicant

• One Scholarship Forms (Chosen

Scholarship Program)

1 Staff

2mins

None

2

2

Submit the following requirements to

the Scholarship Staff for approval and

tagging:

• Personal Information Sheet (PIS)

properly filled-up with 2x2 picture –

for New Applicant

• Scholarship Form properly

accomplished (1copy)

• Pre-Registration/Assessment or

Certificate of Registration (Current

Semester)

• Original copy of Report of Grades

(Previous Semester)

• Form 138/ Report of Grades

(Freshmen applicant only)

Note: Other Scholarship Program may

require additional Requirements

• Certificate of Indigency – to be

secured from the barangay as

certified by the office of the

chairman or DSWD – for New

Applicant

• Barangay Clearance- for TD -3rd

District of Cong. Noel Villanueva –

for New Applicant

• Medical Certification from any

government physician – for New

Applicant

Head and Staff

5 minutes

depending

on the case

of the

transaction

of the

student

None

3 - for New

Applicants

1 – for

Renewal

44

• For PWD, an ID as PWD – for New

Applicant

• 4P’s ID’s of the parent – for New

Applicant

3 Posting the result of the approved scholars thru Scholarship official FACEBOOK PAGE (TARLAC STATE UNIVERSITY – SCHOLARSHIP OFFICE)

Staff

None

None

None

45

MEDICAL HEALTH UNIT

SERVICES PERSON’S RESPONSIBLE CLIENTS

1. Provide physical examination -

The clinic conducts physical

examination for students, faculty

and non-teaching personnel’s.

University physician, Nurses Students, Faculty and

Personnel’s

2. Consultations - The university

physician provides free consultation

on uncomplicated medical cases.

Prescribes medicines and the on

duty nurse gives available

medication for symptomatic relief of

student/personnel illness.

Complicated cases are referred to

tertiary hospital of choice, for

thorough evaluation and medical

management.


Personnel’s

3. Provides general medical visits –

in general medical concerns. You

may walk in to avail of the

following:

• Blood Pressure check

• Sugar test

• Height and weight

• ECG

• Nebulization

• Snellen and Ishihara eye

test


Personnel’s

4. Immunization (Flu, cervical and

other vaccines)


Personnel’s

5. Issuance of medical certificate University physician, Nurses Students, Faculty and

Personnel’s

6. Provides wellness disease lectures

and seminar

University physician, Nurses Students and Faculty

7. Provides health screenings e.g.

Osteoporosis, Diet counseling,

FBS, CBC, ECG and others

University physician, Nurses

and Volunteers

Students, Faculty and

Personnel’s

8. Medical assistance on different

university activities, e.g.

Intramurals, SCUAA, SCUFAR,

Educational fieldtrips and

seminars.

University physician, Nurses

and Volunteers

Students, Faculty and

Personnel’s

46

STEP SERVICE PROVIDED DURATION

OF

ACTIVITY

PERSON-

IN-

CHARGE

FEE FORMS/

DOCUMENTS

Visits clinic

for evaluation

and

management

(History and

physical

examination)

Under normal circumstances

A – MINOR

ILLNESS/INJURIES

Based on the assessment of the

university physician or nurse,

minor illness or injuries may

be handled in the school clinic

and would be treated

appropriately.

The following conditions are

classified as Minor Illness

and Injuries:

o Small cuts,

scratches,

scrapes, pencil

wounds

o Itching

o Bumps, bruises,

minor sprains

o Stomachaches

(due to LBM,

hyperacidity,

dyspepsia)

o Headaches

o Rashes

o Diarrhea

o Nausea and

Vomiting

o Fever

o Body aches and

pain

B – EMERGENCY /

MAJOR CASES – In case of

emergencies, the

physician/nurses conducts an

initial assessment to evaluate

the severity of the condition

whether it can be manage in

the medical clinic or for

3 to 5

minutes

As per case

basis

As per case

basis

University

Physician,

University

Nurses

University

Physician,

University

Nurses

University

Physician,

University

Nurses

None

None

As

indicated

Consultation

Form

Medical

Certificate

Form

47

immediate transfer to the

hospital of choice. Parents and

or guardians are notified

regarding the status of the

patient.

The following

conditions/illness are classified

as Emergency/Major cases:

o Fractures

o Lacerated

wounds

o Difficulty of

breathing

o Severe

stomachache

o Seizure

o Eye injuries

Conducts

immunization

of vaccines

Vaccinations of Flu and other

vaccines

5 minutes University

Physician,

University

Nurses

If

indicated

Conducts

wellness

disease

lectures

Lecture and Seminar 1 to 2 hours University

Physician,

University

Nurses

If

indicated

Provides

health

screenings

Osteoporosis, FBS, CBC,

ECG, Diet counseling and

others

As per case

basis

University

physician,

Nurses

and

Volunteers

If

indicated

Medical

assistance

Medical assistance on different

university activities, e.g.

Intramurals, SCUAA,

SCUFAR, Educational

fieldtrips and seminars.

As per case

basis

University

Physician,

University

Nurses

If

indicated

48

DENTAL HEALTH UNIT

I. Scheduling of New Patient

STEP RESPONSIBLE PROCEDURE DURATION FEE FORMS

1 Student

Student presents Certificate

of Registration (COR),

proof that the student is

currently enrolled.

6 secs NONE

2 Dental Clerk Prepares the Personal

Information Sheet. 3 secs NONE TSU-DHO-SF-01

3 Student

Student fills up the Personal

Information Sheet for

record purposes.

3 mins NONE TSU-DHO-SF-01

4 Dentist

The dentist conducts an oral

examination or check-up to

evaluate the severity of the

case.

• Mild cases will be

considered as

routine check-up

• Moderate to severe

cases will be

scheduled according

to the urgency of the

case.

• Emergency cases

will be given

immediate dental

attention.

3 mins NONE

5 Dentist

The Dentist will discuss the

procedure that will be made

for the patient.

5 mins NONE

6

Dentist

Students below 18 years of

age need to get parental

consent before having tooth

extraction.

NONE TSU-DHO-SF-03

7 Student/Dental

Clerk

Finalizes the date and time

according to availability. 30 secs NONE

8 Dental Clerk

Registers time and date at

the Student’s COR and

Dental Schedule Log.

15 secs NONE TSU-DHO-SF-13

9 Student Register at the Daily

Accomplishment Log 20 secs NONE TSU-DHO-SF-14

49

II. Scheduling of Regular Patient


1 Student

Student presents Certificate

of Registration (COR),

proof that the student is

currently enrolled.

6 secs NONE

2

Dental Clerk Retrieves record for review. 1 min NONE TSU-DHO-SF-01

4 Dental Clerk

Dental Clerk reviews the

treatment plan stated in the

record.


5 Dentist

Students below 18 years of

age need to secure a

parental consent before

having tooth extraction.

10 secs NONE

TSU-DHO-SF-03

6 Student/Dental

Clerk

Finalizes the date and time

according to availability. 30 secs NONE

7 Dental Clerk

Registers time and date at

the Student’s COR and

Dental Schedule Log.



Accomplishment Log 20 secs NONE TSU-DHO-SF-14

III. Pre-treatment Procedure


1 Dental Clerk

Check the Dental Schedule

Log and retrieves the

patient’s personal

information sheet.


TSU-DHO-SF-13

2

Dental Clerk

Verify and accept the

waiver. 10 secs NONE TSU-DHO-SF-03

3 Dental Assistant

Prepare the necessary

instruments and

equipment’s to be used.

3 mins NONE

4 Dental Assistant

Greet and accompany the

patient to the treatment

room. Instruct the patient to

seat in the dental chair.

1 min NONE

50

5 Student/Dentist Dentist begins the

procedure/treatment.


6 Dentist/Dental

Assistant

Dentist gives postoperative

instructions to the patient 2 mins NONE

TSU-DHO-WI-

09

7

Dental

Assistant/Dental

Clerk

Remove all the

contaminated instruments

and barriers after each

treatment. Place

contaminated instruments

to the treatment tray.

2 mins NONE

8

Dental

Assistant/Dental

Clerk

Cleanse and disinfects the

treatment room. 3 mins NONE

9 Student/Dental

Clerk

Register at the Daily

Accomplishment Log and

finish the Evaluation form.

2 mins NONE

TSU-DHO-SF-02

TSU-DHO-SF-14

IV. Dental Treatment Procedure


1 Student/Dentist

Dentist reviews the

patient’s personal

information sheet.


2

Dentist

Diagnose the case presented

and patient’s chief

complain.

3 mins NONE

3 Dentist Explain the procedures to

be made to the patient. 2 mins NONE

4 Dentist

Treatment made according

to the services offered such

as composite filling

restoration, gum treatment,

extraction, and oral

examination.

30 mins NONE

5 Dentist/Dental

Assistant

Record the patient’s dental

condition. 20 secs NONE TSU-DHO-SF-01

51

V. Procedure in Requesting Dental Certificate


1 Student Client will fill out the form

for his request. 30 secs NONE TSU-DHO-SF-10

2

Dentist

Dentist will review the dental

record of the patient and note

the following procedures that

were made.


3 Dental Clerk

Dental Clerk will prepare the

document to be signed by the

dentist.


4 Dentist/Dental

Clerk

Dentist sign the document

and the dental clerk release it. 5 secs NONE

TSU-DHO-SF-04


Accomplishment Log 15 secs NONE

TSU-DHO-SF-14

52

GUIDANCE AND COUNSELING SERVICES

INDIVIDUAL COUNSELING SERVICES

RESPONSIBLE DETAILS Duration Requirements/ Fees

1. GC/GS

2. GC/GS

3. GC/GS

Guidance Counselor or Guidance Staff:

1.A. Welcomes the client, builds rapport,

and interviews client to get information.

Client is encouraged to tell his/her

concerns to identify his/her condition and

needs.

1.B. Provides appropriate interventions

to the client according his/her personal

choice and decisions.

❖ Decide necessary interventions if

needed:

2. Accomplishes and files the

counseling form or up-date the client’s

individual inventory record.

3. Schedules the follow-up sessions

until the client’s needs are met.

Terminates the counseling sessions

when completed and not needed.

One (1) Working

Day

One (1) Working

Day

None

None

None

• Offers referral interventions to

the client.

• Prepares letter or referral slips

• Refers client to other guidance

• counselors, personnel or

external consultants.

• Ends counseling sessions after

referral is completed.

53

GROUP COUNSELING SERVICE


1. GC/GS

2. GC/GS

3. GC/GS


1A. Welcomes the clientele, build

rapports and interviews clientele to get

information. Clientele are encouraged to

tell their concerns to identify their

conditions and needs.

1.B. Provides appropriate interventions

according to the clientele personal choice

and decisions.

❖ Decide necessary interventions if

needed:

2. Accomplishes and files the counseling

forms or up-date the clientele individual

inventory records.

3. Schedules the follow-up sessions until

clientele needs are met. Terminates the

counseling sessions when completed or

not needed by the clientele.

One (1) Working

Day

One (1) Working

Day

One (1) Working

Day

None

None

None

• Offers referral interventions

to clientele.


• Refers clientele to other

guidance counselors, personnel

or external consultants.

• Ends counseling sessions after


54

REFERRAL COUNSELING SERVICE

RESPONSIBLE DETAILS Duration Fees

1. GC or GS

2. GC or GS

3. GC or GS

4. GC or GS

5. GC or GS


1. Welcomes the referring person/s and ask

necessary information from the referring

person/s and the referred clientele.

• Prepares duplicate copies of call slips

for the College Dean and Guidance

Counselors or Guidance Staff.

• Seeks approval from the College

Dean and coordinate to the college

clerk to inform the concerned

student/s.

2. Welcomes the clientele, builds rapport and

interviews clientele to get information.

Clientele are encouraged to disclose their

concerns to identify their conditions and

needs.

3. Provides appropriate interventions to the

clientele towards their personal choice and

decisions.

5. Ends the counseling sessions when

completed and not needed by the clientele.

One (1) Working

Day

One (1) Working

Day

One (1) Working

Day

One (1) Working

Day

One (1) Working

Day

None

None

None

None

None

• Offers referral interventions to

the clientele.


• Refers clientele to other guidance

counselors, personnel or external

consultants.

• Ends counseling sessions after the


4. Accomplishes and files counseling

forms or up-date the clientele individual

inventory records.

• Schedules follow-up sessions

until clientele needs are met.

55

ECUMENICAL RECOLLECTION/ S. A. L.T ACTIVITY (Graduating Students)


1. GC or GS

One (1) Working

Day

One (1) Working

Day

One (1) Working

Day

None

None

None

2. GC or GS and

PFC

1. Informs the College Dean for the said event. Prepares communication letters and seek approval; invites the speakers or event facilitators; communicates the event to all graduating students and determines all the materials needed for the activity.

2. Facilitates the activity and have evaluated the activity by the participants by answering/rating the evaluation sheets

3. GC or GS 3. Collects all evaluation Sheets from the participants, computes the results and files all documents.

Guidance Counselors or Guidance

Staff:

56

HOMEROOM GUIDANCE / CLASSROOM LECTURE ACTIVITY


One (1) Working

Day

One (1) Working

Day

One (1) Working

D

None

None

None

3. GC or GS

2. Counselor facilitates the activity and

process the activity

1. Clerk informs the Guidance

Counselor and the in-charge

Guidance Counselor seeks

approval from the Dean of the

homeroom activity

3. The Guidance Counselor ends the

activity


1. Clerk

2. GC or GS

57

VPI / RIASEC EXAMINATION AND CAREER COUNSELING for Shifters, Returnees, Transferees, Prof Ed Units and Second Courser

RESPONSIBLE DETAILS Duration Requirements/

Fees

4. GC/GS and PFC

One (1) Working

Day

One (1) Working

Day

One (1) Working

Day

One (1) Working

Day

None

None

None

None

1. GC/GS

2. Clients

3. GC/GS and

PFC

1. Welcomes the Client, gather information and Informs client about the process/test.

2. Client submits all required requirements needed and answers the Vocational Preference Inventory career test.

• Scores clients VPI test results and identify his/her VPI career profile.

3. Reviews /checks all client’s’ requirements and attaches additional documents needed by the clients and the other offices.

• Discuses with the client’s his/her career profile results and identify interest matched to his/her desired course.

4. Client received his/her needed documents and reports to his/her desired college and course.

Guidance Counselor or Guidance staff:

58

SEMINAR ON STUDY HABITS FOR FRESHMEN


One (1) Working

Day

One (1) Working

Day

One (1) Working

Day

None

None

None

1. GC/GS

2. GC/GS and

PFC

4. GC/GS

1. Informs the Guidance Director/Head and the College Dean, inform and invite other guidance counselors

Prepares the following:

• Communication letters for the activity approval

• Attendance sheets for the participants

• Activity Evaluation forms

• And other necessary documents for the activity

2. Facilitates the activity

3. Have evaluated the activity conducted. Collects the activity evaluation forms and other documents, computes the activity evaluation results and files all documents

4. End of the activity


3. Participants

59

TESTING, EVALUATION AND MONITORING SERVICES

GENERAL APPLICATION FOR ADMISSION TEST AND PSYCHOLOGICAL TEST

Schedule of Availability of Services:

Tuesday to Friday

7:00 a.m. – 6:00 p.m. (NO NOON BREAK)

WHO MAY AVAIL OF TESTING SERVICES

Admission Test

1. Incoming college freshman students from public and private secondary schools duly

recognized by the government.

2. Eligible students who passed the Philippine Educational Placement Test (PEPT) and

other similar qualifying test programs prescribed

by the Department of Education.

3. Freshman foreign students coming from public and private secondary/senior high

schools duly recognized by the Philippine government.

4. Graduate of any four or five-year degree courses applying for Bachelor of Laws

Program of the University.

5. Graduate of any four or five-year degree courses applying for Graduate School

Program of the University.

Psychological Test

1. Transferees, Second Courser, Professional Education Units applicants.

2. Students of the University enrolled in the undergraduate and post graduate programs

3. Private and other government agencies.

WHAT ARE THE REQUIREMENTS

ADMISSION TEST

1. Incoming College Freshman Students

1.1 Photocopy of Form 138 (Report Card)

1.2 Photocopy of Certificate of Good Moral Character

1.3 Photocopy of Authenticated (PSA/NSO) Birth Certificate

1.4 d. 2 pcs. identical 1.77”x1.37”(passport-sized) photo with name tag.

1.5 Official receipt of non-refundable testing fee amounting to Php 300.00 (to be

paid at the TSU Cashiering Office).

1.6 Accomplished Application Form for College Admission Test (TSU-GUI-SF-16)

1.7 Photocopy of National Career Assessment Examination (NCAE) result, if

available

*Applicants eligible for admission to college must meet the following additional

requirements:

a. Must not have taken any college subject/s prior to or for the semester or

academic year for which the TSU College Admission Test is to be taken.

b. Students enrolled in vocational courses or those not leading to a degree

program can apply for the TSU College Admission Test.

60

2. Incoming College Freshman Students who qualified the PEPT and other

similar qualifying test.

2.1 Photocopy of PEPT Result

2.2 Photocopy of Certificate of Good Moral Character


2.4 2 pcs. identical 1.77”x1.37”(passport-sized) photo with name tag.

2.5 Official receipt of non-refundable testing fee amounting to Php300.00 (to

be paid at the TSU Cashiering Office).

2.6 Accomplished Application Form for College Admission Test (TSUCAT

FORM 01 Revised 07-02-2013)

3. Incoming Foreign Freshman Students

3.1 Photocopy of Passport

3.2 2 pcs. identical 1.77”x1.37”(passport-sized) photo with name tag

3.3 Official receipt of non-refundable testing fee amounting to US $25 (to be

paid at the TSU Cashiering Office).

3.4 Accomplished Application Form for College Admission Test

(TSU-GUI-SF-16)

4. Incoming Students for Bachelor of Laws

* (Present the Original and submit the photocopy)

4.1 Photocopy of Official Transcript of Records (of the earned degree).

4.2 Photocopy of Good Moral Character (from School/College/University

graduated)


4.4 Photocopy of Authenticated (PSA/NSO) Marriage Certificate for female

married students.

4.6 2 pcs. identical 1.77”x1.37”(passport-sized) photo with name tag

4.6 Official Receipt of Testing Fee amounting to Php 1,000.00 (to be paid at

the TSU-Cashiering Office.

4.7 Accomplished Application Form for Law Admission Test (TSU-GUI-SF-17)

5. Incoming Graduate Students

* (Present the Original and submit the photocopy)

4.1 Transfer Credentials

4.2 Photocopy of Official Transcript of Records (of the earned degree).

4.2 Photocopy of Good Moral Character (from School/College/University

graduated)


4.4 Photocopy of Authenticated (PSA/NSO) Marriage Certificate for female

married students.

4.6 2 pcs. identical 2x2 (passport-sized) photo with name tag

4.6 Official Receipt of Testing Fee amounting to Php 250.00 (to be paid at the

TSU-Cashiering Office.

4.7 Accomplished Application Form for Law Admission Test

(TSU-GUI-SF-27)

61

PSYCHOLOGICAL TEST

5. Transferees, Second Course and Professional Education Units Applicants

• Referral from Admissions Unit for psychological test.

• Accomplished Request for Psychological Test. (TSU-GUI-SF-18)

• Official Receipt of Testing Fee amounting to Php 300.00 (to be paid at the TSU-

Cashiering Office

6. Private and other government agencies

• Referral letter from the requesting agency

• Photocopy of Authenticated (PSA/NSO) Birth Certificate

• 1 pc. 2”x2” photo which should have been taken within the last six months

• Official Receipt of Testing Fee amounting to Php 300.00 (to be paid at the TSU-

Cashiering Office.

• Accomplished Form for Request for Psychological Test (TSU-GUI-SF-18)

FILING OF APPLICATION

College Admission Test - January to June

Law Admission Test - June to July

Psychological Test - January to December

Graduate School Admission Test - March to April/ July to August/ November to

December

Step Applicant/Client Activity Duration of

Activity (Under

Normal

Circumstances)

Person in

Charge

Fee Form

1 Ask for Admission

Test Requirements

• CAT

• LAT

• PT

• GSAT

Give copy of the

requirements,

provide

clarifications if

necessary

1 minute Testing

Staff/

Guidance

Clerk

• CAT TSU-GUI-SF-16

• LAT TSU-GUI-SF-17

• PT TSU-GUI-SF-18

• GSAT TSU-GUI-SF-27

2 a. Let the testing

staffs check if the

applicant is

qualified to take

the test with

his/her complete

requirements.

b. Get application

form for

admission test.

Screen the

applicant’s

requirements to

assess if he/she is

qualified to take

the test.

Once the applicant

is qualified, the

applicant will be

given application

form for admission

test with the

assessed admission

test fee.

1-2 minutes Testing

Staff/

Guidance

Clerk

• CAT-TSU-GUI-SF-16

• LAT-TSU-GUI-SF-17

• PT-TSU-GUI-SF-18

• GSAT TSU-GUI-SF-27

END OF TRANSACTION FOR NO

APPLICABLE FEES (CAT)

3 minutes

3 Proceed to Present applicant 1 minute Cashiering Foreign

62

Collecting Office to

pay for the Testing

Fee (Window 5-12)

form for college

admission test with

payor ID#. Process

the payment and

issue Official

Receipt (O.R.)

Staff – US $

25

LAT –

P1,000

PT –

P300

GSAT –

P250

4 Present O.R.

together with the

Accomplished

Application Form

and complete

requirements.

Check if the

application form is

properly

accomplished.

Process the

application and

give the applicant

his/her official

receipt and Test

Permit that

includes the

schedule of test and

reminders.

1 minutes Testing

Staff/

Guidance

Clerk

Total Minutes 5 minutes

END OF TRANSACTION

63

CAREER AND JOB PLACEMENT SERVICES

I. REQUEST FOR GRADUATE LIST and/or LOCAL RECRUITMENT ACTIVITY

Schedule of Availability:

Tuesday – Friday

7:00 a.m. – 6:00 p.m.

Who may avail of the service?

Employers duly recognized by DOLE and with proper Business/Government permit who provides

employment opportunities for Tarlac State University Graduates.

What are the requirements?

1. Letter of Intent (addressed to the University President through the Career and Job Placement Officer)

2. Company Profile (for New / Non-TSU Partners)

3. SEC Registration First Page (for New / Non-TSU Partners)

4. Philjobnet Registration (for New / Non-TSU Partners)

Type of

Transaction Client Purpose Requirement

Processing

Time

Attending

Staff Fees Form

Request for

Graduate

List and/or

Local

Recruitment

Activity

Employers

(Old /

TSU-

Partner

Industries)

-to provide

Employment

opportunities

for TSU

Graduates

through

referrals

-Request for

Employers

to conduct

Local

Recruitment

Activity

-Letter of Intent

-Job Vacancy

Form

(available at

CJPS)

6-8 mins

CJP Officer/

Office Staff

None

• TSU-GUI-SF-42

(Job Vacancy Form)

• TSU-GUI-SF-39

(Registration for

Employers/Company

Representatives)

Employers

(New /

Non-TSU

Partners)

-to provide

Employment

opportunities

for TSU

Graduates

-Request for

Local

Recruitment

Activity

-Letter of Intent

-Company

Profile

-SEC

Registration

-Philjobnet

Registration

-Job Vacancy

Form (available

at CJPS)

8 to 10

mins. • TSU-GUI-SF-42

(Job Vacancy Form)

• TSU-GUI-SF-39

(Registration for

Employers/Company

Representatives)

TOTAL 6-10 mins.

***END OF TRANSACTION***

64

REQUEST FOR GRADUATE LIST

Step What to do? Attending Staff Where to go?

REQUEST FOR GRADUATE LIST

1 Employers (TSU-Partner

Industry) will submit the Letter

of Intent to CJPS and the

accomplished Job Vacancy

Form.

CJP Officer/

Office Staff

CPJS Office, TSU Gymnasium

2 CJPS Officer/Clerk will review

the letter of intent which should

be addressed to the University

President through the Career and

Job Placement Officer.

3 Submit a copy of the following

Requirements:

Company Profile, SEC

Registration (first page only),

Philjobnet Registration

Note: Applies for New/Non-

TSU Partners only

4 CJPS Clerk will inform the

Employer if the letter is ready to

be forwarded to the Records

Office for the President’s

approval.

5 Employers must sign on the

Registration for

Employers/Company

Representatives Logbook before

leaving the office.

END OF TRANSACTION

65

II. REQUEST FOR JOB POSTING


Tuesday – Friday

7:00 a.m. – 6:00 p.m.


Employers duly recognized by DOLE and with proper business permit who provide employment

opportunities for Tarlac State University Graduates


1. Job Advertisement/s (Soft/Hard Copy)

2. Letter of Intent addressed to the University President through the Career and Job Placement

Officer (for New / Non-TSU Partners)

3. Company Profile (for New / Non-TSU Partners)

4. SEC Registration First Page (for New / Non-TSU Partners)

5. Philjobnet Registration (for New / Non-TSU Partners)

Type of


Processing

Time

Attending

Staff Fees Form

Request for

Job Posting

Employers

(Old / TSU

Partner

Industries)

-to post

information

on job

vacancy(ies)

-Job

Advertisement/s

(Hard/Soft

Copy)

4

mins.

CJP Officer /

Office Staff

None

• TSU-GUI-SF-

39

(Registration

for

Employers/Com

pany

Representatives

)

Employers

(New /

Non-TSU

Partners)

-Letter of Intent

-Job

Advertisement/s

(Hard/Soft

Copy)

-Company Profile

-SEC Registration

(First Page)

-Philjobnet

Registration

6 to 8

mins. • TSU-GUI-SF-

39

(Registration

for

Employers/Com

pany

Representatives

)

TOTAL 4-10 mins.

END OF TRANSACTION

66

REQUEST FOR JOB POSTING


REQUEST FOR JOB POSTING

1 Employers (Old / TSU Partner Industries)

will submit the Job Advertisement

(Hard/Soft Copy)

CJP Officer / Office

Staff

CPJS Office, TSU

Gymnasium

2 Submit the following Requirements:

Letter of Intent, Company Profile, SEC

Registration (First Page), Philjobnet

Registration

Note: For New / Non-TSU Partners

only

3 CJP Officer/Clerk will review the letter of

intent which should be addressed to the

University President through the Career

and Job Placement Officer.


only

4 CJPS Clerk will inform the Employer if

the letter is ready to be forwarded to the

Records Office for the President’s

approval.


only

5 CJPS Clerk will sign and mark the job

advertisement with “OK for Posting”

stamp as approval of the request.

6 Employers must sign on the Registration

for Employers/Company Representatives

Logbook before leaving the office.


67

III. REFERRAL OF WALK-IN STUDENTS/GRADUATES TO EMPLOYERS


Tuesday – Friday

7:00 a.m. – 6:00 p.m.


Students and Graduates of Tarlac State University


1. Updated Resume

2. Any of these: Certificate of Registration (Latest) / Student ID / Transcript of Records (For

Graduates only)

Type of


Processing

Time

Attending

Staff Fees Form

Referral of

Walk-In

Students/

Graduates to

Employers

Walk-In

Students/

Graduates of

Tarlac State

University

-For

Employment/OJ

T/ Summer Job

Referral to

Employers

-Updated

Resume

-Certificate of

Registration

(Latest) / Student

ID / Transcript

of Records (For

Graduates only)

6 to 8

mins.

CJP Officer

/ Office

Staff

None • TSU-GUI-SF-

58

(TSU Student

and TSU

Graduate

Referral Form)

• TSU-GUI-SF-

59

(Logbook for

Walk-In

Applicants)

TOTAL 6-8 mins.


REFERRAL OF WALK-IN STUDENTS/GRADUATES TO EMPLOYERS


REQUEST FOR REFERRAL TO EMPLOYERS

1 Walk-In Students/Graduates

visits the CJPS Office to

request for Employment/OJT/

Summer Job Referral to

Employers

CJP Officer / Office

Staff CPJS Office, TSU Gymnasium

2 CJP Officer/Clerk will review the

Resume, Certificate of

Registration (Latest) / Student ID

/ Transcript of Records (For

Graduates only) of the Applicant

3 CJP Clerk will prepare the TSU

Student and TSU Graduate

Referral Form for the Applicant

to be approved by the Career and

Job Placement Officer

4 The Applicant must sign on the

CJPS Logbook for Walk-In

Applicants before leaving the

office.


68

SPORTS AND DEVELOPMENT MANAGEMENT UNIT

Monetary Incentives


Charge Duration Fees Forms/Documents

Submit/provide letter for the SCUAA Athletes for try - out

Check the given documents. Prepare obligation request, payroll of the student/s’, monetary incentives (amounts are indicated in the Board Resolution No. 62, s. 2015)

Process payroll, voucher with supporting documents attached. Have it signed by the SDMU Head, Budget Officer, and Vice President for Academic Affairs, Accounting Director, and Vice President for Administration and Finance, Cashiering Office Director. Conduct monitoring of implementation of approved recommendations and submit report to the University President.

SDMU Staff

SDMU Staff

SDMU Staff

SDMU, Budget, VPAA, , Accounting,

VPAF, Cashiering

Student/s

Cashier

3-5 minutes 5-10 minutes 1 working day 2-5 working days

No Fees

No Fees

No Fees

No Fees

No Fees

Letter for try-outs Obligation request & payroll Payroll, Voucher with supporting documents

69

STUDENT DEVELOPMENT UNIT

Procedure for Processing of Lost RFID



Student, College of Law

Student Development Office


Business Center

Business Center

Secure an Affidavit of Loss at the College of Law Proceed to MISO to block from their system the lost RFID. Submit a photocopy of Affidavit of Loss to Student Development Office for the Request of I.D. Form Proceed to Business Center and submit the accomplished Request ID Form for the processing of ID Claimed the new RFID

5 minutes

5 minutes

2 minutes

5 minutes

P100.00 (to be paid at the College of Law)

None

None

(to be collected by Business Center)

None

*Replacement of Not Functioning RFID Just present I.D. and Certificate of Registration (COR) at the Student Development Office.

70

Procedure for the Approval or Recognition for New Student Organizations and Renewal

I. New Student Organizations

Responsible Person/s Details Duration Requirements/ Fees

Student Organizations





SDO, Student Organization

Secure forms of application from SDO Prepare the Student Organization’s Goals and Objectives, Constitution and By-laws Prepare a list of projects/activities for the current academic year Submit all the documents to the Student Development Office for approval SDO will review all the documents submitted by the organization SDO will then approved and register the new student organizations

The over-all processing

period takes 3-4 weeks

None

71

Procedure for the Approval or Recognition for New Student Organizations and Renewal

II. RENEWAL of Student Organizations



Student Organizations/ Faculty Advisers




Prepare new list of officers and members using TSU-SDO-SF-03 and TSU-SDO-SF-04 form Secure a letter of acceptance from the faculty-adviser addressing the head of Student Development Office Submit all the letters and the forms to the Student Development Office for renewal SDO will review the submitted documents SDO will approved the renewal of the student organization

The over-all

processing period takes 3-4 weeks

None

Procedure for the Approval of Student Organization Activities



SDO, Student Organization

Representative/ Officers

Respective

Faculty-Adviser or Dean

SDO Staff

Secure an activity form from Student Development Office Fill-out form and have it signed by the authorized/respective/Faculty-Adviser/Dean after accomplishing the activity form Proceed to Student Development Office and submit the Accomplished Activity form for approval

1 minute

1 day

4-5 minutes

None

None

None

72

Note: The following documents will be needed when activities will be conducted outside the university

1. Letter of Invitation/Letter of Request to attend/participate the event. 2. Photocopy of Student’s ID 3. Certificate of Registration 4. Medical Clearance issued by Medical Clinic of the University 5. Notarized Parental Consent 6. Course syllabus 7. Itinerary of travel 8. Breakdown of budget 9. Minutes of the parents’ meeting 10. Supervising faculty (1 faculty per 30 students) 11. First aid kit 12. Transportation for the activity 13. If no TSU vehicle is available

- Insurance of the vehicle - Certificate that the vehicle is in good condition - Certification of the driver with acceptable driving record

Procedure for the Budget Hearing (SSC/CSC/Student Publications)


SAO, Student Organizations

officer/representative

Student Development

Office

Student Organization

Student Development

Office

Student Affairs Office

Request for a schedule for budget hearing at the Student Affairs Office. Bring proposed budget plan Attend the budget hearing Revise the budget plan accordingly based from the changes made on the budget hearing Submit the revised budget plan at the Student Development Office for signing and approval Submit the signed budget plan and GPOA to Student Affairs Office

1 minute

30 minutes to

1 hour

1 day

5 minutes

1 minute

None

None

None

None

None

73

Procedure for Filing of Complaint and Investigation Against Students/Faculty/ Personnel

A. Filing of Complaints and Investigation (Student vs. Faculty/Administrative Personnel)


1. SDO

2. SDO

3. SDO/Student Grievance Board

4. Student

Grievance Board

5. Student

Grievance Board

1. The Discipline Unit will conduct

intake interview with the complainant and will accomplish TSU-SDO-SF-13 Form

2. The Discipline Unit will conduct separate initial investigation to both parties. Respondents will also accomplish the TSU-SDO-SF-15 (1 hour to 1 ½ hour)

3. If the case is solved during the initial

investigation, the case proceedings will be summarized. If not, the case will be elevated to the Grievance Board

4. The Student Grievance Board will conduct further investigation or deliberation based from the evidences and statements of all parties concerned

5. Student Grievance Board will issue recommendation/s based from the policies of the university

1 hour to 1 ½ hour

30 minutes to 1 hour

2-3 days

None

None

None

None

None

74

Procedure for Filing of Complaint and Investigation Against Students/Faculty/ Personnel

B. Investigation of Disciplinary Cases (Student to Student, Faculty to Student, Admin Personnel to Student)

Responsible


Fees

SDO

SDO

SDO

Faculty/ Administrative

Grievance Board

University President

Proceed to Student Development Office for the Intake interview The complainant submits a written and duly signed complainant and will accomplish TSU-SDO-SF-13 Form The Student Discipline Unit will conduct investigation to both complainant and respondent. Respondents will also accomplish TSU-SDO-SF-15 The Student Discipline Unit will submit all evidences and recommendations to Faculty/Administrative Grievance Board The University President will approve the recommendation after the deliberation



2-3 days

None

None

None

None

None

75

LIBRARY MANAGEMENT SYSTEMS

1. Borrowing (Circulation of Books/Materials)

Schedule of Availability: Monday to Saturday

Who May Avail of the Service: TSU Students and Employees

What are the requirements: Valid ID with picture

Duration: 3 Minutes

PROCEDURE

Steps Procedure Duration

of Activity Fees Form

Client Person In-Charge

1

Client presents book(s)

for check-out at the

Circulation Counter

together with valid ID

Librarian verifies validity of

ID 30 Seconds None

2

Client fills out the Book

Card with his/her name

with date borrowed

Librarian will check-out

book under the borrower/

client's name and issue the

book(s) to the client and

inform the due date of

borrowed book(s)

2 Minutes none Book Card (Form No. TSU-LMS-SF-06)

3 Client receives book Librarian files Book Card(s)

in the filing box 30 Seconds none

End of Transaction

2. Returning (Circulation of Books/Materials)


Who May Avail of the Service: TSU Students and Employees

What are the requirements: Valid ID

Duration: 3 Minutes

PROCEDURE




1


for check-in at the

Circulation Counter

Librarian scan book in the

library system for check-in.

Pull-out Book Card from the

file box and insert in

corresponding book pocket

1 Minute none Book Card (Form No. TSU-LMS-SF-06)

2

If overdue, Librarian informs client of the amount of overdue fine and pay at the Cashier's Office

1 Minute

3 Client pays overdue fine at the Cashier's Office

P20.00 per day

per book

4

Client presents Official Receipt of overdue payment to the Library Staff at the Circulation Counter

Verify Official Receipt and update or clear client's overdue fine in the library system

1 Minute none Official

Receipt of payment

End of Transaction

76

3. Renewing (Circulation of Books/Materials)


Who May Avail of the Service: TSU Employees, Students


Duration: 3 Minutes

PROCEDURE




1


for renewal to the

Library Staff at the

Circulation Counter

Librarian scan the book or

the borrower’s ID in the

library system for

renewal. Pull-out Book

Card from the file box and

request the client /

borrower to rewrite

his/her name on the book

card

1 Minute none Book Card (Form No. TSU-LMS-SF-06)

2 Client fills-out Book Card with name and date of renewal

Issue the borrowed book(s) to client

1 Minute None Book Card (Form No. TSU-LMS-SF-06)

3 Receive book(s) Librarian files Book Card(s) in the filing box

1 Minute None

End of Transaction

4. Computer & Internet Access


Who May Avail of the Service: TSU Students, Employees, Alumni & Visiting Researchers


Duration: 4 Minutes

PROCEDURE




1

Client presents valid ID

at the Circulation

Counter

Librarian verifies

validity of ID 1 Minute none

2

Librarian scans available computer number tag under the client’s name and attach it to clients ID

1 Minute none

3 Librarian assists client to the computer work station

1 Minute none

4

After using the

computer unit facilities,

client retrieves ID card

at the Circulation

Counter/ area

Librarian scans Computer Number Tag to check-in and return client’s ID

1 Minute none

End of Transaction

77

5. Referral Service


Who May Avail of the Service: TSU Students, Employees

What are the requirements: Valid ID with picture, Referral Letter Request Form

Duration: 6 Minutes

PROCEDURE

Steps Procedure Duration of

Activity

Fees Form Client Person In-Charge

1

Client presents valid

ID at the Circulation

Counter

Librarian verifies validity

of ID and provide to

client the request form for

Referral Letter

30 Seconds none

2

Fill-out the Referral Letter Request Form and seek signature of College Dean for approval

none Referral Letter

Request Form (Form No. TSU-LMS-SF-02)

4

Submit the filled out form with signature of Dean or Adviser to the Library Staff

Librarian receives form and

encode information on the

referral letter template,

print, affix signature, and

issue to the client

30 Seconds none Referral Letter Request Form

(Form No. TSU-LMS-SF-02)

6 Issue the Referral Letter to the client

30 Seconds none

7 Client receives referral letter and log on the Referral Issuance Log

1 minute none Referral

Issuance Log (Form No. TSU-LMS-SF-11)

End of Transaction

78

6. Library Clearance

Schedule of Availability: Tuesday to Friday

Who May Avail of the Service: TSU Students, Employees

What are the requirements: Clearance Form

Duration: 2 Minutes

PROCEDURE

Steps Procedure Duration of

Activity Fees Form


1

Client presents properly filled out Clearance Form at the Circulation Counter

Librarian verifies library accountabilities of client from the library system, if any. Librarian informs client to settle his/her library accountabilities

1 Minute none Clearance Form

2

If client is clear from library accountabilities, Librarian affix signature on the clearance form and release it to client

30 Seconds none

3

Client receives duly

signed Clearance Form

and log on the

Clearance Logbook

30 Seconds none Clearance Log (Form No. TSU-LMS-SF-12)

End of Transaction For comments and suggestions, please fill in the feedback form available at the Library.

79

ADMISSION AND REGISTRATION OFFICE

ISSUANCE OF ADMISSION SLIP

Schedule of Availability: Tuesday – Friday (Enrollment) 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:

1. Freshmen students and Transferees Duration: 25 minutes (under normal Circumstances-with complete requirements) 3 days (Simple Transaction – incomplete requirements)

What are the requirements:

1. Form 138, Form 137-A (Copy for TSU), ALS rating (Original Copy)

2. PSA / NSO Birth Certificate (Photocopy)

3. Good Moral Character (Original Copy) 4. 2pcs 2x2 colored pictures 5. TSU-CAT Test Result (Original Copy) 6. National Career Assessment Exam

Result (Photocopy) 7. Photocopy of Authenticated Marriage

Certificate (for female married students)

8. Application Form for Enrollment (available at the Admission Unit)

9. Enrollment Envelope (available at the Business Center)

10. Self-stamped Mailing Envelope

RESPONSIBLE

PERSON/S FLOWCHART DETAILS DURATION FEE

ARO Staff

Faculty

Present the complete

credentials /

requirements

Receive and check the

credentials / requirements 5 minutes Free of Charge

ARO Staff Idle

Encode in the admission

module the application

number indicated in the TSU-

CAT result to enable the

processing of the student data

15 minutes Free of Charge

ARO Staff

Receive the

Admission Slip

Issuance of admission slip with

student number 5 minutes Free of Charge

80

ISSUANCE OF NOTICE OF ACCEPTANCE, VALIDATION AND ACCREDITATION FORMS (FOR TRANSFEREES)


1. Transferees, Prof. Ed. Takers, Second Coursers, Cross-Enrollees, Returnees

2. Graduate School Students Duration: 2 hours (under normal Circumstances-with complete requirements) 3 – 7 days (Simple / Complex Transactions – incomplete requirements)


1. Transfer Credentials / Honorable Dismissal (Original Copy)

2. Transcript of Record / Copy of Grades (Original Copy)

3. 2 pcs. 2x2 colored pictures 4. Authenticated Birth Certificate PSA / NSO

(Photocopy) 5. Authenticated Marriage Certificate (for female

married students (Photocopy) 6. Brown Envelope (available at the Business Center) 7. Self-stamped mailing envelope 8. Report of Grades (for returnees) 9. Permit to Cross-Enroll (for Cross-Enrollees)

How to avail of

the service: FLOWCHART DETAILS DURATION FEE

Admission Unit Submit complete

requirements

Receive and check the requirements/subjects to be

credited of transferees 10 minutes Free of Charge

CTCC Staff

Go to Counseling Testing and Career

Center Office (except cross-enrollees and

returnees)

Take the Psychological Test 10 minutes ₱ 300.00

Admission Unit Transferee must

secure validation / accreditation form

Assess validation / accreditation and issuance of payment slip

5 minutes ₱20/subject (for validation)

₱20/page (for accreditation)

Admission Unit

Receive the notice of acceptance

Issuance of Notice of Acceptance to be signed by

the Dean 5 minutes Free of Charge

College Dean / Admission Unit

Idle

Process validation / accreditation to be signed by

College Dean 5 minutes Free of Charge

Cashier’s Office

Pay to the Cashier Process Payment and issue

Official Receipt 5 minutes

₱20/subject (for validation) ₱20/page (for accreditation)

Admission Unit

Go back to the Admission Unit

Submit the Original Copy of the validation / accreditation

and issuance of Admission slip with student number


ARO In-charge of Records

Go to the In-charge of

Records

Submit photocopy of validation / accreditation for

encoding the credited subjects


Faculty

Go to the enrollment area

Processing of Enrollment 1 hour Free of Charge

81

ISSUANCE OF ADDING, CHANGING, AND DROPPING FORM

Schedule of Availability: Tuesday – Friday 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:

1. Students who are officially enrolled in the University Duration: 20 minutes (under normal circumstances-with complete requirements) 3 days (Simple Transactions – incomplete requirements)

What are the requirements: 1. Certificate of Registration 2. ID

RESPONSIBLE


ARO Office and

Dean’s Office

Present COR and

ID

Check the records of the

student in the system and

issuance of adding, changing,

dropping form


ARO Office and

Dean’s Office Idle

Processing and signing of

adding, changing, dropping

form and issuance of payment

slip

5 minutes ₱ 40 Revision Fee

Cashier’s Office Pay to the

Cashier’s Office

Process payment and issuance

of Official Receipt 5 minutes ₱ 40 Revision Fee

ARO Office

Go to the In-

charge of

Encoding of

Subject

Encoding of subject in the

enrollment system 5 minutes Free of Charge

82

ISSUANCE OF APPLICATION FORM FOR SHIFTER/RETURNEE


1. Students who are enrolled in the University Duration: 30 minutes (under normal circumstances)

What are the requirements: 1. Report of Grades / Evaluation of Grades 2. Certificate of Registration 3. ID

RESPONSIBLE


Admission Unit Present COR and ID

Check the records of the

student in the system and

issuance of shifting /

returnee form


OSA Staff Go to OSA

Interview and issuance of

Counselor’s Report


College Dean

Go to the College Dean

Signing of

Shifting/Returnee Form 5 minutes Free of Charge

Admission Unit

Go back to the

Admission Unit

Submit the approved

shifting / returnee form,

Counselor’s Report and

change the course in the

system and issuance of

Admission Slip


83

ISSUANCE OF NOTICE OF ACCEPTANCE FOR FOREIGN STUDENTS


1. Foreign Freshmen Students 2. Master’s and Doctoral Programs

Duration: 35 minutes (under normal Circumstances-with complete requirements) 3 – 7 days (Simple / Complex Transactions – incomplete requirements)

What are the requirements: 1. College Admission Test Result 2. Certificate of Secondary completion 3. Transcript of Records / Certificate of

graduation duly authenticated by the Philippine Embassy or Consulate in their country

4. Personal Data, Passport & Student Visa 5. Authenticated Birth Certificate 6. Police Clearance 7. Notarized proof of adequate Financial Support

and affidavit support signed by the sponsor 8. Medical Certificate with laboratory test results

RESPONSIBLE


In-charge of Foreign Students

Present the complete credentials

/ requirements

Receive, check and evaluate the documents


CTCC Staff

Go to Counseling, Testing and Career

Center

Take the Admission Test 10 minutes US$25

College Dean

Idle

Present Admission Test result to the Dean for Approval


In-charge of Foreign Students

Idle

Submit Admission Test Result and issuance of Notice of Acceptance


Admission Unit

Go to Admission Unit

Issuance of Admission Slip with student number


Cashier’s Office Pay to the Cashier Payment of required fees (Foreign students are charged in dollars)

5 minutes

Baccalaureate – US$30/unit Lec + US$45/unit Lab Master’s – US$35/unit Lec + US$50/uni t Lab Doctoral – US$40/unit Lec + US$60/unit Lab Foreign Student Fees – US$200 Miscellaneous Fees – US$50 Application Fee – US$25

84

ISSUANCE OF CERTIFICATE OF REGISTRATION (COR)

Schedule of Availability: Can be printed online through student portal 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:

1. Students who are officially enrolled in the University 2. In case the student has no account yet, report to MISO to secure student account

ISSUANCE OF FIRST COPY OF REPORT OF GRADES (ROG) – (BULK PRINTING) Schedule of Availability: Tuesday – Friday 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:

1. Respective Dean of the College Duration: 7 days (Complex Transaction)

RESPONSIBLE


ARO staff

All faculty of each

college are advised to

post grades before the

deadline period

Bulk printing of Report of

Grades 7 days Free of Charge

ARO Staff

The College Dean /

Dean’s clerk receives

all the Report of

Grades of the

students under

his/her college and

signs the ARO logbook

Release the Report of Grades

to respective Deans of each

college


85

REPRINTING OF REPORT OF GRADES (ROG)


1. Students who are officially enrolled in the University 2. Bonafide TSU students

Duration: 15 minutes

What are the requirements: 1. Certificate of Registration 2. ID

RESPONSIBLE


ARO staff

Request of reprint of ROG

Issue payment slip and advise student to go to the Cashier Payment slip

2 minutes None

Cashier’s Staff

Pay to the Cashier

Process payment and issue Official Receipt Assessed payment form

3 minutes (dependent on

Cashier’s processing time)

₱20.00

ARO Staff

Idle

Search and print ROG in the Enrollment System

5 minutes None

ARO Staff

Receive the ROG and signs in the logbook

Record and cancel the OR and release the ROG

5 minutes None

86

ISSUANCE OF CERTIFICATE OF TRANSFER CREDENTIALS (CTC)


1. Bonafide TSU students Duration: 30 minutes (under normal circumstances – with complete requirements) 3 – 7 days (Simple/Complex Transaction – incomplete requirements)

What are the requirements: 1. ID 2. Student Clearance 3. Documentary Stamp 4. Official Receipt (OR) 5. Form 137-A / Transcript of Record 6. Authorization Letter (if the client is not the owner of the document)

RESPONSIBLE


ARO In-charge of Request Section

Present ID, Form 137-A, OTR,

Documentary Stamp

Review all the documents presented

5 minutes None


Accomplish the Request Form

Receive and review the request form

5 minutes None


Idle

Issue payment slip and advise the student to go to Cashier’s Office for the payment of required fees

3 minutes ₱50.00/page + ₱20.00 for the

attachment

Cashier’s Staff (dependent on the

Cashier’s processing timeIs)

Pay to the Cashier’s Office

Process payment and issue Official Receipt

3 minutes ₱50.00/page + ₱20.00 for the

attachment


Idle

Process the Certificate of Transfer Credentials

9 minutes None


Receive the CTC

Record the CTC on the logbook, cancel OR and release the Certificate of Transfer Credentials

5 minutes None

87

ISSUANCE OF OFFICIAL TRANSCRIPT OF RECORDS (GRADUATES) Schedule of Availability: Tuesday – Friday 7:00 AM – 6:00 PM with no-noon break Who may avail of the service:

1. TSU Graduates (First Issuance) 2. TSU Graduates (Second Issuance) 3. Undergraduate, drop outs & Graduate School

Duration: 20 minutes (under normal circumstances – with complete requirements and in the enrollment system computerized) 30 minutes – not in the enrollment system 3 – 7 days (Simple/Complex Transaction – incomplete requirements)

What are the requirements: 1. ID 2. Student Clearance 3. Documentary Stamp (undergraduate/drop outs) 4. Official Receipt (OR) 5. Form 137-A / Transcript of Record (transferees) 6. Memo of Agreement/Distribution Letter

(for CCS graduate and Graduate School only)

7. Authorization letter (if the client is not the owner of the document)

RESPONSIBLE


ARO In-charge of Records / Request

Section

Present student clearance /

requirements

Receive the OTR and signs on the logbook

5 minutes For First Issuance

Free of Charge


Accomplish the Request Form

(second issuance, drop outs)

Receive the Request form, issue payment slip and advise client to go to Cashier’s office for the payment of OTR (second issuance, drop outs)

5 minutes For Second

issuance ₱50.00/page

ARO In-charge of Processing Unit

Idle

Process OTR (if the record is computerized)

5 minutes

None Another 5 minutes (if the record is not computerized / not in the enrollment system)

15 minutes


Section

Receive OTR and signs on the

logbook

Record the OTR on the logbook, cancel OR and release the OTR

5 minutes None

* The First Copy will be released by the In-charge of Record

88

ISSUANCE OF CERTIFICATION (CERTIFICATION, AUTHENTICATION AND VERIFICATION (CAV) EMPLOYMENT,

EVALUATION, RANKING, RECORD AND OTHER PURPOSES


1. Bonafide TSU students 2. TSU Graduates

Duration: 30 minutes (under normal circumstances – with complete requirements) 3 – 7 days (Simple/Complex Transaction – incomplete requirements)

What are the requirements: 1. ID 2. Student Clearance 3. Documentary Stamp 4. Official Receipt (OR) 5. Form 137-A / Transcript of Record Authorization Letter (if the client is not the owner of the document)

RESPONSIBLE



Section

Present all the requirements

Review all the documents and issue Request Form



Idle

Receive & accomplish the Request form, issue payment slip and advise client to go to the Cashier for the payment

5 minutes None

Cashier’s Staff

Pay to the Cashier Process payment and issue Official Receipt

3 minutes ₱20.00 (local)

₱50.00 (international)


Idle

Present OR and Request form forwarded to Processing Unit

5 minutes None

ARO In-charge of Processing

Idle

Processing the document

10 minutes None


Receive the document

Record the document on the logbook, cancel OR and release the document

2 minutes None

89

UNIVERSITY RESEARCH OFFICE

Process: UREC Evaluation

Process: Request for incentives

(Terminal, Citation, Publication, Presentation, and Winners of Research Competition/Oral Presentation)

Procedure Required Documents

Duration Person-in-Charge Fees

1. Submission of fully -accomplish SF-04 to URO 2. Receiving and checking the completeness of the submitted documents 3. Evaluation of the request by the URO Director 4. Once approved, request will be forwarded to Budget Office for further approval 5. Request will be forwarded to VPRES, VPAF, OUP for further approval

SF-04, SF-41, SF-42

None

None

None

None

10 minutes

10 minutes

3 days

1 day

3 days

Researcher

URO Staff

URO Director

URO Staff

URO Staff

No Fee

No Fee

No Fee

No Fee

No Fee



1. Submission of the revised proposal from CREC including CREC rating. 2. UREC Evaluation 3. Preparation and Issuance of Notification Slip

Forms: SF-01, SF-03, SF-24, SF-32,

SF-07, ‘ SF-06 (SS),

SF-02 (STEM)

None

None

10 minutes

20 days

10 Minutes

DRCs

UREC

UREC Secretary

No Fee

No Fee

No Fee

90

6. Voucher will be prepared based on the amount indicated in the approved request 7. Submission of voucher to Budget Office for processing 8. Once forwarded, the FR will be notified thru a slip that his/her voucher is already at the Budget office

None

None

None

1 day

1 day

30 minutes

URO Staff

URO Staff

URO Staff

No Fee

No Fee

No Fee

Process: Requesting of Funds for College Research Colloquium



1. Submission of fully-accomplished SF-19 2. Receiving and checking the completeness of the submitted documents 3. Evaluation of the request by the URO Director 4. Request will be forwarded to Budget Office for further approval 5. Request will be forwarded to VPRES, VPAF, and OUP for further approval 6. The concerned DRC will be notified regarding the approval of the request.

SF-19, List of participants in the colloquium

None

None

None

None

None

10 minutes

10 minutes

3 days

1 day

3 days

1 day

DRCs

URO Staff

URO Director

URO Staff

URO Staff URO Staff

No Fee

No Fee

No Fee

No Fee

No Fee

No Fee

91

Process: Anti-Plagiarism Scan (TURNITIN)



1. Submission of fully-accomplished TURNITIN request form (SF-45) 2. Receiving and checking the completeness of the submitted documents 3. Plagiarism Scan using TURNITIN 4. Releasing of the result based on the acquired similarity index <25% - Passed >25% - Not Passed 5. Issuance of certificate of compliance for those who passed the plagiarism scan in the first run. Those who will not pass the scan will be encouraged to revise their manuscript and subject it again to TURNITIN Scan.

SF-45, Receipt of Payment, Soft copy of the document to be subjected in Plagiarism scan None

None

None

None

5 minutes

5 minutes

30 minutes

10 minutes

10 minutes

Client

URO Staff

URO Staff

URO Staff URO Staff

Php 200.00

No Fee

No Fee

No Fee

No Fee

92

Process: Inter-Office Communication (Signature of the URO Director)

Procedure Required Documents Duration Person-in-Charge Fees

Receiving and checking of the documents submitted by other offices. Evaluation and signing of the document by the URO Director Forwarding of the document to the concerned office. .

None

None

None

10 minutes

30 Minutes

10 minutes

URO Staff

URO Director

URO Staff

No Fee

No Fee

No Fee

Process: Processing of Endorsement



Receiving and checking of the endorsement submitted by other offices. Forwarding of the endorsement to the URO Director The URO Director will review and evaluate the endorsement and will accomplish the endorsement action form. Forwarding of the action form to the concerned Office/Unit

Endorsement Form

None

Action Form

None

10 minutes

1 day

10 minutes

1 day

URO Staff

URO Staff

URO Director

URO Staff

No Fee

No Fee

No Fee

No Fee

93

OFFICE FOR CULTURE AND ARTS

RESPONSIBLE PERSONS

DETAILS DURATION REQUIREMENTS/ FEES

Requestor

Office Staff President

Office Staff VP

OSAS Staff

Dean

Head of Office

Requestor and In Charge of the

Group

In Charge of the Group

In Charge of the Group

The LOR addressed to the President will be sent by the Requestor personally or by mail to the Office of the President The LOR will be endorsed down to the Office of the Vice President… to the Dean of Student Affairs and Services….. And finally to the Head of the Office of Culture and The Arts for checking re: availability of the group being requested. The requestor will be asked to discuss the details of the request to the HO and if the group requested is available, Performance Request form will be filled up by the requestor. If the group is not available, adjustment can be made and if problem is solved, the requestor will be asked to fill out the PR form IC will coordinate the details of the request, prepare the group and fill out Performance Activity form and Excuse Letter of the group. The Group In Charge accompany the performers to the venue and execute and present the requested service. Evaluation form will be given randomly to people who witnessed the activity of the group. Said forms together with a written report of the activity will be submitted to the HO not later than 3 days after the activity.

The letter must reach the OP at least 2 weeks before the actual event 1/2 working day 1/2 working day 1/2 working day 1/2 working day 1 working day 3 working days After the letter was endorsed by the president 2 working days After the service was rendered

None None None None None None The requestor will pay to the Cashier any charges prescribed in the operations manual None

94

OFFICE OF THE UNIVERSITY PRESIDENT

I. Personal Meeting with the President (walk-in)


7:00am-6:00 pm Tuesday-Friday Subject to the presence and schedule of the President Officer-in-Charge of the Office of the University President will take action in the absence of the

President

Who may avail of the service: University Stakeholders, Guests, and Visitors


1. Valid Identification Card 2. Letter of purpose of visit or transaction with the University President

How to avail of the service:

STEP

CLIENT

ACTIVITY

DURATION

OF ACTIVITY

PERSON IN-

CHARGE

FEE

1

Present the identification card.

Staff acknowledges the valid identification card.

Less than a

minute

President’s

Staff

None

2

Show Letter of purpose (if any). Mention the purpose of the visit or transaction.

Staff reads letter of purpose or listen to verbal answer. Informs the President, or Officer-In-Charge, or Representative about the visitor and purpose.

5 minutes

President’s

Staff

None

3

Meets the President or Officer-In-Charge, or Representative / Get appointment date and time.

President or Officer-In-Charge meets the visitor. Staff checks availability of the President or Representative / Set appointment date and time.

15 minutes

More or less depending on the nature of

concern

President ,or

Officer-In-Charge, or

Representative

None

95

II. Personal Meeting with the President (with appointment)

Schedule of Availability: 7:00am-6:00 pm

Tuesday-Friday Subject to presence and schedule of the President

Officer-in-Charge of the Office of the University President will take action in the absence of the President

Who may avail of the service:

University Stakeholders, Guests, and Visitors


1. Valid Identification Card 2. Letter of appointment 3. Notice of acceptance


STEP

CLIENT

ACTIVITY

DURATION

OF ACTIVITY

PERSON IN-

CHARGE

FEE

1

Present the identification card

Staff acknowledges the valid identification card.

Less than a

minute

President’s

Staff

None

2

Show appointment letter. Show evidence of acceptance

Staff verifies Notice of Acceptance of appointment.

1 minute

President’s

Staff

None

3

Meets the President, or Officer-In-Charge, or Representative

Staff notifies President, or Officer-In-Charge or Representative of presence of University stakeholder. President or Officer-In-Charge meets the guest or visitors.

15 minutes

(more or less depending on the nature of

concern)

President or Officer-In-Charge, or

Representative

None

96

III. Dissemination of Incoming Communication from Outside Persons or Agencies

Schedule of Availability: 7:00am-6:00 pm Tuesday-Friday

Subject to presence and schedule of the President Officer-in-Charge of the Office of the University President will take action in the absence of the President


University Stakeholders, Guests, and Visitors How to avail of the service:

STEP

CLIENT

ACTIVITY

DURATION

OF ACTIVITY

PERSON IN-

CHARGE

FEE

1

Forward letter to Central Records Office

Central Records Office logs and maintains a copy of received letters/communications and forward such to the Office of the President

5 minutes or

less

Central

Records Staff

None

2

Staff logs the letters/communications in the logbook upon receipt of the letters/communications.

5 minutes or

less

President’s

Staff

None

3

Forwards letters/communications to the President or Officer-In-Charge for action and endorsement.

3 minutes or

les

President, or

Officer-In-Charge, or

Representative

None

4

Receive endorsement or action on request

Staff logs letter/communications acted upon by the President or Officer-In-Charge and forward the endorsed letter/communication to the concerned office for dissemination or information.

5 minutes or

less

Staff

None

97

IV. Action on Contracts, and External Agreements

Schedule of Availability: 7:00am-6:00 pm Tuesday-Friday Subject to presence and schedule of the President

Officer-in-Charge of the Office of the University President shall take action in the absence of the President



What are the requirements: 1. Copy of the contract or related documents. 2. Passed upon by University’s party to the contract or agreement. 3. Review and comments by the University Legal Counsel and the recommendations. 4. Revision of the contract or agreement incorporating the Legal Counsel’s recommendations.


STEP

APPLICANT/CLIENT

ACTIVITY

DURATION OF

ACTIVITY

PERSON IN-

CHARGE

FEE

1

Submission of pertinent documents

Review of the submitted documents

1 day or less

President’s

Staff / President

None

2 Follow up of contract and pertinent document

Approval or disapproval of document

1 day or less President None

3

Receipt of preliminary action on Contract or Agreement

Transmittal to Secretary of Board of Regents, if the latter’s action is needed.

1 day or less

President’s Staff, Board Secretary

None

4

Receipt of Final Action

Board Secretary includes the matter in the Agenda of the Regular / Special Meeting of the Board of Regents (BOR); BOR acts on the contract or agreement

1 day or less

Board

Secretary, President’s

Staff, Board of Regents

None

98

V. Action on Internal Requests of Colleges and Offices

Schedule of Availability: 7:00am-6:00 pm Tuesday-Friday Subject to presence and schedule of the President

Officer-in-Charge of the Office of the University President will take action in the absence of the President




1. Letter of request with attachments, if there are. 2. Endorsement by proper authorities, including Vice Presidents if necessary.


STEP

APPLICANT/CLIENT

ACTIVITY

DURATION OF

ACTIVITY

PERSON IN-

CHARGE

FEE

1

Forward letter of request from next lower hierarchy.

Staff work if needed. President acts on the request.

1 day or less

President’s

Staff / President

None

2

Client receive action on request

Documents returned to requesting college/office.

1 day or less

President Staff

None

99

VI. Action on the approval of letters/communications from different colleges/offices of the University.

Schedule of Availability: 7:00am-6:00 pm Tuesday-Friday

Subject to presence and schedule of the President Officer-in-Charge of the Office of the University President will take action in the absence of the President


University Stakeholders Guests, and Visitors


1. Forwarded letters/communications from different colleges/offices of the University. How to avail of the service:

STEP

CLIENT

ACTIVITY

DURATION

OF ACTIVITY

PERSON IN-

CHARGE

FEE

1

Forward letter/communication in the Office of the University President

Receives letters / communications for approval from the different colleges / offices of the University for approval of the President.

1 day or less

President’s

Staff, President

None

2

Check letters / communications as to the completeness of the documents being submitted. Remand to the colleges/offices of the University if the documents is not complete. If documents are complete, forward letters/communications to the President, or Officer-In-Charge for appropriate action.

1 day or less

President’s Staff, President

or Officer-In-Charge

None

3

The President approve or endorse to Vice Presidents/appropriate official concerned or to the sender/filer for revision or action.

3 minutes or

les

President or Officer-In-

Charge

None

4

Client receive action on request

Staff records the letters/communications in the logbook and forward approved letter/communication to Central Records.

5 minutes or

less

Staff

None

100

VICE PRESIDENT FOR ACADEMIC AFFAIRS

KEY POINTS:

STUDENTS’ REQUEST:

▪ In and Off campus

▪ Documents during Enrolment Period

INTERNAL REQUEST OF OFFICES/COLLEGES:

▪ Travel Order

▪ Special Order

▪ Accomplishment Report

▪ Payroll/Voucher

*Procedure is presented in the next page.

*Requirements for In and Off Campus: 1. Letter of Invitation 2. Letter of Request to Attend and Participate in the

Activity 3. Photocopy of Student’s ID 4. Certificate of Registration 5. Medical Clearance Issued by the Medical Clinic of

the University 6. Duly Notarized Parental/Guardian Consent Signed

by the Parent/s or Guardian 7. Photocopy of Valid ID of Parent or Guardian w/

Signature 8. Course Syllabus 9. Itinerary of the Trip/Activity with Minutes of

Meeting of the Organization 10. Breakdown of Budget or Expenses (if financial

collection is required) 11. Minutes of the Meeting with

Parents/Guardians 12. Supervising Faculty/Personnel-in-Charge

(1permanent faculty for every 30 students 13. First Aid Kit 14. Insurance 15. Transportation for the Activity 16. If no TSU Vehicle is available

• Insurance of the vehicle

• Certification of that vehicle is in good condition

• Certification of the driver w/ acceptable driving record.

101

CITIZEN’S CHARTER

Note:

▪ No fee will be collected in all transactions.

▪ For responsible persons, legends are specified in asterisk (*) below:

STUDENT

For Internal Request of Offices/Colleges:

**Travel Order

***Special Order

*****Accomplishment Report

*****Payroll/Voucher

PROCEDURE

PERSON IN-

CHARGE DURATION FORMS/DOCUMENTS

1. The Client will present the

document to the VPAA staff.

VPAA Staff

1 minute

*Requirements are

presented in the

previous page for

In/Off Campus.

* During enrolment,

Letter of Request (if

available), ID,

Certification of

Registration

**Endorsement Letter

or Invitation,

Accomplished Make up

Class Form

***Faculty Loading

****IPCR/DPCR

***** Approved Special

Order and DTR

2. The staff will check the

document attached.

Document with incomplete

attachment will be returned to the

client for completion.

VPAA Staff

10 minutes

3. Document with complete

requirements will be

recorded by the staff.

For returned document,

rechecking will be utilized.

VPAA Staff 1 minute

4. The Vice President will

evaluate and act on the

document.

Vice President Less than a

day

5. After the evaluation, the

document will be

issued/released.

VPAA Staff 5 minutes

END OF TRANSACTION

102

VICE PRESIDENT FOR INSTITUTIONAL LINKAGES AND EXTERNAL

AFFAIRS

Signing of Travel Order

VPILEA – OFFICE OF INTERNATIONAL AFFAIRS

A. Request for Copy of MOU/MOA

PROCEDURE PERSON/ OFFICE

IN-CHARGE

DURATION FEE Form/ Document

The personnel/student forwards

Travel Order to the VP ILEA for

signing.

Personnel/ Faculty/ Student

3-5 minutes

No Fee

Travel Order

VP ILEA Staff will record or list down the received Travel Order in his/her log book.

VP ILEA Office 2 minutes

No Fee

Travel Order/Log Book

Requirements for approval of Travel Order:

1. Approved make-up class form, if there will be affected class during travel

2. Special Order from the University Extension Office, if faculty member will render extension services

VP ILEA

Within one (1)

day

Approved Make-up Class Form Special Order from UESO

PROCEDURE PERSON/OFFICE IN-CHARGE

DURATION FEE Forms/ Documents

The TSU personnel, faculty or student requests for a copy of MOU/MOA from the Office of International Affairs

TSU

Personnel/Student

2 minutes

No fee

No form

The OIA Staff will look for the MOU/MOA on the Master List of MOUs/MOAs made the Office of International Affairs and in their depository of international MOUs/MOAs

OIA Staff

5 minutes

No fee

Master List of MOUs/MOAs

The OIA Staff will have the copy of the MOU/MOA received by the requesting party.

OIA Staff

10 – 20 minutes

No fee

Copy of the MOU/MOA

103

B. Transactions on the Issuance of Certification on the Necessity of the Foreign Travel and Authority to Travel

VPILEA – OFFICE OF INSTITUTIONAL LINKAGES Request for Copy of MOU/MOA

PROCEDURE PERSON IN-CHARGE

DURATION FEE Forms/ Documents

The TSU Personnel submits a letter

of addressed to the University

President requesting for permission

to allow him/her to travel on Official

Business/Official Time.

University President endorses letter

to the OIA Director

Office of International

Affairs Director/


1 day

No fee

Letter addressed to

the University President

The Director forwards the said request to the CHED IAS. The CHED IAS will evaluate the Conference/Meeting. OIA will also submit the Certification/Evaluation form on the Necessity to Travel to CHED IAS

Office of International

Affairs Director/Staff

10-15

working days

No fee

Certification of

Necessity to Travel form from CHED IAS

The University President signs the Authority to Travel issued by the Human Resources Office once the Letter of Assessment on the Legitimacy of the Conference/Seminar is released by the CHED IAS and received by the Office of International Affairs

Office of the University

President

1-3 working

days

No fee

Letter of

Assessment on the Legitimacy of the

Conference or Seminar from

CHED IAS

PROCEDURE PERSON/ OFFICE IN-CHARGE

DURATION FEE Form/ Document

The TSU personnel, faculty or student requests for a copy of MOU/MOA from the Office of Institutional Linkages.

TSU Personnel/Student

2 minutes

No Fee

No form

The OIL staff will look for the MOU/MOA in the Master List of MOAs made by the Office of Institutional Linkages and in their depository of MOUs/MOAs.

OIL Staff

5 minutes

No Fee

Master List of MOUs/MOAs

The OIL Staff will have the copy of the MOU/MOA received by the requesting party.

OIL Staff

10 – 20 minutes

No Fee

Copy of the MOU/MOA

104

VICE PRESIDENT FOR RESEARCH AND EXTENSION SERVICES

I. Incoming Communication and/or endorsement from the Office of the University

President to the Office of the VP for Research and Extension Services

PROCEDURE PERSON-IN-CHARGE DURATION FEE FORMS/ DOCUMENTS

1. Log-in of incoming

communication

and/or endorsement

from the Office of the

University President (OUP)

2. Endorsement of the

Vice President for

Research and

Extension Services to the concerned

Director/s, Faculty,

or Staff

2.1. For one’s action

or responsibility 2.2. For one’s study

and

recommendation

3. Log-out of outgoing

communication and/or endorsement

from the Office of the

Vice President for

Research and

Extension Services

VP RES Clerk

VP RES

VP RES Clerk

Maximum of

2 minutes

1-3 days

3-7 days

Maximum of

2 minutes

None

None

None

None

TSU Vice

President for

Research and

Extension Services

Incoming and

Outgoing

Documents Log

TSU-VPR-SF-05

TSU-OUP-SF-01 Revision No. 01

(October 03,

2017)

TSU Vice

President for

Research and

Extension

Services

Incoming and

Outgoing Documents Log

TSU-VPR-SF-05

105

II. Transactions from the Research and Extension Services

PROCEDURE PERSON-IN-CHARGE DURATION FEE FORMS/ DOCUMENTS


communication

and/or transaction

from the offices

under the Vice President for

Research and

Extension Services

2. Signing, Approval,

Evaluation, Endorsement, and/or

Review of the

communication/

request/ letter/ other

related documents


communication

and/or transaction

from the offices

under the Vice President for

Research and

Extension Services

VP RES Clerk

VP RES

VP RES Clerk

Maximum of

2 minutes

Maximum of

3 days (Except for

UREC

Evaluation)

Maximum of

2 minutes

None

None

None

TSU Vice President for

Research and

Extension

Services

Incoming and

Outgoing Documents Log

TSU-VPR-SF-05

TSU Vice

President for

Research and

Extension

Services

Incoming and Outgoing

Documents Log

TSU-VPR-SF-05

106

III. Inter-Office Communication and Transactions

PROCEDURE PERSON-IN-CHARGE DURATION FEE/ NO FEE FORMS/ DOCUMENTS


communication

and/or transaction

from another office

2. Signing, or action on

the inter-office communication

and/or transaction

3. Log-out of outgoing communication

and/or transaction

from another office

VP RES Clerk

VP RES

VP RES Clerk

Maximum of

2 minutes

Maximum of

3 days

Maximum of 2 minutes

None

None

None

TSU Vice

President for

Research and

Extension

Services


Documents Log

TSU-VPR-SF-05

TSU Vice President for

Research and

Extension

Services

Incoming and

Outgoing

Documents Log TSU-VPR-SF-05

107

IV. Other Transactions

PROCEDURE PERSON-IN-CHARGE

DURATION FEE/ NO FEE FORMS/ DOCUMENTS


communication

and/or transaction

from another office

2. Endorsement of the

transaction to the VP RES Technical

Assistant

3. Editing of pertinent

documents (e.g. form, letter, manual,

memorandum,

process flow,

terminal report,

among others)


communication

and/or transaction

from another office

VP RES Clerk

VP RES

VP RES Technical

Assistant

VP RES Clerk

Maximum of

2 minutes

Maximum of 1 day

Maximum of 3 days

Maximum of 2

minutes

None

None

None

None

TSU Vice

President for

Research and

Extension

Services Incoming and

Outgoing

Documents Log

TSU-VPR-SF-05

TSU Vice

President for

Research and

Extension

Services


Documents Log

TSU-VPR-SF-05

108

VICE PRESIDENT FOR ADMINISTRATION AND FINANCE

I. Incoming Communication and/or endorsement from the Office of the University President to the Office of the VP for Administration and Finance.

PROCEDURES DURATION FEE PERSON-

IN-CHARGE FORMS/

DOCUMENTS

1. Log-in of incoming communication and/or endorsement from the Office of the University President (OUP)


None VPAF

Staff/Clerk

TSU VP for Administration and Finance Incoming and Outgoing Endorsement Log (TSU-VPF-SF-15)

2. Endorsement of the VP for Administration and Finance to the concerned Director/s, Faculty, or Staff

Maximum of 1 day

None VPAF TSU-OUP-SF-01 Revision No. 1 (October 03, 2017)

3. Log-out of outgoing communication and/or endorsement from the Office of the VP for Administration and Finance


None VPAF

Staff/Clerk

TSU VP for Administration and Finance Incoming and Outgoing Endorsement Log (TSU-VPF-SF-15)

II. Inter-Office Communication and Transactions.

PROCEDURES DURATION FEE PERSON-

IN-CHARGE FORMS/

DOCUMENTS

1. Log-in of incoming communication and/or transaction from another office (e.g. Letter, Purchase Request, Work Order, Job Order, and Payroll/Voucher)


None VPAF

Staff/Clerk

• Incoming and Outgoing Documents Log (TSU-VPF-SF-04)

• Incoming and Outgoing Purchase Request/Purchase Order/Work Order Log (TSU-VPF-SF-06)

• Incoming and Outgoing Job Order (TSU-VPF-SF-07)

• Incoming and Outgoing Voucher (TSU-VPF-SF-05)

2. Signing, or action on the inter-office communication and/or transaction

Maximum of 1 day

None VPAF

3. Log-out of outgoing communication and/or transaction


None VPAF

Staff/Clerk

• Documents Log (TSU-VPF-SF-04)

• Incoming and Outgoing

109

from another office Purchase Request/Purchase Order/Work Order Log (TSU-VPF-SF-06)

• Incoming and Outgoing Job Order (TSU-VPF-SF-07)

Incoming and Outgoing Voucher (TSU-VPF-SF-05)

END OF TRANSACTION

110

ACCOUNTING UNIT

Re-Assessment/Adjustment of Student Fees and Checking of Student Account Balances


Charge Duration Fee/ No

Fee Forms/

Documents

Student will present the Pre-Assessment/ Pre-Registration Form/ ID Student will state the purpose whether to verify account balance or request for re-assessment/ adjustment of fees’ schedule of payment.

Accounting Staff

Accounting Staff

10 seconds

2-3 minutes

None

None

Pre-Assessment/ Pre-Registration Form/ ID

None

Refund of Tuition Fees



Fee Forms/

Documents

The student will make a verbal request and present his/her ID, C.O.R., Dropping Form and O.R. for the evaluation of student account information and if all the subjects enrolled are officially dropped. Review/Check the requirements. If O.R., C.O.R., Dropping Form and O.R. of Revision Fee are complete and valid for refund, get the contact number and instruct the student to wait for at least 2-3 weeks until being notified by the Disbursing Officer.

Accounting Staff

Accounting Staff

1 minute

3-5 minutes

None

None

ID, C.O.R., Dropping Form and O.R.

None

*Students who dropped the entire course within the first month after enrolment are entitled to refund of tuition fees

as follows.

First Week - 80%

Second to Fourth Week - 50%

111

Refund of Breakage Deposit



Fee Forms/

Documents

The student will make a verbal request and present his/her ID for the evaluation of student account information to check the amount of breakage deposit. Check if breakage deposit is included in the Official Receipt and check for the other requirements like Transfer Credentials (if student intends to transfer). If valid for refund, get the contact number and instruct the student to wait for at least 2-3 weeks until being notified by

the Disbursing Officer.

Accounting Staff

Accounting Staff

1 minute

2-3 minutes

None

None

ID

Official Receipt (Original), Transfer Credentials (if student intents to transfer)

Refund of Overpayment



Fee Forms/

Documents

The student will make a verbal request and present his/her ID for the evaluation of student account information to check/verify the overpayment made. Check the O.R. and C.O.R. if valid for refund, get the contact number and instruct the student to wait for at least 2-3 weeks until being notified by the Disbursing

Officer.

Accounting Staff

Accounting Staff

1 minute

2-3 minutes

None

None

ID O.R. and C.O.R.

112

BUSINESS AFFAIRS AND AUXILIARY SERVICES OFFICE

Digital Studio RFID Processing

Steps and Procedure for RFID Processing

Procedure

Person-in-charge

Duration Fee/ No Fee

Forms/Documents

Newly Enrolled Students

• Bring your Certificate of Registration (COR) and fill out the needed information on the log sheet provided.

• Present Your COR for your RFID Processing.

• The RFID Card is included in the tuition fee for newly enrolled students only.

• For Graduate School Students (Master’s/Doctor’s Degree) must proceed to the Business Center (Releasing window) for the assessment of RFID and to the Cashiering office for the payment amounting to P160.00.

• Francis D. Gomez

• Von Aldreene A.

Santos

5-10 minutes

Php 160.00

Log Sheet

Re-ID

• Proceed to the Business Center Office (releasing window) for the assessment of RFID and surrender your old RFID.

• Go to the Cashiering Office for the payment of the RFID and proceed to Digital Office and present


• Von Aldreene A.

Santos

5-10 minutes

Php 160.00

Log Sheet

113

your Official Receipt.

• Fill out the log sheet provided and wait for your name to be called.

Lost ID

• Secure all requirements needed like Affidavit of Loss, Request for New RFID (Located @ OSA Lucinda Campus) and Official Receipt (cashiering office) amounting to P260.00 and proceed to Digital Photo Studio.

• Fill out the log sheet and present your requirements.


• Von Aldreene A.

Santos

5-10 minutes

Php 260.00

Log Sheet

Alumni ID

• Fill out the information needed on the log sheet and forms provided.

• Present it to the person in charged


• Von Aldreene A.

Santos

5-10 minutes

Php 90.00

Alumni ID Forms

Employee ID

• Present your charged slip given by the HR or the Business Center to the person in charged.


• Von Aldreene A.

Santos

15-20 minutes

Php 160.00

Employee Charge Slip

114

REQUEST TO USE THE UNIVERSITY FACILITIES Schedule of Availability of Service: 7:00 A.M. to 6:00 P.M., Tuesday to Friday (Without Noon Break) Who May Avail of the Service: 1. Student Organizations recognized by the University 2. Offices and Units of the University 3. Government agencies 4. Non-government organizations

Step

Activity Duration of Activity (Under

Normal Circumstances)

Person in

Charge Fees Form(s)

Customer/Applicant Service Provider

1 Presents the following:

• Request letter approved by the TSU President

• Endorsement from the TSU President

Receives and verifies the documents presented, check the availability of the facility requested, and prepares the Application Form and Assessment of Fees (if rental is applicable.)

10 minutes BASO Staff

None TSU-BAS-SF-03

2 Pays the assessed rental fee, if any.

Receives payment and issues the Official Receipt (OR).

2 minutes Cashier Rental Fees may vary according to the facility requested.

Official Receipt

3 Submits the signed Application Form and presents the OR.

Receives the signed Application Form and records the transaction in the Log Book. Issues a copy of the approved Application Form to the customer/applicant.

1minute BASO Staff

None

END OF TRANSACTION

115

ISSUANCE OF UNIFORMS Schedule of Availability of Service: 7:00 A.M. to 6:00 P.M., Tuesday to Friday (Without Noon Break) Who May Avail of the Service: Enrolled freshmen students who have paid the uniforms during enrollment

Step



Person in

Charge Fees Form


1 Presents the Official Receipt (OR).

Checks the OR and issues the uniform.

1 minute BASO Staff

None Official Receipt

2 Inspects if the uniform is complete and without damage.

Stamps the OR as evidence that the uniform has been issued to the student.

1 minute BASO Staff

None

3 Signs the Log Sheet of Students who have paid for the uniform.

Returns the OR to the student.

1 minute BASO Staff

None Log Sheet

END OF TRANSACTION

PURCHASING OF MERCHANDISE (BOOKS, BAGS, ID HOLDERS, SOUVENIR ITEMS, ETC.) Schedule of Availability of Service: 7:00 A.M. to 6:00 P.M., Tuesday to Friday (Without Noon Break) Who May Avail of the Service: Students, Faculty, Personnel, and Visitors

Step



Person in

Charge Fees Form


1 Request for the assessment of fees for the merchandise to be purchased

Prints and issues the Assessment Form.


Assessment Form

2 Presents the Assessment Form to the cashier and pays the assessed amount.

Receives payment and issues the Official Receipt (OR).


May vary with the items purchased.

Official Receipt

3 Presents the Official Receipt (OR).

Verifies the OR, releases the purchased items, and returns the OR.


END OF TRANSACTION

116

ID PROCESSING AND PRINTING Schedule of Availability of Service: 7:00 A.M. to 6:00 P.M., Tuesday to Friday (Without Noon Break) Who May Avail of the Service: Students, Faculty, Personnel

Step

Activity Duration of Activity

Customer/Applicant Service Provider Person in

Charge

Fees Form

1 Presents Official Receipt for students and Charge Slip for faculty and personnel.

Verifies the OR or Charge Slip, takes the picture of the student, faculty, or personnel, encodes the relevant information to be printed in the ID card, and then requests the student, faculty, or personnel to check if the information encoded are correct.

5 minutes Digital Studio Clerk

160.00 (for new ID) 260.00 (for reprint of lost or damaged ID)

Official Receipt Charge Slip

2 Verifies if the information encoded is correct and signs in the Signature Pad.

Prints and issues the ID.

2 minutes Digital Studio Clerk

3 Receives and checks the ID; signs in the Log Sheet.

1 minute Digital Studio Clerk

Log Sheet

END OF TRANSACTION

117

APPLICATION FOR VEHICLE GATE PASS Schedule of Availability of Service: 7:00 A.M. to 6:00 P.M., Tuesday to Friday (Without Noon Break) Who May Avail of the Service: Students, Faculty, Personnel

Step

Activity Duration of Activity

Customer/Applicant Service Provider Person in

Charge

Fees Form

1 Presents the filled up Application Form and photocopy of the following:

• Certificate of Registration of Vehicle

• Valid Official Receipt of Registration of Vehicle

• Valid Driver’s License

Verifies if the submitted documents are complete, process the Application Form, and issues the Assessment of Fees.

2 minutes BASO Clerk

150.00 Official Receipt Charge Slip

2 Pays the assessed fee. Receives payment and issues the Official Receipt (OR).

2 minutes Cashier

3 Presents the OR. Verifies the OR and issues the gate pass

1 minute BASO Clerk

Log Sheet

END OF TRANSACTION

118

CASHIERING UNIT

1. PAYMENT OF FEES

Procedure

Person In-Charge

Duration Fee/No

Fee Forms/Documents

1. Receive Assessment Collecting

Staff

3 minutes

per Assessed 1. Assessment

Slip and/or Valid ID Payor. Amount

Slip and/or Valid ID

from Payee.

2. Cash, Cashier's

2. Encode necessary Collecting

Staff Check or Manager's

data to the computerized Check.

collection System.

3. Official Receipt

3. Accept legal tender Collecting

Staff

currencies from payor.

4. Issue Official Receipt Collecting

Staff

(O.R) to payor.

2. REQUEST FOR CERTIFICATE OF PAYMENT FOR LOST OFFICIAL RECEIPT


Charge Duration

Fee/No Fee Forms/Documents

1. Request at the Collecting

Staff 30

minutes Php20.00

1. Affidavidit of Lost

collection window the per

requestor

2. Valid ID

Certificate of Payment. 3. Certificate of

Payment

2. Pay certification fee. Payor

3. Claim Certificate of Payor

Payment from collector.

119

3. SIGNING OF STUDENT CLEARANCE

Procedure

Person In-Charge

Duration Fee/No

Fee Forms/Documents

1. Present student Collecting

Staff 15

minutes No Fee

1. Student clearance

clearance form at the per

student

form.

collection window.

2. Verify the records of Collecting

Staff

the student.

3. Pay unpaid balance Payor

if any.

4. Claim clearance Student

4. CLAIMING OF CASH BENEFITS OVER-THE-COUNTER

Procedure

Person In-Charge

Duration Fee/No

Fee Forms/Documents

1. Present valid ID to Cash

Disbursing 10

minutes No Fee 1. Valid ID

the Disbursing window. Officer per

Payee

2. For authorized

2. Sign on the payroll. Payee representative:

a. Authorization or

3. Claim cash. Payee Special Power of

Attorney.

b. Valid ID of

representative.

c. Xerox copy of

valid ID of payee.

120

5. CLAIMING OF CHECKS

Procedure

Person In-Charge

Duration Fee/No

Fee Forms/Documents

1. Present valid ID to Releasing

Officer One (1)

day No Fee 1. Valid ID

the Disbursing window.

2. For authorized

2. Issue Official Receipt. Payee

representative:

a. Authorization or

3. Sign on the Payee

Special Power of

Disbursement Voucher.

Attorney.

b. Valid ID of

4. Claim check and tax Payee

representative.

certificate for suppliers.

c. Xerox copy of

valid ID of payee.

3. Official Receipt

4. Tax Certificate

6. PAYMENT THRU PETTY CASH

Procedure

Person In-Charge

Duration Fee/No

Fee Forms/Documents

1. Receive approved Petty Cash

One (1) day No Fee 1. Approved PCV

petty cash voucher (PCV) Custodian 2. Supply Availabity

with attached required Inquiry.

documents from 3. Purchase Request

requestor. 4. Abstract of Bid

5. Canvass Paper

2. Sign PCV and claim Requestor 6. Purchase Order

cash. 7. Official Receipt

3. Submit official Requestor

receipt to Petty Cash

Custodian for liquidation.

121

6. PAYMENT THRU ADVICE TO DEBIT ACCOUNT (ADA)

Procedure

Person In-Charge

Duration Fee/No

Fee Forms/Documents

1. Receive approved Receiving

Clerk Three (3)

Days No Fee 1. Disbursement

Disbursement Voucher Voucher.

(DV) charged from GAAA. 2. LDDAP-ADA Form.

3. Official Receipt.

2. Prepare and route for Disbursing

Staff

approval List of Due and

Demandable Accounts

Payable-Advice to Debit

Account (LDDAP-ADA)

and Summary of LDDAP-

ADA Issued and validated

Amount Entries (SLIIAE).

3. Transmit LDDA-ADA Disbursing

Staff

to Government Servicing

Bank.

4. Notify payee of the Disbursing

Staff

ADA payment.

5. Issue Official Receipt Payee

and claim Tax Certificate

if needed.

122

7. PAYMENT THRU CHECKS

Procedure

Person In-Charge

Duration Fee/No

Fee Forms/Documents

1. Receive approved Receiving

Clerk One (1)

Day No Fee 1. Disbursement

Disbursement Voucher Voucher.

(DV) . 2. ACIC Form.

3. Official Receipt.

2. Prepare and route for Disbursing

Staff

approval checks and

Advice of Checks Issued

and Cancelled (ACIC) if

necessary.

3. Transmit ACIC Disbursing

Staff

to Government Servicing

Bank.

4. Notify payee of the Disbursing

Staff

payment.

5. Issue Official Receipt Payee

and claim Tax Certificate

if needed.

123

ADMINISTRATIVE SERVICES OFFICE

PAYROLL PREPARATION FOR JOB ORDERS

STEP

APPLICANT/CLIENT

ACTIVITY

DURATION

OF

ACTIVITY

(Under

normal

circumstances)

PERSON

IN

CHARGE

FEE

FORM

1. Job Orders Encoding of

deductions and

checking of

Contract of

Service.

1 day Admin.

Staff

None Logbook

2. Job Orders Distribution of

DTRs after cut-

off date of job

orders to be

checked and

signed by the

supervisor.

1/2 day Admin.

Staff

None Daily

Time

Record

3. Job Orders Receiving of

DTRs and

computation of

actual services

rendered.

1/2 day Admin.

Staff

None Logbook

4. Job Orders Preparation of

Payroll and

double checking

of figures in the

payroll before

printing.

1/2 day Admin.

Staff

None Payroll

Form

5. Job Orders Preparation of

Obligation

Request, Proof

list and Vouchers

and signing by

the Admin.

Services Unit

Head together

with the payroll.

1 hr. Admin.

Staff/Head

None Obligation

Request,

Payroll &

Voucher

6. Job Orders Register the

Payroll in the

logbook and

forward the same

in the Budget

Office.

2 mins. Admin.

Staff

None Logbook

End of transaction

124

PAYROLL PREPARATION FOR LECTURERS & HONORARIUM OF REGULAR FACULTY

STEP

APPLICANT/

CLIENT

ACTIVITY

DURATION

OF ACTIVITY

(Under normal

circumstances)

PERSON IN

CHARGE

FEE

FORM

1. Faculty/Lecturers Receiving of duly

signed DTRs with

Summary of

hours rendered

duly certified by

the College Dean

and approved

Special Order

30 secs. per

faculty

Admin. Staff None Daily

Time

Record

2. Faculty/Lecturers Double checking

the actual number

of hours rendered

and preparing of

payroll/disbursem

ent voucher and

Obligation

Request.

10 mins. per

faculty

Admin. Staff None Payroll or

Disburse

ment

Voucher

Form

3. Faculty/Lecturers Preparing of

Proof list and

Disbursement

Voucher.

5 mins. Admin. Staff None Obligatio

n

Request,

Payroll &

Voucher

4. Faculty/Lecturers Certifying of

Proof list by the

Administrative

Services Unit

Head

30 secs. Administrative

Services Unit

Head

None

5. Faculty/Lecturers Registers the

payroll/disbursem

ent voucher in the

logbook and

forward the same

to the VP

Academic Affairs

Office

2 mins. Admin. Staff None Logbook

End of transaction

125

PROCESSING OF SPECIAL ORDER FOR LECTURERS/HONORARIUM CLASSES

STEP

APPLICANT/

CLIENT

ACTIVITY

DURATION OF

ACTIVITY

(Under normal

circumstances)

PERSON IN

CHARGE

FEE

FORM

1. Faculty/Lectur

ers

Preparation,

printing and signing

of Special Order by

the College

15 mins. College clerk

and Dean

None Special

Order

2. Faculty/Lectur

ers

Receiving and

checking of the

Special Order for

confirmation.

10 mins.

Admin.

receiving staff,

Admin. S.O.

checking in-

charge &

Admin. Head

None Special

Order &

Logbook

3. Faculty/Lectur

ers

Approval by the VP

Academic Affairs’

Office.

5 mins. VP Acad. office

Staff & Vice

President

None Special

Order &

Logbook

4. Faculty/Lectur

ers

Receiving of the

approved Special

Order by the

Records &

Archives Unit for

recording purposes.

5 mins. Records &

Archives Unit

staff

None Special

Order &

Logbook

End of transaction

126

HUMAN RESOURCE DEVELOPMENT AND MANAGEMENT OFFICE

FILING OF CASES AND COMPLAINTS AT THE HRDM OFFICE

• Schedule of Availability of HR Services Tuesday – Friday 7:00 AM - 6:00 PM (NO NOON BREAK)

• Who may avail of the Services

Any TSU employee, both Non-Teaching and Faculty with permanent, temporary, lecturer and job order

may go to the HRDM Office to file complaint against co-employee/s in the university.

• Requisite of a Valid Complaint

No complaint against an employee both teaching and non-teaching shall be given due consideration by

the HRDMO unless it is in writing, subscribed, and sworn to by the complainant.

• Requirements in Filing Cases at the HRDMO

1. Full name and address of the complainant.

2. Full name and address of the person complained of as well as his or her position and designation

at the university.

3. A narrative of the relevant and material facts which show the acts of omissions allegedly

committed by the employee.

4. Certified True Copies of documentary evidence and affidavits of his witness (if any).

5. The complaint must be in writing and under oath.

• How to Avail of the Service

Step Applicant/Client Service Provided Duration of Activity

(under normal Circumstances)

Person in Charge Fees

1 Submit complaint letter to the Office of the University President

The letter received by Office of the University President is endorsed to the HRDMO through Office of the Vice President for Administration and Finance

3 minutes Office of the University President & Vice President for Administration and Finance

None

2 Initial assessment and evaluation of the case by the HRDMO

30 minutes – 60 minutes

HRDM Director/ Employee Relations Officer

None

3 Attend to Interview and Mediation

The HRDMO interviews the parties involved and facilitate initial mediation and amicable settlement

1 hour – depending on the case

HRDM Employee Relations Officer and/or HRDM Director

None

4 Wait for the resolution of the case

The HRDMO submits case report and recommendation to the Office of the University President through the Vice President for Administration and Finance

1 hour – depending on the gravity of the case

HRDMO, VPAF, OUP

None

127

REQUEST FOR OTHER PERSONNEL RELATED DOCUMENTS AND REPORTS

RESPONSIBLE PERSON/S

DETAILS DOCUMENTS/ FORMS

DURATION FEE

HR Messenger/

Receptionist

Submit letter to the HR Messenger/Receptionist

Request Letter and/or attachments

1 minute

No Fee

HR Messenger and concerned HR Unit Head

Pre-assessment of the request

2 minutes

No Fee

Concerned HR Unit Head and

Staff

Preparation of the requested personnel related documents and/or reports

3-7 days No Fee

HR Messenger/

Receptionist

Release of requested document 2 minutes No Fee

128

HRDMO – RECRUITMENT, SELECTION AND PROMOTION UNIT

RECEIVING OF APPLICATION


DETAILS DOCUMENTS/FORMS

DURATION FEES

HR Staff

RSPU Staff/Concerned

Officials

RSPU Staff

Receives application *receiving of application is until the date specified in the publication for published positions.

Review of Pertinent Documents of applicants for authentication

Forwards to the RSP Staff for screening and encoding

1. Application Letter (original

only) 2. Personal Data Sheet (original

only)/Resumé 3. Official Transcript of Record 4. Certificate of units earned in

Post-graduate course/s if any.

5. Certificate of Eligibility (if applicable)

6. Certificate of Trainings/Seminar-Workshops for the last five (5) years.

7. Certificate of Awards, Plaque or Letter of Commendation for the last ten (10) years.

8. Certificate of Employment (including outside government service).

9. Performance Rating/IPCR (last 2 ratings in the present plantilla

5-10

working days

None

None

None

ISSUANCE OF DBP CERTIFICATION


PROCEDURE DOCUMENTS/FORMS

DURATION FEES

RSPU Staff

Personnel/Faculty will request a DBP Certification form from the RSP Staff

RSP Staff will give the needed requirements from the 201 file of the requestor Forwards to the RSP Staff for screening and encoding

DBP Certification Form

3-5 minutes

None

None

None

129

HRDMO - EMPLOYEES’ WELFARE UNIT

REQUEST FOR CERTIFICATION


DETAILS DOCUMENTS/FORMS DURATION FEES

Client

Request for certification by filling out the Certification/Documents Request Slip (TSU-HRD-SF-26).

1 minute

None

EWU Staff

Accept the accomplished slip and confirm other details needed, if necessary.

Accomplished Clearance Form OR Certification Template

1 minute None

EWU Staff

EWU Staff

Double-check client’s information on Human Resource Information System (HRIS) and/or on the client’s 201 File. NOTE: Double-checking of 201 File may take 1-2 working days, depending on the status of the client. Inactive/separated personnel may/may not be found in the HRIS and will be searched at the archived 201 Files.

1-2 Hour(s)

None

Prepare and print the certification based on the information found.

5 minutes

None

HRDM

Director

Sign the printed certification.

1 minute

None

EWU Staff Dry-seal the signed certification and log in the HR Monitoring Logbook for Certifications (TSU-HRD-SF-55B).

30 seconds

None

Client

Sign in the HR Monitoring Logbook for Certifications and receive the dry-sealed and signed certification.

1 minute

None

130

HRDMO - EMPLOYEE RELATIONS UNIT

SCHOLARSHIP APPLICATION


DETAILS DOCUMENTS /FORMS

DURATION FEES

Applicant and

OUP

OUP, VPAA/VPAF, and HRDMO

HRDMO, FSC/ NAPSC, and OUP

HRDMO and Applicant

The OUP shall endorse the letter to the HRDMO through the VPAA/VPAF Through the HRDMO, the FSC/NAPSC shall convene to evaluate and, if in the affirmative, shall recommend the application for approval by the OUP.

The HRDMO shall notify the applicant of the approval/disapproval of his/her application and shall facilitate the contract signing when approved

• Letter of Intent addressed to the Office of the University President through the Faculty Scholarship Committee (FSC) (for Teaching Personnel) or Non-Academic Personnel Scholarship Committee (NAPSC) with an endorsement from the College Dean/Director and concerned Vice President

• Scholarship Application Form

• Notice of Acceptance from the University or school where he/she plans to enroll

• Two (2) consecutive Very Satisfactory Performance Rating for the previous IPCR rating period

• Certificate of Employment

• Medical Certificate

2 minutes

2 minutes

7 days

7 days

No Fee

No Fee

No Fee

No Fee

131

REQUEST FOR EXTENSION


DETAILS DOCUMENTS /FORMS

DURATION

FEES

Grantee and OUP

OUP, VPAA/VPAF, and

HRDMO

HRDMO and FSC

HRDMO and

Grantee

The OUP shall endorse the letter to the HRDMO through the VPAA/VPAF Through the HRDMO, the FSC/NAPSC shall convene to evaluate and, if in the affirmative, shall recommend the request for approval by the OUP. The HRDMO shall notify in writing the applicant of the approval/disapproval of his/her

request to extend study leave.

1. Letter of intent to extend study leave with endorsement from the college dean/ director

2. Grade Reports

3. Certification from the adviser indicating the needed period by the grantee to finish the degree.

Note: Request to extend shall be made one month before the current semester or end of summer/ midyear for the FSC actions and endorsement to the OUP

2 minutes

2 minutes

7 days

2 days

No Fee

No Fee

No Fee

No Fee

132

REINSTATEMENT FROM STUDY LEAVE


DETAILS DOCUMENTS/FORMS

DURATION FEES

Grantee and

OUP

OUP, VPAA/VPAF, and

HRDMO

HRDMO and FSC

HRDMO and Grantee

The OUP shall endorse the letter to the HRDMO through the VPAA/VPAF Through the HRDMO, the FSC/NAPSC shall convene to evaluate and, if in the affirmative, shall recommend the request to reinstate for

approval by the OUP

The HRDMO shall notify the applicant in writing of the approval/disapproval of his/her request to reinstate and

facilitate return of service.

1. Letter signifying intention to return to work addressed to the OUP through HRDMO with copy furnish to FSC and concerned College Dean/ Director and VPAA/VPAF

2. Diploma or Certificate from the University where he/she graduated

3. Transcript of Records (with Special Order for Private Schools)

4. Hard copy of the Thesis/Dissertation

2 minutes

2 minutes

7 days

2 days

No Fee

No Fee

No Fee

No Fee

133

CENTER FOR GENDER AND DEVELOPMENT

Service Description: The TSU-GAD holds Gender Sensitivity and other GAD-related seminars/workshops for all

University constituents to promote understanding and open-mindedness among the participants and for them to

examine their personal attitudes and beliefs, change behavior and instill empathy into the views about themselves

and the other sex.

Service Title: CAPACITY BUILDING

STEP CLIENT PROCEDURE/

SERVICE

PROVIDED

DURATION

OF

ACTIVITY

PERSON-IN-

CHARGE

FEES FORM/REQUIREMENTS

1 Student

Organization

College/Unit

Receive request letter

from Colleges

approved by the GAD

director

1 day GAD Clerk No

fees

Request Letter from the

colleges

2 Process the request

letter from the colleges

1 day GAD Clerk No

fees

3 Prepare request budget

for the

seminars/workshop

Approved by the TSU

President

3 days GAD Staff No

fees

Request for Funding(TSU-

BMU-SF-04)

4 Prepare request to

serve meal and snacks

for the students and

facilitator. Approved

by the VP-ADMIN

and FINANCE and

VP-ILEA

1 day GAD Staff No

fees

Request to serve

meals/snacks (TSU-VPF-

SF-10)

5 Prepare materials will

use in the seminar

1 day GAD Staff No

fees

6 Request letter for the

Resource Speaker

1 day GAD Staff No

fees

Request letter Form (TSU-

GAD-SF-06)

7 Prepare voucher for

the honorarium of the

speaker. (OBR and

DV) after the conduct

of the seminar

1 day GAD Staff No

fees

Voucher (Approved Request

funding, attendance of the

participants)

8 Staff/ GAD

coordinators will

facilitate the

seminar/workshop in

the colleges

1 day

GAD

Staff/Coordinators

No

fees

Attendance Form (TSU-

GAD-SF-19)

9 Process the voucher of

the insider speaker

3 days GAD Clerk No

fees

Voucher (Approved Request

funding, attendance of the

participants)

10 Outside Speaker

honorarium will be

given on the date of

the seminar

10 minutes GAD Clerk No

fees

Voucher and

Acknowledgment Receipt

11 Prepared

Accomplishment

Report for the Seminar

Workshop

1 day GAD Clerk No

fees

End of transaction

134

Service Title: SUBMISSION OF RESEARCH PROPOSALS

Service Title: APPROVAL OF RESEARCH PROPOSALS


SERVICE

PROVIDED

DURATION

OF

ACTIVITY

PERSON-

IN-

CHARGE


1 Researcher

(Faculty,

Administrative

Personnel, and

University

Key Officials)

Receive the

capsule proposal

and convene the

URO to evaluate

proposal for

colloqium

7 working

days

Chairperson

for Gender

Studies/

Research

Assistant

No fees

2 Researcher

(Faculty,

Administrative

Personnel, and

University

Key Officials)

Results of the

evaluation in the

colloquium are

given to the

researchers in a

written form

stating if the

paper is a)

approved, b)

approved subject

to modification,

or c) disapproved

7 working

days

Chairperson

for Gender

Studies/

Research

Assistant/

GAD Staff

No fees

3 Researcher

(Faculty,

Administrative

Personnel, and

University

Key Officials)

Disapproved

Proposals are

returned to the

researchers

immediately after

the colloquium

7 working

days

RERC No fees


SERVICE

PROVIDED

DURATION

OF

ACTIVITY

PERSON-

IN-

CHARGE


1 Researcher

(Faculty,

Administrative

Personnel, and

University Key

Officials)

Call for Papers 21 working

days

Research

Assistant II

No fees

2 Researcher

(Faculty,

Administrative

Personnel, and

University Key

Officials)

The Researcher/s

submits research

capsule proposal

with their

research profile

form to Center for

Gender and

Development

(GAD)

5 minutes Research

Assistant II

No fees Capsule Proposal Form (TSU-

URO-SF-01)

Researcher’s Profile Form

(TSU-URO-SF-03)

3 Researcher

(Faculty,

Administrative

Personnel, and

University Key

Officials

The Personnel In-

charge receives

and checks the

completeness of

the documents

submitted

10 minutes Research

Assistant II

No fees Capsule Proposal Form (TSU-

URO-SF-01)

Researcher’s Profile Form

(TSU-URO-SF-03)

End of Transaction

135

4 Researcher

(Faculty,

Administrative

Personnel, and

University

Key Officials)

Approved

Proposals that are

subject to

modification are

returned to the

researchers

immediately after

the colloquium

7 working

days

RERC No fees

5 Researcher

(Faculty,

Administrative

Personnel, and

University

Key Officials)

The revised

GAD-related

proposal is

submitted back to

URO

14 working

days

Researcher/s No fees to

be

collected

Revised Research

Proposal

(TSU-URO-SF-32)

Research Revision Form

(TSU-URO-SF-24)

The authenticity of

Authorship and

Commitment to Revise

(TSU-URO-SF-07)

6 Researcher

(Faculty,

Administrative

Personnel, and

University

Key Officials)

The revised

proposal is given

to the UREC for

review attached

to the

recommendations

and evaluations

from the

colloquium

1 day URO Staff No fees to

be

collected

Revised Research

Proposal

(TSU-URO-SF-32)

Research Revision Form

(TSU-URO-SF-24)

The authenticity of

Authorship and

Commitment to Revise

(TSU-URO-SF-07)

7 UREC will

review the

proposal coming

from the URO as

to funding of the

proposal

1 month

UREC

URO Staff

No fees to

be

collected

8 Researcher

(Faculty,

Administrative

Personnel, and

University

Key Officials)

Results of the

evaluation will be

given to the

proponent in a

written form

stating if the

proposal is a) for

university

funding, b)

recommended for

external funding,

c) terminal

incentive, d)

disapproved

citing the reasons

thereof

All accepted

proposals will be

submitted to UP

UREC Evaluation Form

(TSU-URO-SF-05)

Notice of Disapproval

(TSU-URO-SF-29)

136

for final approval

9 Researcher

(Faculty,

Administrative

Personnel, and

University

Key Officials)

Notice to proceed

is given to the

researcher

1 day UREC

Secretariat

No fees to

be

collected

Notice to Proceed

(TSU-URO-SF-30)

10 GAD Office GAD shall

request a copy of

the revised GAD-

related proposal

from the URO for

monitoring

1 day Chairperson

for Gender

Studies/

Research

Assistant

No fees to

be

collected

Request Letter

(TSU-GAD-SF-06)

11 Researcher

(Faculty,

Administrative

Personnel, and

University

Key Officials)

MOA shall be

signed by the

researcher opting

to fund before the

project proposal

7 working

days

URO Staff

Researchers

No fees to

be

collected

MOA

(TSU-URO-SF-17)

12 Researcher

(Faculty,

Administrative

Personnel, and

University

Key Officials)

All approved

research

proposals will be

consolidated by

the UREC for

proper

programming

1 day URO Staff No fees to

be

collected

13 GAD will

monitor the status

of the research

until its

completion

Chairperson

for Gender

Studies/

Research

Assistant

No fees to

be

collected

End of Transaction

Service Title: IN-HOUSE REVIEW OF COMPLETED RESEARCHES

STE

P

CLIENT PROCEDURE/

SERVICE PROVIDED

DURATIO

N OF

ACTIVIT

Y

PERSON-

IN-

CHARGE

FEES FORM/REQUIREMENT

S

1 Researcher

(Faculty,

Administrativ

e Personnel,

and

University

Key Officials)

The researcher submits

his/her entry to the

URO according to the

in-house review of the

researches guidelines

10

minutes

Researcher No fees

to be

collecte

d

Research Revision

Report

(TSU-URO-SF-24)

Revised Research

Capsule Proposal

(TSU-URO-SF-32)

2 URO receives the

completed research and

files the entry

5 minutes URO Staff No fees

to be

collecte

d

3 All entries are assessed

by the VP RES and

URO-Director if the

research output is

qualified for the

presentation in the in-

house review

20

working

days

UREC No fees

to be

collecte

d

137

4 Disapproved outputs

are returned to the

researchers. If

approved, URO staff

will confirm the

acceptance of the

research output in the

in-house review of

completed researches

3 working

days

URO Staff No fees

to be

collecte

d

Notification Slip

(TSU-URO-SF-46)

5 All accepted entries are

compiled and

categorized according

to a) Social Sciences,

b) Technology

Generated, or c)

Information

Dissemination

1 Day URO Staff No fees

to be

collecte

d

Notification Slip

(TSU-URO-SF-46)

6 Conduct of in-house

review of completed

researches:

➢ Power point

presentation of the

entries

➢ Evaluation of

Entry

External Panel of

Judges (EPJ) evaluates

and reviews each entry.

They can also give

recommendations and

inputs for the

improvements of the

research output

Scores are summarized

by the EPJ and a

representative from

URO. Entries are

ranked and the three

(3) highest ranks for

each category will be

announced as winners

and will receive

certificates and cash

prizes

All participants are

given certificates of

participation

1-2 days URO

EPJ

No fees

to be

collecte

d

7 GAD will monitor the

status of the research

until its completion

Chairperso

n for

Gender

Studies/

Research

Assistant

No fees

to be

collecte

d

End of Transaction

138

Service Title: Gender-Responsive Extension Program for Short-term of Services/Activities

Service Description: The TSU-GAD provides Expertise Service through GAD-related seminars/orientations,

training, and workshops to the functional linkages (Government or Non-Government Organizations).


SERVICE PROVIDED

DURATION

OF

ACTIVITY

PERSON-

IN-

CHARGE


1 Submit

letter of

request to

the Records

Managemen

t Unit

The request letter will be

submitted to the Records

Management Unit, then

to the Office of the

President for

endorsement.

1 day No fees Records

Manage

ment

Unit

Staff,

VP-RES

Staff,

GAD

Staff

Request Letter

Endorsement/Action Form

Request Letter

2 GAD director will

review and assess the

requested extension

service

10 minutes No fees GAD

Staff,

GAD

Director

Request Letter

3 Wait for the

approval of

request

Inform the client on the

action taken regarding

the request as well as the

details

1 day

No fees GAD

Staff/Cl

erk

Request Letter

Endorsement/Action Form

4 Prepares all the

resources: Venue,

Supplies, Materials,

Voucher (for Resource

Speaker)

1-3 days No fees GAD

Staff

Request letter

Request for funding

Request to serve meal

Travel Order (if needed)

OBR, DV

5 Facilitate the

seminar/orientation/wor

kshop

Depends on

the number

of days

No fees GAD

Staff/G

AD

Coordin

ator

6 Prepare and submit

activity report to the

requesting party

1 day No fees GAD

Staff

Extension Service Post

Activity Report (SF-08-

Post-Activity-Report-01

End of Transaction

Service Title: Gender-Responsive Extension Program for Long-term of Services/Activities

Service Description: The TSU-GAD provides quality services within its expertise to address the identified needs of

a community by giving them a series of seminars/workshops and program development.


SERVICE

PROVIDED

DURATION

OF

ACTIVITY

PERSON-

IN-

CHARGE


1

Community/LGU

/Organization

Conduct series

of meetings

with the target

community

with other

stakeholders of

the program

1-2 days

No fees GAD Staff Request letter

Notice of Meeting

Attendance Sheet

Minutes of the Meeting

3 Prepares the

preliminary

activities such

as rapid

2-3 days No fees GAD Staff

and director

Focus Group Discussion

(FGD)

Notice of Meeting

Attendance Sheet

139

appraisal and

needs

assessment

activities

Travel Order

4 Prepares a

Memorandum

of Agreement

for the

extension

project

2-5 days No fees GAD Staff MOA

5 Accomplish

the Extension

Project

Proposal Form

and other

supporting

documents

1 day No fees Project

Leader/ Co-

leaders

Request Letter

Extension Service

Request Form

(TSU0ESO-SF-01)

Workplan and Monitoring

Log (TSU-ESO-SF-07)

Extension Activity and

Budget Request (TSU-

ESO-SF-38

6 Upon the

approval of the

program,

prepare all

required

documents for

the

implementation

of the

workplan

1 hour No fee GAD PEC

7 Prepares the

required

documents

1-3 hours No fee GAD STAFF Travel Orders

Special Orders

Experts Profile Form

(TSU-ESO-SF-06)

8 Prepares all

documents for

the

implementation

of the work

plan

1-2 hours No fee GAD Staff Travel Orders

Special Orders

Attendance Sheets (TSU-

ESO-SF-10/12)

Final List of Trainees

Evaluation Survey

Extension Service Post

Activity Report (TSU-

ESO-SF-08

Training Module (EESP)

Pictures/Documentation

DTR of the Faculty/Staff

Involved in the Project

9 Prepares and

submits

Terminal

Report

1-3 days No fee GAD Staff Consolidated Extension

Service Post Activity

Report (TSU-ESO-SF-08

End of Transaction

140

Service Title: TSU-GAD Funding and Program/Project Implementation

Service Description: TSU-ESO coordinates with TSU-GAD for possible funding if the project/program is GAD-

related.

STEPS CLIENT SERVICE

PROVIDER

DURATION

OF THE

ACTIVITY

FEES PERSON

RESPONSIBLE

FORM

1 Submits request

letter and

project

proposal to the

GAD Office

Receive and forward

the request letter and

project proposal to the

director of GAD

15-30

minutes

No

fees

GAD Staff Request letter

Project Proposal

2 Wait for the

approval of the

program/project

Evaluates the

Program/Project

1 day No

fees

GAD Director &

Staff

GAD Checklist

3 Prepare the required

documents

3 days No

fees

Request letter,

resource

speaker, venue

and date,

budgetary

requirements

4 Facilitate the

program/project and

do documentation

Depending

on the

number of

days

No

fees

GAD Staff Travel order

5 Prepare the post

activity report for the

requesting party

1 day GAD Staff Accomplishment

report

End of Transaction

Service Title: CHILD CARE CENTER

Service Description: The TSU-GAD had established the Child Care Center exclusively to the TSU Faculty and

Personnel.


SERVICE

PROVIDED

DURATION

OF

ACTIVITY

PERSON-

IN-

CHARGE


1 Faculty &

Personnel

Register the

child

5 minutes Child Care

Teacher

No

fees

Form 9 – Registration form

2 Child Evaluate the

child based on

age

5 minutes Child Care

Teacher

No

fees

3 Faculty/

personnel

Fill out

Registration

Form if the

child is qualified

and get student

number to the

Admission

Office

15mins Child Care

Teacher

No

fees

Form 9 & Xerox copy of

birth certificate

4 Child is

registered

5 mins Child Care

Teacher

No

fees

5 Child is enrolled 5 mins Child Care

Teacher

6 Children

Parent/guardian

Child attends

the Child Care

3 hrs/day

Child Care

141

Session

Parent/guardian

must fetch them

for lunch

Teacher

7 (afternoon

napping is

optional)

teacher receives

the children for

napping/

sleeping

Parents/guardian

must fetch them

for home

Child Care

Teacher

End of transaction

142

INTERNAL AUDIT SERVICES

Audit Process: Operations, Management and Special Audits


Procedure Forms/Documents Duration Requirements/ Fees

Audit Team Leader

Director Audit Team

Leader

Audit Team Leader and Audit Staff

University President,

Director and Audit Team

Leader

Director

Director

Director Audit Team

Leader

Audit Planning Inform the Auditee about the Audit to be conducted Execution of the Audit and Report Preparation Audit Reporting Final Report Appraisal of Audit Performance Monitoring of Approved Recommendations

Audit Program Notice of Audit Request for Documents Audit Programs Audit Working Papers Draft Internal Audit Report Draft Internal Audit Report Minutes of Exit Conference Final Internal Audit Report Audit Client Survey Audit Follow-up Report

One (1) Working Day One (1) Working Day Thirty (30) Working Days One (1) Working Day One (1) Working Day One (1) Working Day Two (2) Working Days (After the period of compliance stated by the President.

None

None

None

None

None

None

None

143

BUDGET MANAGEMENT OFFICE

CERTIFICATION OF ALLOCATION OF FUND

Schedule of Availability of Service:

Tuesday to Friday 7:00a.m. – 6:00 p.m. no noon break

Who may avail of the Service: Requestor/ End User

What are the requirements: 1. Must be in writing. 2. (3) Three copies of the accomplished form (Request for Funding) and/or request letter 3. Supporting documents (pre-inspection report, funding form, travel order, invitation, etc.-if applicable)

STEP ACTION PERSON RESPONSIBLE

DURATION OF ACTIVITY

FEES

Receipt of request Receive, verifies the request form with its corresponding supporting documents

Staff

5 Minutes

No Fee

Numbering and record request

Staff does the following: 1. Validates document; 2. Record and affixed

control number on the form for reference.

Staff

5 minutes

No Fee

Reviews and signs request

Budget officer evaluates, certifies and signs

Budget Officer/ OIC

Min:5mins: Max: 3 days

No Fee

Forward/routing Release/ route the document to next approving authority

Staff 5 minutes No Fee

END OF TRANSACTION

PROCESSING OF PAYROLLS, VOUCHERS Schedule of Availability of Service:

Tuesday to Friday

7:00 a.m. to 6:00 p.m. no noon break


What are the requirements: 1. (4) Four copies of Accomplished Obligation Request and Status (OBRS)

(3) Three copies of Accomplished Disbursement Voucher (DV) (3) Three copies of Payroll

2. Supporting documents (request letter, funding form, travel order, invitation, programs, trip ticket, summary of expenses, etc.-if applicable)



FEES

Receipt of OBRS Receive, verifies the request form with its corresponding supporting documents

Staff

Min:5 mins Max:1day

No Fee

Numbering and record request

Receiving Staff does the following: 1. Validates document; 2. Records and affixed

control number on the

Staff

5 minutes

No Fee

144

form for reference.

Funding of request

Staff verifies and obligates for funding

Staff Min: 5mins; Max: 2hours

No Fee

Reviews and signs

Budget officer evaluates, certifies and signs

Budget Officer/ OIC

Min: 5mins Max: 2days

No Fee

Forward/routing Release/ route the document to next approving authority

Staff 5 minutes No Fee

END OF TRANSACTION

QUERIES/ ASSISTANCE ON CERTIFICATION ON ALLOCATION OF FUND


Tuesday – Friday

7:00a.m. – 6:00 p.m. no noon break


What are the requirements: 1. Record book/ Logbook. 2. A copy of the request letter or request form (PR, JO, WO, JO, OBRS, Payroll, et.al) with its corresponding

control number/ reference number. 3. Request letter from requesting unit/college and agency.



FEES

Present record and/or request

Provide reply to simple queries For complex queries or concerns: request client to present request letter and advise him/her to return in a specific time or date

Staff

5 minutes

Min:30mins Max: 3days

END OF TRANSACTION

145

MANAGEMENT INFORMATION SYSTEMS OFFICE

BLOCKING AND UNBLOCKING OF RFID CARDS

Responsible


Fees

Client

Client

Client

Software Unit Staff

1. Get the Request to Block/Unblock Form and Fill it up properly 2. Give the filled-up form to the Software Unit staff 3. Wait for the Software Unit staff to block or unblock the RFID 4. The Software Unit staff will notify you if your RFID has been Blocked or Unblocked

Maximum of 3 days upon receipt of the request form

Request to Block/Unblock Form No Fee

CREATE AND UPDATE OF WEBSITE/WEBPAGE



Client

Client

Client

Software Unit Staff

1. Get the Request for website/webpage update form and Fill it up properly 2. Give the filled-up form to the Software Unit staff 3. Wait for the Software Unit staff to perform the request 4. The Software Unit staff will notify you if your website/webpage has been updated

Maximum of 7 working days upon receipt of the request form for website update depending on the number of pages to be updated Maximum of 20 working days* upon receipt of the request form for new website development depending on the scope of the website to be developed

Request for website/webpage update Form No Fee

146

DEVELOPMENT OF NEW SYSTEMS/PROGRAMS



Client

Client

Software Unit

Staff

1. Get the System/Program Maintenance and Development Form and Fill it up properly 2. Give the filled-up form to the Software Unit staff 3. The Software Unit staff will perform the request. The staff may request meetings to get more information regarding the system/program to be developed

Maximum of 7 working days upon receipt of the request form for System/Program Update depending on the scope of the update Maximum of 20 working days* upon receipt of the request form for Development of New System/Program depending on the scope of the new system/program to be developed

System/Program Maintenance and Development Form No Fee

REPORT GENERATION

Responsible


Fees

Client

Client

Client Software Unit Staff

1. Get the Request for data form and Fill it up properly 2. Give the filled-up form to the Software Unit staff 3. Wait for the Software Unit staff to perform the request 4. The Software Unit staff will give to you the data you requested

Maximum of 20 working days* upon receipt of the request form depending on the report to be generated.

Request for data form No Fee

RESETTING AND CREATING OF USER ACCOUNT (PRISMS, STUDENT PORTAL,

FACULTY PORTAL, EMPLOYEE PORTAL)



Client

Client

Client

Software Unit

Staff

1. Get the Request to reset account form and Fill it up properly 2. Give the filled-up form to the Software Unit staff 3. Wait for the Software Unit staff to perform the request 4. The Software Unit staff will notify you if your account has been reset

All reset of student portal account will be entertained at 3PM to 6PM on workdays Maximum of 3 days upon receipt of the request form

Request to Create / Reset User Account Form No Fee

147

UNPOSTING OF GRADESHEETS



Client

Client

Client

Software Unit Staff

1. Get the Request for data form and Fill it up properly 2. Give the filled-up form to the Software Unit staff 3. Wait for the Software Unit staff to perform the request 4. The Software Unit staff will notify you if your gradesheet has been unposted


Request to unpost gradeheet No Fee

CHANGING OF POSTED SCHEDULE

Responsible


Fees

Client

Client

Client

MIS Clerk

1. Get the Request to change posted schedule form and Fill it up properly 2. Give the filled-up form to the MIS Clerk 3. Wait for the MIS Clerk to perform the request 4. The MIS Clerk will notify you if your request has been finished


Request to change posted schedule form No Fee

TAGGING OF FACULTY/ROOM/SCHEDULE



Client

Client

Client

MIS Clerk

1. Get the Request to tag faculty/room/schedule form and Fill it up properly 2. Give the filled-up form to the MIS Clerk 3. Wait for the MIS Clerk to perform the request 4. The MIS Clerk will notify you if your request has been finished


Request to tag faculty/room/schedule form No Fee

148

TAGGING OF HONORARIUM CLASSES

Responsible


Fees

Client

Client

Client

MIS Clerk

1. Get the Tagging of honorarium form and Fill it up properly 2. Give the filled-up form to the MIS Clerk 3. Wait for the MIS Clerk to perform the request 4. The MIS Clerk will notify you if your request has been finished


Tagging of honorarium form No Fee

TRANSFER OF STUDENTS



Client

Client

Client

MIS Clerk

1. Get the Transfer of students form and Fill it up properly 2. Give the filled-up form to the MIS Clerk 3. Wait for the MIS Clerk to perform the request 4. The MIS Clerk will notify you if your request has been finished


Transfer of students form No Fee

SYSTEM ACCESS/PRIVILEGE TAGGING



Client

Client

Client

MIS Clerk

1. Get the Transfer of students form and Fill it up properly 2. Give the filled-up form to the MIS Clerk 3. Wait for the MIS Clerk to perform the request 4. The MIS Clerk will notify you if your request has been finished


System Access/Privilege form No Fee

149

BIOMETRICS REGISTRATION

Responsible


Fees

Client

Client

Client

Software Unit staff

1. Get the Biometrics Registration Log and Fill it up properly 2. Give the filled-up form to the Computer Programmer 3. Wait for the Computer Programmer to perform the request 4. The Software Unit staff will notify you if your request has been finished


Biometrics Registration Log No Fee

COMPUTER EXAMINATION

Responsible


Fees

Client

Client

Client

MIS Clerk

1. Get the System Access/Privilege form and Fill it up properly 2. Give the filled-up form to the MIS Clerk 3. Wait for the MIS Clerk to perform the request 4. The MIS Clerk will notify you if your request has been finished

1 ½ hour for the exam 30 mins for the printing of the documents 10 mins for checking of the exam

Computer Examination Log No Fee

150

INSPECTION FOR CONDEMN OF ICT EQUIPMENT



Client

Technical Inspection

Officer

Client

Client

Client

Technical

Inspection Officer

1. Client will call MIS Office

to request the technical inspection officer for the inspection of the ICT device.

2. The inspection officer will assess the ICT device based from the Memorandum of Receipt attached.

3. Client will sign the Request

for Pre-Repair / Pre-inspection Form.

4. Client will sign the Service

Request Form presented by the inspection officer.

5. Client will prepare INI.

6. Technical inspection officer will give the Pre-Repair/ Inspection form along with the INI and MR to SPMU for signature.

Maximum of 7 working days upon the receipt of the unit to be inspected and condemned

Pre-Repair / Inspection

Form

Memorandum of Receipt

Inventory and

Inspection Report of

Unserviceable Property form

Service

Request Form

No Fees

INSPECTION OF NEW ICT EQUIPMENT

Responsible


Fees

SPMU Staff

Technical Inspection

Officer

SPMU Staff

SPMU Staff

1. SPMU will request inspection of new ICT devices to the inspection officer.

2. The inspection officer will proceed with the inspection of the equipment.

3. SPMU staff will present

the inspection and acceptance report to the technical inspection officer.

4. SPMU staff will sign the

service request form presented by the inspection officer.

Maximum of 3 working days depending on the type and quantity of ICT devices upon receipt of the unit to be inspected

Inspection and Acceptance Report Form

Service

Request Forms.

No Fees

151

PREVENTIVE MAINTENANCE FOR DESKTOP COMPUTER UNITS

Responsible


Fees

MIS Hardware Technician


Client

Client

1. MIS Hardware Technician will notify client/s scheduled for computer preventive maintenance.

2. MIS Hardware Technician

will proceed to the client/s office.

3. Wait for the preventive maintenance to be completed.

4. Sign the Preventive Maintenance Form and Service Request Form presented by the MIS Hardwar Technician.

Maximum of 7 working days depending on the quantity of computers to be maintained.

Preventive Maintenance

Form

Service Request Form

No Fees

REPAIR OF ICT EQUIPMENT

Responsible


Fees

Client


Client

Client

1. Client will proceed to

MIS Office or call the MIS Clerk regarding the problem encountered on the hardware.

2. The MIS Technician will

go to the client’s office to assess the problem encountered with the equipment.

3. Wait for the equipment to be repaired and delivered.

4. Sign the Service

Request Form to be presented by the technician.

Maximum of 20 working days depending on the severity of the case and availability of parts.


No Fees

152

SOFTWARE INSTALLATION



Client


Client

Client

1. Client will call the MIS

Clerk regarding the request of software installation.

2. The MIS Hardware

Technician will proceed to the client’s office and perform the software installation.

3. Wait for the software

installation to be completed.

4. Sign the Service Request Form to be presented by the MIS Hardware Technician.

Maximum of 3 working days upon the receipt of the request form.


No Fees

CABLING FOR NEW NETWORK CONNECTION



Client

Client

Network Technician / Computer Technician



1. Get Cabling Request Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. The Network Technician will schedule the request and check if there are available supplies. 4. The Network Technician / Computer Technician will perform the request if there are available supplies. 5. The Network Technician / Computer Technician will notify you if your request has been done already.

3 – 7 working days upon receipt of the request form and depending on the availability of supplies.

Cabling Request

Form /

No Fees

153

CREATION OF DMS ACCESS

Responsible


Fees

Client

Client

Client

Network Unit Staff

1. Get Request to Create / Reset User Account Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. Wait for the DMS access to be created. 4. After access is created, Network Unit Staff will give the user credentials needed to be able to use the DMS of the University.


Request to

Create / Reset User Account

Form /

No Fees

CREATION OF DOMAIN ACCOUNTS



Client

Client

Client

Network Unit Staff

1. Get Request to Create / Reset User Account Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. Wait for the account to be created. 4. After account is created, Network Unit Staff will give the user credentials needed to be able to log in the TSU Network.


Request to Create / Reset User Account

Form /

No Fees

154

CREATION OF EMAIL ACCOUNT



Client

Client

Client

Network

Technician / Computer

Programmer

1. Get Request to Create / Reset User Account Form and fill out properly. 2. Give filled up form to a MISO Technical Staff. 3. Wait for the Email account to be created. 4. After account is created, MISO Technical Staff will give the user credentials needed to be able to use the Email Account from TSU.


Request to

Create / Reset User Account

Form /

No Fees

CREATION OF OFFICE COMMUNICATOR ACCOUNTS



Client

Client

Client

Network Unit

Staff

1. Get Request to Create / Reset User Account Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. Wait for the Office Communicator account to be created. 4. After account is created, Network Unit Staff will give the user credentials needed to be able to use the Office Communicator.



Form /

No Fees

155

NEW DESKTOP CONNECTION TO TSU NETWORK



Client

Client

Client

Network Technician

1. Get LAN Access Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. Wait for the Network Technician to perform the request. 4. Network Technician will notify you if your request has been done already.


LAN Access

Form /

No Fees

RESET OF DOMAIN ACCOUNTS



Client

Client

Client

Network Unit

Staff

1. Get Request to Create / Reset User Account Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. Wait for the account to be reset. 4. After account is reset, Network Unit Staff will give the user credentials needed to be able to log in the TSU Network.



Form /

No Fees

156

RESET OF OFFICE COMMUNICATOR ACCOUNTS



Client

Client

Client

Network Unit

Staff

1. Get Request to Create / Reset User Account Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. Wait for the Office Communicator account to be reset. 4. After account is reset, Network Unit Staff will give the user credentials needed to be able to use the Office Communicator.



Form /

No Fees

WI-FI SETUP / DEPLOYMENT



Client

Client

Network Technician

Network Technician

1. Get Request to Request for Wi-fi Setup/Deployment Form and fill out properly. 2. Give filled up form to a Network Unit Staff. 3. After processing of form and upon availability of equipment, Network Technician will configure the equipment. 4. Once equipment is configured it will be deployed to the requesting user.

3 – 7 working days upon receipt of the request form and depending on the availability of router/access point.

Request for Wi-fi

Setup/Deployment Form

/ No Fees

157

RECORDS AND ARCHIVES UNIT

A. Internal Document


Details Duration Requirements/Fees

Documents/Forms

Review the nature/format of the communication. The document shall be duly signed by proper authority before receiving the document. Stamp using the RMU seal at the upper right portion. Assign a tracer number, date, time and initial of the receiver. Get one original copy. If the original is to be released, the records file shall indicate “Received original copy” by the data owner. Record to the appropriate logbook. Reproduce copies when necessary and distribute to colleges/offices. For distribution of semi-electronic copies: Use DMS

• if the communication is for

everybody’s compliance and/or

information.

• if recipients are more than ten

(10) different colleges/offices.

Use OC

• transmit thru Office

Communicator if recipients are

less than ten (10) of different

colleges/offices.

Staff, Receiving

and Dispatch

Two (2)

Minutes if

simple, Five

(5) Minutes if

complex

One (1)

Minute

One (1)

Minute

One (1)

Minute

Two (2)

Minutes

None

None

None

None

None

None

None

None

None

None

158

Scan and save files for (hard copy and semi-electronic) records management.

The Records Officer reviews the recorded documents, supervises the sorting before filing and inventory taking of the staff in the filing and digitization management. Summary Reports shall be prepared with the assistance of the clerk reportorial requirements

Staff, filing

and

Retrieval

None

None

Records

Officer

Filling is on the

following day

For retrieval

request: use

TSU-RAU-SF-08

form. Download

to the tsu.edu.ph

None

159

A. External Document (Received Records)


Details Duration Requirements/Fees Documents/Forms

Review and receive the document Record the document in the assigned logbook of external documents then reproduce. Forward the recorded documents to the Office of the President. Scan and save files for (hard copy and semi-electronic) records management. The Records Officer reviews the recorded documents, supervises the sorting before filing and inventory taking of the staff in the filing and digitization management. Summary Reports shall be prepared with the assistance of the clerk reportorial requirements

Staff, Receiving

and Dispatch

Staff, Receiving

and Dispatch to

be assisted by

one staff if

necessary

Staff, filing of

hardcopies,

inventory and

disposal, Staff,

filing of semi-

electronic and

retrieval of

record request

One (1)

Minute

Two (2)

Minutes

One (1) Minute

Filling is on

the

following

day

None

None

None

None

None

Records

Officer

None

None

The staff of the

Office of the

President will receive

the record in the

TSU-RAU-SF-01

None

None

160

QUALITY ASSURANCE OFFICE

PROGRAM ACCREDITATION BY AACCUP

PROCEDURE PERSON-IN-CHARGE DURATION FEE/NO FEE

FORMS/ DOCUMENTS

Received letter from AACCUP Office regarding the schedules of accreditation for the school year.

QA Director & Staff

30 minutes

No/fee N/A

The Office prepares the annual plan of accreditation schedule in accordance with the AACCUP schedule.

Director

1 week

No/fee N/A

Sends letter of request to AACCUP which includes the annual accreditation plan and schedule for all the programs of the institution.

QA Office

1 day

No/fee N/A

Receives response letter from AACCUP granting the request date and the list of the programs to be accredited.

Staff/Director

1 month

No/fee N/A

QA office sets meeting with the college/s whose programs are to be accredited and presents the accreditation plan and schedule for the college/s programs.

QA Office

1 hour

No/fee N/A

Receives final list of accreditors from AACCUP and communicated the list to all college/s programs to be accredited.

Staff/Director

1 week

No/fee N/A

Prepares request for budget for the conduct of accreditation and payment for AACCUP.

Staff/Director 1 hour

No/fee N/A

All TSU Officials, concerned colleges and/or programs for accreditation attends in the opening ceremony of the accreditation.

TSU Officials/Concerned

Colleges & Offices /QA Office & Staff

2 hours

No/fee N/A

QA Office take charge and assists during the accreditation proper and sees to it that everything is in order from the accommodation of the accreditors, venue, logistics, documentation requirements and other needs of the accreditation as the need arises.



4-6 days

No/fee N/A

All TSU Officials, concerned colleges and/or programs for accreditation attends in the closing ceremony of the accreditation.



2 hours

No/fee N/A

The receipt of the official result of accreditation is January to June (Visit) – July (Result), July to December (Visit) – December (Result).

Quality Assurance Office

6 months after the Visit

No/fee N/A

161


FORMS/ DOCUMENTS

The result will be transmitted in the university and will be communicated by the QA Office to the different colleges concerned.

Quality Assurance Office

1 day No/fee N/A

CONDUCT OF CHED ACCREDITATION (RQAT, COD/COE)


FORMS/ DOCUMENTS

Receives memorandum circulars/ letter from CHED on the guidelines and parameters for submitting the institution for accreditation.

OUP / QA Office

1 hour

No/fee N/A

The university officials’ study and evaluates the CHED Memo/Letter and its Guidelines for proper information dissemination.

University Officials/ QA Office

2 days

No/fee N/A

Sends letter of request to CHED which stipulates the intention of the institution to undergo accreditation as well as the requested accreditation date.

QA Office

1 day

No/fee N/A

Receives response letter from CHED granting the request date of the accreditation.

Staff/Director

Indefinite

No/fee N/A

QA office sets meeting with the TSU Officials presents the accreditation guidelines, plan and schedule for the conduct of CHED accreditation.

QA Office

3 hour

No/fee N/A

A committee to work on the requirements of the accreditation is established and the duties and responsibilities of the committee is delegated to fulfill the requirements of the accreditation.

University Officials/ QA Office

1 day

No/fee N/A

Receives final list of accreditors from CHED and communicates the list to all officials/colleges/program/offices that will be subjected for accreditation

QA Office

Indefinite

No/fee N/A

Prepares request for budget for the conduct of CHED accreditation.

QA Office

1 hour

No/fee N/A

All TSU Officials, concerned colleges/ programs and offices attends in the opening ceremony of the CHED accreditation.



2 hours

No/fee N/A

QA Office take charge and assists during the accreditation proper and sees to it that everything is in order from the accommodation of the accreditors,



3-5 days

No/fee N/A

162

venue, logistics, documentation requirements and other needs of the accreditation as the need arises.

All TSU Officials, concerned colleges and/or programs for accreditation attends in the closing ceremony of the accreditation.



1 hour

No/fee N/A

The receipt of the official result of accreditation from CHED

OUP/ QA Office

Indefinite

No/fee N/A

The result will be transmitted in the university and will be communicated by the QA Office to the different colleges concerned.

OUP/ QA Office 3 days No/fee N/A

SENDING TSU FACULTY MEMBER/S FOR AACCUP ACCREDITOR’S TRAINING

PROCEDURE PERSON-IN-CHARGE

DURATION FEE/NO FEE

FORMS/ DOCUMENTS

Receives letter of invitation from AACCUP to send qualified faculty members for Accreditors’ Training.

QA Director & Staff

1 hour

No/fee N/A

The President together with the QA Office selects attendees of AACCUP Accreditors’ Training from the roster of qualified faculty members.

President/QA Office

2 days

No/fee N/A

Once the invitation was approved by the President, and the qualified faculty member/s is/are selected, he/she/they will be informed that he/she/they is/are among the selected qualified faculty members being invited to attend the AACCUP Accreditors’ Training.

QA Office

1 day

No/fee N/A

If the invited faculty is available in the schedule AACCUP Accreditors’ Training, the faculty member will confirm with the invitation.

Staff/ Director Faculty

No/fee N/A

The Quality Assurance Office sends confirmation letter and the list of faculty member/s that will attend in the training.

QA Office

1 hour

No/fee N/A

The QA Office prepares travel order of the qualified faculty member/s and coordinates with the AACCUP Office on the travel itinerary and communicates the details to the qualified/selected faculty member/s.

Staff/ Director

30 minutes

No/fee N/A

Once the training is done, the trained faculty member/s will give to the QA Office a copy of the certificate of appearance.

Staff/ Director After the training No/fee N/A

163

SENDING TSU FACULTY MEMBER AS PROGRAM ACCREDITOR


FORMS/ DOCUMENTS

Receives request letter from AACCUP to serve as program accreditors.

QA Director & Staff

2 minutes

No/fee N/A

The request letter from the AACCUP is subjected for approval of the University President.

President

1 day

No/fee N/A

Once the invitation was approved by the President, the invited faculty member will be informed that he/she is being invited by the AACCUP to serve as program accreditor.

QA Office

1 day

No/fee N/A

If the invited faculty is available in the schedule being requested by AACCUP, the faculty member will confirm with the invitation.

Staff/ Director

No/fee N/A

The Quality Assurance Office sends a confirmation letter on the requested faculty member and availability of schedule to AACCUP Office.

QA Office

1 day

No/fee N/A

The QA Office prepares travel order of the requested faculty member and coordinates with the AACCUP office on the travel itinerary and communicates the details to the requested faculty member. Details and logistics of the accreditation will be discussed by AACCUP to the invited faculty member.

Staff/ Director

1 day

No/fee N/A

Once the program accreditation was done, the invited faculty member gives the QA Office the copy of Certificate of Appearance.

TSU Officials/ Concerned Colleges & Offices/ QA Office &

Staff

After the Accreditation

No/fee N/A

164

OFFICE FOR PUBLIC AFFAIRS AND INFORMATION

A. PUBLICATION OF THE TSU BULLETIN AND QUARTERLY REPORTS

PROCEDURE PERSON IN-

CHARGE DURATION FEE/NO FEE FORMS/DOCUMENTS

OPAI receives/produces news, stories, and

article submissions. The OPAI staff will check,

scan the documents from the forwarding

college/unit/personnel or clientele.

Staff from

forwarding

college/ unit/

clientele

5 minutes NONE NONE

OPAI staff will be deployed to cover the event

and collect information. The staff will write

news or feature articles and will edit photos

that are taken from the event.

OPAI Staff Depends on

the event NONE NONE

After the event coverage, the office will edit

the content of the publication. The staff will

then proofread the articles for fact check and

corrections such as names, address, and spell

errors.

OPAI Staff 30 minutes-

1 hour NONE NONE

The Director will check and finalize the content

of the publication and will hand over to the

staff. The articles shall be collated and will be

laid out for TSU Bulletin and Quarterly Report.

OPAI

Director

30 minutes –

1 hour NONE NONE

The Business Center receives the TSU Bulletin

and Quarterly Report file and prints the

document.

Printing

Office 1-2 hours NONE NONE

The OPAI staff will distribute the TSU Bulletin

to all concerned colleges, units or offices. OPAI Staff

30 minutes –

1 hour NONE TSU-PAI-SF-02

B. REGULATION OF POSTING AND APPROVAL OF ADVERTISEMENT/ANNOUNCEMENTS

PROCEDURE PERSON IN-CHARGE DURATION FEE/NO FEE FORMS/DOCUMENTS

Client/Staff accomplishes form on

posting of tarpaulins/posters within

TSU.

Client/Staff from

Forwarding College/

Unit/ Organization

3 minutes NONE

TSU-PAI-SF-01

TSU-PAI-SF-06

TSU-PAI-SF-07

Staff receives materials for

posting/dissemination. OPAI Staff 2 minutes NONE NONE

The OPAI director/staff reviews the

content for approval of posting of

materials.

OPAI Director/Staff 3 minutes NONE NONE

The Director/Staff signs the materials

that are okay for posting and staff

encodes them to the record book.

OPAI Director/Staff 5 minutes NONE NONE

C. PUBLICATION OF NEWS, ARTICLES, ETC., ONLINE THROUGH UNIVERSITY WEBSITE

PROCEDURE PERSON IN-

CHARGE DURATION FEE/NO FEE FORMS/DOCUMENTS

Staff scans/checks the document from the

forwarding college/unit/organization, personnel

and/or clientele.

OPAI Staff 3 minutes NONE NONE

In the event, the event needs to be covered, the

staff will be deployed, collect information,

writes news or feature articles and edits photos.

OPAI Staff Depends on

the event NONE NONE

The director will then proofread the articles for

fact check and corrections such as names,

address, and spell errors.

OPAI

Director 5 minutes NONE NONE

After review, OPAI Director hands over the

documents to OPAI Staff and updates the

website with fresh news.

OPAI Staff 10 minutes NONE NONE

165

UNIVERSITY HOTEL

ROOM RESERVATION by WALK-IN GUEST

24/7 operations

Room Reservation


Front Desk Agent

Front Desk Agent

Front Desk Agent

Front Desk Agent

Treat the guest warmly with readily smile as like as registered guest. Welcoming the guest/ Stating the name of the hotel/ Saying the time of the day/ Introduce herself/himself (FDA) to the guest/ Asking the guest for how can you be of help. For room reservation ask the guest his desire length of stay and room preferences. The Front Desk Agent checks whether such room is available or not in those days If the room is available quote the room rates and room facilities Reviews the accomplished reservation form and the identification card presented by the guest and have it photocopied for security and record purposes. The Front desk agent will ask to whom the reservation will be place? The Front Desk Agent may offer hotel accommodations alternatives based on the room availability or the guest agrees to send him/her to another hotel

2-3 minutes 1-2 minutes

1-3 minutes 1-3 minutes

Room Rates

Single -1,200Php Double-1,400Php Triple- 1,700Php Quadruple -2,200Php Suite Room-3,500Php Quadruple min of 8 person Student Rate 375Php/person Gabriella Functon Room -6,000Php -1,000Php(For every succeeding hour) Rooftop (Priscilla Hall) -6,000Php -1,000Php (For every succeeding hour) Mini Conference Room -3,000Php

Reservation Form Identification Card

166

UNIVERSITY HOTEL

ROOM RESERVATION (PHONE/ ON-LINE)

24/7 operations


Front Desk Agent

Front Desk Agent

Front Desk Agent

Answering queries received through e-mails and/or phone calls. Sell the rooms and function/banquet spaces, if needed do up-selling. FDA Checks the incoming E-mail time to time. The Front Desk Agent checks whether such room is available or not in those days If the room is available quote the room rates and room facilities. Reviews the accomplished reservation form and the identification card presented by the guest and have it photocopied for security and record purposes.

1-2 minutes

1-2 minutes

2 minutes

Room Rates

Single -1,200Php Double-1,400Php Triple- 1,700Php Quadruple -2,200Php Suite Room-3,500Php Quadruple min of 8 person Student Rate 375Php/person Gabriella Functon Room -6,000Php -1,000Php(For every succeeding hour) Rooftop (Priscilla Hall) -6,000Php -1,000Php (For every succeeding hour) Mini Conference Room -3,000Php

Front Desk Agent

Front Desk Agent

Front Desk Agent

for accommodations. The Front Desk Agent announces the total bill and ask for the mode of payment The front desk agent receives payment for cash transactions and issued an official receipt. The Front Desk Agent generates the confirmation letter and present it to the guest or may send it to thru e-mail. The Front Office Agent thanks the guest for choosing the hotel.

1-3 minutes 1-2 minutes 1-2 minutes

Confirmation Letter

167

Front Desk Agent

Front Desk Agent

Front Desk Agent

Front Desk Agent

The Front desk agent will ask to whom the reservation will be place? The Front Office Agent sends the quotation via E-mail /or informing the guest via phone call. 1. Check official TSU

hotel account if deposit has been made

2. Seek for the scanned copy of the original deposit slip

Block the room and date

preferred by the

client/guest after the

deposit transaction has

been validated

The Front Desk Agent sends the confirmation letter to the guest’s email account.

1 minute

3 minutes

168

LAUNDRY SERVICES 24/7 operations

REQUIREMENTS:

Cash Payment

STEPS FEES FORMS PROCESSING TIME PERSON IN-CHARGE

1. Guest shall fill out the Laundry Request Form and shall request for pick-up either through the Housekeeping or through the Front Desk.

WASH-DRY-

FOLD

-35Php/kilo and below - Minimum of 5kg (30Php) - Below 5kg (35php)

LAUNDRY SERVICE

REQUEST FORM

1-2 minutes

Housekeeping

Personnel

2. Upon pick-up of the laundry items, the attending staff will check items on the list in front of the guest if he is around. If the guest is not around, the checking shall be done in the presence of a floor guard, a room boy or a supervisor who will serve as witness to any noted damage.

WASH-DRY-PRESS

- Delicate Cloth,

Suits, Long Sleeves Polo --80.00 per piece T-Shirt, Polo Shirt

, Slacks, Maong

Pants -50 per

piece

LAUNDRY SERVICE

REQUEST FORM

Housekeeping

Personnel

3. After making sure that the guest count tallies with the hotel count, the housekeeping personnel will weigh the soiled guest laundry and will write their name and sign on the laundry service request form for control and monitoring purposes.

PRESS ONLY Delicate Cloth, Suits, Long Sleeves Polo --70.00 per piece T-Shirt, Polo Shirt , Slacks, Maong Pants -30 per piece

LAUNDRY SERVICE

REQUEST FORM

1-2 minutes

Housekeeping

Personnel

4. The FDA will do the calculations on how much the guest will be paying and recheck the form if it was properly filled- up by the guest and the housekeeping personnel then, FDA will write control numbers on the forms.

LAUNDRY SERVICE

REQUEST FORM

2-3 minutes

Front Desk Agent

5. Then, the FDA will rewrite all the needed information of the guest in the Guest Laundry Summary for records purposes wherein the first copy will be given to the guest and the second one will be attached to the hamper.

LAUNDRY SERVICE

REQUEST FORM

GUEST LAUNDRY SUMMARY

2-3 minutes

Front Desk Agent

6. Housekeeping Personnel will take the guest laundry in the Laundry Area.

1 minute

Housekeeping

Personnel

7. The laundry attendant will count and double check the items against the Laundry Service Request Form.

LAUNDRY SERVICE

REQUEST FORM

5 minutes

Laundry Attendant

169

8. Sort and classify the guest laundry, then place the appropriate load in the washing machine.

2-2.5 hours/guest (depending on the weight/type of the

items.

Laundry Attendant

9. The washer should hand-wash with care the items sent for hand-washing.

15-30 minutes (depending on the weight/type of the

items.

Laundry Attendant

10. Once finished, if the item needs no further processing, it shall be folded and placed on its appropriate clean hampers for pick-up of the guest.

10-15 minutes

Laundry Attendant

11. The Front Desk Agent/ Housekeeping Personnel will double check whether the processed laundry items of the guest/s are paid. If paid, then it is ok already for releasing.

LAUNDRY SERVICE

REQUEST FORM

2-3 minutes

Front Desk Agent/

Housekeeping Personnel

170

TECHNOLOGY, DEVELOPMENT, TRANSFER AND COMMERCIALIZATION

OFFICE

TRADEMARK APPLICATION ASSISTANCE

STEP CLIENT PROCEDURE/ SERVICE

PROVIDED

DURATION OF

ACTIVITY

PERSON-IN-CHARGE


1 Applicant (External

or internal)

Fill out and submit request for trademark

application assistance and

trademark application form

20 minutes TDTCO Staff No fees to be collected

Service Request Form Trademark Application

Form

2 The Director endorses the

request to the Vice President

for Research and Extension

Services (VP-RES)

1 day TDTCO Director

No fees to be collected

Service Request Form with attached

Trademark Application Form

3 The VP-RES recommends the approval of the request to the


1 day VP-RES No fees to be collected

Service Request Form with attached

Trademark Application Form

4 The TDTCO personnel files

an online trademark application

1 hour TDTCO Personnel


Print out of online application

Filing number

5 The applicant pays the

corresponding filing fees

7 days (maximum)

Applicant IPOPHL approved fees depending on the scope of application

Proof of payment

6 Processing and examination of application and issuance notice

of allowance c/o the University

6 months (average)

Intellectual Property

Office of the Philippines (IPOPHL)


7 Applicant pays publication and registration fees

c/o the University

2 months (maximum)

Applicant 1st and 2nd Publication fees

Certificate of Registration fee

Notice of allowance

8 IPOPHL issues certificate of

registration c/o the University

3 months (average)

IPOPHL No fees to be collected

9 TDTCO 1 day TDTCO No fees to be Transmittal form or

171

personnel forwards

certificate to applicant

personnel collected receiving copy

END OF TRANSACTION

COPYRIGHT DEPOSIT ASSISTANCE

STEP CLIENT PROCEDURE/ SERVICE

PROVIDED


PERSON-IN-CHARGE


1 Applicant (External or

internal)

Fill out and submit request for

copyright deposit and submit

requirements

20 minutes TDTCO Staff No fees to be collected

Service Request Form Application for

Copyright Deposit Deed of Assignment (if

applicable) Copy of work

2 The Director endorses the

request to the Vice President for

Research and Extension Services

(VP-RES)

1 day TDTCO Director


Service Request Form with other

requirements attached

3 The VP-RES recommends the approval of the request to the


1 day VP-RES No fees to be collected

Service Request Form with other

requirements attached

4 Applicant pays the copyright deposit

fee c/o the University

5 minutes Applicant TDTCO

Personnel

Copyright deposit fee

5 TDTCO files application at the National Library of

the Philippines (NLP) and pays fee

1 day TDTCO personnel

Copyright deposit fee

Application for Copyright Deposit

Deed of Assignment (if applicable)

Copy of work

6 NLP processes application

1 month NLP No fees to be collected

7 TDTCO personnel picks up certificate

of deposit



8 TDTCO personnel forwards

certificate (or certified copy) to

applicant



Transmittal form or receiving copy

END OF TRANSACTION

172

CIVIL SECURITY UNIT

Application Forms (Permit to Stay and Overnight Parking)

Responsible


Fees

Administrative

Aide

Administrative Aide

Administrative

Aide

Head Guards

Chief of

Operations

Unit Head

Forms must be Accomplished by the Requester. Evaluate the form before certifying to the authorities. If the information is not complete, Requester must accomplish the missed requirement. If the information is complete, it will sign by the authorities.

1-2 Mins.

1 Min.

1-2 Mins.

NONE

NONE

NONE

Procedure for CCTV Review



Administrative Aide

Administrative Aide

Administrative Aide Chief of Operation

Unit Head

Administrative Aide

Head Guards

Chief of Operations

Unit Head

Asking information regarding to the CCTV footage review. Review the CCTV Footage in given specific time. Request address to the University President through Data Privacy Officer if the CCTV footage is needed as evidence in the investigation. Requester must accomplish the log sheet before leaving the office.

1 Min.

As needed

As needed

1 Min.

NONE

NONE

Approved Letter

NONE

173

Procedure for Lost and Found



Administrative Aide

Security Guard on Duty

Administrative Aide


Administrative

Aide

Security Guard

on Duty

Chief of

Operations

Accepting the lost and found items and keep in a safe compartment. Evaluating and asking more information as part of document purposes. Asking for information as part of document purposes.

1 Min.

1 Min.

1 Min.

NONE

NONE

1 Valid Identification

Card

Procedure for Action on Complaint



Administrative Aide


Head Guard


Head Guard Chief of

Operation

Head Guard

Chief of

Operation

Unit Head

Gathering of information from the complainant and other factors. Preparing a black and white testimony by the complainant. Investigators are also preparing for spot report and blotter at the logbook. If the findings have probable cause, then endorse to the higher authority. If not, amicable settlement is observed as an option.

As needed

As needed

As needed

NONE

NONE

NONE

174

PROCUREMENT UNIT

PROCEDURES ON THE PREPARATION AND SUBMISSION OF ANNUAL PROCUREMENT PLAN (APP)

PERSON RESPONSIBLE

DETAILS

DURATION

FEE

BAC Secretariat

BAC Secretariat

VP for Administration and Finance

Central Records In-Charge

Bac Secretariat

BAC Secretariat and PPMP

Evaluation Committee

BAC Secretariat

BAC Secretariat and Budget Officer

BAC Secretariat BAC Chairs Chief CAO

VP for Admin. And Finance President

BAC Secretariat

BAC Secretariat

OPAI Staff

BAC Secretariat

The BAC Secretariat shall receive and logged the Approved PPMP of each Offices/Unit/Colleges of the University. The BAC Secretariat will prepare a schedule to the evaluation of PPMP for each units and offices/colleges The BAC Secretariat shall forward the Schedule of PPMP Evaluation for approval The BAC shall forward the approved Schedule of PPMP Evaluation to the Central Records Office to inform units/colleges/offices on the scheduled evaluation The BAC shall notify the PPMP Evaluation Committee in writing on the Scheduled PPMP Evaluation The BAC shall arranged, documents and assist the PPMP Evaluation Committee during the Evaluation The BAC Secretariat shall consolidate the evaluated PPMP The BAC shall forward the consolidated APP to the Budget Office for the allocation of funds The BAC shall forward the Funded Consolidated APP to be signed by authorized signatory The BAC shall submit the approved APP to the Government Procurement Policy Board (GPPB) and PS-DBM through on-line and directly to the office of the GPPB The BAC Secretariat shall post to the Transparency seal an conspicuous places the Approved APP stamped received by the GPPB and duly stamped by the OPAI for posting. The BAC Secretariat shall file the approved APP of the University.

March to April of the current year (Two

Months)

One day

One day

One day

One day

May to June of the current year ( two

months)

July of the current year

(one month)

July of the current year (one month)

First week of August of the current year (one

week)

One day

One day

One day

None

None

None

None

None

None

None

None

None

None

One day

None

175

PROCEDURES ON THE SALE OF BIDDING DOCUMENTS

PERSON RESPONSIBLE

DETAILS

DURATION

FEE

BAC Secretariat BAC Secretariat Cashiering staff BAC Secretariat

The BAC Secretariat shall receive the letter of intent from prospective bidders The BAC Secretariat will assess the payment The contractor shall pay the fee at the cashiering unit The BAC shall require the prospective bidder/supplier a photocopy of his/her official receipt and issue complete set of bidding documents

5 mins.

5 mins

5 mins

5 mins.

None

More than 1M up to 5M= 5,000 More than 5M up to 10M= 10,000 More than 10M up to 50M= 25,000 More than 50M up to 500M= 50,000 More than 500M= 75,000 More than 1M up to 5M= 5,000 More than 5M up to 10M= 10,000 More than 10M up to 50M= 25,000 More than 50M up to 500M= 50,000 More than 500M= 75,000

None

PROCEDURES ON THE SUBMISSION OF PURCHASE REQUEST

PERSON RESPONSIBLE

DETAILS

DURATION

FEE

Document Controller/Receiving Staff Unit Head

Document Controller

The duly signed Purchase Request with supporting documents by shall be received and logged by the unit and attached form for the number of day to process. Period of Action-SF 076 Supporting docs: Duly signed SAI Funding form (for request not included in the approved APP) Designs/layout (if applicable) The unit head shall review and identify the number of days to process and signed the Period of Action Form The documents will be forwarded to the Budget of Office for

Counter signed as to funding of request

5 mins

5 mins

5 mins

None

None

None

176

PROCEDURES ON THE PROCESSING OF PURCHASE REQUEST/WORK ORDER

PERSON RESPONSIBLE

DETAILS

DURATION

FEE

Receiving Staff Receiving Staff BAC Secretariat BAC Secretariat Document controller and BAC Secretariat BAC Secretariat BAC Secretariat Canvassing Staff Canvassing Staff/BAC Secretariat Bac Secretariat Canvassing Unit Canvassing Staff

Receipts of Approved Request

The Receiving staff shall forward the Approved Purchase Request/Job Order to the BAC Secretariat Section for processing

The BAC Secretariat shall affixed control number on the Approved Purchase Request/Job Order The BAC Secretariat shall forward the Approved PR/JO to the BAC Chair for the identification of mode of procurement (SF -075) The BAC Secretariat will forward the approved PR/JO to the DCC for the preparation of Request for Quotation and retain documents for processing under public bidding The BAC shall prepare the bidding documents for the processing of request under public bidding The BAC shall post to the philgeps those request for public bidding The Canvassing Section shall post those request to be process under alternative Mode of Procurement with below 50,000 ABC The BAC Secretariat shall prepare the conduct public bidding for request to be undertaken through public bidding The Canvassing Unit will conduct canvassing for request undertaken through alternative mode of procurement The BAC shall prepare BAC resolutions for projects completed which are undertaken through public bidding and BAC Resolutions for request undertaken through alternative mode of procurement with a ABC above 50,000 The Canvassing shall forward the sealed quotation of contractors/suppliers to the TWG-Technical and end-user for the evaluation of items. The Canvassing Unit shall prepare the Abstract of Quotation for request undertaken through alternative mode of procurement

5 mins

5 mins

5 mins.

10 mins.

15 mins

2 days

1 hour

1 hour

min. of 28 days; max of 58 days (with failed bidding)

1 to 3 days

30 mins

1 day

Min. of 30 mins; max of 2 hours

None

None

None

None

None

None

None

None

None

None

None

None

None

177

Document Controller BAC Secretariat Contract Mgt. Staff Contract Mgt.Staff President Unit Head Contract Mgt. Staff Budget Officer Contract Mgt. Staff Contract Mgt. Staff Contract Mgt. Unit BAC Secretariat Canvassing Staff Document Controller

The Canvassing Unit shall route the Abstract of Quotation for signing by the BAC Members The BAC Secretariat shall forward the completed projects undertaken through public bidding together will all supporting documents to the Contract Mgt. Unit for the preparation of Notice of Award and Purchase Order for the projects undertaken through alternative mode of procurement Notice of Award shall be forwarded to the Office of the President for Approval. Countersigned the Purchase Order The Contrat Mgt. Unit shall forward the duly countersigned PO/WO to the Budget Office for obligation for funds Issue copy of duly approved Notice Of Award/Purchase Order/Work Order to suppliers/contractor for signing/confirmation though phone call or sending of scanned copy through mail The Contract Mgt. Unit shall forward copy of duly confirmed PO/WO to the Commission On Audit All complete documents shall be forwarded to the SPMU for the fulfillment of contracts. Docs: Purchase Order Work Order Contracts And all supporting documents For transparency the BAC shall post the awarded projects/contracts at the TSU website, conspicuous place and philgeps

Depends on the availability of the

BAC Members; max of 1 day

Min. 15 mins; max 30 mins.

1 day (depends on the availability of signing officer)

5 mins.

5 mins.

Min. of 30 mins; max 2 days

5 mins.

10 mins.

Min. of 5 min; max of 1 hour

None

None

None

None

None

None

None

None

None

178

PROCEDURES ON THE CANVASSING OF REQUEST

PERSON RESPONSIBLE

DETAILS

DURATION

FEE

Canvassing Staff Canvassing Staff Canvassing Staff

The Canvassing Unit shall post the Request of Quotation at the Philgeps with ABC above 50,000 Distribute RFQ to all eligible contractors/suppliers The Canvassing Staff shall retrieve all RFQ distributed to all eligible contractors/suppliers

Min. of 3 days; maximum of 5 days

1 to 3 days

1 hour

None

None

None

PROCEDURES ON THE PERFORMANCE EVALUATION OF CONTRACTORS/SUPPLIERS

PERSON RESPONSIBLE

DETAILS

DURATION

FEE

Contract Mgt. staff

Contract Mgt Unit Unit Head

The Contract Mgt. Unit shall distribute performance evaluation form to all completed projects The Contract Mgt Unit shall prepare a monthly report on the result of performance evaluation conducted to all suppliers/contractors to be submitted to the Head of the Unit After review and checking on the report submitted by the Contract unit, the unit head shall transmit

the report to the OIC CAO

1 day

30 mins

30 mins

None

None

179

FACILITIES DEVELOPMENT AND MANAGEMENT OFFICE

PROCESSING OF BILLING FOR INFRASTRUCTURE PROJECTS:

MOBILIZATION, PROGRESS BILLING, FINAL BILLING AND RETENTION MONEY

RESPONSIBLE

PERSON/S DETAILS DURATION FEES

PMU-FDMO Clerk

PMU-FDMO Project in Charge (PIC)

PMU-FDMO Clerk, Records Office Clerk OUP Clerk, VPAF Clerk, FDMO Clerk, PMU-FDMO Clerk PMU-FDMO Project in Charge(PIC) PMU-FDMO, Infrastructure Project Inspection Team (IPIT) PMU-FDMO Project in Charge, FDMO – PMU Clerk

FDMO-PMU

Technical Staff, PMU-FDMO Clerk

PMU-FDMO Clerk,

Accounting

Contractor forwards Letter of Intent and other requirements to the PMU-FDMO Office Receive and stamp the submitted request Preliminary review and checking of submitted documents of the Contractor Receive, stamp and forward letter to the OUP OUP forwards letter to VPAF, FDMO & PMU-FMDO PMU-FDMO Head endorsed documents to the Person In Charge (PIC) and conduct site inspection and evaluation PMU-FDMO Project in Charge prepares the necessary documents for approval FDMO – PMU Head and FDMO Director recommend the approval of Contractor’s Request FDMO – PMU Clerk circulates for signatories PMU-FDMO Technical Staff evaluates and reviews the supporting

15 minutes

30 minutes

15minutes

60minutes

2 weeks

180 minutes

30 minutes

60 minutes

30 minutes

None

None

None

None

None

None

None

None

None

180

Office Staff FDMO – PMU Clerk

documents and prepares the ORS/DV for approval FDMO – PMU Clerk circulates for signatories Forward the documents to the Accounting Office for processing of payment.

60 minutes

15 minutes

Total: 14.35 Working Days / 3

Weeks

None

None

181

UNIVERSITY AND BOARD SECRETARY

NAME OF SERVICE

REQUIREMENTS NEEDED

PROCEDURE PERSON

RESPONSIBLE MAXIMUM

TIME FEE

1

Request for Resolutions passed and approved by the Academic Council, Administrative Council and Board of Regents

1. Request Form

1. Submit request form to the Clerk Clerk 1 minute No Fee

2. Pre-assessment of the request University/Board

Secretary 2 minutes No Fee

3. Preparation of the requested resolutions (either Academic, Administrative or Board resolution)

University/Board Secretary

1-3 days No Fee

4. Release of requested document Clerk 2 minutes No Fee

182

SUPPLY AND PROPERTY MANAGEMENT UNIT

RECEIPT OF DELIVERIES OF SUPPLIES, MATERIALS AND EQUIPMENT


• Tuesdays to Fridays from 7:00 AM to 4:00 PM


• Suppliers, Contractors

Documentary Requirements:

• Approved Purchase Order (PO) / Work Order (WO)

• Original copy of Invoice / Delivery Receipt / Certificate of Job Completion

How to avail the service:

STEP

CLIENT

ACTIVITY

DURATION OF

ACTIVITY

PERSON IN

CHARGE

FEE

FORM

1

Supplier

presents

required

documents to

personnel-in-

charge for the

delivery of

items

Checks completeness

of documents

5 minutes

Supplies &

Materials

(S&M) Staff

Property, Plant

& Equipment

Staff (PPE)

Staff

None

Purchase

Order (PO) /

Work Order

(WO)

2 Delivery of

item/s

Checks and receives

delivery of item/s if

in conformity with

the specifications

indicated in the PO /

WO; counts the items

delivered

Prepares and issues

Request for

Inspection to

Inspection

Committee Member/s

Checks and inspects

the item/s if in

conformity with the

specifications

15 minutes*

10 minutes

15 minutes*

S&M Staff

PPE Staff

S&M Staff

PPE Staff

Inspection

Committee

Member/s

None

None

None

PO / WO

Request for

Inspection

PO / WO

183

indicated in the PO /

WO

3

Acceptance of

Delivery

Accepts the item/s

delivered; signs

Inspection and

Acceptance Report

(IAR); furnished

copy of IAR to

concerned offices

Posts delivered items

manually and

electronically in the

stock/ledger card and

supply inventory

system

Prepares

Disbursement

Voucher (DV);

checks and validates

attachments;

forwards DV to end-

user to certify

expenses incurred

under his/her direct

supervision

10 minutes*

20 minutes*

10 minutes

S&M Staff

PPE Staff

Inspection

Committee

Member/s

S&M Staff

PPE Staff

SPMU Clerk

SPMU Head

End-user

None

None

None

Inspection

and

Acceptance

Report (IAR)

Stock Card

Ledger Card

Disbursemen

t Voucher

(DV)

Note: * duration of activity depends on the quantity, installation and training/s needed for the delivered

item/s

184

ISSUANCE OF SUPPLIES, MATERIALS AND EQUIPMENT




• End-users (Offices, Units, Colleges)


• Requisition and Issue Slip

• Property Acknowledgement Receipt (PAR)

• Inventory Custodian Slip (ICS)


STEP

CLIENT

ACTIVITY

DURATION OF

ACTIVITY

PERSON IN

CHARGE

FEE

FORM

1

Receives

notice for

available items

Prepares and issues

notice to end-users

for the availability of

items

10 minutes

Supplies &

Materials

(S&M) Staff

Property, Plant

& Equipment

Staff (PPE)

Staff

None

Notice to

Prepare

Requisition

and Issue

Slip

Notice on

Delivered

Equipment

2 Presents

accomplished

Requisition

and Issue Slip

(RIS) for

supplies and

materials

Checks, approves and

records the

availability of items

Prepares and signs

Inventory Custodian

Slip (for small

tangible items with

estimated useful life

of more than one

year)

Prepares and signs

Property

Acknowledgement

Receipt (PAR) for

PPE

5 minutes

5 minutes

5 minutes

Receiving Clerk

SPMU Head

S&M Staff

S&M Staff

PPE Staff

SPMU Head

End-

user/Accountabl

e Person

PPE Staff

SPMU Head

End-

user/Accountabl

e Person

None

None

None

Requisition

and Issue

Slip (RIS)

Inventory

Custodian

Slip (ICS)

Property

Acknowledg

ement

Receipt

(PAR)

3

Receipt of

items

Checks, counts and

issue items to end-

users

10 minutes*

S&M Staff

PPE Staff

None

RIS

ICS

PAR

185

Posts issued items

manually and

electronically in the

stock/ledger card and

supply inventory

system

20 minutes*

S&M Staff

PPE Staff

None

Stock Card

Ledger Card

Note: * duration of activity depends on the quantity of requested and issued items

DISPOSAL OF UNSERVICEABLE SUPPLIES, MATERIALS AND EQUIPMENT




• Interested bidders


• Mayor’s Permit

• Latest Income Tax return


STEP

CLIENT

ACTIVITY

DURATION OF

ACTIVITY

PERSON IN

CHARGE

FEE

FORM

1

Inquires/

secures

bidding

guidelines

Issues bidding

documents to

interested bidder/s

10 minutes

Disposal Staff

None

Bidding

documents

2

Inspection of

items

Inspects the items for

disposal

30 minutes*

Disposal Staff

None

Certificate of

Inspection

3

Attends Pre-

bid Conference

Clarifies any

concerns with the

items/ for disposal,

scope of work and

other details of the

requirements

30 minutes**

BAC on

Disposal

None

None

186

4

Submit a

sealed bid

Opening of bids

Evaluation of bids

within seven (7)

working days from

Pre-Bid

Conference

within three (3)

working days

BAC on

Disposal

None

Technical

and Financial

Documents

5

Receipt of

Notice of

Award

Prepares and issues

Notice of Award to

the winning bidder

1 day

Disposal Staff

University

President

None

Notice of

Award

6

Payment of bid

amount

Receives payment

and issue Official

Receipt

within five (5)

days upon

receipt of NOA

Cashier

Bid

amou

nt for

the

proje

ct

None

7

Submit

Official

Receipt

Records Official

Receipt Number;

prepares and issues

gate pass

10 minutes

Disposal Staff

None

Official

Receipt

Gate pass

8

Hauling of

unserviceable

items

Checks and verifies

items and documents

within seven (7)

days upon

receipt of NOA

Disposal Staff

Guard on duty

None

Gate pass

Note: * duration of activity depends on the location of items for disposal

** duration of activity depends on the number of interested bidder/s

187

ISSUANCE OF CLEARANCE FOR PROPERTY ACCOUNTABILITY




• Teaching and Non-Teaching personnel with plantilla items


STEP

CLIENT

ACTIVITY

DURATION

OF ACTIVITY

PERSON IN

CHARGE

FEE

FORM

1

Submit

University

Clearance

Receives

accomplished

clearance form

1 minute

PPE Inventory

Staff

None

Clearance

Form

2

Verifies property

accountability of

client

10 minutes

PPE Inventory

Staff

None

PAR / ICS

3

Client without

property

accountability

Signs the clearance

for property

accountability

1 minute

SPMU Head

None

None

4

Client with

property

accountability

Checks and verifies

property

accountability

10 minutes*

SPMU Head

None

None

5

Client with

missing property

accountability

Prepares and

computes the book

value of missing

property based on

E-NGAS

30 minutes**

PPE Inventory

Staff

Accounting Staff

Disposal

Committee

None

List of

Missing

Property

6

Payment of

corresponding

amount

Receives payment

and issue Official

Receipt

5 minutes

Cashier

None

None

7

Submit

photocopy of OR

as proof of paid

accountability

Records OR No.

and initials

clearance for

property

accountability

10 minutes

PPE Inventory

Staff

None

None

8

Signs the clearance

for property

accountability

1 minute

SPMU Head

None

None

Note: * duration of activity depends on the quantity and if property accountability is/are not found in

station

** duration of activity depends on the quantity of missing property accountability

188

MOTORPOOL UNIT

Front Line Service:

Scheduling of Travel

STEP/ PROCESS

DURATION REQUIREMENTS FEES PERSON/S LOCATION

CLIENT PROVIDER RESPONSIBLE

1. Submit

approved

Travel

Order

Check the

important

details of the

Travel Order

and other

attachment/s

1 Min.

(2) copies of

approved Travel

Order

NONE Motorpool

Staff

Main

Campus

Check the

availability of

service

vehicle and

driver, based

on the date

and time of

travel.

1 Min. NONE NONE Motorpool

Staff

Main

Campus

Give

confirmation

if the request

is already on

schedule.


Staff

Main

Campus

Inform the

client if the

request is on

Re-schedule

due to

unavailability

of Service

Vehicle.


Staff

Main

Campus

END OF TRANSACTION

189

Republic of the Philippines

TARLAC STATE UNIVERSITY

Romulo Blvd., San Vicente Tarlac City

CUSTOMER FEEDBACK FORM

0000000000000000000

Here at Tarlac State University, it is our duty to serve you. Your participation in completing this form is greatly appreciated

and will be taken seriously. Please let us know about your experience. Your honest feedback will help us serve you better and improve our service standards.

Kindly check (✔) the box that

corresponds with your answer.

Very Good

(9-10)

Good (7-8)

Average

(5-6)

Poor (3-4)

Very Poor

(1-2)

1. QUALITY

satisfactory and professional service was given

2. PROMPTNESS The staff responded vimmediately

3. RESULT OF SERVICE

provided the required service/document/information

OVERALL APPRAISAL

OTHER SUGGESTIONS/COMMENTS: ________________________________________________________________________________________________________________________________________________________________________________________________________________________

Kindly drop the accomplished feedback form in the appropriate box provided by the concerned office you are evaluating. Thank you!

Form No.: TSU-HRD-SF-132 Revision No: 00 Effectivity Date: March __, 2019 Page 1 of 1

Name (Optional):_________________________________________________

Date: _______________________ Contact No.:___________________

Office/College:__________________________________________________

Service Availed: ________________________________________________

Name of Servicing Staff: _________________________________________

Republic of the Philippines

TARLAC STATE UNIVERSITY

Romulo Blvd., San Vicente Tarlac City

CUSTOMER FEEDBACK FORM

0000000000000000000

Here at Tarlac State University, it is our duty to serve you. Your participation in completing this form is greatly appreciated

and will be taken seriously. Please let us know about your experience. Your honest feedback will help us serve you better and improve our service standards.

Kindly check (✔) the box that

corresponds with your answer.

Very Good

(9-10)

Good (7-8)

Average

(5-6)

Poor (3-4)

Very Poor

(1-2)

1. QUALITY

satisfactory and professional service was given

2. PROMPTNESS The staff responded vimmediately

3. RESULT OF SERVICE

provided the required service/document/information

OVERALL APPRAISAL

OTHER SUGGESTIONS/COMMENTS: ________________________________________________________________________________________________________________________________________________________________________________________________________________________

Kindly drop the accomplished feedback form in the appropriate box provided by the concerned office you are evaluating. Thank you!

Form No.: TSU-HRD-SF-132 Revision No: 00 Effectivity Date: March __, 2019 Page 1 of 1

Name (Optional):_________________________________________________

Date: _______________________ Contact No.:___________________

Office/College:__________________________________________________

Service Availed: ________________________________________________

Name of Servicing Staff: _________________________________________